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4646 Dakota Street SE
Prior Lake,MN 55372
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CITY COUNCIL AGENDA REPORT
MEETING DATE: JULY 13, 2015
AGENDA#: 5C
PREPARED BY: SENG THONGVANH, PROJECT ENGINEER
PRESENTED BY: LARRY POPPLER, CITY ENGINEER/INSPECTIONS DIRECTOR
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING FULL AND FI-
NAL PAYMENT TO PEMBER COMPANIES, INC. FOR THE BOUDINS NEIGH-
BORHOOD IMPROVEMENTS, PHASE I (CITY PROJECT#TRN11-000001)
DISCUSSION: Introduction
The purpose of this item is to authorize full and final payment for the Boudin's
Neighborhood, Phase I Reconstruction Project which includes Grayling Circle,
Rutgers Street, and Watersedge Trail. This project included sanitary sewer, wa-
termain, storm sewer, and street reconstruction.
History
On June 6, 2011 the City Council awarded a construction contract to Pember
Companies for the Boudin's Neighborhood Improvements, City Project #TRN13-
000001. All work under the contract has been completed in accordance with the
contract. All punch list items have been completed and any additional repairs will
be covered under the project warranty.
Current Circumstances
The final payment amount is $45,215.96. With this payment, the total final con-
tract amount paid to Pember Companies will be $2,260,797.95. This amount is
$90,603.59 less than the original contract amount of$2,351,401.54. Although the
amount is$90,603.59 less than the original contract, $82,635.57 was for bid items
relating to private driveway replacement. These cost items are included in the
bidding of the project but is paid by each property owner participating in the private
driveway program. Without the private driveway bid costs, the amount is
$7,968.02 less than the original contract amount which is 0.3% under the project
budget.
Conclusion
Pember Companies delivered a quality project, under budget, and has addressed
the outstanding work items. It is appropriate to provide full and final payment at
this time.
ISSUES: The final acceptance and payment for the project has taken longer than expected
due to material issues on two concrete driveways. The concrete driveways have
been replaced under warranty.
The final project support costs computations have not yet been completed. How-
ever, it is estimated that there is approximately $8,000 remaining in the budget. In
order to complete the as-built drawings and final closeout of the project, it is esti-
mated an additional $8,000 will be required. The additional cost would be funded
through the tax levy as shown in the funding table below.
FINANCIAL Funding for the final payment is available in the Construction Fund for this project.
IMPACT: The final project costs are as follows:
Construction Contract $2,260,797.95
Engineering, Legal, Admin $394,354.00
Project Cost $2,655,515.95
The original budget for this project was $2,737,755.54.
Funding of this project is proposed on the table below:
FUND AMOUNT
Special Assessment $734,834.40
Tax Levy $922,717.42
Water Fund $624,954.43
Sewer Fund $252,077.75
Water Quality Fund $120,567.95
The final work requires the transfer of dollars into the Construction Fund. The
Water Fund transfer is $11,113.22 and Sewer Fund transfer is $21,936.43.
ALTERNATIVES: 1. Approve a resolution authorizing full and final payment to Pember Companies
for the Boudin's Neighborhood Improvements Phase I Project #TRN11-
000001 as part of the consent agenda.
2. Deny this item for a specific reason and provide Staff with direction.
3. Table this item until some date in the future.
RECOMMENDED Motion and second to approve alternative #1 as part of the consent agenda.
MOTION:
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4646 Dakota Street SE
`:IVNE50'LP Prior Lake, MN 55372
RESOLUTION 15-xxx
A RESOLUTION AUTHORIZING FULL AND FINAL PAYMENT TO PEMBER COMPANIES, INC. FOR
THE BOUDINS NEIGHBORHOOD IMPROVEMENTS, PHASE I (CITY PROJECT#TRN11-000001)
Motion By: Second By:
WHEREAS, Pember Companies, Inc. of Menomonie, Wisconsin was awarded a contract in the amount of
$2,351,401.54 for the Boudin's Neighborhood Improvements, Phase I, City Project#TRN11-
000001; and
WHEREAS, Pember Companies has in all respects completed the contract work for the Boudin's
Neighborhood Improvements, Phase I, and
WHEREAS, The City Engineer recommends acceptance of the project and Final Payment of the contract.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. Full and final payment is hereby authorized to be made to Pember Companies in the amount of
$45,215.96 for the total contract amount of$2,260,797.95 for the Boudin's Neighborhood
Improvements, Phase I, City Project#TRN11-000001.
3. Transfer of funds into the Construction Fund is hereby authorized to be made from the Water Fund in
the amount of$11,113.22 and from the Sewer Fund in the amount of$21,936.43.
4. Funding for the final payment shall come from the Construction Fund Account#501-43500.00-
55010.00-TRN 11-000001.
5. Any additional project support costs will be paid from the Construction Fund Account#501-43500.00-
55010.00-TRN 11-000001.
PASSED AND ADOPTED THIS 13th DAY OF JULY 2015.
VOTE Hedberg Keeney McGuire Morton Thompson
Aye ❑ ❑ ❑ ❑ ❑
Nay E E ❑ ❑ E
Abstain DEED ❑
Absent E ❑ ❑ E E
Frank Boyles, City Manager