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HomeMy WebLinkAbout03-26-2024 Council PacketCITY OF OAK PARK HEIGHTS CITY COUNCIL MEETING AGENDA CITY HALL COUNCIL CHAMBERS TUESDAY, MARCH 26, 2024 6:00 PM 6:00 p.m. L Call to Order/Pledge of Allegiance/Approval of Agenda _ Estimated times 6:00 p.m. IL Council/Staff Reports A. Mayor McComber B. Councilmember Dougherty C. Councilmember Johnson D. Councilmember Liljegren E. Councilmember Runk F. Staff • City Administrator • Chief of Police • Assistant City Administrator/City Clerk (pg. 3) 6:05 p.m. III. Visitors/Public Comment This is an opportunity for the public to address the Council with questions or concerns on issues not part of the regular agenda (Please limit comments to 3 minutes in length). 6:05 p.m. IV. Consent Agenda _ (Roll Call Vote) A. Approve Bills & Investments B. Approve City Council Worksession Notes — March 12, 2024 (pg. 5) C. Approve City Council Minutes — March 12, 2024 (pg. 7) D. Approve National League of Cities City Summit Registration (pg. 11) E. Approve Resolution Authorization a Loan Application to the Minnesota Public Facilities Authority (pg. 13) F. Approve Replacement of 2017 Bobcat Toolcat (pg. 15) G. Approve Proposals from Pearson Brothers and A+ Seal Coating for 2024 Street Seal Coating Project (pg. 21) H. Approve Proposal from Mauer Company LLC to Replace Swager Park Fence (pg. 33) I. Approve Street Sweeping Contract with St. Croix Sweeping (pg. 37) J. Award the Spring 2024 Boulevard and Park Tree Planting Project to Hoffinan & McNamara Nursery and Landscape (pg. 51) K. Appoint Taylor Pass to the Parks and Trails Commission through 2026 (pg. 63) 6:05 p.m. V. Public Hearings 6:05 p.m. VI. Old Business 6:05 p.m. VII. New Business A. Adopt City of Oak Park Heights Conflict of Interest Policy (pg. 65) B. Authorize the City Engineer to Review the 58th Street Extension Traffic Analysis Prepared by SRF Consulting (pg. 69) Page 1 of 70 6:25 p.m. VIII. Other Council Items or Announcements 6:25 p.m. IX. Adjournment City Council Agenda March 26, 2024 Page 2 Page 2 of 70 a� Oak Park,%._ G TO: Mayor and City Council FROM: Jennifer Pinski, Assistant City Administrator AGENDA ITEM: Recycling Award Date: March 26, 2024 Staff Reports BACKGROUND: Each month the City chooses two residents to receive an award for their recycling efforts. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? The City receives a grant from Washington County that covers all costs of this program. ACTION REQUESTED: Receive information ATTACHMENTS: Recycling Award Letter Page 3 of 70 4kCity Of Oak Park Heights 14168 Oak Park Blvd. N . Oak Park Heights, MN 55052 . Phone (651) 439-4439 . Fax (651) 439-0574 March 19, 2024 Kelsey Berger 5582 Osgood Avenue N Oak Park Heights, MN 55082 Dear Ms. Berger: Thank you for participating in the City's recycling program. As an incentive to recycle and to increase fire prevention awareness, the City rewards two residents each month with their choice of an award of a fire extinguisher and/or smoke detector. Your residence was checked on Tuesday, March 19, to determine if you had your recycling bin out with your regular garbage. Your recycling was out and ready for collection; therefore, you are one of this month's winners. Please contact me via phone at 439-4439 or email at jpinski@cityofoakparkheights.com to let me know your choice of award. On behalf of the Oak Park Heights City Council, City's recycling program. Congratulations! I Jennifer Pinski Assistant City Administrator thank you for participating in the TREE CITY U.S.A. Page 4 of 70 0 CITY OF OAK PARK HEIGHTS CITY COUNCIL WORKSESSION NOTES TUESDAY, MARCH 12, 2024 Present: Mayor McComber, Councilmembers Dougherty, Johnson, Liljegren, and Runk; City Administrator Rife, Assistant City Administrator Pinski, Police Chief Hansen, and City Attorney Sandstrom. Absent: None. 1. Call to Order: Mayor McComber called the meeting to order at 5:00 p.m. 2. Police Department Reorganization: Police Chief Hansen requested authorization to add an additional sergeant position to the department. He said the new position would be designated as an administrative/investigative sergeant. The members of the City Council were supportive, and Mayor McComber said she would add an item to the March 12, 2024 City Council Meeting Agenda to authorize the request. No action was taken. 3. Exploration of New Revenue Sources: City Administrator Rife reported given the upcoming decommissioning of the Allen S. King Plant, staff was exploring potential new revenue sources to help offset property tax burden to City residents. He reported that one option that was being explored was the operation of a municipal retail cannabis store as allowed under the 2023 law. He requested input from the City Council on whether staff should continue to explore that option. Mayor McComber reported that the League of Minnesota Cities was researching that and suggested the City hold off to wait for their guidance. Councilmember Dougherty said it was worth keeping a pulse on. No action was taken. 4. Technology Upgrades: City Administrator Rife reported that staff had reached out to a few vendors to review potential technology upgrades in the City Council Chambers and City conference rooms. He suggested it was possible some upgrades could be done in- house by City staff. The City Council requested staff continue to work with vendors and come back with more bids to review. No action was taken. 5. Fire Department Services: City Administrator Rife requested feedback on next steps after review of the Fire Services Study that was completed. Councilmember Johnson suggested the City invite the fire chief to City Council meetings to provide operational updates. Councilmember Runk suggested City staff correspond with City of Bayport to determine what they were asking for. Councilmember Liljegren suggested the City continue with the current contract and discuss options in 2025 or 2026. Mayor McComber would like to continue the advisory committee meetings that were put on hold. Page 5 of 70 City Council Worksession Notes March 12, 2024 Page 2 No action taken. 6. Elected Official Compensation: Mayor McComber inquired as to whether the members of the City Council would like to review compensation. The members suggested no change to current pay rates. No action taken. 7. Adjournment: The meeting was adjourned at 5:53 p.m. Page 6 of 70 CITY OF OAK PARK HEIGHTS TUESDAY, MARCH 12, 2024 CITY COUNCIL MEETING MINUTES L Call to Order/Pledge of Allegiance/Approval of Agenda: Mayor McComber called the meeting to order at 5:59 p.m. Present: Councilmembers Dougherty, Johnson, Liljegren, and Runk. Staff present: City Administrator Rife, Police Chief Hansen, Assistant City Administrator/City Clerk Pinski, and City Attorney Sandstrom. Absent: None. Mayor McComber added "Authorize Police Chief Hansen to Create Third Sergeant Position" as New Business Item A. Councilmember Dougherty, seconded by Councilmember Johnson, moved to approve the Agenda. Carried 5-0. II. Council/Staff Reports: A. Mayor McComber: She reported she attended the Lake Elmo Airport Commission meeting on March 11; and she would be attending the Energy Transition Advisory Committee meetings on March 18 and 19, and the Xcel Energy Quarterly Stakeholder Meeting on March 19. B. Councilmember Dougherty: He reported he would be attending the Xcel Energy Quarterly Stakeholder Meeting on March 19. C. Councilmember Johnson: She reported she would be attending the Middle St. Croix Watershed Management Organization meeting on March 14. D. Councilmember Liljegren: He reported there would be no Planning Commission meeting in March. E. Councilmember Runk: He reported he would be attending the Convention and Visitor's Bureau meeting on March 13. F. Staff: City Administrator Rife reported he and City Engineer Mann would be attending the Washington County Project Management Team meeting regarding 58th Street on March 13. Police Chief Hansen reported there would be extra patrols in the County on St. Patrick's Day. Assistant City Administrator/City Clerk Pinski reported that Richard Johnson of 6218 Peabody Avenue North was chosen as the recycling award winner. She also reported clean up day was scheduled for May 18. Page 7 of 70 City Council Meeting Minutes March 12, 2024 Page 2 of 3 III. Visitors/Public Comment: A. Presentation for the Oak Park Heights and Stillwater Convention & Visitor Bureau: President Kelly Nygaard provided presentation on revenues, statistics, campaigns, and future marketing plans. B. Presentation from Washington Countv on Probosed Emerizencv Housin Services Building: Sarah Tripple, Community Services Division Manager for Washington County; Melissa Taphorn, Executive Director for Washington County CDA; and Emily Timm, architect at LHB provided a presentation on the proposed project which would be located in City of Stillwater adjacent to the Washington County Government Center property. Councilmember Dougherty asked why they chose that location as he felt it was not a good location for those with transportation issues. Ms. Tripple responded that hotels were not a viable source anymore, the location was already owned by Washington County, services would be brought on site, and they were looking at partnerships with transportation services. Jennifer Pridhem, 15180 Upper 63rd Street North, asked about public safety and staffing. She also asked why they were proposing that particular site. Ms. Tripple responded that the facility would have staffing 24/7. She also said they had looked county -wide for a potential site, and the cost savings of placing it on county -owned land was a draw. Blake Vandenburgh, 15169 64th Street North, expressed concern about increased traffic by the churches and school where there were a lot of young children. He felt a traffic study should be conducted. Tyler Husby, 6283 Paris Avenue North, questioned how long the project had been in planning before it was presented to the City of Oak Park Heights. He also suggested the County consider constructing on the existing Washington County Government Center parking lot rather than taking up green space. He also expressed security concerns with the type of clientele the project would bring to the neighborhood. Ms. Tripple said there would be eligibility criteria and background checks for the people staying there. Ms. Tripple reported the County was planning to have public meetings. Mayor McComber requested the County hold a public open house at Oak Park Heights City Hall. Kevin Corbid, Washington County Administrator, was present at the meeting and said that they needed more time than a small portion of a Council Agenda to tell the City Council all the planning that went into the proposed project. Councilmember Runk expressed concern that Page 8 of 70 City Council Meeting Minutes March 12, 2024 Page 3 of 3 Washington County had a history of coming to the City of Oak Park Heights after all decisions have been made on projects. IV. Consent Agenda: A. Approve Bills & Investments B. Approve City Council Minutes — February 27, 2024 C. Approve Proclamation for April 26 as Arbor Day and May as Arbor Month in Oak Park Heights D. Approve Replacement of Two Squad Radar Units E. Approve Service Agreement with Lexipol for Police Department Policy Development F. Approve Resolution Authorization Receipt of Donation from Margaret Sandberg Councilmember Runk, seconded by Councilmember Liljegren, moved to approve the Consent Agenda. Roll call vote taken. Carried 5-0. V. Public Hearings: None VI. Old Business: None VII. New Business: A. Authorize Police Chief Hansen to Create Third Sergeant Position: Councilmember Liljegren, seconded by Councilmember Dougherty, moved to approve the request. Carried 5-0. VIII. Other Council Items or Announcements: Mayor McComber reported that Anders Engstrom who worked for Valley Access Channels passed away. She expressed condolences to his family. IX. Adiourn: Councilmember Runk, seconded by Councilmember Liljegren, moved to adjourn at 6:45 p.m. Carried 5-0. Respectfully submitted, Approved as to Content and Form, Jennifer Pinski Mary McComber Assistant City Administrator/City Clerk Mayor Page 9 of 70 THIS PAGE INTENTIONALLY LEFT BLANK Page 10 of 70 ., 0 Osk P e l G Date: March 26, 2024 Consent TO: City Council FROM: Mayor McComber, Mayor AGENDA ITEM: Approve National League of Cities City Summit Registration BACKGROUND: I request the City Council approve my registration for the National League of Cities City Summit planned to be held in Tampa, Florida November 13 — 16, 2024. The expense for attendance has been approved in the 2024 Budget. