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Home My WebLink About12-21-09 Parks Packet CITY OF OAK PARK HEIGHTS PARKS COMMISSION MEETING AGENDA Monday, December 21, 2009 at 6 :30 p.m. at City Hall I. Call to Order. 11, Approval of Agenda III. Approve Parks Commission Minutes for November 16, 2009 (1) IV. Department / Commission liaison Reports A. Arborist B. Public Works Director C. Other / Commission Liaison Deport V. Visitors /Public Comment This is an opporMnity,far the puhlic to address the Cornrnission with questions or concerns not can the agenda... Please limit commenis to three minutes. V1. Public Ilearings None V11. New Business A. 2010 Meeting bates and Council Representatives (2) VIII. Old Business A. Discuss Quotes for `soffit and Fascia Replacement at Valley View Park (3) B. 2010 Park Programming IX. Informational A. Next Meeting: Mojiday, January 25, 2009 at 6:30 p.in, at City Hall B. Council Representative: 'Tuesday, January 26, 2009 -. -Vice Chair I-lauble X. Adjourn Page 1 of 20 This Pale Is Left Intentionally Bla z ti`s �'! ✓'`.`^`. FAY Page 2 of 20 - .. CITY Or OAK PARK HEIGHTS " `.. PARKS COMMISSION MEETING MINUTES Monday, November 16, 2009 at City Hall I. Call to Order: Chair Eder called the meeting to order at 6:30 p.m. Present: Vice Chair Hauble and Commissioners Krieger, Niedzolkowski, and Viers; City Administrator Johnson, Arborist Widin, Public Works Director Kegley, and Commission Liaison McCombcr. Absent: None. II. Approval of A�zcnda: Chair Eder, seconded by Commissioner Krieger, moved to approve the Agenda. Carried 5 -0. III. Approve Parks Commission Minutes — October 19, 2009: Vice Chair I-lauble, seconded by Commissioner Niedzolkowski, moved to approve the Minutes. Carried 5 -0. IV. Department /Commission Liaison Reports: A. Arborist: Arborist Widin reported she was working on a grant that was being offered by Minnesota Department of Agriculture to help communities plan and prepare for Emerald Ash Boren She reported that Emerald Ash Borer had not yet been detected in Washington County, Widin also reported she would be putting together a boulevard tree pruning list and was working on the 2009 Tree City USA award report. Commissioner Viers, seconded by Commissioner Krieger, moved to approve the Arborist's report. Carried 5 -0. B. Public Works Director: Public Works Director Kegley reported that five rink attendants were hired for the season. Fie also reported staff was working on replacing the broken hockey boards at both Cover Park and Brekke Park. Kegley reported that he looked into the music system at I3rekke Park. Ile stated that they still have the receiver but the speaker is bad and the wire is gone. lie stated it would be relatively inexpensive to replace the speaker and wire. Chair Eder stated he has heard many requests that music be played during open skating. He noted that if it is not an Issue with the neighboring homes, he Would be in favor of having the system repaired. The Parks Commission requested staff look into purchasing speakers for the receiver at the hockey rink. Vice Chair Hauble, seconded by Commissioner Niedzolkowski, moved to approve the Public Works Director's report. Carried 5 -0. C. Other / Commission Liaison Reports: None, V. Adjourn to Worksession A. Discussion with Dennis Lindsey — Band Director at Stillwater Area High School: Page 3 of 20 Parks Commission Minutes November 16, 2009 Page 2 of 3 Commissioner Krieger, seconded by Vice Chair I Iauble, moved to adjourn to the worksession. Carried 5 -0. VI. Reconvene Regular Mecting VII. Visitors /Public Comment: None VIII Public Hearings: None IX. New Business: A. 2010 Park Programming: City Administrator Johnson reported that $15,000 was allocated in the 2010 budget for park programming. Park Programming Coordinator Gina Zeuli was present at the meeting and provided some suggestions for park programs for 2010. Chair Eder recommended that events be scheduled with consistency so that people know that a particular day of the week corresponds with a particular activity. Eder also thought it was important to rotate parks to get people into each of the parks. Commissioner Viers suggested the program schedule be posted on the website and in a newsletter well in advance. Vice Chair I- Iauble suggested the schedule be an insert in the newsletter. Commission Liaison McComber suggested the schedule also be included in the Chamber of Commerce newsletter. 