HomeMy WebLinkAboutA001 - Council Action Form dated June 24, 2025ITEM #:43
DATE:06-24-25
DEPT:P&R
SUBJECT:ADA HAYDEN HERITAGE PARK PATH REPLACEMENT
COUNCIL ACTION FORM
BACKGROUND:
The asphalt paths at Ada Hayden are a popular location for walking and biking. The paths
were installed when the park was developed over 20 years ago. This project includes the
removal of the ten-foot-wide asphalt path and replacement with a twelve-foot-wide concrete
path. The existing path will be removed, milled, and put back down to be used as a subbase
under the new concrete.
WHKS and Co., Ames, Iowa, was hired to develop bid plans and specifications and assist with
construction administration for the Ada Hayden Heritage Park Path Replacement Project. The
base bid includes the paths around the north and south lakes as well as the connection from
the main trail to the Harrison Road parking lot. Three alternates were included for removing
and replacing the connector paths leading to Fletcher Blvd, Stone Brooke Road, and
Edgewater Circle.
To assist with providing a safe experience for all users, graphics will be painted on the
pavement indicating that walkers and runners are to use the portion of the path closest to the
lake. Wheeled modes of transportation will be directed to use the portion of the path furthest
from the lake. Signage will also be installed and an education campaign will be launched to
help users understand the new protocols.
The aforementioned paths will be closed for the duration of the project, which is
expected to both reduce the project costs and the duration of the overall project
compared to phasing. However, staff will emphasize to the contractor to open one of the
completed walking path loops, if possible, even though the entire project may not be
completed.
Construction documents were released to bidders on May 14, 2025 with bids being due on
June 11, 2025. Seven contractors submitted bids with the information shown below:
Bidder Base Bid Alternate #1 Alternate #2 Alternate #3 Total
Caliber
Concrete LLC,
Adair, IA
$1,066,988.38 $49,201.01 $20,672.55 $11,344.64 $1,148,206.58
All-Star
Concrete LLC,
Johnston, IA
$1,127,186.50 $53,909.72 $23,585.99 $13,740.00 $1,218,422.21
1
Howrey
Construction
Inc. Bondurant,
IA
$1,158,670.10 $61,960.33 $27,155.68 $21,148.50 $1,268,934.61
OEL
Construction
Inc.,
Steamboat
Rock, IA
$1,178,088.00 $56,983.18 $27,869.25 $20,070.00 $1,283.010.43
Jasper
Construction
Services,
Newton, IA
$1,197,232.20 $64,253.08 $31,059.80 $22,180.00 $1,314,725.08
Con-Struct
Inc., Ames, IA $1,231.033.99 $55,695.50 $24,860.50 $11,410.00 $1,322,999.99
TK Concrete
Inc., Pella, IA $1,261,429.00 $62,215.45 $27,025.55 $15,485.00 $1,366,155.00
Staff conducted an analysis to determine which combination of base bid and alternates should
be pursued. To understand the total project costs for the Ada Hayden Heritage Park Path
Replacement Project, the following table provides a breakdown of the project components, the
cost opinion and funding, the low bid amounts, as well as what staff is recommending Council
appr o v e . The recommendation includes the Base Bid, Alternate #1, and Alternate #2.
Staff is not recommending Alternate #3 as this section of trail is still in good shape. This
analysis indicates that the bid from Caliber Conrete, LLC, Adair, Iowa, (including Alternates 1
and 2) is the lowest acceptable bid.
The table below includes staff inspection time for Public Works staff, who will be performing
project inspections. Additionally, WHKS recommends reducing its A & E fees to $75,000 for
the project.
Component Cost Opinion /
Funding Amount Low Bid Recommendation
Base Bid $1,234,615 $1,066,989 $1,066,989
Base Bid Contingency (5%)$ 61,731 $ 53,349 $ 53,349
Alternate #1 - Fletcher Connector $ 53,507 $ 49,201 $ 49,201
Alternate #2 - Stone Brooke
Connector $ 23,335 $ 20,673 $ 20,673
Alternate #3 - Edgewater
Connector $ 11,595 $ 11,345 $ 0
Alternate Contingency (5%)$ 4,422 $ 4,061 $ 4,061
Public Works Staff Time $ 25,000
A & E $ 88,600 $ 88,600 $ 75,000
TOTAL PROJECT COST $1,477,805 $1,294,218 $1,293,706
FUNDING AVAILABLE $1,400,000 $1,400,000 $1,400,000
SURPLUS / (SHORTFALL)$ (77,805)$ 105,782 $ 106,294
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There is sufficient funding for this project and it is recommended that surplus funding
for this project be used for the Park Maintenance Facility Expansion Project. A detailed
breakdown of funding for this project, the facility expansion project, and the Daley Park Splash
Pad project is shown in Attachment A. This project is expected to be completed by November
30, 2025.
