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HomeMy WebLinkAbout5-15-16 part 1 MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: May 17, 2016 CONSENT ITEM – PRESENTATIONS MOTION - YES AGENDA ITEM: Promotion of 2 Probationary Members Jeremy Penman and Brandan Peltier to Firefighter status SUBMITTED BY: Greg Malmquist, Fire Chief THROUGH: City Administrator, Kristina Handt REVIEWED BY: City Administrator, Kristina Handt SUGGESTED ORDER OF BUSINESS: - Introduction of Item ............................................................................ Fire Chief - Report/Presentation…………………………………………………..Fire Chief - Questions from Council to Staff ............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECCOMENDER: Hiring process of fire department. FISCAL IMPACT: Additional members on the payroll at full pay rates. SUMMARY AND ACTION REQUESTED: Probationary members, Jeremy Penman and Brandan Peltier have successfully completed the requirements of Probation as follows: State Certified Firefighter I & II, State Certified Haz Mat Operations, First Responder and CPR. Approximately 200 hours of training. All the while maintaining their response requirements of Duty Crews, All Calls and Training. Request motion to promote from Probationary Status to Firefighter. Following Motion and Approval we will administer their Oath of Office and present them with their badge and helmet. City Council Meeting [PRESENTATION] May 17, 2016 -- page 2 -- LEGISLATIVE HISTORY: Established hiring process of the fire department. BACKGROUND INFORMATION (SWOT): Strengths Addition of 2 trained Firefighters to the Department Weaknesses Opportunities Long term Firefighter to serve the community. Threats Retention RECOMMENDATION: MOTION to approve promotion of Jeremy Penman and Brandan Peltier from Probationary status to Firefighter. Following approval we will administer the Oath of Office and present the new Firefighters with their helmets and badges. MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: May 17, 2016 CONSENT ITEM #3 MOTION AGENDA ITEM: Approve Disbursements in the amount of $733,432.19 SUBMITTED BY: Patty Baker, Accountant THROUGH: Cathy Bendel, Finance Director REVIEWED BY: Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS: - Introduction of Item .............................................................. City Administrator - Report/Presentation…………………………………………City Administrator - Questions from Council to Staff ............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Finance FISCAL IMPACT: $733,432.19 SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to approve disbursements in the amount of $733,432.19. No specific motion is needed as this is recommended to be part of the Consent Agenda. LEGISLATIVE HISTORY: NA City Council Meeting [Consent Agenda Item 4] May 17, 2016 -- page 2 -- BACKGROUND INFORMATION/STAFF REPORT: The City of Lake Elmo has the fiduciary responsibility to conduct normal business operations. Below is a summary of current claims to be disbursed and paid in accordance with State law and City policies and procedures. Claim # Amount Description ACH $ 15,084.85 Payroll Taxes to IRS & MN Dept of Revenue 05/12/16 ACH $ 7,230.89 Payroll Retirement to PERA 05/12/16 ACH $ 1,200.00 Payroll Retirement to ICMA 05/12/16 DD7159-DD7212 $ 37,547.37 Payroll (Direct Deposits) 05/12/16 44292-44360 $ 672,309.08 Accounts Payable 05/17/16 2759 $ 60.00 Library Card Reimbursement 05/17/16 TOTAL $ 733,432.19 RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council approve as part of the Consent Agenda the aforementioned disbursements in the amount of $733,432.19. ATTACHMENTS: 1. Accounts Payable – check registers MAYOR AND COUNCIL COMMUNICATION DATE: 5-17-16 CONSENT ITEM #: 5 AGENDA ITEM: Mutual Aid Agreement SUBMITTED BY: Mike Bent, Building Official THROUGH: Mike Bent, Building Official REVIEWED BY: Kristina Handt, City Administrator SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to accept the mutual aid agreement with the City of Woodbury. No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda. STAFF REPORT: The City of Lake Elmo has entered into a delegation agreement with the Minnesota Department of Labor and Industry to perform plan review and inspections of state owned facilities, public and charter schools, and state licensed facility projects. The state recommends a system of back-up be in place to inspect delegation projects. This mutual aid agreement will provide the recommended two-deep inspection capability for delegation projects. RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council accept the Mutual Aid Agreement with the City of Woodbury for inspections of state delegation projects. 1 | Page 479751v2 SJS LA515-1 MUTUAL AID AGREEMENT This Mutual Aid Agreement (“Agreement”) is made and entered into this ____ day of _____________, 2016, by and between the City of Lake Elmo, a Minnesota municipal corporation (“Lake Elmo”) and the City of Woodbury, a Minnesota municipal corporation (“Woodbury”). WHEREAS, Lake Elmo employs a full time building official and building inspector for the purpose of performing building plan review and building inspections; and WHEREAS, Woodbury also employs a full time building official and building inspectors for these purposes; and WHEREAS, Minnesota Statutes Section 471.59 authorizes the joint and cooperative exercise of powers common to contracting parties; and WHEREAS, both parties are desirous of having their respective building officials and building inspectors, equipment and other resources available for the purpose of providing assistance for state delegation projects; NOW, THEREFORE, the parties agree as follows: 1. Definitions 1.1 “Party” means Woodbury or Lake Elmo. 1.2 “Requesting Official” means the person designated by a Party who is responsible for requesting Assistance from the other Party. 1.3 “Requesting Party” means a party that requests Assistance from other Party. 1.4 “Responding Official” means the person designated by a Party who is responsible to determine whether and to what extent that Party should provide Assistance to a Requesting Party. 1.5 “Responding Party” means a Party that provides Assistance to a Requesting Party. 1.6 “Assistance” means building inspections personnel and equipment for state delegation projects. 2. Procedure 2.1 Request for Assistance. Whenever, in the opinion of a Requesting Official, there is a need for Assistance from the other Party, the Requesting Official may call upon the Responding Official of the other Party to furnish Assistance. 2 | Page 479751v2 SJS LA515-1 2.2 Response to request. Upon the request for Assistance from a Requesting Party, the Responding Official may authorize and direct his or her party’s personnel to provide Assistance to the Requesting Party. This decision will be made after considering the needs of the Responding Party and the availability of resources. 2.3 Recall of Assistance. The Responding Official may at any time recall such Assistance when in his or her best judgment or by an order from the city council of the Responding Party, it is considered to be in the best interests of the Responding Party to do so. 3. Workers’ compensation. Each Party shall be responsible for injuries or death of its own personnel. Each Party will maintain workers’ compensation insurance or self-insurance coverage, covering its own personnel while they are providing Assistance pursuant to this Agreement. Each Party waives the right to sue the other Party for any workers’ compensation benefits paid to its own employee or volunteer or their dependents, even if the injuries were caused wholly or partially by the negligence of any other party or its officers, employees, or volunteers. 4. Damage to equipment. Each Party shall be responsible for damages to or loss of its own equipment. Each Party waives the right to sue the other Party for any damages to or loss of its equipment, even if the damages or losses were caused wholly or partially by the negligence of the other Party or its officers, employees, or volunteers. 5. Liability 5.1 For the purposes of the Minnesota Municipal Tort Liability Act (Minn. Stat. 466), the employees and officers of the Responding Party are deemed to be employees (as defined in Minn. Stat. 466.01, subdivision 6) of the Requesting Party. 5.2 The Requesting Party agrees to defend and indemnify the Responding Party against any claims brought or actions filed against the Responding Party or any officer, employee, or volunteer of the Responding Party for injury to, death of, or damage to the property of any third person or persons, arising from the performance and provision of Assistance in responding to a request for Assistance by the Requesting Party pursuant to this Agreement. 5.3 Under no circumstances, however, shall a Party be required to pay on behalf of itself and other parties, any amounts in excess of the limits on liability established in Minnesota Statutes Chapter 466 applicable to any one Party. The limits of liability for some or all of the Parties may not be added together to determine the maximum amount of liability for any Party. 5.4 The intent of this subdivision is to impose on each Requesting Party a limited duty to defend and indemnify a Responding Party for claims arising within the Requesting Party’s jurisdiction subject to the limits of liability under Minnesota Statutes Chapter 466. The purpose of creating this duty to defend and indemnify is to simplify the defense 3 | Page 479751v2 SJS LA515-1 of claims by eliminating conflicts among defendants, and to permit liability claims against multiple defendants from a single occurrence to be defended by a single attorney. 5.5 Neither party to this Agreement nor any officer of any Party shall be liable to any other Party or to any other person for failure of any Party to furnish Assistance to the other Party, or for recalling Assistance, both as described in this Agreement. 