HomeMy WebLinkAbout#11 - Village Parkway-UPRR Crossing Improvement
STAFF REPORT
DATE: April 1, 2025
REGULAR
TO: City Council
FROM: Jack Griffin, Sr. Project Manager
AGENDA ITEM: Accept Bids and Award Contract for the Village Parkway UPRR Crossing
Improvements
REVIEWED BY: Nicole Miller, City Administrator
Clarissa Hadler, Finance Director
Marty Powers, Public Works Director
Nate Stanley, City Engineer
Chad Isakson, Assistant City Engineer
CORE STRATEGIES:
☐ Vibrant, inclusive, connected community ☐ Efficient, reliable, innovative services ☐ Responsive, transparent, adaptive governance ☐ Balanced Finances now and future ☒ Managed Growth ☒ Resilient Infrastructure
BACKGROUND: On January 21, 2025, the City Council approved the plans and specifications
for the Village Parkway UPRR Crossing Improvements 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 Project includes a new at-grade railroad crossing over the Union Pacific Railroad to
accommodate the future connection of Village Parkway from 30th Street North to CSAH-14, to
provide vehicle and pedestrian connectivity to the Village center. A 12-inch trunk watermain
crossing is also part of the Project, extending the trunk watermain across the Union Pacific
Railroad for future connection on the north side.
ISSUE BEFORE COUNCIL: Should the City Council accept bids and award a contract for the
Village Parkway UPRR Crossing Improvements?
PROPOSAL DETAILS/ANALYSIS: Bids were received and opened electronically on March
20, 2025. The City received 6 bids for this project, ranging from $587,948.01 to $1,102,220.60.
New Look Contracting, Inc. provided the lowest bid in the amount of $587,948.01. Following
review and verification of the bid tabulations, the City Engineer and SEH, Inc., the engineering
design consultant, are recommending that the Council award the contract to the lowest responsible
bidder, New Look Contracting, Inc., as outlined in the attached letter.
The bids were originally scheduled to be received on February 20, 2025, but were delayed by
addendum to allow time to obtain additional temporary easements and incorporate a temporary
haul route for the Project. SEH, Inc. required additional design fees in the amount of $9,000 for
this work, including topographic surveying, plan revisions, easement research and preparation of
easement documents, and coordination with Northern Natural Gas and VBWD.
FISCAL IMPACT: The Post-Bid Total Estimated Project Cost is $1,454,000, including
$1,018,518 for the At-Grade Roadway Crossing and $435,482 for the Trunk Watermain Crossing.
Contractor bids came in slightly higher than estimated and additional costs have been included for
the required haul route and haul route easement acquisition. Bids were also more heavily weighted
toward the trunk watermain improvements with the Village Parkway roadway work coming in
under budget ($1,018,518 vs. $1,065,000) and the trunk watermain improvements coming in over
budget ($435,482 vs. $352,800). Once the project is constructed, the City will also be required to
pay annual maintenance fees to the Union Pacific Railroad in the amount of $14,730.
The street portion of the project will be paid for with cash from Fund 430 – Railroad
Improvements. The watermain portion of the project will be paid for with cash from the Water
Fund. A portion of the street improvements have been offset by “Railroad Crossing Improvement”
fees collected from adjacent developments.
RECOMMENDATION: Staff is recommending that the City Council approve a Resolution
accepting bids and awarding a contract for the Village Parkway UPRR Crossing Improvements.
The recommended motion for this action is as follows:
Motion to approve Resolution No. 2025-035, Accepting Bids and Awarding a Contract to
New Look Contracting, Inc. for the bid amount of $587,948.01, for the Village Parkway
UPRR Crossing Improvements.”
Staff is also recommending that the City Council approve an increase in the SEH, Inc. design
services contract in the amount of $9,000, and authorize the City Administrator to enter into a
material testing contract in the not-to-exceed amount of $10,000. These amounts are included in
the Post-Bid Total Estimated Project s Cost. Proposals will be obtained from Braun Intertec and
AET, Inc. The recommended motion for this action is as follows:
“Move to approve an increase in the SEH, Inc. design services contract in the amount of
$9,000, and authorize the City Administrator to enter into a material testing contract with
Braun Intertec in the not-to-exceed amount of $10,000.”
ATTACHMENTS:
1. Resolution Accepting Bids and Awarding a Contract for the Village Parkway UPRR
Crossing Improvements.
