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IP #1013PROJECT NO. 1013 Basketball Court Replacement at Sunnyside & Begin Parks - $150,000 8.7 1/8/18 Motion to authorize preparation of plans and specifications for basketball court replacements at Begin Park and Sunnyside Park (improvement project no. ) Res. 2018-34 2/26/18 Resolution approving plans and specifications and authorizing advertisement for bids for playground improvement site work at Sunnyside Park (Improvement Project No. 1012) and for basketball court replacements at Sunnyside Park and Begin Park (Improvement Project No. 1013) Res. 2018-54 4/9/18 Resolution awarding low bid of $190,083.80 to Midwest Asphalt Services for playground site work at Sunnyside Park (improvement project no. 1012) and for basketball court replacements at Sunnyside Park and Begin Park (improvement project no. 1013) Res. 2019-126 12/9/19 Resolution approving final pay request to Midwest Asphalt Services for playground site work at Sunnyside Park (Improvement Project No. 1012) and for basketball court replacements at Sunnyside Park and Begin Park (Improvement Project No. 1013) 0� Agenda Title Request for Action December 9, 2019 Approved by: Kirk McDonald, City Manager Originating Department: Parks & Recreation By: Susan Rader, Director Agenda Section Consent Item Number 6.8 Resolution approving final pay request to Midwest Asphalt Services for playground site work at Sunnyside Park (Improvement Project No. 1012) and for basketball court replacements at Sunnyside Park and Begin Park (Improvement Project No. 1013) Requested Action Staff recommends that the City Council approve a resolution to accept the site work portion of the improvements to the playground at Sunnyside Park (improvement project no. 1012) and the basketball court improvements at Sunnyside Park and Begin Park (improvement project no. 1013) and authorize final payment to Midwest Asphalt Services in the amount of $9,358.67. This final payment brings the total cost for the projects to $187,173.39, which is $2,910.41 under the contract amount. The underrun of $2,910.41 was primarily due to various bid items that were not fully used on the projects. All of the necessary paperwork has been provided by the contractor. Background The playground equipment at Sunnyside Park was last been replaced in 1993. Staff and the city engineer along with a representative from Flagship Recreation, worked with residents to develop a plan that would work well in the designated area of the park. The site work portion of the project included replacement of the playground container, entrance ramps, replacement of the trail from Quebec Avenue and installation of the engineered wood fiber with fabric and playground mats. The playground equipment and installation was completed as a separate contract with Landscape Structures. In addition to the playground project, the basketball courts and hoops at Sunnyside Park and Begin Park were replaced. Both courts were approximately 25 years old, and were in need of replacement. These projects started in the summer of 2018, with the majority of completion being done in 2018. Several punch list items and final grass restoration work were completed in 2019. Funding This project was included in the 2018 CIP and the 2018 Park Infrastructure budget as shared with the Council during 2018 budget discussions. Funding is available in the Park Infrastructure Fund and Park Dedication Fund. A 2018 Hennepin Youth Sports Equipment Grant of $10,000 was also received for the basketball hoops. Attachments Resolution Letter from Dan Boyum, City Engineer Midwest Asphalt Services invoice in the amount of $9,358.67 I: \ RFA \ P&R \ PARKS \ 2019 \ 111012 and #1013 - Sunnyside and Begin Final \ Q&R - Project Closeout Midwest Asphalt.d ocx City of New Hope Resolution No. 2019- 126 Resolution approving final pay request to Midwest Asphalt Services for playground site work at Sunnyside Park (Improvement Project No. 1012) and for basketball court replacements at Sunnyside Park and Begin Park (Improvement Project No. 1013) WHEREAS, the city entered into a contract with Midwest Asphalt Services to complete the site work for the playground equipment project for Sunnyside Park and for the replacement of the basketball courts at Sunnyside Park and Begin Park; and, WHEREAS, staff is recommending that the Council adopt a resolution to accept the completion of the playground site work at Sunnyside Park (Improvement Project No. 1012) and of the basketball court replacements at Sunnyside Park and Begin Park (Improvement Project No. 1013) and approve final payment to Midwest Asphalt Services, in the amount of $9,358.67; and, WHEREAS, staff has reported that all work has been satisfactorily completed and recommends that final payment be made to Midwest Asphalt Services; and, WHEREAS, the funding source for the projects are the Park Infrastructure Fund and the Park Dedication Fund. