HomeMy WebLinkAbout4H - Maint Center Construction
STAFF AGENDA REPORT
DATE:
4H
PAUL HOKENESS, PARKS & RECREATION DIRECTOR
CONSIDER APPROVAL OF CHANGE ORDER NUMBER 2
FOR THE MAINTENANCE FACILITY
MA Y 20, 1996
AGENDA NUMBER:
PREPARED BY:
SUBJECT:
INTRODUCTION:
The purpose of this agenda item is to authorize Change Order Number 2
for the Maintenance Facility.
BACKGROUND:
At the April 15, 1996 Council meeting staff presented a budget sheet
w'hich included Change Order # 1 as well as a list of anticipated
expenditures and savings. It was our understanding that the council
concurrcd with this list but thc record shO\vs that only Changes Order # I
was approved. not these additional items. To clarify the record and to
bring the project completely up to date we are submitting Change Order
#2 \vhich includes a portion of these additional expenditures as well as
the additional changes which are necessary at this time so that we may
construct the Salt/Sand storage building in the future. (Attached is the
Agenda Report from the April 15th meeting which describes in detail the
changes and additional expenditures.) In an effort to clarify the issues
involved in the construction of the Maintenance Center and the Salt/Sand
Building, I have treated them as separate issues. Though portions of the
projects overlap. the main effort. at this point, is to complete the
construction of the Maintenance Center.
DISCUSSION:
Change Order number 2 includes the following:
1. SOILS CORRECTIONS. (add $10,000) Soils corrections have been
necessary to keep the project on schedule. This change order includes an
additional 1.000 cubic yards of materials which have been imported to
the site. As mentioned at the April 15th meeting there were poor soils
discovered on site and we have run out of granular materials in the
borrow site. It is anticipated that an additional 1,300 cubic yards of
material will be needed to complete the project and we will submit a
third change order to that effect when that time comes.
2. PROVIDE TEMPORARY HEAT FOR BRICK WORK (add
$1,400) Due to extremely cold conditions this winter it was necessary to
provide additional heat to keep the brick work on schedule.
3. PROVIDE SKYLIGHT ENDWALLS. (add $1,304) Somehow the
endwalls for the skylights in the vehicle maintenance area had been
CIINGORD2.DOC
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
deleted from the plans. Rather than fill this area with wood or metal it
was thought best to order the clear endwalls which would match the
skylight.
4. PROVIDE P AINTING AT MAINTENANCE SAY. (add $3,460)
Painting of this area was not included in the original contract and it is
felt that it would be wise to paint this area now while the walls are new
and still clean. It would be more economical to have the contractor paint
this area now rather than have our O\\TI crew paint in the future.
5. PROVIDE ELECTRICAL CONDUIT UNDERGROUND TO RUN
TO THE SALT/SAND STORAGE BUILDING. (add $1,815) At the
April 15th Council meeting the Council approved an additional
$10,000.00 for the electrical wiring for the salt/sand storage building.
At this time it is felt that it would be best for Rochon to install a conduit
to the salt/sand building site from the main building. We will include the
costs of mnning the wires and the electrical work in the eonstmction
costs of the salt/sand storage building.
6. CREDIT ASPHALT PAVING IN SAL T/ SAND STORAGE
BUILDING. (deduct $3,800) A credit was given due to the fact that the
blacktop drivcway and floor of the salt/sand storage would not be
provided at this time, as originally included in the Rochon contract. The
first lift of blacktop would be installed to provide access to the
maintenance facility and aftcr the salt/sand storage building is
constmctcd the second lift and the interior floor of the facility would be
laid. It would be done in this fashion so that we would not destroy our
entrancc drive with the heavy equipment which will be used to construct
thc salt/sand building. The additional blacktop work for the salt/sand
building has bcen includcd in the construction cost estimates for that
project.
FISCAL IMPACT:
This change order increases the contract amount by $14,179.00 when
considered in conjunction with Change Order # 1, the net credit to the
project budget is $11,707,00 bringing the total contract amount to
$2,570,894.00.
ALTERNATIVES:
1. Approve Change Order number 2.
2. Table this Agcnda item for a specific rcason.
RECOMMENDA TI ON:
3. Dcny this Agenda item for a specific reason.
Staff rccommends Alternative No. I. This allows staff to proceed with
the projcct as scheduled.
M~CO I to a ~ve Change Order numher 2.