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? Yes • IF YES, TOTAL COST: $640 for registration plus airfare and accommodations • BUDGET LINE ITEM: 101-40100-203 Mayor & Council Travel, Conference, Schools BUDGET AMOUNT: $16,250 • WITHIN BUDGET? Yes ACTION REQUESTED: Approve National League of Cities Summit Registration ATTACHMENTS: None Page 11 of 70 THIS PAGE INTENTIONALLY LEFT BLANK Page 12 of 70 a� Oak Park,%._ G Date: March 26, 2024 Consent TO: Mayor and City Council FROM: Jennifer Pinski, Assistant City Administrator AGENDA ITEM: Approve Resolution Authorizing a Loan Application to the Minnesota Public Facilities Authority BACKGROUND: The City of Oak Park Heights is making an application to the Minnesota Public Facilities Authority for the Well #3 project. The application process requires the passage of a Resolution of authorization from the City Council. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No ACTION REQUESTED: Approve Resolution Authorizing a Loan Application to the Minnesota Public Facilities Authority ATTACHMENTS: Resolution 24-03-13 Page 13 of 70 RESOLUTION 24-03-13 CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA RESOLUTION AUTHORIZING A LOAN APPLICATION TO THE MINNESOTA PUBLIC FACILITIES AUTHORITY WHEREAS, the City of Oak Park Heights is hereby applying to the Minnesota Public Facilities Authority for a loan from the Clean Water Revolving Fund/Drinking Revolving Fund for improvements to its municipal wastewater treatment system/drinking water system as described in the loan application; and WHEREAS, the City of Oak Park Heights estimates the loan amount to be $2,252,500 or the as -bid cost of the project. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL FOR THE CITY OF OAK PARK HEIGHTS AS FOLLOWS: That the City of Oak Park Heights has the legal authority to apply for the loan, and the financial, technical, and managerial capacity to repay the loan and ensure proper construction, operation and maintenance of the project for its design life. Passed by the City Council of Oak Park Heights this 26th day of March, 2024. ATTEST: Jake Rife, City Administrator Mary McComber, Mayor Page 14 of 70 Date: March 26, 2024 Consent TO: Mayor and City Council FROM: Andrew Kegley, Public Works Director AGENDA ITEM: Replace 2017 Bobcat Toolcat BACKGROUND: The City's Bobcat Toolcat is due for replacement in accordance with the Public works vehicle replacement plan. Staff is proposing to replace the Toolcat UW 56 with the same unit, and we will replace the warn snow blower with an updated redesigned model that has replaceable wear parts. We also propose to add a 6' plow blade and keep the existing front broom because it's been maintained well and is in good shape. Because the Toolcat is well maintained and has little rust due to indoor storage and the spray in bed liner, Tri-State is offering top dollar for a trade. Tri-State won the MN State bidding contract. Their state bid contract number is: 243540 and is valid until 11/30/2024. Bobcat UW 26 $75,266.18 Trade in Value $40,000.00 Snow blower $5,446.28 Plow $3,650.00 Bed Liner $600.00 Total $44,962.46 FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS Yes. • IF YES, TOTAL COST: $44,962.46 • BUDGET LINE ITEM: Budgeted Projects -Vehicle Replacement BUDGET AMOUNT: $90,000 • WITHIN BUDGET Yes. ACTION REQUESTED: Authorize staff to trade in the existing Bobcat Toolcat & equipment and replace it along with a snowblower and plow ATTACHMENTS: Quotes from Tri-State Bobcat. Response from Lano Equipment indicating we attempted to secure multiple quotes. Page 15 of 70 *. Bobcats Prepared By Adam Delander Phone:7152450533 Email: adamd@tristatebobcat.com Contact Item Name Bobcat UW56 Item Number M1225 Standard Equipment: Adjustable Vinyl Seats All -Wheel Steer Automatically Activated Glow Plugs Auxiliary Hydraulics Variable Flow with dual direction detent Beverage Holders Bob -Tach Boom Float Cargo Box Support Cruise Control Speed Management Enclosed Cab with HVAC Dual Port USB charger Lower Engine Guard Limited Slip Transaxle Engine and Hydraulic Monitor with Shutdown Front LED Work Lights Full-time Four -Wheel Drive Deluxe Road Package Included: Deluxe Road Package includes: Backup Alarm, Turn Signals, Flashers, Tail Lights, Brake Lights, Rear view mirror, Side Mirrors, Horn, Rear work lights, and headlights Attachment Control Engine Block Heater Heavy Duty Battery M1225 -POI -COI M 1225 -R08 -0O2 M1225 -AOI -CO2 M1225 -R07 -0O2 Product Quotation Quotation Number: AD412236 Quote Sent Date: Mar 19, 2024 Expiration Date: Apr 18, 2024 Customer CITY OF OAK PARK HEIGHTS G901869 - OAK PARK HEIGHTS - MN 14168 OAK PARK BLVD OAK PARK HEIGHTS, MN, 55082-6476 Dealer Tri-State Bobcat, Inc., Hudson, WI Quantity Price Each Total 65,421.24 65,421.24 Horsepower Management Roll Over Protective Structure (ROPS) . Meets Requirements of SAE -J1040 & ISO 3471 Falling Object Protective Structure (FOPS) . Meets Requirements of SAE -J 1043 & 1503449, Level l Dome Light Hydraulic Dump Box Instrumentation: Standard 5" Display with Keyless Start, Engine Temperature and Fuel Gauges, Hour meter, RPM and Warning Indicators. Includes maintenance interval notification, fault display, job codes, quick start, and security lockouts. Joystick, Manually Controlled with Lift Arm Float Lift Arm Support Parking Brake, automatic Power Steering with Tilt Steering Wheel Radiator Screen Rear Receiver Hitch Seat Belts, Shoulder Harness Spark Arrestor Muffler Suspension, 4 -wheel independent Tires: 27 x 10.5-15 (8 ply), Lug Tread Toolcat Interlock Control System (TICS) Two -Speed Transmission Machine Warranty: 12 Months, unlimited hours Bobcat Engine Warranty: Additional 12 Months or total of 2000 hours after initial 12 month warranty 1 2,423.10 2,423.10 209.10 209.10 118.90 118.90 82.00 82.00 Page 16 of 70 High Flow Package M1225 -R03 -0O2 1 1,423.52 1,423.52 Interior Trim M1225 -A01-004 l 176.30 176.30 Power Bob -Tach M1225 -R14 -0O3 1 943.00 943.00 Radio Option M1225 -1115-0O2 1 463.30 463.30 Rear View Camera M 1225 -R20 -CO 1 1 307.50 307.50 Traction Control M1225 -R16 -0O2 1 496.10 496.10 68" Standard Duty Bucket 7272771 1 997.12 997.12 Bolt -On Cutting Edge, 68" 7104508 1 170.00 170.00 Customer Acceptance: Quotation Number: AM12236 Authorized Signature: Total for Bobcat UW iMM. I-17 Print: Sign; Date: Email:, 56 73,231.18 Quote Total - USD 73,231.18 Dealer P.D.I. 350.00 Freight Charges 1,400.00 Destination Charges 200.00 Dealer Assembly Charges 85.00 Charges Rhino Line Box 600.00 Discount 2017 Bobcat 5600 40,000.00 Sales total before Taxes 35,866.18 Taxes 0.00 Quote Total - USD 35,866.18 Tax Exempt: Y O / N O Page 17 of 70 Tax Exempt: Y O / N O Page 17 of 70 , Bobcat® 5 !`0w � 161 !' Product Quotation Quotation Number: AD348097 Quote Sent Date: Feb 21, 2024 Expiration Date: May 21, 2024 Customer Contact CITY OF OAK PARK HEIGHTS G901869 - OAK PARK HEIGHTS - MN 14168 OAK PARK BLVD OAK PARK HEIGHTS, MN, 55082-6476 Prepared By Adam Delander Phone:7152450533 Email: adamd@tristatebobcat.com Dealer Tri-State Bobcat, Inc., Hudson, WI Item Name Item Number Quantity Price Each Total Snow Blower 32X68 M7047 1 5,437.04 5,437.04 MOTOR PACKAGE 160CC (28-31 M7047 -ROI -004 1 854.24 854.24 gpm) Total for Snow Blower 32X68 6,291.28 Customer Acceptance: Quotation Number: AD348097 Authorized Signature: Print: Date: Email: Purchase Order: Sign: Quote Total - USD 6,291.28 Dealer P.D.I. 350.00 Destination Charges 305.00 Discount Bobcat SB200 Snowblower -1,500.00 Sales total before Taxes 5,446.28 Taxes 0.00 Quote Total - USD 5,446.28 Tax Exempt: Y O / NO Page 18 of 70 BURNSVILLE LITTLE CANADA HUDSON ST. CRODC FALLS Highway 13 E 7Minnesota Avenue 588 Outpost Circle 2018 US Highway 8 Burnsville, MN 55337 Utill e Canada, MN 55117 Hudson, Wt 54016 St. Croix, Falls WI 54024 (952)894-0894 (651)407-3727 (715) 531-0801 (715) 557-6010 Fax (952) 894-5759 Fax (6%) 683-2476 Fax (715) 531-0805 Fax (715) 483-7095 Sales • Service - Rentals - Parts www.tristatebobcat.com Ship To: SAME AS BELOW k') VJ Invoice To: CITY OF OAR PARK HEIGHTS 14168 OAR PARR BLVD OAK PARK HEIGHTS MN 55082-6476 Branch 03 RiitiF*nn Date 02/21Z2024 Time 13*48:19 (0) Page 1 Account No. 2 4 1 25471 Phone No. 6517756179 nvoked?.- Invoked?.- 1008366 Ship Via Purchase Order Salesperson ANID EQUIPMENT QUOTE • NOT AN INVOICE Description ** Q U 0 T E ** EXPIRY DATE: 04/30/2024 Amount Stock #: B080349 Serial #: 255205 New VIRNIG SBS72-LD 72" V50 LD ANGLE SNOW BLADE ****INCLUDING THE FOLLOWING OPTIONS**** SBS72-LD 72" V50 LD ANGLE SNOW BLADE . One cylinder, hydraulic, angle design. Blade construction still.. allows full clown pressure.: Trip edge containing two` compression springs. Oscillation and adjustable cast skid shoes allows edge to follow uneven surfaces. Standard with 5/8&#8243; x 8&#8243; reversible, replaceable bolt on wear edge Subtotal: Authorization: Quote Total: 3650.00 Page 19 of 70 From: Jaryd Marks JMarks@cityofoakparkheights.com d Subject: I TOOL CAT QUOTE - LANO EQUIPMENT Date: March 19, 2024 at 10:54AM To: Andrew Kegley akegley@cityofoakparkheights.com From: Alex Dvorak <alex_d@lanoequip.conI Sent: Thursday, February 22, 2024 1:29 PM To: Jaryd Marks<J Marks @cityofoakparkheights.com> Subject: TOOL CAT QUOTE - LANO EQUIPMENT Hey Jaryd, So I got word back from Bobcat that you are already working with Tri-State on a quote. They secured a state bid, and as a result Im not able to quote you on the machine. Unfortunately you are stuck working with Tri-State. Let me know if you need anything else down the line. Thanks Alex s.. SIMiC" q`k •1 ;-, Alex Dvorak Salesman Mobile: 612-366-1876 Phone: 763-307-2803 lanoequip.c©m CLICK HERE TO WATCH THE LANO STORY VIDEO Page 20 of 70 to kP G�., o s TO: Mayor and City Council FROM: Andrew Kegley, Public Works Director AGENDA ITEM: Street Seal Coating -2024 Date: 03/26/2024 Consent BACKGROUND: The City strives to keep up with street maintenance in accordance to recommended schedules. It is time to seal coat Area D (North side of the City, portions of the north frontage road and Nova Scotia Ave. Quotes to complete the seal coat and traffic line painting are as follows: Seal Coating Quote Pearson Brothers $75,145.00 Allied $76,397.60 Fahrner $77,681.00 FINANCIAL IMPACT: Traffic Line Painting Quote A+ Seal Coating (2 coats) $7,250.00 Fahrner $6,975.00 Sir Lines -A -Lot $10,302.00 • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? Yes. • IF YES, TOTAL COST: $82,395 • BUDGET LINE ITEM: Seal coat /Crack seal -Budgeted Projects BUDGET AMOUNT: $ $705,801 • WITHIN BUDGET? Yes. • NOTE: City boundaries between Stillwater and OPH bisect some roads. OPH carried this work over from 2023 so Stillwater- could add it to the 2024 budget. Speaking with Shawn Sanders, Stillwater did budget for their 3,456 SQ YDS ;ire `[;1.75/SQYD for a $6,048cost share. The alternative was OPH only seal OPH's portion of the road. ACTION REQUESTED: Accept proposals from Pearson Brothers for 2024 seal coat and from A+ Seal Coating for traffic line painting for the quoted amounts. ATTACHMENTS: Quotes. Page 21 of 70 Nova Soctia Ave N Nova Scotia Ave N _[ 6th St N to 58th St N 1 17001 451 765001 85001 Total Square Yards 1 429401 Stlllwaters Portion of Shared Roads 1 34561 Page 22 of 70 Area D Shared Portion Street Start and Ending point Length Width 5040 Total sf Total SY West end of Oren Ct N Upper 61 st St N Peabody Ave N to Lookout Trl N 300 15 4500 500 230 Upper 61 st 5[ N Lookout Trl N to Beach Rd 230 18 4140 460 800 Upper 61st St N Beach Rd to Paris ;Ave N 370 18 6660 740 62nd St N Dead End east to Beach Rd 390 20 7800 867 62nd St N Beach Rd to Panama Ave N 7201 20 14400 1600 63rd St N Peacan Ave N to Paris Ave N 630 20 12600 1400 OPH West Border to Oren Ave N 63rd St N Paris A� c N to Panama Ave N 630 20 12600 1400 Upper 63rd St. N Peacan :A%c N to Paris Ave N 610 20 12200 1356 Upper 63rd St N Paris Ave N to Panama Ave N 630 20 12600 1400 121300 64th St N Peacan :Ave N to Paris Ave N 610 20 12200 1356 711 64th St N Paris Ave N to Panama Ave N 630 20 12600 1400 64th St N Ozark Ave N east to Dead Fiid 310 20 6200 689 65th St N Hillcrest Dr to Paris Ave N 640 20 12800 1422 10 1500 167 Peabody Ave N Upper 61 st St N to Lookout Trl N 740 16 11840 1316 Peacan Ave N 63rd St N to Upper 63rd St N 325 16 5200 578 1411 Peacan Ave N Upper 63rd St N to 64th St N 340 20 6800 756 Paul Ave N Upper 61st St N south to Dead End 410 12 4920 547 Paul Ave N Beach Rd to 62nd. St N 260 20 5200 578 Paris Ave N 62nd St N south to Dead End 990 16 15840 1760 Pananma Ave N 62nd St N to 65th St N 1270 20 25400 2822 Ozark Ave N 64th St N to 65th St N 305 18 5490 610 Osman Ave N 65th St N South to OPH Boundg 640 30 19200 21331 533 Nova Soctia Ave N Nova Scotia Ave N _[ 6th St N to 58th St N 1 17001 451 765001 85001 Total Square Yards 1 429401 Stlllwaters Portion of Shared Roads 1 34561 Page 22 of 70 60th St N/North Frontage Rd. Oren Ct N Oren Ave N to Cul -De -Sac 180 28 5040 560 Oren Ct N Cul -De -Sac West end of Oren Ct N 90 90 6359 707 Oren Ave N 60th St NI North Frontage Rd to Cul -De -Sac 230 28 6440 716 Oren Ave N Cul -De -Sac North end of Oren Ave N 90 90 6359 707 60th St N OPH West Border to Oren Ave N 675 38 25650 2850 Oren Ave N 60th St N to 61st St N 410 30 121300 1367 61st St N Oren Ave N to Osgood Ave N 630 24 15120 1680 ,61st St N Turn Lane 150 10 1500 167 Nova Soctia Ave N Nova Scotia Ave N _[ 6th St N to 58th St N 1 17001 451 765001 85001 Total