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Home My WebLink About2013-05-01 PACKET 04.K.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # � DATE 5/1/13 • . PREPARED BY: Community Development Jennifer Levitt ORIGINATING DEPARTMENT STAFF AUTHOR �*****�***************�*********��************�* COUNCIL ACTION REQUEST Consider awarding the 2013 Micro ResurFacing Bituminous Trails Project to the lowest accepted quote, supplied by Fahrner, Inc., for $73,608.40. STAFF RECOMMENDATION: Award the 2013 Micro Resurfacing Bituminous Trails Project to Fahrner, Inc.. BUDGET IMPLICATION: $70,000 BUDGETED AMOUNT ADVISORY COMMISSION ACTION ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES/RIGHTS ❑ ECONOMIC DEV. AUTHORITY ❑ SUPPORTING DOCUMENTS � MEMO/LETTER � RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING DATE $73,608.40 ACTUAL AMOUNT FUNDING SOURCE REVIEWED ❑ ❑ ❑ ❑ ❑ ❑ ❑ Memo from Allan Larson dated 4/16/13 D raft G_ •1111_\�� •► APPROVED ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ LEGAL RECOMMENDATION: � OTHER: 2013 Trail Sealcoating Map, Budget Summary, Quote Tabulation ADMINISTRATOR'S COMMENTS DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ �� Date *******************************:�**************** COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER Cottage � Grove � Pride andQrOSPerity Meet TO: FROM DATE: RE: Mayor and Members of the City Council Ryan Schroeder, City Administrator Allan Larson April 16, 2013 2013 Micro ResurFacing Bituminous Trails — Quote Background/Discussion Quotes were opened for the 2013 Micro ResurFacing Project, which consists of 5.94 miles of trail resurfacing, on April 15, 2013. Transmitted herewith is a copy of the quote for your information and file. PART A) Bituminous Trails Resurfacing: LOCATION DESCRIPTION Peter Thompson Park Thom son Park Curve to Highland Hills Hardwood Avenue Harkness Avenue to 70th Street Hardwood Avenue Red Pine Road to 73rd Street Hamlet Park, Phase 3 Ex. Bit. Trail at ball fields to 95th Street Hamlet Park, West Side West side of pond, ball fields to Grange Woodridge Park Ex. Bituminous "Y" wood chip trail Arbor Meadows Park Trail Connections Oakwood Park Parking lot to Hardwood Court Hearthside Park Trail Parking lot to Playground Hadle Avenue both sides 90th Street to 100th Street East Point Dou las Road East Point Douglas Road to Jamaica Avenue Ice Arena Along east side of Ice Arena PART B) Parking Lot Resurfacing Oakwood Park Parking Lot 7851 Harkness Avenue MILES 0.15 1.10 0.16 0.86 1.12 0.10 0.10 0.20 0.10 0.95 1.05 0.05 3.258 SY Four quotes were sent to contractors (Gopher State Sealcoat, Inc.; Minnesota Asphalt Maintenance; Fahrner, Inc.; and Minnesota Sealcoat/Asphalt, Inc.). The only quote on this project was from Fahrner, Inc. at $ 73,608.40. Fahrner has worked for us in the past and shown a good work perFormance. The 2013 Seal Coat/Trail Maintenance Budget for micro surfacing was $ 70,000.00. However, the budget can be adjusted for the $3,608.40 overrun as shown on the Budget Summary, with reductions/adjustments in items yet to be completed. Recommendation It is recommended to award the project to the low accepted quote, supplied by Fahrner, Inc. at $73,608.40. Budget # Seal Coat 1217-4374 Cost Sidewalk/Curb 1217-4371 Replacement Crack " " Sealing " " Trail Replacement Micro " " Surfacing Subtotal " " Crack Sealer Supplies GRAND TOTAL BUDGET SUMMARY 2013 Seal CoatlTrail Maintenance Budget Budget Amount $480,000.00 $60, 000.00 $56, 000.00 $25, 000.00 $70,000.00 Contract Supplies �� $398,908.70 $83,409.14 This project still needs to be scheduled $42,497.50 This project still needs to be scheduled *** $73,608.40 