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the city of New Hope, Hennepin County, Minnesota: 1. That the City Council accepts the playground site work at Sunnyside Park and the basketball court replacements at Sunnyside Park and Begin Park, Improvement Project No. 1012 and No. 1013 from Midwest Asphalt Services. 2. That the city manager is hereby directed to authorize the final payment of $9,358.67 to Midwest Asphalt Services. Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 91h day of December, 2019. Mayor Attest: I 'ice City Clzrl; Stantec Consulting Services Inc. Stantec 733 Marquette Avenue Suite 1000, Minneapolis MN 55402-2309 December 2, 2019 File: 193804148 Attention: Susan Rader, Director of Parks and Recreation City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Dear Susan, Reference: Final Payment Request 4/Final — Sunnyside Park and Begin Park Improvements City Project No. 1012, 1013 Enclosed find the final pay request and the IC-134 forms for the above referenced project. The contractor, Midwest Asphalt Corporation, has completed this work in accordance with the contract plans and specifications; therefore, it is recommended that final payment of $9,358.67 is made and the City of New Hope accepts the project. The Original Contract Amount as indicated on the Contractor's Request for Payment is $190,083.80. The Final Construction Amount is $187,173.39, which is $2,910.41 less than the Original Contract. Several restoration items were not used on the project, and that contributed to the costs coming in less than anticipated. Midwest Asphalt Corp. returned to the site in Spring 2019 to complete punch list items and to correct areas where grass did not grow from the previous 2018 season. After the corrective work was completed, the grass has now grown sufficiently to meet density requirements for final payment approval. If you have any questions or require further information, please call me at (612) 712-2021. Regards, Stantec Consulting Services Inc. Dan D. Boyum, P.E. City Engineer Phone: 612 712 2021 dan.boyum@stantec.com Attachments: Pay Request No. 4/Final c. Kirk McDonald, Valerie Leone, Bernie Weber, Shawn Markham, Andrew Kramer— New Hope; Stacy Woods —City Attorney; Ann Dienhart — Stantec. Design with community in mind NEW HOPE, CITY OF 4401 Xylon Avenue N New Hope, MN 55428 Project No. 1012, 1013 Request for Payment No. 4/FINAL 1012. 1013 Payment Summary No. From Date To Date Work Certified Amount Retained Amount Paid Per Request for Payment Per Request for Payment Per Request for Payment 1 04/30/2018 06/04/2018 $89,625.95 $4,481.30 $85,144.65 2 06/05/2018 08/16/2018 $74,147.44 $3,707.37 $70,440.07 3 08/17/2018 10/31/2018 $23,400.00 $1,170.00 $22,230.00 4/F 11/01/2018 11/19/2019 $0.00 ($9,358.67) $9,358.67 Totals: $187,173.39 $0.00 $187,173.39 1012. 1013 Fundina Cateaory Resort Funding Work Less Less Amount Paid Total Category Certified Amount Previous This Amount Paid To Date Retained Payments Request for Payment To Date Parks 187,173.39 0.00 177,814.72 9,358.67 187,173.39 Totals: $187,173.39 $0.00 $177,814.72 $9,358.67 $187,173.39 1012. 1013 Fundina Source Report Accounting Funding Amount Paid Revised Funds Paid To No. Source This Contract Encumbered Contractor Request for Payment Amount To Date To Date Local - Park Fund 9,358.67 190,083.80 190,083.80 187,173.39 Totals: $9,358.67 $190,083.80 $190,083.80 $187,173.39 Request fot- Payment aL�� Page I of 5 NEW HOPE, CITY OF 4401 Xylon Avenue N sta n{- e c New Hope, MN 55428 Project 1012 1013 - 2018 Park Improvements: mp ovements: Sunnyside and Begin Parks Request for Payment No, 4/FINAL Contractor: Midwest Asphalt Corporation City Project No.: 1012 & 1013 6340 Industrial Dr. Stantec Project No.: 193804148 Eden Prairie, MN 55346 For Period: 11/1/2018 - 11/19/2019 Contract Amounts Original Contract $190,083.80 Contract Changes $0.00 Revised Contract $190,083.80 Work Certified To Date Base Bid Items $187,173,39 Backsheet $0,00 Change Order $0.00 Supplemental Agreement $0.00 Work Order $0.00 Material On Hand $0.00 Total $187,173.39 Work Certified Work Less Less Amount Paid Total This Request for Certified Amount Previous This Request for Amount Payment _ To Date Retained Payments Payment Paid To Date 1012, 1013 $0.00 _ $187,173.39 $0.00 $177,814.72 $9,358.67 $187,173.39 Percent Retained: 0.0000% J Percent Complete: 98.4689% Amount Paid This Request for Payment $9,358.67 I hereby certify that all items a amounts shown are correct for the work completed to date. C ct - MID EST HAL SERVICES MATTHEW J. TIMMFR _ Y'� Date xVl PRESIDENT - - The Work on this project and application has been reviewed and the amount shown is recommended for payment. Engineer STANTF CONS LTING LTD $Y ` Date: �7—'41/� Approved for Paymer*—," Owner: CITY QF NEW HOPE By: Kji�� /Ut�p6w,cLd Date: 19113 NEW HOPE, CITY OF 4401 Xylon Avenue N New Hope, MN 55428 Project No. 1012, 1013 Request for Payment No. 4/FINAL 1012. 