6. Charges to the Requesting Party. 6.1 No charges will be levied by a Responding Party to this Agreement for Assistance rendered to a Requesting Party under the terms of this Agreement unless that Assistance continues for a period of more than 48 hours. If Assistance provided under this Agreement continues for more than 48 hours, the Responding Party will submit to the Requesting Party an itemized bill for the actual cost of any Assistance provided after the initial 48 hour period, including salaries, overtime, materials and supplies and other necessary expenses; and the Requesting Party will reimburse the Party providing the Assistance for that amount. 6.2 Such charges are not contingent upon the availability of federal or state government funds. 7. Duration. This Agreement will be in force for a period of five years from the date of written above. Either Party may withdraw from this Agreement upon providing 30 days’ written notice to the other Party. 8. Government Data Practices. Both Parties must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided under this Agreement. 9. Governing Law. This Agreement is to be governed by and construed in accordance with the laws of the State of Minnesota. The venue for all legal proceedings arising out of this Agreement, or its breach, shall be in the appropriate state or federal court with competent jurisdiction in Washington County, Minnesota. 10. Entire Agreement. This Agreement constitutes the entire agreement between the Parties. There are no other agreements, either oral or written, between the Parties. Any modification of this Agreement or additional obligation assumed by either party in connection with this Agreement shall be binding 4 | Page 479751v2 SJS LA515-1 only if evidenced in writing signed by each Party’s representatives with signatory authority to enter into agreements. . IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date and year written above. CITY OF WOODBURY By: ________________________________ Its: Mayor By: ________________________________ Its: City Administrator CITY OF LAKE ELMO By: ________________________________ Mike Pearson Its: Mayor By: _______________________________ Kristina Handt Its: City Administrator MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: May 17, 2016 CONSENT ITEM #6 AGENDA ITEM: Monthly Assessor Report SUBMITTED BY: Dan Raboin, City Assessor THROUGH: Cathy Bendel, Finance Director REVIEWED BY: Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS: - Introduction of Item .............................................................. City Administrator - Report/Presentation…………………………………………City Administrator - Questions from Council to Staff .............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion ..................................................................... Mayor Facilitates SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to accept the monthly assessor report for through April 2016 outlining work performed on behalf of the City of Lake Elmo. No specific motion is needed as this is recommended as part of the Consent Agenda. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: Property splits/plats – 0 Sales collected and viewed – 16 Taxpayer inquiries – 26 Miscellaneous inquiries - 5 Inspections – Residential – 11; Commercial – 1 Building permit reviews – 31 Pictures taken – 10 Other work performed included: • Respond to valuation related phone calls • 2016 LBAE Meeting (Open Book) City Council Meeting [Consent Agenda Item #6] May 17, 2016 -- page 2 -- • Monthly meeting with County residential and commercial supervisors • Input of all inspection and permit work • Perform sales verifications and land value analysis using MLS and other resources • Field telephone inquiries RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council accept the April 2016 monthly assessor report. MAYOR AND COUNCIL COMMUNICATION DATE: 05/17/2016 CONSENT ITEM #: 7 AGENDA ITEM: Building Department Report SUBMITTED BY: Mike Bent, Building Official THROUGH: Mike Bent, Building Official REVIEWED BY: Cathy Bendel, Finance Director SUMMARY AND ACTION REQUESTED: As part of its Consent Agenda, the City Council is asked to accept the monthly building department report. No specific motion is needed, as this is recommended to be part of the overall approval of the Consent Agenda. STAFF REPORT: Below is a snapshot of the year to date statistics through April 2016. Comparison data is also include from prior years for new home single family construction and total permitting activity. Attached are the system summary reports breaking out this information further, including the statistics related to the inspection activity. 2016 2015 2014 New homes 79 20 6 Total valuation $23,251,774 $7,551,994 $3,912,800 Average home value $294,326 $377,599 $652,133 Total Permit Valuation YTD $35,128,916 $10,760,747 $5,721,971 RECOMMENDATION: Based on the aforementioned, the staff recommends the City Council accept the April 2016 monthly building permit report. ATTACHMENTS: 1. Valuation Report 2. Permits Issued & Fees Report 3. Inspection statistic report for April 2016 MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: May 17, 2016 CONSENT ITEM #9 AGENDA ITEM: Approve Valley Branch Watershed District Boundary Update SUBMITTED BY: Julie Johnson, City Clerk THROUGH: Julie Johnson, City Clerk REVIEWED BY: Kristina Handt, City Administrator POLICY RECOMMENDER: City Clerk FISCAL IMPACT: None SUMMARY AND ACTION REQUESTED: As part of its routine review of hydrologic boundaries, the Valley Branch Watershed District is requesting that the City of Lake Elmo concur with its updated legal boundaries. A letter explaining this process and two maps illustrating the proposed changes are included with this memo. RECOMMENDATION: “Motion to adopt Resolution 2016-38 approving the Valley Branch Watershed District Boundary Update.” CITY OF LAKE ELMO WASHINGTON COUNTY, MINNESOTA RESOLUTION NO. 2016 - 38 A RESOLUTION SUPPORTING THE PETITION FROM VALLEY BRANCH WATERSHED DISTRICT TO THE BOARD OF WATER AND SOIL RESOURCES, REQUESTING A BOUNDARY CHANGE FOR THE TRANSFER OF TERRITORY BETWEEN IT AND ITS ADJACENT WATERSHED MANAGEMENT ORGANIZATIONS. _____________________________________________________ WHEREAS, the City of Lake Elmo received map figures showing the proposed changes to the Valley Branch Watershed District, Brown’s Creek Watershed District, and South Washington Watershed District (“the Districts”) boundaries. WHEREAS, these boundary changes will make the legal boundaries of the Districts better aligned with the hydrologic boundaries that exist between the Districts within the City of Lake Elmo. NOW THEREFORE BE IT RESOLVED that the City of Lake Elmo City Council concurs with the proposed legal boundary changes to the Districts. BY ROLL CALL VOTE OF THE CITY OF LAKE ELMO CITY COUNCIL: THIS RESOLUTION IS ADOPTED / NOT ADOPTED THIS _____ DAY OF ________________, 2016. _______________________________ _______________________________ Attest: Clerk, City of Lake Elmo Mayor, City of Lake Elmo Ramsey-Washington MetroWatershed District South WashingtonWatershedDistrict Valley BranchWatershedDistrict Oakdale LakeElmo WoodburyInwood Ave NHudson RdHudson Ave 9th St N 4th St N 15th St N Hudson Blvd W h i s t l in g V a lle y R d WoodburyLakes Rd Keats Ave N456719 456710456710 456719 456713 456713 §¨¦94 §¨¦94 Eagle PointLake Main I 2,500 0Feet Barr Footer: ArcGIS 10.3.1, 2016-02-02 13:19 File: I:\Client\VBWD\District\Work_Orders\Out_of_Scope\Misc\2015_Misc\District_Legal_Boundary_Update\For_Distribution_to_LGUs\Munis\Lake_Elmo_SW_Letter_Map.mxd User: mbs2 Proposed District Legal Boundary Current District Legal Boundary Revised Hydrologic Boundary Proposed Parcel Change Proposed Parcel into VBWD No Change Proposed Parcel out of VBWD Municipal Boundary Parcel Boundary Figure 1 PROPOSED PARCEL CHANGESBETWEEN VALLEY BRANCHWATERSHED DISTRICT ANDSURROUNDING DISTRICTSCity of Lake ElmoWashington County, Minnesota Imagery Source: USDA NAIP, 2015 Browns CreekWatershedDistrict Valley BranchWatershedDistrict Oak ParkHeights Stillwater LakeElmo Grant Manning Ave NStillwater Blvd N62nd St N 50th St N 60th St N 456714 456715 456714 36 36 I 1,000 0 1,000Feet Barr Footer: ArcGIS 10.3.1, 2016-02-02 13:23 File: I:\Client\VBWD\District\Work_Orders\Out_of_Scope\Misc\2015_Misc\District_Legal_Boundary_Update\For_Distribution_to_LGUs\Munis\Lake_Elmo_NE_Letter_Map.mxd User: mbs2 Proposed District Legal Boundary Current District Legal Boundary Revised Hydrologic Boundary Proposed Parcel Change Proposed Parcel into VBWD No Change Proposed Parcel out of VBWD Municipal Boundary Parcel Boundary Figure 2 PROPOSED PARCEL CHANGESBETWEEN VALLEY BRANCHWATERSHED DISTRICT ANDSURROUNDING DISTRICTSCity of Lake ElmoWashington County, Minnesota Imagery Source: USDA NAIP, 2015 MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: May 17, 2016 CONSENT ITEM # 10 AGENDA ITEM: Temporary Liquor License for Lake Elmo Jaycees SUBMITTED BY: Julie Johnson, City Clerk THROUGH: Kristina Handt, City Administrator REVIEWED BY: Kristina Handt, City Administrator SUGGESTED ORDER OF BUSINESS: - Introduction of Item .............................................................. City Administrator - Report/Presentation…………………………………………City Administrator - Questions from Council to Staff ............................................. Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Lake Elmo Jaycees, Staff SUMMARY AND ACTION REQUESTED: As part of the Consent Agenda, City Council is respectfully requested to consider approval of a temporary on-sale liquor license issued to the Lake Elmo Jaycees for their annual Huff n’ Puff Days event held August 11 through 14, 2016, subject to approval of the Director of Alcohol and Gambling Enforcement. In addition, the City Council is requested to waive the $25 liquor license fee and the fee for the Lion’s Park ball field lighting. As part of the Consent Agenda, no formal motion is required. If removed from the Consent Agenda, the recommended motion is as follows: “Move to approve a temporary on-sale liquor license issued to the Lake Elmo Jaycees for their Huff n’ Puff Days event held August 11 through 14, 2016, subject to approval of the Director of MN Alcohol and Gambling Enforcement Division, and waive both the $25 liquor license fee and the fee for Lion’s Park ball field lighting.” LEGISLATIVE HISTORY: City Council Meeting [Consent Agenda Item 9] May 17, 2016 -- page 2 -- Pursuant to Lake Elmo City Code Chapter 111.17 Section (B)(3), temporary on-sale licenses shall be issued only to clubs, charitable, religious, or other non-profit organizations in existence for at least three years and shall authorize the on-sale of intoxicating liquor in connection with a social event sponsored by the licensee and subject to the restrictions imposed by MN Statute 340A. Lake Elmo Jaycees will hold their annual Huff n’ Puff Days event August 11 through 9, 2015 and have requested an on-sale temporary special event liquor license to allow for the safe sale of alcoholic beverages at the event. RECOMMENDATION: If removed from the Consent Agenda, Staff recommends the following motion: “Move to approve a temporary on-sale liquor license issued to the Lake Elmo Jaycees for their Huff n’ Puff Days event held August 11 through 14, 2016, subject to approval of the Director of MN Alcohol and Gambling Enforcement Division, and waive both the $25 liquor license fee and the fee for Lion’s Park ball field lighting.” MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: May 17, 2016 CONSENT ITEM # 11 AGENDA ITEM: Inwood Trunk Watermain Improvements – Pay Request No. 1 SUBMITTED BY: Chad Isakson, Project Engineer THROUGH: Kristina Handt, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS if removed from the Consent Agenda): - Questions from Council to Staff ............................................. Mayor Facilitates - Public Input, if Appropriate………………………………….Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Engineering. FISCAL IMPACT: None. Partial payment is proposed in accordance with the Contract for the project. Payment remains within the authorized scope and budget. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving Pay Request No. 1 for the Inwood Trunk Watermain Improvements project. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: Northdale Construction Company, Inc., the Contractor for the project, has submitted Partial Pay Estimate No. 1 in the amount of $349,571.01. The request has been reviewed and payment is recommended in the amount requested. In accordance with the contract documents, the City has retained 5% of the total work completed. The amount retained is $18,398.47. City Council Meeting [Consent Agenda Item 11] May 17, 2016 -- page 2 -- RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the Consent Agenda, Pay Request No. 1 for the Inwood Trunk Watermain Improvements project. If removed from the consent agenda, the recommended motion for the action is as follows: “Move to approve Pay Request No. 1 to Northdale Construction Company, Inc. in the amount of $349,571.01 for the Inwood Trunk Watermain Improvements”. ATTACHMENT(S): 1. Partial Pay Estimate No. 1 PARTIAL PAY ESTIMATE NO. 1 INWOOD AVENUE TRUNK WATERMAIN IMPROVEMENTS CITY OF LAKE ELMO, MINNESOTA PROJECT NO. 2014.130 QUANTITY UNIT PRICE AMOUNT QUANTITY AMOUNT QUANTITY AMOUNT 1 LS 1                    $64,800.00 $64,800.00 1.00 $64,800.00 1.00 $64,800.00 2 LS 1                    $22,945.00 $22,945.00 0.25 $5,736.25 0.25 $5,736.25 3 LF 600                $4.13 $2,478.00 105 $433.65 105 $433.65 4 EA 6                    $750.00 $4,500.00 0 $0.00 0 $0.00 5 EA 10                  $104.50 $1,045.00 0 $0.00 0 $0.00 $95,768.00 $70,969.90 $70,969.90 1 EA 1                    $7,483.75 $7,483.75 0 $0.00 0 $0.00 2 EA 2                    $13,187.61 $26,375.22 1 $13,187.61 1 $13,187.61 3 EA 11                  $4,431.40 $48,745.40 2 $8,862.80 2 $8,862.80 4 LF 6                    $1,628.80 $9,772.80 0 $0.00 0 $0.00 5 EA 10                  $2,476.08 $24,760.80 2 $4,952.16 2 $4,952.16 6 EA 3                    $2,920.05 $8,760.15 0 $0.00 0 $0.00 7 EA 2                  $4,117.60 $8,235.20 2 $8,235.20 2 $8,235.20 8 EA 19                  $10,711.98 $203,527.62 3 $32,135.94 3 $32,135.94 9 EA 3                  $709.63 $2,128.89 2 $1,419.26 2 $1,419.26 10 EA 3                    $775.20 $2,325.60 1 $775.20 1 $775.20 11 LF 100                $50.97 $5,097.00 20 $1,019.40 20 $1,019.40 12 LF 75                  $63.87 $4,790.25 43 $2,714.48 43 $2,714.48 13 LF 96                  $70.32 $6,750.72 0 $0.00 0 $0.00 14 LF 28                  $108.70 $3,043.60 25 $2,690.33 25 $2,690.33 15 LF 25                  $126.98 $3,174.50 30 $3,809.40 30 $3,809.40 16 LF 11,015          $74.75 $823,371.25 2,466 $184,333.50 2,466 $184,333.50 17 LB 5,810            $10.74 $62,399.40 1,674 $17,978.76 1,674 $17,978.76 18 LS 1                    $49,462.20 $49,462.20 0 $12,365.55 0 $12,365.55 19 LS 1                    $7,000.00 $7,000.00 0 $2,310.00 0 $2,310.00 20 EA 18                  $156.02 $2,808.36 0 $0.00 0 $0.00 $1,310,012.71 $296,789.58 $296,789.58 1 LF 60                  $15.00 $900.00 14 $210.00 14 $210.00 2 LF 60                  $31.11 $1,866.60 0 $0.00 0 $0.00 $2,766.60 $210.00 $210.00 1 EA 2                  $165.00 $330.00 0 $0.00 0 $0.00 2 EA 13                  $220.00 $2,860.00 0 $0.00 0 $0.00 $3,190.00 $0.00 $0.00 TOTALS $1,411,737.31 $367,969.48 $367,969.48 SUBTOTAL ‐ DIVISION 2 SUBTOTAL ‐ DIVISION 4 DIVISION 4 ‐ STREET CONSTRUCTION DIVISION 3 ‐ STORM SEWER SALVAGE CONCRETE PIPE CULVERT INSTALL SALVAGED PIPE CULVERT SALVAGE AND REINSTALL SIGN SUBTOTAL ‐ DIVISION 3 16" HDPE DIPS DR11 WATERMAIN, DIRECTIONAL DRILL DUCTILE IRON FITTINGS HORIZONTAL DIRECTIONAL DRILLING BORE PITS WATER SERVICE CONNECTION PITS TRIVIEW TEST STATION MARKER 1" COPPER WATER SERVICE PIPE 6" DUCTILE IRON WATERMAIN PIPE, CLASS 52 8" DUCTILE IRON WATERMAIN PIPE, CLASS 52 12" DUCTILE IRON WATERMAIN PIPE, CLASS 52 16" DUCTILE IRON WATERMAIN PIPE, CLASS 52 DIVISION 1 ‐ GENERAL MOBILIZATION TRAFFIC CONTROL SILT FENCE, MACHINE SLICED HYDRANT EXTENSION ITEM DESCRIPTION OF PAY ITEM UNIT CONTRACT THIS PERIOD TOTAL TO DATE 1" CURB STOP AND CURB BOX CLEAR AND GRUB TREE DITCH CHECK SUBTOTAL ‐ DIVISION 1 DIVISION 2 ‐ WATERMAIN CONNECT TO EXISTING 8" WATERMAIN CONNECT TO EXISTING 16" WATERMAIN 12" GATE VALVE AND BOX 1" CORPORATION STOP WITH FUSIBLE SADDLE HYDRANT 6" GATE VALVE AND BOX 8" GATE VALVE AND BOX 16" BUTTERFLY VALVE AND BOX SALVAGE AND REINSTALL MAILBOX MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: May 17, 2016 CONSENT ITEM # 12 AGENDA ITEM: Inwood Water Tower (No. 4) – Pay Request No. 1 SUBMITTED BY: Chad Isakson, Project Engineer THROUGH: Kristina Handt, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS if removed from the Consent Agenda): - Questions from Council to Staff ............................................. Mayor Facilitates - Public Input, if Appropriate………………………………….Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Engineering. FISCAL IMPACT: None. Partial payment is proposed in accordance with the Contract for the project. Payment remains within the authorized scope and budget. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving Pay Request No. 1 for the Inwood Water Tower (No. 4) project. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: CB&I, Inc., the Contractor for the project, has submitted Partial Pay Estimate No. 1 in the amount of $45,505.00. The request has been reviewed and payment is recommended in the amount requested. In accordance with the contract documents, the City has retained 5% of the total work completed. The amount retained is $2,395.00. City Council Meeting [Consent Agenda Item 12] May 17, 2016 -- page 2 -- RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the Consent Agenda, Pay Request No. 1 for the Inwood Water Tower (No. 4) project. If removed from the consent agenda, the recommended motion for the action is as follows: “Move to approve Pay Request No. 1 to CB&I, Inc. in the amount of $45,505 for the Inwood Water Tower (No. 4) Project”. ATTACHMENT(S): 1. Partial Pay Estimate No. 1 MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: May 17, 2016 CONSENT ITEM # 13 AGENDA ITEM: Eagle Point Boulevard Street and Utility Improvements – Change Order No. 3 SUBMITTED BY: Ryan Stempski, Project Engineer THROUGH: Kristina Handt, City Administrator REVIEWED BY: Cathy Bendel, Finance Director Jack Griffin, City Engineer SUGGESTED ORDER OF BUSINESS if removed from the Consent Agenda): - Questions from Council to Staff ............................................. Mayor Facilitates - Public Input, if Appropriate………………………………….Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Engineering. FISCAL IMPACT: None. This change order only impacts the Contract Final Completion Date for the project. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving Change Order No. 3 for the Eagle Point Boulevard Street & Utility Improvements. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: This change order extends the contract times for final completion by 107 days from June 15, 2016 to September 30, 2016. The time extension for final completion is being requested by the City to minimize scarring and damage to the new pavement from construction work on adjacent property. More specifically, this time extension allows the placement of the final wear course of bituminous until after substantial construction activity on the ISD 916 Pankalo School has been City Council Meeting [Consent Agenda Item 13] May 17, 2016 -- page 2 -- completed this summer. The Contractor has agreed to defer the placement of the final wear course without requesting additional payment. With approval of Change Order No. 3, the revised Final Completion date will be September 30, 2016. RECOMMENDATION: Staff is recommending that the City Council approve, as part of the consent agenda, Change Order No. 3 for the Eagle Point Boulevard Street & Utility Improvements, thereby extending the Contract Times for Final Completion until September 30, 2016. If removed from the consent agenda, the recommended motion for the action is as follows: “Move to approve Change Order No. 3 for the Eagle Point Boulevard Street & Utility Improvements Project”. ATTACHMENT(S): 1. Change Order No. 3. CONTRACT CHANGE ORDER FORM CHANGE ORDER NO. DATE: TO: UNIT Amount of Original Contract $ Sum of Additions/Deductions approved to date $ Contract Amount to date $ Amount of this Change Order   (ADD)   (DEDUCT)   (NO CHANGE)$ Revised Contract Amount $ The Contract Period for Final Completion will be   (UNCHANGED)  (INCREASED)  (DECREASED)days APPROVED BY ENGINEER:  FOCUS Engineering, inc. APPROVED BY CONTRACTOR DATE DATE APPROVED BY OWNER:  CITY OF LAKE ELMO, MINNESOTA DATE DATE $0.00 CITY OF LAKE ELMO, MINNESOTA BYBY CHANGE ORDER DESCRIPTION / JUSTIFICATION: This change order extends the contract time for Final Completion by 107 days from June 15, 2016 to September 30, 2016. The  time extension is being requested by the City to mimize surface damage to the new pavement from construction activities on the  adjacent ISD 196 Pankalo School site. Furthermore it is recommended to pave the final lift of asphalt after both concrete  driveway entrances have been completed by the school for their project. This sequence of events would minimize the need to  cut into the new street to match the driveways to the street edge. Ultimately, the City will receive a better street finish at no  additional cost by delaying the placement of the final street layer to September 30, 2016.     Attachments  (list documents supporting change): DESCRIPTION OF PAY ITEM QTY UNITE PRICE NET CONTRACT CHANGE ITEM MILLER EXCAVATING, INC. , 3636 STAGECOACH TRAIL N, STILLWATER, MN 55082 EAGLE POINT BLVD STREET & UTILITY IMPROVEMENTS PROJECT NO. 2015.120 3May 2, 2016 107 This Document will become a supplement to the Contract and all provisions will apply hereto. The Contract Documents are  modified as follows upon execution of this Change Order.  BYENGINEER 1,249,494.09 (28,500.00) 1,220,994.09 0.00 1,220,994.09 INCREASE/(DECREASE) FOCUS Engineering, inc.CHANGE ORDER FORM MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: May 17, 2016 CONSENT ITEM # 14 AGENDA ITEM: 2016 Seal Coat Project – West Lakeland Township Joint Services Agreement SUBMITTED BY: Ryan Stempski, Assistant City Engineer THROUGH: Kristina Handt, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works SUGGESTED ORDER OF BUSINESS (if removed from the Consent Agenda): - Questions from Council to Staff ............................................. Mayor Facilitates - Public Input, if Appropriate………………………………….Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Engineering and Public Works. FISCAL IMPACT: Cost savings of $3,000 in engineering and administration services. Seal coat unit price reduction also anticipated based on economy of scale at the time of construction. Through a joint project effort, the City of Lake Elmo, West Lakeland Township and, at times, Baytown Township, have been realizing project cost savings through an economy of scale and sharing in project expenses for preparation of plans and specifications, bidding, and construction administration. In addition, staff believes that by combining the project work for multiple communities, we can continue to promote a more favorable bidding environment that may result in lower overall construction costs. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving the West Lakeland Township Joint Services Agreement for the 2016 Seal Coat Project. City Council Meeting [Consent Agenda Item 14] May 17, 2016 -- page 2 -- LEGISLATIVE HISTORY/BACKGROUND INFORMATION: Since 2012, Lake Elmo and West Lakeland Township have successfully contracted jointly for the annual street seal coat projects to share and reduce overall project costs. Staff has reviewed and updated the Joint Services Agreement with West Lakeland Township in preparation of the 2016 Seal Coat Project. Staff is recommending that the city continue to work jointly with West Lakeland Township to perform seal coating for routine maintenance of city and township streets. The agreement identifies the terms and conditions upon which the City of Lake Elmo prepares and administers a contract for the 2016 Seal Coat Project to be completed on streets within both the city and township. Each jurisdiction pays its portion of the construction costs and shares in the engineering design, bidding and construction administration costs. The construction observation services would be contracted directly by each jurisdiction. The City of Lake Elmo is defined as the lead entity and prepares the plans and specifications with input from the township. The city bids the project and enters into a contract with the selected contractor for all the work. West Lakeland will pay a fee to the city in the amount of $3,000 to reimburse the city for the design, bidding and construction administration services related to the project. The township will reimburse the city within 30 days of receiving contractor invoices for the work performed on West Lakeland streets. RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the consent agenda, the West Lakeland Township Joint Services Agreement for the 2016 Seal Coat Project. If removed from the consent agenda, the recommended motion for this action is as follows: “Move to approve the West Lakeland Township Joint Services Agreement for the 2016 Seal Coat Project.” ATTACHMENT(S): 1. West Lakeland Township Joint Services Agreement for the 2016 Seal Coat Project. JOINT SERVICES AGREEMENT FOR THE 2016 SEAL COAT PROJECT This Agreement is made this ___ day of ________2016, by and between the West Lakeland Township (hereinafter referred to as “West Lakeland”) and the City of Lake Elmo (hereinafter referred to as “Lake Elmo”). WHEREAS, it is the desire of the parties, and it is the purpose of this Agreement, that certain road-related services be performed or contracted by Lake Elmo on behalf of West Lakeland for the purpose of seal coating certain street segments as designated by West Lakeland; NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth below, the above parties hereto agree as follows: 1. Term: The term of this Agreement shall commence upon the date of execution and shall be for the duration of the one year warranty period for the 2016 Seal Coat Project. 2. Services. For the term of this Agreement, Lake Elmo shall provide West Lakeland with the following services in and on behalf of West Lakeland and at the direction of West Lakeland’s Engineer: a. Lake Elmo will provide professional engineering services to prepare Plans and Specifications and Contract documents for the 2016 Seal Coat Project. The project will include seal coating of street segments located in West Lakeland, in addition to the street segments located in Lake Elmo for which Lake Elmo is otherwise contracting. b. Prior to March 15, 2016, West Lakeland will provide Lake Elmo with a plan, designating and depicting the street segments to be seal coated in West Lakeland, said plan to be suitable for inclusion in the Plan documents, along with a tabulation of the estimated quantities (in square yards) showing the seal coating work to be performed in West Lakeland as a part of the project. c. Lake Elmo will advertise the 2016 Seal Coat Project for contractor bids and may award a contract for seal coating, or a portion of thereof, as deemed in the best interests of Lake Elmo. If Lake Elmo awards a contract for the 2016 Seal Coat Project and West Lakeland agrees, the award shall include that portion of streets within West Lakeland. d. Lake Elmo will provide professional engineering services for the construction administration of the contract. e. At its sole cost and expense, West Lakeland will provide a construction observer to inspect the seal coat work performed on West Lakeland streets. 3. Payments. West Lakeland shall make payments to Lake Elmo for services related to the project or directly for services as follows: 2 a. West Lakeland will pay Lake Elmo a fee in the amount of $3,000 for engineering and administration fees performed by Lake Elmo for the seal coat project. Lake Elmo will invoice this amount to West Lakeland once the Lake Elmo City Council accepts the bids and awards the construction contract. b. Lake Elmo will make Contractor payments for all work completed in accordance with the Contract. West Lakeland will reimburse Lake Elmo for the work completed and paid to the contractor in accordance with the contract for the actual quantities of work performed on West Lakeland streets. c. Lake Elmo will invoice West Lakeland for services to be reimbursed by West Lakeland as outlined above and West Lakeland will pay all invoices within 30 days after receipt of the invoice. Lake Elmo shall include with its invoices copies of the contractor’s claims showing the amount charged for the work performed and materials used in West Lakeland. 