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Home My WebLink About8A - Thomas Ryan Park MEETING DATE: AGENDA # PREPARED BY: REVIEWED BY: AGENDA ITEM: INTRODUCTION: DISCUSSION: CITY COUNCIL AGENDA REPORT October 16, 2000 SA AL FRlEDGES, PARKS SUPERVISOR BUD OSMUNDSON, PUBLIC WORKS DIRECTOR CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE AWARD OF BIDS AND EXECUTION OF CITY'S STANDARD CONTRACT FOR THE CONSTRUCTION OF THE THOMAS RYAN MEMORIAL PARK RESTROOM/CONCESSION BUILDING The purpose of this agenda item is to award the bids for the Thomas Ryan Memorial Park Restroom/Concession Building. History At the April 17, 2000 City Council meeting staff was directed by Council to prepare the plans and specifications for a restroom/concession building at Thomas Ryan Memorial Park (the former Busse property). At the June 19, 2000 Council meeting, the plans and specifications and solicitation of bids were authorized. To save money on the construction of this building, we would act as our own general contractor and bid the sub-contractors individually. This practice was used on the Memorial Park building and the Lakefront Park Pavilion. Bids were solicited for the following nine categories: 1. Earthwork 2. Concrete 3. Masonry 4. Carpentry 5. Hardware and Doors 6. Tile 7. Painting 8. Mechanical 9. Electrical CurrentCucumsmnces Bids were opened on Wednesday, September 27,2000. Bids were received for the earthwork, concrete, masonry, carpentry, painting and electrical portion of the building. Quotes were solicited for hardware and doors, tile, mechanical, and restroom accessories. We did not receive bids for hardware and doors, tile or mechanical. Since none of these items exceeds $25,000, staff solicited quotes for these items; consistent 162(J@J~€reek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER ~ with the City's purchasing policy. In addition to the items where there are bids and quotes, the concession area needs to be equipped. Concession equipment includes sliding windows, shutters, sink, refrigerator, drinking fountain and food processing related equipment. The concession equipment will be purchased by staff and not exceed $6,400.00. The building will be constructed of colored block, metal doors, cedar trim and shutters and is very similar in material and color as the Memorial Park Restroom/Concession building. The attached drawing depicts the proposed building. The restrooms and concession stand will be open during games, tournaments and special events. Should the Council authorize the award of bids, quotes and purchase of concession equipment, construction will start in November. Footings and sub grade work is anticipated to be completed before "freeze up" and the remainder of the building will be constructed during the winter months. ISSUES: This agenda item raises numerous issues of City Council concern: Why weren't three bids obtained for this work as desired by the Council? In this case multiple bids were received for some items, but they were not acceptable. In one case, the vendor failed to supply a bid bond as called for in the specifications. Another bidder provided a total price for six of the categories, but did not identify each individual bid. In addition to being higher in price, the bid did not meet our specifications. There are a number of reasons for the lack of bids. First and foremost, the economy is assuring these contractors a full schedule. Second, this project is comparatively small so most vendors did not submit a bid. Why is the cost of the building as bid above the estimate? We were advised that the building would cost $145,000 and the sewer extension $45,000 for a total project cost of $190,000. Jeff Ortel is the architect for this project and he claims that he has always estimated the cost between $200,000 - $250,000 depending upon whether the City acts as the general contractor or not. Could the City reduce the cost by re-bidding this project? The economy could change and bidders could become more available if the economy slows down. This is an imponderable. Couple this with the fact that the scope of the project is small and does not draw high levels of attention. I am not aware of an upcoming project which we could merge this with for better prices. The likelihood of receiving better bids is further undermined by the fact that we are acting as the general contractor just as we did with the Memorial and Lakefront buildings. Adding a general contractor would increase the costs of the project between 25-50 percent. Thomas Ryan FISCAL IMPACT: ALTERNATIVES: RECOMMENDED MOTION: REVIEWED BY: Thomas Ryan Finally, the equipment needed to operate the concession facility was not included in the original estimate and raises