TOTAL $482,317.84 $42,497.50 $73,608.40 Under/(over) Budget ($2,317.84) ($60,000.00) ($13,502.50) ($25,000.00) $3,608.40 $691,000.00 $23,250.00 $714,250.00 $23,200.00 $23,200.00 ($50.00 ) ($97,261.94) ** Budget includes Contractor Cost & City Rock Purchase *'`'' See 2013 Trailway Surfacing Map --- MICRO SURFACING IN 2013 Contractor Allied Blacktop, Inc NW Asphalt Maintenance Fahrner, Inc QUOTE COTT`AGE GROVE Micro Resurfacing Various Bituminous Traiis 2013 The undersigned, being fiamiliar with local conditions, having made the field inspection and investigation deemed necessary, having studied the specifications for Micro Resurfacing Application, and being fiamiliar with all factors and other conditions affecting the work and cost thereof, hereby proposes to furnish all labor, tools, materials, skills, equipment, and all else necessary to completely resurface various bituminous pavements in accordance with the specifications on file at Cottage Grove Public Works Department, 8635 W. Pt. Douglas Road, Cottage Grove, MN., 55016, as follows: PART A) Bifuminous Traifs Resurfacing (Approx. 5,94 Miles) (TRAIL-HSL Mix or Equal) LOCATION DESCRIPTION MILES Pete Thompson Park Thompson Park Curve to Highland Hills 0.15 Hardwood Avenue Harkness Avenue to 70 Street 1.10 Hardv�rood Avenue Red Pine Road to 73� Street 0.16 Hamlet Park, Phase 3 ' Ex. Bit. Trail Ballfield to 95th Street �' 0.86 Hamlet Park ,West Side West side of Pond, Ballfield to Grange 1.12 Woodridge Park Ex. Bit. "Y" to wood chip trail 0.10 Arbor Meadows Park Trail Connections 0.10 Oakwood Park Parking Lot to Hardwood Court 0.20 Hearthside Park Trail Parking Lot to Playground 0.10 Hadley Ave. (both sides) 90 Sfreet to 100 Street 0.95 East Pt. Douglas Road East Point Douglas Rd, to Jamaica Ave. 'i.05 Ice Arena Along Ice Arena (East side) 0.05 PART B) PROPOSED PARKING LOTS Oakwood Parkinq Lot 7851 Harkness Avenue 3.258 SY PART A Trail Resurfacing (1 coat application) (Full Compensation) PART B Oakwood Park —Parking Lot (3,258 SY) (2 coat appficafion; Full Compensation) GRAND TOTAL. L.S $ � �e Z-�� , L� LS $ �, �� . � �� Cl � '° d � � Accompanying this quote is a bidders bond, certified check or cash deposit in fihe amount of $ .��_ .� �� .� i�v.a � =�ollars cents ($ ) which is five percent (5%) of the amount of bid made payable to th� City of Cottage Grove and the same is subject to forFeiture in the event of default on the part of the undersigned, or failure on the part of the undersigned to execute the prescribed contract and bond within fifteen (15) days after it is submitted to the City of Cottage Grave. In submitting this quote, it is understood that the City retains the right to reject any and all quotes, and to waive irregularities and infiormalities therein, and to award the contract to the best interest of the City. In submitting this quote, it is understood fihat payment will be by casn or check. It is understood that quotes may not be withdrawn for a period of thirty (30) days after the date and time set for the opening. It is understood that the City reserves the right to retain fihe Certified Check or bond of the three (3) lowest quotes as determined by the City fior a period not to exceed thirty (30) days after the date set fior the opening. Respectfully submitted: Fahr��r A�phait 5e�l�rs LLC �° r--, By: G ��''� �� (Name of Company) '!A corporation An Individual A Partnership Tifle�G�z�� lc:,.�;,� � ��;� Printec� ame of Si � er Address: (� � r,� t�t ._s i-��v „ ; � �,� � , Telephone: ��°�`?`�`°-�c! !