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HomeMy WebLinkAbout05-03-22 City Council Meeting Packet NOTICE OF MEETING City Council Meeting Tuesday, May 3, 2022 7:00 P.M. City of Lake Elmo | 3800 Laverne Avenue North AGENDA A. Call to Order/Pledge of Allegiance B. Approval of Agenda C. Approval of Minutes 1. April 19, 2022 D. Public Comments/Inquiries E. Presentations F. Consent Agenda 2. Approve Payment of Disbursements and Payroll 3. Approve Lake Elmo City Center Public Works Addition Pay Request #3 4. Approve FY 2023-2027 MnDOT Master Partnership Contract – Resolution 2022-043 5. Accept Bids and Award Contract for the 2022 Street Maintenance Project – Resolution 2022-044 6. Accept Bids and Award Contract for the Section 16 Sanitary Sewer Extension – Resolution 2022-045 7. Approve Plans and Specifications and order Ad for Bids for the Well #1 Abandonment and Pumphouse Demolition – Resolution 2022-046 8. Approve Concurrence to Award a Construction Contract for the Oakdale Lift Station 6 Improvements – Resolution 2022-047 9. Approve Purchase of Generator 10. Approve Appointment to EDA G. Regular Agenda 11. 2022 Parks Work Plan H. Council Reports I. Staff Reports J. Closed Session – The Council will go into closed session pursuant to Minnesota Statutes Section 13D.05, subdivision 3 (b), attorney-client privilege to review threatened litigation by NorthPoint Development, LLC K. Adjourn Our Mission is to Provide Quality Public Services in a Fiscally Responsible Manner in Partnership with our Community. CITY OF LAKE ELMO CITY COUNCIL MINUTES APRIL 19, 2022 CALL TO ORDER/PLEDGE OF ALLEGIANCE Mayor Cadenhead called the meeting to order at 7:00 pm. PRESENT: Mayor Charles Cadenhead and Councilmembers Katrina Beckstrom, Dale Dorschner, Jeff Holtz and Lisa McGinn. Staff present: Administrator Handt, City Attorney Sonsalla, City Engineer Griffin, Planning Director Just, City Planner Hetzel, Fire Chief Kalis, and Finance Director Magureanu APPROVAL OF AGENDA Councilmember Dorschner, seconded by Councilmember McGinn, moved TO APPROVE THE AGENDA AS PRESENTED. Motion passed 5 – 0. ACCEPT MINUTES Councilmember McGinn, seconded by Councilmember Holtz, moved TO ACCEPT THE MINUTES OF THE APRIL 5, 2022 CITY COUNCIL MEETING AND APRIL 12, 2022 CITY COUNCIL WORKSHOP AS PRESENTED. Motion passed 5 – 0. PUBLIC COMMENTS/INQUIRIES Daren Cotter, 9360 Whistling Valley Trail - does not oppose the water project, but has concerns with the current plan existing for phase three. There is no consensus among the homeowners for connection/non-connection. Plead to the City Council to run pipes to each home instead of the current plan or work together to figure out another solution. PRESENTATIONS CJ Schmitz, Chapter President with the Lake Elmo Jaycees, and Emily Goldhammer, Charitable Gambling Manager, presented the City Council with a $12,000 donation from the Jaycees gambling proceeds. CONSENT AGENDA 2. Approve Payment of Disbursements and Payroll 3. Accept Donation from the Lake Elmo Jaycees – Resolution 2022-037 4. Approve Spring/Summer 2022 Newsletter Councilmember Holtz, seconded by Councilmember Beckstrom, moved TO APPROVE THE CONSENT AGENDA AS PRESENTED. Motion passed 5 - 0. LAKE ELMO CITY COUNCIL MINUTES April 19, 2022 Page 2 of 4 ITEM 5: Public Hearing – Wildflower 4th Conservation Easement Vacation. Planning Director Just provided a presentation for the easement vacation request. Councilmember Dorschner, seconded by Councilmember Holtz, moved T0 OPEN THE PUBLIC HEARING at 7:13 pm. Motion passed 5-0. No applicant or public comment. Councilmember Dorschner, seconded by Councilmember McGinn, moved T0 CLOSE THE PUBLIC HEARING at 7:14 pm. Motion passed 5-0. Councilmember McGinn, seconded by Councilmember Holtz, moved T0 ADOPT RESOLUTION 2022-038, APPROVING A VACATION OF A PORTION OF THE CONSERVATION EASEMNT ON OUTLOTS G, H, AND I, IN WILDFLOWER AT LAKE ELMO 4th ADDITION WITH CONDITIONS BASED ON FINDINGS LISTED IN THE STAFF REPORT. No discussion. Motion passed 5 – 0. ITEM 6: 9404 Lake Jane Trail N Variance Planner Ben Hetzel introduced himself and presented the variance request to allow for side yard setback reduction. Councilmember Holtz, seconded by Councilmember McGinn, TO APPROVE RESOLUTION NO. 2022-040, APPROVING THE REQUEST FROM CASSANDRA BANNA FOR SIX FOOT SIDE YARD SET BACK VARIANCE FOR THE PROPERTY LOCATED AT 9404 LAKE JANE TRAIL NORTH. Discussion. Motion passed 5 – 0. ITEM 7: Accept Bids and Award Contract for the 2022 Street and Utility Improvements City Engineer Jack Griffin provided a presentation on the 2022 Street and Utility Improvements project and reviewed the bids. Council discussion was held regarding the bump outs. Aaron Abelleira representing MN Pavements and Materials spoke on behalf of his clients regarding MPM being the lowest bidder until it was determined to be an unbalanced bid based on the post bid calculation. Dan Lobello claims that it is mathematical unbalancing, not material or frontloading. Matt Timmers stated that MPM have completed a number of projects in the city and this bidding process set a bad precedence. Mr. Abelleira requested the Council to award the contract as was read on opening day or rebid the project. LAKE ELMO CITY COUNCIL MINUTES April 19, 2022 Page 3 of 4 Randy Erickson, 4995 Lilac Way N – sent out an email to council about the bump out and stated that after twenty-three years of everything working just fine, residents are requesting no parking signs. They appreciate the resurfacing of the road. Jack Delaney, 4853 Lilac Pl N – echo Mr. Erickson’s points. The neighborhood does not want the parking bays but appreciate the road being repaved. There is no issue to be corrected and ask that the plan be rejected in its current form. Council discussion was held regarding the no-parking signs, bump outs, and the claim to the unbalancing bid. Councilmember Holtz, seconded by Councilmember McGinn, moved TO APPROVE RESOLUTION NO. 2022-041, ACCEPTING BIDS AND AWARDING CONTRACT TO MILLER EXCAVATING INC. IN THE AMOUNT OF $1,581,401.00 FOR 2022 STREET AND UTILITY IPROVEMENTS. Discussion. Motion passed 5 – 0. Mayor Cadenhead directed staff to remove the bump outs in the plans and prepare a change order for the contractor. Councilmember Holtz, seconded by Councilmember McGinn, moved TO AUTHORIZE THE CITY ADMINISTRATOR TO ENTER INTO A MATERIAL TESTING CONTRACT WITH BRAUN INTERTECH INC. FOR GEOTECHNICAL CONSTRUCTION PHASE SERVICES NOT TO EXCEED THE AMOUNT OF $25,346 FOR THE 2022 STREET AND UTILITY IMPROVEMENTS. No discussion. Motion passed 4 – 1 - 0. (Mayor Cadenhead abstain) ITEM 8: Approve Engineering Design Standards Updates and Revisions dated January 2022 City Engineer Jack Griffin provided a presentation on the purpose of the engineering design standards. Councilmember Dorschner, seconded by Councilmember Holtz, moved TO APPROVE RESOLUTION 2022-042, APPROVING THE ENGINEERING DESIGN STANDARD UPDATES AND STORMWATER REUSE IRRIGTION DESIGN STANRADS DATED JANUARY 2022. No discussion. Motion passed 5 – 0. COUNCIL REPORTS None LAKE ELMO CITY COUNCIL MINUTES April 19, 2022 Page 4 of 4 STAFF REPORTS AND ANNOUNCEMENTS Administrator Handt: Announced the 1st quarterly dashboard reports under staff reports and gave an update on the city center. Reminder for the groundbreaking ceremony on April 30th at 9 am and this Saturday, April 23rd, is the tree giveaway at public works. Finance Director Magureanu: The storm water was configured into a quarterly amount and combined with the quarterly utility bills for those on city water. Fire Chief Kalis: No report. Planning Director Just: No report. City Engineer Griffin: No report. Meeting adjourned at 8:45 pm. LAKE ELMO CITY COUNCIL ATTEST: ______________________________ Charles Cadenhead, Mayor _______________________________ Rebecca McGuire, Deputy Clerk STAFF REPORT DATE: May 3, 2022 CONSENT AGENDA ITEM: City Center-Public Works Addition Pay Request #3 SUBMITTED BY: Kristina Handt, City Administrator BACKGROUND: At the November 3rd meeting, Council awarded bids for the new city center and public works addition. Also established at that time was Guaranteed Maximum Price (GMP) with H+U for construction costs. The GMP was $13,402,788. ISSUE BEFORE COUNCIL: Should Council approve Pay Request #3 for the City Center and Public Works Addition project? PROPOSAL: Pay request #3 is for $132,314.93. A copy is included in your packet. FISCAL IMPACT: With this pay request, the project remains within budget. OPTION: 1) Approve pay request #3 2) Don’t approve pay request #3 RECOMMENDATION: “Motion to approve Pay Request #3 for the New City Center and Public Works Addition.” ATTACHMENTS: • Pay Request #3 APPLICATION AND CERTIFICATE FOR PAYMENTTO (OWNER): PROJECT:LAKE ELMO CITY HALL, FIRE DEPARTMENT APPLICATION NO: 3Distribution to:City of Lake Elmo & PUBLIC WORKS FACILITIES REMODELXOWNER3880 Laverne Ave N PERIOD TO:3/31/2022Lake Elmo, MN 55042ARCHITECT FROM (CM): OVERALLCONST. MANAGERHOFFMANN + UHLHORN CONSTRUCTION, INC.5555 W 78TH ST, SUITE AXFILEMINNEAPOLIS, MN 55439CONTRACT DATE:APPLICATION FOR PAYMENTApplication is made for Payment, as shown below,CHANGE ORDER SUMMARYContinuation Sheet, AIA Document G703, is attached.Change Orders Approved inADDITIONSDEDUCTIONS1. COMMITTED COST$13,402,788.00previous months by Owner2. Net Change by Change Orders$0.00TOTAL$0.00$0.003. SUM TO DATE (Line 1+2)$13,402,788.00Approved this Month4. TOTAL COMPLETED & STORED TO DATE $352,650.26NumberDate Approved (Column G on G703) 5. RETAINAGE:$0.00$0.00 a. _5_ % of Completed Work$17,632.51 (Column D+E on G703) b. ___ % of Stored Material$0.00 (Column F on G703)Total Retainage (Line 5a + 5b or Total in Column I of G703)$17,632.51TOTALS$0.00$0.006. TOTAL EARNED LESS RETAINAGE$335,017.75Net change by Change Orders$0.00 (Line 4 less Line 5 Total)The undersigned Construction Manager certifies that to the best of his 7. LESS PREVIOUS CERTIFICATES FORknowledge, information and belief the Work covered by this Application for PAYMENT (Line 6 from prior Certificate)$202,702.82Payment has been completed in accordance with the Contract Documents, 8. CURRENT PAYMENT DUE$132,314.93and that current payments shown herein are now due.9. BALANCE TO FINISH, PLUS RETAINAGE $13,067,770.25 (Line 3 less Line 6)CONSTRUCTION MANAGER:HOFFMANN + UHLHORN CONSTRUCTION, INC.State of: MINNESOTACounty of:Anoka County Subscribed and sworn to before me this 4/4/2022Notary Public:By:Date:4/4/2022My Commission expires:31-Jan-23ARCHITECT'S CERTIFICATE FOR PAYMENTAMOUNT CERTIFIED$In Accordance with the Contract Documents, based on on-site observations and the(Attach explaination if amount certified differs from the amount applied for).data comprising the above application, the Architect certifies to the Owner that to theARCHITECT:best of the Architect's knowledge, information and belief the Work has progressed asindicated, the quality of the Work is in accordance with the Contract Documents, andBy:Date:the Contractors are entitled to payment of the Amounts Certified.WASHINGTON COUNTY SHERRIFF SUBSTATION2022-04-14$132,314.93 CITY OF LAKE ELMO - OVERALLAPPLIC. FOR PAYMENT NO.#3H+U CONSTRUCTION EDITION OF AIA DOCUMENT G703PERIOD ENDING 3/31/2022 AIA Document G723,APPLICATION AND CERTIFICATE FOR PAYMENT, containing Contractor's signed Certification is attached.In tabulations below, amounts are stated to the nearest dollar. ABCDEF GHITEMDESCRIPTION OF WORKSCHEDULEDCHANGEREVISED WORK COMPLETEDTOTAL%BALANCERETAINAGENO.VALUEORDERSSCHEDULEFROMTHIS PERIODCOMPLETED(F/C)TO FINISHVALUEPREV. APPL.AND STORED(C-F)(A+B) TO DATE (D+E)InsuranceBuilders Risk Insurance25,000.000.0025,000.000.000.000.000%25,000.000.000Payment and Performance Bond127,464.000.00127,464.00128,488.00(1,064.00)127,424.00100%40.006,371.201General Conditions243,080.000.00243,080.00214.931,906.082,121.011%240,958.99106.05ReimburseConstruction Management Reimbursables488,555.000.00488,555.0029,006.2526,805.0055,811.2511%432,743.752,790.56FeeConstruction Management Fee82,595.000.0082,595.001,377.96899.472,277.433%80,317.57113.87TrailerTemporary City Office Trailer53,170.000.0053,170.000.0018,640.3218,640.3235%34,529.68932.02ContingencyConstruction Contingency588,330.000.00588,330.000.000.000.000%588,330.000.00TestingTesting & Special Inspections28,000.000.0028,000.000.000.000.000%28,000.000.00#0330Cast-In-Place Concrete668,316.000.00668,316.000.000.000.000%668,316.000.00#0341Strutctural Precast1,755,999.000.001,755,999.000.000.000.000%1,755,999.000.00#0510Steel Erection93,400.000.0093,400.000.000.000.000%93,400.000.00#0512Steel Supply485,000.000.00485,000.000.000.000.000%485,000.000.00#0610Carpentry & GC1,027,000.000.001,027,000.0014,819.251,728.0016,547.252%1,010,452.75827.36#0750Roofing & Metal Panels1,113,300.000.001,113,300.000.000.000.000%1,113,300.000.00#0790Caulking & Firestopping72,350.000.0072,350.000.000.000.000%72,350.000.00#0810Doors, Frames, Hardware - Supply171,697.000.00171,697.000.000.000.000%171,697.000.00#0833Coiling & Sectional Doors350,000.000.00350,000.000.000.000.000%350,000.000.00#0840Aluminum Storefronts & Curtainwall400,410.000.00400,410.002,500.000.002,500.001%397,910.00125.00#0920Drywall & Fireproofing543,770.000.00543,770.0018,000.000.0018,000.003%525,770.00900.00#0930Tile154,980.000.00154,980.000.000.000.000%154,980.000.00#0950Acoustical Ceilings & Panels126,000.000.00126,000.000.000.000.000%126,000.000.00#0965Resilient Flooring & Carpet131,940.000.00131,940.000.0067,900.0067,900.0051%64,040.003,395.00#0990Painting and Wallcovering157,727.000.00157,727.000.000.000.000%157,727.000.00#1420Conveying Equipment82,000.000.0082,000.000.000.000.000%82,000.000.00#2100Fire Protection112,915.000.00112,915.000.000.000.000%112,915.000.00#2200Plumbing & Heating854,000.000.00854,000.000.000.000.000%854,000.000.00#2300HVAC & Controls962,000.000.00962,000.000.0018,000.0018,000.002%944,000.00900.00#2600Electrical1,454,170.000.001,454,170.0013,500.000.0013,500.001%1,440,670.00675.00#3100Earthwork & Site Utilities575,790.000.00575,790.000.000.000.000%575,790.000.00#3210Asphalt Paving317,200.000.00317,200.005,465.004,464.009,929.003%307,271.00496.45#3290Landscaping & Fencing144,630.000.00144,630.000.000.000.000%144,630.000.00#TBDHoist12,000.000.0012,000.000.000.000.000%12,000.000.00TOTAL CONTRACT AMOUNTS13,402,788.000.0013,402,788.00213,371.39139,278.87352,650.263%13,050,137.7417,632.51 STAFF REPORT DATE: May 3, 2022 CONSENT AGENDA ITEM: Approve FY 2023-2027 MnDOT Master Partnership Contract SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Marty Powers, Public Works Director Sam Magureanu, Finance Director Sarah Sonsalla, City Attorney Chad Isakson, Assistance City Engineer ISSUE BEFORE COUNCIL: Should the City Council approve the FY 2023-2027 Master Partnership Contract with the Minnesota Department of Transportation (MnDOT)? BACKGROUND: The City of Lake Elmo entered into a Master Partnership Contract with MnDOT for FY 2018-2022. To date, no services have been completed using this agreement, however, the agreement provides potential opportunities for providing collaborative services. The current contract is set to expire June 30, 2022. PROPOSAL DETAILS/ANALYSIS: The Minnesota Department of Transportation (MnDOT) has established a partnership agreement program to promote and encourage the sharing of resources between MnDOT and local agencies. In order to participate in this partnership the City must enter into a Master Partnership Contract as prepared by MnDOT. Examples of routine services that may be provided through this agreement are shown in Exhibit A of the agreement and include material and laboratory testing; traffic signal, sign and street lighting maintenance and repair; pavement striping; bridge inspection; minor road maintenance and other services as outlined in the Contract. The Master Partnership Contract establishes the framework for Mn/DOT and local agencies to provide services and payment to each other. However entering into this contract does not obligate the City to contract with MnDOT for any services at this time, rather the agreement allows the City to quickly and efficiently respond to opportunities for collaboration. The agreement would be effective until June 30, 2027. RECOMMENDATION: Staff is recommending that the City Council approve, as part of the consent agenda, a Resolution approving a Master Partnership Contract with the Minnesota Department of Transportation. If remove from the consent agenda, the recommended motion for the action is as follows: “Move to approve Resolution No. 2022-043 approving a Master Partnership Contract with the Minnesota Department of Transportation.” ATTACHMENTS: 1. Resolution Approving a Master Partnership Contract with the Minnesota Department of Transportation. 2. Master Partnership Contract. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2022-043 A RESOLUTION APPROVING A MASTER PARTNERSHIP CONTRACT WITH THE MINNESOTA DEPARTMENT OF TRANSPORTATION WHEREAS, The Minnesota Department of Transportation wishes to cooperate closely with local units of government to coordinate the delivery of transportation services and maximize the efficient delivery of such services at all levels of government; and WHEREAS, MnDOT and local governments are authorized by Minnesota Statutes sections 471.59, 174.02, and 161.20, to undertake collaborative efforts for the design, construction, maintenance and operation of state and local roads; and WHEREAS, the parties wish to able to respond quickly and efficiently to such opportunities for collaboration, and have determined that having the ability to write “work orders” against a master contract would provide the greatest speed and flexibility in responding to identified needs. NOW, THEREFORE, IT IS HEREBY RESOLVED, by the City Council of the City of Lake Elmo: 1. That the City of Lake Elmo enter into a Master Partnership Contract with the Minnesota Department of Transportation, a copy of which was before the City Council. 