HomeMy WebLinkAbout10A - Fire Station No. 2 Resolutions
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MEETING DATE:
AGENDA #:
PREPARED BY:
AGENDA ITEM:
DISCUSSION:
CITY COUNCIL AGENDA REPORT
APRIL 7,2008
10A
STEVE ALBRECHT, PUBLIC WORKS DIRECTOR
KELLY MEYER, ASSISTANT CITY MANAGER
CONSIDER APPROVAL OF RESOLUTIONS WITH RESPECT TO FIRE
STATION NO.2
1) AUTHORIZING PURCHASE OF LANDSCAPE MATERIALS
2) ACCEPTING BIDS AND AUTHORIZING PURCHASE OF OFFICE
FURNITURE
3) APPROVING CHANGE ORDER NO.2
4) REPORT REGARDING STATUS OF CONSTRUCTION AND THE
PROJECT BUDGET
Introduction
The purpose of this agenda report is to authorize the purchase of landscape
materials, office furniture and Change Order NO.2 for Fire Station NO.2 and
receive a report from Owner's representative Bill Wolters on the project.
Historv
On September 6, 2006 voters approved a $3.7 million referendum to purchase a
100-foot aerial platform truck and to construct Fire Station No.2. On August 6,
2007 the City Council awarded the Fire Station No. 2 Construction contract to
Met-Con Companies in the amount of $1,908,700.
The budget for completion of Fire Station No.2 after purchase of the Aerial
Platform Truck is $2,800,000.
Current Circumstances
Construction of Fire Station No.2 is anticipated to be completed in May 2008. At
this time the project is on schedule and anticipated to be under budget. Bill
Wolters of Constructive Ideas our owners representative will be present to
provide an update on construction and the budget.
As part of the project budget the City has elected to complete landscaping and
furniture acquisition separate from the construction contract to reduce costs.
Completion of the Fire Station requires that the landscaping and furniture
installation be completed in May 2008.
1. Landscaping:
City Staff has the in-house expertise and staff to manage and complete the
Landscaping of Fire Station NO.2. Previously City Staff has completed
landscaping at the Police Station and City Hall. The landscaping estimate
provided as part of the project budgeting and approval was $75,000. City Staff
has since refined that plan and solicited quotes for landscape materials.
www.cityofpriorlake.com
R:\Council\2008 A.genda Reports\04 CPh16i}i&i~~~7 .~aJ<fax 952.447.4245
The total cost for the landscaping is $32,745 and includes the following
materials: Irrigation system ($7,600), Landscape Materials ($4,815), SodlTop
Soil ($7,500), Raingarden Plants ($3,902) and Trees/Shrubs ($8,928). The
project budget included $75,000 for landscaping.
2. Office Furniture:
The project budget includes $85,000 for furniture, fixtures and equipment. This
amount is intended to cover the costs of not only the office furniture, but also
appliances, phone system, audio visual equipment, and miscellaneous items.
This agenda item asks the Council to authorize funding for only the office
furniture. Fire Station NO.2 has 3 offices, a conference room, and a training
room. The furniture needed to outfit those areas includes
I Furniture
Private Office Work Station (work surface, overhead
and under surface filing, office chair, 2 guest chairs,
task lighting)
I Conference Room Table
I Conference Room Chairs
I Stand-By Area Chairs & Stools
I Training/Meeting Room Tables
I TraininQ/MeetinQ Room Chairs
I Misc. Marker BoardslTack Boards
Quantity
3
1
14
4
11
20
9
The furniture layout is depicted in the attached plan.
There are two ways staff could have approached this acquisition: (1) Issue a
Request for Bids, or (2) utilize a public sector contract either through the State of
Minnesota or Hennepin County Cooperative. The Council will recall that in 2006
with the construction of the City Hall and Police Station, staff completed a
detailed analysis to test whether the public sector contracts were competitive and
found that the Hennepin County Cooperative Purchasing contract provided the
best product for the best value. For the Fire Station NO.2 project, staff opted to
again purchase from the Hennepin County Cooperative contract through
Henricksen Public Sector Group.
