Item 3.9 School Knoll Parking Lot Overlay Quote and Authorize Project
Request for
City Council Action
DEPARTMENT INFORMATION
ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE:
Parks and Recreation Parks and Recreation Director Jacobs February 24, 2025
PRESENTER(s) REVIEWED BY: ITEM #:
Consent City Administrator/Finance Director Flaherty 3.9 – School Knoll Parking Lot
STRATEGIC VISION
MEETS: THE CITY OF OTSEGO:
Is a strong organization that is committed to leading the community through innovative communication.
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 is recommending the City Council accept a quote and authorize a project.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUND/JUSTIFICATION:
The 2025 Capital Improvement Plan (CIP) includes a mill and overlay of the parking lot at School Knoll Park. Staff
obtained multiple quotes from interested contractors, with ACI Asphalt & Concrete LLC providing the lowest quote in
the amount of $28,825.00. Staff recommend accepting the quote, which is within the budgeted amount of
$65,000.00. Staff plans for the work to take place after school is out for the summer and to have the parking lot open
well in advance of school resuming for the fall.
The Administrative Subcommittee was presented with this information at their February 12, 2025, meeting and
recommended consideration of approval by the City Council.
SUPPORTING DOCUMENTS ATTACHED:
• Site Map
• Quote: ACI Asphalt & Concrete, LLC
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to accept the quote from ACI Asphalt & Concrete LLC in the amount of $28,825 and to authorize the School
Knoll Parking Lot Project.
BUDGET INFORMATION
FUNDING: BUDGETED:
Fund 205 – Parks Capital Equipment Yes
School Knoll Park
15501 83rd St NE, Otsego, MN
Job#2025-0156
Scope
Red Area = 6,924 SF
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
Fax:
Proposal # 2025-0156
Site Description: # S138202
School Knoll Park
15501 83rd St NE
Otsego, MN 55330
Site Contact:
Site Phone:
Site Email:
Prepared By:
Sam Olsen
Contact Information:
Mobile: 952-256-0581
Office: 763-424-9191
Sam.Olsen@aciasphalt.com
Project Manager:
Mobile:
Date:Friday, January 31, 2025
Qty Proposed Service(s) & Description(s)Depth
10285 89th Ave. North • Maple Grove, MN 55369
Ph. (763) 424-9191 • Fax (763) 424-9190
2025 Price - Remove and Replace Asphalt Parking Lot
(Red Area on Attached Overhead Site Map)
Service Description
1. Remove existing asphalt to a depth of 4".
2. Add up to 1" of CL5 as needed.
3. Grade and compact.
4. Install a 1.5" COMPACTED depth asphalt Base lift MNDOT spec.
SPWEB240.
5. Apply tack.
6. Install a 1.5" COMPACTED depth asphalt wear lift MNDOT spec.
SPWEB240.
7. Re-stripe parking lines per existing layout.
3”$28,825.006,924 Sq. Ft.
Customer Signature
ACI Sales Consultant Signature Sam Olsen
This proposal may be withdrawn at our option if not accepted within 90 days of Jan 31, 2025
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 0 Down, Balance Net 60 Project Total: $28,825.00
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 10% 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
Proposal # 2025-0156
ACI Terms and Conditions of Agreement
This document, together with the accompanying Proposal # 2025-0156 dated 1/31/2025, is an agreement between ACI Asphalt & Concrete, LLC.
("ACI"), 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, indentation marks from stationary loads, 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, excessively dirty areas and tree sap.
Concrete Guarantee
“ACI” fully guarantees craftsmanship for 1 year for agreed upon proper guidelines. This guarantee does not include concrete cracking. This guarantee
does not include surface deterioration of concrete due to salt use.
Concrete Lifting Guarantee
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.
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. "ACI" cannot guarantee drainage in
areas of less than 1.5% of slope. “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, landscaping or private electrical and communication
systems.
Payment Terms: Terms are as stated on sales proposal. "Customer" authorizes “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. Guarantees are void if agreed upon payment
terms are not met.
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.
ADA deficiencies and improvements are the responsibility of the "Customer". "ACI" is not responsible for ADA compliant improvements, unless
specifically contracted. Any ADA improvements outside of the agreed upon scope of work are subject to additional charges.
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.
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.