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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