Loading...
ITEM 3.8 Lily Pomd, School Knoll, Beaudry MeadowsOt CITY F �© HIHNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Parks & Recreation Parks & Recreation Manager Demant August 28, 2017 PRESENTER(s) REVIEWED BY: ITEM #: Consent City Administrator/Finance Director Flaherty 3.8 AGENDA ITEM DETAILS RECOMMENDATION: Staff is recommending to contract with Surface Pro Athletic Court Repair and Resurfacing to provide court repairs at Lily Pond, School Knoll, and Beaudry Meadows, for $31,600. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? Yes No BACKGROUND/JUSTIFICATION: Staff detailed $10,000 for play court maintenance and improvements in the 2017 Parks and Recreation Budget. An annual assessment of the play courts was completed in April of 2017 and a list of recommended maintenance was documented. The following is the list and the recommended maintenance: • Lily Pond (9990 101St street NE) o Basketball -resurface o Tennis -crack repair • Prairie Park (13355 90th Street NE) o Basketball -crack fill and resurface • School Knoll Park (1550183 rd Street NE) o Tennis- crack fill o Basketball- resurface • Beaudry Meadows (11313 77th Street NE) o Tennis- Resurface Staff received 2 quotes for the play court maintenance; staff then prioritized the list to ensure that the maintenance would stay within with the budgeted amount. This list was brought before the Council at the April 24th meeting, the Council voted unanimously to approve maintenance for $9,410 for the following locations: • Lilly Pond Tennis Court (Crack repair) • School Knoll Tennis Court (Crack repair) • Prairie Park Basketball Court (Crack repair & resurface) The remaining recommended maintenance on the courts includes: • Lily Pond Basketball (Crack repair & resurface) • School Knoll basketball (Crack repair & resurface) • Beaudry Meadows (Crack repair & resurface) Staff had discussions during the 2018 budget review on how to best address the maintenance on the remaining play courts. All of the courts are experiencing similar surface failures which include cracking and pealing of the applied surface, all of these courts were resurfaced in 2011. Staff did contact two other court resurfacing companies, one company stated they would be unable to complete the requested work in 2017, and the other provided an incomplete quote. The company that provided the incomplete quote was contacted to provide the missing information, at that time they state due to the scope of the project they would need to re -quote the work and would be unable to complete the project in 2017. Staff is recommending completing the remaining repairs at Lily Pond, School Knoll, and Beaudry Meadows, for $31,600 with the funds for these repairs being taken from the Park Capital Equipment Fund #205. If this contract is approved the sum of the previously awarded contract and the one that is being proposed would be $41,010 ($31,600 coming from Fund #205 and $9,410 coming from the 2017 Parks and Recreation Budget). Staff presented this recommendation to the Administrative Sub -Committee at their June meeting, and at that time the Administrative Sub -Committee voted unanimously to bring this item before the City Council for approval. SUPPORTING DOCUMENTS ATTACHED: I • Surface Pro Athletic Court Repair and Resurfacing Quote • Surface Pro Athletic Court Repair and Resurfacing Agreement POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to contract with Surface Pro Athletic Court Repair and Resurfacing to provide court repairs at Lily Pond, School Knoll, and Beaudry Meadows, for $31,600. BUDGET INFORMATION FUNDING: BUDGETED: Fund # 205 Park Capital Equipment No PROPOSAL xRFACE }f r Athletic Court Repair and R_ , esurfacing 3731 Thurston Ave Suite 103 Anoka MN 55303 612-245-0750 www.surfacepromn.com Proposal Date: 4/10/2017 Proposal Submitted To: Proposal Submitted To: City of Otsego RossDemant RDEMANT@CI.OTSEGO.MN. US Lily Pond Park 1 Tennis and 1 Basketball Court 9990 101s' NE • Power clean and power wash the entire area • Repair surface cracks • Apply one coat of black acrylic court resurfacer. • Apply two coats of acrylic tennis court paint with sand. Repaint white lines for shooting key and lanes Total for resurfacing basketball court blue with white lines. Price includes all materials and labor $6,800.00 Initial for acceptance Total for repairing 245` cracks on the tennis court. Price includes all materials and labor $735.00 Initial for acceptance School Knoll Park 2 Tennis and 2 FULL Basketball Court 15501 - 83rd Street NE • Power clean and power wash the entire area • Repair surface cracks • Apply one coat of black acrylic court resurfaces. • Apply two coats of acrylic tennis court paint with sand. Repaint white lines for shooting keys and lanes There is two full basketball courts Total, for resurfacing two side by side basketball courts blue with white lines. Price includes all materials and labor $12,400.00 Initial for acceptance Total for repairing 626' cracks on the tennis court. Price includes all materials and labor $1,875.00 Initial for acceptance Prairie Park 13350 901" street Ave • Power clean and power wash the entire area • Repair surface cracks • Apply one coat of black acrylic court resurfaces. • Apply two coats of acrylic tennis court paint with sand. Repaint white lines for shooting key and lanes Total for resurfacing 1 basketball court blue with white lines. Price includes all materials and labor $6,800.00 Initial for acceptance Beaudry Medows 11313 77" Street NE • Power clean and power wash the entire area • Power wash entire courts (water will need to be provided on site by city) • Repair surface cracks • Apply one coat of black acrylic court resurfacer. • Apply two coats of acrylic tennis court paint with sand. • Line court to U.S.T.A specification. Total for resurfacing 2 tennis courts dark green with white lines. Price includes all materials and labor $12,400.00 Initial for acceptance Total for entire project list above $ 41,010.00 Payment information Payment of 50% at start project (To be received by Surface Pro LLC before starting project) Final payment of 50% upon completion. Warranty and Notes: 1. Crack -filling does not imply crack elimination. Hairline cracks will reappear. This is normal, it is called reflection. 2. Surface Pro LLC is Not responsible for existing grades and drainage or compacting existing base. 3. Cracks if not patched will continue to expand over a period of time and conventional repair methods may become unavailable. 4. Surface Pro LLC is not responsible for cracks returning after repair. 5. A monthly finance charge of 2% will be added to any payments past due. *This estimate is based solely on the contractor's observations at the time of entering into this contract. If additional concealed conditions are discovered once the work has commenced, which were not visible at the time of entering into this contract, Contractor will identify the unforeseen conditions and notify the Customer of any additional costs, if any. *Customer agrees to pay for all unexpected or unanticipated extra costs, including but not limited to, soil corrections, protection of the project from weather conditions and all other similar costs. Customer will be responsible for all additional costs and time for work due to concealed conditions. Such conditions may also extend the time for completion of the work under this contract. *Estimate does not include any allowance for hazardous waste removal. All hazardous waste removal will be treated as an unforeseen condition. *The construction site will be a dangerous area. Customer waives all claims against builder for injuries or damages that customer or any member of customers family, friends, or guests may suffer while on or around the property during construction due to these and other hazards. *All unforeseen conditions will be treated on a time and materials basis at the rate of $65.00/ hour plus materials. - We will remove all waste generated from our work. - Contractor is not responsible for pets not properly restrained leaving the property. -Direct contact with your job supervisor will be available to you at all times should you have any questions or concerns. All material is guaranteed to be as specified, and the above work to be performed in a substantial workmanlike manner with payments made as follows. Pre -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 N innesota law, you 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 or material for the improvement and who gave you timely notice. Respectfully submitted Mike Langmade This proposal may be withdrawn by us if not accepted within 30 days. Any alteration or deviation from above specifications involving extra costs will be executed only upon written order (minimum change order cost is $100.00), and will become an extra charge over and above the proposal price. All agreements are contingent upon accidents, or delays beyond our control. Acceptance of Proposal The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payments will be made as outlined above. Signature Date CITY OF OTSEGO SERVICES CONTRACT AGREEMENT, made this 28th day of August, 2017, between the CITY OF OTSEGO, a political subdivision ("CITY") and Surface Pro ("CONTRACTOR"); RECITALS CITY has awarded to CONTRACTOR the job described below, Description of Project: Preform court resurfacing services Lily Pond Park, School Knoll Park, and Prairie Park for the City of Otsego in the amount of $31,600. Contract Performance. CONTRACTOR shall complete performance of the PROJECT in accordance with the Surface Pro proposal dated April 10, 2017. 