4. Insurance. Lake Elmo shall require its contractor(s) to provide insurance as specified below, and West Lakeland shall be named as an additional insured on such insurance: Comprehensive General Liability $1,000,000 per occurrence, $2,000,000 aggregate Auto Liability $1,200,000 per occurrence Workers compensation Statutory amount 5. Indemnification. Lake Elmo agrees to defend, indemnify and hold harmless West Lakeland, and its officials, agents and employees from and against all claims, actions, damages, losses and expenses, including attorneys fees, arising out of or resulting from Lake Elmo's performance of the duties required under this Agreement, provided that any such claim, action, damage, loss or expense is caused in whole or in part by an alleged negligent act, omission, or willful misconduct (including, but not limited to, a claimed breach of contract made by the contractor) of Lake Elmo. Lake Elmo agrees to require, as part of its contract with the contractor used to provide the seal coating, to include West Lakeland in the contractor’s indemnification obligation under the contract. West Lakeland agrees to defend, indemnify and hold harmless Lake Elmo, and its officials, agents and employees from and against all claims, actions, damages, losses and expenses, including attorneys’ fees, arising out of or resulting from West Lakeland’s performance of the duties required of it under this Agreement, provided that any such claim, action, damage, loss or expense is caused in whole or in part by an alleged negligent act or omission or willful misconduct of West Lakeland. This provision shall not be construed as a waiver by either party of any defenses, immunities or limitations on liability to which they are entitled, under Minnesota Statutes, Chapter 466 or otherwise. Under no circumstances shall a party be required to pay on behalf of itself and other parties, any amounts in excess of the limits of liability established in Minnesota Statutes, Chapter 466, applicable to any one party. The limits of liability for some or all of the parties may not be added together to determine the maximum amount of liability for any party. 6. Service Contract. This is a service contract. The parties do not intend to create, and nothing herein shall be construed as creating, a joint powers agreement, joint venture, or joint enterprise. However, to the extent a court of competent jurisdiction may find such a relationship exists, Lake Elmo and West Lakeland shall be considered a single governmental entity as provided 3 in Minnesota Statutes, section 471.59, subdivision 1a for the purposes of determining total liability. The limits of liability for Lake Elmo and West Lakeland shall not be added together to determine the maximum amount of liability for either party or for any occurrence. 7. Contracting Procedure and Oversight. Lake Elmo shall be solely responsible for letting the contracts for the services to be provided hereunder in accordance with all applicable laws, rules, and regulations. The bonds obtained from the contractor for the work shall include the work to be performed in West Lakeland. Lake Elmo shall, to the extent reasonably necessary, assist West Lakeland to draw upon the performance bond as needed to complete or correct any work the contractor fails to perform in West Lakeland in accordance with the contract. West Lakeland will be responsible for inspecting the work to be performed in West Lakeland, but Lake Elmo shall be responsible for generally overseeing the contractor’s performance of services in accordance with the contract. 8. Miscellaneous. This Agreement is solely for the benefit of the parties hereto and no other person shall have any right, claim, or interest in it. 9. Legal Compliance. Both parties agree to comply with all applicable state, federal and local laws, rules and regulations in carrying out their respective obligations under this Agreement. 10. Entire Agreement. This Agreement represents the entire agreement between Lake Elmo and West Lakeland and supersedes and cancels any and all prior agreements or proposals, written or oral, between the parties relating to the subject matter hereof. No amendments, addenda, alterations, or modifications to the terms and conditions of this Agreement shall be effective unless in writing and signed by both parties. IN WITNESS WHEREOF, the parties have set forth their hands on the day and year first written above. CITY OF LAKE ELMO TOWN OF WEST LAKELAND By: ___________________________ By: ___________________________ Its Mayor Its Town Chairperson ______________________________ ______________________________ Date Date By: ___________________________ By: ___________________________ Its City Administrator Its Town Clerk-Treasurer ______________________________ ______________________________ Date Date MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: May 17, 2016 CONSENT ITEM # 15 AGENDA ITEM: 2016 Seal Coat Project – Accept Bids and Award Contract SUBMITTED BY: Ryan Stempski, Assistant City Engineer THROUGH: Kristina Handt, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works SUGGESTED ORDER OF BUSINESS (if removed from the Consent Agenda): - Questions from Council to Staff ......................................................... Mayor Facilitates - Public Input, if Appropriate………………………………………… Mayor Facilitates - Call for Motion ........................................................................... Mayor & City Council - Discussion…………………………………. .............................. Mayor & City Council - Action on Motion ............................................................................... Mayor Facilitates POLICY RECOMMENDER: Engineering. FISCAL IMPACT: $152,875.00. As itemized in this report below the total post-bid project cost for the 2016 Seal Coat Project is $158,375.00 to be paid through the General Fund (Fund No. 101-430-3120-42250). SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider accepting contractor bids and awarding a contract for the 2016 Seal Coat Project. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: Bids were received, publicly opened, and read aloud on May 5, 2016. FOCUS Engineering, Inc. has prepared and attached the Tabulation of Bids and a Letter of Recommendation for the award of the contract. The City received three (3) bids for this project, with Pearson Bros., Inc. providing the lowest bid amount of $1.19 per square yard for the base bid and $1.25 per square yard for the alternate bid. The Engineer’s post-design construction cost estimate for the base bid was $1.23 per square yard and $1.33 per square yard for the alternate bid. City Council Meeting [Consent Agenda Item 15] May 17, 2016 -- page 2 -- This project will be completed jointly with West Lakeland Township with the Township reimbursing Lake Elmo their portion of the construction cost; with West Lakeland at $56,028.00 (26.8%). West Lakeland will also pay Lake Elmo $3,000 for engineering and administration fees once the Lake Elmo City Council accepts the bids and awards the construction contract. Construction observation services will be contracted directly by each jurisdiction for the work performed on their streets. The post-bid construction estimate for Lake Elmo is $152,875.00 (73.2%) for the alternate bid, which includes higher performing asphalt (CRS-2P) to provide a better product and to reduce resident complaints. The total engineering design, bidding and construction services is estimated to be $8,500 less $3,000 to be reimbursed by West Lakeland Township. The Lake Elmo total project cost is therefore estimated to be $158,375.00. RECOMMENDATION: Staff is recommending that the City Council approve Resolution No. 2016-40, thereby accepting the bids and awarding a Contract to Pearson Bros., Inc. If removed from consent, the recommended motion for this action is as follows: “Move to approve Resolution No. 2016-40 Accepting the Bids and Awarding a Contract to Pearson Bros., Inc. in the amount of $208,903.00 for the 2016 Seal Coat Project; which includes the alternate bid for Lake Elmo in the amount of $152,875.00 and the alternate bid for West Lakeland in the amount of $56,028.00.” ATTACHMENT(S): 1. Resolution 2016-40 2. Engineer’s Letter of Award Recommendation and Tabulation of Bids. 3. Project Schedule. Resolution No. 2016-40 1 CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2016-40 A RESOLUTION ACCEPTING THE BIDS AND AWARDING A CONTRACT FOR THE 2016 SEAL COAT PROJECT WHEREAS, pursuant to an advertisement for bids for the 2016 Seal Coat Project, bids were received, opened, and tabulated according to law, and bids were received complying with the advertisement; and WHEREAS, bids were tabulated, checked and summarized to verify that all requirements of the submittals were met; and WHEREAS, the project engineer reviewed the bids and has provided a letter recommending the award of the contract to the lowest responsible bidder, Pearson Brothers, Inc., in the amount of $208,903.00. NOW, THEREFORE, IT IS HEREBY RESOLVED, 1. That the Mayor and City Clerk are hereby authorized and directed to enter into a Contract in the accordance with the above ordered Project, in the amount of the Contractor’s lowest responsible bid, and according to the plans and specifications thereof approved by the City Council. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next two lowest bidders shall be retained until a contract has been signed. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE SEVENTEENTH DAY OF MAY 2016. CITY OF LAKE ELMO By: __________________________ Mike Pearson Mayor (Seal) ATTEST: ________________________________ Julie Johnson City Clerk                         May 9, 2016    Honorable Mayor and City Council  City of Lake Elmo, Minnesota    2016 Seal Coat Project  City of Lake Elmo, Minnesota  FOCUS Project No. 2016.118    Dear Mayor and City Council:    Bids for the 2016 Seal Coat Project were received on May 5, 2016, at 3:00 PM with the following results:     Contractor  Base Bid Alternate Bid    Pearson Bros., Inc.    City of Lake Elmo $145,537.00 $152,875.00  West Lakeland Township $53,130.00 $56,028.00  TOTAL:  $198,667.00 $208,903.00     Allied Blacktop Co.    