2. Consultant’s Letter of Award Recommendation and Tabulation of Bids.
3. Post-Bid Total Estimate of Project Cost.
4. Location Exhibit.
CITY OF LAKE ELMO
WASHINGTON COUNTY
STATE OF MINNESOTA
RESOLUTION NO. 2025-035
A RESOLUTION ACCEPTING BIDS AND AWARDING A CONTRACT
FOR THE VILLAGE PARKWAY UPRR CROSSING IMPROVEMENTS
WHEREAS, pursuant to an advertisement for bids for the Village Parkway UPRR
Crossing Improvements, 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, New Look
Contracting, Inc., for the bid amount of $587,948.01.
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 FIRST DAY OF APRIL, 2025.
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 21, 2025 RE: Lake Elmo, MN
Village Parkway UPRR Crossing
Improvements
City Project No. 2019.122
SEH No. LAKMO 152477
Mr. Jack Griffin
City of Lake Elmo
3880 Laverne Ave. N
Lake Elmo, MN 55042
On Thursday, March, 20, 2025 at 10:00 a.m., six (6) bids were received for the above-referenced project.
The bids ranged from a high of $1,102,220.60 to a low of $587,948.01. The low bid received was
submitted by New Look Contracting, Inc., of Rogers, MN in the amount of $587,948.01.
Contractor Total Bid
1 New Look Contracting, Inc. $587,948.01
2 Pember Companies, Inc. $781,088.74
3 Minger Construction Co. Inc. $798,475.31
4 Urban Companies $813,781.90
5 A-1 Excavating LLC $834,539.40
6 Forest Lake Contracting, Inc. $1,102,220.60
Engineer's Estimate $623,648.40
This contractor has completed similar street and utility work in other Twin Cities area communities and
SEH engineers can conclude that New Look Contracting, Inc. has the experience and ability to complete
a project of this size and scope. Accordingly, we recommend the project be awarded to New Look
Contracting, Inc. in the amount of $587,948.01, which compares favorably to the Engineer’s Estimate
shown above.
Please contact me if you need any additional information or wish to discuss further. I can be reached at
651.490.2055 or shaupt@sehinc.com.
Sincerely,
Scott Haupt, PE
Project Manager
(Lic. MN, WI)
ah
s:\ko\l\lakmo\152477\6-bid-const\bidding docs\bids received\lake elmo_village park_recommendation letter.docx
TABULATION OF BIDS 1 2 3 4 5 6
Village Parkway UPRR Crossing Improvements Engineer's Estimate New Look Contracting, Inc. Pember Companies, Inc. Minger Construction Co. Inc. Urban Companies A-1 Excavating LLC Forest Lake Contracting, Inc.
Lake Elmo, MN 14045 Northdale Blvd, N4449 469th Street 620 Corporate Drive, 3781 Labore Rd. 8237 State Highway 64, 14777 Lake Drive, Forest
SEH No.: LAKMO 152477 Rogers, MN 55374 Menomonie, WI 54751 Jordan, MN-55352 St. Paul, MN 55110 Bloomer, WI-54724 Lake, MN-55025
Bid Date: 10:00 AM CST, on Tuesday, February, 18, 2025
Line No. Item No. Item Unit
Est.
Quantity Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price
1 2021.501 MOBILIZATION LS 1 $50,000.00 $50,000.00 $58,250.00 $58,250.00 $147,540.00 $147,540.00 $175,000.00 $175,000.00 $115,000.00 $115,000.00 $157,600.00 $157,600.00 $55,000.00 $55,000.00
