3.9 Plans and Specifications and Authorize Bid Process for Prairie Park Ballfields
Request for
City Council Action
DEPARTMENT INFORMATION
ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE:
Parks & Recreation Interim Parks and Recreation Director Jacobs August 8, 2022
PRESENTER(s) REVIEWED BY: ITEM #:
Consent City Administrator/Finance Director Flaherty 3.9 – Prairie Park Ballfields
STRATEGIC VISION
MEETS: THE CITY OF OTSEGO:
Is a strong organization that is committed to leading the community through innovative
communication.
X Has proactively expanded infrastructure to responsibly provide core services.
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
Is a social community with diverse housing, service options, and employment opportunities.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends the City Council approve plans and specifications and authorize the bid process.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUND/JUSTIFICATION:
Project History
In 2019 The City of Otsego adopted the Parks and Recreation System Master Plan. The plan identified a
short-term project need for athletic field improvements at Prairie Park. Throughout 2021, the City held
listening sessions with softball and baseball representatives to discuss desires and needs with regards to
the ballfields. The need to address safety concerns rose to the top of the priorities. Current safety issues
identified include:
• Cracking along the existing upright posts
• Issues with foul balls leaving the field of play and entering spectator areas
• Lack of shade
A lack of accessible paths to the four spectator areas was also identified as a key issue to address. There
was a desire for other baseball/softball related amenities at the facility. Batting cages and screening for the
port-a-potties are included in the project as alternates. Depending on bid results, these features may be
included or developed by the City as a separate project.
Project Design
The project design is:
• Replacing four older, undersized backstops with taller backstops that will extend to the dugouts to
provide additional protection for spectators
• Adding roofs to eight dugouts to provide shade for players
• Adding four pathways to provide accessible connections to the spectator areas
As noted above, alternates include:
• Port-a-potty screening fence and concrete pads
• Batting cages (electric service to be supplied as a different contract)
Project Budget
A preliminary estimate has been prepared for the project. The total estimated project cost for taller
backstops, covered dugouts, accessible paths, and other related improvements is estimated at $331,519. A
recommended 15% contingency ($49,728) to address unforeseen issues in the construction process, as the
recent bidding environment has been volatile due to changing inflation, materials costs, and labor costs.
With the contingency included, the total estimated costs are $381,247.
Because of this, alternates have been identified, and if base bids come in lower than expected some of
those alternates may be incorporated into the project. The total estimated project costs including
alternatives and the separate contract for respective electrical work totals $392,959. With the contingency
included, the total estimated costs are $451,903.
Next Steps
• City Council approval of plans and authorization to go out for bids (Note: Approval of the plans and
authorization to bid does not obligate the City to proceed with awarding the project or
construction.)
• Following approval, notice of the project will be published for statutory minimum of 10 days
• If acceptable bids are received, the City Council will consider awarding the project at the
September 12th meeting.
• The site will be available for construction on September 18th, the day after the Otsego Prairie
Festival.
• Completion date of work depends on weather but will be late fall 2022 or spring 2023.
The Parks and Recreation Commission and Administrative Subcommittee have reviewed this information
and recommended consent agenda consideration.
SUPPORTING DOCUMENTS ATTACHED:
• Plans and Specifications
• Engineer’s Cost Estimate
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to approve the Plans and Specifications and Authorize Advertisement for Bids for the Prairie Park
Ballfield Improvements.
