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Home My WebLink About7A - Construct Salt/Sand Bldg STAFF AGENDA REPORT AGENDA #: PREPARED BY: DATE: 7A PAUL HOKENESS, PARKS AND RECREATION DIRECTOR CONSIDER APPROVAL OF RESOLUTION 96-49 AUTHORIZING THE PREPARATION OF PLANS AND SPECIFICATIONS AND THE SOLICITATION OF BIDS FOR SAND/SAL T STORAGE BUILDING. MA Y 20, 1996 SUBJECT: BACKGROUND: The purpose of this Agenda item is to authorize staff to proceed with the preparation of plans and specifications and the solicitation of bids for a Sand/Salt storage building which would be constmcted next to the new Maintenance Center. DISCUSSION: At the April 15, 1996 Council meeting staff presented to the Council a report regarding the needs for a 2,500 ton capacity Salt/Sand storage structure. It was also recommended that this building be constmcted of pre-cast tip up panels which would match the exterior of the Maintenance Center. Council had concerns with the bidding process relating to this project and after attorney consultation it was determined that this project would have to be bid independently and could not be included as a change order to the present Maintenance Center contract. When the bids were received for the Maintenance Center project, on September 18, 1995 none of the fourteen contractors bid on the Salt/Sand storage stmcture. Since the Salt/Sand storage stnlcture was an alternate to the bid and since no one bid on this alternate. then it is necessary to go through the formal bid process. It would not be possible to allow Rochon, who is the Maintenance Center contractor. to constmct this building as an addition to their contract. Included with this report is a proposed budget for the salt/sand storage building, which is based upon the architects estimates. Estimated costs are higher than originally anticipated due to the busy construction season and the fact that this in essence is a whole new project. We will receive a credit from Rochon for the blacktop involved with the building. AGSAL T.DOC 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER AL TERNA TIVES: RECOMMENDA TION: FINANCIAL IMPACT: ACTION REQUIRED: AGSAL T.DOC For Council review I have attached a copy of the Agenda Report from the April 15th meeting. (See Agenda item 4H) Within that report I identified the reasons for the design change to the building. It is still felt that it would be best to construct a building \vhich will match the exterior of the maintenance center. Our zoning ordinance provides that accessory buildings within the office park be screened or of the same composition as the principal building. Since it would be very difficult to screen such a building it would be advisable to match exteriors. In the long run a precast panel building will be much more practical, long lived, and more attractive than the wooden structure, which was originally proposed. The alternatives are as follows: I. Approve Resolution 96-49 authorizing design and preparation of plans and specifications and authorize the solicitation of bids for the Salt/Sand storage building. 2. Table this Agenda item for a specific reason. 3. Deny this Agenda item for a specific reason. Staff recommends Alternative No. I. This alternative would allow the staff to formally bid the Salt/Sand storage building. If costs are excessive the council could elect to reject all bids. The total estimated cost for the constnlction of the Salt/Sand storage building is $189.280.00. (See attached sand/salt storage building budget) $100,000.00 was included in the original budget. There would be an additional savings of $11,914.00 from the Maintenance Facility budget. It is anticipated that we will have an additional $25.000.00 of investment earnings. The remainder would be requested to be allocated from the sewer and water fund balance by the City Council at the time the bid is awarded. (approximately $52,366.00). 2 RESOLUTION 96-49 ~/N SO~~ NE RESOLUTION APPROVING THE PREPARATION OF PLANS AND SPECIFICATIONS AND THE SOLICITATION OF BIDS FOR THE SALT AND SAND STORAGE BUILDING MOTION BY: SECOND BY: WHEREAS, the need for a storage facility to store salt and sand is essential to the street snow and ice maintenace efforts of the public works department, and WHEREAS, an indoor salt/sand storage facility facilitates more cost effective snow and ice controL and WHEREAS, an indoor structure better protects the environment from the destructive effects of salt, and WHEREAS, a precast salt and sand storage building with a 2,500 ton capacity is recommended. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, lVIINNESOTA that; 1. The architects proposal to prepare plans and specifications in the amount of $4,980.00 is hereby approved. 2. Authorization is hereby given to prepare plans and specifications, advertise for bids, receive bids, and return to the City Council with a recommendation awarding the bid to the lowest responsible bidder. Passed and adopted this 20th day of May , 1996. YES NO .A.ndren Andren Greenfield Greenfield Kedrowski Kedrowski Mader Mader Schenck Schenck {Seal} City Manager City of Prior Lake RESSALT.DOC 16200 Eagle Creek Ave. S.E.. Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER SALT I SAND STORAGE BUILDING BUDGET EXf.ENDJIURE.S. Building Architectual Fees Blacktop Electrical Soils - Testing TOTAL REVENUES Original Budget Additional Investment Earnings Credit from Maintenance Building TOTAL TOTAL SHORTFALL $175,000.00 $4,980.00 $5,000.00 $3,000.00 $1.300.00 $189,280.00 $100,000.00 $25,000.00 $11.914.00 $136,914.00 ($52,366.00) OERTEL ARCHITECTS 1422 West Lake Street Rainbow Building, suite 312 Minneapolis, MN 55408 612-825-6613 Fax 612-824-7884 April 23, 1996 Mr. Paul Hokeness City of Prior Lake 16200 Eagle Creek Avenue, SE Prior Lake, MN 55441 RE: Prior Lake Maintenance Center Salt/sand building proposal Dear Paul, Per your request, I have prepared this memo for services related to the bidding of the salt/sand storage building. I have assumed the following in the preparation of this proposal: 1) The building will be issued for bid per our scheme #3, design/build precast building with a capacity of up to 2,500 tons of material. The specifications will be formatted and assembled to include the required spec sections and related bid/contract requirements, similar to the maintenance center. 2) The work will take place after Rochon has essentially completed their work, and I will no longer will be a regular in the field. Thus, the added field time. 3) The work is publicly bid. 4) To reduce direct costs to the architect, the city will perform or directly pay for any special inspections, testing or soils engineering services. And the city will prepare and pay for "notice to bid". Meetings with the architect will be minimized. We are willing to work on an hourly, not-to-exceed fee, as itemized below. I understand that you want to control costs, so I have itemized in detail the tasks and time involvement anticipated, so you can better determine the scope of services. The services are as follows: I. Fee in hours Team meetings (one) Council meetings (one) Bid and contractor meetings (two) Prepare the documents and reformat 1 hours 2 3.5 11 Bidding period (calls, questions, addendums) Prepare contract and deal with related issues Shop drawing review Field administration (6 site reviews and reports) Punch list and close out other Total hours at average $60.00 ($65.00 and $45.00) 5 2 12 28 2 ~ 70.5 hours II. Fee in dollars $4,230.00 III. Expenses will include mileage, printing , deliveries, photos and related items: Total estimated expenses: $ 750.00 Total not-to-exceed fee and expenses: $4,980.00 Note that although my hourly rate increases to $75.00 in May, I will maintain the $65.00 rate for the "good of the cause". I anticipate that the graduate architect in my office (Debra Loebertmann) will handle some services to reduce costs further. Her rate is $45.00 per hour. For your information, I have already advised Rochon to provide the city a price to delay the paving and class V material around the salt/sand building until after the building has been completed later this year. I also advised Rochon to provide a cost for installing the electrical rough-in for the salt/sand building during the maintenance center construction period. Finally, I reviewed the estimated cost of the project, and my estimates are as follows: $175,000.00 for the hard construction costs, $1,300.00 for testing/special inspections. I would also recommend a contingency allowance of several thousand dollars. The reason for the slightly higher building cost is that the most current building price was provided about six months ago (prior to the April/May labor increases) and we are in a booming market. Please endorse if acceptable or call with any questions. Sincerely, CITY OF PRIOR LAKE Accepted