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Home My WebLink About8A - Library/Resource Center Purchases MEETING DATE: AGENDA NUMBER: PREPARED BY: AGENDA ITEM: DISCUSSION: STAFF AGENDA REPORT MAY 17,1999 8A PAUL HOKENESS, PARKS AND RECREATION DIRECTOR AND BRET WOODSON, ASSISTANT CITY MANAGER. DD _ ~ 1- CONSIDER APPROVAL OF RESOLUTION ~p J APPROVING THE OF PLANS AND SPECIFICATIONS AND AUTHORIZING THE SOLICITATION OF BIDS FOR THE PURCHASE AND INSTALLATION OF WOOD FLOORING AND MILLWORK FOR THE LIBRARY/RESOURCE CENTER AND RESOLUTION 99-~UTHORIZING THE PURCHASE OF CARPET THROUG THE STATE OF MINNESOTA COOPERATIVE PURCHASI AGREEMENT. History l\~" 4~ 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 from the general contract to achieve a cost savings. Among the items to be purchased separately are the materials and installation of wooden flooring for the Resource Center as well as the millwork for the entire building. Commercial carpeting was also an item which is to be purchased seperately, however, Fulco is responsible for the installation of the carpet as a part of their contract. Plans and specifications have been prepared by Barry Petit of Meyer, Scherer, and Rockcastle and staff is requesting Council authorization to solicit bids for the purchase and installation of wooden flooring and millwork. If Council members would like to review the plans and specifications they are available in the Parks and Recreation Directors office. The Architect has also prepared specifications for 1,486 square yards of commercial carpeting. Barry Petit solicited quotes from vendors on this product and then checked the State of Minnesota Cooperative Purchasing Contract. Commercial grade carpeting is available through the State of Minnesota Cooperative Purchasing Agreement. This carpet meets the Architects specifications and is less expensive than the previous quotes he received (see attached memo from Barry Petit). 16200 ~~rQ~ Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER ISSUES: ALTERNATIVES: RECOMMENDA TION MOTION: REVIEWED BY: LIBSPEC.DOC Current Circumstances Should the Council approve the plans and specifications for the millwork and wooden flooring we would advertise for bids on May 8th and return to the Council on June 7th requesting award of the bids. Should the Council approve the carpet purchase we would immediately order the carpet through the State of Minnesota Cooperative Purchasing Agreement. The original estimates for the purchase and installation of wooden flooring was $28,512.00 and the millwork was $36,700.00. The estimate for carpet was $33,000.00. With the $30,804.78 quote through the State of Minnesota Cooperative Purchasing Agreement we would be $2,195.22 below our budget estimate for carpet. Funding for these items is included within the Library/Resource Center budget, which is a part of the 1997 Parks and Library Referendum. (see attached). 1. Approve Resolution 99-xx approving the plans and specifications and authorizing the solicitation of bids for the purchase and installation of wood flooring and millwork for the Library/Resource Center and Resolution 99-xx authorizing the purchase of 1,486 square yards of carpet at $20.73 per square yard through the State of Minnesota cooperative purchasing agreement for a total cost of $30,804.78. 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 approving the of plans and specifications and authorizing the solicitation of bids for the purchase and installation of wood flooring and millwork for the library/resource center and resolution 99-xx authorizing the purchase of 1,486 square yards of carpet at $20.73 per square yard thro h the State of Minnesota cooperative purchasing ree t for a total cost of $30,804.78. RESOLUTION 99~ 4 3 RESOLUTION APPROVING THE PURCHASE OF CARPETING FOR THE LIBRARY/RESOURCE CENTER THROUGH THE STATE OF MINNESOTA COOPERATIVE PURCHASING AGREEMENT. MOTION BY: SECOND BY: WHEREAS, on September 8, 1998 the City Council awarded the bid for the construction of the Library/Resource Center to Fulco Construction, and WHEREAS, the installation of the carpet is included in the Fulco Construction contract, and WHEREAS, the Architect determined that the carpet could be purchased separately from the general contract with the idea that better pricing could be achieved, and WHEREAS, the City can purchase the carpet through the State of Minnesota Cooperative Purchasing Agreement at $20.73 per yard, and NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, that the purchase of 1,486 square yards of carpet be purchased through the State of Minnesota Cooperative Purchasing Agreement at $20.73 per yard for a total cost of $30,804.78; Passed and adopted this 17th day of May, 1999. YES NO Mader Mader Kedrowski Kedrowski Schenck Schenck Petersen Petersen Wuellner Wuellner {Seal} City Manager City of Prior Lake 1620~~.