BUDGET INFORMATION
FUNDING: BUDGETED:
Fund 203 – Park Development
Yes ($403,215)
T100TITLE SHEETSHEET INDEX (TOTAL 8 SHEETS)TITLE SHEETSURVEY SHEETREMOVALSLAYOUT PLANDETAILSPRAIRIE PARK BALLFIELD IMPROVEMENTSOWNER:CITY OF OTSEGOCONTACT: CITY CONTACT: PHONE #ADDITIONAL CITY CONTRACTS/NUMBERS?LANDSCAPE ARCHITECT:HKGi800 WASHINGTON AVE. N., SUITE 103MINNEAPOLIS, MN 55401CONTACT: AMY BOWER 612-252-7121GENERAL NOTES:T100S100R100L100D101-D104LOCATION MAPPROJECT BOUNDARIESNASHUA AVE. NE 90TH ST. NEDescription:Key:Date:Project Number:Date:Drawn by:Checked By:Sheet Title:Project:I hereby certify that this plan was prepared by me or undermy direct supervision and that I am a duly licensedLandscape Architect under the laws of the State of Minnesota.SignatureRegistration No.DatePrairie Park Ballfield ImprovementsCity of OtsegoWright County, MinnesotaClient:SHEETLandscape Architect /Planning / Urban Designwww.hkgi.comMinneapolis, Minnesota13355 90th St NE, Otsego, MN 5533090TH ST. NEOTSEGOCITY HALLOTSEGO PRAIRIE PARK
XX XX X X XXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
X X X X X X X
X X
X
X
XXXXXXXXXXXX0SCALE: 1" = 20'-0"40'20'10'R100SITE REMOVAL KEYEXISTING TREE - PROTECT FROM ANY DAMAGEDURING CONSTRUCTIONGENERAL REMOVAL NOTES:A.CONTRACTOR TO REVIEW ALL TREE PROTECTION AND EROSION CONTROL FORAPPROVAL PRIOR TO BEGINNING ANY WORK. SEE CIVIL FOR EROSION CONTROLREQUIREMENTS.B.CONTRACTOR TO REVIEW ALL REMOVALS WITH OWNER PRIOR TO BEGINNING WORK.C.CONTAIN OPERATIONS WITHIN CONSTRUCTION LIMITS SHOWN ON PLANS UNLESSAUTHORIZED BY PROJECT MANAGER.D.CONTRACTOR TO NOTIFY LANDSCAPE ARCHITECT OF ANY LAYOUT DISCREPANCIES.E.CONTRACTOR TO MAINTAIN ALL TREE PROTECTION AND EROSION CONTROLTHROUGHOUT PROJECT,F.ELECTRONIC FILES WILL BE PROVIDED TO CONTRACTOR FOR LAYOUT OF ALL WORK.G.QUANTITIES INDICATED ARE FOR THE CONVENIENCE OF THE BIDDER. IT SHALL BE THEBIDDER'S RESPONSIBILITY TO VERIFY ALL QUANTITIES TO THEIR OWN SATISFACTION.H.TURF RESTORATION EXTENTS TO BE DETERMINED BY CONTRACTOR BASED ONMEETING SPECIFICATIONS AND THE CONTRACTORS EXTENT OF DISTURBANCE. NOADDITIONAL COMPENSATION WILL BE GIVEN FOR RESTORATION NECESSARY DUE TOCONTRACTOR OR CONTRACTORS SUBS WORK.I.CONTRACTOR SHALL MINIMIZE DISTURBANCE TO SITE AND PROTECT EXISTINGVEGETATION AND SITE FEATURES (CURBS, WALKS, PAVEMENTS, OVERHEAD ANDUNDERGROUND UTILITIES, SIGNAGE, FENCING, ETC.) WHICH ARE TO REMAIN.J.REPAIR OR REPLACE EXISTING PROPERTY AND SITE FEATURES, INCLUDING TREES ANDVEGETATION WHICH ARE TO REMAIN THAT ARE DAMAGED BY THE WORK TO OWNERSSATISFACTION AND AT NO ADDITIONAL COST TO THE OWNER.K.CONTRACTOR TO VISIT THE SITE PRIOR TO BIDDING TO BE FAMILIAR WITH ACTUALCONDITION IN THE FIELD. EXTRA COMPENSATION WILL NOT BE ALLOWED FORCONDITIONS WHICH COULD HAVE BEEN DETERMINED OR ANTICIPATED BYEXAMINATION OF THE SITE, THE CONTRACT DRAWINGS AND THE INFORMATIONAVAILABLE PERTAINING TO EXISTING SOILS, UTILITIES AND OTHER SITECHARACTERISTICS.WORK LIMITSDescription:Key:Date:Project Number:Date:Drawn by:Checked