City of Lake Elmo $147,983.00 $154,098.00  West Lakeland Township $59,409.00 $61,824.00  TOTAL:  $207,392.00 $215,922.00    Fahrner Asphalt    City of Lake Elmo $188,342.00 $203,018  West Lakeland Township $74,382.00 $80,178.00  TOTAL:  $262,724.00 $283,196.00    A complete Tabulation of Bids is enclosed for your information.  We recommend that you award the Contract  to the lowest responsible bidder, Pearson Brothers, Inc. in the total amount of $208,903.00 for their  alternate bid to Lake Elmo in the amount of $152,875.00; and alternate bid for West Lakeland in the amount  of $56,028.00.    Please contact me with any questions you may have.    Sincerely,      Ryan W. Stempski, P.E.  Project Engineer    Enclosure  cc:  Jack Griffin, City Engineer  FOCUS ENGINEERING, inc.  Cara Geheren, P.E.   651.300.4261 Jack Griffin, P.E.                651.300.4264  Ryan Stempski, P.E.  651.300.4267  Chad Isakson, P.E.  651.300.4283  TABULATION OF BIDS2016 SEAL COAT PROJECTCITY OF LAKE ELMO & WEST LAKELAND TWPPROJECT NO. 2016.118 BIDS OPENED: MAY 5, 2016, AT 3:00 PMBASE BID (CRS‐2 EMULSIFIED ASPHALT)ITEMUNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTALNO. DESCRIPTION QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNTCITY OF LAKE ELMO1 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK 122,300 SY 1.23$   150,429.00$   1.19$        145,537.00$   1.21$        147,983.00$   1.54$        188,342.00$   CITY OF WEST LAKELAND2 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK 48,300 SY 1.23$   59,409.00$      1.10$        53,130.00$      1.23$        59,409.00$      1.54$        74,382.00$      TOTAL209,838.00$   198,667.00$   207,392.00$   262,724.00$   ALTERNATE BID NO. 1 (CRS‐2P EMULSIFIED ASPHALT)ITEMUNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTAL UNIT TOTALNO. DESCRIPTION QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNT PRICE AMOUNTCITY OF LAKE ELMO1 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK 122,300 SY 1.33$   162,659.00$   1.25$        152,875.00$   1.26$        154,098.00$   1.66$        203,018.00$   CITY OF WEST LAKELAND2 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK 48,300 SY 1.33$   64,239.00$      1.16$        56,028.00$      1.28$        61,824.00$      1.66$        80,178.00$      TOTAL226,898.00$   208,903.00$   215,922.00$   283,196.00$   ENGINEER'S ESTIMATE Pearson Bros., Inc. Allied Blacktop CompanyENGINEER'S ESTIMATE Pearson Bros, Inc. Allied Blacktop Company Fahrner AsphaltAstech Corp.Astech Corp.Did Not SubmitDid Not SubmitDid Not SubmitDid Not SubmitFahrner Asphalt CITY OF LAKE ELMO  2016 SEAL COAT PROJECT  PROJECT NO. 2016.118    PROJECT SCHEDULE      April 7, 2016 Placement of Advertisement for Bids.    –Oakdale‐Lake Elmo Review. Publication on April 13   – Quest CDN. Publication on April 13  May 5, 2016 Receive Contractor bids.  May 17, 2016 City Council accepts bids and awards Contract.    May 20, 2016 Process and send out Contract Documents.    June 9, 2016 Receipt of Contractor’s Bonds/Legal Review.    June 14, 2016 Conduct Pre‐Construction Meeting and Issue Notice to  Proceed.     June 15, 2016 Contractor begins Work.    July 15, 2016 Substantial Completion of Work (including sweeping of excess  aggregate).     August 31, 2016 Final Completion of Work (including Punchlist and final  documentation).  MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: May 17, 2016 CONSENT ITEM # 16 AGENDA ITEM: 2016 Street Full Depth Patching – Accept Quotes and Award Contract SUBMITTED BY: Ryan Stempski, Assistant City Engineer THROUGH: Kristina Handt, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director Mike Bouthilet, Public Works SUGGESTED ORDER OF BUSINESS (if removed from the Consent Agenda): - Questions from Council to Staff ......................................................... Mayor Facilitates - Public Input, if Appropriate………………………………………… Mayor Facilitates - Call for Motion ........................................................................... Mayor & City Council - Discussion…………………………………. .............................. Mayor & City Council - Action on Motion ............................................................................... Mayor Facilitates POLICY RECOMMENDER: Engineering. FISCAL IMPACT: $55,820.00. The 2016 Street Full Depth Patching work would be paid from the Street Budget under the General Fund. With this cost the street maintenance work, including crack seal, seal coat, overlay and full depth patching would be completed within the total 2016 budget amount. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider accepting contractor quotes and awarding a contract for the 2016 Street Full Depth Patching project. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: In addition to the City’s annual street maintenance work completed by Public Works staff, the City contracts out street maintenance for crack sealing, seal coating, occasional mill and overlay work and full depth patch repairs. This work is part of the City annual street maintenance budget. To date, contractor bids or quotes have been received for the 2016 Crack Seal Project, the 2016 Seal Coat Project and the 2016 Overlay Project. In each case, the bids or quotes have been favorable, coming in well under budget. City Council Meeting [Consent Agenda Item X] May 17, 2016 -- page 2 -- On May 11, 2016, staff received two contractor quotes to complete full depth street patching work along 14th Street North within the Homestead neighborhood. The work will repair localized areas of pavement distress near the entrance of the neighborhood where the street is in significant disrepair. The work will serve to extend the useful life of this roadway and will help defer the neighborhood streets from a more significant street improvement project. It is recommended to have this work completed in 2016. In 2017, all streets in the neighborhood are scheduled to be seal coated. To comply with competitive bidding law for contracts between $25,000 and $100,000, the City may use direct negotiation. When direct negotiation is used, two quotes must be obtained and kept on file for the period of one year. Contractor quotes were obtained from local, reputable paving contractors with the following results: Hardrives, Inc. = $55,820.00. T.A. Schifsky & Sons, Inc. = $68,040.00. The breakdown of these quote totals can be seen in the attached Contracts, with staff recommending the low quote of $55,820.00 from Hardrives, Inc. RECOMMENDATION: Staff is recommending that the City Council accept the quotes and award a Contract to Hardrives, Inc. If removed from consent, the recommended motion for this action is as follows: “Move to accept the quotes and award a Contract to Hardrives, Inc. in the amount of $55,820.00 for the 2016 Street Full Depth Patching Project.” ATTACHMENT(S): 1. Hardrives, Inc. Construction Contract for the 2016 Street Full Depth Patching Project. 2. T.A. Schifsky & Sons, Inc. Construction Contract for the 2016 Street Full Depth Patching Project. Project No. 2016.115                   General Conditions for 2016 Patching Project                                                             Page 1 of 2                       State of Minnesota    Washington County  CONSTRUCTION CONTRACT FOR THE   2016 STREET FULL DEPTH PATCHING PROJECT  LAKE ELMO, MINNESOTA     This Contract, made this 17th day of May 2016, by the City of Lake Elmo, Minnesota (herinafter called the “Owner”) and Hardrives,  Inc. (hereinafter called the “Contractor”).    WITNESSETH that the parties hereto agree as follows:     The Contractor shall provide all labor, services, materials, equipment and machinery, transportation, tools, fuel, power, light, heat,  telephone, water, sanitary facilities, traffic control, temporary facilities, and all other facilities and incidentals, including profit and  overhead, necessary for the performance, testing, start‐up, and completion of the work as described herein:      IN WITNESS WHEREOF, the parties hereto have executed this contract as of the date first above written.        (Contractor)                                                                                   (City of Lake Elmo)    DESCRIPTION OF WORK: The Contractor shall complete full-depth pavement patch repairs along 14th Street North in Lake Elmo, MN at the direction and in the locations specified by the City. All work shall be completed within the specified time frame and under the terms and conditions provided within this Construction Contract, and in accordance with the “General Conditions” shown in this contract. The contractor shall complete the proposed work by SEPTEMBER 30, 2016. The extents of the patch excavation area shall be marked in the field by the City and must be sawcut perpendicular across the entire street section from lip of curb to lip of curb. Sawcutting is incidental to the patching work. Full-depth patching shall include the removal of the entire pavement surface layer, regardless of its thickness, over the patching area. A Test Roll shall be completed with a fully loaded aggregate truck over the street and is incidental to the patching work. The existing aggregate base areas that pass a Test Roll, as determined by the City inspector, shall be toleranced and re-compacted prior to paving. The areas that do not pass a Test Roll, as determined by the City inspector, shall receive new Class 6 aggregate base material to a depth specified by the City. Each excavation shall be inspected by the City to determine if additional base material removal is needed to provide for a firm support. The aggregate base shall be toleranced to meet a minimum 2% crown to facilitate drainage. The bituminous surface shall be replaced using two compacted layers and shall include tack coat between them. The Bituminous Base Course (SPNWB230B) shall be a minimum 1.5” thick and the Bituminous Wear Course (SPWEA240B) shall be a minimum 1.5” thick. All