Square Yards 1 429401 Stlllwaters Portion of Shared Roads 1 34561 Page 22 of 70 ATTENTION: Jaryd Marks PHONE #: 651-439-4439 Office 651-775-6179 Cell JOB LOCATION: Oak Park Heights ADDRESS: DATE: March 13, 2024 Pearson Bros., Inc. 11079 Lamont Avenue N.E. -- Hanover, MN 55341 Phone: (763) 391-6622 -- Fax: (763) 391-6627 GSC C'UG 1 V FAX #: imarks(a?citvofcaknarkheights.corn WE HEREBY SUBMIT SPECIFICATIONS AND ESTIMATES FOR: 42,940 APPROX. SQUARE YARDS OF BITUMINOUS SEAL COATING. Square yards are estimated and PBI bills for actual yards unless otherwise specified. PRE -SEAL: Area to be swept by Pearson Bros., Inc, LIQUID APPLICATION: Pearson Bros., Inc. will furnish and install CRS -2 Lquid Asphalt at .25 gallons per square yard. AGGREGATE COVER: Pearson Bros., Inc. will furnish and install 118" Trap Rock 15-20 lbs per square yard. ROLLING: Entire area shall be rolled with (2) Eleven (11) Wheel Pneumatic Tire Rollers. PICK- UP SWEEP. Excess rock shall be picked up by and disposed of by Pearson Bros., Inc. START DATE: No earlier than: May 15, 2024 COMPLETION DATE: No later than: Sep 15th, 2024 Proposed Hereby to Furnish Material and Labor -- Complete in Accordance with the Above Specifications, the Sum of: $75,145.00 42,940 sq yards @ $1.75 per sq yard AUTHORIZED SIGNATURE: TODD BARTELS PEARSON BROS., INC. ACCEPTANCE OF PROPOSAL— The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payment will be made as outlined above. Payment Due Upon Completion SIGNATURE: DATE: Proposal good for 30 days. Page 23 of 70 A+ Sealcoatiing LLC 12045 Waconia Circle NE Blaine, MN 55449 Phone: (763) 286-3853 Email: aplussealcoaters@gmail.com Web: aplussealcoating.com Description i L.jrit ) Prepared For City of Oak Park Heights: Jaryd Marks 14168 Oak Park Blvd. N. Oak Park Heights, MN 55082 (651) 775-6179 OAK PARK HEIGHTS STREET LINE PAINTING ESTIMATE Estimate # M•. Date 03/15/2024 Business / Tax # 833312712 HiJaryd, Thank you for the opportunity to put an estimate together for you. Please reach out with any questions. We are fine with one or two coats, but think two would be the way to go over chip seal for durability. Once a decision has been made on 1 or 2 coats I will update the estimate with payment totals. Thanks, Anthony Branitski A+ Sealcoating LLC Restriping existing paint using DOT approved latex paint per attached maps provided by City of Oak Park Heights. Working areas will be clearly coned off until paint is fully dry. Nova Scotia, 60th St N/ North Frontage rd, Oren Ave, 61 st N 1 Coat: Lump Sum Price: $4,200 2 Coat: Lump Sum Price. $7,250 Total Calculation Description Unit Quantity Re -strip 4" white turn lane markings LF 375 Re -stripe 4" double yellow lane divider LF 1,905 Re -stripe 4" white fog line LF 0 Re -stripe double 4" yellow protected turn lane LF 2,930 Re -stripe 8" yellow gore markings LF 480 Re -stripe 24" wide white stopping bars LF 43 Re -stripe 3`x6' White x -walk markings EA 7 Total $4,200.00 Page 24 of 70 Re -stripe white DOT turn arrows FA 23 Re -stripe 4" Broken white lane divider line LF 0 Page 2 of 3 Subtotal $4,200.00 Total $4,200.00 Page 25 of 70 By signing this document, the customer agrees to the services and conditions outlined in this document. Anthony Branitski A+ Sealcoating LLC Rage 3 of 3 City of Oak Park Heights: Jaryd Marks Page 26 of 70 7ij 10503 - 89th Avenue North Maple Grove, MN 55369 www.alliedblacktopmn.com Company Name: City of Oak Park Heights Billing Address: 14168 Oak Park Blvd N Oak Park Heights, MN 55082 Contact Person: Jaryd Marks Phone: 651-775-6179 Email: Imarks@citycfoak ar hgights.com We hereby submit specifications and quotations for the following: Description of Work to be Performed //// j d 4 -cI C Proposal Date: Project Name: 2024 Seal Coat Project Address: Matt Dolecki Phone: 763-425-0575 Cell: 612-834-0168 Ell m.doleeki( �alliLvJblacktopmn.com February 27, 2024 Project Contact Person: Jaryd Marks Phone: 651-775-6179 Email: itiiarks@cityq_toakpqrkheights.com Chip Seal: CRS -2 & 118" Trap Rock S.Y. 42920 1.78 $76,397.66 Sweep asphad Apply !quid asphalt at a rare of 24 gallons per square yard. Apply cover aggregate at 1B lbsper square yard. Not cover aggregate. Pick up sweep excess aggregate 1 In 3 weeks atter chlp seal application. Add SIDA 51S.Y, to substitute Polymerized CRS -2 for quicker pick up sweeps (1 to 3 weeks}, NOTE: Imgallon must be off 24 His and obstructions moved prior to construction. Additional MOB charges may apply. NOTE: Chip sealing behind parking bumpers, under steps, or any areas not accessible by chip seal roller are excluded from the project. NOTE: Quote Assumes 1 mobilization NOTE: Second sweep available at S0.15rSY, Minimum $850.04 NATE: Consider a cape seal or fog seal to reduce aggregate loss and tracking. ckeluaiori Bonft pe,trim fees, su rvey1i engin— ring, testing, ran road insurance, special Insurance, sat speeltte tralfft for employees, lards peg, Irrigation, waredrg of sue, still wn-bons, dewaturmg, trelpe control, utility or structural sheetlng, storing, uerfi rpinnmg, burled debris, rack excavation, class V base mete!W s, tial. tire, (owing Insulation or waterproonng, uparatlon omdcs vapor Oa roars, dralnage layers, hazardous materials, removal orconl 1,eed suds, haul egad .... I ucaon, erosion conmil site restoration, gas, mechanical, or r,kchlcal axwvabl sole fencing, locall private utilities. pryaat,iftli rrprim, vdrrter or cold weather conelti right or ryYkend logits wide, CaMlit ns. Note: See Allied Blacktop Warrantv Terms, Qualifications, and.Construction Specifications. Note: Contracted prices are subject to re -pricing if the WTI oil pricing exceeds $125/Barrel at time of delivery We propose to furnish material and labor, complete in accordance with the above specifications, for the total lump sum of: TOTAL ALL: See Above ADD 1 % Bonding if Necessary Payment leans are net 30 days. Payment terns for chip at applications am 50°.6 one net 30 days. balance due upon camptel,on nl sweeping. vote. Tris pmpusal may be withdrawn if nor accepted v ithin 15 days. Any aeeratinn or deviation from the above specificafcns invotviag extra costs wm be exacuted only upon written f orders and will become an extra charge ever and iiWve the estimate. All agreements are contingent upon Mrikes, accidents, weatrier or other delays beyond our control, Allied Inc. to carry proper Insurance including Workers Compensalon AuViorized Signature: Matt Dolecki Acceptance of Proposal: The above prices, specifications, conditions, and anached warranty quald--tions are satisfactory and are homhr accepted. You are authorl in do the work as specified. Payment will be made as oullirled above. Date of Acceptance Signature: Page 27 of 70 PROPOSALICONTRACT Job. No. CORPORATE OFFICE 2800 Mecca Drive • Plover, WI 54467 phone 715.341.2868 • toll-free 800,332.3360 fax 715.341.1054 751 N Sluemound Drive • Appleton, WI 54914 phone 920.759.1008 • fax 920.759.1019 6615 U5 Highway 12 W * Eau Claire, WI 54703 phone 715.874.6070 • fax 715.874.6717 FAHRNER asphalt"',*Wsealersn. Pa[;enzent :Vaintenance Contractors EOE, including disability/rets Date: March 12, 2024 914 Commercial Court • Onalaska, WI 54650 phone 608.779.6641 • fax 608.779.6813 316 Raemisch Road • Waunakee, WI 53597 phone 608.849.6466 • fax 608.849.6470 111 Anderson Road • Iron River, MI 49935 phone 906.265.6770 • fax 906.265.5719 2224 Veterans Memorial Pkwy • Saginaw, MI 48601 phone 989.752.9200 • fax 989.752.9205 Contact Name: Jaryd Mark Contract Price $77,681.00 PURCHASER: City of Oak Park Heights TELEPHONE: ADDRESS: PO BOX 2007 DESCRIPTION OF PROPERTY: 14168 Oak Park Blvd N 2024 Road Chip Sealing Oak Park Heights, MN 55082 Multiple Locations Oak Park Heights, MN 55082 1. FAHRNER Asphalt Sealers, L.L.C. (CONTRACTOR) and PURCHASER agree that, CONTRACTOR shall furnish the labor and materials to complete certain construction in accordance with the following specifications: The area included with this bid is shown on the map provided by Jaryd Mark. Chipseal Streets : $77,681 Chipseal: Thoroughly clean the existing surface with a self propelled broom. Apply CRS -2 170 degree emulsified asphalt by full -width spray distributor. Apply cover aggregate and spread uniformly over surface with full -width self propelled chip spreader 1/8" Trap Rock. Roll with pneumatic -tired roller. Sweep entire project with a mechanical pick up sweeper. cow This proposal may be withdrawn if not accepted and received by CONTRACTOR within 30 days of the date above and/ or at any time before performance of the work hereunder upon CONTRACTE}l3 & determinatio PURCHASER is not creditworthy. 2. If proposal is accepted please sign, retain one corandprice ward a copy to our office. 3. The undersigned ("PURCHASER") agrees to pay CONTRACTOrice of $77681.00 and/or the unit prices specified above for the labor and materials specified above wshall be due upon comple . of each stage of work. PURCHASER acknowledges that the specifications, conditionuotes specified ab o re satisfactory and hereby accepted. Acceptance of this Proposal includes acceptance of all the terms and conditions on back. CONTRACTOR: PURCHASER: Fahrner Asphalt Sealers, LLC:763-482-9640 I have read and understand the terms and conditions on both sides lucas.chapman@fahmerasphalt.com of this contract. Lucas Chapman (PRINT OR TYPE NAME) By: (CONTRACTOR REPRESENTATIVE) By: (PRINT OR TYPE NAME) (PURCHASER AUTHORIZED REPRESENTATIVE) Page 28 of 70 Date: March 12, 2024 Date of acceptance: TERMS AND CONDITIONS NOTICE OF LiEN RIGHTS PERSONS OR COMPANIES FURNISHING LABOR OR MATERIALS FOR THE IMPROVEMENT OF REAL PROPERTY MAY ENFORCE A LIEN UPON THE IMPROVED LAND IF THEY ARE NOT PAID FOR THEIR CONTRIBUTIONS, EVEN IF THE PARTIES HAVE NO DIRECT CONTRACTUAL RELATIONSHIP WITH THE OWNER. MINNESOTA LAW PERMITS THE OWNER TO WITHHOLD FROM THE OWNER'S CONTRACTOR AS MUCH OF THE CONTRACT PRICE AS MAY BE NECESSARY TO MEET THE DEMANDS OF ALL OTHER LIEN CLAIMANTS, PAY DIRECTLY THE LiENS AND DEDUCT THE COST OF THEM FROM THE CONTRACT PRICE, OR WITHHOLD AMOUNTS FROM THE OWNER'S CONTRACTOR UNTIL THE EXPIRATION OF ONE HUNDRED TWENTY (120) DAYS FROM THE COMPLETION OF THE IMPROVEMENT UNLESS THE CONTRACTOR FURNISHES TO THE OWNER WAIVERS OF CLAIMS FOR MECHANICS' LIENS SIGNED BY PERSONS WHO FURNISHED ANY LABOR OR MATERIAL FOR THE IMPROVEMENT AND WHO PROVIDED THE OWNER WITH TIMELY NOTICE. ACCEPTANCE OF WORK All labor and material is conclusively accepted as satisfactory unless excepted to in writing within seven (7) days of performance. EXTRA WORK All alterations or deviations from any of the terms of this contract shall be in writing and executed by the parties hereto. Any extra cost Involved therein will became an extra charge to be paid by PURCHASER over and above the contract price. PURCHASER'S RESPONSIBILITIES PURCHASER acknowledges and understands that it shall be responsible for obtaining any and all permits which may be required in connection with the performance of this Proposal/Contract. Where applicable, PURCHASER shall also be responsible for backfilling areas that border along the newly paved surface to eliminate potential cracking. PURCHASER assumes all flab€iity for any damages done to underground utilities and/or structures unless CONTRACTOR has been notified, upon acceptance of this Proposal, as to the specific location and depth of any such buried utilities/structures. Unless exempt, in accepting this Proposal/Contract, PURCHASER acknowledges that it shall comply with the requirements of all applicable federal, state, and local employment laws, executive orders, codes and regulations (the'Requiremente) effective where the work and/or services are being performed Including, but not limited to, 41 CFR §§ 60-1 A(a)(1 }(8), 60-1.4(b), 60-1 A(c) or their successors effective where this Proposel/Contract is performed. To the extent required by law, all provision s of the Requirements are hereby Incorporated into and made a part of this Agreement and any applicable agreements of CONTRACTOR. To the extent applicable, the Requirements Include, but are not limited to, (1) prohibition of discrimination because of protected veteran status, disability, race, calor, religion, sex, sexual orientation, gender Identity, national origin and because of Inquiry or discussion about or disclosure of compensation, (2) affirmative action to employ and advance In employment Individuals without regard to race, sex, disability, or protected veteran status, (3) compliance with the Employee Notice clause contained in 29 C.F.R. pat 471, Appendix A to Subpart A. or its successors, (4) compliance with the EEO -1 and VETS -4212 reports filing requirements in 41 C.F.R. §§ 60-1.7 and 41 C.F.R. §61-300.10, or their successors, (5) compliance with paycheck transparency obligations of 46 C.F.R. § 22.2005, Including the contract clause found at 48 C.F.R. § 52.222-60, which is Incorporated by reference as If fully set forth herein, (6) other affirmative action in employment, (7) required/certified payrolls, (8) social security acts, (9) unemployment