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Home My WebLink About#07 - 2023 Trail Improvements STAFF REPORT DATE: May 2, 2023 CONSENT AGENDA ITEM: Approve Plans and Specifications and Order Advertisement for Bids for the 2023 Trail Improvements 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 approve the Plans and Specifications and Order the Advertisement for the 2023 Trail Improvements? BACKGROUND: On June 21, 2022, the City Council authorized engineering services and preparation of the plans and specifications for the 2022 Trail Improvements. The project was initiated as part of the 2022 Parks Commission work plan, approved on May 3, 2022. During detailed design, staff recommended that the project be deferred to 2023 construction to allow for the acquisition of easements that would be needed to construct the improvements. The Project was amended in February, 2023 to combine the Park Commission work plan trail segments for 2022 and 2023 as one project, renamed as the “2023 Trail Improvements.” The project includes approximately 7,260 feet of new trail segments, paving existing gravel trail segments, and reconstruction of existing paved trails. Trail segments include Stonegate neighborhood trails (Trail A, Trail B, Trail C and Trail D); the Hamlet on Sunfish Lake to Tapestry trail connection; the “City Walking Path”; the Sunfish Ponds Walking Trails; and the DeMontreville Wildlife Area Walking Path. Trail construction or reconstruction will consist of common excavation and grading, installation of an aggregate base, pavement, and pedestrian ramp installation in accordance with the City Engineering Design Standards. PROPOSAL DETAILS/ANALYSIS: The plans and specifications have been completed for the improvements and are ready to be advertised for contractor bids. A bid date has been scheduled for May 25, 2023. Once received, bids will be reviewed by staff with results to be presented to council on June 6, 2023 to consider awarding a construction contract. FISCAL IMPACT: The project will be funded through the City’s park funds and will not be assessed to benefitting properties. 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. RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the consent agenda, a Resolution approving the plans and specifications and ordering the advertisement for bids for the 2023 Trail Improvements. If removed from the consent agenda, the recommended motion for this action is as follows: “Move to approve Resolution No. 2023-042, approving the Plans and Specifications and Ordering the Advertisement for Bids for the 2023 Trail Improvements.” ATTACHMENTS: 1. Resolution approving the Plans and Specifications and Ordering the Advertisement for Bids for the 2023 Trail Improvements. 2. Location Map. 3. Project Schedule. 4. Advertisement for Bids. *Project Plans and Specifications available for review at City Hall. CITY OF LAKE ELMO WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2023-042 A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE 2023 TRAIL IMPROVEMENTS WHEREAS, pursuant to City Council resolution, adopted on June 21, 2022, the City Engineer, together with TKDA, Inc., has prepared plans and specifications for 2023 Trail Improvements 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 21 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 SECOND DAY OF MAY, 2023. 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CROIX SANCTUARY PARK EDENPARK PILOTPARK HAMMESPARK GOOSE LAKEPARK F 0 10.5 Miles Created By: Planning Department PROJECT SCHEDULE CITY OF LAKE ELMO 2023 TRAIL IMPROVEMENTS PROJECT NO. 2022.117 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 MAY 2, 2023 Council approves Plans and Specifications and orders Advertisement for Bids. MAY 26, 2023 Project Bid Date: Receive contractor bids. JUNE 6, 2023 Council accepts Bids and awards Contract. JULY 3, 2023 Conduct Pre-Construction Meeting and issue Notice to Proceed. • SEPTEMBER 8, 2023 Substantial Completion. • OCTOBER 7, 2023 Final Completion. CITY OF LAKE ELMO, MN. | PROJECT NO. 2022.117 ADVERTISEMENT FOR BIDS 0100-1 SECTION 0100 – ADVERTISEMENT FOR BIDS 2023 TRAIL IMPROVEMENTS PROJECT NO. 2022.117 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 CDT, on Friday, May 26, 2023, via QuestCDN for furnishing all work and materials for the construction, complete in place, of the 2023 Trail Improvements, consisting of the major work items in the following approximate quantities: 3200 CU YD Common Excavation 3200 SQ YD Remove Bituminous Pavement 2900 TON Aggregate Base Construction 900 TON Bituminous Surfacing 230 LIN FT Concrete Curb and Gutter 11 EA Concrete Pedestrian Ramps 10 EA Clear and Grub Tree 16 LF 15” RCP Storm Sewer 4000 SQ YD Sodding 2500 SQ YD Seeding 500 CU YD Topsoil Borrow 13 SQ FT Sign Panels The bid opening will be conducted via Microsoft TEAMS Meeting, at which time the bids will be publicly opened and read aloud: 2023 Trail Improvements Bid Opening Friday, May 26, 2023 10:00 AM – 10:30 AM (CDT) https://tinyurl.com/LakeElmo2023TrailImprovements Or call in (audio only): 651-300-3371 Phone Conference ID: 922 050 224# 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 TKDA, Inc., 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. 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 $25.00 by inputting Quest Project No. 8494805 on the website’s Project search page. Please contact QuestCDN at (952) 233-1632 or CITY OF LAKE ELMO, MN. | PROJECT NO. 2022.117 ADVERTISEMENT FOR BIDS 0100-2 info@QuestCDN.com for assistance in free membership registration, downloading, and working with this digital project information. For this project, bids will ONLY be received electronically. Contractors submitting an electronic bid will be charged an additional $30 at the time of bid submission via the online electronic bid service QuestCDN.com. To access the electronic Bid Worksheet, 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 shall be completed according to the Bidding Requirements prepared by TKDA dated May 2, 2023. A Bid shall be submitted online no later than the date and time prescribed. For this project the City will only be accepting online electronic bids through Quest CDN. Prospective bidders must be on the planholders list through QuestCDN for bids to be accepted. Bids will only be accepted from Contractors who purchase Bidding Documents as specified above. 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 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 2, 2023 Julie Johnson, City Clerk City of Lake Elmo PUBLISHED: QuestCDN.com: May 5, 2023 Stillwater Gazette: May 5 and May 12, 2023