ACTION REQUIRED:
REVIEWED BY:
CHNGORD2.DOC
May-14-9S 12:4SP OERTEL ARCHITECTS
612 824 7884
PoOl
~n~"uc
ORDER
OWNER
ARCHITECT
CONTRACTOR
FIELD
OTHER
a
o
t:I
o
o
ALA DOcUMEJ.7 G10J
'-
P~]ECT: Prior Lake Maintenance Building
(name, address) Prior take, ,.,N
TO CONTRACTOR:
(name, address)
Rochon Corporation
12866 Hwy. 55
Plymouth. MN 55441
CHANGE ORDER NUMBER: 2
DATE: Apri 1 14, , 996
ARCHITECT'S PR.OJECT NO:
CONTRACT DATE: Sept. 19. 1995
CONTRACT fOil: General Construction
The ConllaCt is changed as foUows:
1. Soil correction (1000 cy @ S10.00/cy). Add $ 10,000.00
2. Provide temporary heat for brick work. Add $ 1,400.00
3. Provide skylight end walls. Add $ 1,304.00
4. Provide painting at maintenance bay. Add $ 3,460.00
5. Provide electrical conduit underground to run to
salt/sand storage building. Add $ 1 .815.00
6. Credit asphalt paving in salt/sand storage
bull di ng. Deduct ($ 3,800.00)
TOTAL ADD: S 14,179.00
',-..
Not vlllld untl'algned by the Ow,.r, Architect and Conlractar.
1bc OriJinal (Concraa swn)(8..... I ~ Ja.....Ih:irz) ""Z . . . . . . . . . . . . . . . . . . _ . . _ . ..
NCI c:hanFby pn::viously auchorized ChanlcOrdcrs . _. . _ _ _ . . . .. . . . . . . . . . . . _ . _ . . . . ..
The (Conuaa Sum)(......bo r' L.l__._) priOltO rhIs Change Order was. . . . . . . . . . S
The (ContClCl Sum) to----~Jaa:) will be (ina=s.ed) (....... 1)
Cur- _ ')bydUsChanaeOrdc:rlruhumounlOr...... _.... . _..... " '" . ....1
The new (Canuxr 5wn) (fi__~ .. . __ RIIce) indudina this Change Otelcr will be ...
The ConEnCt Time will be (lncn:asccl) (dcc:n:ziecS) (unchangcd) by
The: date of Sub5W1Ua1 Completion as of me dar.c of tNs C1ansc Order thc:rcforr Is
2,582,601.00
( 25,886.00)
2,556,715.00
, 4 J 1 79.00
2,570,894.00
) days.
,.,o~ 'llW ""rnnary l2DI5 not reftas cNnaa in the Comtxl Sum. Conuaa Tame or GuuanlRd M.uimwn I'ria: whiCh ~ been 2uLharizcd by
eon.s.n.a.Ion ChanSC Oireaivc.
8RW Elness
~Cjrd St.
Rochon CorDoration
CO~~wy. 55
Addres
Plymouth, MN 55441
By ~;.-'I/III<
DATE (,4I1k
City of Prior Lake
o..,.,~
16200 Eagle Creek A~e. S.E.
AdcIraa
Prior Lake, MN 55372-1714
c:
BY
DAn
AlA ~~ CIJ'In . CltAHGa OIlDEJI · IPI? Il:lfnQpI . AM- . C>I.., . THI!
~ II'IST1TUn: or AltCHlTliCTS. "JJ - YOIU( Ava.. Jl/."~ Wo\SKJHGTON, D.C. ZOllOlS
G701-1987
REVISED
MAINTENANCE CENTER BUDGET
CHANGE ORDER #1
Soil Supplements
Electrical Work
Extra Silt Fence
Extra Soil Testing
Delete Sunscreen
DEDUCT
TOTAL
$19,321.00
$5,242.00
$2,200.00
$266.00
($52 915.00)
($25,886.00)
CHANGE ORDER #2
Soil Corrections
Temporary Heat
Provide Skylight Endwalls
Paint Maintenance Bay
Provide Electrical Conduit
Asphalt Credit
DEDUCT
TOTAL
$10,000.00
$1,400.00
$1,304.00
$3,460.00
$1,815.00
($3.800.00)
$14,179.00
TOTAL OF BOTH CHANGE ORDERS
($11,707.00)
SA VINGS/REVENUES
Deduct From Above Change Orders
Permit Fee Credit
Balance in Contingency
Balance in Furnishings
$11,707.00
$20,484.00
$2.000.00
$5000.00
TOTAL + $39,191.00
ADDITIONAL EXPENDITURES
Telephones / Computer Wiring
Telephones - Equipment
Fax Machine, Computer, Printer
Soil Corrections
$3,531.00
$9,746.00
$1,000.00
$13000.00
TOTAL - $27,277.00
TOTAL BALANCE
+ $11,914.00
AGENDA #:
PREPARED BY:
SUBJECT:
DATE:
INTRODUCTION:
BACKGROUND:
DISCUSSION:
AGEND7B.OOC
STAFF AGENDA REPORT
7B
PAUL HOKENESS, PARKS AND RECREATION DIRECTOR
CONSIDER APPROVAL OF INCREASE IN PROJECT COST
OF $26,332.00 FOR MAINTENANCE FACILITY PROJECT.