the price by $6400. Is sufficient money left in the Park and Library Referendum Account? The Council will recall that the staff projected an uncommitted balance of about $700,000 before the restroom / concession facility ($190,000), the playground equipment ($30,000) and the band shelter ($54,000) were authorized. Approval of the restroom / concession facility as bid ($176,048) and the sewer extension ($45,000) will reduce the remaining balance by an additional $31,048 more than originally projected ($251,048 VS. $220,000). Budf!et Impact Approving the project as explained in this report will reduce the Park and Library Referendum budget $31,048 more than originally projected. The present unallocated Referendum balance is $556,692. The alternatives are as follows: 1. Approve Resolution OO-xx authorizing the award of bids and execution of City's Standard Contract for the construction of the Thomas Ryan Memorial Park Restroom/Concession building. 2. Table this agenda item for a specific reason. 3. Deny this agenda item for a specific reason. Staff recommends alternative number 1. Tr 109 RESOLUTION OO~ RESOLUTION AUTHORIZING THE AWARD OF BIDS AND EXECUTION OF CITY'S ST ANDARD CONTRACT FOR THE CONSTRUCTION OF THE THOMAS RYAN MEMORIAL PARK RESTROOM/CONCESSION BUILDING. MOTION BY: WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, SECOND BY: On February 25, 1997 the citizens of Prior Lake passed a Parks and Library Referendum which included the development of an athletic facility; and the funding source for the restroom/concession building will be drawn from the Parks and Library Referendum; and the plans and specifications for the restroom/concession building have been approved by the City Council; and bids have been solicited and received for the restroom/concession building; and it appears that the following companies are the lowest responsible bidders Mahowald Builders Cannon Construction Co. Greystone Construction Jerry R. Conley Tile Lonsdale Painting, Hayes Electric, Pumper Plumbing and Heating, Kully Supply Co.; and the City is responsible for certain portions of the construction including fountains, concession windows, and concession equipment that will not exceed a cost of$6,400.00. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, that bids are hereby awarded to the following companies in the following amounts not to exceed a total of$176,048.00: Mahowald Builders Cannon Construction Co. Greystone Construction Earthwork Concrete Masonry $16,080.00 $10,900.00 $45,520.00 Thb~J&aA.lShelmalllrK'a9tC&1<<S~iPr8Jtl~ke, Minnesota 55372 / Ph. (612) 440-9675 / Fax (612) 440-9678 AN EQUAL OPPORTUNITY EMPLOYER "7"-'-" Cannon Construction Co. Cannon Construction Co. Jerry R. Conley Tile Lonsdale Painting Co. Pumper Plumbing and Heating Hayes Electic Kully Supply Co. In House TOTAL and Carpentry Hardware, Doors Tile Painting Mechanical Electrical Restroom Accessories Concession Windows and Accessories $40,695.00 $ 4,450.00 $ 6,175.00 $ 4,635.00 $20,898.00 $10,870.00 $ 9,425.00 $ 6.400.00 $176,048.00 FURTHER, that staff is authorized to expend $6,400 for in-house portion of the project; and, FURTHER, the total expenditures for the restroom/concession building are not to exceed $176,048; and, FURTHER, the funds for the restroom/concession building will be drawn from the Parks and Library Referendum; and, FURTHER, the City Manager is hereby authorized to return bid securities submitted with the proposals to vendors, following the execution of contracts; and, FURTHER, the Mayor and the City Manager are authorized to execute the City's Standard Contract on behalf of the City for each of the restroom/concession contracts. Passed this 16th day of October 2000. YES NO Mader Mader Ericson Ericson Gundlach Gundlach Petersen Petersen Zieska Zieska { Seal } Thomas Ryan Memorial Park Concession Bldg ag res City Manager City of Prior Lake 1 c' r- ~_~~__________~______________~l_ i.;rl; >(. . ' >(. ':~~r 1 o " ~ j;; '~B ~~ '" CD i:t:' r' r a;. ~ r i ~ ~ ~ - ~. r---, ~ ;, ;, \' ,", :~'''~- 0; .___ n", _. LJ~ i; I 1'0 ..~ 1:0 . .:; ,;: ~ is't.: c: ;:: ~ ~ ~ ~ ~ in 'ii~'" :;: :..' " .': g ~ ~i{: ,.., --------------------------- . --------- $:. ~ ~~ .., <c PRIOR LAKE PROTOTYPE PARK SHELTER q I DATE: 6-12-2000 r1--- I I I I I I I I I I I I I I I I ,_" I I Ci I I r.1 'I n I I ~ I I -< , I ~ I I (5 I I Z , I I I I I I I I I I I I I : I d---- r1---- I I : I I I I I I I I I I I I I v"l I I '5 I I m ,I ~ I I ~ I I ,> I I I I 0 I I Z I I I I I I I I I I I ' I I I I LJ---- .., .., :., ::1" )- <::; '" ~ ~ - : .;' --. ~ ~ump en _ "'<r> ~ ~~ ~ ~ ~ 6 :> ~ =1 , T, C IJ:'. Z Z :-,.,~ :;: ~ ~ I ~~) '. ~ :~. i'tI ;"... ~~ ~"'I :E ~~ ;:.... 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