bituminous testing shall be in accordance with MnDOT 2360 and is incidental to the patching work. The test procedure shall be the Ordinary Compaction Method. Aggregate gradation testing shall be as specified in MnDOT 2211 and MnDOT 3138. Water shall be applied at such times and in such amounts as necessary for proper aggregate compaction. The City will make payment for the whole contract upon acceptance by the City of all work required hereunder and in compliance with all the terms and conditions of this contract. Payment to the Contractor will be made for only the actual quantities of work performed using the unit prices provided within this Contract and listed below, except that the total amount cannot exceed $55,820 without prior written authorization by the City Engineer. All materials, labor, tools and equipment needed to complete full-depth pavement repair work that is not specifically itemized below with a unit price and estimated quantity shall be incidental to the work. The City may add or reduce the project quantities in the best interest of the City. Mobilization 1 LS - $3,000.00 Remove Bituminous and Tolerance – 3,700 SY x $2.85/SY = $10,545.00 1.5” SPNWB230B – 350 Tons x $52.00/Ton = $18,200.00 1.5” SPWEA240B – 350 Tons x $54.50/Ton = $19,075.00 Remove & Replace Class 6 Aggregate Base – 500 SY x $10.00/SY = $5,000.00 TOTAL ESTIMATED AMOUNT: $55,820.00 Project No. 2016.115                   General Conditions for 2016 Patching Project                                                             Page 2 of 2                       GENERAL CONDITIONS  I. CHANGES IN WORK. ‐ The Owner may at any time, make changes in the drawings and specifications, within the general scope thereof. If  such changes cause an increase or decrease in the amount due under this contract or in the time required for its performance, an  equitable adjustment will be made, and this contract will be modified accordingly by a “Contract Change Order”. No charge for any extra  work or material will be allowed unless the same has been ordered on such contract change order by the Owner and the price therefore  stated in the order.  II. INSPECTION OF WORK. ‐ All materials and workmanship will be subject to inspection, examination, and test, by the Owner, who will have  the right to reject defective material and workmanship or require its correction.  III. COMPLETION OF WORK. ‐ If the Contractor refuses or fails to complete the work within the time specified in this contract, or any  extension thereof, the Owner may terminate the Contractor’s rights to proceed. In such event the Owner may take over the work and  prosecute the same to completion by contract or otherwise, and the Contractor will be liable for any excess cost occasioned the Owner  thereby; and the Owner may take possession of and utilize in completing the work such materials and equipment as may be on the site of  the work and necessary therefore. If the Owner does not terminate the right of the Contract to proceed, the Contractor will continue the  work, in which event, actual damages for delay will be impossible to determine, and in lieu thereof, the Contractor may be required to  pay to the Owner the sum of $100  as liquidated damages for each calendar day of delay, and the Contractor will be liable for the amount  thereof: Provided, however, that the right of the Contractor to proceed will not be terminated because of delays in the completion of the  completion of the work due to unforeseeable causes beyond the Contractor’s control and without Contractor’s fault or negligence.  IV. RELEASES. ‐ Prior to final payment, the Contractor will submit evidence that all payrolls, material bills, and other indebtedness connected  with the work have been paid as required by the Owner.  V. OBLIGATION TO DISCHARGE LIENS. ‐ Acceptance by the Owner of the completed work performed by the Contractor and payment  therefore by the Owner will not relieve the Contractor of obligation to the Owner (which obligation is hereby acknowledged) to discharge  any and all liens for the benefit of subcontractors, laborers, material‐person, or any other persons performing labor upon the work or  furnishing material or machinery for the work covered by this contract, which have attached to or may subsequently attach to the  property, or interest of the Owner.  VI. NOTICES AND APPROVAL IN WRITING. ‐ Any notice, consent, or other act to be given or done hereunder will be valid only if in writing.  VII. CLEANING UP. ‐ The Contractor shall keep the premises free from accumulation of waste material and rubbish and at the completion of  the work shall remove from the premises all rubbish, implements and surplus materials.  VIII. WARRANTY.  ‐  Contractor  warrants  and  guarantees  that  title  to  all  work,  materials,  and  equipment  covered by  any  Application  for  Payment, whether incorporated in the Project or not, will pass to Owner no later than the time of payment free and clear of all Liens.  If  within one year after completion of the work, any work is found to be defective, Contractor shall promptly, without cost to the Owner,  correct such defective work as approved by the Owner.    IX. IDEMNIFICATION. ‐ Contractor shall defend and indemnify the city against claims brought or actions filed against the city or any of its  officers, employees or agents for property damage, bodily injury or death to third persons, arising out of or relating to contractors work  under the contract.    X. WORKERS’ COMPENSATION INSURANCE. ‐ Contractor shall provide a certificate of insurance showing evidence of workers’ compensation  coverage or provide evidence of qualification as a self‐insurer of workers’ compensation.      XI. LIABILITY  INSURANCE  REQUIREMENTS.  –  A  certificate  of  insurance acceptable  to  the  City  shall  be  filed  with  the  City  prior  to  the  commencement of the work. The certificate and the required insurance policies shall contain a provision that the coverage afforded  under the contract will not be canceled or allowed to expire until at least 30 days prior written notice has been given to the city.   Contractor shall maintain commercial general liability (CGL) insurance with a limit of not less than $1,000,000 each occurrence and an  aggregate  limit  of  not  less  than  $2,000,000.  The  CGL  insurance shall  cover  liability  arising  from  premises,  operations,  independent  contractors, subcontractors, products‐completed operations, personal injury and advertising injury, and contractually‐assumed liability.  The city shall be named as an additional insured under the CGL.  Contractor shall maintain automobile liability insurance, and if necessary,  umbrella liability insurance with a limit of not less than $1,000,000 each accident and an aggregate limit of not less than $2,000,000. The  insurance shall cover liability arising out of any auto, including owned, hired, and non‐owned autos.      Project No. 2016.115                   General Conditions for 2016 Patching Project                                                             Page 1 of 2                       State of Minnesota    Washington County  CONSTRUCTION CONTRACT FOR THE   2016 STREET FULL DEPTH PATCHING PROJECT  LAKE ELMO, MINNESOTA     This Contract, made this 17th day of May 2016, by the City of Lake Elmo, Minnesota (herinafter called the “Owner”) and T.A. Schifsky  & Sons, Inc. (hereinafter called the “Contractor”).    WITNESSETH that the parties hereto agree as follows:     The Contractor shall provide all labor, services, materials, equipment and machinery, transportation, tools, fuel, power, light, heat,  telephone, water, sanitary facilities, traffic control, temporary facilities, and all other facilities and incidentals, including profit and  overhead, necessary for the performance, testing, start‐up, and completion of the work as described herein:      IN WITNESS WHEREOF, the parties hereto have executed this contract as of the date first above written.        (Contractor)                                                                                   (City of Lake Elmo)    DESCRIPTION OF WORK: The Contractor shall complete full-depth pavement patch repairs along 14th Street North in Lake Elmo, MN at the direction and in the locations specified by the City. All work shall be completed within the specified time frame and under the terms and conditions provided within this Construction Contract, and in accordance with the “General Conditions” shown in this contract. The contractor shall complete the proposed work by SEPTEMBER 30, 2016. The extents of the patch excavation area shall be marked in the field by the City and must be sawcut perpendicular across the entire street section from lip of curb to lip of curb. Sawcutting is incidental to the patching work. Full-depth patching shall include the removal of the entire pavement surface layer, regardless of its thickness, over the patching area. A Test Roll shall be completed with a fully loaded aggregate truck over the street and is incidental to the patching work. The existing aggregate base areas that pass a Test Roll, as determined by the City inspector, shall be toleranced and re-compacted prior to paving. The areas that do not pass a Test Roll, as determined by the City inspector, shall receive new Class 6 aggregate base material to a depth specified by the City. Each excavation shall be inspected by the City to determine if additional base material removal is needed to provide for a firm support. The aggregate base shall be toleranced to meet a minimum 2% crown to facilitate drainage. The bituminous surface shall be replaced using two compacted layers and shall include tack coat between them. The Bituminous Base Course (SPNWB230B) shall be a minimum 1.5” thick and the Bituminous Wear Course (SPWEA240B) shall be a minimum 