HomeMy WebLinkAboutA001 - Resolution directing staff to bid the Ada Hayden Heritage Park Trail Replacement Project to include the closing of the trail during constructionITEM #:1
DATE:04-15-25
DEPT:P&R
SUBJECT:ADA HAYDEN HERITAGE PARK TRAIL REPLACEMENT PROJECT
COUNCIL ACTION FORM
BACKGROUND:
The Ada Hayden Heritage Park Trail Replacement Project includes replacing the current ten foot
wide asphalt path with a twelve foot wide concrete path. The trail is being replaced due to sloughing
and breaking of the edges, tree roots growing into the asphalt, excessive cracking, settling of the path,
drainage issues in areas, and the width not meeting the needs of users.
The decision to replace asphalt with concrete is based on the reasons below:
Durability - Concrete is more durable than asphalt as it is a harder material.
Longevity - Concrete is estimated to last 30+ years. The current path is needing replacement after
20 years and has already overlays in several areas.
Long-Term Maintenance - Concrete will reduce long-term maintenance costs as the issues
being experienced with asphalt will be eliminated or minimized. The overlays needed on the
current path have cost over $50,000 which would not be needed with concrete.
Cost Effectiveness - Concrete is more cost effective than asphalt as the two materials are similar
in costs, however, concrete is more durable and has a longer life expectancy.
Trail Material Trends - The City is replacing asphalt shared use paths with concrete for the
aforementioned reasons. Story County Conservation has recently paved the Heart of Iowa Trail
with concrete as well.
Safety - Due to the reasons stated, concrete will provide a safer surface than asphalt.
Staff understands that concrete is not the best surface for runners, however, concrete is the best
surface for a majority of users.
The compatibility of multiple users (i.e. pedestrians, bicyclists, rollerbladers, etc.) is a concern and
changes to the existing park rules and ordinances are being explored by the Parks and Recreation
Commission to improve the interaction. Recommendations from the Commission will be brought
before the City Council for consideration at a future meeting.
At its January 14, 2025 meeting, Council awarded a contract to WHKS to develop plans and
specifications for this project. WHKS has conducted a survey of the trail, as well as, walked the trail
with staff and two members of the Friends of Ada Hayden Heritage Park. Based on the information
gathered, WHKS has developed preliminary plans and cost opinion for the trail replacement.
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TRAIL REPLACEMENT OPTIONS:
WHKS has been exploring two replacement options for this project; 1) Close the entire trail
during construction , and 2) Close the trail in phases during construction.Each of these options
include milling the existing path with the material left on the trail for use as the sub-base, compacting
the sub-base, installing the concrete path, backfilling along the edges of the new surface, and seeding
the disturbed areas.
The base bid for this project will include the loop around both lakes and the trail section from the
Harrison Parking Lot to the main trail. The repaving of the Edgewater Court, Fletcher, and
Stone Brooke connectors will be bid as an alternate. Please note that with both these options, the
Upland Trail will not be paved and remain mostly open.
OPTION 1 - CLOSE THE ENTIRE TRAIL DURING CONSTRUCTION
With this option, the contractor and its subs can start the project and work through to completion
without interruption. Once the existing path is being milled, a crew can be compacting the sub-base,
another crew can then start paving, and finally a crew can be backfilling. Once the project is underway,
multiple crews can be working simultaneously to complete the project without interruptions. Each crew
can mobilize one time which is estimated to save a significant amount of money and time.
Even though the entire trail would be closed to start the project, staff will have discussions at the
pre-bid and pre-construction meetings to educate the successful bidder of the importance of
opening a section of the trail (i.e. north or south lake loop) prior to the entire project being
completed.
WHKS has been talking to potential contractors and the feedback received is that this option is
preferred because once the crews are on site, they can start and finish the project without delays,
except for weather. One contractor reviewed the plans and provided the following information related
to this option if they were to bid today:
Base Bid Price $1,100,000
Time to Complete Project 5 - 6 Weeks
OPTION 2 - CLOSE THE TRAIL IN PHASES DURING CONSTRUCTION
This option would complete the trail in phases and would require construction crews to start and
stop their work multiple times increasing the costs associated with the need to mobilize several
times. Whenever crews are removed from the job, there is also the risk that they start another job and
may not be able to get back to this project when needed thus delaying the project. The upside of this
option is that a portion of the trail will always be open. However, potential contractors indicated this
option would be bid 20-30% higher and take 50% longer to complete the project. The impact of
these increases is shown below:
Base Bid Price $1,320,000 - $1,430,000
Time to Complete Project 7.5 - 9 Weeks
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FUNDING:
City Council has approved $1,400,000 for this project. The table below shows the funding available
as well and cost estimates for each of the two options. The higher end of the range for Option 2 is being
used to reflect the worst case scenario.
Item Option 1 Option 2
Funding Available $1,400,000 $1,400,000
Expenses:
Base Bid Estimate $1,100,000 $1,430,000
Alternate Estimate $100,000 $100,000
Engineering Services $88,600 $88,600
Total Expenses $1,288,600 $1,618,600
Funding Surplus or (Shortfall)$111,400 ($218,600)
ALTERNATIVES:
1. Direct staff to bid the Ada Hayden Heritage Park Trail Replacement Project to include the closing
of the trail during construction.
2. Direct staff to bid the Ada Hayden Heritage Park Trail Replacement Project to include the closing
of the trail in phases during construction
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3. Refer back to staff.
CITY MANAGER'S RECOMMENDED ACTION:
Ada Hayden Heritage Park is used by many people for walking, biking, dog walking, rollerblading, and
other activities. Due to this heavy use and the condition of the path, the safety of all users is in question
and this project will help address these concerns. The path will be two feet wider than the current path
and the concrete will provide a smoother, more durable, and long-lasting surface than asphalt.
Staff continues to look for ways to accomplish projects in the most cost-effective way possible yet still
provide as few inconveniences as possible to the users. There are two options presented in this report
for City Council to consider.
Option 1 is estimated to be the most cost-effective option which could result in savings to the
budget. The project can also be completed in 5-6 weeks with one loop of trail potentially opening prior
to the completion of the entire trail.
Option 2 will keep portions of the trail open after construction begins, however, the project could
take 9 weeks to complete, and it is estimated there would not be enough funding available for this
project to even complete the base bid, much less the alternate. Staff has not yet identified additional
funding at this time to cover the shortfall presented in Option 2.
Both options will inconvenience users in different ways with Option 1 having the shortest
completion time. Fortunately, there are many wonderful trails within the park system that users
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can utilize while this project is being completed. Contractors have indicated this work could be
done in the fall of 2025 and Option 1 presents a cost-effective way to accomplish all components
with the allocated funding available. Therefore, it is the recommendation of the City Manager that the
City Council approve Alternative 1 as stated above.
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