2 2101.505 CLEARING ACRE 3 10,000.00 30,000.00 6,195.00 18,585.00 5,800.00 17,400.00 6,120.00 18,360.00 11,000.00 33,000.00 12,000.00 36,000.00 8,000.00 24,000.00
3 2101.505 GRUBBING ACRE 0.4 15,000.00 6,000.00 10,935.00 4,374.00 10,250.00 4,100.00 10,800.00 4,320.00 10,000.00 4,000.00 16,000.00 6,400.00 15,000.00 6,000.00
4 2104.502 REMOVE CONCRETE MEDIAN NOSE EACH 2 500.00 1,000.00 65.00 130.00 200.00 400.00 240.00 480.00 300.00 600.00 1,000.00 2,000.00 2,000.00 4,000.00
5 2104.501 SALVAGE 12"X6" REDUCER, 6" GV & BOX, &
HYDRANT ASSEMBLY
LS 1 5,000.00 5,000.00 1,440.00 1,440.00 800.00 800.00 5,009.00 5,009.00 5,000.00 5,000.00 2,000.00 2,000.00 6,000.00 6,000.00
6 2104.502 SALVAGE TYPE III BARRICADE EACH 4 100.00 400.00 112.00 448.00 100.00 400.00 110.00 440.00 100.00 400.00 100.00 400.00 100.00 400.00
7 2104.502 SALVAGE & INSTALL SIGN TYPE C EACH 4 250.00 1,000.00 298.00 1,192.00 280.00 1,120.00 295.00 1,180.00 350.00 1,400.00 400.00 1,600.00 500.00 2,000.00
8 2104.503 SAWING BITUMINOUS PAVEMENT (FULL DEPTH) LF 48 5.00 240.00 6.00 288.00 3.55 170.40 5.50 264.00 10.00 480.00 5.00 240.00 8.00 384.00
9 2104.503 REMOVE CURB & GUTTER LF 270 10.00 2,700.00 6.00 1,620.00 7.00 1,890.00 8.65 2,335.50 10.00 2,700.00 6.00 1,620.00 15.00 4,050.00
10 2104.503 REMOVE FENCE LF 50 10.00 500.00 9.00 450.00 8.00 400.00 4.15 207.50 10.00 500.00 10.00 500.00 18.00 900.00
11 2104.504 REMOVE BITUMINOUS PAVEMENT SY 342 6.00 2,052.00 6.75 2,308.50 6.75 2,308.50 9.30 3,180.60 15.00 5,130.00 10.00 3,420.00 13.00 4,446.00
12 2104.518 REMOVE CONCRETE WALK SF 640 4.00 2,560.00 1.75 1,120.00 2.50 1,600.00 1.95 1,248.00 2.00 1,280.00 2.00 1,280.00 3.00 1,920.00
13 2105.607 COMMON EXCAVATION (EV) CY 533 30.00 15,990.00 33.00 17,589.00 45.50 24,251.50 12.00 6,396.00 25.00 13,325.00 18.00 9,594.00 45.00 23,985.00
14 2105.609 SELECT GRANULAR BORROW - MOD 5% TON 4000 25.00 100,000.00 18.00 72,000.00 20.20 80,800.00 25.50 102,000.00 18.00 72,000.00 18.00 72,000.00 21.00 84,000.00
15 2106.601 TEMPORARY ACCESS ROAD LS 1 65,000.00 65,000.00 13,000.00 13,000.00 25,000.00 25,000.00 17,225.00 17,225.00 100,000.00 100,000.00 50,000.00 50,000.00 100,000.00 100,000.00
16 2123.61 STREET SWEEPER (WITH PICKUP BROOM) HOUR 15 160.00 2,400.00 1.00 15.00 170.00 2,550.00 180.00 2,700.00 200.00 3,000.00 150.00 2,250.00 250.00 3,750.00
17 2211.509 AGGREGATE BASE CLASS 6 TON 682 40.00 27,280.00 32.00 21,824.00 30.00 20,460.00 48.85 33,315.70 42.00 28,644.00 24.00 16,368.00 70.00 47,740.00
18 2357.506 BITUMINOUS MATERIAL FOR TACK COAT GAL 60 5.00 300.00 5.00 300.00 3.20 192.00 4.45 267.00 4.60 276.00 5.00 300.00 3.00 180.00
19 2360.509 TYPE SP 9.5 WEARING COURSE MIX (2,B) TON 35 180.00 6,300.00 258.00 9,030.00 145.00 5,075.00 245.00 8,575.00 253.00 8,855.00 120.00 4,200.00 100.00 3,500.00
20 2360.509 TYPE SP 9.5 WEARING COURSE MIX (3,C) TON 100 120.00 12,000.00 154.00 15,400.00 165.60 16,560.00 163.70 16,370.00 169.00 16,900.00 120.00 12,000.00 105.00 10,500.00
21 2360.509 TYPE SP 12.5 WEARING COURSE MIX (3,C) TON 100 120.00 12,000.00 148.00 14,800.00 111.50 11,150.00 161.50 16,150.00 167.00 16,700.00 120.00 12,000.00 105.00 10,500.00