1013 Project Item Status Quantity Amount Line Item Description Units Unit Contract This Request This Quantity Amount Price Quantity for Request for To Date To Date Payment Payment PART 1: SUNNYSIDE PARK IMPROVEMENTS 1 2021.501 MOBILIZATION LS $3,500.00 1 0 $0.00 1 $3,500.00 2 2104.501 REMOVE DRAIN TILE LF $2.75 120 0 $0.00 0 $0.00 PIPE REMOVE 3 2104.505 BITUMINOUS SY $2.00 900 0 $0.00 900 $1,800.00 PAVEMENT 4 2104.501 REMOVE EX. PLAY LF $1.50 650 0 $0.00 650 $975.00 CONTAINER CURB 5 2104.509 REMOVE EX. TRASH EA $30.00 2 0 $0.00 1 $30.00 CONTAINER 6 2104.509 REMOVE EX. EA $55.00 2 0 $0.00 2 $110.00 BASKETBALL HOOP REMOVE AND 7 2104.501 REPLACE CONCRETE LF $48.00 20 0 $0.00 18 $864.00 CURB AND GUTTER 8 2105.501 COMMON EXCAVATION (CV) CY $15.00 465 0 $0.00 1164 $17,460.00 PLACE SALVAGED 9 2211.607 SELECT GRANULAR CY $2.70 400 0 $0.00 1150 $3,105.00 BORROW 10 2105.604 GEOTEXTILE FABRIC SY $1.70 420 0 $0.00 461 $783.70 - TRAIL 11 2105.522 SELECT GRANULAR TN $15.00 455 0 $0.00 736 $11,040.00 BORROW 12 2211.501 AGGREGATE BASE, TN $16.00 535 0 $0.00 358.1 $5,729.60 CLASS 5 13 2231.604 BITUMINOUS SY $55.00 10 0 $0.00 0 $0.00 ROADWAY PATCH TYPE SP 9.5 14 2360.501 WEARING COURSE TN $89.00 200 0 $0.00 179.46 $15,971.94 MIX (2,C) 15 2531.618 6" CONCRETE SF $12.00 150 0 $0.00 150 $1,800.00 PEDESTRAIN RAMP 16 2531.618 TRUNCATED DOMES SF $45.00 16 0 $0.00 16 $720.00 4" CONCRETE 17 2521.501 SIDEWALK RAMP- SF $12.00 150 0 $0.00 150 $1,800.00 PLAYGROUND 18 2531.603 CONCRETE LF $45.00 300 0 $0.00 300 $13,500.00 PLAYGROUND CURB 4" CONCRETE RAMP 19 2521.501 WITH SYNTHETIC SF $17.00 150 0 $0.00 189 $3,213.00 RESILIENT SURFACING 20 2411.604 COURT COLORING/STRIPING SY $9.00 630 0 $0.00 630 $5,670.00 21 2540.601 BASKETBALL HOOP LS $3,500.00 2 0 $0.00 2 $7,000.00 WITH FOUNDATION 6" PVC NON- 22 2502.521 PERFORATED DRAIN LF $7.00 240 0 $0.00 210 $1,470.00 TILE NEW HOPE, CITY OF 4401 Xylon Avenue N New Hope, MN 55428 Project No. 1012, 1013 Request for Payment No. 4/FINAL 1012, 1013 Project Item Status Quantity Amount Line Item Description Units Unit Contract This Request This Quantity Amount Price Quantity for Request for To Date To Date Payment Payment 4" PVC NOW 23 2502.521 PERFORATED DRAIN LF $7.00 50 0 $0.00 45 $315.00 TILE 4" PVC PERFORATED 24 2502.541 DRAIN TILE, WITH LF $7.00 400 0 $0.00 422 $2,954.00 SOCK 25 2502.602 4" PVC CLEANOUT EA $160.00 4 0 $0.00 4 $640.00 26 2630.04856 27" STORM SEWER EA $2,000.00 1 0 $0.00 1 $2,000.00 CATCH BASIN 27 2503.602 48" STORM MANHOLE EA $3,500.00 1 0 $0.00 1 $3,500.00 STRUCTURE TEMPORARY ROCK 28 2573.602 CONSTRUCTION EA $1,200.00 1 0 $0.00 1 $1,200.00 ENTRANCE 29 2573.502 SILT FENCE, TYPE LF $5.00 200 0 $0.00 200 $1,000.00 MACHINE SLICED 30 2574.525 LOAM TOPSOIL CY $37.00 550 0 $0.00 392 $14,504.00 BORROW EROSION CONTROL 31 2574.604 COMPOST BLANKET - SY $5.00 3900 0 $0.00 3150 $15,750.00 BLOWN W/ SEED STREET SWEEPER 32 2123.610 (WITH PICKUP HR $170.00 5 0 $0.00 0.5 $85.00 BROOM) Totals For Section PART 1: SUNNYSIDE PARK IMPROVEMENTS: $0.001 1 $138,490.24 PART 2: BEGIN PARK IMPROVEMENTS 33 2021.501 MOBILIZATION LS $6,500.00 1 0 $0.00 1 $6,500.00 REMOVE 34 2104.505 BITUMINOUS SY $2.00 820 0 $0.00 820 $1,640.00 PAVEMENT 35 2225.00034 REMOVE CONCRETE SY $20.00 10 0 $0.00 0 $0.00 PED RAMP 136 2104.509 REMOVE EX. TRASH EA $30.00 1 0 $0.00 1 $30.00 CONTAINER 37 2104.509 REMOVE EX. EA $120.00 2 0 $0.00 2 $240.00 BASKETBALL HOOP 38 2105.604 GEOTEXTILE FABRIC SY $7.00 20 0 $0.00 0 $0.00 - TRAIL 39 2211.501 AGGREGATE BASE, TN $16.00 10 0 $0.00 0 $0.00 CLASS 5 TYPE SP 9.5 40 2360.501 WEARING COURSE TN $89.00 140 0 $0.00 99.35 $8,842.15 MIX (2,C) 41 2411.604 COURT COLORING/STRIPING SY $9.00 680 0 $0.00 560 $5,040.00 42 2540.601 BASKETBALL HOOP LS $3,500.00 2 0 $0.00 2 $7,000.00 WITH FOUNDATION 43 2574.525 LOAM TOPSOIL CY $45.00 60 0 $0.00 105 $4,725.00 BORROW EROSION CONTROL NEW HOPE, CITY OF 4401 Xylon Avenue N New Hope, MN 55428 Project No. 1012, 1013 Request for Payment No. 4/FINAL 1012, 1013 Project Item Status Quantity Amount Line Item Description Units Unit Contract This Request This Quantity Amount Price Quantity for Request for To Date To Date Payment Payment 44 2574.604 COMPOST BLANKET - SY $5.00 425 0 $0.00 260 $1,300.00 BLOWN W/ SEED Totals For Section PART 2: BEGIN PARK IMPROVEMENTS: $0.00 $35,317.15 ALT. 3: FURNISH AND INSTALL ENGINEERED WOOD FIBER MULCH, FABRIC AND PLAYGROUND MATS 45 2575.513 ENGINEERED WOOD CY $34.00 261 0 $0.00 261 $8,874.00 FIBER MULCH 46 2105.604 GEOTEXTILE FABRIC - PLAYGROUND SF $0.30 6486 0 $0.00 5640 $1,692.00 47 2540.602 PLAYGROUND MATS EA $350.00 8 0 $0.00 8 $2,800.00 Totals For ALT. 3: FURNISH AND INSTALL ENGINEERED WOOD $0.00 $13,366.00 FIBER MULCH, FABRIC AND PLAYGROUND MATS: Project Totals: $0.00 1 $187,173.39 DEPARTMENT OF REVENUE Contractor Affidavit Submitted Thank you, your Contractor Affidavit has been approved. Confirmation Summary Confirmation Number: Submitted Date and Time: Legal Name: Federal Employer ID: User Who Submitted: Type of Request Submitted - Affidavit Summary Affidavit Number: Minnesota ID: Project Owner: Project Number: Project Begin Date: Project End Date: Project Location: Project Amount: Subcontractor Summary 1-345-542-080 7-May-2019 2:22:10 PM MIDWEST ASPHALT SERVICES 82-3971055 David7 Contractor Affidavit 1956929536 5389468 CITY OF NEW HOPE 822204 03-May-2018 02-Nov-2018 SUNNYSIDE AND BEGIN PARK $178,173.39 Name ID Affidavit Number NORTH COUNTRY CONCRETE INC 2790476 1439096832 RECREATIONAL SURFACER INC 3245928 968024064 WINCO LANDSCAPE INC 1938328 444981248 Important Messages A copy of this page must be provided to the contractor or government agency that hired you. Contact Us If you need further assistance, contact our Withholding Tax Division at 651-282-9999, (toll -free) 800-657-3594, or (email) withholding.tax@state.mn.us. Business hours are 8:00 a.m. - 4:30 p.m. Monday - Friday. Please Print this page for your records using the print or save functionality built into your browser. 5/7/2019 https://www.mndor.state.mn.us/tp/eservices/_/Retrieve/0/c-/un9NgyOEMDMeHHcx3fxEXg_?FILE_=Print2&PARAMS_=207600947534... DEPARTMENT OF REVENUE Contractor Affidavit Submitted Thank you, your Contractor Affidavit has been approved. Confirmation Summary Confirmation Number: Submitted Date and Time: Legal Name: Federal Employer ID: User Who Submitted: Type of Request Submitted: Affidavit Summary Affidavit Number: Minnesota ID: Project Owner: Project Number: Project Begin Date: Project End Date: Project Location: Project Amount: Subcontractors: 0-323-188-672 7-May-2019 9:17:21 AM NORTH COUNTRY CONCRETE INC 41-1845888 NCC17040 Contractor Affidavit 1439096832 2790476 CITY OF NEW HOPE 822204 15-May-2018 08-Jun-2018 SUNNYSIDE & BEGIN PARK $19,073.00 No Subcontractors Important Messages A copy of this page must be provided to the contractor or government agency that hired you. Contact Us If you need further assistance, contact our Withholding Tax Division at 651-282-9999, (toll -free) 800-657-3594, or (email) withhold ing.tax@state.mn.us. Business hours are 8:00 a.m. - 4:30 p.m. Monday - Friday. Please print this page for your records using the print or save functionality built into your browser. https://www.mndor.state.mn.us/tpleservices/_/Retrieve/0/c-lun9NgyOEMDMeHHcx3fxEXg_?FILE_=Print2&PARAMS 2076009475346142507 1/1 5/7119, 10:12 AM DEPARTMENT OF REVENUE Contractor Affidavit Completed Thank you, your Contractor Affidavit has been approved. Confirmation Summary Confirmation Number: Submitted Date and Time: Legal Name: Federal Employer ID: User Who Submitted: Type of Request Submitted Affidavit Summary Affidavit Number: Minnesota ID: Project Owner: Project Number: Project Begin Date: Project End Date: Project Location: Project Amount: Subcontractors: 0-124-770-240 7-May-2019 9:09:54 AM RECREATIONAL SURFACER INC 41-1510332 3245928 Contractor Affidavit 968024064 3245928 CITY OF NEW HOPE 822204 01-Aug-2018 13-Sep-2018 SUNNYSIDE AND BEGIN PARK $10,255.60 No Subcontractors Important Messages A copy of this page must be provided to the contractor or government agency that hired you. Contact Us If you need further assistance, contact our Withholding Tax Division at 651-282-9999, (toll -free) 800-657-3594, or (email) withholding.tax@state.mn.us. Business hours are 8:00 a.m. - 4:30 p.m. Monday - Friday. Please print this page for your records using the print or save functionality built into your browser. https://www.mndor.state.mn.us/tp/eservices/_/Retrieve/0/c-/J*3Vk_XGZdztZWF_euRWYIQ_?FILE_=Print2&PARAMS_=6649038961563280525 Page 1 of 1 5/3/2019 https:/Iwww.mndor.state.mn.usitp/eservices/_/Retrieve/0/c-/LA5DjIY_rtu9lVt_PZbggQ_?FILE= Print2&PARAMS= 315555958027862. DEPARTMENT OF REVENUE Contractor Affidavit Submitted Thank you, your Contractor Affidavit has been approved. Confirmation Summary Confirmation Number: Submitted Date and Time: Legal Name: Federal Employer ID: User Who