compensation acts, (10) worker's compensation acts, (11) equal employment opportunity accts and (12) the required contract provisions for Federal -Aid Construction Contracts, Forth FHWA-1273, if applicable. When applicable, PURCHASER and CONTRACTOR shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans, and requires affirmative action by covered prime contractors and subcontractors to employ and advance In employment qualified protected veterans. When applicable, PURCHASER and CONTRACTOR shall abide by the requirements of 41 CFR 60-741.5(a). This regulation prohibits discrimination against qualified Individuals on the basis of disability, and requires affirmative action covered by prime contractors and subcontractors to employ and advance in employment quart ied Individuals with disabilities. INCLEMENT WEATHER Inclement weather may after the completion of the work to be furnished hereunder. Furthermore, special consideration should be given if work is to be performed before May 1 or after October 15 In light of less than desirable weather conditions which could potentially impair the quality of the work performed hereunder. WARRANTY All material is guaranteed to be as specified and all wok is to be completed In a workmanlike manner according to standard p ractioes. All labor and materials will be guaranteed against defect for one (1) year from date of installation. Due to Minnesota winters and expansion and contraction of the ground, some cracking of the pavement may be experienced. There are no express or implied warranties of merchantability, quality, quantity or of fitness for any particular purpose, which extend beyond those specifically set out in thft document All warrantles are void If oavment is not made as atiaulated. DELINQUENCY CHARGE Payment is due and payable upon completion of each stage of the work If PURCHASER defaults on the payment required, PURCHASER will be liable for all costs of collection, including reasonable attorney's fees, and a delinquency charge on the balance at the maximum rates allowed by law. The Delinquency Charge rate shall be 1.5% per month (18% APR) plus all costs of collection, including reasonable attorney's fees. CONTRACTOR retains title to all merchandise covered by this Agreement until full payment Is received according to the above terms of sale. PURCHASER consents In any action or legal proceeding relating to this Contract commenced by the CONTRACTOR to the personal Jurisdiction of any court that is either a court of record in the State of Minnesota or a court of the United States located In the State of Minnesota. INDIVIDUAL LIABILITY The undersigned PURCHASER agrees to be individually liable for all terms of the Agreement, regardless of whether he or she signs Individually or as an agent for the owner of the property upon which the work is being performed or for any other Individual, partnership or corporation. PRODUCT INFORMATION AND MAINTENANCE Since the asphalt In blacktop needs time to harden and cure, usually 642 months, your asphalt pavement will remain soft and pliable during warm weather. During this time, don't park In the same spot every time and do not tum your steering wheel back and forth when your car is not moving. It Is not unusual to experience some cracking over the winter due to the contraction and expansion of the ground, especially over culverts, pipes, electric wires, etc. Avoid gasoline and petroleum product spills as they will destroy your pavement. If spills do occur, Immediately bush with lots of soapy water. If you decide to seal coat your pavement, waft until the summer following Installation. We recommend a good quality real tar emulsion sealer as they are impervious to gasoline and petroleum product spills. BINDING EFFECT This Agreement shall be binding upon the parties hereto, their heirs, personal representatives, successors and assigns. ENTIRE AGREEMENT This written Proposal/Contract consisting of two (2) sides contains the entire Agreement and understanding between the parties, and no provision, terms, warranties, representations or promises, either expressed or implied, other than those set forth herein are binding on either party. Page 29 of 70 Page 2 ort PROPOSAL/CONTRACT /&\ Job. No. FAHRNER CORPORATE OFFICE 2800 Mecca Drive • Plover, WI 54467 phone 715.341.2868 • tolf-free 800.332.3360 asphalt,'WSealerS rrC fax 715.341.1054 751 N Sluemound Drive • Appleton, WI 54914 Pfri einent .1faintenance C'Onti,actoi-s phone 920.759.1008 • fax 920.7 59.1019 6615 US Highway 12 W • Eau Claire, W'54703 EOE, including disability/ vets phone 715.874.6070 • fax 715.874.6717 Date: March 12, 2024 914 Commercial Court • Onalaska, WI 54650 phone 608.779.6641 • fax 608.779.6813 316 Raemisch Road • Waunakee, WI 53597 phone 608.849.6466 • fax 608.849.6470 111 Anderson Road • Iron River, MI 49935 phone 906.265.6770 • fax 906.265.5719 2224 Veterans Memorial Pkwy • Saginaw, MI 48601 phone 989.752.9200 • fax 989.752.9205 Contact Name: Jaryd Mark Contract Price $6,975.00 PURCHASER: City of Oak Park Heights TELEPHONE: ADDRESS: PO BOX 2007 DESCRIPTION OF PROPERTY: 14168 Oak Park Blvd N 2024 Striping Oak Park Heights, MN 55082 Multiple Locations Oak Park Heights, MN 55082 1. FAHRNER Asphalt Sealers, L.L.C. (CONTRACTOR) and PURCHASER agree that, CONTRACTOR shall furnish the labor and materials to complete certain construction in accordance with the following specifications: The area included with this bid is shown on the map provided by Jaryd Mark. Striping: $6,975 j� } Quantites Included DescriptionUnitQuantity Re -stripe 4" white turn lane markingsLF375 Re -stripe 4" double yellow lane dividerLF1,905 Re -stripe 4" white fog line LF0 Re -stripe double 4" y pro turn laneLF2,930 Re -stripe 8" yellow gore markingsLF480 Re -stripe 24" wide white stopping barsLF43 Re -stripe 3'x6' White x -walk markingsEA7 Re -stripe white DOT turn arrows EA23 Re -stripe 4" Broken w lane divider lineLFd Layout and stripe asphalt with ONE Coat of Latex traffic paint. This proposal may be withdrawn if not accepted and received by CONTRACTOR within 30 days of the date above and/ or at any time before performance of the work hereunder upon CONTRACTOR'S determination that the PURCHASER is not creditworthy. 2. If proposal is accepted please sign, retain one copy and forward a copy to our office. 3. The undersigned ("PURCHASER") agrees to pay CONTRACTOR the total price of $6,975.00 andlor the unit prices speclfied above for the labor and materials specified above which payment shall be due upon completion of each stage of work. PURCHASER acknowledges that the specifications, conditions and price quotes specified above are satisfactory and hereby accepted. Acceptance of this Proposal includes acceptance of all the terms and conditions on back. CONTRACTOR: PURCHASER: Fahrner Asphalt Sealers, LLC:763-482-9640 I have read and understand the terms and conditions on both sides lueas.chapman@fahrnerasphalt.com of this contract. Lucas Cha By: (PRINT OR TYPE NAME) (CONTRACTOR REPRESENTATIVE) By: (PRINT OR TYPE NAME) (PURCHASER AUTHORIZED REPRESENTATIVE) Page 30 of 70 Date: March 12, 2024 Date of acceptance: TERMS AND CONDITIONS NOTICE OF LIEN RIGHTS PERSONS OR COMPANIES FURNISHING LABOR OR MATERIALS FOR THE IMPROVEMENT OF REAL PROPERTY MAY ENFORCE A LIEN UPON THE IMPROVED LAND IF THEY ARE NOT PAID FOR THEIR CONTRIBUTIONS, EVEN IF THE PARTIES HAVE NO DIRECT CONTRACTUAL RELATIONSHIP WITH THE OWNER. MINNESOTA LAW PERMITS THE OWNER TO WITHHOLD FROM THE OWNER'S CONTRACTOR AS MUCH OF THE CONTRACT PRICE AS MAY BE NECESSARY TO MEET THE DEMANDS OF ALL OTHER LIEN CLAIMANTS, PAY DIRECTLY THE LIENS AND DEDUCT THE COST OF THEM FROM THE CONTRACT PRICE, OR WITHHOLD AMOUNTS FROM THE OWNER'S CONTRACTOR UNTIL THE EXPIRATION OF ONE HUNDRED TWENTY (120) DAYS FROM THE COMPLETION OF THE IMPROVEMENT UNLESS THE CONTRACTOR FURNISHES TO THE OWNER WAIVERS OF CLAIMS FOR MECHANICS' LIENS SIGNED BY PERSONS WHO FURNISHED ANY LABOR OR MATERIAL FOR THE IMPROVEMENT AND WHO PROVIDED THE OWNER WITH TIMELY NOTICE. ACCEPTANCE OF WORK Ali labor and material Is conclusively accepted as satisfactory unless excepted to in writing within seven (7) days of performance. EXTRA WORK All alterations or deviations from any of the terns of this contract shall be in writing and executed by the parties hereto. Any extra cost Involved therein will become an extra charge to be paid by PURCHASER over and above the contract price. PURCHASER'S RESPONSIBILITIES PURCHASER acknowledges and understands that it shall be responsible for obtaining any and all permits which may be required in connection with the performance of this Proposal/ContracL Where applicable, PURCHASER shall also be responsible for backfilling areas that border along the newly paved surface to eliminate potential cracking. PURCHASER assumes all liability for any damages done to underground uliq@es and/or structures unless CONTRACTOR has been notified, upon acceptance of this Proposal, as to the specific location and depth of any such buried utilities/structures. Unless exempt, in accepting this Proposal/Contract, PURCHASER acknowledges that it shall comply with the requirements of all applicable federal, state, and local employment laws, executive orders, codes and regulations (the'Requirements') effective where the work and/or services are being performed Including, but not limited to, 41 CFR §§ 60-1 A(aXII }(8), 60-1 A(b), 60-1.4(c) or their successors effective where this Proposal/Contract is performed. To the extent required by law, all provision s of the Requirements are hereby Incorporated into and made aped of this Agreement and any applicable agreements of CONTRACTOR. To the extent applicable, the Requirements include, but are not limited to, (1) prohibition of discrimination because of protected veteran status, disability, race, color, religion, sex, sexual orientation, gender Identity, national origin and because of Inquiry or discussion about or disclosure of compensation, (2) affirmative action to employ and advance In employment individuals without regard to race, sex, disability, or protected veteran status, (3) compliance with the Employee Notice clause contained in 29 C.F.R. part 471, Appendix A to Subpart A, or its successors, (4) compliance with the EEO -1 and VETS -4212 reports filing requirements in 41 C.F.R. §§ 60-1.7 and 41 C.F.R. §61-300.10, or their successors, (5) compliance with paycheck transparency obligations of 48 C.F.R. § 22.2005, Including the contract clause found at 48 G.F.R. § 52.222-60, which is incorporated by reference as If fully set forth herein, (6) other affirmative action In employment, (7) required/certified payrolls, (8) social security acts, (9) unemployment compensation acts, (10) worker's compensation acts, (11) equal employment opportunity acts and (12) the required contract provisions for Federal -Aid Construction Contracts, Form FHWA-1273, if applicable. When applicable, PURCHASER and CONTRACTOR shall abide by the requirements of 41 CFR 60-300.5(x). This regulation prohibits discrimination against qua[tflal protected veterans, and requires affirmative action by covered prime contractors and subcontractors to employ and advance In employment qualified protected veterans. When applicable, PURCHASER and CONTRACTOR shall abide by the requirements of 41 CFR 60-741.6(a). This regulation prohibits discrimination against qualified Individuals on the basis of disability, and requires affirmative action covered by prime contractors and subcontractors to employ and advance In employment qua6fled Individuals with disabilities. INCLEMENT WEATHER Inclement weather may alter the completion of the work to be famished hereunder. Furthermore, special consideration should be given If work is to be performed before May 1 or after October 15 in light of less than desirable weather conditions which could potentially impair the quality of the work performed hereunder. WARRANTY All material Is guaranteed to be as specified and all work is to be completed in a workmanlike manner according to standard practices. All labor and materials will be guaranteed against defect for one (1) year from date of Installation. Due to Minnesota winters and expansion and contraction of the ground, some cracking of the pavement may be experienced. There are no express or Implied warranties of merchantability, quality, quantity or of fitness for any particular purpose, which extend beyond those specifically set out in this document. All warranties are void If pa�meM is not made as stiAuiated. DELINQUENCY CHARGE Payment is due and payable upon completion of each stage of the work If PURCHASER defaults on the payment required, PURCHASER will be liable for all casts of collection, Including reasonable attorney's fees, and a delinquency charge on the balance at the maximum rates allowed by law. The Delinquency Charge rate shall be 1.5% per month (18% APR) plus all costs of collection, including reasonable attorney's fees. CONTRACTOR retains title to all merchandise covered by this Agreement