APRIL 15, 1996
The purpose of this agenda item is to receive Council
approval for a change order and to request Council
authorization to increase the maintenance facility project
budget by $26,332.00.
On August 7, 1995 the City Council approved advertisement
for bids for the construction of a maintenance facility of
approximately 45,000 square feet which included a salt/sand
storage building. A bid opening was held on September 8,
1995 and fourteen contractors submitted bids. No bids were
received for the proposed salt/sand storage building.
On September 18, 1995 the City Council awarded bid to
Rochon Construction for the maintenance facility with the
understanding that the winning contractor would provide cost
estimates to the city for the construction of a salt/sand storage
building.
As the project has proceeded, soil correction costs have been
substantially more than originally anticipated. Some additional
electrical work and silt fencing has been required as well.
The purpose of this memorandum is to:
1. Approve Change Order #1 which is a total deduct from
the project of $25,886.00.
2. Apprise the Council of potential changes in the total
project cost.
3. Request that the Council consider allocating an additional
$26,332.00 to the total project.
PAGE
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
CHANGE ORDER #1
Change Order #1 from BRW Elness Architect, Inc. is attached.
The Change Order contemplates four actions:
1. Electrical revisions amounting to $5,242.00 were needed
to accommodate the heating system which was selected for
the building. The heating system which was selected was in
fact $21,500.00 less than the more expensive system.
However, electrical modifications were necessary to install this
particular system.
2. In order to conform with the City's erosion control policies
and, because additional soil mining was involved in an effort to
minimize soil correction costs, an additional $2,200.00 was
required for silt fencing.
3. Soil corrections in this site have been well beyond that
originally anticipated. The work that has been required thus
far for the building amounts to an additional $19,321.00 over
that which was originally anticipated. The necessity for this
additional expenditure is described in greater detail in the
ISSUES section of this report.
4. Additional testing was conducted to determine whether
additional granular fill could be located on site rather than
importing fill. (which costs more by contract). This testing is
incorporated in the $266.00 addition.
5. Because of these cost increases and additional soil
corrections the staff reviewed the project to determine what if
anything could be eliminated. The original architectural
scheme included awnings with the building. Since the
windows are tinted to provide for cooling and reduce glare, the
awnings are not a necessity and did not seem to be a wise
use of construction dollars. We are recommending that the
awnings be deleted for a total project credit of ($52,915.00).
Attached is a Maintenance Center project budget which
identifies Change Order #1 and reflects the $25,886.00 credit.
Also shown is the credit which was granted by the City Council
at the time of project approval which included the permit fee,
plan check fee, and park support fee. This credit was also
AGEND7B.DOC
PAGE
offered to the Fire Station and the Council believed it to be
equitable to apply the same criteria to the Maintenance
Facility.
The original investment earnings included in the budget were
$40,000.00 Because the project has taken somewhat longer
than expected and because of our fiscally conservative
estimates, it appears that an additional $55,000 will be
available in investment earnings to assist in this project. Ralph
indicates that the actual investment receipts may be closer to
$95,000.00. (As of March 31, 1996 our investment earnings
on this project were $70,759.00).
The bad news is that there are additional expenditures
required to complete the project which I have listed below and
also explained in greater detail in the ISSUES section of this
report:
POTENTIAL CHANGES IN PROJECT COST
Salt/Sand StoraQe BuildinQ
One of the major cost increases for the project will be for the
salt/sand storage building. The salt/sand storage building was
initially expected to be a wooden, barn-like structure capable
of holding 2,500 tons of mixed salt and sand salt. The original
estimate for this structure was $100,000.00 Upon receipt of
quotations from a storage facility contractor, the wooden
building costs increased to $147,000.00.