2. That the proper City officers are authorized to execute such contract, and any amendments thereto. 3. That the City Administrator, City Engineer or Public Works Director are authorized to negotiate work order contracts pursuant to the Master Contract, which work order contracts may provide for payment to or from MnDOT, and that the City Administrator, City Engineer or Public Works Director may execute such work order contracts on behalf of the City of Lake Elmo without further approval by this Council provided that the amount of the contract is within the City Administrator’s contracting authority. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE THIRD DAY OF MAY, 2022. CITY OF LAKE ELMO By: __________________________ (Seal) Charles Cadenhead ATTEST: Mayor ________________________________ Julie Johnson City Clerk  MnDOT Contract Number: 1050168  Master Partnership Contract Template 1  Updated 02/09/2022  STATE OF MINNESOTA  MASTER PARTNERSHIP CONTRACT    This master contract is between the State of Minnesota, acting through its Commissioner of Transportation in this  contract referred to as the “State” and the Lake Elmo City, acting through its City Council, in this contract referred to as  the “Other Party.”  Recitals  1. The parties are authorized to enter into this contract pursuant to Minnesota Statutes, §§15.061, 471.59 and 174.02.   2. Minn. Stat. § 161.20, subd. 2, authorizes the Commissioner of Transportation to make arrangements with and  cooperate with any governmental authority for the purposes of constructing, maintaining and improving the trunk  highway system.   3. Each party to this contract is a “road authority” as defined by Minn. Stat. §160.02, subd. 25.  4. Minn. Stat. § 161.39, subd. 1, authorizes a road authority to perform work for another road authority. Such work  may include providing technical and engineering advice, assistance and supervision, surveying, preparing plans for  the construction or reconstruction of roadways, and performing roadway maintenance.   5. Minn. Stat. §174.02, subd. 6, authorizes the Commissioner of Transportation to enter into contracts with other  governmental entities for research and experimentation; for sharing facilities, equipment, staff, data, or other  means of providing transportation‐related services; or for other cooperative programs that promote efficiencies in  providing governmental services, or that further development of innovation in transportation for the benefit of the  citizens of Minnesota.   6. Each party wishes to occasionally purchase services from the other party, which the parties agree will enhance the  efficiency of delivering governmental services at all levels. This Master Partnership Contract (MPC) provides a  framework for the efficient handling of such requests. This MPC contains terms generally governing the relationship  between the parties. When specific services are requested, the parties will (unless otherwise specified) enter into a  “Work Order” contracts.  7. After the execution of this MPC, the parties may (but are not required to) enter into “Work Order” contracts. These  Work Orders will specify the work to be done, timelines for completion, and compensation to be paid for the specific  work.  8. The parties are entering into this MPC to establish terms that will govern all of the Work Orders subsequently issued  under the authority of this Contract.  Contract  1. Term of Master Partnership Contract; Use of Work Order Contracts; Survival of Terms  1.1. Effective Date: This contract will be effective on July 1st, 2022, or upon the date last signed by all State  officials as required under Minn. Stat. § 16C.05, subd. 2, whichever occurs last. The Other Party must not  begin work under this Contract until ALL required signatures have been obtained and the Other Party has  been notified in writing to begin such work by the State’s Authorized Representative.  1.2. Expiration Date. This Contract will expire on June 30, 2027.  1.3. Exhibits. Exhibit A is attached and incorporated into this agreement.  1.4. Work Order Contracts. A work order contract must be negotiated and executed (by both the State and the  Other Party) for each particular engagement, except for Technical Services provided by the State to the  Other Party as specified in Article 2. The work order contract must specify the detailed scope of work and  deliverables for that project. A party must not begin work under a work order until the work order is fully   MnDOT Contract Number: 1050168   2  executed. The terms of this MPC will apply to all work orders contracts issued, unless specifically varied in  the work order. The Other Party understands that this MPC is not a guarantee of any payments or work  order assignments, and that payments will only be issued for work actually performed under fully‐executed  work orders.  1.5. Survival of Terms. The following clauses survive the expiration or cancellation of this master contract and all  work order contracts: 12. Liability; 13. State Audits; 14. Government Data Practices and Intellectual  Property; 17. Publicity; 18. Governing Law, Jurisdiction, and Venue; and 22. Data Disclosure. All terms of this  MPC will survive with respect to any work order contract issued prior to the expiration date of the MPC.  1.6. Sample Work Order. A sample work order contract is available upon request from the State.  1.7. Definition of “Providing Party” and “Requesting Party”. For the purpose of assigning certain duties and  obligations in the MPC to work order contracts, the following definitions will apply throughout the MPC.  “Requesting Party” is defined as the party requesting the other party to perform work under a work order  contract. “Providing Party” is defined as the party performing the scope of work under a work order  contract.  2. Technical Services  2.1. Technical Services include repetitive low‐cost services routinely performed by the State for the Other Party.  If requested and authorized by the Other Party, these services may be performed by the State for the Other  Party without the execution of a work order, as these services are provided in accordance with standardized  practices and processes and do not require a detailed scope of work. Exhibit A – Table of Technical Services  is attached.   2.1.1. Every other service not falling under the services listed in Exhibit A will require a work order contract  (If you have questions regarding whether a service is covered under 2.1.1, please contact Contract  Management).   2.2. The Other Party may request the State to perform Technical Services in an informal manner, such as by the  use of email, a purchase order, or by delivering materials to a State lab and requesting testing. A request  may be made via telephone, but will not be considered accepted unless acknowledged in writing by the  State.   2.3. The State will promptly inform the Other Party if the State will be unable to perform the requested Technical  Services. Otherwise, the State will perform the Technical Services in accordance with the State’s normal  processes and practices, including scheduling practices taking into account the availability of State staff and  equipment.   2.4. Payment Basis. Unless otherwise agreed to by the parties prior to performance of the services, the State will  charge the Other Party the State’s then‐current rate for performing the Technical Services. The then‐current  rate may include the State’s normal and customary additives. The State will invoice the Other Party upon  completion of the services, or at regular intervals not more than once monthly as agreed upon by the  parties. The invoice will provide a summary of the Technical Services provided by the State during the  invoice period.  3. Services Requiring a Work Order Contract  3.1. Work Order Contracts: A party may request the other party to perform any of the following services under  individual work order contracts.   3.2. Professional and Technical Services. A party may provide professional and technical services upon the  request of the other party. As defined by Minn. Stat. §16C.08, subd. 1, professional/technical services  “means services that are intellectual in character, including consultation, analysis, evaluation, prediction,  planning, programming, or recommendation; and result in the production of a report or completion of a  task.” Professional and technical services do not include providing supplies or materials except as incidental  to performing such services. Professional and technical services include (by way of example and without  limitation) cultural resources, engineering services, surveying, foundation recommendations and reports,  environmental documentation, right‐of‐way assistance (such as performing appraisals or providing   MnDOT Contract Number: 1050168   3  relocation assistance, but excluding the exercise of the power of eminent domain), geometric layouts, final  construction plans, graphic presentations, public relations, and facilitating open houses. A party will  normally provide such services with its own personnel; however, a party’s professional/technical services  may also include hiring and managing outside consultants to perform work provided that a party itself  provides active project management for the use of such outside consultants.  3.3. Roadway Maintenance. A party may provide roadway maintenance upon the request of the other party.  Roadway maintenance does not include roadway reconstruction. This work may include but is not limited to  snow removal, ditch spraying, roadside mowing, bituminous mill and overlay (only small projects), seal coat,  bridge hits, major retaining wall failures, major drainage failures, and message painting. All services must be  performed by an employee with sufficient skills, training, expertise or certification to perform such work,  and work must be supervised by a qualified employee of the party performing the work.   3.4. Construction Administration. A party may administer roadway construction projects upon the request of  the other party. Roadway construction includes (by way of example and without limitation) the  construction, reconstruction, or rehabilitation of mainline, shoulder, median, pedestrian or bicycle pathway,  lighting and signal systems, pavement mill and overlays, seal coating, guardrail installation, and  channelization. These services may be performed by the Providing Party’s own forces, or the Providing Party  may administer outside contracts for such work. Construction administration may include letting and  awarding construction contracts for such work (including state projects to be completed in conjunction with  local projects). All contract administration services must be performed by an employee with sufficient skills,  training, expertise or certification to perform such work.  3.5. Emergency Services. A party may provide aid upon request of the other party in the event of a man‐made  disaster, natural disaster or other act of God. Emergency services includes all those services as the parties  mutually agree are necessary to plan for, prepare for, deal with, and recover from emergency situations.  These services include, without limitation, planning, engineering, construction, maintenance, and removal  and disposal services related to things such as road closures, traffic control, debris removal, flood protection  and mitigation, sign repair, sandbag activities and general cleanup. Work will be performed by an employee  with sufficient skills, training, expertise or certification to perform such work, and work must be supervised  by a qualified employee of the party performing the work. If it is not feasible to have an executed work  order prior to performance of the work, the parties will promptly confer to determine whether work may be  commenced without a fully‐executed work order in place. If work commences without a fully‐executed work  order, the parties will follow up with execution of a work order as soon as feasible.  3.6. When a need is identified, the State and the Other Party will discuss the proposed work and the resources  needed to perform the work. If a party desires to perform such work, the parties will negotiate the specific  and detailed work tasks and cost. The State will then prepare a work order contract. Generally, a work order  contract will be limited to one specific project/engagement, although “on call” work orders may be prepared  for certain types of services, especially for “Technical Services” items as identified section 2.1.. The work  order will also identify specific deliverables required, and timeframes for completing work. A work order  must be fully executed by the parties prior to work being commenced. The Other Party will not be paid for  work performed prior to execution of a work order contract and authorization by the State.  4. Responsibilities of the Providing Party  4.1. Terms Applicable to ALL Work Order Contracts. The terms in this section 4.1 will apply to ALL work order  contracts.  4.1.1. Each work order will identify an Authorized Representative for each party. Each party’s authorized  representative is responsible for administering the work order, and has the authority to make any  decisions regarding the work, and to give and receive any notices required or permitted under this  MPC or the work order.  4.1.2. The Providing Party will furnish and assign a publicly employed licensed engineer (Project Engineer),  to be in responsible charge of the project(s) and to supervise and direct the work to be performed  under each work order contract. For services not requiring an engineer, the Providing Party will   MnDOT Contract Number: 1050168   4  furnish and assign another responsible employee to be in charge of the project. The services of the  Providing Party under a work order contract may not be otherwise assigned, sublet, or transferred  unless approved in writing by the Requesting Party’s authorized representative. This written consent  will in no way relieve the Providing Party from its primary responsibility for the work.   4.1.3. If the Other Party is the Providing Party, the Project Engineer may request in writing specific  engineering and/or technical services from the State, pursuant to Minn. Stat. Section 161.39. The  work order Contract will require the Other Party to deposit payment in advance. The costs and  expenses will include the current State additives and overhead rates, subject to adjustment based  on actual direct costs that have been verified by audit.  4.1.4. Only the receipt of a fully executed work order contract authorizes the Providing Party to begin work  on a project. Any and all effort, expenses, or actions taken by the Providing Party before the work  order contract is fully executed are considered unauthorized and undertaken at the risk of non‐ payment.  4.1.5. In connection with the performance of this contract and any work orders issued, the Providing  Agency will comply with all applicable Federal and State laws and regulations. When the Providing  Party is authorized or permitted to award contracts in connection with any work order, the  Providing Party will require and cause its contractors and subcontractors to comply with all Federal  and State laws and regulations.  4.2. Additional Terms for Roadway Maintenance. The terms of section 4.1 and this section 4.2 will apply to all  work orders for Roadway Maintenance.  4.2.1. Unless otherwise provided for by contract or work order, the Providing Party must obtain all permits  and sanctions that may be required for the proper and lawful performance of the work.  4.2.2. The Providing Party must perform maintenance in accordance with MnDOT maintenance manuals,  policies and operations.  4.2.3. The Providing Party must use State‐approved materials, including (by way of example and without  limitation), sign posts, sign sheeting, and de‐icing and anti‐icing chemicals.  4.3. Additional Terms for Construction Administration. The terms of section 4.1 and this section 4.3 will apply to  all work order contracts for construction administration.  4.3.1. Contract(s) must be awarded to the lowest responsible bidder or best value proposer in accordance  with state law.  4.3.2. Contractor(s) must be required to post payment and performance bonds in an amount equal to the  contract amount. The Providing Party will take all necessary action to make claims against such  bonds in the event of any default by the contractor.  4.3.3. Contractor(s) must be required to perform work in accordance with the latest edition of the  Minnesota Department of Transportation Standard Specifications for Construction.  4.3.4. For work performed on State right‐of‐way, contractor(s) must be required to indemnify and hold the  State harmless against any loss incurred with respect to the performance of the contracted work,  and must be required to provide evidence of insurance coverage commensurate with project risk.  4.3.5. Contractor(s) must pay prevailing wages pursuant to applicable state and federal law.  4.3.6. Contractor(s) must comply with all applicable Federal, and State laws, ordinances and regulations,  including but not limited to applicable human rights/anti‐discrimination laws and laws concerning  the participation of Disadvantaged Business Enterprises in federally‐assisted contracts.  