3.6 2023 Trail Maintenance Project
Request for
City Council Action
DEPARTMENT INFORMATION
ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE:
Parks and Recreation Parks and Recreation Director Jacobs July 24, 2023
PRESENTER(s) REVIEWED BY: ITEM #:
Consent City Administrator/Finance Director Flaherty
3.6 – Trail Maintenance
Project Quotes
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.
X Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends the City Council accept the quotes and to authorize the 2023 Trail Maintenance Project.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUND/JUSTIFICATION:
The City of Otsego maintains over 42 miles of trails. Each year staff evaluates the trail system and rates each trail using a
modified version of the PCI index. Funding for this maintenance comes from Fund 202, Trails Management, which
included a Capital Improvement Plan budget of $135,000 for this year.
Staff is recommending a hybrid maintenance approach to the Carrick’s Landing Park trail. Staff spoke with ACI and they
have a hybrid recommendation for infrared patching, crack filling, seal coating, and overlaying certain sections of the
Carrick’s Landing Park trail to offer the most cost effective maintenance strategy.
The other identified sections of trail are receiving routine maintenance, this follows best maintenance practices for
bituminous trail management. All the sections of trail receiving maintenance are highlighted on the attached maps.
City staff requested quotes from five contractors and received two quotes. ACI/ACS submitted the lowest quote for the
scope of work our budget allows this year at $134,450.
SUPPORTING DOCUMENTS ATTACHED:
• Quote – ACI/ACS
• Trail Maintenance Maps
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to accept the quotes and authorize ACI/ACS to complete the 2023 Trail Maintenance Project in the amount of
$134,450.00.
BUDGET INFORMATION
FUNDING: BUDGETED:
Fund 202 - Trails Management
Yes
Date:Friday, June 30, 2023
Qty Proposed Service(s) & Description(s)Depth
Site Description: # S121608
Various Trails in Otsego
Otsego, MN 55330
Site Contact:
Site Phone:
Site Email:
Prepared By:
Sam Olsen
Contact Information:
Mobile: 952-256-0581
Office: 763-424-9191
E-mail: Sam.Olsen@aciasphalt.com
Project Manager:
Mobile:
Email:
Submitted To:
Nick Jacobs
City of Otsego
13400 90th Street NE
Otsego, Mn 55330
Contact Information:
Phone: (763) 334-3170
Mobile:
E-mail: NJacobs@ci.otsego.mn.us
Proposal # 2023-330110285 89th Ave. North • Maple Grove, MN 55369
Ph. (763) 424-9191 • Fax (763) 424-9190
Traffic Control
Service Description
1. Necessary traffic control resources will be deployed and traffic
control devices (cones, delineators, caution tape and etc) will be
installed to protect the work site before, during and after the project
has started.
2. These items will be removed at the set time and date that has been
discussed with the owner or owners agent.
3. Detailed notice will be given to residents (flyer in mailbox) prior to
start of work.
$1,500.001Lump Sum
2023 Price - Asphalt Overlay Orange Area of Carrick’s Landing
Service Description
1. Edge mill 0-2" in depth at curb lines, concrete pads and handicap
access points.
2. Dig out and spray areas where vegetation has grown through
asphalt.
3. Apply tack at the rate of .05 gallons/sq. yd.
4. Install a 2" COMPACTED depth asphalt wear lift MNDOT spec.
MV4R.
2”$39,125.0010,200 Sq. Ft.
2023 Price - IR Heats Scattered at Carrick’s Landing
Service Description
1. Heat area as specified using infrared thermal bond patch machine.
2. Rake softened in place material and remove failed material as
needed.
3. Spray asphalt rejuvenator onto the heated area.
4. Add new asphalt as necessary to meet the proper grade.
5. Rake and level the patch and compact.
$18,315.00109Heats
2023 Scope of Work - Sealcoat
Service Description
1. Remove dirt and debris with power blowers.
2. Prep all gas and oil spots with a petro seal.
3. Apply sealer at rate of 40-45 sq. ft. per gallon. SPRAY 2
SEPARATE COATS (sealer to have 4 lbs. sand/gallon & mineral
reinforced asphalt emulsion pavement sealer blended with polymers
and special surfactants for superior adhesion and durability)
4. 15% more solids than conventional emulsion sealers.
5. Barricade areas (Please stay off sealed areas for 24 hours)
1 Ct
2023 Scope of Work - Crack Fill
Service Description
Old and Existing Cracks
1. Blow out existing sealed cracks that have opened up with high
powered blowers.
