Adopt Resolution #20-142 Authorizing Requests for Quotes to Relocate Sand Stockpiled on The COR Infiltration Basin site to Municipal Plaza Park

Purpose:
The purpose of this case is to adopt Resolution #20-142 authorizing Requests for Quotes to relocate the sand stockpiled on The COR Infiltration Basin site to the Municipal Plaza park site. 

Background:
The COR Infiltration Basin Improvements produced approximately 8,000 cubic yards of excess sand, which is stockpiled north of the infiltration basins.  Plans to relocate this sand stockpile to the Municipal Plaza park property located north of Sunwood Drive and west of Center Street have been discussed with the Public Works Committee.  The consensus of the Committee is to use this sand for filling Municipal Plaza park as soon as practical.
 
Final plans for The COR Infiltration Basin Improvements determined that 35,000 cubic yards of excess sand would be generated.  Less than half the excess sand was to be used to fill in two low-lying City-owned properties in The COR including the property east of Zeolite Street between Veteran’s Drive and Sunwood Drive, and the Municipal Plaza park property.  The remaining sand was to be stockpiled on City-owned property to the north.
 
Excess sand was never placed on the Municipal Plaza park property due to two issues that arose early in the project.  First, an unmarked fiber optic line needed to be relocated, which delayed construction for a few weeks.  Second, a deep topsoil vein was discovered which further delayed construction and reduced the volume of excavated sand.  The delays in construction and reduction of excess sand resulted in a decision to haul and place the excess sand on the property east of Zeolite Street first.  There simply was not enough time to establish new turf on the Municipal Plaza park property to ensure it could handle the heavy foot and vehicle traffic generated by the Happy Days festival, including all of the site preparation activities that occur a week or two before the festival itself.
 
Upon completion of The COR Infiltration Basin Improvements, Staff surveyed the excess sand that was stockpiled on the City-owned property north of the basins and found the volume to be just under 8,000 cubic yards.  Based on grading plans completed by Bolton and Menk, approximately 8,000 cubic yards will be needed to fill the Municipal Plaza park property.
 
The work required to relocate the sand stockpile to the Municipal Plaza park property includes installing erosion control measures (silt fence) on the Municipal Plaza property before stripping the existing topsoil to expose the underlying granular base material and stockpiling the topsoil on the adjacent City-owned property to the west. The base material must then be tested, compacted and documented.  The stockpiled sand can then be hauled to the Municipal Plaza park, where it must be dumped, leveled and compacted in specified lifts.  The stockpiled topsoil must then be spread evenly across the compacted sand, after which it must be seeded and mulched. Lastly, the original sand stockpile site north of the infiltration basins must be leveled before topsoil is spread and seed and mulch applied.
 
Attached is a figure showing the Municipal Plaza park property that will be filled with the excess sand.  Though the figure includes cross sections showing an undulating surface, Staff plans to grade the site with a flat surface that will sheet-flow stormwater runoff to adjacent streets.  A new localized low point will be created on the westerly park property boundary that will result in some standing water during and following larger rain events for a period of time, which currently occurs just closer to Center Street.
 
A quote for completing this work through The COR Infiltration Basin Improvements project was requested this spring from the project contractor, Northern Lines Contracting.  They responded that they are not interested in completing the work at this time. Staff then obtained verbal quotes for this work from other contractors.  The quotes generally ranged between $55,000 and $63,000.
 
Following Council approval, Staff will solicit at least three written Requests for Quotes for completing this work in accordance with the City’s Purchasing Policy. 

Notifications are not required for this case.  Following Council approval to solicit Requests for Quotes, Staff will request quotes directly from at least three contractors.   

Observations:
The 8,000 cubic yard sand stockpile is currently situated on the City-owned property north of the new infiltration basins, which is currently marketed for sale.  Relocating the sand to the Municipal Plaza park site will allow for more timely development of the Municipal Plaza park, remove the stockpile from the City-owned property marketed for sale, and reduce the amount of fill ultimately needed to develop The COR.  It is currently estimated that The COR will require over 300,000 cubic yards of clean fill to fully develop.
  
Alternatives:
Alternative #1: Motion to recommend City Council authorization to request written quotes to relocate the sand stockpile north of the COR infiltration basins to use as fill on the Municipal Plaza park property. 

The estimated cost to relocate the sand stockpile to Municipal Plaza park is $60,000.  As previously discussed, this work was originally proposed to be completed through the COR Infiltration Basin Improvements project, which is being funded by Stormwater funds.  Since this work must now be completed outside of that contract, Staff proposes to use a combination of Stormwater funds and Park Dedication funds.
 
Stormwater funds are proposed to pay for all work required to load and haul the sand to the Municipal Plaza park property, and to establish new turf on the current stockpile site.
 
Park Dedication funds are proposed to pay for all work required to fill the Municipal Plaza park property including stripping, stockpiling and re-spreading topsoil, leveling and compacting the sand in 1-foot lifts, and establishing turf.
 
The Request for Quotes will include pay items for each task specific to each site so final costs can be allocated appropriately between the funds. 

Staff recommends Alternative #1 for reasons noted herein.
 
On June 16, 2020, the Public Works Committee unanimously adopted a motion to recommend City Council approval to solicit quotes to relocate the sand stockpile from the COR Infiltration Basin site to Municipal Plaza park. A draft copy of the meetings are attached for reference.
 
Though the Public Works Committee meeting minutes provide direction to complete the work after Happy Days events are over, based on recent discussions with Council Staff is of the understanding that the Municipal Plaza park property will not be used for Happy Days activities so Requests for Quotes will not require work to start after Happy Days.  Work will therefore be allowed to start as soon as Contracts are executed and a Notice to Proceed is issued, which will of course not occur until after the City Council accepts quotes and awards a construction contract, which is anticipated to occur on July 28, 2020. 

Motion to recommend City Council authorization to request written quotes to relocate the sand stockpile north of the COR infiltration basins to use as fill on the Municipal Plaza park property.