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Home My WebLink About9B - Library/Resource Center MEETING DATE: AGENDA NUMBER: PREPARED BY: AGENDA ITEM: DISCUSSION: STAFF AGENDA REPORT APRIL 19,1999 9B PAUL HOKENESS, PARKS AND RECREATION DIRECTOR AND BRET WOODSON, ASSISTANT CITY MANAGER. ~v2~ CONSIDER APPROVAL OF RESOLUTION 9:-~ T AUTHORIZING THE PREPARATION OF PLANS AND SPECIFICATIONS FOR THE PURCHASE OF CARPETING AND THE INSTALLATION AND PURCHASE OF WOOD FLOORING AND MILLWORK AND AUTHORIZING THE PURCHASE OF MIRRORS, SECURITY SYSTEM, PHONES, SIGNS, LANDSCAPING, DANCE BARRE, GENERAL FURNITURE, AND MISCELLANEOUS ITEMS 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 a number of items which could be purchased separately from the general contract. The Library/Resource Center budget includes funds to provide the materials and installation of wooden flooring for the Resource Center, and millwork for the building. There is also carpeting included in the budget, however, Fulco is responsible for the installation of the carpet as a part of their contract, but not for the purchase of the carpeting. These purchases were included in the budget for the project, but not included in the General Building Construction bid package ("general contract"). We believe we can get better prices by bidding these components separately. The other components which were included in the budget but excluded from the general contract were mirrors and dance barre needed for the Resource Center, the phone and security system, signs, landscaping, general furniture, and miscellaneous items. It was also thought that we would get better pricing by purchasing these items outside of the general contract. The County will be responsible for the purchase of the Library furniture and a portion of the millwork. They will purchase these items through their own purchasing department. 16200 ~llgIf~~'~$\ve. S.L Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER ISSUES: ALTERNATIVES: RECOMMENDATION MOTION: REVIEWED BY: LIBFLOOR.DOC Attached is the most recent budget for the facility which identifies the Architects estimates for each of these items. Current Circumstances We are at the stage in the construction, nearly 50% complete, where the timing will be such that the purchase and installation of these items need to be consistent with our completion date. The completion date is scheduled for September 1, 1999. Should the Council approve this agenda item the Architect will prepare the plans and specifications for the millwork, carpeting, and wooden flooring and we would return to the Council on May 3rd requesting approval of the plans and specifications and authorization to bid these components. We would advertise for bids on May 8th, open bids on June 1, and return to the Council requesting approval of the bids on June 7th. Conclusion All expenditures authorized pursuant to this Resolution will be purchased following the guidelines established in the City of Prior Lake purchasing policy and State Statute. Funding for these components is included within the Library/Resource Center budget which is a part of the 1997 Parks and Library Referendum. 1. Approve Resolution 99-XX authorizing (1) the preparation of plans and specifications for the purchase of carpeting and the purchase and installation of wood flooring and millwork; and (2) authorizing the purchase of mirrors, security system, phones, signs, landscaping, dance barre, general furniture, and miscellaneous items 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 preparation of plans and specifications for the purchase of carpeting, the purchase and installation of wood flooring and millwork and authorizing the purchase of mirrors, security system, phones, signs, landscaping, dance barre, general furniture, and miscellaneous items for the Library/Resource Center. 1J RESOLUTION 99-XX RESOLUTION AUTHORIZING THE PREPARATION OF PLANS AND SPECIFICATIONS FOR THE PURCHASE OF CARPETING AND THE INSTALLATION AND PURCHASE OF WOOD FLOORING AND MILLWORK AND AUTHORIZING THE PURCHASE OF MIRRORS, SECURITY SYSTEM, PHONES, SIGNS, LANDSCAPING, DANCE BARRE, GENERAL FURNITURE, AND MISCELLANEOUS ITEMS FOR THE LIBRARY/RESOURCE CENTER MOTrON 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 a number of 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 of carpeting, the purchase and installation of wood flooring and millwork, and the purchase of mirrors, security system, phones, signs, landscaping, dance barre, and general furniture and, WHEREAS, Scott County will be responsible for the purchase of the Library portion of the furniture and millwork through their own purchasing department, and, WHEREAS, the expenditures will be purchased following the guidelines established in the City of Prior Lake purchasing policy. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE AS FOLLOWS: (1) City staff is authorized to prepare plans and specifications for the purchase of carpeting and the installation and purchase of wood flooring and millwork; and, (2) authorize the purchase of mirrors, security system, phones, signs, landscaping, dance barre, general furniture, and miscellaneous items for the Library/Resource Center. Passed and adopted this day of ,1999. 16200 fu~~~~~AJiQQ::., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER YES NO Mader Mader Kedrowski Kedrowski Schenck Schenck Petersen Petersen Wuellner Wuellner {Seal} City Manager City of Prior Lake LIBSPEC2.DOC . "'. Prior Lake Public Library and Resource Center Meyer Scherer & Rockcastle, Ltd. Architects Project Budget 03/12/99 Project Scope Total Gross Area of Building Bid Scperately by Owner Contingency @2.75% Subtotal Grand Total Construction I 19,850 Amount Notes 5110,000 actual .~ 5110,000 50 5110,000 Completed 51,960,300 Contract amt SO 51,960,300 528,512 533,000 536,700 598,212 Bid 5/99 52,701 5100,913 52,940 $3,000 $9,000 $12,500 520,940 $1,260 549,640 - 51,365 551,005 S2,222,2I81 $5,000 $9,500 5207,000 $1,650 $1,030 $1,020 $293 $543 $280 $15,475 $17,376 actual 5259.I67 52.481.3851 55,957 519,403 528,443 SO 50 553,803 52.535,1881 52,500,000 535,I881 Items for Allocation Site preparation work BID PACKAGE ONE Bid Package One: Soils Correction and Utility Relocations Contingency, drop to zero Subtotal Bid Package Two: General Construction Contingency; none Subtotal Wood dance floors @ 8.25 per sf Carpet @ 21.00 per sy installed Millwork PACKAGE THREE PACKAGE THREE PACKAGE THREE Bid Package Three: Miscellaneous Contingency @2.75% Subtotal Mirrors BID SEPERA TEL Y BY OWNER Security BID SEPERATEL Y BY OWNER Phone BID SEPERA TEL Y BY OWNER Signage BID SEPERA TEL Y BY OWNER Landscaping BID SEPERA TEL Y BY O\VNER Dance Barre BID SEPERATEL Y BY OWNER General Furniture (City portion only) Reimbursibles Professional Fees Arch, Nfech, Elect, Struc, Specs, Civil, Interior, Est Minnegasco land Cap Well Remove Street Lights Advertisement Construction Sign Dumpster fnr Old Cas Building Construction Testing and Surveys New Fill for Site Subtotal Non Construction Costs . Subtotal Current Project Cost Porjection I Change Order No 1 Excavation Sitework Change Ordet for City work Change Order No 2 Cast Stone by OwnerlFulco Change Order No 3 Change Order No 4 Total ChanRes Total Current Project Cost Projection I Project Budget Amount Over Budget net/project/priorla ke/123-b/9803 FB4. wk4 "