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Home My WebLink About9B - 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 SEPTEMBER 19, 2005 9B AL FRIEDGES, PARKS AND FLEET MAINTENANCE SUPERVISOR STEVE ALBRECHT, PUBLIC WORKS DIRECTORlCITYENGINEER CONSIDER APPROVAL OF A RESOLUTION ACCEPTING THE BIDS AND AWARDING THE CITY'S STANDARDIZED CONTRACT FOR THE CONSTRUCTION OF CONCESSIONS/RESTROOM BUILDING ADDITIONS AND REMODELING AT THE PONDS ATHLETIC COMPLEX. Introduction The purpose of this agenda item is to accept the bids and award the city's standardized contract for the construction of concessions/restroom building additions and remodeling at the Ponds Athletic Complex. History The Council authorized staff to solicit bids for the proposed addition and remodeling at the August 15th meeting. 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 concession/restroom 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. Current Circumstances To save money on the construction of this building, the City would act as a general contractor and bid the sub-contractors individually. 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 solicited bids for eleven (11) divisions and received bid for the following work: 1. 2. 3. 4. 5. 6. 7. C:\Documents and Settings\cgreen\Local Settings\Temporary InteWWW~(le4ftM\md award contract ponds concession 9-19-05.DOC Phone 952.447.4230 I Fax 952.447.4245 Bids were received and opened on September ih, 2005. A total of nine (9) bids were received for one or more of the above divisions. The table below shows the bidders for each division: Concrete Hardware 6663 Contractor Tile Plumbing Electrical Keith Pumoer $40,640 Canon Greystone Vesley Electric $ 9.745 Jeff Shearer $24 875 Jerry Connolly $18.300 The lowest responsible bidder is underlined in the above table. Each bidder that was the lowest responsible bidder has met the selection criteria. 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 initial cost estimate was $132,000, but after the bids were received and the city staff work and materials tabulated, the new cost estimate for the Ponds Athletic Complex upgrades totaled $137,000. The recent bids totaled $107,656.00 to complete most of the work versus last years bid of $182,207. City staff will perform the following activities to further keep costs down: · Roof (shingles) · SewerlWater Hook-up · Earthwork . Demolition . Painting and Staining · Installation of toilet partitions and accessories · Purchase cabinets and stainless steel service counters The cost of materials for the above work totals $29,344.00. This brings the total cost of the project to $137,000.00. Still a significant savings from the original bid of $182,207. 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 C:\Documents and Settings\cgreen\Local Settings\Temporary Internet Files\OLKI62\approve bids and award contract ponds concession 9-19-05.DOC FINANCIAL IMPACT: ALTERNATIVES: RECOMMENDED MOTION: REVIEWED BY: needed to the restroom sizes and amenities that substantially increased 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. Conclusion City staff recommends to accept the bids and award the city's standardized contract for the construction of the concession/restroom building addition and remodeling at the Ponds Athletic Facility to the contractors listed in the above table. The CIP cost estimates for the addition/remodeling was $95,000. The total bids for all divisions for the remodeling project totaled $107,656.00. Materials for city staff activities will cost an additional $29,344.00. The additional $42,000.00 needed to complete the project is available from the Capital Park Fund. Funding for the entire project will total $137,000.00 and is budgeted from the Capital Park Fund. The alternatives are as follows: 1. Approve a resolution accepting the bids and awarding the contracts for the construction of Concession/Restroom Building Addition and Remodeling at The Ponds Athletic Facility. 2. Table this agenda item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction. orks Director/City Engineer C:\Documents and Settings\mmccormick\Local Settings\Temporary Internet Files\OLK4\approve bids and award contract ponds concession 9-19-051.DOC 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION OS-xx A RESOLUTION ACCEPTING THE BIDS AND AWARDING THE CITY'S STANDARDIZED CONTRACT FOR THE CONSTRUCTION OF CONCESSIONS/RESTROOM BUILDING ADDITIONS AND REMODELING AT THE PONDS ATHLETIC COMPLEX 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 The City Council authorized staff to advertise for bids at the August 15th, 2005 Council Meeting; and A total of nine (9) bids were opened and received on September 7'h, 2005. The following contractors were each awarded one or more of the division bids: Contractor Division Amount Canon Concrete $4,169.00 Canon Carpentry $20,474.00 Canon Hardware $6,663.00 Greystone Masonry $23,430.00 Vesley Electric Electrical $9,745.00 Jeff Shearer PlumbinQ $24,875.00 Jerry Connolly Tile $18,300.00 Total Cost $107,656.00 ; and The City will act as the general contractor for the construction and perform several tasks to complete the building in a most cost effective manner. The total construction cost of all bids ($107,656.00) and materials ($29,344.00) was $137,000.00. 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 Mayor and City Manager are hereby authorized to execute the City's standardized construction contract with each bidder listed above in the name of the City of Prior Lake for the Construction of Concession/Restroom Building Addition and Remodeling at The Ponds Athletic Facility. 3. The City Manager is hereby authorized and directed to return to all bidders the deposits made with their bid once the contracts have been signed. 4. The funding for the restroom/concession building shall come from the Capital Park Fund. C:\Documents and Settings\cgreen\Local Settings\Temporary Internet Files\OLKI62\approve bids and award contract ponds concession 9-19- OS.DOC www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 Passed this 19th day of September 2005. HauQen HauQen FleminQ FleminQ LeMair LeMair Petersen Petersen Zieska Zieska YES NO { Seal } Frank Boyles, City Manager C:\Documents and Settings\cgreen\Local Settings\Ternporary Internet Files\OLKI62\approve bids and award contract ponds concession 9-19- OS.DOC