7euli stated she would like to keep the advertising local. Chair Eder requested that Park Programming CoordinatorLeuli prepare a rough schedule for 2010 events and a rough budget for the December Parks Commission meeting. Commissioner Viers suggested staff prepare a letter requesting; donations from businesses. City Administrator Johnson stated businesses are already solicited for donations for Party in the Park. He suggested the Parks Commission consider other ideas for support. X. Old Business: A. Band Performance in City Park: This item was discussed in an earlier worksession. No action was taken on the record. B. Discuss Ouotes for Soffit and Fascia Replacement at Vallev View Park.: Vice Chair Bauble, seconded by Commissioner Viers, moved to table this item to the next meeting. Carried 5 -0. XI. Informational: Page 4 of 20 Parks Commission Minutes November 16, 2009 Page 3 of 3 A. Next Meeting: Monday, December 21, 2009 at 6:30 p.m. at City Hall B. Council Representative: 'Tuesday, December 22, 2009 — Commissioner Niedrolkowski XII. Adiournment: Commissioner Krieger, seconded by Commissioner Viers, moved to adjourn the meeting. Carried 5 -0. Respectfully submitted, Jennifer Pinski Administrative Secretary /Deputy Clerk Page 5 of 20 This Page Is Left Intentionally Blank. Page 6 of 20 �J CITY OF OAK PARK HEIGHTS PARKS COMMISSION 2010 REGULAR MEETING BATES Meetings are held the 31 Monday of each month. January and February meetings have been changed to the week following the regularly scheduled meeting date, due to legal holidays occurring on the regular meeting date. Meeting Date Council Representative January 25 Commissioner Hauble February 22 Commissioner Niedzolkowski March 15 Commissioner Eder April 19 Commissioner Krieger May 17 Commissioner Viers June 2:1 Commissioner Hauble July 19 Commissioner Niedzolkowski August 16 Commissioner Eder September 20 Commissioner Krieger October 18 Commissioner Viers November 15 Commissioner Hauble December 20 Commissioner Niedzolkowski Page 7 of 20 This rage 6 Left n(c §on gl «bal Page eam r City of Oak Park Heights 14168 Otrk Park Blvd N.• Box 2007 o Oak Park I Icights. MN 55082 ® Phone (651) 439-4439'D 1 439 -0574 Memoranda To: Eric Johnson, City Administrator From Andrew Kegley, [director of Public Works CC: Park Commissioners Date: 12/17/09 Re: Quotes to Replace Fascia and Soffit at Valley View Park During the park walk through on September 21 ", 2009 the Park Commission recognized the need to replace the soffit and fascia at the Valley View Park Shelter. A request for quotes was sent to several local construction companies; lour (4) companies submitted quotes. Please find the attached quote summary and quote sheets submitted. This work would not likely take place until early spring of2010 as the quotes are valid until April 30 " 2010. The project would be funded under the budgeted prUjects park building; maintenance guild. This fund currently has $5000 allocated; however an additional $15,000 will be added in the 2010 budget for a total of $20,000. After Council approval an award letter shall be sent to the winning contractor; however a notice to proceed would be withheld at the City's discretion until early spring; but before April 30`' 2-010. Attachments: Original R Q Document Quote Summary Submitted Quotes TREE CITY U.S.A. Page 9 of 20 Request for Quotes — Replace Soffit and Fascia Summary: The city of Oak Park Heights is seeking quotes from licensed and insured contractors to remove and replace the soffit and fascia at Valley View Park located at 5575 Ozark Avenue. Scope of Work: Base Work: Section 1. Temporarily