1.5” thick. All bituminous testing shall be in accordance with MnDOT 2360 and is incidental to the patching work. The test procedure shall be the Ordinary Compaction Method. Aggregate gradation testing shall be as specified in MnDOT 2211 and MnDOT 3138. Water shall be applied at such times and in such amounts as necessary for proper aggregate compaction. The City will make payment for the whole contract upon acceptance by the City of all work required hereunder and in compliance with all the terms and conditions of this contract. Payment to the Contractor will be made for only the actual quantities of work performed using the unit prices provided within this Contract and listed below, except that the total amount cannot exceed $55,820 without prior written authorization by the City Engineer. All materials, labor, tools and equipment needed to complete full-depth pavement repair work that is not specifically itemized below with a unit price and estimated quantity shall be incidental to the work. The City may add or reduce the project quantities in the best interest of the City. Mobilization 1 LS – Included at no charge. Remove Bituminous and Tolerance – 3,700 SY x $3.70/SY = $13,690.00 1.5” SPNWB230B – 350 Tons x $70.00/Ton = $24,500.00 1.5” SPWEA240B – 350 Tons x $71.00/Ton = $24,850.00 Remove & Replace Class 6 Aggregate Base – 500 SY x $10.00/SY = $5,000.00 TOTAL ESTIMATED AMOUNT: $68,040.00 Project No. 2016.115                   General Conditions for 2016 Patching Project                                                             Page 2 of 2                       GENERAL CONDITIONS  I. CHANGES IN WORK. ‐ The Owner may at any time, make changes in the drawings and specifications, within the general scope thereof. If  such changes cause an increase or decrease in the amount due under this contract or in the time required for its performance, an  equitable adjustment will be made, and this contract will be modified accordingly by a “Contract Change Order”. No charge for any extra  work or material will be allowed unless the same has been ordered on such contract change order by the Owner and the price therefore  stated in the order.  II. INSPECTION OF WORK. ‐ All materials and workmanship will be subject to inspection, examination, and test, by the Owner, who will have  the right to reject defective material and workmanship or require its correction.  III. COMPLETION OF WORK. ‐ If the Contractor refuses or fails to complete the work within the time specified in this contract, or any  extension thereof, the Owner may terminate the Contractor’s rights to proceed. In such event the Owner may take over the work and  prosecute the same to completion by contract or otherwise, and the Contractor will be liable for any excess cost occasioned the Owner  thereby; and the Owner may take possession of and utilize in completing the work such materials and equipment as may be on the site of  the work and necessary therefore. If the Owner does not terminate the right of the Contract to proceed, the Contractor will continue the  work, in which event, actual damages for delay will be impossible to determine, and in lieu thereof, the Contractor may be required to  pay to the Owner the sum of $100  as liquidated damages for each calendar day of delay, and the Contractor will be liable for the amount  thereof: Provided, however, that the right of the Contractor to proceed will not be terminated because of delays in the completion of the  completion of the work due to unforeseeable causes beyond the Contractor’s control and without Contractor’s fault or negligence.  IV. RELEASES. ‐ Prior to final payment, the Contractor will submit evidence that all payrolls, material bills, and other indebtedness connected  with the work have been paid as required by the Owner.  V. OBLIGATION TO DISCHARGE LIENS. ‐ Acceptance by the Owner of the completed work performed by the Contractor and payment  therefore by the Owner will not relieve the Contractor of obligation to the Owner (which obligation is hereby acknowledged) to discharge  any and all liens for the benefit of subcontractors, laborers, material‐person, or any other persons performing labor upon the work or  furnishing material or machinery for the work covered by this contract, which have attached to or may subsequently attach to the  property, or interest of the Owner.  VI. NOTICES AND APPROVAL IN WRITING. ‐ Any notice, consent, or other act to be given or done hereunder will be valid only if in writing.  VII. CLEANING UP. ‐ The Contractor shall keep the premises free from accumulation of waste material and rubbish and at the completion of  the work shall remove from the premises all rubbish, implements and surplus materials.  VIII. WARRANTY.  ‐  Contractor  warrants  and  guarantees  that  title  to  all  work,  materials,  and  equipment  covered by  any  Application  for  Payment, whether incorporated in the Project or not, will pass to Owner no later than the time of payment free and clear of all Liens.  If  within one year after completion of the work, any work is found to be defective, Contractor shall promptly, without cost to the Owner,  correct such defective work as approved by the Owner.    IX. IDEMNIFICATION. ‐ Contractor shall defend and indemnify the city against claims brought or actions filed against the city or any of its  officers, employees or agents for property damage, bodily injury or death to third persons, arising out of or relating to contractors work  under the contract.    X. WORKERS’ COMPENSATION INSURANCE. ‐ Contractor shall provide a certificate of insurance showing evidence of workers’ compensation  coverage or provide evidence of qualification as a self‐insurer of workers’ compensation.      XI. LIABILITY  INSURANCE  REQUIREMENTS.  –  A  certificate  of  insurance acceptable  to  the  City  shall  be  filed  with  the  City  prior  to  the  commencement of the work. The certificate and the required insurance policies shall contain a provision that the coverage afforded  under the contract will not be canceled or allowed to expire until at least 30 days prior written notice has been given to the city.   Contractor shall maintain commercial general liability (CGL) insurance with a limit of not less than $1,000,000 each occurrence and an  aggregate  limit  of  not  less  than  $2,000,000.  The  CGL  insurance shall  cover  liability  arising  from  premises,  operations,  independent  contractors, subcontractors, products‐completed operations, personal injury and advertising injury, and contractually‐assumed liability.  The city shall be named as an additional insured under the CGL.  Contractor shall maintain automobile liability insurance, and if necessary,  umbrella liability insurance with a limit of not less than $1,000,000 each accident and an aggregate limit of not less than $2,000,000. The  insurance shall cover liability arising out of any auto, including owned, hired, and non‐owned autos.      MAYOR & COUNCIL COMMUNICATION -- page 1 -- DATE: May 17, 2016 CONSENT ITEM # 17 AGENDA ITEM: 2016 Crack Seal Project – Pay Request No. 1 (FINAL) SUBMITTED BY: Ryan Stempski, Project Engineer THROUGH: Kristina Handt, City Administrator REVIEWED BY: Jack Griffin, City Engineer Cathy Bendel, Finance Director SUGGESTED ORDER OF BUSINESS if removed from the Consent Agenda): - Questions from Council to Staff ............................................. Mayor Facilitates - Public Input, if Appropriate………………………………….Mayor Facilitates - Call for Motion ............................................................... Mayor & City Council - Discussion ....................................................................... Mayor & City Council - Action on Motion .................................................................... Mayor Facilitates POLICY RECOMMENDER: Engineering. FISCAL IMPACT: None. Final payment is proposed in accordance with the Contract for the project. SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to consider approving Pay Request No. 1 for the 2016 Crack Seal Project. LEGISLATIVE HISTORY/BACKGROUND INFORMATION: The 2016 Crack Seal Project has been fully completed. The Project Engineer has prepared a Certificate of Completion and is recommending acceptance of the improvements and release of payment in full. The one year warranty period will begin on May 17, 2016, and will extend to May 17, 2017. City Council Meeting [Consent Agenda Item 17] May 17, 2016 -- page 2 -- RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the Consent Agenda, Pay Request No. 1 to Gopher State Sealcoat, Inc. in the amount of $29,828.00 for the 2016 Crack Seal Project. If removed from the consent agenda, the recommended motion for the action is as follows: “Move to approve Pay Request No. 1 to Gopher State Sealcoat, Inc. in the amount of $29,828.00 for the 2016 Crack Seal Project”. ATTACHMENT(S): 1. Engineer’s Certificate of Completion dated May 17, 2016. 2. Gopher State Sealcoat Invoice dated April 27, 2016. 3. Lien Waiver dated May 5, 2016. CITY OF LAKE ELMO, MN 2016 CRACK SEAL PROJECT PROJECT NO. 2016.119 CERTIFICATE OF COMPLETION DATE OF ISSUANCE: May 17, 2016 OWNER: CITY OF LAKE ELMO, MN CONTRACTOR: GOPHER STATE SEALCOAT, INC. PROJECT NAME: 2016 CRACK SEAL PROJECT PROJECT NO.: 2016.119 This Certification of Completion applies to all work under the Contract Documents This Certification of Completion applies to the following specified parts of the Contract Documents I do hereby certify that the work to which this Certificate applies has been constructed in accordance with the Contract dated April 19, 2016. The above-mentioned improvement is hereby declared to be complete and acceptance of this work is recommended. DATE OF COMPLETION: May 17, 2016 Ryan Stempski Reg. No. 45395 FOCUS Engineering, Inc. THE WARRANTY PERIOD BEGINS May 17, 2016 AND ENDS May 17, 2017