Submitted: Type of Request Submitted: Affidavit Summary Affidavit Number: Minnesota ID: Project Owner: Project Number: Project Begin Date: Project End Date: Project Location: Project Amount: Subcontractors: 0-387-610-560 3-May-2019 3:48:22 PM WINCO LANDSCAPE INC 41-1801528 Offmgr99gb Contractor Affidavit 444981248 1938328 CITY OF NEW HOPE 822204 30-Jun-2018 30-Oct-2018 SUNNYSIDE AND BEGIN PARK $23,652.50 No Subcontractors Important Messages A copy of this page must be provided to the contractor or government agency that hired you. Contact Us If you need further assistance, contact our Withholding Tax Division at 651-282-9999, (toll -free) 800-657-3594, or (email) withholding.tax@state.mn.us. Business hours are 8:00 a.m. - 4:30 p.m. Monday - Friday. Please print this page for your records using the print or save functionality built into your browser. https://www.mndor.state.mn.us/tp/eservices/_/Retrieve/0/c-/LASDjIY rtu91Vt_PZbggQ_?FILE= Print2&PARAMS— 3155559580278627437 1/1 � Request for Action Agenda Section Development & 3 Apri19, 2018 Planning Approved by: Kirk McDonald, City Manager Item Number e Originating Department: Parks & Recreation 8.1 By: Susan Rader, Director of Parks and Recreation Agenda Title Resolution awarding low bid of $190,083.80 to Midwest Asphalt Services for playground site work at Sunnyside Park (Improvement Project No. 1012) and for basketball court replacements at Sunnyside Park and Begin Park (Improvement Project No. 1013) 0 / 2, ICY enjlx� Requested Action Staff requests approval of a resolution awarding a contract for the site work portion of the improvements to the playground at Sunnyside Park (improvement project no. 1012) and the basketball court improvements at Sunnyside Park and Begin Park (improvement project no. 1013) to the lowest responsible bid, Midwest Asphalt Services, in the amount of $190,083.80, which includes the base bid and Alternate 3. The site work portion of the playground project will include replacement of the playground container, entrance ramps, and replacement of the trail from Quebec Avenue. Alternate 3 will include installation of the engineered wood fiber with fabric and playground mats that will be located under the swings and slides. Staff will handle the -removal of the existing equipment and sand and the installation of the benches and portable toilet enclosures. It is anticipated that work would begin late spring with the majority of the project being completed by early summer. Background 5unnyside Playground The playground equipment at Sunnyside Park is currently the oldest playground in the New Hope parks system. It was last replaced in 1993 and was repainted in 2008. In November 2017, a mailing was sent to area residents to gather some initial information on what they would like to see included in the new playground. This process has worked well in the past and staff appreciates the input from the neighbors. The committee made up of residents, representatives from Flagship Recreation, and staff from Stantec and the city met on January 18, 2018 to view plans that were designed based on the resident surveys, park size and budget. After discussion, the plans were modified and then reviewed at a second committee meeting on February 15, 2018. Basketball Courts The basketball courts at both Sunnyside Park and Begin Park were re -built approximately 25 years ago and have had maintenance performed several times over the years. They have deteriorated to the point of needing replacement. Staff annually inspects the court surfaces at all of the parks to determine what maintenance should be performed to keep the courts in good working order. Court surfaces need periodic crack filling, resurfacing and repainting to keep them safe for users. When court surfaces have been resurfaced too many times, the I:\RFA\P&R\PARKS\2018\Combined #1012 and k1013\4-9 Award Contract for site work and courts\ Q&R- Award contract.docx Request for Action February 26, 2018 Approved by: Kirk McDonald, City Manager Originating Department: Parks & Recreation By: Susan Rader, Director of Parks and Recreation Agenda Title Agenda Section Development & Planning Item Number 8.2 Resolution approving plans and specifications and authorizing advertisement for bids for playground improvement site work at Sunnyside Park (Improvement Project No. 1012) and for basketball court replacements at Sunnyside Park and Begin Park (Improvement Project No. 1013) Requested Action Staff is recommending that the City Council authorize advertisement of bids for the site work portion of the improvements to the playground at Sunnyside Park, located at 471hand Quebec Avenues (improvement project no. 1012) and