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Home My WebLink About#04 Easton Village Draintile and Mulch STAFF REPORT DATE: 9/5/2017 CONSENT MOTION TO: City Council FROM: Rob Weldon, Public Works Director AGENDA ITEM: Drain Tile Installation / Mulch Purchase at Easton Village Park REVIEWED BY: Emily Becker, Planning Director Kristina Handt, City Administrator BACKGROUND: With construction of the Easton Village Development parkland was dedicated to the city for construction of a playground to be funded and installed by the city. Through the park construction process, the developer and city worked in conjunction to grade the site and install park amenities. The park and playground where planned be completed in July 2016, but due to unforeseen circumstances the park has not yet been fully completed. ISSUE BEFORE COUNCIL: Should the City Council authorize installation of drain tile in the playground and purchase additional mulch to bring the park into compliance for fall/compaction standards and allow for proper drainage? PROPOSAL DETAILS/ANALYSIS: In July 2016, city staff met with the developer of Easton Village to address drainage issues within the Easton Village Playground area. The play area has heavily compacted soil and does not provide adequate drainage of rainwater. At that time, staff instructed the developer to obtain quotes for drain tile installation and provide those quotes to the city for consideration of drain tile installation to be funded by the city. The developer proceeded with drain tile installation without providing quotes or authorization from the city and was later denied payment for said installation. Since that time, the drain tile has not performed as it should and as a result there is an accumulation of water that is present in the play area of the park for several days after a rainfall. Staff feels that the developer installed drain tile has failed and is therefore seeking council approval to install new drain tile, properly bedded in washed rock and wrapped in fabric. Bids received for the drain tile installation ranged from; $7,045 (Capras Utilities), $4,490 (Miller Excavating), and $3,475 (Friedges Inc.). In addition to the installation of drain tile, staff is requesting authorization to purchase additional rubber mulch to cover the playground area and provide the needed fall impact protection required by ASTM for playground safety standards. The initial order of mulch that was placed and shipped with the playground equipment in 2016 does not provide adequate ground coverage and fall protection. Cost for the rubber additional rubber mulch is $17,957 from Northland Recreation, whom initially supplied mulch for the park. Staff is recommending purchasing mulch from this same vendor to stay consistent with matching mulch colors. FISCAL IMPACT: Park Dedication Funds will be the source of funding for both items listed above in an amount not to exceed $22,000 Page 2 OPTIONS: Approve installation of drain tile and purchase of mulch Deny installation of drain tile and purchase of mulch Table installation of drain tile and purchase of mulch RECOMMENDATION: If removed from consent agenda; “Motion to recommend the installation of drain tile to Friedges Inc. and purchase of additional mulch from Northland Recreation for Easton Village Park in an amount not to exceed $22,000” ATTACHMENTS: • Miller Excavation – Drain Tile • Capras Utilities – Drain Tile • Friedges Inc. –Drain Tile • Northland Rec. Rubber Mulch From: Steve St. Claire [mailto:steve.st.claire@millerexc.com] Sent: Tuesday, August 15, 2017 6:39 PM To: Rob Weldon <RWeldon@lakeelmo.org> Subject: RE: Quotes Easton Village Playground Drain tile Remove Sidewalk Panel Strip Topsoil Connect to Existing Catch Basin 4” PVC 4” Cleanout 4” Draintile Bedding Rock Backfill with Material Onsite Regrade Topsoil TOTAL $3990.00 Easton Village Prep & Hydroseed Disturbed Area $500.00 Steve St. Claire President | Miller Excavating, Inc. 3741 Stagecoach Trail North | Stillwater, MN 55082 651.439.1637 Office |651.269.8176 Mobile |651.351.7210 Fax steve.st.claire@millerexc.com | Email The content of this email is the confidential property of Miller Excavating, Inc. and should not be copied, modified, retransmitted, or used for any purpose except with Miller Excavating, Inc's written authorization. If you are not the intended recipient, please delete all copies and notify us immediately. Capra's Utilities Inc. 2340 Leibel Street White Bear Lake, MN 55110 (651)762-2500 mike@capras.com www.capras.com PROPOSAL ADDRESS Lake Elmo c/o Rob Weldon 3803 Laverne Ave Lake Elmo, MN 55042 PROPOSAL #5143 DATE 08/16/2017 EXPIRATION DATE 08/16/2018 DESCRIPTION AMOUNT We will provide and install a drain tile system for the playground at Linden Ave & Linden Ln in Lake Elmo. Services We will provide and install two 4" drain tile loops around the swing sets. the drain tile loops will be spaced 6' apart and will be covered with 3/4" washed rock and filter fabric. 3,450.00 Services We will provide and install a 4" schedule 40 PVC sewer line from the playground to the storm sewer catch basin located North of the playground. 3,000.00 Services We will provide and install seed and cover straw upon completion. 595.00 All mulch to be provided and installed by others. 