ITEM 3.9 Installation of woodchipsCITY OF
Ot e. 0
MINNESOTA 9
DEPARTMENT INFORMATION
ORGINATING DEPARTMENT:
Parks and Recreation
PRESENTER(s):
Consent Agenda
rATC14 I, 1-07im h d =1 kyl 191 =1111 11110 1 C419
Request for
City Council Action
REQUESTOR: MEETING DATE:
Ross Demant, Parks and Recreation Manager July 2 2., 2013
REVIEWED BY: ITEM M,
Lori Johnson, City Administrator 3.9
RECOMMENDATION:
City staff recommends the approval of additional funding for the delivery and installation of playground
wood chips in the amount of $14,512.50. This would bring the total arnount of playground wood chips
to $34,918.75.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKGROUND/JUSTIFICATION:
At their May 13.,2013 meeting, the Otsego City Council approved additional funding of $14,406.25 for
playground wood chips. The purpose of this additional funding was to raise the wood chips to
acceptable levels, which typically is 2" below the curb line. The contractor the City is working with to
install these wood chips has had a mechanical issue with a piece of their equipment, however, plans on
starting the install the end of July.
Since the May 13, 2013 City Council meeting, staff has noticed a significant increase in the use of the
Prairie Park and the wood chips that were installed there last year have compacted to the point that
staff recommends more chips be added. The additional funding did not include the addition of wood
chips at Prairie Park. In May, staff did not see a need to install additional wood chips at Prairie Park
because of the work the city did with volunteers in 2012 to raise the wood chips to acceptable levels.
Because there was a significant amount of wood chips installed compaction was greater with the
increase in use.
A representative from Windscapes recently measured all of the parks and suggested that after the
recent compaction that an additional 490 cubic yards of wood chips be added to the already 625 that
was previously approved. Windscapes is also giving the city a credit of 40 cubic yards because of the
delay in installing the wood chips.
SUPPORTING DOCUMENTS: X ATTACHED NONE
0 Quote from Windscapes
MOTION: (Please word motion as you would like it to appear in the minutes.)
Motion to void the contract with Windscapes dated May 13,, 2013 and enter into a new contract with
Windscapes to deliver and install 1,115 cubic yards of playground wood chips to five play areas within
the City of Otsego for $34,918.75. Funding the project using $28,918.75 from Fund 4205 and $6,000
from fund #101-45200-210.
BUDGE T-INI'ORIVIAT ION
FUNDING:
Park Capital Improvement Fund # 205
Park Maintenance Budget # 101-4520D-210
BUDGETED., YES
X NO
ACTION TAKEN
LJ APPROVED AS REQUESTED 11 DENIED Ll TABLED D OTHER (List changes)
COMMENTS:
PROPOSAL
PIROPOSAI |TTFDTO-
City of Otsego
13400 90th Street NE
Otsego, MN5533O
Ross Demant
Qty Units Type
—
763-238-5744
l8485OthStreet East, Ste lO7
Inver Grove Heights, K4N55077
(651)455-3993 Fax(651)455'2998
Website- www.mulchtrucl<.com
PlaygrOUnd mulch installation
5 Play areas around the city
rdemant@ci.otsego.mn. LIS
625 Cubic Yds Clean certified playground chips delivered and installed to five
play areas around the city of Otsego.
7/l5/2Ol3
$20 406.25
450 Cubic Yds Additional certified playground chips delivered and installed in five $14,512-50
play areas around the city ofOtsego.
40 Cubic Yds Additional load installed for being patient while truck was down No Charge
with the blown engine.
July 23 start date after council approval.
TOTAL BID
34.918.75
COPY ofOur current insurance isincluded. |fchanges are needed additional costs may apply.
Certification of product will be provided upon contract opprovai
Price based on doing all of the work and if it is broken up we will need to ns'pdoe project.
Price includes all dmUwmry, installation and certified chips to complete the project as requinad.
Asample ofthe chips will be provided so that you can see they are better quality than other suppliers.
Pricing includes a discount for you providing half down to secure a spot and so we can pay o discount rate on
certified chips to the manufacturer. (VVm receive a discount if we pay them within lO days of shipment)
VVfndsoapes does not dump product at any ofthe sites. All product contained in the trucks.
VVindscopes needs 2 long days to complete all work as required' and will provide two trucks for the work.
City ofOtsego will provide a large front end loader capable of reaching over 11'8' truck box to load.
City of Otsego will also provide access to o staging area at the maintenance facility, preferably with o
vvo|| to push product up' during the installation period and one day prior to ship in product to work.
Product install will shoot for late spring/early summer installation.
Price of quote based on ternis below, and may have to be adjusted if this is not how the district pays.
|fOtseoowishes to r)urohosa nroduotfrom another vendor, we will oha/qe $315 per truck/Hr to install chips.
Our Guarantee:
All material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard
practices. Any alteration or deviation from above specifications involving extra costs will be executed only upon
written orders, and will become ars extra charge over and above the estimate. All agreements contingent upon strikes,
accidents or delays beyond our control.
Due to the need of colorant in the dyed mulch, which requires a cure time of 8-10 hours after installation, we can not
install the product if rein is in the forecast to insure that the product color will not fade or wash away.
Any seeding project not paid within 14 days of completion will void any touchup or warranty work and allows windscapes
the right to withhold any future services or warranty work. If payment has been made according to schedule and client
agrees to perform maintenance of new seed as described in the instructions, Windscapes will warranty any seeding work
completed for the client.
NO RETAINER HELD IN LIEU of GUARANTEE
This proposal may be withdrawn by us if not accepted within 30 days.
wlndscapes: Chuck Joswial Date: 7/15/2013
MECHANICS LIEN NOTICE
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 RAW, YOU HAVE THE RIGHT TO PAY PERSONS WHO SUPPLIES 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 SUPPLIES ANY LABOR OR MATERIAi. FOR THE
IMPROVEMENT AND WHO GAVE YOU TIMELY NOTICE.
In the evert it is necessary for Winds apes to collect any outstanding balance owed, you hereby agree to pay
Windscapes costs of collections, Including but not limited to Its reasonable attorneys' fees.
Acceptance of Proposal,
We propose to furnish material and labor- complete in accordance with above specifications and for the above listed sure.
The above prices, specifications and conditions are satisfactory and hereby accepted. You are authorized to do
the work as specified. Please sign and send back this proposal to get on our schedule.
Terms: Half due now, remainder due upon completion of the job. Total Bid: $34,918,15
Customer Sianature:
Cour workers are fully covered by workman's Compensation Insurance.
CONTACT INFORMATION
PLEASE PRINT
Email Address; rd mant(@ci.ots cio.mn.us
Day Time Phone # 763-238-5744 Cell Phone #
Date:
Please check the box if you would life to have your invoice emailed to you at the above listed address