Adopt Resolution #18-038 Accepting Bids and Awarding Contract for Improvement Project #18-08, Trott Brook Boardwalk

Purpose:
The purpose of this case is to adopt a resolution accepting bids and awarding a Contract for construction for Improvement Project #18-08, Trott Brook Boardwalk. Additionally, this resolution would authorize staff to complete ancillary improvements for connections to the boardwalk (trail segments and a parallel parking area along Variolite Street).

Background:
In July of 2017, the Park and Recreation Commission recommended the project for 2018 construction to City Council for approval.  The project would connect the existing Trott Brook Trail west of Nowthen Boulevard (south of the brook) by a new boardwalk west, approximately 1,400' feet to Variolite Street. 

 On January 9th, 2018, City Council approved plans and specifications and authorized advertising for bids. Bids were advertised on January 12th, 19th and 26th, 2018.  On February 5th, 2018, eleven (11) sealed bids were received and were publicly opened and read aloud.  The bids were checked for errors and omissions, and were tabulated.  All bids were found to be competitive and favorable, complied with the advertisement for bids, and no adjustments were required.  A summary of the bids is included within the attached resolution.

At the time Council approved the plans and specification and authorized the advertisement for bids, staff had estimated the boardwalk project to be between $195,000 - $225,000.  The average of the 11 bids received was $215,000.
 
The bid of MN Boardwalk, L.L.C., of Glencoe, MN in the amount of $162,000 for the *total bid for construction of said improvements is in accordance with the approved plans and specifications and advertisement for bids, and is the lowest responsible bidder.  
 
Following award of Contract, staff will issue a Notice of Award to MN Boardwalk, L.L.C. to initiate execution of a Contract and issuance of the required bonds and insurance.  The City Attorney will verify that the Contract, bonds, and insurance are in proper legal form prior to execution of the Contract. Once a Contract is executed, staff will issue a Notice to Proceed and construction may then begin.
 
A preconstruction meeting will also be conducted before construction begins.  (Note: Staff had issued an application to the Army Corps of Engineers for a 'No Loss Determination' for the boardwalk's placement in the wetland south of the brook, and expects a finding in the affirmative. The Bidding documents specify that the contractor shall not proceed with any construction within the wetland until the City has received acknowledgement from the Corps.)
 

Notifications are not required for this case.

Observations:
Staff anticipates that the boardwalk's construction may begin as soon as late February, allowing substantial project completion before the end of May (more likely April).

* In accordance with the plans and specifications, the contractor shall be paid upon for the completed boardwalk, based upon the lineal footage as constructed and accepted.  All bids were received based upon a Unit Price per lineal foot, with an Extension of 1,500' feet. Staff estimates the completed boardwalk will be less than 1,400' feet when complete, therefore the final payment to MN Boardwalk, L.L.C. will be less than the $162,000 Bid amount.
 

 
 

Alternatives:
Alternative #1 - Adopt Resolution #18-038 Accepting Bids and Awarding Contract for Improvement Project #18-08, Trott Brook Boardwalk

Alternative #2 - Deny adoption of Resolution #18-038 at this time.

The low bid submitted by MN Boardwalk, L.L.C., of Glencoe, MN is in the amount of $162,000. 

Funding for the Trott Brook Boardwalk would be from the Park Trust Fund, fees collected from new development, which has an approximate present balance of $2.3M.
 
During the various phases of the platting of the Brookfield Addition, it was understood that the recreational opportunity for that larger neighborhood would be the boardwalk, facilitating connections to the rest of the park and trail system.  The approximate total in Park Dedication and Trail Fees for the 4th through 8th Additions paid into the Park Trust Fund was $350,775.

The other elements of this project that would be authorized by Adopting Resolution #18-038, is a small trailhead parking area along Variolite Street with signage and striping, two short bituminous trail sections (with ADA elements), that are all together, estimated at approximately $10,000—however, staff is recommending a not-to-exceed amount of $20,000 to serve as a project contingency.

 

Staff recommends approving alternative #1, above.

Motion to adopt Resolution #18-038 Accepting Bids and Awarding Contract for Improvement Project #18-08, Trott Brook Boardwalk.