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Home My WebLink About5D - Ponds Athletic Complex MEETING DATE: AGENDA # PREPARED BY: REVIEWED BY: AGENDA ITEM: DISCUSSION: 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT JANUARY 3, 2005 5D AL FRIEDGES, PARKS AND FLEET MAINTENANCE SUPERVISOR BUD OSMUNDSON, PUBLIC WORKS DIRECTOR CONSIDER APPROVAL OF A RESOLUTION RECEIVING AND REJECTING ALL BIDS FOR CONSTRUCTION OF CONCESSIONS/RESTROOM BUILDING ADDITION AND REMODELING AT THE PONDS ATHLETIC COMPLEX Historv At the September 20,2004 City Council meeting staff was directed by Council to: 1. Enter into the City's Standard Professional Services Agreement with Oertel Architects to provide professional services to design a concession room addition and upgrade existing restrooms at The Ponds Athletic Facility; 2. Design the facility so that it is fully A.D.A. compliant; and 3. Prepare plans, specifications and construction documents At the November 15,2004 City Council meeting, plans, specifications, and authorization to solicit bids for the construction of a concession room addition and upgrades to existing restrooms were approved. The purpose of this agenda item is to receive and reject all bids for the proposed addition. CurrentC"cumswnc~ The total estimated cost for the restroom/concessions addition and renovation was $95,000. Bids were opened on Tuesday, December 21st at 2:00pm at the City of Prior Lake Maintenance Facility. The low bid was $182,207 (including alternates) from Greystone Construction Co. A total of 10 companies bid the project. The bid results are as follows: Vendor Base Bid Alternate #1 Alternate #2 Total Gladstone Const 213,975 19,500 4,500 $237,975 Merrimac Const 219,702 12,000 3,500 $235,202 Ebert Const 213,400 15,000 3,500 $231,800 Maertens-Brenny 205,300 16,840 3,421 $225,561 Parkos Const 208,600 9,500 3,500 $221,600 CM Const 203,100 10,000 3,500 $216,600 Gen-Con Const 199,800 9,800 3,950 $213,550 George S Cook 189,000 12,000 4,000 $205,000 Const Lund Martin 183,000 8,600 3,300 $194,900 Greystone Const 173,000 5,914 3,293 $182,207 C:\Documents and Settings\KellyM\Local Settings\Temporary In~~~i9.~.bfdpadditions remodel the ponds.DOC Phone 952.447.4230 / Fax 952.447.4245 ALTERNATIVES: RECOMMENDED MOTION: REVIEWED BY: These bids are well beyond our estimates that we increased greatly from Capital Improvement Program estimates. Because of the increase staff recommends rejecting all the bids and re-bidding the project in conjunction with the Sand Point Beach Concession/Restroom Building in the fall of 2005 after the fields and beaches facilities are closed for the season. Issues: Staff anticipates a more favorable bid at this time for the following reasons: 1. Winter construction cost will not be a factor 2. The size and scope of the project will be larger, which we hope will result in greater competition. You may recall that the City Council directed staff to research and redesign the proposed Sand Point Beach concession/restroom facility addition. Staff will be returning in February to the City Council with the requested information. Conclusion Should the Council reject all bids we would continue to work with Oertel Architects on the Sand Point Beach Concession/Restroom design and bring both projects back to Council in May of 2005 for approval with an anticipated project start-up in late August or early September of 2005. The alternatives are as follows: 1. Approve a resolution rejecting all bids for the construction of Concession/Restroom Building Addition and Remodeling at The Ponds Athletic Facility and directing re- bid in conjunction with the Sand Point Beach Concession/Restroom Building Project in the fall of 2005. 2. Table this agenda item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. Staff recommends alternative number 1. C:\Documents and Settings\KellyM\Local Settings\Temporary Internet Files\OLKlFA\reject bids additions remodel the ponds.DOC 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION OS-XX A RESOLUTION AUTHORIZING STAFF TO REJECT ALL BIDS FOR THE CONSTRUCTION OF CONCESSIONS/RESTROOM BUILDING ADDITIONS AND REMODELING AT THE PONDS ATHLETIC COMPLEX MOTION BY: WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, SECOND BY: Because of the continued growth of Prior Lake and updated health, handicapped access and safety requirements, the Capital Improvement Program contains funds for upgrades and additions to the Concession/Restroom Building at The Ponds Athletic Complex (2005); and At the November 15,2004 City Council meeting Council approved plans and specifications and authorization to solicit bids for the construction of Concession/Restroom Buildings for The Ponds Athletic Facility; and On December 21, 2004, bids were opened for the construction of Concession/Restroom Building additions and remodeling at The Ponds Athletic Facility; and The following bids were received: Vendor Base Bid Alternate #1 Alternate #2 Total Gladstone 213,975 19,500 4,500 $237,975 Const Merrimac 219,702 12,000 3,500 $235,202 Const Ebert Const 213,400 15,000 3,500 $231,800 Maertens- 205,300 16,840 3,421 $225,561 Brenny Parkos Const 208,600 9,500 3,500 $221,600 CM Const 203,100 10,000 3,500 $216,600 Gen-Con 199,800 9,800 3,950 $213,550 Const George S 189,000 12,000 4,000 $205,000 Cook Const Vendor Base Bid Alternate # 1 Alternate #2 Total Lund Martin 183,000 8,600 3,300 $194,900 Greystone 173,000 5,914 3,293 $182,207 Const The lowest bid from Greystone Construction Co was $182,207, which was significantly higher than the architects estimate, and have determined that it is C:\Documents and Settings\KellyM\Local Settings\Tem~~WFlr!~r1e~~FA~ct bids additions remodel the ponds.DOC Phone 952.447.4230 / Fax 952.447.4245 in the best interests of the City to reject all bids. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, that: 1. The recitals set forth above are incorporated herein. 2. All bids for the project are hereby rejected. 3. The City Manager is authorized and directed to return to all bidders the deposits made with their bid. Passed this 3rd day of January 2005. Haugen Haugen LeMair LeMair Petersen Petersen Zieska Zieska YES NO { Seal } Frank Boyles, City Manager C:\Documents and Settings\KellyM\Local Settings\Temporary Internet Files\OLKlFA\reject bids additions remodel the ponds.DOC