Agenda - Public Works Committee - 01.20.26

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existing system unless otherwise approved by the Engineer. Any systems damaged outside of the construction limits shall be repaired at the contractor's expense. The contractor must coordinate with the property owner to ensure the system is operational and accepted by the property owner. Irrigation repairs shall be complete prior to permanent turf establishment. Payment shall be 25-percent when the existing irrigation system has been capped and remain operational outside of construction limits. The remaining 75-percent when irrigation system has been fully restored and is operational. The per each designation is considered to be equivalent to per property. Policy for non-standard irrigation systems The above specifications are essentially the same, except for the pay type. The statement "New sprinkler heads shall match the style and brand of the existing system unless otherwise approved by the Engineer" will assure that name brand sprinkler heads are used. If a resident doesn't have a name brand sprinkler head, they will receive one. Or, staff recommends the following policy: "If the property owner has non-standard equipment, they may make repairs to their system themselves, or hire a contractor to perform the work. Their work must still adhere to the project schedule. Not meeting the project schedule may result in delays or incomplete boulevard restoration. Re -seeding areas disturbed due to irrigation repairs after final seeding are the property owner's responsibility. The city will compensate the property owner up to the per each bid price via an itemized invoice. If the project is per lump sum, the city will calculate the compensation by dividing the lump sum total by the number of properties." Resident Notification Staff typically sends project update letters 5 to 7 times throughout design and project construction, which includes information on below -ground irrigation systems. The following paragraph is proposed to be included with project update letters moving forward. "Private lawn irrigation systems may be impacted by this work. If you have a below -ground irrigation system, please mark your sprinkler heads with flags or stakes to assist the Contractor in preventing or minimizing damage to your system during construction. Free flags are available at the Engineering Department, located on the 2nd floor of the Ramsey Municipal Center." The letters always include the engineer's contact information for any questions related to the letter or the project in general. Once we award a contract, we also include the project inspector's contact information. Time Frame/Observations/Alternatives: Timeframe: Staff estimates up to 15 minutes will be needed to present this case and respond to questions. Observations: Staff is aware of at least one other neighboring city that requires their residents to mark sprinkler heads to allow repairs to be performed with the project. In staff's opinion, this would potentially lead to conflicts if a property owner didn't mark their system on time, or missed the notification if they are out of town, which can often happen during the summer construction season. This would also require additional staff time to document which properties have marked their systems and attempt to contact properties without systems marked. Funding Source: Funding for irrigation repairs would come from Pavement Management Fund or Municipal State Aid Funds where applicable. Recommendation: Staff is seeking consensus direction from the Public Works Committee on this matter. Outcome/Action: