HomeMy WebLinkAbout8A - Millwork Purchase for Library/Resource Center
AGENDA ITEM:
DISCUSSION:
STAFF AGENDA REPORT
JULY 19,1999
8A
PAUL HOKENESS, PARKS AND RECREATION DIRECTOR
BRET WOODSON, ASSISTANT CITY MANAGER.
CONSIDER APPROVAL OF RESOLUTION 99-XX AUTHORIZING THE
AWARD OF BIDS AND EXECUTION OF CITY'S STANDARD
CONTRACT FOR THE PURCHASE AND INSTALLATION OF
MILLWORK FOR THE LIBRARY/RESOURCE CENTER.
History
On September 8, 1998 the City Council awarded the bid for the
construction of the Library/Resource Center to Fulco Construction. The
Architect determined that there were items which could be purchased
separately.
One of the items to be purchased separately was the materials and
installation of millwork for the building. Millwork includes numerous built-in
furnishings essential to the operation of the building (see list). At the May
17, 1999 City Council meeting, the City Council approved the plans and
specifications and authorized the solicitation of bids for the millwork.
At the July 6th City Council Work Session, the staff provided the City
Council with a status report on the library project including proposed areas
for savings, likely change orders and the millwork issue. Shown below is
the staff's understanding of the City Council's direction and the steps taken
regarding each.
(1) Identify if any of the millwork could be deleted without affecting
operations or aesthetics.
According to the County Library staff, it would be possible to eliminate
one or two less costly items. The problem with deleting the items now
is the likelihood of higher unit costs in the future and the possibility of
finishes which do not match.
(2) Request that the County provide funding assistance to acquire part of
the millwork.
Both County Library staff and the County Administrator have
confirmed that funding is not available for the millwork considering
previous library projects and the fact that the County has already
invested significant funds toward this project.
(3) Identify a funding source for the millwork acquisition which is beyond
the previously budgeted $36,700 specifically from unprogrammed
bond interest earnings.
16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 9-47-4245
AN EQUAL OPPORTUNITY E).<lPlOYER
Agenda Report 8A
July 19, 1999
Ralph confirmed that there will be sufficient bond interest earnings
above that which was originally programmed to cover the cost of the
millwork exceeding $36,700.
(4) Work to minimize the cost of anticipated change orders and
communicate with the general contractor regarding the louvers.
The staff has directed the architect to discuss the louvers with the
general contractor and to minimize the amounts of the identified
change orders. The change orders will be placed on an upcoming City
Council agenda once each has been finalized.
(5) Modify the budget to eliminate the suggested contingency.
This action will be reflected in the budget which reflects the change
orders.
Current Circumstances
To finalize the millwork portion of the Council's direction, bids must be
awarded. On Tuesday, June 15, 1999, bids were received from four
vendors for the Library/Resource Center millwork. Following is a tabulation
of the bids received.
MILLWORK
Contractor
Fulco Construction Inc.
Ron's Cabinets
Millcraft
J.S. Cates
Bid Amount
$ 91,900.00
$117,322.00
$125,685.00
$178.000.00
The apparent lowest responsible bidder for the millwork is Fulco
Construction Inc. for a total amount of $91,900.00. The attached list
identifies the millwork to be acquired, Through negotiations the Architect
was able to lower this amount to $86,000.00, which will be reflected in the
contract agreement. However, in accordance with the specifications, the
approving resolution authorized the purchase of up to $91,900 for millwork.
The architect believes that the bid received from FULCO is particularly
competitive because their crews and equipment are "on site". The Library
itself is one of the most significant and long-lasting projects we will
undertake. Rather than eliminate millwork to save only modest dollar
amounts or undermine the operation and aesthetics of the building, it is
recommended that the City acquire all of the millwork items on the
architect's list.
ISSUES:
Funding for this item should be drawn from the 1997 Parks and Library
Referendum interest receipts. Finance Director, Ralph Teschner, has
informed us that there will be a sufficient amount of interest earnings.
There is $36,700.00 programmed within the Library/Resource Center
budget for millwork, this would result in an additional $49,300.00 being
drawn from the additional interest earnings of the referendum dollars not
MILLBID.DOC
ALTERNATIVES:
RECOMMENDATION
MOTION:
REVIEWED BY:
MILLBID.DOC
Agenda Report 8A
July 19, 1999
yet programmed,
1. Approve Resolution 99-xx authorizing the award of bids and execution
of city's standard contract for the purchase and installation of millwork to
Fulco Construction in an amount up to $91,900.00 for the
Library/Resource Center.
2. Table this agenda item for a specific reason.
3. Deny this agenda item for a specific reason.
Staff recommends Alternative NO.1,
Motion and second to approve resolution 99-xx authorizing the award of
bids and execution of City's standard contract for the purchase and
installation of millw rk to Fulco Construction in an amount up to
$91,900,00 for the Li rary/Resource Center,
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~.. .......
RESOLUTION 99-XX
RESOLUTION AUTHORIZING THE AWARD OF BID
AND EXECUTION OF CITY'S STANDARD CONTRACT
FOR THE PURCHASE AND INSTAllATION OF MillWORK
FOR THE LIBRARY/RESOURCE CENTER
MOTION BY:
SECOND BY:
WHEREAS,
On May 17, 1999 the City Council approved the plans and specifications for the purchase and
installation of millwork for the Library/Resource Center and authorized the solicitation of bids,
and,
WHEREAS,
the bid opening was conducted on Tuesday June 15, 1999 and the following is fhe bid tabulation:
Contractor
Fulco Construction Inc.
Ron's Cabinets
Millcraft
J.S. Cates
Bid Amount
$91,900.00
$117,322.00
$125,685.00
$178,000.00
and,
WHEREAS,
the apparent lowest responsible bidder is Fulco Construction Inc. , and,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCil OF PRIOR lAKE, as follows:
1. The bid for the purchase and installation of millwork for the Library/Resource Center is hereby awarded to
Fulco Construction Inc. for a total cost not to exceed $91,900.
2. The funds for such improvements will be drawn from the Parks and Library Referendum Funds ($36,700) and
the remainder from interest earnings which have not been programmed.
3. The City Manager is hereby authorized to return bid securities submitted with the proposals to the vendors
following the execution of contracts.
4. The Mayor and City Manager are authorized to execute the City's standard contract on behalf of the City.
Passed and adopted this 19th day of July, 1999.
YES NO
Mader Mader
Kedrowski Kedrowski
Schenck Schenck
Petersen Petersen
Wuellner Wuellner
{Seal} City Manager
City of Prior Lake
~J~gle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612)..49-7-4245
AN EQUAL OPPORTUNITY EMPLOYER