ADMINISTRATION - Jon Haukaas, Director of Public Works
Title
Approve A Sod Replacement Project and Order Advertisement for Bids
Executive Summary
Staff provided a presentation to City Council on February 23, 2022 regarding the significant amount of sod failure on Street Reconstruction projects that were constructed in 2019, 2020, and 2021. Staff presented options and agreed to come back with additional recommendations prior to beginning a project in the late summer. The February 23 agenda item materials, including photos, and minutes are attached for reference.
Staff is presenting the following solution in response to Council request. The action would order staff to initiate a project to replace all failed sod on Street Reconstruction projects in 2019, 2020, and 2021.
Background
During Blaine’s Street Reconstruction projects, sod placement is used as part of the boulevard restoration behind the new curb and gutter installations. City staff surveyed the projects from 2019, 2020, and 2021 to measure the approximate amount of failed sod on each project and determine an estimated cost to replace it. The total is a little under 23,000 SY of the 99,100 SY of sod originally placed.
Staff had prepared a recommendation for a reimbursement program option to be discussed at the July 11 City Council Workshop. That memo is attached for additional background.
Based on more recent concerns raised by Councilmembers, staff is advancing the option to develop a full sod replacement project for the Council’s approval. The replacement project will include removal/excavation, regrading, addition of two inches of new black dirt, and re-sodding. This project would include a standard 30-day warranty on the new sod.
Plans and specifications will be prepared and a project for the replacement of all failed sod will be advertised as soon as possible. A project of this size requires a 21-day advertisement period and adequate time to review the bids and suggest a bid award Council for approval. Staff anticipate the project could be awarded at the August 15, 2022 City Council meeting and the work completed by the end of September.
Strategic Plan Relationship
This project aligns with the City’s strategic plan goal of well-maintained infrastructure by providing high-quality street surfaces.
Board/Commission Review
Not applicable.
Financial Impact
Staff revised its former estimate based on costs from 2021 and the bids received for the current 2022 Street Projects. The estimate for full replacement is approximately $290,000.
The project would be paid for using Pavement Management Program funds.
Public Outreach/Input
Resident communication would be done concurrent with the advertisement period to let residents know of the plan to perform the work and the project’s proposed schedule.
Staff Recommendation
By motion, order staff to prepare plans and specifications for a sod replacement project and advertise for bids. The results of the bid are to be brought back to City Council for final acceptance and award.
Attachment List
1. Staff recommendation Memo to create a Resident Reimbursement Replacement Program.
2. Workshop Agenda Item Feb 23, 2022 - Sod Replacement Options
3. Sod Program Images
4. Workshop Minutes Feb 23, 2022 - Sod Replacement Program Options