The All-Steel furniture product offered through Hendricksen has a long-standing
reputation as being a very good quality product. Hendricksen PSG has provided
its product to over 70 municipal and county public facilities. The lifetime warranty
on the All-Steel product includes Darts and the labor to service the warranty. The
All-Steel company has existed for 60 years, and has been a part of the Hennepin
County Cooperative Purchasing Program for over 15 years. The longevity of this
product and the cooperative purchasing agreement will ensure that it is available
at a cost-effective price if we need to modify, add or change future work stations.
The City is also able to purchase furniture that is similar to the furniture and
finishes used at City Hall which, in the future will allow the City flexibility to re-use
and/or interchange pieces when necessary.
The total not to exceed price from Hendrickson Public Sector Group for design
services, product, delivery, installation and sales tax is $24,186.64. The attached
resolution requests that the bid be awarded in this amount.
R\Council\2008 Agenda Reports\04 07 08\Fire Station
3. Change Order No.2
As part of building construction needed changes to the electrical and plumbing
systems were identified. These changes were related to the hoist system,
kitchen and truck fill lines. Changes to the masonry system and hardware were
also required. A copy of Change Order NO.2 is attached for Council review.
The total amount for this Change Order is $19,902.20. Including this Change
Order the total project changes to date are $40,808.90. The City's Owners
Representative anticipates one additional change order prior to completion of the
project. Sufficient contingency funds were allocated in the project budget to
cover all of the anticipated change orders.
4. Status Report
Owner's Representative Bill Wolters will give a brief project status report and
answer any questions the Council may have.
Conclusion
In order to complete Fire Station No.2 on schedule the City should move forward
with landscaping, acquisition of office furniture, and change order no. 2.
ISSUES:
The proposed costs for landscaping and office furniture are less than the
estimated project budget. The quotes for landscaping materials were completed
in accordance with the City's Purchasing Policy and none of the individual
purchase will exceed $20,000 and can therefore be approved by the City
Manager. The acquisition of the office furniture is over the $20,000 purchasing
threshold of the City Manager. Due to this fact, and because the funding source
is referendum dollars from the Building Fund (for both landscaping and furniture
acquisition), City Council authorization is required.
FINANCIAL
IMPACT:
The funding as discussed above is available in the Building Fund.
ALTERNATIVES:
1. Approve a resolution authorizing City Staff to complete Fire Station NO.2
landscaping for a cost not-to-exceed $32,745.
2. Approve a resolution accepting bids and awarding a contract with
Hendricksen Public Sector Group in the not-to-exceed amount of $24,186.64
to furnish and install office furniture for Fire Station No.2.
3. Approve a resolution approving Change Order NO.2 for Fire Station No.2.
4. Table this agenda item for a specific reason.
5. Deny this agenda item for a specific reason and provide staff with direction
RECOMMENDED Alrtrnatives No.1, 2 and 3.
MOTION: /
ReViewedQJ ~ I.
~ /' "",-
Frank Boyles, eva/er
R\CoUllcil\2008
Reports\04 07 08\Fire Station agenda.doc
4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
RESOLUTION OS-xx
A RESOLUTION AUTHORIZING THE PURCHASE LANDSCAPE MATERIALS
FOR FIRE STATION NO.2.
Motion By:
Second By:
WHEREAS, The City of Prior Lake is committed to constructing and maintaining City
property in an environmentally responsible and aesthetically pleasing condition;
and
WHEREAS, The budgeted amount for the Fire Station NO.2 landscaping was $75,000; and
WHEREAS, Quotes have been solicited for landscape materials to be installed by City Staff;
and
WHEREAS, The total cost for landscape materials is $32,745 with none of the individual
vender costs exceeding $9,000; and
WHEREAS, In accordance with the City's Purchasing Policy the City Manager can approve
the individual purchase orders that are less than $20,000 ; and
WHEREAS, The funds for the Fire Station NO.2 landscaping are available in the Building
Fund.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. Staff is directed to complete the Fire Station landscaping for an amount not to exceed
$32,745.
3. Funding shall come from accounts #420-70305-530 (Landscaping).
PASSED AND ADOPTED THIS 7TH DAY OF APRIL 2008.