until full payment is received according to the above terms of sale. PURCHASER consents in any action or legal proceeding relating to this Contract commenced by the CONTRACTOR to the personal jurisdiction of any court that is either a court of record in the State of Minnesota or a court of the United States located in the State of Minnesota. INDIVIDUAL LIABILITY The undersigned PURCHASER agrees to be individually liable for all terms of the Agreement, regardless of whether he or she signs individually or as an agent for the owner of the property upon which the work is being performed or for any other trxfivtdual, partnership or corporation. PRODUCT INFORMATION AND MAINTENANCE Since the asphalt in blacktop needs time to harden and cure, usually 6-12 months, your asphalt pavement will remain soft and pliable during warm weather. During this time, don't park to the same spot every time and do not tum your steering wheel back and forth when your car is not moving. It Is not unusual to experience some cracking over the winter due to the contraction and expansion of the ground, especially over culverts, pipes, electric wires, etc. Avoid gasoline and petroleum product spills as they will destroy your pavement. If spills do occur, immediately flush with lots of soapy water. If you decide to seal coat your pavement, waft until the summer following installation. We recommend a good quality coal tar emulsion sealer as they are impervious to gasoline and petroleum product spills. BINDING EFFECT This Agreement shall be binding upon the parties hereto, their heirs, personal representatives, successors and assigns. ENTIRE AGREEMENT This written Proposal/Contrad consisting of two (2) sides contains the entire Agreement and understanding between the parties, and no provision, terms, warranties, representations or promises, either expressed or implied, other than those set forth herein are binding on either party. Page 31 of 70 Page 2 of 2 7175 Cahill Road - Edina, MN 55439 Phone: (952)-913-8382 Email: sales@linesalot.com www.linesalot.com PROPOSAL To: City Of Oak Park Heights Contact: Address: 14168 Oak Park Blvd. N Phone, 1 Oak Park Heights, MN Email: Project Name: Oak Park Heights 2024 Striping Bid Number: H24-0260 Project Location: City Of Oak Park Heights, MN Bid Date: 3/1/2024 item # Item Description Estimated Unit Unit Price Total Price 1 4" SOLID/BROKEN/DOTTED LINE LATEX PAINT 375.00 LF $0.50 $187.50 2 4" DOUBLE SOLID LINE LATEX PAINT 4,835.00 LF $1.00 $4,835.00 3 8" SOLID LINE CROSSHATCH LATEX PAINT 480,00 LF $4.00 $1,920.00 4 24" SOLID LINE STOP BARS LATEX PAINT 43.00 LF $6.50 $279.50 5 CROSSWALK BLOCK 3'x6' LATEX PAINT 7,00 EACH $95.00 $665.00 6 TURN ARROW LATEX PAINT 23.00 EACH $105.00 $2,415.00 Total Bid Price: $10,302.00 Notes: • 1. This quote includes ONE mobilization to complete the entire project. Additional, if requested, are $950.00 each. • 2. Does not include any brooming, late season markings, parking stall/trail striping, or pavement marking removals. • 3. Bond fee not included. If required, add 1.50% to total quote price. • 4. Retainage as owner. • 5. Does not include any interim or temporary pavement markings. Interim markings are NOT incidental to this quote. * No installation or removal of temporary tape or TRPM's. • 6. Owner/engineer must be on site to assist and approve layout of all new pavement markings. • 7. All pavement markings are surface applied Latex Paint only. Not ground in or wet reflective. • 8. Scope of work is limited to the highlighted areas only shown on maps. • 9. Placing TRPMs to mark existing pavement marking locations and centerline start/stop points is the responsibility of the own der/seal coating contractor. This quote does not include layout of new markings. 10. Final quantities will be invoiced. ACCEPTED: The above prices, specifications and conditions are satisfactory and are hereby accepted. Buyer: Signature: Date of Acceptance: CONFIRMED: Sir -Lines -A -Lot Authorized Signature: Estimator: T] Phillips (612) 434-0090 q.phillips@linesalot.com Page 1 of 1 Page 32 of 70 fosk Pa,*4 d TO: Mayor and City Council FROM: Andrew Kegley, Public Works Director AGENDA ITEM: Replace Fence at Swager Park Date: March 26, 2024 Consent BACKGROUND: The fence at swagger Park is in disrepair and needs to be replaced. Attached are two quotes to remove & dispose of the existing fence and replace the existing shadowbox fence with a new six -foot -tall cedar picket privacy fence along the south property line of swagger Park and abutting the rear yard of seven (7) homes along 5711 St N. Mauer Company, LLC: $39,650 Midwest Fence: $58,601 Mauer Fence provided the lowest quote and proposes to replace the fence with cedar toned posts and rails (Facing the north or Swager side of the fence) and Cedar pickets. Mauer Company completes a fair amount of fence work for other governmental agencies, including most recently the Stillwater Area Hight school. At their March 18, 2024 meeting, the Parks and Trails Commission recommended the City accept Mauer's proposal for $39,650. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS Yes. • IF YES, TOTAL COST: $39,650 • BUDGET LINE ITEM: Parks and Trails Improvements -Budgeted Projects BUDGET AMOUNT: $100,000 (For replacing fence) • WITHIN BUDGET Yes. ACTION REQUESTED: Accept the proposal from Mauer Company, LLC to replace the Swager Park existing shadowbox fence with a cedar picket privacy fence for $39,650. ATTACHMENTS: Quotes from Mauer Company and Midwest Fence. Page 33 of 70 Square - Estimate - 000950 Lel' Gonl Mauer Company LLC sent you an estimate We look forward to working with you. 5 year workmanship warranty 2.9% fee on all credit card transactions Customer Andrew Kegley City of Oak Park heights akegley@cityofoakparkheights.com +1 (651) 334-5140 14168 Oak Park BLVD North Oak Park Heights, MN 55082 Estimate #000950 February 20, 2024 Hide full details n Swager Park Fence https,lisquareup.com/pay- invoke/estimatelinve:0-ChDBaCo45XHP6tP71SBoRGTiEKkII 2122124, 5= 56 AM Page t of 2 Page 34 of 70 Square - Estimate - 000950 715'x6' Wood fence with (2) 2'x4" cedar tone Rail and cedar pickets board next board. 4"x4" cedar toned post set 3' deep in concrete. Galvanized ring shanked nails used on all pickets and rail. 715' Remove and haul away old fence Subtotal Total Mauer Company LLC 320 county Road D East SAINT PAUL, MN 55117 mauer@mauercompany.com +1 (651) 260-9977 O 2024 Block, Inc. All rights reserved. Square Privacy Policy I Security Q Square https:/lsquareu p.com/pay-invoice/estimaternve:O-Ch DBaCo45XH P6t P7lS8 oRGTiE Kk i/ 2122%24, 6:56 AM $32,500.00 $7,150.00 $39,650.00 Page 2 of 2 Page 35 of 70 WI, Wo W, 61 U"4w, I MI WA 525 E. Villaume Ave. South St. Paul, MN 55075 Phone: 651.451.2222 1 Fax: 651.451.6939 Company: City of Oak Park Heights Contact: Andy Swenson Date: 2/23/2024 Address: 14168 Oak Park Boulevard North Office #: Cell #: 651-485-7285 City: Oak Park Heights State: MN Zip: 55082 PO #: Job #: Job Site: Swager Park Estimator: David Reiss 14290 58th Street North Email: davidr(cDmidwestfenceco.com Oak Park Heights, MN 55082 Mobile: 651-307-4393 Quantity Description Amount 715 linear feet of 6' high western red cedar fencing. 3 2" \ 4" rails. Privacy board fencing. All posts shall be 3" O.D. galvanized steel. ;Ill nes posts shall be driven 48" into the ground. Material and Labor S46.677.00 Alt Bid: Remove 715' of existing cedar fencing, and dispose off site. Material and Labor S 11,924.00 Proposal is valid for 30 days. TOTAL S 58,601.00 Fence lines, property lines and elevations to be provided by owner, construction manager or general contractor. ALL permits, fees and private utilities are the sole responsibility of the customer. Unless otherwise stated, owner is responsible for obstruction removal of every nature which will interfere with the fence installation. This proposal assumes normal ground conditions and excludes installation through rock, concrete and backfill. Unless otherwise stated, ALL hand digging is excluded, Should rocky or excessive hard digging be encountered, this proposal is subject to additional labor costs. Midwest Fence shall furnish only the materials and labor specified in this proposal. Any deviation from the above specifications will be subject to a change order. A Service charge of 1.5% (18% annually) will be applied on all past due balances. The purchaser shall be responsible for any and all collection and legal costs incurred by Midwest Fence in the event of this bill becomming past due. Midwest Fence reserves the right to lien the improved properly if payment in full as agreed to in this contract is not received. Customer Sionature Date vAuw midwestfence.com Page 36 of 70 TO: Mayor and City Council FROM: Andrew Kegley, Public Works Director AGENDA ITEM: Street Sweeping Contract Date: March 26, 2024 Consent BACKGROUND: The City contracts street sweeping services. Attached are proposals from Miller Excavating and St. Croix Sweeping. St. Croix Sweeping proposes lower rates than Miller Excavating. The rates proposed by St. Croix Sweeping include a 3% increase over 2023 rates: FINANCIAL IMPACT- • DOES ACTION REQUIRE EXPENDITURE OF FUNDS -Yes • IF YES, TOTAL COST: — $30,000 -$40,000 • BUDGET LINE ITEM: 50% Streets and 50% Storm sewer contracted services BUDGET AMOUNT: $64,800 • WITHIN BUDGET Yes ACTION REQUESTED: Accept street sweeping proposal from St. Croix Sweeping and authorize staff to enter one (1) year contract with St. Croix Sweeping. ATTACHMENTS: Sweeping proposals and street sweeping contract. Page 37 of 70 2022 2023 2024 % Equipment Type Rate Rate Rate Increase Elgin Sweeper $88.00 $105.60 $108.77 3% Single Axel Truck $50.00 $55.00 $56.65 3% Tandem Axel Truck $100.00 $110.00 $113.30 3% Skid Loader $95.00 $95.00 $97.85 3% FINANCIAL IMPACT- • DOES ACTION REQUIRE EXPENDITURE OF FUNDS -Yes • IF YES, TOTAL COST: — $30,000 -$40,000 • BUDGET LINE ITEM: 50% Streets and 50% Storm sewer contracted services BUDGET AMOUNT: $64,800 • WITHIN BUDGET Yes ACTION REQUESTED: Accept street sweeping proposal from St. Croix Sweeping and authorize staff to enter one (1) year contract with St. Croix Sweeping. ATTACHMENTS: Sweeping proposals and street sweeping contract. Page 37 of 70 CITY OF OAK PARK HEIGHTS AGREEMENT FOR STREET SWEEPING 2024 1. PURPOSE/INTENT 1.1. Street Sweeping The purpose of this agreement provides the City of Oak Park Heights (hereinafter City) and St. Croix Sweeping (hereinafter called Contractor) with a mutually acceptable agreement to provide planned and emergency scheduled street sweeping operations on local city streets, roadways, and parking lots within the City of Oak Park Heights, Minnesota. 1.2. Administration This agreement shall be entered into with the City of Oak Park Heights, administered by the Public Works Director and under the direct operational supervision of the Public Works Director and or his designee. 1.3. Routes The Public Works Director and/or his designee will determine which streets are to be swept and shall schedule all sweeping operations with the Contractor. 1.4. Street Sweeping PoliU This City sweeping policy requires three sweepings of the City streets per year. It is the intention of the City to retain the services of the Contractor for each sweeping operation. In addition, the City may request additional sweepings of single streets or sections of the city as required. These additional sweepings include cleanup days or are generally due to construction activities, storms or other unplanned activities that require street sweeping. Page 38 of 70 The City requires that the Contractor provide a minimum of one (1) piece of equipment to perform the entire sweeping operation with a dump truck for hauling sweeping waste material. 2. LENGTH OF AGREEMENT 2.1. This agreement shall be an initial agreement for the sweeping season commencing April 2024. This agreement may be renewed by written mutual consent of both the City and the Contractor. 2.2. This agreement may be terminated by the City at any time during the agreement, without penalty, by written notice delivered by certified mail sent to the Contractor at the address referenced on the proposal form. 2.3. The City cannot and will not guarantee a minimum number of work hours for any sweeping operation or duration of the agreement. 3. EQUIPMENT 3.1. Street Sweeper Only contractors using commercial grade equipment such as an "Elgin Pelican" or "TYMCO" or equivalent will be considered as qualified contractors. All sweeping equipment must use a water spray system to suppressed dust. 3.2. Dump Truck The Contractor shall provide a minimum of one (1) truck equipped with a dump bed for transport of sweeping waste material. 3.3. Skid Loader At certain locations within the City sand used for snow and ice control may accumulate to a point where a Street sweeper cannot effectively remove the material. In these areas the contractor shall provide a skid loader or manual labor Page 39 of 70 for removal of the bulk of the material prior to sweeping. Skid loader or other equipment work may be required for other work in the City of Oak Park Heights. 