By:Sheet Title:Project:I hereby certify that this plan was prepared by me or undermy direct supervision and that I am a duly licensedLandscape Architect under the laws of the State of Minnesota.SignatureRegistration No.DatePrairie Park Ballfield ImprovementsCity of OtsegoWright County, MinnesotaClient:SHEETLandscape Architect /Planning / Urban Designwww.hkgi.comMinneapolis, Minnesota13355 90th St NE, Otsego, MN 55330REMOVE FENCING ANDASSOCIATED FOOTINGSREMOVALSEXISTING FIELD FENCINGEXISTING CONCRETE
XX XX X X XXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
X X X X X X X
X X
X
X
XXXXXXXXXXXX0SCALE: 1" = 20'-0"40'20'10'L100Description:Key:Date:Project Number:Date:Drawn by:Checked By:Sheet Title:Project:I hereby certify that this plan was prepared by me or undermy direct supervision and that I am a duly licensedLandscape Architect under the laws of the State of Minnesota.SignatureRegistration No.DatePrairie Park Ballfield ImprovementsCity of OtsegoWright County, MinnesotaClient:SHEETLandscape Architect /Planning / Urban Designwww.hkgi.comMinneapolis, Minnesota13355 90th St NE, Otsego, MN 55330KEYNEW CONCRETEWORK LIMITSA.CONTRACTOR RESPONSIBLE FOR ALL SURVEY STAKING. ALL STAKED LAYOUTAND BASE GRADING TO BE VERIFIED AND APPROVED IN FIELD BY PROJECTMANAGER PRIOR TO ANY FINAL SURFACE MATERIAL INSTALLATIONS.B.INSTALL ANY EROSION CONTROL REQUIREMENTS PRIOR TO STARTING WORK.C.COORDINATE WITH ANY OWNER WORK DURING CONSTRUCTION.D.CONCRETE WALK TO HAVE BROOM FINISH AND SAWCUT JOINTS.E.CONTAIN OPERATIONS WITHIN CONSTRUCTION LIMITS SHOWN ON PLANSUNLESS AUTHORIZED BY PROJECT MANAGER.F.CONTRACTOR TO COORDINATE ALL DRAINAGE, SLEEVING AND CONDUITPLACEMENT OF ALL TRADES ON PROJECT.G.CONTRACTOR TO NOTIFY LANDSCAPE ARCHITECT OF ANY LAYOUTDISCREPANCIES.H.CONTRACTOR TO MAINTAIN ALL TREE PROTECTION AND EROSION CONTROLTHROUGHOUT PROJECT.I. IT SHALL BE THE BIDDER'S RESPONSIBILITY TO VERIFY ALL QUANTITIES TOTHEIR OWN SATISFACTION.L. EXTENT OF REMOVALS AND RESTORATION IS RESPONSIBILITY OF CONTRACTORTO ESTIMATE AND INCLUDE IN BID.M.TURF RESTORATION EXTENT TO BE DETERMINED BY CONTRACTOR BASED ONMEETING SPECIFICATIONS AND THE CONTRACTORS EXTENT OF DISTURBANCE.NO ADDITIONAL COMPENSATION WILL BE GIVEN FOR RESTORATION NECESSARYDUE TO CONTRACTOR OR CONTRACTORS SUBS WORK.GENERAL LAYOUT NOTES:3" BALL FIELD INFIELD AGGREGATEALL AREAS DISTURBED TO BE RESTORED WITHSALVAGED TOPSOIL AND SPECIFIED SEED MIX, SEESPECIFICATIONSLAYOUTNEW BACKSTOP FENCINGNEW DUGOUT ROOF SYSTEMEXISTING CONCRETE
Description:Key:Date:Project Number:Date:Drawn by:Checked By:Sheet Title:Project:I hereby certify that this plan was prepared by me or undermy direct supervision and that I am a duly licensedLandscape Architect under the laws of the State of Minnesota.SignatureRegistration No.DatePrairie Park Ballfield ImprovementsCity of OtsegoWright County, MinnesotaClient:SHEETLandscape Architect /Planning / Urban Designwww.hkgi.comMinneapolis, Minnesota13355 90th St NE, Otsego, MN 55330D101PAVEMENT DETAILS
