HomeMy WebLinkAbout7B - Maintenance Center Constru
AGENDA #:
PREPARED BY:
SUBJECT:
DA TE:
INTRODUCTION:
BACKGROUND:
DISCUSSION:
AGEND7B.DOC
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 OPPORTLNITy. 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 eamings
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
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.
Paintina 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,
AGEND7B.DOC
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 salt/sand 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 salt/sand 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
AGEND7BDOC
PAGE
PRIOR LAKE MAINTENANCE CENTER
BUDGET
lIEM
Building Construction
Sand /Salt Storage Building
Architect Fees
Furnishings
Administration (1 1/20k)
Financing
Contingency
Additional Expenditures
Additional Soils Corrections
Painting Vehicle Storage Area
Additional Heat for Brick Work
Telephones/Computer Wiring
Telephones - Equipment
Skylight
Fax / Computer Printer
23,000.00
3,460.00
1,400.00
2,000.00
7,000.00
1,000.00
1,000.00
Change Order Items
Soil Supplements
Electrical Work
Extra Silt Fence
Extra Soil Testing
Delete Sunscreen
19,321.00
5,242.00
2,200.00
266.00
(deduct) $ (52,915.00)
Investment Earnings
Permit Fee Credit
TOTAL
* As of 3/31/96
REVBUD.XLS
ORIGINAL
BUDGET
$ 2,562,000.00
100,000.00
220,000.00
30,000.00
40,000.00
65,000.00
23,000.00
$ (40,000.00)
o
PROJECTED I
ACTUAL
BUDGET
$ 2,582,601.00
167,000.00
220,000.00
30,000.00
40,000.00
65,000.00
o
o
38,860.00
o $ (25,886.00)
$ (70,759.00) *
$ (20,484.00)
$ 3,000,000.00 $ 3,026,332.00
CHANGE
ORDER
OWNER
ARCHITECT
CONTRACTOR
FIELD .
OTHER
o
o
o
o
o
A/A DOCUME^T G701
PROJECT:
(name, address)
Prior Lake Maint. Building
CHANGE ORDER NUMBER: 1
DATE: February 5, 1996
ARCHITECT'S PROJECT NO:
CONTRACT DATE: September 19, 1995
CONTRACT FOR: General Constructi on
Prior Lake, MN
TO CONTRACTOR: Rochon Corporati on
(name, address) 12866 Hi ghway 55
Plymouth, MN 55441
The Contract is changed as follows:
1 .
2.
3.
4.
5.
Provide elect deleted by electrical note 33 on alternate #11
Extra silt fence.
Soil correction.
Extra testing.
Delete sunscreen.
Add
Add
Add
Add
Deduct
Deduct
$
$
$
$
($ 52,915.00
($ 25,886.00)
5,242.00
2,200.00
19,321.00
266.00
Tota 1
Not valid until signed by the Owner, Architect and Contractor.
The: original (Contt2ct Sum)(6azrznt~PrieeTwas . . . . . . . . . . . . . . . . . . . . . . . . s 2,582,601 .00
Ne:t change: by pre:viously authori.z.c:d Change: Orde:rs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . s -0-
The: (Contr:lct Sum)(6tt3nlAlec!&M3*imwmilRc;c) priorto this Change: Order was. . . . . . . . . . s 2,582,601 .00
The: (Contt2ct Sum) EGuuMlCe&~~RGc) will be: ("~c1) (de:crCLSed)
('tS"eIlM~bythisCh:mge:Ordc:rinthe::amountof........................... .S( 25,886.00)
The: ne:w (Contr2ct Sum) (Cuar.w~wu2cicqinducling this Change: Order will be .. s 2,556,715.00
The: Contr2ct Time will be: (incrClSed) (de:crosed) (unchange:d) by
The date: of Subst:mtial Comple:tion as of the: date: of this Change Order the:re:fore: is
) days.
NOTE: This sumrT12r'}' does not reflea changes in the ContJ'2a Sum, ContJ'2a Time or GU2l'2nteed Maximum Price which have been authorized by
Construction Ch:ange Directive. . .-
BRW Flnp~~ Arrhitprt'J Tnr
ARCHITECT
700 3rd Street South
. Address
Minnea
Rochon r.orDor~tinn
CONTRACTOR
12866 Highway ~~
Address
P1ymollth, MN ~~441
BY~
DATE ? J J 'LJ 'if?