the basketball court improvements at Sunnyside Park and Begin Park, located at 541h and Wisconsin Avenues (improvement project no. 1013). On January 8, 2018 the City Council authorized the preparation of plans and specifications. As similar work will be done with both projects, staff and the city engineer felt the best bids could be realized by bidding the two projects as one. Staff plans to bring forward the playground equipment plan for final Council approval in April. It is anticipated that work would begin late spring with the majority of the project being completed by early summer. Background Sunnyside Playground The playground equipment at Sunnyside Park is currently the oldest playground in the New Hope parks system. It was last replaced in 1993 and was repainted in 2008. In November 2017, a mailing was sent to area residents to gather some initial information on what they would like to see included in the new playground. This process has worked well in the past and staff appreciates the input from the neighbors. A committee made up of residents, representatives from Flagship Recreation, and staff from Stantec and the city met on January 18, 2018 to view plans that were designed based on the resident surveys, park size and budget. After discussion, the plans were modified and then reviewed at the second committee meeting on February 15, 2018. Staff will bring the final plan forward for Council approval in April. The site work portion of the playground project will include replacement of the playground container, entrance ramps, replacement of the trail from Quebec Avenue, and playground mats that will be located under the swings and slides. The advertisement for bids would also list three alternates, including Hydroseed with mulch which is a less expensive seeding process, benches, and engineered wood fiber with fabric. A final decision whether or not to include these items as part of the project will be made when the bids are received. The parks maintenance staff will remove the existing playground equipment and the sand. Also as part of the project, staff will pour the concrete pads for several new benches and install wooden enclosures for the portable bathrooms that are located at both sites during the summer months. I:\RFA\P&R\PARKS\2018\Combined #1012 and #1013\Q&R- #1012 and #1013 Approve Plans and Specs,docx Request for Action, Page 2 Basketball Courts The basketball courts at both Sunnyside Park and Begin Park were re -built approximately 25 years ago and have had maintenance performed several times over the years. They have deteriorated to the point of needing replacement. Staff annually inspects the court surfaces at all of the parks to determine what maintenance should be performed to keep the courts in good working order. Court surfaces need periodic crack filling, resurfacing and repainting to keep them safe for users. Painted surfaces that are too worn become slippery and dangerous and cracks in the courts become a potential tripping hazard for the users. When court surfaces have been resurfaced too many times, the surface easily flakes making further resurfacing improvements impossible. In this case the only repair option is to replace the court. Staff reached out to several other cities to see what their experiences had been using Sport Court. Out of the seven responses received, five cities had not used Sport Court, one had installed it on an indoor court (over an existing floor for approximately $45,000) and one city had used it on multiple courts, including tennis and basketball courts. The city of Apple Valley parks and recreation director did not recommend using it for outdoor courts for several reasons: the base court would need to be installed or replaced with the Sport Court installed over the base - so it is expensive, it fades, they have had several cases of vandalism (including fire), and there is a lot of maintenance (several times per week) that needs to be done to keep the area clean between the tiles. The city engineer estimated that the product and installation would cost approximately $5 per square foot (approximately $25,000 per court) and the product would be good for approximately 8-10 years. Based on the cost and recommendations, staff felt that the Sport Court would not be a good fit for these two basketball courts. In addition to the courts, the basketball hoops will also be replaced. Staff will be applying for a 2018 Hennepin Youth Sports Equipment Grant for the basketball hoops, which could reduce the funding needed from the Park Infrastructure Fund. The cost breakdown of theprojects: Site Work/ Basketball Courts Estimated Costs Other Estimated Costs Total Project