4.3.7. Unless otherwise agreed in a work order contract, each party will be responsible for providing rights  of way, easement, and construction permits for its portion of the improvements. Each party will,  upon the other’s request, furnish copies of right of way certificates, easements, and construction  permits.   MnDOT Contract Number: 1050168   5  4.3.8. The Providing Party may approve minor changes to the Requesting Party’s portion of the project  work if such changes do not increase the Requesting Party’s cost obligation under the applicable  work order contract.  4.3.9. The Providing Party will not approve any contractor claims for additional compensation without the  Requesting Party’s written approval, and the execution of a proper amendment to the applicable  work order contract when necessary. The Other Party will tender the processing and defense of any  such claims to the State upon the State’s request.  4.3.10. The Other Party must coordinate all trunk highway work affecting any utilities with the State’s  Utilities Office.  4.3.11. The Providing Party must coordinate all necessary detours with the Requesting Party.   4.3.12. If the Other Party is the Providing Party, and there is work performed on the trunk highway right‐of‐ way, the following will apply:  a. The Other Party will have a permit to perform the work on the trunk highway. The State may  revoke this permit if the work is not being performed in a safe, proper and skillful manner, or if  the contractor is violating the terms of any law, regulation, or permit applicable to the work. The  State will have no liability to the Other Party, or its contractor, if work is suspended or stopped  due to any such condition or concern.  b. The Other Party will require its contractor to conduct all traffic control in accordance with the  Minnesota Manual on Uniform Traffic Control Devices.  c. The Other Party will require its contractor to comply with the terms of all permits issued for the  project including, but not limited to, National Pollutant Discharge Elimination System (NPDES)  and other environmental permits.  d. All improvements constructed on the State’s right‐of‐way will become the property of the State.  5. Responsibilities of the Requesting Party  5.1. After authorizing the Providing Party to begin work, the Requesting Party will furnish any data or material in  its possession relating to the project that may be of use to the Providing Party in performing the work.  5.2. All such data furnished to the Providing Party will remain the property of the Requesting Party and will be  promptly returned upon the Requesting Party’s request or upon the expiration or termination of this  contract (subject to data retention requirements of the Minnesota Government Data Practices Act and other  applicable law).  5.3. The Providing Party will analyze all such data furnished by the Requesting Party. If the Providing Party finds  any such data to be incorrect or incomplete, the Providing Party will bring the facts to the attention of the  Requesting Party before proceeding with the part of the project affected. The Providing Party will  investigate the matter, and if it finds that such data is incorrect or incomplete, it will promptly determine a  method for furnishing corrected data. Delay in furnishing data will not be considered justification for an  adjustment in compensation.  5.4. The State will provide to the Other Party copies of any Trunk Highway fund clauses to be included in the bid  solicitation and will provide any required Trunk Highway fund provisions to be included in the Proposal for  Highway Construction, that are different from those required for State Aid construction.  5.5. The Requesting Party will perform final reviews and inspections of its portion of the project work. If the  work is found to have been completed in accordance with the work order contract, the Requesting Party will  promptly release any remaining funds due the Providing Party for the Project(s).  5.6. The work order contracts may include additional responsibilities to be completed by the Requesting Party.  6. Time  6.1. In the performance of project work under a work order contract, time is of the essence.  7. Consideration and Payment   MnDOT Contract Number: 1050168   6  7.1. Consideration. The Requesting Party will pay the Providing Party as specified in the work order. The State’s  normal and customary additives will apply to work performed by the State, unless otherwise specified in the  work order. The State’s normal and customary additives will not apply if the parties agree to a “lump sum”  or “unit rate” payment.  7.2. State’s Maximum Obligation. The total compensation to be paid by the State to the Other Party under all  work order contracts issued pursuant to this MPC will not exceed $500,000.00.  7.3. Travel Expenses. It is anticipated that all travel expenses will be included in the base cost of the Providing  Party’s services, and unless otherwise specifically set forth in an applicable work order contract, the  Providing Party will not be separately reimbursed for travel and subsistence expenses incurred by the  Providing Party in performing any work order contract. In those cases where the State agrees to reimburse  travel expenses, such expenses will be reimbursed in the same manner and in no greater amount than  provided in the current "MnDOT Travel Regulations” a copy of which is on file with and available from the  MnDOT District Office. The Other Party will not be reimbursed for travel and subsistence expenses incurred  outside of Minnesota unless it has received the State’s prior written approval for such travel.  7.4. Payment  7.4.1. Generally. The Requesting Party will pay the Providing Party as specified in the applicable work  order, and will make prompt payment in accordance with Minnesota law.  7.4.2. Payment by the Other Party.   a. The Other Party will make payment to the order of the Commissioner of Transportation.   b. IMPORTANT NOTE: PAYMENT MUST REFERENCE THE “MNDOT CONTRACT NUMBER” SHOWN ON  THE FACE PAGE OF THIS CONTRACT AND THE “INVOICE NUMBER” ON THE INVOICE RECEIVED  FROM MNDOT.   c. Remit payment to the address below:  MnDOT   Attn: Cash Accounting  RE: MnDOT Contract Number 1050168W[XX] and Invoice Number:  00000[#####]  (see note above)  Mail Stop 215  395 John Ireland Blvd  St. Paul, MN 55155  7.4.3. Payment by the State.  a. Generally. The State will promptly pay the Other Party after the Other Party presents an itemized  invoice for the services actually performed and the State's Authorized Representative accepts the  invoiced services. Invoices must be submitted as specified in the applicable work order, but no  more frequently than monthly.   b. Retainage for Professional and Technical Services. For work orders for professional and technical  services, as required by Minn. Stat. § 16C.08, subd. 2(10), no more than 90 percent of the  amount due under any work order contract may be paid until the final product of the work order  contract has been reviewed by the State’s authorized representative. The balance due will be  paid when the State’s authorized representative determines that the Other Party has  satisfactorily fulfilled all the terms of the work order contract.   8. Conditions of Payment  8.1. All work performed by the Providing Party under a work order contract must be performed to the  Requesting Party’s satisfaction, as determined at the sole and reasonable discretion of the Requesting  Party’s Authorized Representative and in accordance with all applicable federal and state laws, rules, and   MnDOT Contract Number: 1050168   7  regulations. The Providing Party will not receive payment for work found by the Requesting Party to be  unsatisfactory or performed in violation of federal or state law.  9. State’s Authorized Representative and Project Manager  9.1. The State's Authorized Representative for this master contract is the District State Aid Engineer, who has the  responsibility to monitor the State’s performance.  9.2. The State’s Project Manager will be identified in each work order contract.   10. Other Party’s Authorized Representative and Project Manager  10.1. The Other Party’s Authorized Representative for administering this master contract is the Other Party’s  Engineer, and the Engineer has the responsibility to monitor the Other Party’s performance. The Other  Party’s Authorized Representative is also authorized to execute work order contracts on behalf of the Other  Party without approval of each proposed work order contract by its governing body.  10.2. The Other Party’s Project Manager will be identified in each work order contract.   11. Assignment, Amendments, Waiver, and Contract Complete  11.1. Assignment. Neither party may assign or transfer any rights or obligations under this MPC or any work order  contract without the prior consent of the other and a fully executed Assignment Contract, executed and  approved by the same parties who executed and approved this MPC, or their successors in office.  11.2. Amendments. Any amendment to this master contract or any work order contract must be in writing and  will not be effective until it has been executed and approved by the same parties who executed and  approved the original contract, or their successors in office.  11.3. Waiver. If a party fails to enforce any provision of this master contract or any work order contract, that  failure does not waive the provision or the party’s right to subsequently enforce it.  11.4. Contract Complete. This master contract and any work order contract contain all negotiations and contracts  between the State and the Other Party. No other understanding regarding this master contract or any work  order contract issued hereunder, whether written or oral may be used to bind either party.  12. Liability  12.1. Each party will be responsible for its own acts and omissions to the extent provided by law. The Other  Party’s liability is governed by Minn. Stat. chapter 466 and other applicable law. The State’s liability is  governed by Minn. Stat. section 3.736 and other applicable law. This clause will not be construed to bar any  legal remedies a party may have for the other party’s failure to fulfill its obligations under this master  contract or any work order contract. Neither party agrees to assume any environmental liability on behalf of  the other party. A Providing Party under any work order is acting only as a “Contractor” to the Requesting  Party, as the term “Contractor” is defined in Minn. Stat. §115B.03 (subd. 10), and is entitled to the  protections afforded to a “Contractor” by the Minnesota Environmental Response and Liability Act. The  parties specifically intend that Minn. Stat. §471.59 subd. 1a will apply to any work undertaken under this  MPC and any work order issued hereunder.  13. State Audits  13.1. Under Minn. Stat. § 16C.05, subd. 5, the party’s books, records, documents, and accounting procedures and  practices relevant to any work order contract are subject to examination by the parties and by the State  Auditor or Legislative Auditor, as appropriate, for a minimum of six years from the end of this MPC.  14. Government Data Practices and Intellectual Property  14.1. Government Data Practices. The Other Party and State must comply with the Minnesota Government Data  Practices Act, Minn. Stat. Ch. 13, as it applies to all data provided by the State under this MPC and any work  order contract, and as it applies to all data created, collected, received, stored, used, maintained, or  disseminated by the Other Party under this MPC and any work order contract. The civil remedies of Minn.  Stat. § 13.08 apply to the release of the data referred to in this clause by either the Other Party or the State.  14.2. Intellectual Property Rights   MnDOT Contract Number: 1050168   8  14.2.1. Intellectual Property Rights. The Requesting Party will own all rights, title, and interest in all of the  intellectual property rights, including copyrights, patents, trade secrets, trademarks, and service  marks in the Works and Documents created and paid for under work order contracts. Works means  all inventions, improvements, discoveries (whether or not patentable), databases, computer  programs, reports, notes, studies, photographs, negatives, designs, drawings, specifications,  materials, tapes, and disks conceived, reduced to practice, created or originated by the Providing  Party, its employees, agents, and subcontractors, either individually or jointly with others in the  performance of this master contract or any work order contract. Works includes “Documents.”  Documents are the originals of any databases, computer programs, reports, notes, studies,  photographs, negatives, designs, drawings, specifications, materials, tapes, disks, or other materials,  whether in tangible or electronic forms, prepared by the Providing Party, its employees, agents, or  contractors, in the performance of a work order contract. The Documents will be the exclusive  property of the Requesting Party and all such Documents must be immediately returned to the  Requesting Party by the Providing Party upon completion or cancellation of the work order contract.  To the extent possible, those Works eligible for copyright protection under the United States  Copyright Act will be deemed to be “works made for hire.” The Providing Party Government assigns  all right, title, and interest it may have in the Works and the Documents to the Requesting Party. The  Providing Party must, at the request of the Requesting Party, execute all papers and perform all  other acts necessary to transfer or record the Requesting Party’s ownership interest in the Works  and Documents. Notwithstanding the foregoing, the Requesting Party grants the Providing Party an  irrevocable and royalty‐free license to use such intellectual property for its own non‐commercial  purposes, including dissemination to political subdivisions of the state of Minnesota and to  transportation‐related agencies such as the American Association of State Highway and  Transportation Officials.  14.2.2. Obligations with Respect to Intellectual Property.  a. Notification. Whenever any invention, improvement, or discovery (whether or not patentable) is  made or conceived for the first time or actually or constructively reduced to practice by the  Providing Party, including its employees and subcontractors, in the performance of the work  order contract, the Providing Party will immediately give the Requesting Party’s Authorized  Representative written notice thereof, and must promptly furnish the Authorized Representative  with complete information and/or disclosure thereon.  b. Representation. The Providing Party must perform all acts, and take all steps necessary to ensure  that all intellectual property rights in the Works and Documents are the sole property of the  Requesting Party, and that neither Providing Party nor its employees, agents or contractors retain  any interest in and to the Works and Documents.   15. Affirmative Action  15.1. The State intends to carry out its responsibility for requiring affirmative action by its Contractors, pursuant  to Minn. Stat. §363A.36. Pursuant to that Statute, the Other Party is encouraged to prepare and implement  an affirmative action plan for the employment of minority persons, women, and the qualified disabled, and  submit such plan to the Commissioner of the Minnesota Department of Human Rights. In addition, when the  Other Party lets a contract for the performance of work under a work order issued pursuant to this MPC, it  must include the following in the bid or proposal solicitation and any contracts awarded as a result thereof:  15.2. Covered Contracts and Contractors. If the Contract exceeds $100,000 and the Contractor employed more  than 40 full‐time employees on a single working day during the previous 12 months in Minnesota or in the  state where it has its principle place of business, then the Contractor must comply with the requirements of  Minn. Stat. § 363A.36 and Minn. R. Parts 5000.3400‐5000.3600. A Contractor covered by Minn. Stat. §  363A.36 because it employed more than 40 full‐time employees in another state and does not have a  certificate of compliance, must certify that it is in compliance with federal affirmative action requirements.   MnDOT Contract Number: 1050168   9  15.3. Minn. Stat. § 363A.36. Minn. Stat. § 363A.36 requires the Contractor to have an affirmative action plan for  the employment of minority persons, women, and qualified disabled individuals approved by the Minnesota  Commissioner of Human Rights (“Commissioner”) as indicated by a certificate of compliance. The law  addresses suspension or revocation of a certificate of compliance and contract consequences in that event.  A contract awarded without a certificate of compliance may be voided.   15.4. Minn. R. Parts 5000.3400‐5000.3600.   15.4.1. General. Minn. R. Parts 5000.3400‐5000.3600 implement Minn. Stat. § 363A.36. These rules include,  but are not limited to, criteria for contents, approval, and implementation of affirmative action  plans; procedures for issuing certificates of compliance and criteria for determining a contractor’s  compliance status; procedures for addressing deficiencies, sanctions, and notice and hearing; annual  compliance reports; procedures for compliance review; and contract consequences for non‐ compliance. The specific criteria for approval or rejection of an affirmative action plan are contained  in various provisions of Minn. R. Parts 5000.3400‐5000.3600 including, but not limited to, parts  5000.3420‐5000.3500 and 5000.3552‐5000.3559.   