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D-3. Roundhouse Park Sport Courts: Accept Bids and Award Contract Th3 101 MEMORANDUM CITY OF TO: Todd Gerhardt, City Manager CHANIIASSEN FROM: Todd Hoffman, Park &Recreation Director 7700 Market Boulevard DATE: August 22, 2016 0 PO Box 147 Chanhassen,MN 55317 SUBJ: Roundhouse Park Sport Courts: Accept Bids and Award Contract Administration Phone:952227.1100 PROPOSED MOTION Fax:952.227.1110 Building Inspections "The Chanhassen City Council accepts the Roundhouse Park Sport Courts bids Phone:952.227.1180 and awards the contract to Bituminous Roadway Inc. in the amount of Fax:952.227.1190 $335,938.25 and amends the overall project CIP budget from $254,000 to $336,000 accounting for added soil corrections and surface water management Engineering improvements." Phone:952227.1160 Fax:952.227.1170 Approval requires a two-thirds vote of the City Council. Finance Phone:952.227.1140 Fax:952.227.1110 BACKGROUND Park&Recreation The 8.29 acres of property known as Roundhouse Park was acquired in 1995 Phone:952.227.1120 Fax:952.227.1110 through a combination of land dedication and fee purchase. In 1997,the first improvements to the park were completed, including construction of a parking lot Recreation Center and pedestrian trails. Subsequent improvements include the addition of a 2310 Coulter Boulevard children's playground, open play field,half-court basketball, swimming beach, Phone:952.227.1400 fishing pier, renovations to the roundhouse, and most recently,the construction of Fax:952.227.1404 an open-air picnic shelter. Planning& Natural Resources Concurrent with the original construction of Roundhouse Park, a pad was graded Phone:952.227.1130 that would accommodate the future installation of a court facility the size of a Fax:952.227.1110 double tennis court. A half-court basketball facility was constructed in one corner of that pad. This basketball court has been in place for approximately 15 years. Public Works 7901 Park Place On July 28, 2015,the Park and Recreation Commission conducted a Phone:952.227.1300 Fax:952.227.1310 neighborhood meeting at Roundhouse Park to ascertain what future park improvements most interested the neighborhood. Results of responses collected at Senior Center the meeting and through e-mail correspondence were tabulated. Phone:952.227.1125 Fax:952.227.1110 I Tennis I 15 I I Hockey 2 Website Basketball 7 I Soccer-Temporary I 2 www.ci.chanhassen.mn.us I Pickle ball 4 I I Softball I 1 Playground upgrade I 3 Leave Alone I 1 Chanhassen is a Community for Life-Providing for Today and Planning for Tomorrow Roundhouse Park Sports Courts August 22, 2016 Page 2 On December 14, 2015, a group of Roundhouse Park neighborhood residents and area pickle ball association members attended a City Council meeting to encourage the construction of the sport court improvements and advancement of the project to the 2016 construction season. The City Council approved the construction of Roundhouse Park Sport Court Improvements including one tennis court, four pickleball courts, and one half-court basketball; advanced the project to the 2016 Park CIP; established a project budget of$254,000 in Park Funds for these improvements; and authorized the advertisement for bids. DISCUSSION Following authorization to proceed, soil boring were taken and detailed plans and specifications developed. The soil boring revealed areas of very poor soils that require approximately$60,000 in soil corrections prior to constructing the courts. These additional dollars are available in the city's Park Dedication Fund. Additionally, during plan review it was determined that surface water management improvements well beyond those originally accounted for are required. Staff is recommending that these additional costs of approximately$30,000 be funded with Surface Water Management SWMP Funds. RECOMMENDATION It is recommended that the Chanhassen City Council accepts the Roundhouse Park Sport Courts base bid of$290,289.40 and add alternate bid of$45,648.85 from Bituminous Roadway Inc. for a total bid award of$335,938.25 and amends the overall project CIP budget from$254,000 to $336,000 