remove all fixtures including but not limited to light fixtures, electrical fixtures or conduits as needed from their current locations. Remove the existing soffit and fascia on the perimeter of the pavilion, remove the drip edge; and if required remove and replace the existing 1x4 trim finish. Section 2. Replace the soffit with primed 4x8 -3/8" AC aspen plywood. Provide and install ten (10) 8 "x16" white soffit vents evenly spaced with three vents along the east and west side of the building and two on the north and south side of the building. The soffit vents must be fully secured and shall be installed in a manner that does not damage the vents or the soffit sheet. Provide and install 1x8" primed Miratec trim fascia board along the full perimeter of the building; the fascia board must be routed on the back side to accept the 3/8" soffit plywood. Soffit and fascia must be attached using appropriate nails and sunken to the appropriate depth. Install new drip edge along full perimeter of the building. Confirm all colors with City — all colors shall be of equal price. Reattach the existing light fixtures, electrical fixtures and conduits removed for access to replace the soffit and fascia. The contractor must confirm all color choices with the City. Alternates: Alternate #1: Remove only the four (4) damaged soffit sheets as (narked by Oak Park Heights staff and replace with 4x8 -3/8" AC aspen plywood. Provide and install ten (10) 8 "x16" white soffit vents evenly spaced with three vents along the east and west side of the building and two on the north and south side of the building. The soffit vents must be fully secured and shall be installed in a manner that does not damage the vents or the soffit sheets. Remove and replace all fascia board and the drip edge. Install new drip edge along full perimeter of the building. Confirm all colors with City — all colors shall be of equal price and replace the fascia with 1x8" primed Miratec trim fascia board; the fascia board must be routed on the back side to accept the 3/8" soffit plywood. Alternate # 2: Paint the soffit and fascia around the full perimeter of the building including the ceiling under the shelter. Use minimum 15 -year, exterior latex paint. The contractor must confirm color choice with the City. Page 10 of 20 Conditions (for base work and alternate) • All work shall be completed within 15 calendar days of the City issuing a NOTICE TO PROCEED. Failure to complete required work in required timeline will entitle the City to assess a five (5) percent penalty for each week beyond such date. • Should unanticipated conditions be discovered that are outside the Scope of Work the Contractor shall immediately notify the City of such conditions and shall work in good -faith with the City to coordinate appropriate actions. Should these conditions require additional services, the Contractor and the City shall first negotiate for appropriate services but shall not exceed reasonable time and materials costs in accordance with industry standard(s). Any additional work required shall be completed within a reasonable timeline so as to not delay work of other contractors at the site. Should the Contractor unreasonably cause any delays in the execution of any work, the City may remove the Contractor from the site upon written notice and without penalty to the City. ® The Contractor shall work in concert with and will coordinate with the City to complete this work in a professional, courteous manner. ® The Final and awarded contractor shall provide proof of general liability insurance in an amount not less than $1,000,000 naming the City as an insured party and shall fully indemnify the City from loss or liability. The Contractor and their employees are not employees of the City. Prior to submitting a response to this RFQ, contractors shall first make a site visit to better understand the scope and conditions of the Scope of Work. This site visit can be scheduled by contacting Andy Kegley, Public Works Director at 651 - 439 -4439. A final contract between the City and the contractor will be required and shall be wholly consistent with this RFQ. o The City will provide payment following the satisfactory completion of all work as determined by the City. There shall be a minimum one -year warranty on all workmanship and new fixtures. ® The Contractor shall secure and coordinate any needed City or State building permits; the city will reimburse the contractor for the cost of the Q!y required permit upon satisfactory completion of the work. Your submitted base work quote and alternate amounts are total amounts and shall include all items to provide a complete job, including but not limited to: taxes, licenses, monitoring, fees, disposal fees, surcharges, rental of equipment, etc., necessary for your firm to complete the project. Page 11 of 20 40 Your submitted Quotes shall be valid and binding through April 30th, 2010 for the purposes of awarding a contract and if a contract is awarded prior to such date submitted quotes shall be carried through during the completion of this project regardless of the actual final completion date. Should the City not make a project award prior to April 30th, 2010 all submitted quotes are void. The City reserves the right to reject any and all bids at anytime. The City shall select a contractor that in the City's determination best meets the needs of the City. The City will make a final award via a written NOTICE OF AWARD. • Your submitted base work quote and alternate amounts are total amounts and shall include all items to provide a complete job, including but not limited to; taxes, licenses, monitoring, fees, disposal fees, surcharges, storage, security, rental of equipment, etc., necessary for your firm to complete the project. • The City may select the Base Work or Quote Alternates individually without penalty in price and/or time. ® The City will not accept any workmanship that appears crooked, unprofessional or poorly installed. Page 12 of 20 Submission Form Soffit and Fascia Replacement- Fall 2009 Submissions are due: December 15 ", 2009. Submit in original form only to Andy Kegley, Director of Public Works, City of Oak Park Heights, PO Box 2007, Stillwater, MN or hand deliver to Andy Kegley at City Hall located at 14168 Oak Park Blvd N, Oak Park Heights, MN, 55082. No faxed or emailed submissions will be accented or considered. Name of Firm: Owner or President Name: Base Work Quote Amount: $ .00 (Must be fully legible & in ink) Alternate # I.: $ .00 (Must be fully legible & in ink) Alternate # 2: $ .00 (Must be fully legible & in ink) Signature: Date (This signature must be the original signature of the owner or president) Notary; Date (affix stamp) (Notary is attesting to signature above as being the person capable of binding the company to submit such quote) Page 13 of 20 Summary of Submitted Quotes w Valley View Soffit and Fascia Replacement Base Work Alternate 1 Alternate 2 Total Contractor Replace all soffit and Repair damaged paint the soffit, fascia fascia sheets as marked by and existing celing Base + Alternate 2 Alternate 1 +2 P.W. staff Mariah Remodeling I $2,265.00 $1,797.00 $735.00 � $3,000.00 � $2,532.00 Dan Roe er ntme I $2,365,00 $1,610.00 ( $840.00 $3,205.00 $2,450.00 3.G Hause Construction I $2,999.00 I $2,539.00 $2,106.00 $5,105,00 $4,645.00 John Heinlein Construction Inc. $17,912.00 I $4,754.00 ( $3,720.00 $21,632.00 $8,474.00 Mariah Remodeling $2,265.40 $1,797.00 I $735.00 I $3,000,00 � $2,532.00 v 0 N O FAPROJECTSWailey View fascia and soffit\Quote summary.xls _ - -, including but not limited to: taxes, licenses, monitoring, fees, disposal fees, surcharges, storage, security, rental of equipment, etc., necessary for your firm to complete the project. 