ALTERNATIVES:
1. The City Council can:
a. Accept the report of bids.
b. Approve final plans and specifications and award a contract to Caliber Concrete
LLC of Adair, IA, in the amount of $1,136,861.94.
2. Award the contract to one of the other bidders.
3. Accept the report of bids but do not award a contract at this time.
4. Refer back to staff.
CITY MANAGER'S RECOMMENDED ACTION:
The path replacement at Ada Hayden Heritage Park is necessary as the current path is
at the end of its useful life. Also, increasing the width of the path from ten feet to
twelve feet and using concrete instead of asphalt will decrease annual maintenance
costs as well as increase user safety. During construction, the integrity of the lake,
native plants, and other organisms will be protected to ensure continued viability.
Therefore, it is the City Manager's recommendation that City Council approve Alternative #1,
as described above.
ATTACHMENT(S):
Attachment A - Project Cost Breakdown.pdf
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Component
Cost Opinion / Funding
Amount Low Bid Recommendation
Construction Base Bid 231,749$ 295,595$ 295,595$
Construction Base Bid Contingency (10%)23,175$ 29,560$ 14,780$
Alternate #1 - Shade Structure 25,000$ 27,225$ 27,225$
Alternate #2 - Benches 8,000$ 10,000$ -$
Splash Pad Equipment and Installation 535,000$ 526,495$ 577,934$
Mechanical Building 75,000$ 75,000$ 50,000$
A & E 26,500$ 26,500$ 26,500$
TOTAL PROJECT COST 924,424$ 990,375$ 992,034$
FUNDING AVAILABLE 1,349,392$ 1,349,392$ 1,349,392$
SURPLUS / (SHORTFALL)424,968$ 359,018$ 357,358$
Component
Cost Opinion / Funding
Amount Low Bid Recommendation
Base Bid 1,234,615$ 1,066,989$ 1,066,989$
Base Bid Contingency (5%)61,731$ 53,349$ 53,349$
Alternate #1 - Fletcher Connector 53,507$ 49,201$ 49,201$
Alternate #2 - Stone Brooke Connector 23,335$ 20,673$ 20,673$
Alternate #3 - Edgewater Connector 11,595$ 11,345$ -$
Alternate Contingency (5%)4,422$ 4,061$ 3,494$
Public Works Staff Time -$ -$ 25,000$
A & E 88,600$ 88,600$ 75,000$
TOTAL PROJECT COST 1,477,805$ 1,294,218$ 1,293,706$
FUNDING AVAILABLE 1,400,000$ 1,400,000$ 1,400,000$
SURPLUS / (SHORTFALL)(77,805)$ 105,782$ 106,294$
Component
Cost Opinion / Funding
Amount Low Bid Recommendation
Base Bid 755,650$ 990,000$ 990,000$
Base Bid Contingency (5%)37,783$ 49,500$ 49,500$
Alternate #1 - Cold Storage Expansion 147,605$ 195,700$ 195,700$
Alternate #2 - Concrete 85,000$ 44,900$ 44,900$
Alternate #3 - Door Opener Retrofit 15,000$ 10,325$ -$
Alternate #4 - Relocate Bulk Water Station 118,500$ 113,475$ 113,475$
Alternate #5 - 13th Street Sidewalk 10,340$ -$ -$
Alternate Contingency (5%)18,822$ 18,220$ 17,704$
A & E, Survey, Etc.102,760$ 102,760$ 102,760$
Special Inspections 3,000$ 19,000$ 19,000$
FFE (Furniture, Fixtures, Equipment)35,000$ 35,000$ 35,000$
TOTAL PROJECT COST 1,329,460$ 1,578,880$ 1,568,039$
FUNDING AVAILABLE 897,464$ 897,464$ 897,464$
SURPLUS / (SHORTFALL)(431,996)$ (681,416)$ (670,575)$
Cost Opinion / Funding
Amount Low Bid Recommendation
TOTAL PROJECT COST 3,731,689$ 3,863,473$ 3,853,779$
FUNDING AVAILABLE 3,646,856$ 3,646,856$ 3,646,856$
SURPLUS / (SHORTFALL)(84,833)$ (216,617)$ (206,923)$
MINI PITCH SAVINGS 64,500$
AGILITY COURSE SAVINGS 30,000$
DISC GOLF COURSE IMPROVEMENTS 10,000$
BROOKSIDE STAIR RAILINGS 1,698$
PARK DEVELOPMENT FUND 100,725$
TOTAL 206,923$
THREE PROJECTS COMBINED
OPTIONS TO COVER SHORTFALL
P & R MAINTENANCE FACILITY
ADA HAYDEN PATH REPLACEMENT
DALEY PARK SPLASH PAD
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