YES
NO
Haugen
Erickson
I Hedber9
I LeMair
I Millar
Hau(;utn
Erickson
Hedber9
LeMair
Millar
Frank Boyles, City Manager
R:\Council\2008 Agenda Reports\04 07 08\Fire Station Resolution No 1.DOC
www.cityofpriorlake.com
Phone 952.447.9800 / Fax 952.447.4245
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
Motion By:
Second By:
the construction of Fire Station No.2 is underway; and
the internal systems for the project, such as furniture, phones, appliances, and audio visual equipment are
to be solicited outside the construction or architect contracts in order to save project costs; and
the City is able to purchase office equipment through the Hennepin County Cooperative Purchasing
Program through Henricksen Public Sector Group; and
the City Council believes Hendrickson Public Sector Group and the All-Steel product is the best option
because Hendrickson Public Sector Group, obtained the Hennepin County contract through a competitive
bidding process, has extensive experience with public sector needs and offers a lifetime warranty on
product and labor to service its warranty; and
the project estimate is within the budget provided for the project.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. Staff is hereby authorized to purchase office furniture through the Hennepin County Cooperative Purchasing Program for
Fire Station No.2 from Hendrickson Public Sector Group in an amount not to exceed $24,186.64.
3. The Mayor and City Manager are hereby authorized to enter into the City's Standardized Contract for the project.
4. Funding for this acquisition shall be allocated from the Building Fund Account 420-70305-570.
PASSED AND ADOPTED THIS 7TH DAY OF APRIL, 2008.
YES
NO
Haugen
Erickson
Hedber9
leMair
Millar
Haugen
Erickson
Hedbe"9
leMalr
Millar
Frank Boyles, City Manager
R:\Council\2008 Agenda Reports\04 07 08\furniture reso~~priorlake.com
Phone 952.447.9800 / Fax 952.447.4245
4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
RESOLUTION OS-xx
A RESOLUTION AUTHORIZING CHANGE ORDER NO.2 FOR FIRE STATION NO.2
Motion By:
Second By:
WHEREAS, The City Council approve the construction contract in the amount of $1,908,700
with Met-Con Companies for Fire Station NO.2 on August 6, 2007; and
WHEREAS, Change Order No.1, previously approved by the Council amended the contract
amount ot $1,929,606.78; and
WHEREAS, Change Order NO.2 in the amount of $19,902.20 is required for completion of
the Fire Station; and
WHEREAS, The City's Construction Manager Constructive Ideas has reviewed the change
order and recommends approval by the City; and
WHEREAS, The total contract amount with Met Con Companies is amended to
$1,949,508.98; and
WHEREAS, The funds for Change Order No.2 to Fire Station NO.2 are available in the
project contingency allocated as part of the budget.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. Change Order No.2 is approved in the amount of $19,902.20 amending the contract
amount to $1,949,508.98..
3. Funding shall come from accounts #420-70305-501.
PASSED AND ADOPTED THIS 7TH DAY OF APRIL 2008.
YES
NO
I Haugen
I Erickson
I Hedberg
LeMair
Millar
Haugen
Erickson
Hedberg
LeMair
Millar
Frank Boyles, City Manager
C:\Documents and Settings\KellyM\Local Settings\Temporary Internet Files\OLK1 FA\Fire Station Resolution No 3.doc
www.cityofpriorlake.com
Phone 952.447.9800 / Fax 952.447.4245
.AIA Document G70f" - 2001
Change Order
PROJECT (Name and address):
Prior Lake Fire Station #2
Prior Lake, Minnesota
TO CONTRACTOR (Name and address):
Met-Con Companies
15760 Acorn Trail
Faribault, Minnesota 55021
CHANGE ORDER NUMBER: 002
DATE: April 1, 2008
OWNER: ~
ARCHITECT: [8l
CONTRACTOR: ~
FIELD: D
OTHER: D
ARCHITECT'S PROJECT NUMBER: 06-10076
CONTRACT DATE: August 07, 2007
CONTRACT FOR: General ConstnIction
THE CONTRACT IS CHANGED AS FOLLOWS:
(Include, where applicable, any undisputed amount attributable to previously executed Construction Change Directives)
1. Fl11"nishllnd install disconnects to feeders for P2 and P3 in lieu of breakers. Add $3857.70.
2. Provide power to jib crane hoist and monorail hoist as required by hoist specifications. Add $2362.50.
3. Provide power and toggle switch to food waste grinder in Kitchenette. Add $556.50.
4. Providelll2" thick Miratecaround perimeter of six (6) overhead doors for overhead door track attachment. Add $4702.50.