15.4.2. Disabled Workers. The Contractor must comply with the following affirmative action requirements  for disabled workers:   a. The Contractor must not discriminate against any employee or applicant for employment  because of physical or mental disability in regard to any position for which the employee or  applicant for employment is qualified. The Contractor agrees to take affirmative action to  employ, advance in employment, and otherwise treat qualified disabled persons without  discrimination based upon their physical or mental disability in all employment practices such as  the following: employment, upgrading, demotion or transfer, recruitment, advertising, layoff or  termination, rates of pay or other forms of compensation, and selection for training, including  apprenticeship.  b. The Contractor agrees to comply with the rules and relevant orders of the Minnesota  Department of Human Rights issued pursuant to the Minnesota Human Rights Act.  c. In the event of the Contractor's noncompliance with the requirements of this clause, actions for  noncompliance may be taken in accordance with Minn. Stat. Section 363A.36, and the rules and  relevant orders of the Minnesota Department of Human Rights issued pursuant to the Minnesota  Human Rights Act.  d. The Contractor agrees to post in conspicuous places, available to employees and applicants for  employment, notices in a form to be prescribed by the commissioner of the Minnesota  Department of Human Rights. Such notices must state the Contractor's obligation under the law  to take affirmative action to employ and advance in employment qualified disabled employees  and applicants for employment, and the rights of applicants and employees.  e. The Contractor must notify each labor union or representative of workers with which it has a  collective bargaining agreement or other contract understanding, that the Contractor is bound by  the terms of Minn. Stat. Section 363A.36, of the Minnesota Human Rights Act and is committed  to take affirmative action to employ and advance in employment physically and mentally  disabled persons.  15.4.3. Consequences. The consequences for the Contractor’s failure to implement its affirmative action  plan or make a good faith effort to do so include, but are not limited to, suspension or revocation of  a certificate of compliance by the Commissioner, refusal by the Commissioner to approve  subsequent plans, and termination of all or part of this contract by the Commissioner or the State.  15.4.4. Certification. The Contractor hereby certifies that it is in compliance with the requirements of Minn.  Stat. § 363A.36 and Minn. R. Parts 5000.3400‐5000.3600 and is aware of the consequences for  noncompliance.  16. Workers’ Compensation   MnDOT Contract Number: 1050168   10  16.1. Each party will be responsible for its own employees for any workers compensation claims. This MPC, and  any work order contracts issued hereunder, are not intended to constitute an interchange of government  employees under Minn. Stat. §15.53. To the extent that this MPC, or any work order issued hereunder, is  determined to be subject to Minn. Stat. §15.53, such statute will control to the extent of any conflict  between the contract and the statute.   17. Publicity  17.1. Publicity. Any publicity regarding the subject matter of a work order contract where the State is the  Requesting Party must identify the State as the sponsoring agency and must not be released without prior  written approval from the State’s Authorized Representative. For purposes of this provision, publicity  includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices  prepared by or for the Other Party individually or jointly with others, or any subcontractors, with respect to  the program, publications, or services provided resulting from a work order contract.   17.2. Data Practices Act. Section 17.1 is not intended to override the Other Party’s responsibilities under the  Minnesota Government Data Practices Act.  18. Governing Law, Jurisdiction, and Venue  18.1. Minnesota law, without regard to its choice‐of‐law provisions, governs this master contract and all work  order contracts. Venue for all legal proceedings out of this master contract or any work order contracts, or  the breach of any such contracts, must be in the appropriate state or federal court with competent  jurisdiction in Ramsey County, Minnesota.  19. Prompt Payment; Payment to Subcontractors  19.1. The parties must make prompt payment of their obligations in accordance with applicable law. As required  by Minn. Stat. § 16A.1245, when the Other Party lets a contract for work pursuant to any work order, the  Other Party must require its contractor to pay all subcontractors, less any retainage, within 10 calendar days  of the prime contractor's receipt of payment from the Other Party for undisputed services provided by the  subcontractor(s) and must pay interest at the rate of one and one‐half percent per month or any part of a  month to the subcontractor(s) on any undisputed amount not paid on time to the subcontractor(s).  20. Minn. Stat. § 181.59.  20.1. The Other Party will comply with the provisions of Minn. Stat. § 181.59 which requires: Every contract for or  on behalf of the state of Minnesota, or any county, city, town, township, school, school district, or any other  district in the state, for materials, supplies, or construction shall contain provisions by which the Contractor  agrees: (1) That, in the hiring of common or skilled labor for the performance of any work under any  contract, or any subcontract, no contractor, material supplier, or vendor, shall, by reason of race, creed, or  color, discriminate against the person or persons who are citizens of the United States or resident aliens  who are qualified and available to perform the work to which the employment relates; (2) That no  contractor, material supplier, or vendor, shall, in any manner, discriminate against, or intimidate, or prevent  the employment of any person or persons identified in clause (1) of this section, or on being hired, prevent,  or conspire to prevent, the person or persons from the performance of work under any contract on account  of race, creed, or color; (3) That a violation of this section is a misdemeanor; and (4) That this contract may  be canceled or terminated by the state, county, city, town, school board, or any other person authorized to  grant the contracts for employment, and all money due, or to become due under the contract, may be  forfeited for a second or any subsequent violation of the terms or conditions of this contract.   21. Termination; Suspension  21.1. Termination by the State for Convenience. The State or commissioner of Administration may cancel this  MPC and any work order contracts at any time, with or without cause, upon 30 days written notice to the  Other Party. Upon termination, the Other Party and the State will be entitled to payment, determined on a  pro rata basis, for services satisfactorily performed.  21.2. Termination by the Other Party for Convenience. The Other Party may cancel this MPC and any work order  contracts at any time, with or without cause, upon 30 days written notice to the State. Upon termination,   MnDOT Contract Number: 1050168   11  the Other Party and the State will be entitled to payment, determined on a pro rata basis, for services  satisfactorily performed.  21.3. Termination for Insufficient Funding. The State may immediately terminate or suspend this MPC and any  work order contract if it does not obtain funding from the Minnesota legislature or other funding source; or  if funding cannot be continued at a level sufficient to allow for the payment of the services covered here.  Termination or suspension must be by written or fax notice to the Other Party. The State is not obligated to  pay for any services that are provided after notice and effective date of termination or suspension.  However, the Other Party will be entitled to payment, determined on a pro rata basis, for services  satisfactorily performed to the extent that funds are available. The State will not be assessed any penalty if  the master contract or work order is terminated because of the decision of the Minnesota legislature or  other funding source, not to appropriate funds. The State must provide the Other Party notice of the lack of  funding within a reasonable time of the State’s receiving that notice.  22. Data Disclosure  22.1. Under Minn. Stat. §270C.65, subd. 3, and other applicable law, the Other Party consents to disclosure of its  federal employer tax identification number, and/or Minnesota tax identification number, already provided  to the State, to federal and state tax agencies and state personnel involved in the payment of state  obligations. These identification numbers may be used in the enforcement of federal and state tax laws  which could result in action requiring the Other Party to file state tax returns and pay delinquent state tax  liabilities, if any.   23. Defense of Claims and Lawsuits  23.1. If any lawsuit or claim is filed by a third party (including but not limited to the Other Party’s contractors and  subcontractors), arising out of trunk highway work performed pursuant to a valid work order issued under  this MPC, the Other Party will, at the discretion of and upon the request of the State, tender the defense of  such claims to the State or allow the State to participate in the defense of such claims. The Other Party will,  however, be solely responsible for defending any lawsuit or claim, or any portion thereof, when the claim or  cause of action asserted is based on its own acts or omissions in performing or supervising the work. The  Other Party will not purport to represent the State in any litigation, settlement, or alternative dispute  resolution process. The State will not be responsible for any judgment entered against the Other Party, and  will not be bound by the terms of any settlement entered into by the Other Party except with the written  approval of the Attorney General and the Commissioner of Transportation and pursuant to applicable law.  24. Additional Provisions  24.1. NONE  [THE BALANCE OF THIS PAGE HAS INTENTIONALLY BEEN LEFT BLANK]    MnDOT Contract Number: 1050168   12    OTHER PARTY  The Other Party certifies that the appropriate person(s)  have executed the contract on behalf of the Other Party  as required by applicable articles, bylaws, resolutions or  ordinances.  By:    Title:     Date:     By:     Title:     Date:     COMMISSIONER OF TRANSPORTATION  By:     Date:     Title:       COMMISSIONER OF ADMINISTRATION  By:     Date:     Exhibit A – Table of Technical Services Master Partnership Contract Program FY 2023-2027 Date: 3/28/2022 Source Code Title Description 1735 Bituminous Plant Inspection Performing QA/QC physical testing at the plant; sampling and transporting of materials from the plant to the lab for lab testing, plant reviews, and operations; investigating plant discrepancies; and other technical services in the plant or office associated with bituminous plant inspection. 2830 Bridge Bearing Assemblies All tasks related to the repair and maintenance of fixed or expansion-bearing assemblies on bridges. Includes related traffic 2819 Bridge Curb, Walk And Railing Repairing and maintaining bridge curb, walk, rail, coping, and fencing connected to the rail. Includes glare screen and median barriers on bridges. Includes related traffic control. 2820 Bridge Deck Work associated with bridge deck and slab repair regardless of removal depth or type of material used for patching. Includes deck or slab overlays and replacements and underside deck delamination. Includes related traffic control. 2838 Bridge Deck Crack Sealing All tasks related to deck crack sealing. Includes related traffic control. 2827 Bridge Expansion, Relief Joints All maintenance tasks associated with bridge expansion joints, except joint reestablishment. Includes tightening expansion device bolts and replacing seal glands. Includes related traffic control. 2855 Bridge Inspection Direct Support Activities that support bridge inspection, but are not direct production (i.e., leadership, technical, administrative assistance. 2828 Bridge Inspection-Federal Fund All bridge inspection tasks for non-MnDOT bridges funded by the federal Fracture-Critical Bridge Program (Project Code will begin with TSL and with the local bridge number). Includes related inspection reports. For MnDOT Trunk Highway bridges (Project Code begins with TSO followed by the bridge number) and local and Department of Natural Resources (DNR) (bridge number begins with 9A follow by bridge number) bridge inspections to be billed to the local government or Department of Natural Resources (DNR) use Source Code 2824. 2824 Bridge Inspection-Non-Federal All tasks related to inventory, inspection, and load capacity rating work done on trunk highway bridges to meet the requirements of the National Bridge Inspection System and/or Minnesota Bridge Safety Inspection Program or for billing to local governments. Includes related inspection reports and deck condition surveys. 1421 Bridge Management System Operation/Administration/Data Use for tasks related to the Bridge Management System, including operations, administration, or data entry. 2847 Bridge Poured/ Relief Joint Seal All tasks associated with resealing bridge construction joints. Includes related traffic control. Related source type codes: Activities that support bridge inspection, but are not direct production (i.e., leadership, technical, administrative assistance). 2829 Bridge Superstructure All tasks to repair any bridge component above the bridge seat that is not included in other source codes. Includes repairs to all types of bridge superstructure elements such as girders, beams, floor beams, trusses, stringers, t-beams, precast channels, and box girders. Includes related traffic control. 2316 Brush & Tree Removal Maintaining, watering, trimming, and removing highway right of way tree and brush. Includes chipping of tree limbs and stump removal/grinding. Includes related traffic control. 0032 Business Unit Management All expenses of business/office managers for general management and administration of support functions. includes administering central facilities maintenance and facilities capital budgets. 3000 Class Of Frequency Coordination Use for frequency coordination done with APCO, AASHTO or FCCA. Page 1 of 5 Source Code Title Description 1733 Concrete Plant Inspections Performing QA/QC physical testing at the plant; sampling and transporting of materials from the plant to the lab for lab testing, plant reviews, and operations; investigating plant discrepancies; and other technical services in the plant or office associated with stationary concrete plants or mobile concrete paving plant inspection. 1734 Construction Materials Inspections Performing construction phase material inspection and engineering, for structural steel, precast and pre-stressed concrete, reinforcement steel, and electrical products and related technical services in the field and office for materials to be used in multiple projects. Includes travel time, sampling, and sample delivery. Includes tasks related to reviewing shop drawings furnished by suppliers or fabricators and contractor working drawings or calculations, and for tasks related to structural metals inspection (materials surveys, physical and chemical laboratory testing, material inspection and engineering, and technical services in the field and offices). 1802 Construction Surveying Use for surveys to provide staking for the contractor's operations and for any other construction phase surveying 2106 Crack Sealing All surface crack sealing, crack filling, or rout and seal operations. Includes related materials, hauling, stockpiling, and traffic control. 3023 Elec Comm Eq Rep - Miles 0400 Equipment Calibration-Mat Insp Use when performing periodic equipment calibration for equipment used in the materials lab or on construction projects. 1800 Field Inspection All construction project field inspection (not cyclical inspection of assets), including preparatory plans & spec review, measurement, and verification other than environmental monitoring. Includes field inspection of materials such as gradations, densities/DCP, proctors, compaction, slump tests, and field air tests. Witnessing claims, determination and computation of pay quantities, materials control and certification for progress vouchers, but not for final payments. Includes collecting and transporting samples for lab tests, but not the actual laboratory verifications. Includes all construction phase project related activities for project and resident engineers such as problem resolution, guidance and direction to field technicians. Includes all miscellaneous field engineering expenses used by district offices such as space rental, utilities, or other costs charged to the construction project Includes all work associated with evaluation of implementation of intelligent compaction devices to determine if construction contract terms have been met. 1040 Final Design Surveys All district field and office tasks needed to respond to supplemental "Requests for Survey Data" and add the data to the surveys base map or DTM. 0601 Gen Training Preparation - Delivery Use for time, materials, and travel expenses when developing or delivering training. includes course preparation, designing materials, and managing training records. 2210 Guardrail-Install/Repair/Maintenance Install, repair, or maintain low tension cable, plate beams, and end treatments; cable tension adjustments; and reflector replacement. includes related traffic control. 