accounting for added soil corrections and surface water management improvements. ATTACHMENTS 1. Contract Award Recommendation 2. Bid Tabulation 3. CIP Sheet w1liaLIAZiii\lk Ala Hoisington Koegler Group Inc. ©© Date: August 12,2016 To: Todd Hoffman,Park and Recreation Director, City of Chanhassen From: Amy Bower,RLA Project Landscape Architect CC: Paul Paige, HKGi Principal-in-Charge Subject: Chanhassen Roundhouse Park Improvements 2016—Contract Award Recommendation City Project number: PK&T-128 Hoisington Koegler Group,Inc.recommends project award to Bituminous Roadway Inc.for base bid and add alternate award price of$335,938.25.Recommendation is based on the following; 1. Bituminous Roadway Inc.submitted the lowest price for base bid. 2. Bituminous Roadway Inc.has a record of quality site construction work including parking lot installations and park improvements. 3. Phone conversations with Jason Krause indicate Bituminous Roadway Inc.has an understanding and comfort level with project conditions and requirements. 4. While the base bid and alternate pricing received exceeds the CIP project budget,we recommend approving the additional funding to create the park improvements and water quality features as designed. The following factors contributed to higher costs: a. Soil borings done this spring indicated very poor soils that needed correction for a long lasting tennis/pickle ball court.The soils correction costs added an estimated$60k to project. b. During final plan review it was determined that additional surface water management improvements well beyond those originally accounted for would be required.City staff is recommending that a portion of these increased costs be finance with Surface Water Management Program SWMP funds.These additional costs are estimated at$30k. Feel free to call us with any questions. 123 North Third Street,Suite 100,Minneapolis,MN 55401-1659 Ph(612)338-0800 Fx(612)338-6838 www.hkgi.com N N d' co N 0 O oo LU c-I lf) 00 M N M m in r+ in CT.-c-IC p1 N Cr) N 00 d- r-I + is R O I ) O N N w m m m co M M d- mon cr, Ni J Q o in in in in in in in- 1- n I- ocno oin 000 0 otoo o 0 co in co m 0 I- m m in � m in' ce m 0 U [L ca ri I- J Q U o in in in in in i/n Q d' N ko LU o, O O N LU N l0 01 mm O c-I LU c-I N l0 LU Ol Ql O Cr) N Cr) N N N Cr) CO M Cr) Cr) t a a i/)- in in -(/)- 1./). if). in w C x x x x x x x m {I) , t gt x x x x x x x C v CD to .0 o it x x x x x x x O co *' x x x x x x X 'u ti; co C x x x x x x x a) Q E � 0 x x x x x x x o m co . s- 0.0. ( C o0 Y m v C +_+ fa o U Q- C E O Q. aJ CON C 0 4! 0 0 U +r ._ °Z CO = •9 Q_al co a o L +, t = E _a = S CO N > 0 0 O < 2 E O u c co c N OC n c L O a O C7 v v C, >` i CO ?� z V z sU a Q QJ C 72 .0 to m CO CO CO a cn 2 a a o m O CLCC r-I N Cr) d' st) l0 N Ct. m U C.) z Capital Improvement Program 2017 thru 2021 Department Park&Trail Improvements City of Chanhassen, MN Contact Todd Hoffman Project# PK&T-128 Type Improvement Useful Life Project Name Roundhouse Park Sport Court Category Park Account#1 Account#3 Priority n/a Account#2 Account#4 Description I Total Project Cost: $254,000 Construction of a sport court. Activities to be included are yet to be determined. 1 Justification I A double tennis court has been included in the park master plan since 1997. Roundhouse Park is one of two remaining planned locations for tennis courts in the City's park system. The Roundhouse Park neighborhood overwhelmingly voted the addition of a tennis court their number one priority during a July 28th community meeting with the Park and Recreation Commission. Tennis is a lifelong sport that can be played or practiced alone,in pairs or groups. Tennis courts can be striped to play the game of pickleball with the addition of temporary nets. Pickleball courts cannot be converted to play tennis. Expenditures 2017 2018 2019 2020 2021 Total Construction 254,000 254,000 Total 254,000 254,000 Funding Sources 2017 2018 2019 2020 2021 Total Park Dedication Fund 254,000 254,000 Total 254,000 254,000 Budget Impact/Other Courts will be included in the tennis court refurbishment plan that expends approximately$150,000 every six to ten years to repair the City's tennis courts.