6.b) Staff Report-Lilleskogen Parking Lot
STAFF REPORT
Date of Meeting: July 6, 2015
To: Parks and Recreation Committee
From: Kristina Handt, City Administrator
Re: Lilleskogen Parking Lot Bids
Background:
Bids were first solicited to complete the parking lot work at Lill eskogen in May. The low bid at
the time was $45,124.30, well over our previous estimates. The project was rebid in June. The
request for bids was sent to 23 contractors who received 3 reminders.
Issue:
Should a Lilleskogen parking lot bid be awarded?
Proposal Details:
Five bids were received by the due date in June. The low bidder was TA Schifsky & Sons, Inc at
$40,475. This is still above our estimates and beyond the $30,000 proposed loan from the
Capital Improvement Fund to finance the project. However, we’ve seen unit prices come down
particularly for bituminous (was $115 now $83) compared to the May bids. We will also be
back to a fully staffed Public Works Department by July 6th. For these reasons, staff would
recommend to the Council to award the bid to TA Schifsky under two conditions: (1) a $10,000
donation from the Lions Foundation to cover costs related to sidewalk behind the parking lot,
handicap accessible ramps from parking lot to sidewalk, related sub -base materials and
mobilization, handicap markings in the parking lot and (2) change order to have staff complete
some tasks (removal of timbers, restoration activities such as seeding after work is complete,
etc).
While this may not lower the price enough to include the clearing of inva sive species in the
$30,000 loan, staff would recommend the committee look into completing that task with park
dedication fees for Lilleskogen this fall or early next spring. Currently, the balance available for
Lilleskogen in the Park Capital Improvement Fund is about $4,000. Staff anticipates $3,000
being added to that from the grant reimbursement from the bio retention pond in the next
couple months. Also, a subdivision will be before the Planning Commission on July 7 th that
should yield another $3,000. So the projected $10,000 should cover the invasive species
removal of $5,400 (Schik estimate) and other related expenses to finishing the parking lot.
Fiscal Impact:
Described above
Options:
1) Recommend Council award bid to TA Schifsky and process change order to remove work
to be completed by Committee and Staff (timber log removal and restoration), provided
a $10,000 donation is secured from the Lions Foundation
2) Recommend Council award bid to TA Schifsy and process change order to remove
timber log removal, restoration, sidewalk and related handicap accessible components.
3) Recommend Council award bid to TA Schifsky for $40,475 and seek a $40,000 advance
from Capital Improvement Fund
4) Do not award bid for parking lot work at this time
Recommendation:
Option 1