Estimated Costs Playground Site Work - Base $ 83,000 Alt 1- H droseed w/mulch -$ 5,000 Alt 2 - Benches 4 $ 6,300 Alt 3 - Engineered Wood Fiber and fabric $ 14,000* Basketball Courts $102,000 Indirect Costs $ 40,060 Equipment, Installation, Wood Fiber, Fabric $ 77,000* Park Signs $ 2,590** Concrete pads, bathroom enclosures $ 10,000 Total $240,360 $ 89,590 $330,000 * The engineered wood fiber and fabric are included in both the Alternate 3 and in the equipment estimate. The costs will be deleted from one, depending on the price received as part of the bid. ** New park signs were purchased at the end of 2017 using part of the HRG grant. Request for Action, Page 3 Funding These projects are included in the 2018 CIP and the 2018 Park Infrastructure budget as shared with the Council during 2018 budget discussions. Total funding of $390,000 (improvement project no. 1012 - $240,000 for the playground and trails; and improvement project no. 1013 - $150,000 for the basketball courts) is available in the Park Infrastructure Fund and Park Dedication Fund. The cost of the playground site work and basketball court improvements is estimated to be approximately $240,360, including indirect costs. The full project costs, including site work, indirect costs, court replacement, playground equipment and installation, park signs, and bathroom enclosures are estimated at $330,000. The amount for the Begin Park court, approximately $41,000, is available from Park Dedication funds collected as part of the Centra Homes development and is included in the Park Infrastructure Fund. The Park Infrastructure Fund is levy funded each year. Attachments • Resolution • Letter from Stantec ■ Sunnyside Park Concept Plan • 2018 CIP list • Aerial views of Sunnyside Park and Begin Park City of New. Hope Resolution No. 2018-34 Resolution approving plans and specifications and authorizing advertisement for bids for playground improvement site work at Sunnyside Park (Improvement Project No. 1012) and for basketball court replacements at Sunnyside Park and Begin Park (Improvement Project No. 1013) WHEREAS, the city engineer has prepared plans, specifications, and contract terms for the work; and, WHEREAS, these projects are improvements which add to the value of these community assets; and, WHEREAS, the funding source for the projects are the Park Dedication Fund and the Park Infrastructure Fund. NOW, THEREFORE, BE IT RESOLVED by the City Council of the city of New Hope, Hennepin County, Minnesota: 1. Such plans and specifications are hereby approved. 2. The city clerk shall prepare and cause to be inserted in the official paper, an advertisement for bids for Sunnyside Park playground project site work and Sunnyside Park and Begin Park basketball court replacements in accordance with said specifications. The advertisement shall be published for ten (10) days. Adopted by the City Council of the city of New Hope, Hennepin County, Minnesota, this 261h day of February, 2018. v Mayor Attest: LLC City Clerk aI Sane( - February 21, 2018 File: 193804148 Stantec Consulting Services Inc. 2335 Highway 36 West St. Paul MN 55113 Tel: (651) 636-4600 Fax: (651) 636-1311 Attention: Susan Rader, Parks & Recreation Director City of New Hope 4401 Xylon Avenue North New Hope, MN 55428 Reference: Sunnyside Park and Begin Park Improvements - Approve Plans & Specifications, Authorize Bidding City Project No.: 1012, 1013 Dear Susan: As requested, we have prepared plans and specifications for the Sunnyside Park and Begin Park Improvements project. The Sunnyside Park improvements generally consists of site work for the playground container, trail, benches, and basketball court replacement (see attached concept site plan). The Begin Park improvements include basketball court replacement. The full plan set is available at City Hall for review. The iota! project cost for the site work, including the alternates and indirect costs, is estimated to be $240,360. The detailed breakdowns of the base bid improvements and alternates are provided below: Base Bid Improvements Estimated Cost Sunnyside Park & Playground Site Work $83,000.00 Sunnyside Basketball Court Replacement $64,000.00 Begin Basketball Court Replacement $38,000.00 Total Est. Base Bid Construction Costs $185,000.00 Alternate Improvements Estimated Cost Alt. 1 - Hydroseed w/mulch (replaces base bid blown in compost mulch)-$5,000.00 Alt. 2 - Benches $6,300.00 Alt. 3 - Engineered Wood Fiber Mulch & Fabric $14,000.00 Total Est. Alternate Construction Costs $15,300.00 February 21, 2018 Ms. Susan Rader Page 2 of 2 Reference: Sunnyside Park and Begin Park Improvements -Approve Plans & Specifications, Authorize Bidding Total Protect