2. Compliance with Applicable Regulations. CONTRACTOR shall, pursuant to performance, comply with all applicable rules, regulations, statutes or ordinances of any other unit or agency of government, including but not limited to those relating to non- discrimination in hiring or labor practices, payment of all required withholding taxes, workers' compensation and unemployment compensation insurance, liability insurance, OSHA or other safety rules and regulations, construction practices, environmental practices, wetland protection measures, vehicular safety and/or weight restrictions, refuse disposal practices, and notices to employees, whether or not such rules, regulations, statutes or ordinances are set forth or adopted by reference in the Submission Requirements herein. Pursuant to Laws of Minnesota 1995, Chapter 31, if CONTRACTOR shall fail to pay any subcontractor hired by CONTRACTOR under this project within 10 days after CONTRACTOR receives payment from CITY for work for which CONTRACTOR is liable to any subcontractor, CONTRACTOR shall be liable to the subcontractor for interest on the unpaid balance, at the rate of 1.5 per cent per month. Any subcontractor aggrieved by CONTRACTOR'S failure to remit payment to the subcontractor shall, for the purpose of enforcement, be considered a third -party beneficiary of this contract. However, nothing in this contract shall be deemed to impose upon CITY any duty to monitor, enforce or otherwise become involved in payments from CONTRACTOR to any subcontractor. 3. Indemnification. CONTRACTOR shall indemnify and save harmless CITY from any liability arising out of CONTRACTOR's failure to observe compliance with Paragraph 2 above, specifically including, without limitation, liability arising out of the improper disposal or storage of any hazardous waste by CONTRACTOR or any entity hired or used by CONTRACTOR for such disposal. 4. "Warranty of Workmanship Products and Timely Completion. In addition to any warranty which might be part of the Plans and Specifications/Proposal, CONTRACTOR warrants that all work completed in connection with the PROJECT shall be done in a workmanlike and timely manner and in accord with applicable industry standards and that all chemicals and other products utilized by CONTRACTOR will be chosen for their effectiveness for the purpose used. CONTRACTOR specifically warrants that all chemical applications it makes will be effective in controlling weeds and unwanted growth and promoting healthy lawn growth. Where materials are being furnished by CONTRACTOR, CONTRACTOR warrants that all materials will be of good quality and suited for the purpose for which they are intended." 5. Compliance with Statutory Requirements A. Data Practices Compliance: Contractor may have access to data collected or maintained by the City to the extent necessary to perform Contractor's obligations under this contract. Contractor agrees to maintain all data obtained from the City in the same manner as the City is required under the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13. Contractor will not release or disclose the contents of data classified as not public to any person except at the written direction of the City. Contractor agrees to defend and indemnify the City from any claim, liability, damage or loss asserted against the City as a result of Contractor's failure to comply with the requirement of the Act or this contract. Upon termination of this contract, Contractor agrees to return data to the City, as requested by the City. B. Worker's Compensation Contractor shall, at the time of execution of this contract, furnish evidence satisfactory to the City that Contractor maintains or is exempt from maintaining Worker's Compensation coverage, pursuant to Minnesota Statutes Chapter 176.182. C. Income Tax Withholding Prior to the time of final payment of any amounts owing to Contractor under this agreement, Contractor shall furnish a copy of Form IC -134, certified by the Minnesota Department of Revenue, documenting that all withholding tax requirements have been observed by Contractor. D. Audit Pursuant to Minnesota Statutes Chapter 16C.05 (subd. 5), the books and records of Contractor which are relevant to the services being performed under this Contract shall be subject to inspection in accord with said statute, for a period of six years from the date of final payment hereunder. 4. Performance and Payment Security (Check One) X Contractor is not required to post any performance and payment security as a condition of this Contract by reason of the fact that the contract amount is for less than $75,000.00, and City is not requiring performance security. Contractor is required to post performance and payment security acceptable to the City, even though the contract price is less than $75,000.00. Contractor is required to post performance and payment security because the contract price is more than $75,000.00. Note: Regardless of which option above is checked, if performance and payment security is required, the security shall meet that standards outlined in Minnesota Statutes Chapter 574.26. 5. Notices Any notice which is or should be required to be given to CONTRACTOR shall be sufficient if addressed as follows, and deposited, postage prepaid, in the regular United States Mail. Notice shall be deemed to have been received on the third business day following the postmark: Surface Pro 3731 Thurston Ave. Suite 101 Anoka MN, 55303 6. Termination Either party may terminate this agreement on 30 days written notice to the other. 7. Payment City shall remit to Contractor the amounts billed for services assuming that Contractor has fully complied with all of the terms of this agreement, completing the project in a timely and compliant manner. IN WITNESS WHEREOF, the parties have executed this Agreement the date above written. CITY OF OTSEGO Mayor LM CONTRACTOR Its