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Home My WebLink About9A - Ponds Athletic Conplex 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 AUGUST 15, 2005 9A AL FRIEDGES, PARKS AND FLEET MAINTENANCE SUPERVISOR STEVE ALBRECHT, PUBLIC WORKS DIRECTORlCITYENGINEER CONSIDER APPROVAL OF A RESOLUTION TO AUTHORIZE STAFF TO SOLICIT QUOTES AND ADVERTISE FOR BIDS FOR CONSTRUCTION OF CONCESSIONS I RESTROOM BUILDING ADDITIONS AND REMODELING AT THE PONDS ATHLETIC COMPLEX. Historv At the November 15, 2004, City Council meeting, plans and specifications and authorization to solicit bids for the construction of a concession room addition and upgrades to existing restrooms was approved. At the January 3,2005, City Council meeting, the Council rejected all bids for the construction of the concessionlrestroom building at the Ponds Athletic Complex. The total estimated cost for the restroom/concessions addition and renovation was $95,000. The low bid was $182,207 (including alternates) from Greystone Construction Co. Since this was significantly higher than our estimates, staff recommended re-bidding the project at a later date. The purpose of this agenda item is to authorize staff to solicit bids/quotes for the proposed addition and remodeling. Current Circumstances To save money on the construction of this building, the City would act as a general contractor and solicit bids/quotes from sub-contractors individually. Bids would be solicited for contracts of $50,000 or more and quotes for contracts less than this amount. In either case, the procedures would conform to State Statute and City Purchasing Policy. This practice was used on the Memorial Park building, Lakefront Park Pavilion and the Thomas Ryan Memorial Park building very successfully. In all of the past cases, using this method has saved a substantial amount of money for the City. In addition to being the general contractor, City staff would complete the demolition, grading, utility hook-ups, painting/staining and roofing. To complete the remaining needed improvements, we will solicit bids or quotes for the following work, and enter into contracts for each of the following: Concrete, Masonry, Carpentry, Hardware and Doors, Tile, Mechanical and Electrical. The building will be constructed of colored block, metal doors, cedar trim and shutters and is very similar in material and color as the Memorial Park and Thomas Ryan Restroom/Concession buildings. The attached drawing depicts the proposed building. The restroom and concession stand will be open during games, tournaments and special events. C:\Documents and Settings\cgreen\Local Settings\Temporary InteWWW1~pJi~E:(i}JlIbr bid ponds concession 8-15-05 fina1.DOC Phone 952.447.4230 / Fax 952.447.4245 Issues: By the City being the general contractor and doing a number of tasks in-house, there will be significant savings to the City. The new cost estimate for the Ponds Athletic Complex upgrades is $137,000. The CIP identified $95,000 for the improvements. However, the CIP planning did not include the need to update the restrooms to the new American Disability Act (ADA) standards. Based on ADA Standards there are significant upgrades needed to the restroom sizes and amenities that substantially increase the costs. This was brought to the City's attention by the architect during the initial design stages and after the CIP planning was complete. An alternative option for the project is to only upgrade the ventilation system in both restrooms, replace the rotting partitions and old fixtures. If the project is delayed, this work should be completed as soon as possible. This option would not require the upgrade to ADA standards. The estimated cost for this work is $30,000. This does not address the current concessions needs. The current layout is not functional due to electrical space requirements. Staff strongly urges the upgrade to the concession facility as well as the restroom remodeling as a minimal upgrade does not address the fact that the park serves considerably more patrons than it did when the concession/restroom was originally designed and constructed. Conclusion City staff recommends authorizing the advertisement of bids/quotes for the construction of the concession/restroom building addition and remodeling at the Ponds Athletic Facility. The $137,000 needed to complete the project is available from the Capital Park Fund. ALTERNATIVES: The alternatives are as follows: 1. Approve a resolution authorizing advertisement of bids/quotes for the construction of Concession/Restroom Building Addition and Remodeling at The Ponds Athletic Facility. 2. Direct staff to complete only repairs necessary to maintain existing building service to public. 3. Table this agenda item for a specific reason. 4. Deny this agenda item for a specific reason and provide staff with direction. RECOMMENDED MOTION: Staff recommends alternative number 1. Steve Albrecht, Director of Public Works C:\Docurnents and Settings\cgreen\Local Settings\Temporary Internet Files\OLKI62\authorize ad for bid ponds concession 8-15-05 fina1.DOC "~.<-~ --'_.~'""'-'--~-~"'~~-'-""'-""-"'-"-'''-'--''i;~-.......,., -'-1'...",..,-~..~.......~"--,."._".._...~_.. ,-----....-~".-~--,.._.._-'"'-.-.-"~.. "0_"'" .,.~...,~,..,~_,_.~._,_.~ ...,",_ .... .._._w ~..___~."..~,__ 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION OS-xx A RESOLUTION TO AUTHORIZE STAFF TO SOLICIT QUOTES AND ADVERTISE FOR BIDS FOR CONSTRUCTION OF CONCESSIONS/RESTROOM BUILDING ADDITIONS AND REMODELING AT THE PONDS ATHLETIC COMPLEX WHEREAS, WHEREAS, WHEREAS, WHEREAS, WHEREAS, MOTION BY: 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 were significantly higher than estimated costs; and On January 3, 2005, Council rejected all bids for the construction of the concession/restroom additions at the Ponds Athletic Facility; and The City will act as the general contractor for the construction and perform several tasks to complete the building in the most cost-effective manner. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA, that: 1. The recitals set forth above are incorporated herein. 2. The City Council authorizes staff to solicit bids and quotes as appropriate for the construction of the restroom/concession building at the Ponds Athletic Complex as identified in the Capital Improvement Program. 3. The funding for the restroom/concession building shall come from the Capital Park Fund. Specific funding authorization will be established by the resolution awarding bids. Passed this 15th day of August 2005. { Seal } YES NO Hauaen Hauaen FleminQ FleminQ LeMair LeMair Petersen Petersen Zieska Zieska Frank Boyles, City Manager www.cityofpriorlake.com C:\Docurnents and Settings\cgreen\Local spfl2IR~~!.~~~es)O~~~?1i~1~2"4>t9 ponds concession 8-15-05 final.DOC 'V v. ~\ !II VJ .,\\. 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