9 The City may select the Base Work or Quote Alternates individually without penalty in price and/or time. 10 The City will not accept any workmanship that appears crooked, unprofessional or poorly installed. Submission Form Soffit and Fascia Replacement- Fall 2009 lubmissions are due. December 15 2009. Submit in original form only to Andy Kegley, Director of Public Works, City of Oak 'ark Heights, PO Box 20D7, Stillwater, MN or hand deliver to Andy Kegley at City Hall located at 14168 Oak Park Blvd N, Oak Park leights, MN, 55082. to faxed or emailed submissions will be accented or considered. lame of Firm: R C Pl� n G Page 15 of 20 Owner or President Name: C l� `� S n r �•v Base Work Quote Amount: $ 2 I �r°� .00 (Must be fully legible & in ink) C t? Alternate # 1: $ .00 (Must be fully legible & in ink) _ C'G Alternate # 2: $ 7 .00 (Must be fully legible & in ink) zz .y Signature: L.��2 �� Date l (This signature must be the original signature of the owner or president) Notary: �� '� Date V1 faffix stamp) (Notary is attesting to signature above as being the person capable of binding the company to submit such quote) . , MATT CHARLES FOSSE MATT CHARLES FOSSE r 4r Notary PoG, :c: a '.= Notary Publc Minnesota Minnesota ' My Commission Expires Jan. 31, 2014 " My Commission Expires Jan. 31, 2014 . •. a".r -`. %• „•. ,,, , Page 16 of 20 Submission Form Soffit and Fascia Replacement- Fall 2009 Submissions are due: December 15 2009. Submit in original form only to Andy Kegley, Director of Public Works, City of Oak Park Heights, PO Box 2007, Stillwater, MN or hand deliver to Andy Kegley at City Hall located at 14168 Oak Park Blvd N, Oak Park Heights, MN, 65082. No faxed or emailed submissions will be accented or considered., - �1�IJC r° r T71�6 -a z� r Name of f=irm: � � � '�� Owner or President Name: Base Work Quote Amount: $ 6�� .00 (Must be fully legible & in ink) Alternate # 1: $ 00 (Must be fully legible & in ink) Alternate # 2: $ �% ,.00 (Must be fully legible & in ink) Si g nature: /� �=:��— /� Date (This signature must be the original signature of the owner or president) Notary: `..... Z2 G L L! :�� Date L (affix stamp) (Notary is attesting t6 signature above as being the person capable of binding the company to submit such quote) JUDY L. HOLST S NOTARY PUBLIC - Ar:INR`:SOTA my Commission Fxpira: Page 17 of 20 Submission Form Soffit and Fascia Replacement- Fall 2009 Submissions are due: December 15 2009. Submit in original form only to Andy Kegley, Director of Public Works, City of Oak Park Heights, PO Box 2007, Stillwater, MN or hand deliver to Andy Kegley at City Hall located at 14168 Oak Park Blvd N, Oak Park Heights, MN, 55082, No faxed or emailed submissions will be accepted or considered. , Name of Firm: — T . ( -13 Owner or President Name:�R Base Work Quote Amount: $ 2-.9 c .00 (Must be fully legible & in ink) Alternate # 1: $ 2 �` .00 (Must be fully legible & in ink) Alternate # 2: $ 00 (Must be fully legible & in ink) Signature: _ C� Date �2 ✓`�� (This signature must be the original signature of the owner or president) Notary: '-�q Date j 1`3 ��(affix stamp) (Notary is attesting to signature above as being the person capable of binding the company to submit such quote) Ah AL -MI ""1, Kelly Jo Meyer Notary Public Minnesota ?� c Comm}ssion Jantst�y31,?At3 - Page 18 of 20 c�44' "VS, " - a:.: kJti1J 1!•.41,1 t °1. �� /t ��y i s u bmissio n FOB m < Soffit and Fascia Replacement- Fall 2009 SubmfWws are due: Decem ,ter 15"' 2009. Submit in orig form only to Andy Kegley, Director of Public Works, City of Oak park Heights, PO Box 2007, Stillwater, MN or hand deliver to Andy Kegley at City Hall located at 14168 Oak Park Blvd N, Oak Park Heights, MN, 55082. No w Name of Firm' des i�rC Owner or President Name: .� "'o Base Mork Quote Amount: $_ 1 . 7 91�_ 00 (Must l folly legible 8L in ink) Alternate # 1: $ - 1 7 1 , 75/ _.00 (Must be fully legible & in ink) Alternate # 2: J � , �� .00 (Must be fully legible & in irk) Signature: _bate 1."2 ^ %G� °O (This signature must be the original signature of the owner or president) Notary: --_--_ —_Date _ _ _ (affix stamp) (Notary is o test ng to r�gnature above as being the perwn capable of binding die cwnpany to s�jbmit such quote) Page - NL CAS. This Pale Is Left Intentionally Blank. Page 20 of 20