1 1/2% per month charge on accounts over 30 days. All agreements contingent upon strike, accident or delays beyond our control. Any frost, ground water or rock excavation will be an extra charge. All private underground utilities are the responsibility of the Owner. Per Minnesota Statute 514.011: A lien will be filed if contract amount is not paid in full within 60 days of Invoice date. TOTAL $7,045.00 Accepted By Accepted Date PROPOSAL FRIEDGES, INC. Landscaping · Excavating Contractors 9380 202nd Street West, Lakeville, MN 55044 (952) 469-2996 · Fax: (952) 469-1755 Job: Lake Elmo Playground Date 8/19/16 STREET CITY, STATE and ZIP CODE Lake Elmo, MN JOB LOCATION ARCHITECT DATE OF PLANS JOB PHONE We Propose hereby to furnish material and labor – complete in accordance with specifications below, for the sum of: * * * See Below * * * All material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices. Any alteration or deviation from specifications below involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents or delays beyond our control. Owner to carry fire, tornado, and other necessary insurance. Our workers are fully covered by Workman's Compensation Insurance. Authorized Signature ______ Note: This proposal may be withdrawn by us if not accepted within 30 (thirty) days. Work for Playground We hereby submit the following:  350LF of Playground Curb Furnished and Installed @ $20.69/LF Total: 7,241.50 Includes base work  Core Drill Drain Tile into existing Structure and 316LF of 4” Drain Tile, Fabric and Rock running from structure to city’s specified location @ $3,475.00 Grand Total: $10,716.50 Excludes: *Site Survey/ Staking *Soil Conditioning/ Testing *Bonds *Permits *Turf Restoration PLEASE CALL IF YOU HAVE ANY QUESTIONS Acceptance of Proposal – The above prices; specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payment will be made as outlined above. By signing you have read and are familiar with the Minnesota Mechanic's Lien Law. Signature ________________ Date ________ QUOTATION To: City of Lake Elmo 3800 Laverne Ave. North Lake Elmo, MN 55042 Project: Eaton Lake Rubber Surfacing Date: August 11, 2017 Contact: Rob Weldon Phone: 651-747-3941 Cell: Fax: Email: rweldon@lakeelmo.org We are pleased to provide the following quotation on items supplied by See Below Qty. Item Description Unit Price Extension 32.50 Tons PlaySafer Rubber Mulch Green/Black Color $17,957.00 Delivered in 2000 lbs. supersacs * Prices supply only - Installation not included Sub Total $17,957.00 Freight included Tax 6.875% Total $17,957.00 IMPORTANT INFORMATION:  Quotation is valid for: 30 Days  Freight based on shipment to Lake Elmo, MN  Shipment can currently be made in - to be determined  Terms: Based on credit approval -down payment may be req.  Pricing based on above quantities – any changes may require a revised quotation.  Orders will be placed upon receipt of a Purchase Order or your signed acceptance of this quotation. Make Purchase Orders to: Northland Recreation LLC 10085 Bridgewater Bay Woodbury, MN 55129 Thank You! Northland Recreation, LLC Mike Dorsey Representative ACCEPTED BY:____________________________________ DATE:_______________ 10085 Bridgewater Bay Woodbury, MN 55129 Phone 651.815.4097 Toll Free 888.371.4958 Fax 414.395.8538 Email info@northlandrec.com Northland Recreation, LLC. greatly appreciates your consideration of our proposal. If it is your desire to purchase any or all of the items listed in this proposal, we kindly ask that you sign your acceptance on both pages of this quotation and complete the following information to insure timely and accurate order entry. Bill to address: (if different from quote) Ship to address: (if different from quote) _________________________ __________________________ _________________________ __________________________ _________________________ __________________________ _________________________ __________________________ Delivery Contact: ____________________________ Phone Number(s): ____________________________ ____________________________ Desired Delivery Date: ____________________________ * Please Note: Many factors are involved in the manufacturer’s actual ship dates. We will make every attempt to accommodate your preferred date. Purchase Order # (if applicable): ____________________ * Please Note: Purchase orders to be made out to Northland Recreation LLC Is this project exempt from sales tax? ________ * If YES, please include a completed Certificate of Exemption Color Selections (if applicable): Additional Comments: Terms: O I / We understand that all accounts are payable to Northland Recreation LLC. according to the terms shown on each invoice, and if not paid on or before said date, are then delinquent. I / We agree to pay any and all service charges added each month to past due invoices. Terms are Net 30 days upon delivery with approved credit. O Unless notified in writing to the contrary, all charges are due and payable in full at: Northland Recreation LLC 10085 Bridgewater Bay Woodbury, MN 55129 O Credit approval may be required to complete this order. O Additional charges may apply for applicable sales tax, extra unloading time, incorrect delivery addresses, and/or cancellation of delivery without 24 hours prior notice. O The Terms and Conditions of this signed quotation shall prevail over any inconsistent terms and conditions of a purchase order, contract and / or confirmation related to this project. ACCEPTED BY:____________________________________ DATE:_______________