-. +�*C�t � � 1 t� 1 f.' N 4�i � S � �t� �-- � 2 CITY OF COTTAGE GROVE 75'16 80 STREET SOUTH COTTAGE GROVE, MN 550'16 AFFIDAVIT AND INFORMATION REQUIRED OF BIDDERS AFF[DAVIT OF' NON-COLLUSION I hereby swear (or affirm) under the penalty for perjury: (1) That I am the bidder (if the bidder is an individual,), a partner in the bidder (if the bidder is a partnership), or an officer or employee of the bidding corporation having authority to sign on its behalf {if the bidder is a corporation); (2) That the attached bid or bids have been arrived at by the bidder independently, and have been submitted without collusion with, and without any agreemenfi, understanding, or planned common course of action with, any other vendor of materials, supplies, equipment or services described in the invitation to bid, designed to limif independenf bidder or completion; (3) That the confients of the bid or bids have not been communicated by the bidder or its employees or agents to any person not an employee or agent of the bidder or its surety on any bond furnished with the bid or bids and wifl not be communicated to any such person prior to the official opening of the bid or bids; and (4) That I have fully informed myself regarding the accuracy of the statement made in this affidavit. i � Signed: Firm Name: F�hrner Aspha{t Sealers !LC ubscribe and sworn to bef re me this.. I� day of /-� ,�,�._ 1.2�� 3 . � Notary lic R��.s �, � f. a , k My commis��a�i ��pi = :;�-- �'",� ..; , 20 � �. ti. .a Iy ..i_H ; F A . �. �^ i� Y C . , . � t � 6 � H J . tY:' � . �:�. _ Bidder's E.I. Numb�r, i�, '� �, � �,S ;i ..'� Number used on Employer's Quarterly Federal Tax Return, U.S. Treasury Departmenfi Form 941): , � .��r� �`.�� Fair Trade Items: L.ist below each ifiem upon which a bid is made, the price of which is affected by a resale price maintenance or "fair trade" contract between the bidder and the persan or firm supplying the item to the bidder. (Use reverse side if necessary.) _.. _ �� n� r,n rRn�iF nnir��ni��r� Statement of lntent to Comply with EEO and Affirmative Action Requirements The City of Cottage Grove and various funding sources that are used for construction of city projects have requirement and standards to ensure equal employment opportunities and anti-discrimination practices. These standards must be mefi in order to receive the funds described above. The undersigned hereby states that he fully intends to comply with these standards as described in the contract documents and as required by the regulations of the City and the funding agencies. Date:_�� r� Signature: Title: ��p��r ��c.��.L� Firm Name and Address: . , .� -�- ..' _: . , , _, ,, �. AIA Document A310 Bid Bond KNOW ALL MEN BY THESE PRESENTS, thafi we Fahrner Asphalt Sealers, ZLC. (Here insert full name and address or legal title of Contractor) 6615 US Highway 12 West, Eau Claire, WI 54702 as Principal, hereinafter calted the Principal, and Western Surety Company (Here insert full name and address or legal titie of Surety) P.O. Box 5077 Sioux Falls, SD 57117-5077 � c, - 7�� e.�' C�, �� ,�� (-�' ,.�, a corporation duly organized under the laws of the State of South Dakota )s -� �� ; �, S � � as Surety, hereinafter calted the Surety, are hetd and firmly bound unto ��, ,� ,,� �; fe . ,ti,,,,,, ,� � u; t�, (Here insert�ull name�nd address or leg`a( title of Owner) as Obtigee, hereinafter called the Obligee, in the sum of �,,�� Percent ( �%) of the Amount ofthe Bid --------------------------------------------- I �� i�� r� � r L�``Z --> Dollars ($ J' % ) � � , � j . � Y'��t �� ,.-. l�-� � /� r�1 � �� -.� , for the payment of which sum well and truly to be made, the said Principal and the said Surety, bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents. WHEREAS, the Principal has submitted a bid for z U �;� /-i,��,z� I�� s�� ..