DUG OUT SYSTEM ASSEMBLY - PLAN VIEW TYPICAL DETAIL1D102””·”·”·”·”””··“”·”·Description:Key:Date:Project Number:Date:Drawn by:Checked By:Sheet Title:Project:I hereby certify that this plan was prepared by me or undermy direct supervision and that I am a duly licensedLandscape Architect under the laws of the State of Minnesota.SignatureRegistration No.DatePrairie Park Ballfield ImprovementsCity of OtsegoWright County, MinnesotaClient:SHEETLandscape Architect /Planning / Urban Designwww.hkgi.comMinneapolis, Minnesota13355 90th St NE, Otsego, MN 55330D102DUG OUT DETAILS
CHAINLINK FENCE - 30FT HEIGHT BASE/ 25FT DEDUCT ALTERNATE- BACKSTOP PLAN2D103BACKSTOP - ELEVATION1D103Description:Key:Date:Project Number:Date:Drawn by:Checked By:Sheet Title:Project:I hereby certify that this plan was prepared by me or undermy direct supervision and that I am a duly licensedLandscape Architect under the laws of the State of Minnesota.SignatureRegistration No.DatePrairie Park Ballfield ImprovementsCity of OtsegoWright County, MinnesotaClient:SHEETLandscape Architect /Planning / Urban Designwww.hkgi.comMinneapolis, Minnesota13355 90th St NE, Otsego, MN 55330D103BACKSTOP DETAILS
1D104ALTERNATE: TOILET ENCLOSUREVERIFY SIZE? - ACCOMMODATE 2?Description:Key:Date:Project Number:Date:Drawn by:Checked By:Sheet Title:Project:I hereby certify that this plan was prepared by me or undermy direct supervision and that I am a duly licensedLandscape Architect under the laws of the State of Minnesota.SignatureRegistration No.DatePrairie Park Ballfield ImprovementsCity of OtsegoWright County, MinnesotaClient:SHEETLandscape Architect /Planning / Urban Designwww.hkgi.comMinneapolis, Minnesota13355 90th St NE, Otsego, MN 55330D104ENCLOSURE DETAILS
OTSEGO - PRAIRIE PARK BALL FIELD IMPROVEMENTS
updated: 8/2/2022
prepared by: HKGi
ITEM DESCRIPTIONS EST QTY UNIT UNIT COST PROJECT TOTALS
BID ITEMS
EROSION CONTROL/RESTORATION ALLOWANCE 1 LS 3,000$ 3,000$
REMOVE BALLFIELD BACKSTOPS AND FENCING 1 LS 8,000$ 8,000$
10 x 30 DUGOUT ROOF SYSTEM WITH SURFACE MOUNTED POSTS-GALV 8 EA 23,000$ 184,000$
5" CONCRETE WALK - ADA CONNECTIONS TO FIELDS 475 SF 14$ 6,650$
6" DUG OUT CONCRETE SLAB EXPANSION 664 SF 20$ 13,280$
EXTRA 5" CONCRETE WALK PATCH BEHIND BACKSTOPS 288 SF 14$ 4,032$
30FT GALV. CHAIN LINK BACKSTOPS AND FTGS 4 EA 22,000$ 88,000$
Subtotal 306,962$
Mobilization 8%24,557$
BASE BID CONSTRUCTION TOTAL 331,519$
ALTERNATES
1 DEDUCT BACKSTOPS FROM 30FT GALV TO 25FT HT - GALV 4 EA (1,600)$ (6,400)$
2 ADD DOUBLE BIFF ENCLOUSURE AND CONC PAD 1 LS 15,000$ 15,000$
3A ADD 4" BEACON ELITE POST DOUBLE BATTING CAGE NET SYSTEM 70FT 1 LS 15,000$ 15,000$
3B ADD DOUBLE BATTING CAGE FTGS/INSTALL SYSTEM 1 LS 10,000$ 10,000$
3C ADD BATTING CAGE SURFACING - AG LIME 1 LS 3,000.00$ 3,000
Subtotal 43,000$
Mobilization 8%3,440$
ALTERNATE BID CONSTRUCTION TOTAL 46,440$
HIGHEST ALTS AND BASE BID 377,959$
SEPARATE CONTRACT
ELECTRICAL OUTLET PEDESTAL AT BATTING CAGES ALLOWANCE 1 LS 15,000$ 15,000$
Subtotal 15,000$
ITEM