3.4. Accessories & Safety Equipment The Contractor and his employees shall follow all federal, state, county or other laws that may be in effect related to the performance of this project. All vehicles shall be properly equipped and outfitted to meet all local, county, state and or federal laws required for on the road emergency sweeping operations. Such vehicles shall provide the operator with full visibility in 360 -degree direction and shall have a backup warning system. The operator's cab shall be fully enclosed and properly equipped with all equipment necessary to allow the efficient and safe operation of that vehicle. The City reserves the right to reject at any time, without notice to the contractor, any vehicle that does not comply with all rules or regulations required for on the road sweeping operations. Rejection of a vehicle's acceptability will also take into consideration the condition and limitations of operation the vehicle or its accessory equipment. 3.5. Vehicle Designation/Replacements The Contractor shall provide to the City a copy of the certificate of title including the vehicle identification number (if available) and license plate number within 10 days of execution of this contract. After inspection by the City, the City will verify those vehicles acceptable for performance under this contract. Except for emergencies, any planned substitution or replacement of previously approved equipment shall require prior written approval by the City. 3.6. Identification of Disposal Site and Indemnification The disposal site and any temporary storage sites for the street sweeping waste material must be identified by the contractor prior to the beginning of sweeping. The contractor agrees to indemnify and hold harmless the City with regard to any liability resulting from the storage and or disposal of the sweeping material. The storage and disposal site shall meet all applicable county, state and or federal Page 40 of 70 rules and regulations for storage and disposal of Municipal Street sweeping waste material. 4. OPERATOION & MAINTENANCE 4.1. Qperator The Contractor shall ensure that the operator provided with each piece of equipment is fully trained and properly licensed with the state of Minnesota to operate the vehicle and or anticipated replacement. The Contractor shall make every effort possible to assure that the same operator performs the sweeping operation throughout the duration of this agreement. The Contractor shall certify that the operators have completed all necessary safety training. 4.2. Parts and Fuel The hourly rates contained herein shall cover all operation and maintenance expenses including but not limited to fuel, lubricants, supplies and support services. It shall include all labor, tools and equipment necessary for making any and all repairs or replacements which may be necessary to keep and maintain the machine and all parts thereof in proper and safe working order. 4.3. Storage The Contractor shall assume all responsibility and costs associated with maintaining proper and necessary protection/shelter/storage for all vehicles and equipment. Equipment storage is not allowed on City property unless specific use is in the City's best interest during the sweeping event and then it is limited to temporary storage only with prior approval from the Public Works Director or his designee. 5. HOURLY RATES 5.1. Equipment and Operators All hourly rates quoted and attached hereto shall include full operation of the equipment by a qualified operator. 5.2. Quantities All rates quoted shall be on an hourly basis and shall be rounded to the nearest one 0.1 (tenth) of an hour. Page 41 of 70 5.3. Premium/Overtime No premium calculation or additional adjustment shall be given to the rates quoted for any hours worked regardless of the day, date, time of day or consecutive hours worked in any giving sweeping operation or calendar week unless specifically provided for in the agreement under section 7.1. 5.4. Nonuroductive/Downtime The hourly rate shall be paid for the actual number of hours the machine is operated under the direction of the City. The City shall not be responsible for payment for any time taken for rest or meal breaks. However, the City will recognize payment for onsite routine maintenance and repairs or adjustments necessary to keep the machine properly operating. This allowance shall be provided for only those pieces of equipment previously approved by the City for required sweeping operations under this agreement. 6. PERFORMANCE REQUIREMENTS 6.1. Personnel The Contractor shall provide the City with the name, address and telephone number(s) for at least two designated contact personnel responsible for assuring response to the City's request for service. The Contractor shall ensure that at least one of the contact people is available and assessable 24 hours per day seven days per week. 6.2. Response Time The Contractor shall respond and begin sweeping operations within two (2) days and no later than four (4) days from the start time requested by the City for any given sweeping request, weather permitting. The Contractor shall ensure that the equipment and operator are ready and able to continuously provide sweeping services through the completion of the sweeping operations designated by add to the satisfaction of the City. The Contractor shall not allow any given operator to work more than sixteen (16) consecutive hours without an eight (8) hour break. The Contractor will be responsible for providing replacement personnel if sweeping operations require more than sixty (60) consecutive hours of operation. Page 42 of 70 6.3. Down Time The Contractor shall assure that all equipment provided is maintained in a proper manner to minimize required maintenance or emergency repairs during the performance of sweeping operations. If, when commencing a sweeping operation, a piece of equipment becomes disabled and nonfunctional for a period of three (3) consecutive days, the contractor shall provide a satisfactory replacement vehicle and operator if necessary at no additional cost to the City. 6.4. Communications The Contractor will maintain communication with the City throughout the duration of any given sweeping operation. The Contractor shall ensure that the operator maintains full availability for communication at times during sweeping operations. The Contractor will maintain continuous communication with their operators such that directions from the City can be relayed to the operator in a timely manner. 6.5. AuthorityMirection The Contractor and his designated operator shall respond to all directions given by the City in a positive, courteous and timely matter during sweeping operations. The City reserves the right to reject any piece of equipment or operator from continued or further engagement of services due to incompetence, insubordination or inability to function properly for requested services. The contractor shall begin sweeping operations at a designated point and follow a specific progression as directed by the City. 6.6. Law Obedience The Contractor and his designated operator shall be responsible for their actions and compliance with all regulatory laws and ordinances governing the operation of the machine while performing sweeping operations for the City. 6.7. Non Performance The Contractor shall waive any and all objections, rights to objections and claims for additional compensation, damages or loss of revenue resulting from work performed by the City or its designee either prior to, during or after any scheduled or emergency sweeping operation in Lieu of these contractual services Page 43 of 70 as may be necessary due to nonperformance or excessive delays of the Contractor. 6.8. Property Damage The Contractor shall be responsible for any and all damages to private and public property (including public utilities) due to his own or his employee's negligence in performing sweeping operations. 7. COMPENSATION 7.1. Payment Schedule All pay requests must be prepared and submitted by the contractor as verified and approved by the Public Works Director. All pay requests received and approved by the Public Works Director shall be processed and payment made by the City not more than thirty (30) days after receipt. 7.2. Down Time No payment shall be made for any nonproductive or downtime of any singular sweeping operation. Compensable time shall include all time spent performing the sweeping operation subject to the exclusions identified herein and shall include all time spent performing the sweeping operations subject to the exclusions and identified herein and shall include travel time to and from the contractors base of operations or City limits, whichever is the shorter distance. 7.3. Liquidated Damages for Untimely Performance If the Contractor consistently is not able to respond and begin sweeping operations within four (4) days after the time requested by the City, penalties will be assessed as follows: 5% of the rate quote herein will be deducted for each day or portion thereof beyond four (4) days to when operations begin, Starting with the second untimely response and every time thereafter. If the Contractor does not respond within seven (7) days of the City's requested time of initiation, the City shall, at its discretion hire a different contractor for that sweeping event. Page 44 of 70 8. INSURANCElLIABILITY CLAIMS 8.1. Indemnification The Contractor indemnifies and holds harmless the City and all of its agents and employees of and from any and all claims, demands, actions or causes of action of whatsoever nature or character arising out of or by reason of the Contractor's performance under this agreement. It is hereby understood and agreed that any and all employees of the contractor and all other persons employed by the Contractor in the performance of services under this agreement, required or provided four here under by the contractor shall not be considered employees of the City and that any and all claims that may or might arise under the workers compensation act of the state of Minnesota on behalf of set employees while so engaged in any and all claims made by any third parties as a consequence of any act or omission on the part of said contractors employees while so engaged in the performance of the services, to be rendered herein by the Contractor shall, in no way, be the obligation or responsibility of the City. 8.2. Insurance The Contractor shall, at his sole expense, carry and maintain liability insurance coverage in an amount not less than $1,000,000 protecting the Contractor, his employees and the City against any and all claims of any kind or character whatsoever arising from the damage, injury including bodily injury or death caused by or arising from the operation and use of the machine at the request of the City. Such insurance shall be in full force and effect during the time that the machine is operated and at the request of the City. Such an insurance policy shall provide or a minimum of 30 days written notice to the City of cancellation, nonrenewal or material change of the required insurance coverage. The requirement and approval of this insurance by the City shall not in any way relieve or decrease the liability of the contractor. It is expressly understood that the City does not in any way represent that the specific limits of liability or coverage or policy forms are sufficient or adequate to protect the interest or liabilities of the contractor. Copies of the insurance certificates shall be filed with the city upon execution of this agreement. Page 45 of 70 8.3. Legal Compliance The Contractor agrees to comply with Allstate and or federal laws and local ordinances governing the employment of personnel including, but not limited to, Minnesota statute section 181.59 relating to discrimination in employment, and section 290.07 requiring the certification of income tax withholding. 8.4. Claims The Contractor agrees to process and resolve all claims submitted by affected property owners of the City of Oak Park Heights in a timely manner. 9. AGREEMENT APPROVAL CONSIDERATIONS 9.1. Selection This City reserves the right to retain the services of the Contractor who, in the opinion of the city, can best provide the services requested under this agreement. Consideration shall be given to hourly rates, and availability, condition of equipment, competency of operators, previous experience, response time and specific pieces of equipment so quoted. 