Costs: Base Bid & Alternates Total Est. Base Bid Construction Costs Estimated Cost $185,000.00 Total Est. Alternate Construction Costs $15,300.00 Estimated Indirect 20°io 40,060 00 Total Project Costs: Base Bid & Alternates $240,360.00 If Council chooses to move forward with this project, approval of plans and specifications and authorization to advertise for contractor bids could be given at the February 261h Council meeting. Bids could then be received on March 30th and brought back to Council for review at the April 9th Council meeting. The work under this contract could begin this spring, and completed in early summer. If you have any questions or require further information, please call me at (651)604-4808. Regards, STANTEC CONSULTING SERVICES INC. L Christopher W. Long, P.E. Attachments: Sunnyside Concept Plan c. Steve Ellingson, Aaron Thelen, Andrew Kramer, Shawn Markham, Bernie Weber- New Hope; Jacob Burgstahler, Ann Dienhart, Kellie Schlegel, Adam Martinson-Stantec. Design with community in mind LANDSCAPE BERM PORTABLE - `- RESTROOM BENCH, TYPICAL EXISI BASE DIAM + k. ;i�� - _ter _ � • - - - - - �r. } PLAYGROUNf] BITUMINOUS TRAIL New Hope, MN ® Sunnyside Park - Concept Plan cenr:jory 20, 2018 Stantec CITY OF NEW HOPE, MINNESOTA CAPITAL IMPROVEMENT PLAN - PARKS INFRASTRUCTURE FUND 9233 SCHEDULE OF PLANNED CAPITAL OUTLAY 2017 TO 2022 2017 2018 2019 2020 2021 2022 Year to Estimated Estimated Estimated Estimated Estimated Estimated Department Nublcvl •cr Replace Lem Coat Amounts Amounts Amounts Amounts Amounts Amounts Parks & Recreation 2017 GC Clubhouse Tables $ 5.000 $ 5,000 $ - $ S - $ S . Parks & Recreation 5.991 2017 Parks Fred Sires Park play equipment project <n 102,000 102,000- Parks & Recreation 2017 Parks maintenance 39,000 39,000 Parks & Recreation 5.1005 2017 Parks raise Northwood left field 80,000 80,000 Parks & Recreation 2017 Hidden Valley arson replacement 10,000 10,000 Parks & Recreation 2017 Pool feasibility/planning 75,000 75,000 Parks & Recreation 2018 GC add deck to clubhouse 20,000 - 20i000 Parks & Recreation 2018 Parl;s rcplacc player fencing at Lighted 7,000 - 71000 Pmks & Recrealon 2018 Parks concrete, trait work 50.000 50:000 _ Parks & Recreation 2018 Parks lighting improvements 75,000 75,000 - - - Parks & R¢crra110o 20TS Parkw mainenance (includes.carrynvcr from 2017, 201,000 - 201;, D Parks & Recreation 2018 Parks replace ballfield fences 35,000 - MAN Parks &ALMrran0n 2038 PmkS Sunnyaidc Park play cqulprncnt project 190.000 i40 0h0 - Parks & Recreation 2019 Parks Cgyms pitching machines 5,000 - 5,000 Parks & Recreation 2019 Parks Cgyms volleyball equipment 6,000 - 6,000 Parks & Recreation 2019 Parks concrete, trail work 50,000 - - 50,000 Parks & Recreation 2019 Parks Jaycee Park play equipment project 180,000 - - 180,000 - Parks & Recreation 2019 Parks Lighted Field scoreboard 21,000 21,000 _ Parks & Recreation 2019 Parks lighting improvements 75,000 - - 75,000 - - Parks & Recreation 2019 Parks maintenance(') 318,000 - - 318,000 _ - Parks & Recreation 2019 Pool improvement project 6,425,000 - 6,425,000 Parks & Recreation 2019 Pool premium upgrade 2,000,000 - - 2,000,000 - Parks & Recreation 2019 Parks Civic Center Park improvements (I) 1,500,000 - 1,500,000 _ Parks & Recreation 2020 Parks ballfield fencing 40,000 - - 40,000 - - Parks & Recreation 2020 Parks Begin Park play equipment project 185,000 - - 185,000 - - Parks & Recreation 2020 Parks community garden fencing 8,000 - - 8,000 - Parks & Recreation 2020 Parks concrete, trail work 75,000 - - 75,000 - Parks & Recreation 2020 Parks lighting improvements 75,000 - - 75,000 - Parks & Recreation 2020 Parks maintenance 129,000 - 129,000 _ _ Parks & Recreation 2021 Parks concrete, trail work 75,000 - - - 75,000 - Parks & Recreation 2021 Parks Comer Park play equipment project' $ 190,000 S S - S S - $ 190,000.00 $ - Parks & Recreation 2021 Parks frisbee golf equipment 15,000 - - 15,000 - Parks & Recreation 2021 Parks lighting improvements 75,000 - - - 75,000 - Parks & Recreation 2021 Parks maintenance 52,000 - 52,000 - Parks & Recreation 2022 Parks concrete, trail work 75,000 - - - - 75,000 Parks & Recreation 2022 Parks Hidden Valley Park play equipment project 250,000 - - - - 250,000 Parks & Recreation 2022 Parks lighting improvements 100,000 - - - - 100,000 Parks & Recreation 2022 Parks maintenance 33,000 33.000 $ 311.000 $ 578.000 $ 10.580,000 S 512.000 $ 407,000 S 458,000 m Project cost maybe reduced; full allotment may not be spent. (]) Parks Civic Center other park improvements to be determined. Projects anticipated, include: Sk8 pad, Theatre, ballfield improvements, pavilion, hockey rink, trails, and shelter -28- �1 rrm 7w."4 f ,y