22 2504.601 INSTALL 12"X6" REDUCER, 6" GV & BOX, & HYDRANT
ASSEMBLY
LS 1 8,000.00 8,000.00 5,935.00 5,935.00 3,425.00 3,425.00 2,915.00 2,915.00 8,000.00 8,000.00 9,700.00 9,700.00 8,000.00 8,000.00
23 2504.602 CONNECT TO EXISTING WATER MAIN EACH 1 2,500.00 2,500.00 2,850.00 2,850.00 2,765.00 2,765.00 5,650.00 5,650.00 10,000.00 10,000.00 8,900.00 8,900.00 8,000.00 8,000.00
24 2504.602 12" GATE VALVE & BOX EACH 1 7,500.00 7,500.00 6,380.00 6,380.00 5,775.00 5,775.00 7,275.00 7,275.00 10,000.00 10,000.00 9,200.00 9,200.00 10,000.00 10,000.00
25 2504.603 12" WATER-MAIN DUCTILE IRON CL 52 LF 25 120.00 3,000.00 237.00 5,925.00 181.00 4,525.00 214.00 5,350.00 300.00 7,500.00 380.00 9,500.00 400.00 10,000.00
26 2504.603 36" STEEL CASING PIPE (JACKED) (INCLUDES 12" DIP
WM, CL 52)
LF 120 1,200.00 144,000.00 1,739.00 208,680.00 2,450.00 294,000.00 1,975.00 237,000.00 1,250.00 150,000.00 2,660.00 319,200.00 4,500.00 540,000.00
27 2504.608 DUCTILE IRON FITTINGS LB 593 12.00 7,116.00 12.00 7,116.00 12.40 7,353.20 12.00 7,116.00 15.00 8,895.00 1.00 593.00 10.00 5,930.00
28 2521.518 5" CONCRETE WALK SF 1655 8.00 13,240.00 7.75 12,826.25 7.60 12,578.00 8.25 13,653.75 10.00 16,550.00 8.00 13,240.00 12.00 19,860.00
29 2521.518 6" CONCRETE WALK SF 353 12.00 4,236.00 18.25 6,442.25 7.75 2,735.75 17.40 6,142.20 19.00 6,707.00 18.00 6,354.00 27.00 9,531.00
30 2531.503 CONCRETE CURB & GUTTER DESIGN B618 (TIP-OUT) LF 365 25.00 9,125.00 32.25 11,771.25 40.00 14,600.00 36.15 13,194.75 44.00 16,060.00 32.00 11,680.00 33.00 12,045.00
31 2531.503 CONCRETE CURB & GUTTER DESIGN B624 LF 390 30.00 11,700.00 34.25 13,357.50 42.00 16,380.00 39.10 15,249.00 46.00 17,940.00 34.00 13,260.00 36.00 14,040.00
32 2531.504 6" CONCRETE DRIVEWAY PAVEMENT SY 35 80.00 2,800.00 95.00 3,325.00 82.35 2,882.25 94.00 3,290.00 106.00 3,710.00 90.00 3,150.00 167.00 5,845.00
33 2531.602 CONCRETE MEDIAN NOSE-SPECIAL EACH 3 1,000.00 3,000.00 722.00 2,166.00 455.00 1,365.00 640.00 1,920.00 700.00 2,100.00 800.00 2,400.00 800.00 2,400.00
34 2531.618 TRUNCATED DOMES SF 56 100.00 5,600.00 72.25 4,046.00 58.00 3,248.00 72.40 4,054.40 75.00 4,200.00 71.00 3,976.00 80.00 4,480.00
35 2563.601 TRAFFIC CONTROL LS 1 7,500.00 7,500.00 250.00 250.00 1,500.00 1,500.00 1,670.00 1,670.00 60,000.00 60,000.00 1,000.00 1,000.00 3,000.00 3,000.00
36 2563.602 INSTALL TYPE III BARRICADE EACH 4 1,000.00 4,000.00 310.00 1,240.00 290.00 1,160.00 305.00 1,220.00 400.00 1,600.00 400.00 1,600.00 500.00 2,000.00
37 2563.602 TEMPORARY TYPE III BARRICADE (TO BECOME
PROPERTY OF CITY)
EACH 6 1,000.00 6,000.00 445.00 2,670.00 420.00 2,520.00 440.00 2,640.00 500.00 3,000.00 500.00 3,000.00 550.00 3,300.00
38 2564.502 OFF ROAD STRUCTURE MARKER EACH 1 500.00 500.00 197.00 197.00 185.00 185.00 195.00 195.00 125.00 125.00 150.00 150.00 150.00 150.00
39 2564.518 SIGN PANEL TYPE C SF 52.22 70.00 3,655.40 58.00 3,028.76 55.20 2,882.54 58.00 3,028.76 75.00 3,916.50 70.00 3,655.40 80.00 4,177.60