-- ,
r.it~ Of Prinr f ~kp
OWN
16200 ~aglp r.rppk Avp ~~
Address "
Pri or;.... Lak~. _ MN~.. 5~37~-1714
BY ~2T ~
31L}-~~
DATE
',...:., B
DATE
AlA DOCUMENT G701 · CHANGE ORDER · 1981 EDmON · AlA. · C>1987 · THE
AMERJCAN INSTITUTE Of ARCHITECTS, 173S NEW YORK AVE.. N.W., WASHINGTON, D.C. 20006
G701-1987
INTEROFFICE MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
APRIL 4, 1996
FRANK BOYLES, LARRY ANDERSON, PAUL HOKENESS
DOUG HARTMAN, PUBLIC WORKS SUPERVISOR
SAND/SALT STORAGE BUILDING
The following summary is a comparison of time spend to mix our stock pile of sand/salt mix in
the fall of 1995, compared to mid-winter of 1996.
Fall Mixing: 2,500 TN /320 Man & Equipment Hours = 7.81 TN / HR
Winter Mixing: 175 TN / 70 Man & Equipment Hours = 2.5 TN / HR
While it is inevitable that winter mixing will be necessary at some point in the future, today it
creates some concerns:
. Man Hours: There currently are only six full time employees for three departments
(street, sewer and water). In order to provide all the required maintenance services during
the winter, personnel is very limited. We currently use one person from parks to assist in
plowing. In addition, we currently have been able to use two qualified retired personnel
on an on-call basis to assist in plowing and snow removal operations. They are paid only
for the time worked during snow operations which saves substantial money for the City.
It is unknown how long we will be able to do this.
. F our of eight sanders are not designed to spread winter mixed sand. Frozen chunks
prohibit sand flow. The added time mixing mid-winter is because the frozen chunks of
sand and salt need to be broken down small enough to pass through our roller type
sanders. Estimated cost to replace these roller sanders with auger/spin sanders is
$15,000. These are currently scheduled for replacement in the 1999 CIP.
. Salt availability can become a problem during severe winters. Our salt suppliers stock
pile was nearly depleted in early February. As recent as the winter of 1993, the City's
stock pile of sand/salt was depleted by mid-winter. No salt was available because of
severe winter conditions in the eastern half of the country. An attempt was made by the
Public Works Department to use straight sand with no salt. This created major problems
when the sand froze in the truck boxes. Sand would not flow and trucks were removed
from service for around two days until they thawed out so the sand could be removed.
This winter we were fortunate to have only one watermain break compared to an average of six.
Lift station problems were minimal. Had it been any different, I do not know if we would have
had time to mix. The proposed concrete building at $167,000 would contain the 2,500 tons that
we currently put up. A downsized concrete building at $124,000 would only contain 1,300 tons.
This would add approximately 350 HRS of mixing in one season. Some time could be reduced if
new sanders were replaced immediately. If you place a value on the additional time required to
mix or sub contract the work, the following cost estimate should be considered.
175 HRS Truck with Operator @ $50.00/HR
175 HRS Loader with Operator @ $75.00/HR
TOTAL
= $ 8,750.00
= $13.125.00
$21,875.00
If you have any questions regarding the above, let me know.
SANDSALT.DOC
'I~I
B R W Elness Architects prepared
a Maintenance Facility Master
Plan, in 1989, that included analysis
of the city's current and future needs
for operational space, storage and
equipment. Consistent with the plan,
the city has since expanded the office
and shop spaces, added additional
vehicle maintenance equipment and
space, tripled the size of salt/sand
storage, and constructed a new and
versatile cold storage building.
Consistent with the city's goals, each
building project incorporated the
following items to increase worker
efficiency and minimize future
operational costs, while making the
public works campus a source of
civic pride.
. Systems are designed for easy
future expansion.
. Materials arc highly durable.
· Plans anticipate future technology.
. Building systems are very cost-
effective.
. Natural light is used to minimize
energy costs.
The most recent addition to the
campus is the cold storage building.
made of tilt-up pre-cast concrete
panels, bermed walls, transparent
energy panels, and skylights. Weld
plates, additional electrical capacity,
welding outlets, and other features
were added to facilitate any future
use and expansion.
City of Eagan Public Works
Eagan, Minnesota
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