-��_ t� �`1� -��«. � �� i�_�, �� (Here insert futl name, address and description of project) G r C� ,� :� c z,�,� , .� <<,c ;� � --- � � � � �f'° ' ' `� � , � .-��r�p�:. °�sc-� �.�, �8� � ��ot �> NOW, THEREFORE, if the Obligee shall accept the bid of the Principal and the Principat shall enter into a Contract with the Obligee in accordance with the terms of such bid, and give such bond or bonds as may be specified in the bidding or Contract Documents with good and sufficient surety for the faithful perFormance of such Contract and for the prompt payment of labor and materiat fumished in the prosecution thereof, or in the event of the failure of the Principal to enter such Contract and give such bond or bonds, if the Principal shalt pay to the Obligee the difference not to exceed the penalty hereof between the amount specified in said bid and such larger amount for which the Obtigee may in good faith contract with another party to perForm the Work covered by said bid, then this obtigation shall be null and void, otherwise to remain in full force and effect. Signed and seated this j y5` day of /-�� ti. i 20 f_3 ��; rw;tness> tnessJ Fahrner As halt Sealers, LLC. �� (Prin rpal) /1'�� / ' �� bp � � .S �� c :�� r'� � �tle) Western Surety Company (Surety) (Seal) ' � ,.�� fle) Jill N. Swanson,Attorney-in-Fact Printed in cooperation with The American Institute of Architects (AIA) by Willis. Willis vouches that fhe language in the Document conforms exactiy to the tanguage used in AIA Document A39o, February 1970 Edition. Surety Acknowledgement State of Minnesota } } ss. County of Hennepin } On this /��' day of /�-r� �-� i , �:' ►� , before me personally came r Jill N. Swanson, to me known, who, being by me duly sworn, did depose and say that he is an attorney- in-fact of Westezti Sure ,� Com�anv of America the corporate seal of said corp�ration; that the seal affixed to the within instrument is such corporate seal, and that he signed the said insnument and affixed the said seal as Attorney in Fact by authority of the Board of Directors of said corporation and by autharity of this office under tl�e Standing Resolutions thereof. � ` %' / �---- �r �.r -. , .,1:� �1C R;t�.s•= ``.P:,��_.--` .,'t. ., `-- ., � � � ( '' ' ' t��s;t�f:C1� . ��r �� -, �t'; } ��(i� �IR�1 i �....� t _` i , � � P a 4 : � 4 ; 4 .� � i -�. !` nf f�i'sq �i.�e �4Ei i /frl '� �F,ll. :i� ��59 �� j }� S^S:5`�;s.@:#b.; anci ?:GL:i'Lh.,;`e<?�.S?n��SLEl� � 13d'-a1.'+!"r ""- Western Surety Company POWER OF ATTORNEY APPpTNTING IlYDIVIDUAL ATTORNEY-IN-FACT ICnow A.II 1VIen Bq These Presenfs, That WESTERN SURETY COMPANY, a South Dakota cocporation, is a duly organized and existing corporation having its principal office in the City of Sioux Falls, and Siate of South Dakota, and that it does by virtue of,the signature and seal herein affixed hereby make, constitute and appoint • Nina E. Werstein, Teresa Hammers, Barbara L. Raedeke, Laurie Pflug, Jill N. Swvanson, llennis G. Loots, Brian D. Car.penter, NicoXe Lauger, Craig Olmstead, Iudivid'ually � of Minneapolis, MN, its true and lawful Attomey(s)-in-Fact with fuU power and authority hereby confeaed to sign, seal and execute for and on its behalf bonds, undertakings and other obligatory instruments of similar nature - Tn Unlimited Amounts - and to bind it thereby as fullyand to the same extent as if such instruments were signed by a duly authorized officer ofthe corporation and all the acts of said Attomey, pwsuant to the authority hereby gi�n, aze hereby ratified and confirmed. This Power of Attorney is made and executed pursuant to and by authority of the By-Law printed on fhe reverse hereof, duly