40 2573.502 STORM DRAIN INLET PROTECTION EACH 2 500.00 1,000.00 170.00 340.00 140.00 280.00 170.00 340.00 400.00 800.00 200.00 400.00 300.00 600.00
41 2573.503 SILT FENCE, TYPE MS LF 1063 4.00 4,252.00 5.00 5,315.00 2.30 2,444.90 2.45 2,604.35 4.00 4,252.00 3.00 3,189.00 3.00 3,189.00
42 2573.503 SEDIMENT CONTROL LOG TYPE WOOD FIBER LF 600 4.00 2,400.00 5.00 3,000.00 2.60 1,560.00 5.00 3,000.00 6.00 3,600.00 4.00 2,400.00 3.00 1,800.00
43 2574.507 COMMON TOPSOIL BORROW (PULVERIZED) (LV) CY 200 40.00 8,000.00 36.00 7,200.00 53.50 10,700.00 50.00 10,000.00 55.00 11,000.00 5.00 1,000.00 70.00 14,000.00
44 2575.504 ROLLED EROSION PREVENTION CATEGORY 25 SY 1950 4.00 7,800.00 2.50 4,875.00 1.55 3,022.50 1.95 3,802.50 3.00 5,850.00 2.00 3,900.00 2.00 3,900.00
45 2575.505 SEEDING (INCLUDES SEED, HYDRAULIC SOIL
STABALIZER & FERTILIZER, TYPE 4)
ACRE 2.5 2,000.00 5,000.00 790.00 1,975.00 3,750.00 9,375.00 7,240.00 18,100.00 6,000.00 15,000.00 1,000.00 2,500.00 5,000.00 12,500.00
46 2575.605 HYDRAULIC MULCH MATRIX ACRE 2.5 1,500.00 3,750.00 1,975.00 4,937.50 1,540.00 3,850.00 3,175.00 7,937.50 3,000.00 7,500.00 1,000.00 2,500.00 1,900.00 4,750.00
47 2582.503 12" SOLID LINE MULTI COMP LF 16 12.00 192.00 12.00 192.00 8.50 136.00 8.90 142.40 12.70 203.20 10.00 160.00 8.00 128.00
48 2582.503 24" SOLID LINE MULTI COMP LF 68 15.00 1,020.00 23.00 1,564.00 17.00 1,156.00 18.00 1,224.00 13.30 904.40 20.00 1,360.00 16.00 1,088.00
49 2582.518 PAVT MSSG PREF THERMO GR IN SF 76 20.00 1,520.00 36.00 2,736.00 26.50 2,014.00 27.85 2,116.60 29.90 2,272.40 30.00 2,280.00 25.00 1,900.00
50 2582.518 CROSSWALK PREF THERMO GR IN SF 168 15.00 2,520.00 20.50 3,444.00 14.90 2,503.20 15.60 2,620.80 17.30 2,906.40 15.00 2,520.00 14.00 2,352.00
$813,781.90 $834,539.40 $1,102,220.60
TOTAL BID PRICE $623,648.40 $781,088.74 $798,475.31$587,948.01
$623,648.40 $587,948.01 $781,088.74 $798,475.31
$813,781.90 $834,539.40 $1,102,220.60
Short Elliott Hendrickson Inc. Page 1 of 1
VILLAGE PARKWAY UPRR CROSSING IMPROVEMENTS
PROJECT NO. 2019.122
CITY OF LAKE ELMO, MINNESOTA
DATE: MARCH 2025
ENGINEER'S OPINION OF PROBABLE COST - POST BID VILLAGE
PARKWAY
TRUNK
WATERMAIN TOTAL PROJECT
Estimated TOTAL Construction Cost $310,466 $277,482 $587,948
Contingencies at 10% $16,452 $14,000 $30,452
Easement Acquisition (UPRR Easement) $22,000 $20,000 $42,000
Engineering Services: Preliminary and Final Design $72,100 $65,000 $137,100
Engineering Services: Construction Administration: $19,000 $16,000 $35,000
Construction Observation: $13,000 $12,000 $25,000
Geotechnical Engineering: $8,500 $7,500 $16,000
Legal, Fiscal and Administration: $9,000 $8,000 $17,000
Estimated UPRR Signal Improvements $335,000 $335,000
Estimated UPRR Surface Crossing Improvements $200,000 $200,000
Estimated UPRR Track Monitoring Costs (Est. Pending) $13,000 $12,000 $25,000
UPRR Pipeline Crossing Permits and License Fees $3,500 $3,500
Total Estimated Project Cost: $1,018,518 $435,482 $1,454,000
Annual UPRR Signal Maintenance Cost (at $278.25 per Unit: 41 Units) $11,408
Annual UPRR Surface Maintenance Cost $3,322