2624 Indirect Expense Indirect shop expenses and shop equipment. Allocate to mobile equipment. 1871 Lighting Maintenance & Utilities All work related to installing, maintaining, restoring, or removing highway lighting systems and fixtures. Includes repairing, maintaining, or replacing supports necessary for roadway lighting luminaries. Includes patrol highway lighting, inspect lighting structures, electrical service for highway lighting, re-lamping, pump stations, anti-icing systems, truck roll-over warning systems and electrical repairs. Includes traffic control in support of roadway lighting activities. Use for tasks related to public inquiries/complaints, review utility billings, provide data, and conduct field reviews. Page 2 of 5 Source Code Title Description 1875 Locate One Call Finding and marking locations of buried conduit, cables, hand holes, loops, etc. in order to maintain or repair the traffic management system, signal systems, or roadway lighting systems. 1732 Material Testing & Inspection Performing construction phase and research physical and chemical laboratory testing, and related technical services in the districts and central labs, and for performing research and construction phase non-destructive testing materials surveys, and related technical services in the field and offices. Includes detour surveys. Non-destructive tests include, skid resistance and falling weight deflectometer (FWD) testing. 2660 Misc Revenue Used only by Office of Financial Management for billing and deposit transactions and to record payments to the department for gravel sold to contractors and others. 2822 Miscellaneous Bridge Maintenance Miscellaneous maintenance tasks performed on a specific bridge or structure not covered by other source codes. Includes work on items such as stairways, drains, fencing, light bases, transient guards, and access doors. Includes transient removal, ordering materials, and picking up equipment. Includes related traffic control. 3049 On Call Electronic Communications Infrastructure Maintenance To be used by Statewide Radio Communications personnel to record on-call time. 2142 Overhead Sign Panel Maintenance Work related to the repair and replacement of overhead sign panels, extruded sign panels mounted on I-beams, and overhead sign structures. Includes related cable locates and traffic control. Does not include structural work. 2102 Patching Related source type codes: 2103-Heavy patching, 2104-Bituminous paving, 2105-Blow patching 1520 Pavement Management System For tasks related to the operation of the pavement management system, including development and maintenance/technical support. Includes tasks to meet needs external to MnDOT. 2406 Plowing & Material Application Shoulder to shoulder snow removal operation, winging back, snow blowing drifts, and the application of de-icing chemicals using mobile equipment. Includes changing cutting edges during event and related traffic control. 3005 Radio - Mobile Equipment Use for the repair and preventative maintenance of all equipment associated with wireless two-way radio communications systems (includes mobile radios, portable radios, base stations, console workstations, recorders, etc.). Non-MnDOT equipment - Must use Project number assigned to requesting agency (State Patrol, DNR, BCA, Fire Marshall). See OSRC Project Code list. 3027 Radio Programming Creating or modifying radio frequency programs and programming mobile and portable radios. Does not include mobile radios used as fixed base radios as part of the Inter-OP System (Use 3009). 3002 Radio/Electronic Infrastructure Use for the repair and preventative maintenance of all equipment associated with wireless two-way radio communications systems (includes mobile radios, portable radios, base stations, console workstations, recorders, etc.). Non-MnDOT equipment - Must use Project number assigned to requesting agency; Department of Public Safety (DPS) includes State Patrol (SP) Bureau of Criminal Apprehension (BCA), Fire Marshall); does not include Department of Natural Resources (DNR). See OSRC Project 3007 Radio/Electronic System Engineering Use for design of microwave, radio and miscellaneous electronic systems. 3009 Radio/Electronic System Upgrade & Installation Use for the installation and other services needed to provide major system upgrades or improvements to wireless or electronic systems. Use for all work performed to correct or repair deficiencies found in a new installation. 1716 Record Sampling Used by Materials and Research Section and district materials staff to verify inspector" sampling and testing procedures and checking inspectors' equipment during project construction as required by FHWA. Use when performing field tests on split sample. Page 3 of 5 Source Code Title Description 2222 Sign/Delineation/Marker Repair Replacing, repairing, and washing signs (including temporary stop signs). Includes re-sequencing intersection signing and repair/replace overhead and extrude signs mounted on I-beams. Includes related cable locates and traffic control. 1182 Soils/Foundation Field/Laboratory Tests All laboratory testing necessary to provide geotechnical information to complete roadway soils recommendations and approvals for use in the development of Final Design Plans and Special Provisions. Lab work includes R-value, resilient modulus, soil classification, gradation, proctor testing, unconfined compression, consolidation, direct simple shear, direct sheer, permeability and triaxial tests. 1879 State Furnished Materials Use to record labor hours, equipment usage, and material costs to supply state furnished materials to a state road construction project with federal participation. 1738 State Project - Specific Materials Inspection Performing material inspection and engineering for materials designated for a specific construction project (SP). Generally applies to inspection of such things as structural steel, prestressed concrete items, and most precast concrete items and related technical services in the field and offices when related to a particular SP. Use for SP specific tasks related to performing the review of shop drawings furnished by suppliers or fabricators and contractor working drawings or calculations, and for tasks related to structural metals inspection (materials surveys, physical and chemical laboratory testing, material inspection and engineering and technical services in the field and offices). 1434 Structural Metals Inspection-Non DOT Reviewing shop drawings furnished by suppliers, fabricators, and contractors (working drawing or calculations), and for tasks related to structural metals inspection (materials surveys, physical and chemical laboratory testing, material inspection and engineering, and technical services in the field and offices) for local agency projects. 2629 Supplies & Small Tools Shop tools, small equipment, and supplies that cannot be directly charged to a mobile equipment unit. 0152 Support Services Work that supports general office management, system management such as entering data into SWIFT, PPMS, PUMA and other MnDOT systems, attending staff meetings and other indirect support activities. 1312 Tech Assist-Outside MnDOT Use when providing technical assistance to an organization external to MnDOT. 3025 Tower/Building Maintenance Use for all tasks related to the maintenance of a tower building or site. Includes towers, buildings, generators, LP system, fencing, landscaping, grounding, ice bridge, cable management, climbing ladders, card key systems, and HVAC. 1876 Traffic Counting Use to record labor, equipment usage, and material costs for activities related to traffic counts made for statewide traffic monitoring or traffic operations. Includes all activities related to traffic counting, such as taking requests, assigning priorities, collecting field data, processing data, and developing new techniques for collection. 1501 Traffic Management System (TMS) Used by traffic operations staff for all tasks that support the RTMC's operations center (or TOCC) providing traveler information, managing incidents and monitoring the FMS. Includes dynamic message sign maintenance, ramp meter maintenance, camera maintenance, and loop detection activities. Includes maintenance activities related to any ITS or TMS device such as RTMC cables, monitor wall, switchers, routers, or modems. Use to record all costs for maintenance activities related to traffic management fiber optics. Use for tasks related to maintaining traffic operations software including minor software enhancements and fixes. Use when providing traffic operations technical assistance external to MnDOT. Use with Page 4 of 5 Source Code Title Description 1513 Traffic Management System (TMS) Integration For tasks associated with the incorporation of new and existing TMS devices (cameras, loops, DMS, and other ITS devices) into existing infrastructure to ensure proper operation. Use with the Construction/Program Delivery Appropriation. 1500 Traffic Mgt System Maintenance Used by staff to maintain various Intelligent Transportation System (ITS) devices such as dynamic message signs, ramp meters, cameras, detection, cables, RICWS, video wall monitors, switches, routers or modems. Used to record all costs for maintenance activities related to traffic management fiber optics. Not to be used for Lighting or Traffic Signal maintenance. 1721 Traffic Sign Work Orders Use for work involved in preparing work orders for traffic signs. Use only with Maintenance Operations appropriation (T790081). 2863 Traffic Signal Inspection Work related to cyclical structural and electrical inspection and preventive maintenance checks of traffic signal systems/structures. Includes labor, equipment, materials, and traffic control. 1870 Traffic Signal Maintenance Work related to the structural repair and replacement of traffic signal system structures and all electrical maintenance for traffic signal systems including electrical power, labor, equipment materials, GSOC locates, traffic control and responses to public inquiries. 2834 Waterway Maintenance All tasks related to waterway maintenance for deck bridges. Includes debris removal, waterway cleanup, channel repair, and channel protection repair that is not part of slope protection. Includes related traffic control. Page 5 of 5 STAFF REPORT DATE: May 3, 2022 CONSENT AGENDA ITEM: Accept Bids and Award Contract for the 2022 Street Maintenance Project SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Marty Powers, Public Works Director Mike Rusenovich, Project Engineer ISSUE BEFORE COUNCIL: Should the City Council accept bids and award a contract for the 2022 Street Maintenance Project? BACKGROUND: Each year the City implements preventive maintenance work on the public streets to extend the useful service life of the pavements. The 2022 Street Maintenance Project includes a robust program of crack sealing and seal coating of approximately 31.7 miles of City streets, or 43% of the total local street network. The expanded program for 2022 is intended to apply timely preventative maintenance to all the recently reconstructed street pavements from the City’s robust capital improvement program, together with the many miles of new pavement that has been added to the City street system through new development. Together this represents the first seal coat to be placed on new pavements for over 24 miles of public streets. In addition, the maintenance program includes crack sealing and/or seal coating existing aged pavements that have not been treated in the past 7 years. PROPOSAL DETAILS/ANALYSIS: The plans and specifications have been completed for the 2022 Street Maintenance Project and contractor bids were received, publicly opened, and read aloud on Friday, April 22, 2022. A Tabulation of Bids has been prepared and attached. The City received 2 bids with Pearson Bros, Inc. providing the lowest bid in the amount of $769,789.00 vs. the engineer’s estimate of $890,000. The Project was advertised on QuestCDN.com and in the Stillwater Gazette in accordance with Minnesota competitive bidding requirements. FISCAL IMPACT: Approval of this resolution commits the City Council to enter into a construction contract for the project in the amount of $769,789.00. The project will be funded through the 2022 street maintenance funds. RECOMMENDATION: Staff is recommending that the City Council approve, as part of the Consent Agenda, a resolution accepting bids and awarding a contract to Pearson Bros, Inc. in the amount of $769,789.00 for the 2022 Street Maintenance Project. If removed from the consent agenda, the recommended motion for the action is as follows: “Move to approve Resolution No. 2022–044, accepting bids and awarding a contract to Pearson Bros., Inc. in the amount of $769,789.00 for the 2022 Street Maintenance Project.” ATTACHMENTS: 1. Resolution Accepting Bids and Awarding a Contract. 2. Tabulation of Bids. 3. Project Location Maps. 4. Project Schedule. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2022-044 A RESOLUTION ACCEPTING BIDS AND AWARDING A CONTRACT FOR THE 2022 STREET MAINTENANCE PROJECT WHEREAS, pursuant to an advertisement for bids for the 2022 Street Maintenance 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 submittal 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 Bros, Inc., for the bid amount of $769,789.00. NOW, THEREFORE, IT IS HEREBY RESOLVED, 1. That the Mayor and City Clerk are hereby authorized and directed to enter into a Contract in 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 THIRD DAY OF MAY 2022. CITY OF LAKE ELMO By: __________________________ Charles Cadenhead Mayor (Seal) ATTEST: ________________________________ Julie Johnson City Clerk TABULATION OF BIDS 2022 STREET MAINTENANCE PROJECT CITY OF LAKE ELMO, MINNESOTA PROJECT NO. 2022.108 BIDS RECEIVED BY: APRIL 22, 10 AM ITEM UNIT TOTAL UNIT TOTAL NO.DESCRIPTION QUANTITY UNIT PRICE AMOUNT PRICE AMOUNT 1 CRACK SEALING MATERIAL 88,700 LBS $1.37 $121,519.00 $2.40 $212,880.00 2 BITUMINOUS SEAL COAT WITH 1/8" DRESSER TRAP ROCK AND CRS-2P EMULSIFIED ASPHALT 441,000 SY $1.47 $648,270.00 $1.66 $732,060.00 TOTAL $769,789.00 $944,940.00 PEARSON BROS, INC. ALLIED BLACKTOP COMPANY Project No. 2022.108 Tabulation of Bids for 2022 Street Maintenance Project Page 1 2022 STREET CITY OF LAKE ELMO Feet 0 1500 3000 MAINTENANCE A B NORTHWEST LAKE ELMOA - 2017, 2018 STREET IMP. B - WILDFLOWER SHORES DEMONTREVILLE TRAIL & 50TH ST LAKE JANE TRAIL 31ST ST N KELVIN COURT N 47TH ST N KELVIN AVE N LEGEND 2022 CRACK SEAL & SEAL COAT 2022 CRACK SEAL ONLY 2022 STREET CITY OF LAKE ELMO Feet 0 1500 3000 MAINTENANCE A B C NORTHEAST LAKE ELMOA - WILDFLOWER B - LEGACY AT NORTHSTAR C - OLD VILLAGE D - EASTON VILLAGE / NORTHPORT 43RD ST 47TH ST 50TH ST LAKE ELMO AVEKELVIN COURT N KELVIN AVE N D LEGEND 2022 CRACK SEAL & SEAL COAT 2022 CRACK SEAL ONLY 32ND ST N 31ST ST N 30TH ST N 2022 STREET CITY OF LAKE ELMO Feet 0 1500 3000 MAINTENANCE A B C D SOUTHWEST LAKE ELMOA - INWOOD B - STONEGATE 1ST ADD. C - HAMMES ESTATES D - BOULDER PONDS / SAVONA 4TH ADD. LEGEND 2022 CRACK SEAL & SEAL COAT 2022 CRACK SEAL ONLY 31ST ST N KELVIN COURT N HUDSON BLVD N 2022 STREET CITY OF LAKE ELMO Feet 0 1500 3000 MAINTENANCE A B C D SOUTHEAST LAKE ELMOA - EASTON VILLAGE / NORTHPORT B - ROYAL GOLF 1ST ADD C - ROYAL GOLF 2ND ADD D - SOUTHWIND / 5TH STREET N LEGEND 2022 CRACK SEAL & SEAL COAT 2022 CRACK SEAL ONLY HUDSON BLVD N 32ND ST N 31ST ST N 30TH ST N PROJECT SCHEDULE CITY OF LAKE ELMO 2022 STREET MAINTENANCE PROJECT PROJECT NO. 2022.108 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 MARCH 30, 2022 Placement of Advertisement for Bids. – Stillwater Gazette. Publication on April 1 – Quest CDN. Publication on March 30 APRIL 22, 2022 Receive Contractor bids. MAY 3, 2022 Council accepts bids and awards Contract. MAY 13, 2022 Conduct Pre-construction meeting and Issue Notice to Proceed. AUGUST 5, 2022 Substantial Completion of Work; including initial sweeping of excess aggregate. SEPTEMBER 5, 2022 Final Completion of Work; including punchlist and final documentation. STAFF REPORT DATE: May 3, 2022 CONSENT AGENDA ITEM: Accept Bids and Award Contract for the Section 16 Sanitary Sewer Extension SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Marty Powers, Public Works Director Molly Just, Planning Director Chad Isakson, Assistant City Engineer ISSUE BEFORE COUNCIL: Should the City Council accept bids and award a contract for the Section 16 Sanitary Sewer Extension? BACKGROUND: On March 1, 2022, the City Council approved the plans and specifications for the Section 16 Sanitary Sewer Extension and authorized staff to advertise the project for bids. The Project was advertised on QuestCDN.com and in the Stillwater Gazette in accordance with the Minnesota Competitive Bidding requirements. The Section 16 Sanitary Sewer Extension is proposed to extend municipal sanitary service for the approximately 180-acres of City owned property located along County State Aid Highway (CSAH) 14 and Ideal Avenue (CSAH 13). The project includes the extension of sanitary sewer south along Ideal Avenue from the intersection of Ideal Avenue and 31st Street to a new connection point to the City of Oakdale’s sanitary sewer system. A sewer stub will be left along the east boulevard of Ideal Avenue at 31st Street, for future connection. The Oakdale connection point is at Lift Station #6 located at the intersection of Ideal Avenue and Helmo Avenue/Stillwater Blvd. As part of the project implementation, the City has previously approved a Comprehensive Plan Amendment to allow for sewered