Considering the magnitude of that number, staff members
asked the architect to obtain a figure for the same size
building only constructed of tip up panels similar to the main
maintenance facility structure. The bid received was in the
amount of $167,000.00
Since receiving this news, the staff has been evaluating the
need for a salt/sand storage building, its size and design.
The number of conclusions have been reached:
1. There is little financial incentive to reduce the size of the
structure since a 1,500 ton capacity tip up panel building has
been quoted at $124,000.00 The smaller building, moreover,
will result in additional mixing costs to the City as outlined in
Doug Hartman's April 4, 1996 memorandum. (attached)
2. The wooden barn-like structure originally proposed, while
somewhat less expensive will be susceptible to heavy
equipment damage, rotting, and is higher maintenance. In
addition, it has aesthetic disadvantage. (See attached photo
of Eagan facility).
AGEND7B.DOC
PAGE
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3. A 2,500 ton capacity tip up panel salt/sand building, while
representing the greatest cost, appears to be the best
investment in that it is resistant to damage by equipment, is
capable of ready expansion when needed, and is aesthetically
consistent with the maintenance facility.
Additional Soil Correction
Additional soil corrections in the estimated amount of $23,000
are required for the heavy vehicle driveway/parking area.
PaintinQ Vehicle Maintenance Area
The original bid award excluded painting of the vehicle
maintenance area in the amount of $3,460. After
reconsidering this issue, I believe that the City's best interest
would be served if the vehicle storage area were painted
along with the initial project. This is a reasonable dollar
amount and would be much less expensive than our crew
painting this area at a later date.
Additional Heat For Brick Work
Because of the intensely cold weather, additional heat has
been needed to allow for the brick work to proceed. This has
amounted to an additional $1,400.00
Other
Three additional items are adds to the project which were not
contemplated in the base bid. They include $2,000.00 for
telephone/computer wiring, telephone equipment in the
amount of $7,000.00 and a fax/computer estimated at
$1,000.00
ISSUES:
From a staff perspective, it appears that the only significant
means of saving costs in the project are through the deletion
of the proposed awnings. The Council should determine
whether this is an appropriate action and if so, approve
Change Order #1 accordingly.
The soils condition in the Waterfront Passage Office Park
have been documented to be bad. The natural question is
therefore why wasn't the magnitude of the soil correction
incorporated in the architects estimates and therefore in the
contractors bids rather than having to be added at this point.
While soil borings were taken on the site, the following factors
contributed to these substantial increases for soil corrections.
There were two deep pockets of poor soils which were found
during excavation and were not identified in the original soil
borings. This is not an uncommon occurrence in construction,
AGEND7BDOC
PAGE
as soil borings are taken randomly throughout the site and it is
not always possible to identify all poor soils. The costly portion
of making these soil amendments is importing granular
materials. We did not have enough borrow material on the
site to make these soil corrections.
The original budget included $30,000.00 for furnishings which
was going to include furniture, phones, and office equipment.
The furniture alone will cost approximately $30,000.00 leaving
no additional funds for phones, office equipment and
installation. The furniture which is being purchased for the
building includes tables and chairs for the multi-purpose room
and conference room, as well as desks and chairs for the
supervisors and receptionist. The furniture which is being
ordered is from the State contract and is very conservative, yet
functional and durable.
A salUsand storage building is not presently required by
MPCA standards, however, we are required to control runoff
which includes covering the pile. I believe it is reasonable to
expect that such standards for building enclosures will be
adopted within the next few years. While the City certainly
may not be able to construct a salUsand storage building that
meets its ultimate needs, it is important to construct a building
which at least meets its current needs. Such a building should
architecturally blend with the principal building on the site.
This is particularly important since the ordinance requires that
the building be either substantially screened from adjacent
properties or roadways or consist of the same architectural
materials as the principal structure.
ALTERNATIVES: 1. Approve Change Order #1
2. Approve an additional expenditure of up to $26,332.00.
3. Defer action for further information.
RECOMMENDATION: Alternatives #1 and #2.
ACTION REQUIRED: Approve Change Order #1 and the addition of $26,332.00 to
the project cost by a motion and second.
FISCAL IMPACT: Because the project has been somewhat less expeditious than
anticipated and because investment experience has been
favorable, staff is anticipating that the investment earnings
may cover all or the vast majority of the $26,332 project
budget increase. In the event that this source would be
insufficient the remaining funds would be taken from the sewer
and water fund balance.
Reviewed by: Frank Boyles, City Manager
AGEND7B.DOC
PAGE