06-22-2015 Council Packet - Laserfiche WebLink

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515 Little Canada Road, Little Canada, MN 55117-1600 (651) 766-4029 / FAX: (651) 766-4048 www.ci.little-canada.mn.us MEMORANDUM MAYOR John Keis COUNCIL Rick Montour Michael McGraw Tom Fischer Christian Torkelson ADMINISTRATOR Joel R. Hanson TO: Mayor Keis & Members of the City Council FROM: Joel Hanson, City Administrator DATE: June 19, 2015 RE: Veterans Memorial Project — Phase 11 Action Steps Last year, we were successful in our application for State of Minnesota Legacy Funds to assist with the Veterans Memorial Project. Specifically, we received $9,900 in funding. We did not apply these funds to Phase 1 due to the way the project progressed and expenditure requirements that needed to be met. To ensure we don't lose these funds, we need to complete a few steps that will aid in the construction of the Phase 11 program. Here are the steps we need to take: 1. Approve the attached grant agreement. (Note: Given fundraising efforts to date, this would potentially make the City responsible for up to $17,900 in project costs out of an estimated project budget of $68,800. However, 1 believe the Veterans Memorial Committee will ultimately raise those funds. ) 2. Award a contract to Elfering & Associates for creation of a grading plan to facilitate Phase 11 design and construction. The not to exceed cost of this work is $4,000. (Note: Only one quote was needed for this work because we are under $5,000.) 3, Award a contract to Loucks Associates for Phase 11 design services at a maximum not to exceed of $7,500. This work will include design of the Freedom Wall, War Dog Memorial, and additional pathway and bench pads. (Note: Two other quotes were also received for these services to comply with grant requirements. One was from Elfering & Associates for a not to exceed amount of $8,125, The other was from SEH at a lump sum not to exceed of $8,500.) 4, This work will need to be completed by June 30, 2015. Staff would like authorization to make payments pursuant to these proposals for the work completed by that date. That will enable us to submit for reimbursement from the State. To further aid in your review, 1 have attached the preliminary design concept approved by the Colrunittee for the Freedom Wall. Phase 11 will also include the creation of a War Dog Memorial and installation of new pathways and bench pads, Work is anticipated to be completed early this fall.