development, executed an ongoing sanitary sewer use agreement with the City of Oakdale, and has executed a Cooperative Agreement with Oakdale for the reconstruction of the Oakdale lift station. With the completion of this project the approximately 75 acres located at Ideal Avenue, South of CSAH 14 will be sewer ready for development. PROPOSAL DETAILS/ANALYSIS: Bids were received and opened electronically on March 30, 2022. The City received 4 bids for this project, with Park Construction Company providing the lowest bid in the amount of $426,911.00. Contractor references for Park Construction were reviewed by the City’s engineering consultant for the project and a letter recommending the award of the project is attached as part of this agenda item. The City Engineer and his consultant are therefore recommending that the Council award the contract to the lowest responsible bidder, Park Construction Company, as outlined in the attached letter. As a part of this award staff is requesting Council to provide the City Administrator authorization to enter into a material testing contract for the geotechnical construction phase services for the project in the not-to-exceed amount of $10,000. Staff has requested proposals from Braun Intertec and AET, Inc. FISCAL IMPACT: Approval of this resolution commits the council to enter into a construction contract for the project. The total estimated Post-bid project cost is $616,600. All improvements will be funded through the American Rescue Plan Act (ARPA) Funds. RECOMMENDATION: Staff is recommending that the City Council approve, as part of the consent agenda, a resolution accepting bids and awarding a contract to Park Construction Company. in the low bid amount of $426,911.00 for the Section 16 Sanitary Sewer Extension. If removed from the consent agenda, the recommended motion for this action is as follows: “Move to approve Resolution No. 2022–045, accepting bids and awarding a contract to Park Construction Company in the amount of $426,911.00 for the Section 16 Sanitary Sewer Extension.” Staff is also recommending that the City Council authorize, as part of the consent agenda, the City Administrator to enter into a material testing contract for geotechnical construction phase services for the project, in the not-to-exceed amount of $10,000. If removed from the consent agenda, the recommended motion for this action is as follows: “Move to authorize the City Administrator to enter into a material testing contract for geotechnical construction phase services in the not-to-exceed amount of $10,000 for the Section 16 Sanitary Sewer Extension.” ATTACHMENTS: 1. Resolution Accepting Bids and Awarding a Contract for the Section 16 Sanitary Sewer Extension. 2. Letter of Award Recommendation and Tabulation of Bids. 3. Project Schedule. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2022-045 A RESOLUTION ACCEPTING BIDS AND AWARDING A CONTRACT FOR THE SECTION 16 SANITARY SEWER EXTENSION WHEREAS, pursuant to an advertisement for bids for the Section 16 Sanitary Sewer Extension, 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 submittal 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, Park Construction Company, for the bid amount of $426,911.00. NOW, THEREFORE, BE IT 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 THIRD DAY OF MAY, 2022. CITY OF LAKE ELMO By: __________________________ Charles Cadenhead (Seal) Mayor ATTEST: ________________________________ Julie Johnson City Clerk Engineers | Architects | Planners | Scientists Short Elliott Hendrickson Inc., 3535 Vadnais Center Drive, St. Paul, MN 55110-3507 651.490.2000 | 800.325.2055 | 888.908.8166 fax | sehinc.com SEH is 100% employee-owned | Affirmative Action–Equal Opportunity Employer March 31, 2022 RE: City of Lake Elmo, MN Section 16 Sanitary Sewer Extension Project No. 2021.116 SEH No. LAKMO 163611 Jack Griffin City of Lake Elmo 3880 Laverne Avenue North, Suite 100 Lake Elmo, MN 55042 On March 30, 2022, 4 bids were received for the above-referenced project. The bids ranged from a low of $426,911.00 to a high of $610,954.42. The low bid received was submitted by Park Construction Company of Minneapolis, MN in the amount of $426,911.00. Park Construction Company $426,911.00 A-1 Excavating, Inc.$480,480.00 Miller Excavating, Inc.$498,233.33 Meyer Contracting, Inc.$610,954.42 We have attached a detailed bid tabulation. In reliance on materials and information provided by the contractor, Park Construction Company, we have determined that according to the bonding agent, they presently have the financial ability to complete the project bid. SEH makes no representation or warranty as to the actual financial viability of the contractor or its ability to complete its work. Park Construction Company has completed similar work for others in surrounding communities in the past. SEH engineers can conclude that they have the experience and ability to complete a project of this size and scope. Accordingly, we recommend the project be awarded to Park Construction Company in the amount of $426,911.00. Please contact me if you need any additional information or wish to discuss further. Sincerely, Todd M. Blank, PE (Lic. MN) Principal/Sr. Project Manager Enclosure: Bid Tabulation x:\ko\l\lakmo\163611\6-bid-const\recaward ltr.docx TABULATION OF BIDS12Section 16 Sanitary Sewer ExtensionEngineer's EstimatePark Construction Company A-1 Excavating Inc.City of Lake Elmo1481 81st Avenue NE 8237 State Highway 64SEH No.: LAKMO 163611Minneapolis, MN 55432 Bloomer, WI 54724Bid Date: March 30, 2022 at 10:00 a.m.Item No. Item UnitEst. Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price1 MOBILIZATION LS 1 $25,000.00 $25,000.00 $40,300.00 $40,300.00 $55,000.00 $55,000.002 CLEAR & GRUB ACRE 0.6 10,000.00 6,000.00 8,700.00 5,220.00 16,000.00 9,600.003 SALVAGE & INSTALL SIGN (TYPE C OR STREET NAME SIGN)EA 10 250.00 2,500.00 325.00 3,250.00 350.00 3,500.004 REMOVE & REPLACE CONCRETE CURB AND GUTTER (B618)LF 150 50.00 7,500.00 48.50 7,275.00 48.00 7,200.005 REMOVE BITUMINOUS PAVEMENT SY 2003 5.00 10,015.00 7.50 15,022.50 5.00 10,015.006 SAWING BIT PAVEMENT (FULL DEPTH) LF894 6.00 5,364.00 3.05 2,726.70 4.00 3,576.007 AGGREGATE BASE CLASS 5 (P) CY 405 35.00 14,175.00 25.40 10,287.00 31.00 12,555.008 SUBGRADE CORRECTION (EV) (INCLUDES SGB - MOD 5% )CY 1000 40.00 40,000.00 0.01 10.00 41.00 41,000.009 SELECT GRANULAR BORROW (MOD - 5%) (CV) (P) CY 901 25.00 22,525.00 29.00 26,129.00 27.00 24,327.0010 COMMON EXCAVATION (EV) CY 1306 12.0015,672.00 29.00 37,874.00 14.00 18,284.0011 GEOTEXTILE FABRIC TYPE V SY 6005.00 3,000.00 3.15 1,890.00 2.00 1,200.0012 STREET SWEEPING HR 15 125.00 1,875.00 145.00 2,175.00 145.00 2,175.0013 BITUMINOUS MATERIAL FOR TACK COAT GAL 122 8.00 976.00 4.05 494.10 6.00 732.0014 TYPE SP 12.5 WEARING COURSE MIX (3,B) TON 370 125.00 46,250.00 100.00 37,000.00 91.00 33,670.0015 TYPE SP 9.5 WEARING COURSE MIXTURE (3,C) TON 260 125.00 32,500.00 116.00 30,160.00 108.00 28,080.0016 TYPE SP 9.5 WEARING COURSE MIXTURE (2,C) - BIKE PATHTON 4 150.00 600.00 291.00 1,164.00 364.00 1,456.0017 SANITARY MANHOLE (48") W/ CASTING (0-10') EA 4 4,000.00 16,000.00 6,380.00 25,520.00 6,500.00 26,000.0018 SANITARY MANHOLE (60") W/ CASTING (0-10') EA 1 6,000.00 6,000.00 11,100.00 11,100.00 10,800.00 10,800.0019 SANITARY SEWER MANHOLE EXTRA DEPTH (48") (OVER 10')LF 19 250.00 4,750.00 310.00 5,890.00 320.00 6,080.0020 SANITARY SEWER MANHOLE EXTRA DEPTH (60") (OVER 10')LF 7 350.00 2,450.00 474.00 3,318.00 565.00 3,955.0021 10" PVC PIPE SEWER (SDR 26) LF 841 100.00 84,100.00 82.40 69,298.40 105.00 88,305.00$416,033.00$426,911.00 $480,480.00Short Elliott Hendrickson Inc.Page 1 of 4 TABULATION OF BIDS12Section 16 Sanitary Sewer ExtensionEngineer's EstimatePark Construction Company A-1 Excavating Inc.City of Lake Elmo1481 81st Avenue NE 8237 State Highway 64SEH No.: LAKMO 163611Minneapolis, MN 55432 Bloomer, WI 54724Bid Date: March 30, 2022 at 10:00 a.m.Item No. Item UnitEst. Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price$416,033.00$426,911.00 $480,480.0022 CLEAN AND TELEVISE SANITARY SEWER LF 841 4.00 3,364.00 3.30 2,775.30 5.00 4,205.0023 24" CASING PIPE (JACKED/AUGERED/RAMMED) LF 40 500.00 20,000.00 1,600.00 64,000.00 1,063.00 42,520.0024 PIPE FOUNDATION ROCK TON 100 40.00 4,000.00 10.00 1,000.00 39.00 3,900.0025 2" RIGID INSULATION SY 15 25.00 375.00 26.20 393.00 45.00 675.0026 4" PVC PERF EDGE DRAIN W/ BACKFILL AND WRAP LF 150 12.00 1,800.00 24.10 3,615.00 24.00 3,600.0027 TRAFFIC CONTROL LS 1 12,000.00 12,000.00 4,900.00 4,900.00 14,900.00 14,900.0028 SILT FENCE, TYPE PA LF 1120 5.005,600.00 1.70 1,904.00 3.00 3,360.0029 TEMPORARY ROCK CONSTRUCTION ENTRANCE EA 1 1,000.00 1,000.00 1,520.00 1,520.00 1,000.00 1,000.0030 SEDIMENT CONTROL LOG LF 300 5.00 1,500.00 2.30 690.00 6.00 1,800.0031 COMMON TOPSOIL BORROW (PULVERIZED) (LV) CY 100 40.00 4,000.00 45.30 4,530.00 30.00 3,000.0032 SEEDING (SEED MIXTURE 25-141) W/ EROSION CONTROL BLANKET (3N)SY 1000 5.00 5,000.00 1.55 1,550.00 9.00 9,000.0033 SEEDING (SEED MIXTURE 25-131) ACRE 0.6 6,000.00 3,600.00 1,250.00 750.00 1,000.00 600.0034 STORM DRAIN INLET PROTECTION EACH 4 200.00 800.00 150.00 600.00 130.00 520.0035 PAVEMENT MESSAGE MULTI-COMP (RIGHT ARROW) SF 16 15.00 240.00 11.50 184.00 15.00 240.0036 4" SOLID LINE WHITE MULTI-COMP LF 730 3.00 2,190.00 1.10 803.00 2.00 1,460.0037 12" SOLID LINE WHITE MULTI-COMP LF 26 12.00 312.00 10.50 273.00 15.00 390.0038 4" DOUBLE YELLOW MULTI-COMP LF 600 5.00 3,000.00 2.20 1,320.00 3.00 1,800.00TOTAL BID PRICE$416,033.00 $480,480.00$426,911.00Short Elliott Hendrickson Inc.Page 2 of 4 TABULATION OF BIDSSection 16 Sanitary Sewer ExtensionCity of Lake ElmoSEH No.: LAKMO 163611Bid Date: March 30, 2022 at 10:00 a.m.Item No. Item UnitEst. Quantity1 MOBILIZATION LS 12 CLEAR & GRUB ACRE 0.63 SALVAGE & INSTALL SIGN (TYPE C OR STREET NAME SIGN)EA 104 REMOVE & REPLACE CONCRETE CURB AND GUTTER (B618)LF 1505 REMOVE BITUMINOUS PAVEMENT SY 20036 SAWING BIT PAVEMENT (FULL DEPTH) LF 8947 AGGREGATE BASE CLASS 5 (P) CY 4058 SUBGRADE CORRECTION (EV) (INCLUDES SGB - MOD 5% )CY 10009 SELECT GRANULAR BORROW (MOD - 5%) (CV) (P) CY 90110 COMMON EXCAVATION (EV) CY 130611 GEOTEXTILE FABRIC TYPE V SY 60012 STREET SWEEPING HR 1513 BITUMINOUS MATERIAL FOR TACK COAT GAL 12214 TYPE SP 12.5 WEARING COURSE MIX (3,B) TON 37015 TYPE SP 9.5 WEARING COURSE MIXTURE (3,C) TON 26016 TYPE SP 9.5 WEARING COURSE MIXTURE (2,C) - BIKE PATHTON 417 SANITARY MANHOLE (48") W/ CASTING (0-10') EA 418 SANITARY MANHOLE (60") W/ CASTING (0-10') EA 119 SANITARY SEWER MANHOLE EXTRA DEPTH (48") (OVER 10')LF 1920 SANITARY SEWER MANHOLE EXTRA DEPTH (60") (OVER 10')LF 721 10" PVC PIPE SEWER (SDR 26) LF 84134Miller Excavating, Inc. Meyer Contracting Inc. 3741 Stagecoach Trail North 11000 93rd Ave NStillwater, MN 55082 Maple Grove, MN 55369Unit Price Total Price Unit Price Total Price$23,372.16 $23,372.16 $50,000.00 $50,000.0018,774.87 11,264.92 14,500.00 8,700.00358.93 3,589.30 325.00 3,250.0047.01 7,051.50 46.01 6,901.503.05 6,109.15 5.06 10,135.181.57 1,403.58 2.89 2,583.6635.87 14,527.35 57.09 23,121.4522.38 22,380.00 61.47 61,470.0010.97 9,883.97 42.57 38,355.5720.88 27,269.28 27.88 36,411.282.74 1,644.00 5.90 3,540.00144.51 2,167.65 150.00 2,250.003.87 472.14 3.50 427.0096.52 35,712.40 87.40 32,338.00115.52 30,035.20 104.60 27,196.00386.54 1,546.16 350.00 1,400.006,840.78 27,363.12 7,986.28 31,945.1211,079.57 11,079.57 12,194.87 12,194.87431.75 8,203.25 533.90 10,144.10617.98 4,325.86 793.39 5,553.73137.31 115,477.71 127.02 106,823.82$610,954.42$498,233.33Short Elliott Hendrickson Inc.Page 3 of 4 TABULATION OF BIDSSection 16 Sanitary Sewer ExtensionCity of Lake ElmoSEH No.: LAKMO 163611Bid Date: March 30, 2022 at 10:00 a.m.Item No. Item UnitEst. Quantity22 CLEAN AND TELEVISE SANITARY SEWER LF 84123 24" CASING PIPE (JACKED/AUGERED/RAMMED) LF 4024 PIPE FOUNDATION ROCK TON 10025 2" RIGID INSULATION SY 1526 4" PVC PERF EDGE DRAIN W/ BACKFILL AND WRAP LF 15027 TRAFFIC CONTROL LS 128 SILT FENCE, TYPE PA LF 112029 TEMPORARY ROCK CONSTRUCTION ENTRANCE EA 130 SEDIMENT CONTROL LOG LF 30031 COMMON TOPSOIL BORROW (PULVERIZED) (LV) CY 10032 SEEDING (SEED MIXTURE 25-141) W/ EROSION CONTROL BLANKET (3N)SY 100033 SEEDING (SEED MIXTURE 25-131) ACRE 0.634 STORM DRAIN INLET PROTECTION EACH 435 PAVEMENT MESSAGE MULTI-COMP (RIGHT ARROW) SF 1636 4" SOLID LINE WHITE MULTI-COMP LF 73037 12" SOLID LINE WHITE MULTI-COMP LF 2638 4" DOUBLE YELLOW MULTI-COMP LF 600TOTAL BID PRICE34Miller Excavating, Inc. Meyer Contracting Inc. 3741 Stagecoach Trail North 11000 93rd Ave NStillwater, MN 55082 Maple Grove, MN 55369Unit Price Total Price Unit Price Total Price$610,954.42$498,233.333.31 2,783.71 3.29 2,766.891,969.85 78,794.00 2,334.39 93,375.6046.77 4,677.00 37.79 3,779.0079.68 1,195.20 52.61 789.1523.27 3,490.50 38.33 5,749.5019,428.80 19,428.80 4,900.00 4,900.003.17 3,550.40 2.15 2,408.001,197.64 1,197.64 1,800.00 1,800.003.97 1,191.00 3.10 930.0044.56 4,456.00 82.00 8,200.004.16 4,160.00 3.25 3,250.008,517.25 5,110.35 8,475.00 5,085.00118.59 474.36 150.00 600.0012.70 203.20 11.50 184.001.21 883.30 1.10 803.0011.60 301.60 10.50 273.002.43 1,458.00 2.20 1,320.00$498,233.33 $610,954.42Short Elliott Hendrickson Inc.Page 4 of 4 PROJECT SCHEDULE  CITY OF LAKE ELMO    SECTION 16 INFRASTRUCTURE IMPROVEMENTS  PROJECT NO. 2021.116  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                  SEPTEMBER 7, 2021  Council orders preparation of preparation of Plans and Specfications.      MARCH 1, 2022  Council approves Plans and Specifications and orders Advertisement for Bids.      MARCH 30, 2022    Project Bid Date: Receive contractor bids.      MAY 3, 2022  Council accepts Bids and awards Contract.       MAY 30, 2022    Conduct Pre‐Construction Meeting and issue Notice to Proceed.   OCTOBER 7, 2022    Substantial Completion.   NOVEMBER 18, 2022    Final Completion.                                   STAFF REPORT DATE: May 3, 2022 CONSENT AGENDA ITEM: Approve Plans and Specifications and Order Advertisement for Bids for the Well No. 1 Abandonment and Pumphouse Demolition SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Marty Powers, Public Works Director Chad Isakson, Assistant City Engineer ISSUE BEFORE COUNCIL: Should the City Council approve the Plans and Specifications and Order the Advertisement for Bids for the Well No. 1 Abandonment and Pumphouse Demolition? BACKGROUND: On March 15, 2022, the City Council authorized engineering services for the sealing and abandonment of Well No.1 and the demolition of the Pumphouse located in the Old Village at the south end of Langly Court North. The work will include removal of the well pump and abandoning/sealing the well. The pumphouse building will be demolished and the site will be restored. The well sealing work will be coordinated with the MN-DNR to allow them the opportunity to conduct an initial sounding and downhole investigation of the well after the pump is pulled, but before any abandonment work is completed. The contract documents have been prepared to provide the MN-DNR 10 working days to complete this work after the well pump is pulled. PROPOSAL DETAILS/ANALYSIS: The plans and specifications have been completed for the project and are ready to be advertised for contractor bids. A bid date has been scheduled for May 31, 2022. Once received, bids will be reviewed by staff with results to be presented to council on June 7, 2022 to consider awarding a construction contract. The work will be completed in the early fall of 2022. FISCAL IMPACT: Total Project Costs will be paid 90% through the MPCA Grant Agreement as part of the Production Well #5 Improvements with the remaining 10% city cost share to be paid from the Water Core Fund. The current MPCA grant agreement dated July 3, 2019 (SWIFT Contract: 155932) is set to expire on June 30, 2022. Staff has requested a time extension to December 31, 2022 to allow for the completion of these final improvements. Verbal approval of the time extensions was received from the MPCA on April 28, 2022. Approval of this motion does not commit the council to the project costs. Once contractor bids are received, the actual construction costs will be known and the council will be asked to consider entering into a contract to complete the work. Total Project cost information will be provided once contractor bids are received. At this time the budget is anticipated to be within the grant agreement terms. RECOMMENDATION: Staff is recommending that the City Council consider, as part of the consent agenda, approving a Resolution approving the plans and specifications and ordering the advertisement for bids for the Well No. 1 Abandonment and Pumphouse Demolition. If removed from the consent agenda, the recommended motion for this action is as follows: “Move to approve Resolution No. 2022-046, approving the Plans and Specifications and Ordering the Advertisement for Bids for the Well No. 1 Abandonment and Pumphouse Demolition.” ATTACHMENTS: 1. Resolution approving the Plans and Specifications and Ordering the Advertisement for Bids for the Well No. 1 Abandonment and Pumphouse Demolition. 2. Project Schedule. 3. Advertisement for Bids. Project Plans and Specifications available for review at City Hall. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2022-046 A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE WELL NO. 1 ABANDONMENT AND PUMPHOUSE DEMOLITION WHEREAS, pursuant to City Council resolution, adopted on March 15, 2022, the City Engineer, together with Bolton and Menk, Inc., has prepared plans and specifications for the Well No. 1 Abandonment and Pumphouse Demolition and has presented such plans and specifications to the Council for approval. NOW, THEREFORE, BE IT RESOLVED, 1. Such plans and specifications, a copy of which is on file at Lake Elmo City Hall, and made a part hereof, are hereby approved. 