9.2. Combination of Quotes This City reserves the right to select any combination of equipment quoted for service as requested in entering into this agreement. Only one hourly rate will be considered for each machine, but consideration will be given to any other rate or combination of rates not called for in this proposal if it is in the best interest of the City. 10. PROPOSALS A quotation is to be entered in the schedule of prices for each machine the Contractor proposes to furnish and such quotations shall be an hourly rate. All proposals must be typed written or printed in ink and properly signed by an officer of the company. If the submitted proposal is accepted by the City and properly countersigned, it shall constitute a formal agreement between the City and the contractor with no further revisions addenda or exceptions acknowledge and less previously noted in writing on the quote proposal form. All require performance bonds, insurance certificates and Page 46 of 70 additional requested information shall be submitted in a form acceptable to the City upon execution of the agreement and request by the city. 11. ADOPTED BY REFERENCE OF PROPOSAL The attached proposal, schedule of prices and description are adopted as reference as this part of the agreement. 12. RECORD DISCLOSURE/MONITORING PROCEDURES Pursuant to Minnesota statute the books, records, documents and accounting procedures and practices of the Contractor relevant to this contract are subject to examination by the contracting agency and either the legislative auditor or the state auditor as appropriate. The Contractor agrees to maintain these records for a period of three (3) years from the date of termination of this agreement. 13. EQUAL EMPLOYMENT OPPORTUNITY —CIVIL RIGHTS During the performance of this agreement, the Contractor agrees to the following: no person shall, on the grounds of race, color, religion, age, sex, disability, marital status, public assistance status, creed coronation of origin be excluded from full employment rights in, participation in, be denied the benefits of or otherwise subjected to discrimination under any and all applicable federal and state laws against discrimination including but not limited to the Civil Rights Act of 1964. The contractor will furnish the City with all reports required by the secretary of labor and or the Minnesota Department of human services for the purposes of investigation to ascertain compliance with such rules, regulations and orders. The provisions of Minnesota statute 181.59 regarding nondiscrimination and violations related therefrom are incorporated in this paragraph by reference as an obligation of the Contractor. If during the term of this contract or any extension thereof, it is discovered that the Contractor is not in compliance with the applicable status and regulations or if the Contractor engages in any discriminatory practices the City may cancel this agreement as provided by the cancellation clause. Page 47 of 70 IN WITNESS WHEREOF, the parties have set fourth their hands and seal this day of :02023. For: St. Croix Sweeping Company It's: Owner Craig Berggren By: Andrew Kegley, Director of Public Works Page 48 of 70 Anchoriandcare/St. Croix Sweeping SCHEDZZE OF ppjCES 2024 Tht• undmsignud agrees to Runish one of the pieces of equipment described on 111G preceding pages in accordance With the terms ofthis proposal and aWeement at the rates entered lx.Potiv at such time as they may be requested by the City. Contractor may propose ono or more of each 4,Npc of equipment; disposal costs and sites and specifies the location of any temporar} bolding site for street sivecpin gs. A quotation may be micctcd if any alteration or era.wr is mado in entering the =ales. Quotation rates must be entered Link or teem tten. L frit NO. Type of Equipment Plate per Hoar 1 lagia Sweencr a $ 108.77 i i 2. 1 Single Aslc Truck 56.65 TanderAxleTruck-- - i 113.30 l a. »--- I Skid Loader 97.85 Disposal Cost: Earlti Spring Sweeping, Disposal Cast: S firer yard or S 30.00 ;►rr ton HAULING TO BE DETERMINED BY TIME AND MATERIAL raL Sweeping Disposal Cost: S�s +JU r yard or S ucr ton Page 49 of 70 3741 Stagecoach Trail North Stillwater, MN 55082 651-439-1637 office@millerexc.com - Date: March 12, 2024 City of Oak Park Heights 14168 Oak Park Blvd N Oak Park Heights, MN 55082 Attention: Andrew Kegley Job Name: 2024 Sweeping We propose to furnish labor and equipment to sweep parking lots and/or roads as requested. Truck Sweeper Elgin Sweeper Air (Porous) Sweeper Bobcat w/ Sweeper Truck (Quad) Labor Minimum Charge Sweepings Disposal Acceptance: 2024 Rate $142.15/hr $134.00/hr $155.00/hr $130.00/hr $110.00/hr $ 90.85/hr $ 90.85 $ 12.00/ton or as testing regulates Date Please sign and return to retain this service. An appropriate time will be scheduled foryour needs. Thank you Page 50 of 70 G Date: March 26, 2024 Consent TO: Mayor and City Council FROM: Lisa Danielson, City Arborist AGENDA ITEM: Award the Spring 2024 Boulevard & Park Tree Planting Project to Hoffman & McNamara Nursery and Landscape BACKGROUND: The City received a grant award from the MN DNR 2022 Preparing for Emerald Ash Borer (EAB) grant. Part of the grant project includes planting (I 10) trees. The first (55) fifty-five trees were planted Fall 2023 and the remaining (55) fifty-five trees are planned to be planted Spring 2024. Quote requests were sent out to (2) two tree services for the Spring 2024 Boulevard & Park Tree Planting project. Hoffman & McNamara Nursery and Landscape was the only tree service that provided a quote. Trees included on the list to be planted are located along City boulevard right-of-ways and in City parks. Trees to be planted will be marked with a white flag and white painted "X" on the lawn. Residents having a boulevard tree planted along the City boulevard right-of-way of their address will be sent a notification letter with details indicating when work will take place. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? Yes • IF YES, TOTAL COST: $23,921 • BUDGET LINE ITEM: Budgeted projects Tree Planting Fund & 2022 MN DNR Preparing for EAB Grant Award Funds BUDGET AMOUNT: $88,973 • WITHIN BUDGET? Yes ACTION REQUESTED: Approve quote from Hoffman & McNamara Nursery and Landscape for the Spring 2024 Boulevard & Park Tree Planting Project ATTACHMENTS: 1. City of OPH Spring 2024 Boulevard & Park Tree Planting Quote Request Packet (3/4/2024) 2. Submitted Quote from Hoffman & McNamara Nursery and Landscape for the Spring 2024 Boulevard & Park Tree Planting Project with completed 2024 Contractor Qualifications Form Page 51 of 70 City of Oak Park Heights 14168 Oak Park Blvd N. • oak Park Heights, MN 55082 • Phone (651) 439-4439 • Fax 439-0574 Quote Request 31412024 Spring 2024 Boulevard & Park Tree Planting Included in this packet is important information and details for preparing and submitting a quote for the City of Oak Park Heights Spring 2024 Boulevard & Park Tree Planting List Instructions to Tree Contractors General Description of the Work Please prepare a completed itemized quote using the Quote Form on Page 6 of this packet for the following tree quantities and varieties listed on Page 5 of this packet. The work to be performed consists of tree planting, initial watering, mulching and a one (1) -year guarantee after planting of all trees included in this quote request. Technical Specifications All trees are to be landscapeug ality of good form with straight trunks. Planted tree stock must be no larger than 2" caliper bareroot and/or no larger than #J20 container size class unless a different stock is approved by the City Arborist. Each tree shall be measured according to the American Standard of Nursery Stock (ANSI Z60) standards (most recent edition) and planted in accordance with the standards set in the Minnesota Department of Natural Resources Pocket Guide to Planting Trees. No undersize trees or trees of poor form will be accepted. All trees must be planted plumb and be able to stand straight after planting or the City will require that the tree(s) be replaced. Trees included in this quote request are along City boulevard right-of-ways and in City Parks. A final list of addresses with detailed locations and miscellaneous notes and a work item map will be provided to the contractor awarded the project. Information Concerning Working Conditions Contractors must inform themselves of the conditions under which the work is to be performed concerning the site of the work, the obstacles which may be encountered, and all other relevant matters. *Underground utility locating is the responsibility of the contractor. * Once the contract is awarded, the contractor will not be allowed any extra compensation by reason of any matter or thing concerning which the bidders may have informed themselves of prior to the bidding. Page 52 of 70 Quote Submission Requirements Please prepare a completed itemized quote using the Quote Form on Page 6 of this Quote Request Packet. Itemized quotes must include the cost of the trees, planting, initial watering, mulching and a one (1) -year guarantee after planting. Contractors also must submit the following items with the itemized quote form: A current copy of the contractor's Certificate of Liability Insurance Coverage with the City of Oak Park Heights named as an additional insurer for $1,000,000, current proof of Worker's Compensation Insurance, and the completed page from this packet titled "Contractor Qualifications 2024." The contractor's quote for the planting can be submitted in person at the City of Oak Park Heights City Hall, sent electronically via email: (Idanielson 2cityofoakparkheights.com) or mailed to: City of Oak Park Heights Attn: Lisa Danielson 14168 Oak Park Blvd N., Oak Park Heights, MN 55082. The deadline for submission of all completed requested items in this packet is NOON on Monday, March 11' 2024 (for consideration at the City of Oak Park Heights City Council Meeting on Tuesday, March 26t' 2024. Basis of Contract Award The City reserves the right to accept or reject any quote. The award of the planting contract is based in part on the lowest quote; however, the City reserves the right to factor past work, references and available equipment into their decision regarding the work award. The awarded contractor will be contacted by phone within a timely manner by the City Arborist after the date of the City Council meeting in which the quote was considered at. Licensing: Tree services working in the City of Oak Park Heights must have a current Tree Worker's License. This license may be obtained from City staff at City Hall upon presentation of proof of current Liability Insurance Coverage, proof of current Worker's Compensation Insurance, and payment of the license fee. A current City of Oak Park Heights Tree Worker's License is required before any contract work is done for the City. Project Completion Date The City of Oak Park Heights Spring 2024 Boulevard & Park Tree Planting is to be completed no later than Tuesday, April 30th 2024. Final Invoice must also be received by the City at this time also. Subcontractors The planting contract is between the City and the contractor which has submitted the successful quote. The contractor must not execute an agreement with any subcontractor to perform any portion of the work unless the contractor has received written approval for such subcontractor from the City of Oak Park Heights. Payment for Work Performed Payment of the Spring 2024 Planting contract will be made on the basis of the quoted unit prices for the work performed. The tree contractor will be paid for the work performed after completion of work, submission of an Page 2 of 6 Page 53 of 70 itemized invoice to the City of Oak Park Heights, and inspection of completed work by the City Arborist. If it is determined upon inspection that the required work has not been fully completed, the contractor will be notified and will be paid only upon satisfactory completion of all work. Access The contractor may utilize City streets for the operation, provided that traffic access is available and proper traffic control signage/measures are in place. City of Oak Park Heights, Public Works Director, Andy Keeley, 651)-439-4439, must approve all street closures (partial or entire) if closure is necessary in advance. QUESTIONS? Contact: Lisa Danielson, City of Oak Park Heights, City Arborist, (651)-439-4439, or via email Idanielson@cityofoakparkheiehts.com Page 3 of 6 Page 54 of 70 Contractor Qualifications 2024 1. List of References/Similar Projects Company or City Contact Name Phone Number Last Work Date 2. Name of person who will supervise this work and the number of years of experience Is this supervisor an ISA Certified Arborist? Certificate Number: Expiration: MNLA Certified? 