2. Fill cracks with a hot rubberized crack sealant, MNDOT spec. 3405.
Newly Formed Cracks
1. Rout out all cracks 1/4" and larger to 3/4" x 3/4".
2. Clean out all dirt and debris with power blowers. (Heat lance if
moist)
3. Apply a hot rubberized crack sealant, MNDOT spec. 3405, slightly
lower than the pavement surface to prevent snow removal tear-out.
1 Ct
2023 - Breakdown of Price for Sealcoat and Crack Fill
(Reference Attached Document for Scope in Each Area)
*Areas Highlighted Red Have Been Omitted From Scope
Service Description
1. Carrick’s Landing Trail = $17,000.00
2. Maciver Ave Trail = $6,750.00
3. County Road 39/42 Trail = $14,000.00
4. Page Ave Trail = $8,375.00
5. Odean Ave Trail = $13,950.00
6. County Rd 42 Trail = $7,750.00
7. Randolph Ave Trail = $6,185.00
8. Frankfort Park Trails = $5,750.00
9. Quaker Ave Trail = $5,585.00
10. Zimmer Farms Park Stub Trails = $3,500.00
11. 75th St Trail = $11,950.00
$75,510.001Ct
Customer Signature
ACI Sales Consultant Signature Sam Olsen
This proposal may be withdrawn at our option if not accepted within 7 days of Jun 30, 2023
By signing proposal you agree to ACI’s full Terms & Conditions and authorizing ACI to proceed with the work identified in this
agreement.
PAYMENT TERMS 30%Down, Balance Net 30 Project Total: $134,450.00
SERVICE TERMS Customer will be notified when work scheduled to be performed. Any job/phase canceled by customer
within 72 hours prior to scheduled date is subject to 25% cancellation fee on price of job/phase. Any job/phase rescheduled
by customer within 72 hours prior to scheduled start date is subject to a 10% rescheduling fee. The customer will be
notified when work is to be performed.
Contract &Authorization to Proceed -No work will be scheduled without customer signature below &receipt of
required down payment.
Ducu_DateDucu_Sign Date
ACI Terms and Conditions of Agreement
This document, together with the accompanying Proposal # 2023-3301 dated 6/30/2023, is an agreement between ACI Asphalt & Concrete, Inc., and City
of Otsego (the “Customer”). For purposes of this agreement “Customer” will be defined as the Owner or Owner’s Representative The individual signing this
agreement hereby represents and warrants that she/he is duly authorized to execute and deliver this Agreement on behalf of the Customer and that this
Agreement is binding upon the Customer in accordance with its terms.
Asphalt Guarantee
“ACI” fully guarantees craftsmanship for 1 year for agreed upon proper guidelines. Asphalt is a machine laid surface which has seams that are sometimes
noticeable. The surface texture of hand laid areas may not be uniform to machine laid areas, due to hand raking and hand compaction. Guarantee does
not cover markings from sharp pointed objects, power steering created tire marks, or drippings from solvents and gas.
Sealcoat Guarantee
“ACI” fully guarantees craftsmanship for 1 year for agreed upon proper guidelines. This guarantee does not include wearing of sealer and adherence of
sealer to oil spots, hydraulic spots, and tree sap. Guarantee does not cover damage caused by acts of third parties.
Concrete Guarantee
“ACI” fully guarantees craftsmanship for 1 year for agreed upon proper guidelines. This guarantee does not include concrete cracking or surface
deterioration of concrete due to salt use.
Guarantee & Service Exclusions (All exclusions apply to all above guarantees.)
Any request made to “ACI” by the owner, general contractor, or their respective authorized supervisory employees to overlook the standard practices and
procedures previously stated in these conditions will automatically negate any guarantee of material or workmanship whether such guarantee is written,
implied or orally stated. Guarantee does not cover damage caused by acts of third parties. Guarantee does not cover heaving of asphalt or concrete, sub
grade failure, settling or expansion cracks due to freeze thaw weather cycle, tree roots or any other acts of nature. “ACI” shall not be liable for water
ponding or retention in surrounding areas of patching or new asphalt/concrete installation due to existing elevations or construction method chosen. “ACI”
cannot guarantee drainage or against water ponding on new asphalt without adequate slope. In flat areas, water will not drain unless there is more than 1
1/2” of fall per 10 feet. “ACI shall not be held liable for damage to surrounding areas of driveway or parking lot due to poor sub grade, moisture or other
unforeseen circumstance. “ACI” shall not be liable for damage to adjoining concrete flat work by asphalt or concrete installation equipment during standard
construction. “ACI” is not responsible for damage to irrigation or electrical systems that have not been appropriately located by private or other authorized
locating services.