adoptecl, as indicated, by the shareholders of the corpor�tion, Tn Witness Whereof, WESTERN SURETY COMPANY has caused these presents to be signed by its Vice President and its corporaYe seal to be hereto affixed on 4�is 6th day ofNovember, 2012. �:�'� URE � . : �`'r✓"' ° o ; = �'� PQ �Aq .'1" ��o r� y� :� 3� f k`"� QPK� �, '�iJ'ESTElZN SURET�Y COMPANY aul T. Bruftat, Vice President State of South Dakota � ss County of Minnehaha On this 6th day of November, 2012, bePore me personally came Paul T. Bruflat, to me known, who, being by me duly sworn, did depose and say: that' ha resides in the City of Sioux Falls, 3tate of South bakota; that he is the Vice President of WESTERN SURETY COMPANY descdbed in and Which executed the above instrument; that he knows the seal of said corporation; that the seal affixed to tha said instrument is snch corporate seal; that it was so affuced pursuant to authority given by the Board of Directors of said corporation and that he signed his name thereto pursuant to like authority, and acknowledges same to be the act and deed of said corporation, My cpmmission expires r``'""'"''"''"`'"""''''"""'""'* J. MOI1R � 7une 23, 2015 � g �p� NOTARY PUBLIC 5 � f s SOUTH DAKOTA i ��__�=+�� L � . ♦W.�+.'.�M+M.«ftiM4hh+.4�+SM�4} � J. Mohr, Notary Public CETtTTTTCATE I, L. Nelson, Assistant Secretary of W�STERN SURETY COMP.AtQY do hereby certify that the Power of Attomey hereinabove set forth is sGll in forea, and &rther certify that the By-LaW of the cocporation printed on the reverse hereof is still in force. Tn testimony whereof I have hereunto subscribed my name and affixed the seal of the said corporation this ,�1 S day of ��.�,� � J ,� � i 3 � ��"SUaery""� ; ` ��,,�,^""' � o : -�, �,P�Aq'�'�= = T� q= l== y�S�A�, r*a sr, '�.,,, �, Form F4280-7-20Z2 WESTERN Sr.TRETY COMPANY� L. Nelson, Assistant Secretary Authorizing By-Law ADOPTED BY'THE SHAREHOLDERS OF WESTERN SURETY COMP.ANY This Power of Attomey is made and executed pursuant to and by authority of the following By-Law duly adopted by the shareholders of the Company. Section 7. All bonds, policies, undertakings, Powers of Attorney, or other obligations of the corporation shall be executed in the corporate nazne of the Company by the President, Secretary, and Assistant Secretary, Treasurer, or any Vice President, or by snch other officers as the Board of D'uectors may authorize. The President, any Vice President, Secretary, any Assistant Secretary, or the Treasurer may appoint Attomeys in Fact or agents who shall have authority to issue bonds, policies, or undertakings in the name of the Company. The corporate seal is not necessary for the validity of any bonds, policies, undertakings, Powers of Attomey or other obligaTions of the corporation. The signature of any such officer and the corporate seal may be printed by facsimile. RESOLUTION NO. 2013-XXX RESOLUTION AWARDING THE 2013 MICRO RESURFACING BITUMINOUS TRAILS PROJECT TO FAHRNER, INC. IN THE AMOUNT OF $73,608.40 WHEREAS, quotes were requested to provide the necessary work for the 2013 Micro Resurfacing Bituminous Trails Project; and WHEREAS, one firm submitted a quote; and WHEREAS, it appears that Fahrner, Inc. provided an accepted quote; and WHEREAS, it is the recommendation of the City Engineer that the quote be awarded to Fahrner, Inc. in the amount of $73,608.40. NOW THEREFORE BE IT RESOLVED, the City Council of the City of Cottage Grove, County of Washington, State of Minnesota, the 2013 Micro ResurFacing Bituminous Trails Project be awarded to Fahrner, Inc. in the amount of $73,608.40. Passed this 1 st day of May 2013. Myron Bailey, Mayor Attest: Caron M. Stransky, City Clerk