@OOe. S.E., Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER RESOLUTION 9~ 'f<I RESOLUTION APPROVING THE PLANS AND SPECIFICATIONS AND AUTHORIZING THE SOLICITATION OF BIDS FOR THE PURCHASE AND INSTALLATION OF WOOD FLOORING AND MILLWORK FOR THE LIBRARY/RESOURCE CENTER MOTION BY: SECOND BY: WHEREAS, on September 8, 1998 the City Council awarded the bid for the construction of the Library/Resource Center to Fulco Construction and, WHEREAS, the Architect determined that there were items which could be purchased separately from the general contract with the idea that better pricing could be achieved by bidding them separately and, WHEREAS, the items to be bid separately include the purchase and installation of wood flooring and millwork, and WHEREAS, plans and specifications have been reviewed and approved by staff, and NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, that the plans and specifications for the purchase and installation of wooden flooring and millwork for the Library/Resource Center are approved and that staff is hereby authorized to advertise and solicit bids for said project. Passed and adopted this 17th day of May, 1999. YES NO Mader Mader Kedrowski Kedrowski Schenck Schenck Petersen Petersen Wuellner Wuellner {Seal} City Manager City of Prior Lake 16200 ~ieQQWP~.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER MS&R via fa"x and mail Meyer, Scherer & Rockcastle, Ltd. Architecture, Interior Design and Urban Design II' North 2.nd Street Minneapolis MN 5540I.142.0 6u 375.0336 phone 612. 342..2.2:16 fax Menzorandum 11 May, 1999 To: Paul Hokeness Frank Boyles Barry Petit Prior Lake Public Library - #9803 Carpet From: Projec~: Regarding: We have an opportunity to purchase the carpet through the State of Minnesota Cooperative Purcb.:.zsing Agreement process. Our original estimate for carpet was $25 per square yard. Last August, we we're quoted $21 per square yd based on inio from the local Mohawk Carpet supplier, Craig Hauser. The final quoted price via Len Peterson of BLS Carpets, the State of Minnesota Cooperative Purchasing Agreement vendor, is $20.73 per yd. The total cost to Prior Lake is $20.73 x 1,486 sq yds = $30,804.78. Our current carpet budget is $33,000. We are pleased, because this is an excellent price for this quality material. BP net! proj ecrIPriorlkl d ocl9 803 me3 6. doc Prior Lake Public Library and Resource Center Meyer Scherer 6c Roc:ka.de, Ltd. Arehirc:c:n Projeet Budger 05/11/99 Ptojeet Scope Total Gross Area of Building 19,850 hems fot Allocation ISite prepar3tjo~ wock BID PACKAGE ONE . Amoun! $1l0,000 actual Note. '1 IBid Package One:: Soils Correetion and Utility Rdoc:ations Contingency, drop to Uro . Subtotal .. _. 51 t 0,000 $0 . 5110,000. Completed Pc:recenrage of bUdg:Jt 0.050 . . . .. ~ rBid Package Two: Genetal Construction Contingency; none Subtotal ....-.-. $1,960,300 Coouact amt $0 . $1,960,30.0_ "-... $28,512 $36.700 530,805 Contract amt 596,017 Bid 5/99 $2,640 598!657 $2,940 $3,000 $9,000 $12,500 $20,940 $1,260 549,6'10 Bid 5/99 $1,365 $51,005 52,219.9631 $5,000 59 ,SOD $207,000 $1,650 $1.030 $1,020 $293 $543 $280 $15,475 $] 7,376 acrual $259.167 $2,479,1291 $5,957 $19,403 $28,443 $0 $0 553.803 $2.532.9321 $2.500:000 532 9321 .. --, Percccnrage of budget : . 0.883 . J Wood dance f100ts@ 8.25 per sf PACKAGE TIiREE Millwork PACKAGE THREE . Carpet @20.73 per sy fob job site purchased direct I' Bid Package Three:: Miscellaneous Contingency@2.7S% Subtotal 1 I PerlXc:ntalle of budget 0.044 Fro~s' BID SEPERA TEL Y BY OWNER .Security BID SEPERATELY BY OWNER Phone BID SEPERATELY BY OWNER Signage BlO SEPERA TEL Y BY OWNER landscapins BlO SEPERATELY BY OWNER Dance B.rre BID SEPERA TEL Y BY OWNER I'Bid Seperately by Owner Contingency @2.75% ~ Subtotal Cirand Total Construcriun PetlXentage of budget 174.079 --.i rc;;;;-';~T i=ur~i~ure (City porti~~ ~nly) I Rcimbursiblc. ProEessional Fces Arch, Mech, Elect, Struc, Spec., Civil,lnterior, Est Minneg.sco Land CapWdl Remove Street Lights Advernsemenr Construction Sign Dumpster for Old Gas Building Construction Tesring and Surveys New Fill for Site Subtoeal Non Consuuction Costs Subtotal Current Project Cost Porjc:c:tion .~ Cbange Order No 1 Excavation Sitework Chanlle Order for City woek Change Order No 2 Call Stone by Ownc:r/Fuleo t:Change Order No 3 Change Order No 4 T.ot.l Changes .. . . Total Current Peoject Cost Projection .-- 1 .. _---.J Projeer Budget Amount OVet Budget netlprojecrlpriorla kel123-bl.9 803 FB4. wlc4 ~