Terms: Terms are as stated on sales proposal. You authorize “ACI” to perform a credit investigation and/or obtain credit report from credit reporting
agencies. If payment is not made in accordance with the above terms, the customer agrees to pay any collection, legal fees and interest for any unpaid
balances. Interest will accrue at a rate of 1.00% per month from the date of completion. Terms of guarantee are contingent upon receipt of final payment.
PRICE is based on specifications and estimates as shown on the “Proposal & Agreement”. One mobilization charge is included in price, unless stated on
the “Proposal & Agreement”. Additional mobilization charges will be at the rate set forth in agreed upon change order which is made part and parcel of
these conditions and “Proposal & Agreement”. Field measurements may be made when the job is completed and any changes of specifications, areas,
tonnage, or gallons will correspondingly change the completed price.
ADDITIONAL CHARGES may incur if the project exceeds the specifications and estimates of the as shown on the “Proposal & Agreement”. Additional
labor, materials & service outside the proposal are subject to a change order. “ACI” reserves the right to refuse adding a change order if it would interfere
with advanced scheduling with other customers with whom previous commitments had been extended. Any deviation from this proposal or extra work will
be executed only upon owner or owner’s agent acceptance of said change order. Unless stated in the proposal, change orders will be required for permit
(s), extra equipment time, extra materials, or extra labor necessary to complete the job. Sub grade is not up to acceptable specifications or requirements or
if extra services and/or materials are requested in writing by the owner or general contractor of their respective authorized supervisory employees.
Additional mobilizations or retention may be charged to customer if site is not free and clear for “ACI” to perform work as scheduled/agreed upon.
Conditions: The above prices, specifications and conditions are satisfactory and are hereby accepted. I, the property owner, am to carry fire, tornado, and
any other necessary insurance. I understand that it is my, responsibility to make sure the irrigation systems are shut off as to not cause damage to the work
performed. You are contracted to do the work as specified and the stated payment terms are acceptable. All material is guaranteed to be as specified. All
work is to be completed in accordance with standard construction practices. All agreements are contingent upon delays beyond our control.
Poly Jacking Terms
If the customer does not seal all cracks and joints on the slabs or maintain BACKFILL along the slabs involved or if resettling occurs because of flooding or
other acts of God. This guarantee does not include patches applied to or placed between the slabs and does not include crack repair done by the customer
or ACI Asphalt & Concrete, LLC.
Notice Of Lien: A) Any person or company supplying labor or materials for this improvement to your property may
file a lien against your property if that person or company is not paid for the contributions. B) Under Minnesota
Law, you may have the right to pay persons who supplied labor or materials for this improvement directly and
deduct this amount from our contract price, or withhold the amounts due them from us until 120 days after
completion of the improvement unless we give you a Lien Waiver signed by persons who supplied any Labor and
Material for the improvement and who gave you timely notice.
Proposal # 2023-3301
2023 City of Otsego Trails
Carrick’s Landing Park Trail
Nearby Address: 9050 Quantrelle Ave
Scope
Orange = 10,200 SF Overlay Section
Additionally Scattered IR Patching
61,635 SF Sealcoat
4,600 LF Crack Fill
2023 City of Otsego Trails
Maciver Ave Trail (85th St to 80th St)
Nearby Address: 12220 80th St NE
Scope
26,246 SF Sealcoat
1,100 LF Crack Fill
2023 City of Otsego Trails
County Road 39/42 Trail (Odean Ave to 87th St)
Nearby Address: 14501 92nd St NE
Scope
75,892 SF Sealcoat
1,100 LF Crack Fill
2023 City of Otsego Trails
Page Ave Trail (85th St to 78th St)
Nearby Address: 8463 Page Ave NE
Scope
39,998 SF Sealcoat
700 LF Crack Fill
2023 City of Otsego Trails
Odean Ave Trail (85th St to 70th St)
Nearby Address: 8465 Odean Ave NE
Scope
72,978 SF Sealcoat
1,500 LF Crack Fill
2023 City of Otsego Trails
Randolph Ave Trail (County Rd 36 to end)
Nearby Address: 5273 Ramier Ave NE
Scope
21,734 SF Sealcoat
1,400 LF Crack Fill
2023 City of Otsego Trails
Frankfort Park Trails
Nearby Address: 5559 Ramier Ave NE
Scope
15,822 SF Sealcoat
1,200 LF Crack Fill
2023 City of Otsego Trails
Zimmer Farms Park Stub Trails
(Mason Ct to 67th St and 69th St to 67th Ct)
Nearby Address: 12396 67th St NE
Scope
5,910 SF Sealcoat
800 LF Crack Fill