3. List equipment available for this contract. List type, size (i.e. 2 ton truck) 4. Does your company have a current (2024) City of OPH Tree Worker's License? Page 4 of 6 (Required before starting work) Page 55 of 70 0 CITY OF OAK PARK HEIGHTS SPRING 2024 BOULEVARD AND PARK TREE PLANTING LIST OF TREE VARIETIES, SIZES AND QUANTITIES OF EACH TREE Item Tree Variety Size and Quantity No. Type of Planting Stock 1 Ginkgo #20 Container or 1-2" C.I. Bare 2 Root (as close to 2" as possible is preferred) 2 Hackberry #20 Container or 1-2" C,I. Bare 2 Root (as close to 2" as possible is preferred) 3 Honeylocust #20 Container or 1-2" C.I. Bare 2 Root (as close to 2" as possible is preferred) 4 Ironwood #20 Container or 1-2" C.I. Bare 3 Root (as close to 2" as possible is preferred) 5 Redmond Linden 420 Container or 1-2" C.I. Bare 2 Root (as close to 2" as possible is preferred) 6 Hybrid Elm (Princeton, #20 Container or 1-2" C.I. Bare 15 Valley Forge, Accolade, Root (as close to 2" as possible Cathedral or New is preferred) Harmony) 7 Swamp White Oak #20 Container or 1-2" C.I. Bare 1 Root (as close to 2" as possible is preferred) 8 Northern Red Oak #20 Container or 1-2" C.I. Bare 7 Root (as close to 2" as possible is preferred) 9 White Oak #20 Container or 1-2" C.I. Bare 1 Root (as close to 2" as possible is preferred) 10 Japanese tree lilac Single stem, #20 Container or 1- 5 'Ivory Silk' 2" C.I. Bare Root (as close to 2" as possible is preferred) 11 Flowering Crabapple #20 Container or 1-2" C.1. Bare 9 (Prairifire or Royal Root (as close to 2" as possible Raindrops) is preferred) 12 Red Pine #20 Container 3 4-5ft tall 13 White Pine #20 Container 3 4-5ft tall TOTAL 55 Page 5 of 6 Page 56 of 70 CONTRACTOR: CONTACT PERSON: ADDRESS: PHONE #: CITY OF OPH SPRING 2024 BOULEVARD & PARK TREE PLANTING LIST QUOTE FORM EMAIL: Item No. Plant Name Size and Type of Planting Stock Quantity QUOTED AMOUNT PER TREE 1 Ginkgo 2 2 Hackberry 2 3 Honeylocust 2 4 Ironwood 3 5 Redmond Linden 2 6 Hybrid Elm (Princeton, Valley Forge, Accolade, Cathedral or New Harmony) 15 7 Swamp White Oak 1 8 Northern Red Oak 7 9 White Oak 1 10 Japanese tree lilac 'Ivory Silk' 5 11 Flowering Crabapple (Prairifire or Royal Raindrops) 9 12 Red Pine 3 13 White Pine 3 (TOTAL OF 55 TREES TO HE PLANTED) TOTAL QUOTED PROJECT COST: Page 6 of 6 Page 57 of 70 4 Oq W 2 Q. W i� �a J LLI LLI 3 W Y O i C Q o a« 5 a c m E W m o rn o a v E u W W E 3 o v' r c e p u _ mLW Qa 2a J 8 o E o o rn a O L E I E Om m `m o✓ 8 N c° J m ° a v E 15 — m a o a uQ �a o O m ° U.•• o 3 WO Y NO w y a J _ Y O t u0 w 7 W b o a s� my v � T m S q WA m a Q Z 7 o QQ w a � v Z oA L L 0 0 ° aDE o ; w ° 'o E n o p o v E E °. L c M° $ •� n 2 (3 2. v o cr O W 3 '�" L40— 0 m r m a N Page 58 of 70 O\ oo n \0 Lr) m cN U9 zr 3 7 N O 9 1 d 3 J I M 1 3 8 n 5 b 3 W E6E-V W _ ci A '. .�i�a .q A n `o ma 4 �i : u � �a �v6, � B' o vi wan `p 4" r K� A Z a. rcwzz _u `E w`ory'(a : a ILa 3 auE �a�aea 1.% Lq; wi 02agc �Z v Q to to O 4 r HO p o2s p a tr E� Q O C E U a I C Z V N r Q j W a n m O � Q u � m U N�1y1 pO a L p 1 3] O o Y 5- a° ° N M ¢ Y d C C S Y y p OI U M y# .12 a N y u d = O q �b A c C E n u aAl p w a» c Z o w me ''n P $ +v = c o c m 'w-' c 2 p' $ E ? 2 'c p Z }' '_ p U L V r p C 3:V C V N ." E O E .. it V O C. Z lad uuJ c a 'nn c d u L E w a E v 'y L u z y v y v E 3 yr A 2 O 2 tV iL LL t v y u O U i E IS f 7 .T Y m +' C ✓• L C u cP A N E w t Y W oG e m v LL i -' E E p A p m � u m»$ Q ¢ n i L. 6$ t., v .p 3 3 N �' rn E a H e '° m age 59 of 70 U9 zr E6E-V A '. .�i�a .q A n `o ma 4 �i : u � �a �v6, � B' o vi wan `p 4" r K� A Z a. rcwzz _u `E w`ory'(a : a ILa 3 auE �a�aea �. eu�w ji8 Lq; wi 02agc �Z to to $-Do p o2s age 59 of 70 CONTRACTOR: CONTACT PERSON: ADDRESS: PHONE #: CRS1 MAR City f Oak Pad Ne CITY OF OPH SPRING 2024 BOULEVARD Sc P `'� �AM vau TREE PLANTING LIST QUOTE FORM !tern No. Plant Name Size and Type of Planting Stock Quantity QUOTED AMOUNT PER TREE 1 Ginkgo j1� �ti1 2 i 9 2 Hackberry « 2 3 Honeylocust ��t � 2 3 4 Ironwood 4 � � � 5 Redmond Linden >> [� 2 6 Hybrid Elm (Princeton, Valley Forge, Accolade, Cathedral or New Harmony) �+ ` 2 &,X^4* -T 15 I , (� 7 Swamp White Oak �� r� 1 f ' (.0 S !Northern Red flak 7 / !� g White Oak 10 Japanese tree lilac 'Ivory Silk' 5 r` 11 Flowering Crabapple (Prairifire or Royal Raindrops) Cn<tav'0�T 9, H ! 2— 12 13 Red Pine White Pine 3 �3 �• 3 f l u lAi OF 55 TREES 10 or PLAN I LL+f TOTAL QUOTED PROJECT COST: $ Page 6 of 6 Page 60 of 70 Contractor Qualifications 2024 1. List of References/Similar Projects Company or City Contact Name Phone Number Last Work Late GI0 4 grime LktViIA IS 'I- tis- 4sof (te l -w • 4' Le -C" -464t Oav► 94C-FfcW►.d b0 Y- 72 9 - -13 90 2,0 Z ?i r .tom .E A,p"k. Ja.1to{ J C S Yt u*- S 0 H akh, q s 2, , 145 3- 24 b I Zm x 3 G*1, JIV Ccd,ar R-tridS G4.r;alf,. -rtc.IT ✓ It1- 2Irb - S"1 12- Z#13 2. Name of person who will supervise this work and the number of years of experience PCk j1p Hm e h -yvr <,4 AAo p% 1,r v ! S A C -CW lAN 47,59A I M rl C, 4-t l- O -M d . Tp -e- c . 4' 16s;1 Is this supervisor an ISA Certified Arborist? its MNLA Certified? TCS Certificate Number: MN • 4i;S9A- Expiration: b 1g 0 /VZ -J- 3. List equipment available for this contract. List type, size (i.e. 2 ton truck) Ca.S+G 5 E'0 1, +s-ac*-ov Ia&LA-hoL l h tnn Oliw a. l cut w p tnLo�= 4- 4. Does your company have a current (2024) City of OPH Tree Worker's License? 0 (Required before starting work) fit. vvr, t\ #,-WA A &",c LA o.ylravzLLA NraleK, Page 4 of 6 Page 61 of 70 ` HOFFMAN & McNAMARA NURSERY and LANDSCAPE dryOfO0X�.'k 904518oTH STREET EAST, HASTINGS, MN, 55033 L'----A&f PHONE (651) 437-9463 hoffman andmcnamara.com DATE: 03/11/2024 TO: LISA DANIELSON CITY OF OAK PARK HEIGHTS RE: 2024 BOULEVARD AND PARK TREE PLANTING OAK PARK HEIGHTS, MN FROM: MIKE McNAMARA @ HOFFMAN & McNAMARA NURSERY AND LANDSCAPE FURNISH AN.1 1N$TALL..T.HE.FOLLOWING.lIEMSM-NOTES-BELOM- ITEM NO. DESCRIPTION UNITS EST TY UNIT PRICE TOTAL 1 GINKGO EA 2 44.00 $688.00 2 HACKBERRY EA z 455.00 $glo.oa 3 HONEYLOCUST EA 2 459.00 $ 18.00 4 IRONWOOD EA 3 399.00 $1,197.00 5 REDMOND LINDEN EA 2 438.00 $876.00 6 HYBRID ELM EA 15 45900 $6,885.00 7 SWAMP WHITE OAK EA 1 467.00 $46700 8 NORTHERN RED OAK EA 7 432.00 $3,024.00 9 WHITE OAK EA 1 412.00 $412.00 10 JAPANESE TREE LILAC - IVORY SILK EA 5 468.00 $2,340.00 11 FLOWERING CRAB EA 9 442.00 $3,978.00 12 RED PINE EA 3 371.00 $1,113.00 13 jWHITEPINE EA 3 371.00 $1,113.00 TOTAL BID $z 21.00 ADD 1.25% IF BOND REQUIRED. ADDENDUMS RECEIVED: - ANY QUESTIONS PLEASE CALL. THANK YOU FOR THIS OPPORTUNITY TO QUOTE. MIKE McNAMARA mike-r-ncnamara@hoffmanandmcnamara.com BID #24133 Page 62 of 70 a� Oak Park,%._ G Date: February 27, 2024 CONSENT TO: Mayor and City Council FROM: Jennifer Pinski, Assistant City Administrator AGENDA ITEM: Appoint Taylor Pass to the Parks and Trails Commission through 2026 BACKGROUND: A vacancy was left on the Parks and Trails Commission after Ms. Judith Chirhart served two consecutive terms per the Bylaws. The Parks and Trails Commission interviewed Taylor Pass for the vacancy and made a recommendation at their March 18 meeting for her to be appointed to the Commission. The term would be January 2024 — December 2026. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No ACTION REQUESTED: Appoint Taylor Pass to the Parks and Trails Commission through 2026 ATTACHMENTS: None Page 63 of 70 THIS PAGE INTENTIONALLY LEFT BLANK Page 64 of 70 a� Oak Park,%._ G Date: March 26, 2024 New Business TO: Mayor and City Council FROM: Jennifer Pinski, Assistant City Administrator AGENDA ITEM: Adopt City of Oak Park Heights Conflict of Interest Policy BACKGROUND: The City of Oak Park Heights was awarded a grant from the Economic Development Administration for the Well #3 project. As part of the requirements outlined by the federal grant program, the City must adopt a Conflict of Interest Policy. City staff worked with the Economic Development Administration to develop a policy that meets their criteria. Once adopted, all future contract bidding documents would be subject to the contractor agreement to comply with the policy as well. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No ACTION REQUESTED: Adopt City of Oak Park Heights Conflict of Interest Policy ATTACHMENTS: Proposed City of Oak Park Heights Conflict of Interest Policy Page 65 of 70 0 CITY OF OAK PARK HEIGHTS CONFLICT OF INTEREST POLICY Purpose The purpose of this policy is to establish conflicts of interest guidelines that meet or exceed the requirements under federal law, state law and local policy when procuring goods (apparatus, supplies, materials, and equipment), services, and construction or repair projects paid for in part or whole by federal funds, including but not limited to as required under 2 C.F.R. § 200.318(c)(1). Policy This policy applies when procuring goods (apparatus, supplies, materials, and equipment), services, and construction or repair projects funded in part or whole with federal financial assistance (direct or reimbursed). This policy also applies to any subrecipient of the funds. The employee responsible for managing the federal financial assistance award shall review the notice of award to identify any additional conflicts of interest prohibitions or requirements associated with the award, and shall notify all employees, officers, and agents, including subrecipients, of the requirements of this policy and any additional prohibitions or requirements Conflicts of Interest. No employee, officer, or agent of the City of Oak Park Heights, or any Contractor or Subcontractor of the City of Oak Park Heights and their employees, officers, and agents may participate directly or indirectly in the selection, award, or administration of a contract supported by a federal award if they have a real or apparent conflict of interest. A real or apparent conflict exists when any of the following parties has a financial or other interest in or receives a tangible personal benefit from a firm considered for award of a contract: • the employee, officer, or agent involved in the selection, award, or administration of a contract; • any member of their immediate family; • their partner; or • an organization which employs or is about to employ any of these parties. Gratuities. In addition to the prohibition against accepting gifts and favors from vendors and contractors under Minn. Stat. §10A.071, officers, employees, and agents of the City of Oak Park Heights and any Contractor or Subcontractor of the City of Oak Park Heights and their employees, officers, and agents are prohibited from accepting or soliciting gifts, gratuities, favors, or anything of monetary value from contractors, suppliers, or parties to Page 66 of 70 subcontracts. Gifts compliant with Minn. Stat. 10A.071 may be accepted, including, but not limited to, the following: • A plaque or similar memento with a value of $5 or less; • informational material of unexceptional value; • food or beverage given at a reception, meal, or meeting if the recipient is making a speech or answering questions as part of a program located away from the recipient's place of work; and • food or beverages given to national or multi -state conference attendees. Any officer, employee or agent who knowingly accepts an item of nominal value allowed under this policy shall report the item to their immediate supervisor. Disclosure and Resolution of Conflicts of Interest Any officer, employee, or agent with an actual, apparent, or potential conflict of interest as defined in this policy shall report the conflict to their immediate supervisor. If the supervisor is unable to mitigate or resolve the issue, it shall be reported to the City Administrator, and if still not resolved thereafter, then to the City Council for final consideration and resolution. Any actual or potential conflict of interest involving the City Administrator or a City Council member shall be reported in the first instance to the entire City Council for consideration and resolution. Any such conflict shall be disclosed in writing to the federal award agency or pass-through entity in accordance with applicable Federal awarding agency policy. Violation Employees violating this policy will be subject to discipline up to and including termination. Contractors and Subcontractors and their employees, officers, and agents violating this policy will result in termination of the contract and may not be eligible for future contract awards. Page 67 of 70 THIS PAGE INTENTIONALLY LEFT BLANK Page 68 of 70 a� Oak Park,%._ G Date: March 26, 2024 New Business TO: Mayor and City Council FROM: Jacob Rife, City Administrator AGENDA ITEM: Authorize the City Engineer to Review the 58th Street Extension Traffic Analysis Prepared by SRF Consulting (Washington County's Consulting Traffic Engineer) BACKGROUND: At our last 58th Street Extension Project Management Team meeting, Washington County and their consulting engineer stated that a traffic memo/traffic analysis will soon be provided to Oak Park Heights and Stillwater. Staff is seeking direction from the Council to determine if the City should engage Stantec to complete a formal review of the traffic memo/traffic analysis. City Engineer Mann has provided an estimate not to exceed $1,500 for the review. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? Yes • IF YES, TOTAL COST: Not to exceed $1,500 • BUDGET LINE ITEM: Engineering 101-41000-103 BUDGET AMOUNT: $40,000 • WITHIN BUDGET? Yes ACTION REQUESTED: Authorize the City Engineer to Review the 58th Street Extension Traffic Analysis Prepared by SRF Consulting (Washington County's Consulting Traffic Engineer) ATTACHMENTS: None Page 69 of 70 THIS PAGE INTENTIONALLY LEFT BLANK Page 70 of 70