2. The City Clerk shall prepare and cause to be inserted in the official paper and posted online with Quest Construction Data Network (QuestCDN.com) an advertisement for bids upon the making of such improvements under such approved plans and specifications. The advertisement shall be published for at least 10 days, shall specify the work to be done, and shall state that sealed bids provided by following required electronic bidding procedures outlined by QuestCDN prior to the specified bid date and time and accompanied by a bid bond or cashier’s check made payable to the City of Lake Elmo in an amount not less than 5% of the amount of such bid will be considered. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE THIRD DAY OF MAY, 2022. CITY OF LAKE ELMO By: __________________________________ Charles Cadenhead (Seal) Mayor ATTEST: ________________________________ Julie Johnson City Clerk PROJECT SCHEDULE  CITY OF LAKE ELMO    WELL #1 ABANDONMENT AND  PUMPHOUSE DEMOLITION  PROJECT NO. 2022.113  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  April 2022                JULY 3, 2019 Council Approves MPCA Grant Agreement for Well 5, Pumphouse No. 5, Well  5 Watermain Extension and Well 1 Abandonment and Building Demolition.      MARCH 15, 2022  Council orders preparation of Plans and Specifications.      MAY 3, 2022 Council approves Plans and Specifications and orders Advertisement for Bids.      MAY 31, 2022    Project Bid Date: Receive contractor bids.      JUNE 7, 2022 Council accepts Bids and awards Contract.       JUNE 21, 2022  Conduct Pre‐Construction Meeting and issue Notice to Proceed.   August 19, 2022  Substantial Completion.   September 16, 2022  Final Completion.          CITY OF LAKE ELMO, MN.  |  PROJECT NO. 2022.113                                             ADVERTISEMENT FOR BIDS       0100‐1  SECTION 0100 – ADVERTISEMENT FOR BIDS    WELL #1 ABANDONMENT AND PUMPHOUSE DEMOLITION  PROJECT NO. 2022.113    FOR THE CITY OF LAKE ELMO  WASHINGTON COUNTY, MINNESOTA   Notice is hereby given that bids will be received online through QuestCDN.com until 10:00 AM CDST, on Tuesday,  May 31, 2022, via QuestCDN for furnishing all work and materials for the construction, complete in place, of the  Well #1 Abandonment and Pumphouse Demolition project, consisting of the major work items in the following  approximate quantities:      1 LS Remove Well Pump   100 CY Cement Grout   1 LS Demolish Pumphouse   Together with other miscellaneous items and restoration.    This project is subject to Responsible Contractor Certification and Prevailing Wage Rates.  The bid opening will be conducted via Microsoft TEAMS Meeting, at which time the bids will be publicly opened  and read aloud:   Lake Elmo Well #1 Abandonment and Pumphouse Demolition Bid Opening   Thursday, May 31, 2022 10:00 AM – 10:15 AM (CDST)     Link to join meeting: https://tinyurl.com/Well1Abandonment   Call in (audio only): 612‐428‐8778   Phone Conference ID: 856 945 936#     Any person monitoring the meeting remotely may be responsible for any documented costs. Message and data  rates may apply.  Bids must be submitted electronically through QuestCDN no later than the date and time noted above, on the  Proposal Forms provided in accordance with the Contract Documents, Plans, and Specifications as prepared by  Bolton & Menk, Inc., www.bolton‐menk.com, which are on file for inspection in the office of the City Clerk and City  Engineer. For this project, the City will only be accepting online electronic bids through QuestCDN.    To access the electronic bid form, download the project document and click the bidding button at the top of the  advertisement.  Prospective bidders must be on the plan holders list through QuestCDN for bids to be accepted. Bids will only be  accepted from Contractors who purchase Bidding Documents as specified above.  Complete digital Proposal Forms, Plans, and Specifications for use by Contractors submitting a bid are available at  www.QuestCDN.com. Digital plan documents may be downloaded for a non‐refundable fee of $45.00 by inputting  Quest Project No. 8195901 on the website’s Project search page. Please contact QuestCDN at (952) 233‐1632 or  info@QuestCDN.com for assistance in free membership registration, downloading, and working with this digital  project information.  No bid will be considered unless submitted online prior to the time noted above for the closing of the bids, and  accompanied by a bid bond in an amount not less than five percent (5%) of the total bid as a guarantee that the  bidder, if successful, will enter into a contract with the City to perform the work described in the proposal. This  deposit will be subject to forfeiture as provided by law. The deposits for the three lowest bidders will be retained      CITY OF LAKE ELMO, MN.  |  PROJECT NO. 2022.113                                             ADVERTISEMENT FOR BIDS       0100‐2  by the City until the contract has been awarded and executed but not longer than sixty (60) days. No bid may be  withdrawn for a period of sixty (60) days following the bid opening.  The City reserves the right to reject any or all bids, to waive informalities or to award the contract to the lowest  responsible bidder, in the best interest of the City. For Bids exceeding $50,000, the Bidder shall submit to the City a  signed statement under oath by an owner or officer verifying compliance with each of the minimum criteria in  Minnesota Statutes, section 16C.285, subdivision 3 on the Responsible Contractor Verification Form included with  the Bid Proposal.    Dated:  May 3, 2022    Julie Johnson, City Clerk  City of Lake Elmo    PUBLISHED: QuestCDN.com: May 6, 2022    Stillwater Gazette:  May 6, 2022  STAFF REPORT DATE: May 3, 2022 CONSENT AGENDA ITEM: Approve Concurrence to Award a Construction Contract for the Oakdale Lift Station 6 Improvements SUBMITTED BY: Jack Griffin, City Engineer REVIEWED BY: Kristina Handt, City Administrator Marty Powers, Public Works Director Chad Isakson, Assistance City Engineer ISSUE BEFORE COUNCIL: Should the City Council concur with the City of Oakdale to award a construction contract for the Oakdale Lift Station 6 Improvements? BACKGROUND: The City of Lake Elmo has been working with Oakdale to establish a sanitary sewer connection to Oakdale to serve the 180 acres located along Ideal Avenue and County State Aid Highway 14 (CSAH 14). Last fall Oakdale contracted with SEH to prepare plans and specifications to upgrade and relocate Lift Station 6 in order to ready their system capacity for serving the 180 acres in Lake Elmo. In addition, the City of Lake Elmo entered into two separate Cooperative Agreements with Oakdale to facilitate this sanitary sewer system connection, including the Lift Station 6 Improvement cost share Agreement, and an ongoing sewer use and maintenance Agreement. PROPOSAL DETAILS/ANALYSIS: The City of Oakdale received, opened, and tabulated bids on April 25, 2022 and is recommending the award of a construction contract to the lowest responsible bidder, Pember Companies, Inc. in the low bid amount of $1,227,658.40. Oakdale received 2 bids with the second bid in the amount of $1,252,749.00. Following the bid opening, Oakdale updated the Post Bid Estimate of Project Cost using the contractor’s actual unit pricing from the bid tabulation. The post bid estimated cost share for Lake Elmo is $449,712.40 vs. a pre-bid estimated amount of $267,900. FISCAL IMPACT: The total post-bid estimated project cost share for Lake Elmo is $449,712.40 based on Lake Elmo paying 30% of the estimated total project costs. Because the project costs are based on estimated quantities, the actual cost share is determined once the project is complete and the final quantities and costs are known. All improvements will be funded through the American Rescue Plan Act (ARPA) Funds. RECOMMENDATION: Staff is recommending that the City Council approve, as part of the consent agenda, a Resolution Concurring with the City of Oakdale to Award a Construction Contract for the Oakdale Lift Station 6 Improvements. If removed from the consent agenda, the recommended motion for the action is as follows: “Move to approve Resolution No. 2022-047 Concurring with the City of Oakdale to Award a Construction Contract for the Oakdale Lift Station 6 Improvements.” ATTACHMENTS: 1. Resolution Concurring with the City of Oakdale to Award a Construction Contract for the Oakdale Lift Station 6 Improvements. 2. Letter of Award Recommendation and Tabulation of Bids. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2022-047 A RESOLUTION CONCURRING WITH CITY OF OAKDALE TO AWARD A CONSTRUCTION CONTRACT FOR THE OAKDALE LIFT STATION 6 IMPROVEMENTS WHEREAS, Lake Elmo has requested, by mutual agreement with Oakdale, to add future sanitary sewer flows from 180-acres of undeveloped land (“Property”) in Lake Elmo near Ideal Avenue and County Road 14, which is proposed to be developed with industrial, commercial, and residential uses; and WHEREAS, the sewage from the Property would flow to Oakdale’s existing Lift Station 6 located at Ideal Avenue and Stillwater Boulevard in Oakdale’s Sewer District 8, which then flows by gravity through Oakdale’s Sewer Districts 9, 11, 7, 12, 15, and 17; and WHEREAS, prior to adding such future sanitary sewer flows, Oakdale intends to make improvements to its sanitary sewer system on Stillwater Boulevard, including relocation of Lift Station 6 and improvements to related pumps, wet wells, force mains, and other sanitary sewer infrastructure (“Project”); and WHEREAS, Oakdale and Lake Elmo entered into an Agreement to administer the ongoing obligations related to the Project, including to establish certain responsibilities and charges for Lake Elmo to pay to Oakdale for such future sanitary sewer flows; and WHEREAS, Oakdale and Lake Elmo also entered into a cooperative agreement dated August 18, 2021 to facilitate Oakdale’s construction of the Project and Oakdale and Lake Elmo’s share in the costs of the Project; and WHEREAS, Oakdale completed the preparation of plans and specifications for the Lift Station 6 Improvements, received, opened, and tabulated bids, and is recommending the award of a construction contract to the lowest responsible bidder; and WHEREAS, Oakdale has provided the City with an updated Post Bid Total Project Estimated Cost together with an estimate for Lake Elmo’s cost share in the Project to be $449,712.40. NOW, THEREFORE, BE IT RESOLVED, the City Council hereby concurs with the City of Oakdale to award a construction contract as recommended. ADOPTED BY THE LAKE ELMO CITY COUNCIL ON THE THIRD DAY OF MAY, 2022. CITY OF LAKE ELMO By: __________________________ Charles Cadenhead (Seal) Mayor ATTEST: ________________________________ Julie Johnson, City Clerk Engineers | Architects | Planners | Scientists Short Elliott Hendrickson Inc., 3535 Vadnais Center Drive, St. Paul, MN 55110-5196 SEH is 100% employee-owned | sehinc.com | 651.490.2000 | 800.325.2055 | 888.908.8166 fax April 27, 2022 Re: Oakdale, MN Lift Station 6 Improvements SEH No. OAKDA 163692 City Project 2021-02 Brian Bachmeier, PE City Engineer City of Oakdale 1584 Hadley Avenue North Oakdale, MN 55128 On Monday, April 25, 2022, at 10:00 a.m., two (2) bids were received for the above-referenced project. The low bid was submitted by Pember Companies, Inc. This is higher than the estimate for construction cost-due to factors including material prices, supply chain issues, and contractor work volume. This is not expected to improve this construction season and may worsen next year. The summary results are shown and a bid tabulation is attached. Contractor Total Bid 1 Pember Companies, Inc $1,227,658.40 2 Minger Construction Co., Inc. $1,252,749.00 Engineer's Estimate $737,800 In reliance on materials and information provided by the contractor, Pember Companies, Inc., we have determined that according to the bonding agent, they presently have the financial ability to complete the project bid. SEH makes no representation or warranty as to the actual financial viability of the contractor or its ability to complete its work. Pember Companies has also successfully completed similar work for others in surrounding communities recently. SEH engineers can conclude that they have the experience and ability to complete a project of this size and scope. Accordingly, we recommend the project be awarded to Pember Companies, Inc. in the amount of $1,227,658.40. Please contact me if you wish to discuss this or need any further information. Sincerely, Todd M. Blank, PE Principal Attachment TABULATION OF BIDSLift Station 6 ImprovementsEngineer's EstimatePember Companies, Inc. Minger Construction Co. Inc.Oakdale, MinnesotaSEH No.: OAKDA 163692Bid Date: 10:00 a.m., Monday, April 25, 2022 Item No. Item UnitEst. Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price1 MOBILIZATION LS 1 30,000.00 30,000.00 46,065.00 46,065.00 30,000.00 30,000.002 ABANDON EXISTING SANITARY LIFT STATION SYSTEMLS 1 20,000.00 20,000.00 45,000.00 45,000.00 14,000.00 14,000.003 F&I SANITARY LIFT STATION SYSTEM LS 1 400,000.00 400,000.00 728,700.00 728,700.00 730,000.00 730,000.004 REMOVE BOLLARDS EA 2 100.00 200.00 140.00 280.00 430.00 860.005 REMOVE SANITARY MANHOLE EA 3 600.00 1,800.00 1,680.00 5,040.00 3,000.00 9,000.006 REMOVE SANITARY SEWER OR FORCE MAIN PIPE LF 150 15.00 2,250.00 45.00 6,750.00 30.00 4,500.007 REMOVE SANITARY SEWER GATE VALVE & BOX EA 4 100.00 400.00 200.00 800.00 477.00 1,908.008 REMOVE POWER POLE & GUY WIRE LS 1 500.00 500.00 1,080.00 1,080.00 5,250.00 5,250.009 REMOVE STORM SEWER PIPE LF 133 10.00 1,330.00 6.00 798.00 32.00 4,256.0010 CLEAR & GRUB EA 7 600.00 4,200.00 1,100.00 7,700.00 735.00 5,145.0011 ENGINE GENERATOR 125 KW EA 1 80,000.00 80,000.00 60,700.00 60,700.00 65,000.00 65,000.0012 SALVAGE & INSTALL CASTING EA 2 600.00 1,200.00 420.00 840.00 705.00 1,410.0013 SALVAGE & INSTALL SIGN EA 2 200.00 400.00 635.00 1,270.00 700.00 1,400.0014 ADJUST GATE VALVE BOX EA 3 200.00 600.00 245.00 735.00 200.00 600.0015 REMOVE & REPLACE CONCRETE CURB AND GUTTER (B618 OR B624)LF 150 40.00 6,000.00 52.50 7,875.00 66.00 9,900.0016 REMOVE CONCRETE PAVEMENT SY 15 12.00 180.00 27.00 405.00 57.00 855.0017 REMOVE BITUMINOUS PAVEMENT SY 3005.00 1,500.00 8.20 2,460.00 15.00 4,500.0018 SAWING BIT PAVEMENT (FULL DEPTH)LF 150 8.00 1,200.00 3.90 585.00 2.00 300.0019 SITE GRADING LS 1 10,000.00 10,000.00 26,000.00 26,000.00 5,000.00 5,000.0020 BOLLARD EA 3 600.00 1,800.00 965.00 2,895.00 1,344.00 4,032.0021 AGGREGATE BASE CLASS 5 TON 450 35.00 15,750.00 34.65 15,592.50 42.00 18,900.0022 REPLACEMENT BACKFILL (SELECT GRANULAR BORROW - MOD 5%)TON 150 35.00 5,250.00 30.00 4,500.00 43.00 6,450.0023 CRUSHED ROCK PIPE FOUDATION TON 100 40.00 4,000.00 43.00 4,300.00 108.00 10,800.0024 GEOTEXTILE FABRIC TYPE IV SY200 5.00 1,000.00 4.00 800.00 4.00 800.0025 STREET SWEEPING HR 8 125.00 1,000.00 135.00 1,080.00 157.00 1,256.00$737,800.00$1,227,658.40 $1,252,749.00Short Elliott Hendrickson Inc.Page 1 of 3 TABULATION OF BIDSLift Station 6 ImprovementsEngineer's EstimatePember Companies, Inc. Minger Construction Co. Inc.Oakdale, MinnesotaSEH No.: OAKDA 163692Bid Date: 10:00 a.m., Monday, April 25, 2022 Item No. Item UnitEst. Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price$737,800.00$1,227,658.40 $1,252,749.0026 TYPE SP 9.5 WEARING COURSE MIXTURE (3,C) - STREET PATCHING(4"-6")SY 50 40.00 2,000.00 79.50 3,975.00 63.00 3,150.0027 TYPE SP 9.5 WEARING COURSE MIXTURE (2,C) - BIKE PATHTON 40 150.00 6,000.00 208.00 8,320.00 170.00 6,800.0028 CONNECT TO EXISTING STORM SEWER EA 1 500.00 500.00 1,265.00 1,265.00 2,286.00 2,286.0029 12" RC PIPE SEWER, DES 3006 CL V LF 65 50.00 3,250.00 111.50 7,247.50 113.00 7,345.0030 12" RC APRON W/TRASH GUARD EA 1 1,200.00 1,200.00 2,345.00 2,345.00 2,400.00 2,400.0031 STORM SEWER CATCH BASIN (MH TYPE B) WITH CASTING (4342)EA 1 2,000.00 2,000.00 3,560.00 3,560.00 3,577.00 3,577.0032 TRUNCATED DOMES (CAST IRON) SF 20 50.00 1,000.00 67.70 1,354.00 75.00 1,500.0033 CONNECT TO EXIST SANITARY SEWER, OR METER MHEA 3 1,000.00 3,000.00 2,090.00 6,270.00 8,585.00 25,755.0034 SANITARY MANHOLE WITH CASTING AND NEOPRENE SEALING SLEEVEEA 3 2,500.00 7,500.00 16,500.00 49,500.00 14,500.00 43,500.0035 10" PVC PIPE SEWER (SDR 26) LF 35 80.00 2,800.00 179.50 6,282.50 368.00 12,880.0036 12" PVC PIPE SEWER (SDR 26) LF 79 80.00 6,320.00 178.60 14,109.40 273.00 21,567.0037 12" DIP PIPE SEWER (CL 50) LF 20 80.00 1,600.00 283.50 5,670.00 338.00 6,760.0038 8" DIP FORCEMAIN LF 20 80.00 1,600.00 134.25 2,685.00 133.00 2,660.0039 10" DIP FORCE MAIN LF 110 80.00 8,800.00 146.10 16,071.00 180.00 19,800.0040 DIP COMPACT FITTINGS (FORCE MAIN) LB 400 10.00 4,000.00 12.80 5,120.00 16.35 6,540.0041 CONNECT TO EXISTING FORCE MAIN EA 1 3,000.00 3,000.00 4,740.00 4,740.00 7,070.00 7,070.0042 TURN OFF & CAP 1" CORPORATION STOP AT 12" WATER MAINEA 1 2,000.00 2,000.00 835.00 835.00 1,914.00 1,914.0043 OFFSET 12" DIP WATER MAIN LS 1 8,000.00 8,000.00 9,000.00 9,000.00 11,000.00 11,000.0044 F&I FLUME, ULTRASONIC LEVEL SENSOR, & WIRING IN EXIST 5' DIA MHLS 1 5,000.00 5,000.00 12,300.00 12,300.00 14,362.00 14,362.0045 TEMPORARY CONVEYANCE OF SEWER FLOWS DURING CONST. LS 1 6,000.00 6,000.00 29,000.00 29,000.00 32,000.00 32,000.0046 8" REINFORCED CONCRETE (EQUIPMENT PADS) SY 20 125.00 2,500.00 143.10 2,862.00 450.00 9,000.00Short Elliott Hendrickson Inc.Page 2 of 3 TABULATION OF BIDSLift Station 6 ImprovementsEngineer's EstimatePember Companies, Inc. Minger Construction Co. Inc.Oakdale, MinnesotaSEH No.: OAKDA 163692Bid Date: 10:00 a.m., Monday, April 25, 2022 Item No. Item UnitEst. Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price$737,800.00$1,227,658.40 $1,252,749.0047 6" REINFORCED CONCRETE PAVEMENT SY 370125.00 46,250.00 87.85 32,504.50 125.00 46,250.0048 TRAFFIC CONTROL LS 1 4,000.00 4,000.00 6,700.00 6,700.00 5,697.00 5,697.0049 CROSSWALK MULTI-COMP SF 48 10.00 480.00 9.00 432.00 6.00 288.0050 4" SOLID LINE WHITE MULTI-COMP LF 200 3.00 600.00 2.70 540.00 2.50 500.0051 SILT FENCE, TYPE PA LF 300 5.00 1,500.00 3.00 900.00 2.50 750.0052 STRAW BIOROLL LF 250 5.00 1,250.00 4.00 1,000.00 4.00 1,000.0053 TURF RESTORATION SY 1600 5.00 8,000.00 4.00 6,400.00 4.00 6,400.0054 EROSION CONTROL BLANKET (3N) SY 350 3.00 1,050.00 3.20 1,120.00 4.00 1,400.0055 INLET PROTECTION EACH 4 150.00 600.00 130.00 520.00 134.00 536.0056 CONIFEROUS TREE 8' HT (B&B) - BLACK HILLS SPRUCETREE 6 450.00 2,700.00 1,060.00 6,360.00 995.00 5,970.0057 CONIFEROUS TREE 8' HT (B&B) - BALSAM FIR TREE 6 450.00 2,700.00 1,070.00 6,420.00 995.00 5,970.00TOTAL BID PRICE$737,800 $1,252,749.00$1,227,658.40Short Elliott Hendrickson Inc.Page 3 of 3 STAFF REPORT DATE: 5/3/2022 REGULAR ITEM #: TO: City Council FROM: Marty Powers, Public Works Director AGENDA ITEM: Royal South Lift Station Generator Purchase REVIEWED BY: Kristina Handt, City Administrator BACKGROUND: The City of Lake Elmo Public Works Department utilizes backup generators on wells and sanitary lift stations. The backup generators provide uninterrupted power to the pumps, alarms and electrical controls of the lift station, should the primary electrical service fail. Of these generators, the Royal South lift station generator has experienced major engine failure. ISSUE BEFORE COUNCIL: Should the City Council approve the purchase of a replacement emergency backup generator for the Royal South lift station? PROPOSAL DETAILS/ANALYSIS: Proceeding with this purchase will insure uninterrupted electrical service to the Royal South Sanitary Lift Station by replacing a failed emergency backup generator. FISCAL IMPACT: Purchase and installation a Cummins RS80 generator shall not exceed $40,000. The funding is still being determined. The following turnkey quotes have been submitted: Kodiak Power $38,190.00 Allied Generators $36,050.00 OPTIONS: Approve Allied Generators to replace the emergency generator Deny Allied Generators in replacing the emergency generator Table the replacement until more information is gathered RECOMMENDATION: “Motion to approve Allied Generators in replacing the emergency generator for the Royal South Lift Station for an amount not to exceed $40,000” ATTACHMENTS: • Kodiak Power Quote • Allied Generator Quote Allied Generators 577 Shoreview Park Rd Shoreview, MN 55126 Phone: 651-770-3483 Fax: 651-770-6924 Customer City of Lake Elmo 1011 Palmer Dr Lake Elmo, MN 55042 Job City of Lake Elmo 1011 Palmer Dr Lake Elmo, MN 55042 Bid #: RH.9731 Bid Date: 4/26/2022 Last Updated: 4/26/2022 Primary Contact Name: City of Lake Elmo Phone: 651-747-3941 Cell: General Customer Contacts Phone: 651-747-3941 Fax: Cell: Provide labor, material and services, in accordance with the following specifications and subject to the terms of this contract. As per attached sheets Any changes or additions requested by customer or their agents may incur additional charges. any changes or alterations by others may void all warranties or guarantees. The price for the work above will be: $36,050.00 The proposal is void if not accepted in writing within 30 days after the proposal date Terms: Proposal good for 30 days *50% down, balance upon completion. Interest will be charged on all overdue accounts at 1.5% interest per month, plus any attorneys fees. System will be billed as complete if final connections or testing are delayed due to customer request. • Credit Card Payments add 3% Allied Generators By: Roger Heath________________ ACCEPTANCE: The Above prices specifications and conditions are satisfactory and hereby accepted. You are authorized to do the work as specified and payment will be made as outline above. please sign and return one copy of each page as acceptance Date of acceptance:_________________________ Signature ____________________________________ Customer City of Lake Elmo 1011 Palmer Dr Lake Elmo, MN 55042 Job City of Lake Elmo 1011 Palmer Dr Lake Elmo, MN 55042 Allied Generators 577 Shoreview Park Rd Shoreview, MN 55126 Phone: 651-770-3483 Fax: 651-770-6924 Bid #: RH.9731 Bid Date: 4/26/2022 Last Updated: 4/26/2022 Job Description 80kw Generatror replament Bid Items Generator 1 Cummins 80kw RS80 System Voltage 1 277/480V 3 Phase Transfer Switch 1 Use existing transfer switch Accessories 1 Battery 4D Extreme Cold 1 Oil Heater Kit 1 Extreme Cold-1500 Watt Heater Electrical 1 Disconnect and remove old generator. Rewire new generator Fuel 1 Natural gas piping and connection. Misc. 1 Remove existing generator Enclosure 1 Sound enclosure Breaker Size 1 100 amp Customer City of Lake Elmo 1011 Palmer Dr Lake Elmo, MN 55042 Job City of Lake Elmo 1011 Palmer Dr Lake Elmo, MN 55042 Allied Generators 577 Shoreview Park Rd Shoreview, MN 55126 Phone: 651-770-3483 Fax: 651-770-6924 Bid #: RH.9731 Bid Date: 4/26/2022 Last Updated: 4/26/2022 Job Description 80kw Generatror replament Setting and Startup Services 1 Set generator with crane 1 Generator startup, 2 hour load bank, and customer training Sales Tax 1 Sales tax NOT included Warranty 1 Standard 2 year warranty $36,050.00Total: Proposal From: Kodiak Power Systems Inc. PO Box 10555 White Bear Lake MN Phone: (612)-508-8424 Email- mproulx@kodiakpowersystems.com Web- www.kodiakpowersystems.com To: Marty Powers Title: Public Works Director Company: City of Lake Elmo Address: 3800 Laverne Ave North City: Lake Elmo, MN Phone: 651-248-7828 Email: New Equipment Used Equipment Other Quote Expiry: 14 Days Project Name: Royal South - Generator Replacement Date: 5/15/2022 Description: Proposed New 80 Kw Generator as a replacment to the existing generator at the site due to major failure. Turn-Key installation includes, removal of existing generator, new generator installation, start-up, commissioning and customer training. We propose to furnish in accordance with the following specifications terms and conditions Quantity: 1 Model: Cummins CN80 Rating: 80 KW Voltage: 480/277 Breaker: 100 Amp Switch Gear: N/A Warranty: 2-year Standard Installation: Turn-Key By Others Other: Extreme Cold Weather Package, CCV heater-Battery Heater- Upgraded Battery & JW Heater Generator Price: $ 31,990.00 Switch Gear Price: $ N/A Factory Freight: $ Included Dealer Prep: $ 500.00 Start-Up: $ 1100.00 Extended Warranty: Available * $ * Crane Charges: $ 500.00 Project Management: $ 2,500.00 Electrical Installation: $ 1,100.00 Mechanical Installation: $ 1,500.00 System Integrator (SCADA): $ N/A Concrete Pad: $ N/A Trade in Value/Credit - $ - 1000.00 Approximate Lead Time: (from date of submittal approval) 40-44 est. Weeks Terms: 50% Down- 40% Upon Delivery- 10% at completion- (15-day Net) F.O.B: On a Truck at the Job Site Placed on pad Placed by others Kodiak Power Systems Bid Price $ 38,190.00 Accepted By: Its: Date: / / 20___ •This Proposal subject to all provisions of the contract and warranty on the reverse side. • Please refer to the attached Bill of Material (Items not listed are assumed to be provided by others) STAFF REPORT DATE: May 3, 2022 CONSENT AGENDA ITEM: Economic Development Authority Appointment SUBMITTED BY: Kristina Handt, City Administrator BACKGROUND: The Economic Development Authority (EDA) is a legal entity created by the City to facilitate a well-rounded development program to create flexible business assistance and development programs. The EDA is governed by a board consisting of seven members; two members of City Council, and five of which are real property owners, in good standing, from within the jurisdictional boundary of the City of Lake Elmo, who are appointed by the Mayor with Council approval. Two alternates are also appointed. Currently there is one vacant term ending 12/31/2023 as well as the two alternate positions on the EDA. ISSUE BEFORE COUNCIL: Who should the Mayor appoint and Council confirm to the Economic Development Authority? PROPOSAL: Paul Ryberg who previously served on the EDA has applied fro reappointment. OPTIONS: Council may appoint Ryberg to the EDA and/or continue to advertise for applicants. RECOMMENDATION: “Motion to appoint Paul Ryberg to the Economic Development Authority for a term ending 12/31/23” ATTACHMENTS: • None Staff Report DATE: 5/3/2022 MOTION AGENDA ITEM: Parks Commission 2022 Work Plan SUBMITTED BY: Ben Hetzel, City Planner REVIEWED BY: Marty Powers, Public Works Director Kristina Handt, City Administrator BACKGROUND: Per Section 32.092 of the Lake Elmo City Code, the Parks Commission is tasked with developing an annual work plan, including a list of projects, maintenance items, programs and goals for the year. Staff built off of the 2021 work plan to establish the 2022 Parks Commission Work Plan. The Plan is intended to assess and then implement overall goals of the Parks Commission and outlines projects that the Commission and staff will work on throughout the upcoming year, yet has the flexibility to respond to priorities should they emerge. The projects are broken down in to the following categories:  Planning and Policy – This section addresses the larger long term park projects and funding opportunities.  Development & Equipping –Projects that will be carried out in the following year. o This would be limited to projects approved through CIP. o This provides an opportunity to break down specific tasks associated with developing and equipping.  Maintenance & Refurbishing – Projects in this category are carried out by public works staff and does not rely on the Park Dedication money for funding.  Nature & Conservation – What specific activities can the Parks Commission carry out this year to promote open space character and commitment to the environment via nature observation amenities and targeted conservation programs? Also, continue to implement conservation efforts and remediation of invasive species.  Park Awareness – Establishes the goals and ways in which staff and the commission can receive feedback from the community. The City currently uses an online survey tool to reach out to residents with hopes of understanding what the needs of the community might be.  Finance – How, specifically, does the Parks Commission want to spend and budget Parks and Recreation funds? o This will of course go hand-in-hand with planning and audit but this specifically should focus on next tasks to be carried out in terms of budget. ISSUE BEFORE THE CITY COUNCIL: Would the City Council like to approve the 2022 Work Plan? DETAILS AND ANALYSIS: Staff have outlined some of the changes between the 2021 Work Plan and the 2022 Work Plan. The 2022 Work Plan was heavily focused on the 2021 Work Plan due to the large gap in Park Commission meetings. The Parks Commission recommended approval of the presented Parks Commission 2022 Work Plan at the April 18, 2022 meeting. Following the motion to recommend approval to City Council, the Parks 2 Commission discussed and identified two additional items that should be included in the 2022 Work Plan. The two additional items are identified in their appropriate categories below: Planning and Policy – Minimal changes in this section. Staff find the Projects and Specific Tasks outlined in 2021 are applicable to 2022. Development & Equipping – Changes to this section focus on trail connectivity. Specific trails and parks have been identified to be connected to each other. Other potential projects include exploring the viability of a disc golf course.  Add “Hamlet to Tapestry Trail” to the list of City Trail Connections in 2022 Work Plan. (Additional item identified by Parks Commission and already included in the 2022 CIP) Maintenance & Refurbishing – The majority of this section focuses on maintaining current park amenities.  Add “Create a policy for which parks should have a portable toilet.” (Additional item identified by Parks Commission) Nature & Conservation – No changes from 2021 Work Plan. Park Awareness- No changes from 2021 Work Plan. Finance- No changes from 2021 Work Plan. OPTIONS: 1. Approve the Parks Commission 2022 Work Plan as presented. 2. Amend and then adopt the Parks Commission 2022 Work Plan to include the Hamlet to Tapestry Trail Connection and Create a policy for which parks could add a portable toilet. FISCAL IMPACT: Fiscal impacts are outlined and confirmed in the Capital Improvement Plan (CIP). CIP items are funded through the Park Dedication Fund while Development & Equipping items are funded through the Public Works Budget. RECOMMENDATION: Staff recommends the following motion: “Motion to adopt the 2022 Parks Commission Work Plan and include the Hamlet to Tapestry Trail Connection and Create a policy for which parks should have a portable toilet.” ATTACHMENTS: 1. 2022 Parks Commission Work Plan Draft 2022 Parks Commission Strategic Work Plan The City of Lake Elmo Park Commission has affirmed their overall goals to be: 1) Ensure that our parks and trail system are constructed / maintained. 2) Provide recreational amenities that will attract more users of public lands as well as property tax payers to the City. 3) Create a safe environment in all our parks. 4) Serve as a reviewing body to make sure the “open space” character development is preserved in new developments. With the broader priorities defined, the 2022 Park Commission Strategic Work Plan has been broken down into six segments: Planning & Policy; Park Development & Equipping; Maintenance & Refurbishing; Nature & Conservation; Park Awareness; and Finance. Status and Timeline (projected months in which project will be brought to Parks Commission meeting) are also indicated in order to better manage goals and objectives. Planning and Policy Assess future park needs. Project Specific Tasks Status Timeline Work with the County on implementing the Central Greenway Trail Master Plan. • Assist Washington County when necessary. • Work with Washington County on funding opportunities. Met Council has approved the master plan. (Ongoing) As road projects or other opportunities become available Staff will work to help develop segments of the trial Development Review • Continue to make recommendations on development applications with a focus on proper equipping of parks and available park funding. • Have available 5 year CIP upon request Ongoing Ongoing Park Use plan • Outline the needs of the City and neighborhood for amenities within the park. Apply findings to CIP. In Progress Ongoing Look for Grant Opportunities • Look for grant opportunities that aide in development of parks within the City. Ongoing Ongoing Development & Equipping Begin work on approved projects (those in the Capital Improvement Plan or have received a form of funding approval). Project Specific Tasks Status Timeline Dog Park • Review City parks/land to determine where a dog park may be located. In Process 2023 or whenever location is identified City Trail Connectivity • Connect Ivywood Park to Stonegate Park • Pave Stonegate Trails connecting to Lake Ridge Crossing. • Connect Wildflower to Tana Ridge In progress 2022/2023 City Trail Connectivity • Continue identifying trails within the City that can be connected to each other On Going On Going Klies Park Disc Golf • Add disc golf course, potentially remove ball field and/or playset Begin poling neighborhood 2022 2023 Maintenance & Refurbishing Maintain and upgrading park facilities in a manner that increases park use for a relevant experience. Project Specific Tasks Status Timeline Garbage Cans and Tree Plantings • Trash can replacement • New Tree plantings Ongoing 2022/2023 Park needs assessment • To be completed by public works staff. In progress Yearly City Trails • The Public Works and Planning Department will continue updating trail maps. 2022 Ongoing Sunfish Lake Park • Work with MORC to maintain the single track trails. • Prescribed prairie burn and weed control • Continue with buckthorn removal project In progress 2022/2023 Asphalt Trail Maintenance • Crack fill and seal coat • Tree trimming In progress 2021/2022 Trail Bridges and Stairs • Repair and stain trail bridges and stairs 2022/2023 2022/2023 Reid Park, Pebble Park, and Demontriville wildlife nature trails • Widen for maintenance access and potential winter grooming • Improve wet areas 2022 2022 Nature & Conservation Mission Statement: To promote the open space character and commitment to the environment via nature observation amenities and targeted conservation programs. Project Specific Tasks Status Timeline Sunfish Lake Forest Management Plan • Continue to work and build off of the existing management plan. In Progress On going Sally Manzara Nature Center • Provide support as detailed in the agreement. In Progress On going Park Awareness Mission Statement: To promote the utilization of City Parks Project Specific Tasks Status Timeline Resident Survey • Survey residents on park amenities via new survey tool. As Required Ongoing Finance Mission Statement: To effectively spend parkland dedication funds to meet the objectives of each year’s Strategic Plan of Work while maintaining a minimum fund balance of $100,000. Project Specific Tasks Status Timeline Update Capital Improvement Plan if needed to accomplish goals outlined herein. • Reassess funding priorities as needed. As needed April/May 2022 Provide Budget Updates as necessary • Provide financials on park dedication fund upon request. As requested Ongoing