5. Add laminate cabinet and shelving for locker room shower areas. Add $1590.00.
6. Truck Fill Lines - Eliminate the Reduce Pressure Zone Valve (RPZ) from 4" tnIck fill line and install an Vacuum Pressure
Breaker (VPB)()neaclJ drop down stream of shut-off valve. Eliminate RPZ and replace with a Vacuum Pressure Breaker (VPB)
on the water pipe to the pressure washer. Add $498.75.
7. Substitute extractor model Speedqueen SC80 with Continental Girbau EH040 Front Load Commercial Washer. Deduct
(3115.50)
8. Change sink in
from 8" deep bowl to lO" deep bowl. Add $178.50.
9. Add 2" side-fill water fiUliries with pressure vacuum breakers in locations shown on revised plumbing plan. Add $5118.75.
lO.Add vestibule soffit framing. Add $291.50.
11. Change locksets of interior doors to accommodate keying of doors as requested by fire department. Add Smart-Pac 2
controllers at exterior doors. Add $12lO.00.
12. Add building felt behind masonry veneer on office end of building. Add $885.50.
13.. ConstnIct trellis pier caps using masonry block. Add $1765.50.
Total Add $19,902.20.
The original Contract Sum was
ThenetchaIlge by previously authorized Change Orders
The ContraCt SUIl1 prior to this Change Order was
The Contract Sum will be increased by this Change Order in the amount of
The new Contract Sum including this Change Order will be
The Contract Time will be unchanged by Zero ( 0 ) days.
The date of Substantial Completion as of the date of this Change Order therefore is
$
$
$
$
$
1,908,700.00
20,906.78
1,929,606.78
19,902.20
1,949,508.98
NOTE: This Change Order does not include changes in the Contract Sum, Contract Time or Guaranteed Maximum Price which
have been authorized by ConstnIction Change Directive until the cost and time have been agreed upon by both the Owner and
Contractor, in which case a Change Order is executed to supersede the Construction Change Directive.
AlA Document G701 TII - 2001. Copyright ~ 1979, 1987, 2000 and 2001 by The American Institute of Architects. All rights reserved. WARNING: This AlAe
Document Is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AlAe Document, or any 1
portion of It, may result In severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document
was produced by AlA software at 13:50:07 on 04/01/2008 under Order NO.1 000347323_1 which expires on 4/1912009, and is not for resale.
User Notes: (701409378)
NOT VALID UNTIL SIGNED BY THE ARCHITECT, CONTRACTOR AND OWNER.
I&S EnJtineers & Architects, Incorporated
ARCHITECT (Finn name)
1415 Town Square Lane, Faribault,
Minnesota 55021
ADDRESS
BY (Signature)
Brian Gjerde
(Typed name)
DATE
Met-Con Companies
CONTRACTOR (Finn name)
15760 Acorn Trail, Faribault, Minnesota
55021
ADDRESS
BY (Signature)
Tom McDonough
(Typed name)
DATE
City of Prior Lake
OWNER (Finn name)
4646 Dakota Street SE, Prior Lake,
Minnesota 55372-1714
ADDRESS
BY (Signature)
Frank Boyles
(Typed name)
DATE
AlA Document 0701 TII - 2001. Copyright C 1979, 1987, 2000 and 2001 by The American Institute of ArcMects. All rights reserved. WARNING: This AlAe
Document Is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AlAe Document, or any 2
portion of It, may result In severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document
was produced by AlA software at 13:50:07 on 04/01/2008 under Order No.1 000347323_1 which expires on 4/19/2009, and is not for resale.
User Notes: (701409378)
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CONFERENCE ROOM 3D ISOMETRIC
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CONFERENCE ROOM FlNISHES:
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