Consider recommending City Council partially fund Central Park Main Parking Lot Reconstruction, Improvement Project #23-02 using Park Trust Funds

Purpose:
The purpose of this case is to consider recommending City Council partially fund the Central Park Main Parking Lot Reconstruction, Improvement Project #23-02, using the Park Trust Fund.
 
Background:
City Improvement Project #23-02 proposes to reconstruct Central Park’s main parking lot. Reconstruction of the parking lot is in the current 2023 – 2032 Capital Improvement Program (CIP) for 2023. It was placed in 2023 with the intent to construct it concurrently with 161^st Avenue, as a separate project.
 
Existing Conditions:
The existing parking lot was built in 1985, and is approximately 1.8 acres. A pavement core and soil boring were taken in the parking lot. The parking lot was found to consist of 2.25” bituminous placed directly on sand subbase. The existing parking lot includes 202 total stalls, 3 of which are marked as handicap stalls. The pavement is not rated with as part of the City’s PASER rating system, however, Staff review has determined an overlay treatment would not be appropriate.
 
Project History:

• April 12, 2022, Resolution #22-089, the Ramsey City Council accepted a proposal for a topographic survey of the project area from Bolton & Menk.
• June 21, 2022, the Ramsey Public Works Committee (PWC) reviewed bicycle and pedestrian facilities as part of the 161^st Avenue Street Reconstruction. The PWC recommended extending pedestrian facilities with a goal of minimizing tree impacts and existing park facilities. Those recommendations were incorporated into the parking lot reconstruction plans.
• November 10, 2022, the Ramsey Park and Recreation Commission (PRC) had a discussion of the proposed Central Park parking lot reconstruction as part of consideration of the 2023 – 2032 Parks Capital Improvement Plan. The PRC supported the project in general, specifically using medians to collect stormwater runoff and provide shade trees. Additionally, using the available green space adjacent to the parking lot to increase the footprint of the parking lot, while not losing trees. The PRC supported a one-way directional parking lot layout to increase safety for pedestrians, but also to maximize stall count if possible.
• November 15, 2022, the PWC recommended City Council authorization to prepare plans and specifications. The PWC generally supported the project, including creating the medians to provide shade trees, using the available green space adjacent to the parking lot to increase the footprint of the parking lot while not losing trees. The PWC also supported a two-way parking lot layout to maximize the total stall count.
• December 13, 2022, Resolution #22-285, the Ramsey City Council ordered the City Engineer to prepare plans and specifications for Improvement Project #23-02, Central Park Main Parking Lot Reconstruction.
• July 18, 2023, the PWC recommended City Council approve plans and specifications and authorize advertisement for bids for Central Park Main Parking Lot Reconstruction, Improvement Project #23-02.
• July 25, 2023, Resolution #23-166, the Ramsey City Council approved plans and specifications and authorized advertisement for bids.

 
Proposed Improvements:
Based on direction from the Park & Recreation Commission, Public Works Committee, and City Council, this project proposes to reconstruct the parking lot with; two-way traffic flow, two lowered medians which will both collect stormwater runoff and contain trees to provide shade, and an increased foot print to allow for more parking stalls while not removing any mature trees within the park. The parking lot will include B-style concrete curb and gutter throughout, with concrete flumes in the medians. A storm sewer system including catch basins and pipe will be installed at low points in the park drive and medians to take the stormwater runoff. This storm sewer will connect to the stormwater system built as part of the 161^st Avenue reconstruction project. The parking lot stalls are proposed to be 20 feet deep and 9 feet wide with 24 feet wide drive aisles. The total stall count is 232, including 7 handicap stalls. Handicap stall counts are required per the Minnesota Accessibility code, which requires a minimum 7 stalls for total spaces between 201 and 300.
 
Staff is proposing to not include the median landscaping or irrigation system as part of the parking lot reconstruction. This is proposed to be performed separately later this Fall. As part of the parking lot reconstruction, conduit will be added for future connection to the existing park irrigation system.
 
Future Central Park Considerations:
This project is proposing to only reconstruct the main parking lot and adjacent park drives. The smaller southern parking lot is being reconstructed as part of the 161^st Avenue reconstruction project per City Council direction on December 13, 2022. The parking lot bay across from the hockey rinks and park drive are in the same condition and age as the main parking lot. Construction of these facilities is proposed to be phased to allow for continual use of Central Park by the public. To offset parking loss during fall sports and provide additional parking during the parking fair, City Staff has temporarily stripped the hockey rinks and pleasure rink for parking. An exhibit showing this layout is attached to this case.
 
Preliminary Schedule Remaining:

• Staff Receives Bids
  • August 18, 2023
• Council awards contract to the lowest responsible bidder
  • August 22, 2023
• Contractor begins construction
  • September, 2023
• Contractor substantially completes construction
  • October 13, 2023
• Landscaping / Irrigation installation
  • October / November 2023

 
Bid Opening:
Staff proposes to open bids on August 18, 2023, and to present the bid results to City Council on August 22, 2023 for award of a construction contract to the lowest responsible bidder.
 
Final plans are not attached to this case to prevent potential bidders from downloading plans attached to the case to prepare and submit their bids, rather than purchasing the plans through QuestCDN, the electronic bidding software used by the City of Ramsey. This ensures all bidders are bidding off the same set of plans, and all bidders are notified of any plan revisions (addenda) issued during the bidding process. Attached is the title sheet showing the scope of the improvements, as well as a plan sheet showing the typical sections, which includes information on the proposed pavement section. Plans are available upon request from the City Engineer.

None required for this case.

Timeframe:
Staff anticipates this case will take approximately 15 minutes to present and respond to questions.
 
Observations:
The estimated project costs are approximately 15-percent higher than the CIP Level Estimate of $800,000. This is due to the increased cost of construction seen throughout the year, and anticipated to occur with late season construction, as well as a general increase in storm sewer pipe and structure costs seen this year compared to recent years.
 
Alternatives:
Alternative #1: Motion to recommend City Council partially fund the Central Park Main Parking Lot Reconstruction, Improvement Project #23-02, using Park Improvement Trust Funds.
 
Alternative #2: Motion of other.

Funding for this improvement is proposed to come from Park Trust Fund, Capital Maintenance Funds, and Storm Water Utility Funds.
 
Staff has completed an estimate based on final plans and anticipate construction costs, with a total estimated project cost of $924,096.21, which includes 23-percent indirect costs for administrative, engineering, finance, and legal costs. The 2023 – 2032 Capital Improvement Program outlined $340,000 of the funding from the Capital Maintenance Fund, and all other non-storm sewer funding be Park Improvement Trust Funds ($345,000). Below is a breakdown of the updated estimated project costs and funding sources based on final plans and engineer’s estimate:
 

• Park Improvement Trust Fund           $391,677.96
• Capital Maintenance Fund                 $340,000.00
• Storm Sewer Utility Fund                  $192,418.25

 
These totals may vary based on actual bid prices and final quantities. The funding formula proposes a 50/50 split in non-storm sewer funding between the Park Trust Fund and Capital Maintenance Fund, up to $680,000 ($340,000 from each fund). Any costs above which are to be paid for using Park Trust Funds. All stormwater related costss are proposed to be paid for using storm sewer utility funds.

Staff recommends Alternative #1.

Motion to recommend City Council partially fund the Central Park Main Parking Lot Reconstruction, Improvement Project #23-02, using the Park Trust Fund.