HomeMy WebLinkAbout5M - Funds to Complete City Hall Improvements
AGENDA ITEM:
DISCUSSION:
CONSIDER APPROVAL 0 ESOLUTION AUTHORIZING THE
EXPENDITURE OF CONSTRUCTION PROJECT FUNDS TO COMPLETE CITY
HALL IMPROVEMENTS.
Introduction
This agenda report is to consider expenditure of City Hall construction project
funds to complete a coffee station in the lobby of City Hall.
Historv
In an effort to save on the total cost of the Police Station I City Hall project, we
amended the specifications to exclude certain works. For example, landscaping
was excluded. We also roughed in one of the coffee stations rather than
including its completion under the plans and specifications. With one change
order outstanding, we know that there will be funds originally authorized for the
construction project which are available to complete the coffee station.
During the course of the last year we have monitored the use of the Parkview
Community Room and Little Prior Conference Room. Forty-three local
organizations have used these rooms during the year. This excludes the City
Council and its advisory committees. During the course of the year we have
received inquiries about the ability to provide beverages or food in the rooms.
Our position has been to prohibit the use of the lunchroom for security reasons.
This has impacted the ability of groups to serve refreshments conveniently. We
believe that it is time now to finish the coffee station for the convenience of room
users.
Current Circumstances
Consideration was given to function and aesthetics when planning for a coffee
station in City Hall. Several organizations use the Parkview and Little Prior and
bring in food and beverage for their meetings. Having a facility that will enable
providing coffee, heating food, and cleaning up after their meetings should not
only enhance the use of the conference rooms, but also improve the ability of
users to leave the rooms in a state of cleanliness and readiness for the next
user.
Two quotes were solicited for electrical service, plumbing and cabinetry; and it
was determined that staff would provide the painting associated with the project.
Costs are as follows:
High Bid Low Bid
Electrical Widmer Electric $1,755.00 Lein Electric $1,675.00
Plumbing Salzer Plumbing $2,379.00 Lakeside Plumbing $1,900.00
Cabinets Hoffman's Cabinets $3,992.99 TMJ Wood Products $3,200.00
Framing NA NA Keyland Homes $200.00
Total $6,975.00
www.cityofpriorlake.com
M:\COUNCIL\AGENDA REPORTS\20P>h\C?t~7~5~q~~~l1p~ 952.447.4245
Electrical works consist of an instant hot water heater, running new branch
circuits for the water heater, coffee machine, microwave and counter outlets with
a switched operated under-cabinet work light. The branch circuits must be run
from the electrical room 115 feet to the Coffee Station.
Plumbing work includes an ADA compliant sink and goose neck faucet.
The framing bid consists of installing cabinet backing and finished surface of
gypsum wallboard. City staff will paint the finished gypsum wallboard.
The cabinets will have an 84" high cabinet in which to place the coffee maker
and microwave, a 66" length of plastic laminate counter top, base cabinets with
nine drawers and an area for the water heater and garbage bin. There are 66" of
upper cabinets. The cabinet finish is a cherry veneer with cherry stain to match
the adjacent Parkview room door and the front wall finish of the Council
Chambers. The height of the counter and sink are compliant with ADA
standards.
ISSUES:
Cost
We have approached this work as the general contractor to save money. The
bids are from vendors we have done work with and have confidence in based
upon plans we have prepared through staff. Rather than $6,975, we estimate
that the cost of this coffee station done through the building project would have
been $10,000.
Securitv
The appliances associated with the coffee station are not highly desirable or
portable from a theft perspective. The cabinets will be limited by locks for City
staff access only. Users are expected to bring their own refreshments.
Fundina
The final change order for the Police Station I City Hall is expected to reduce the
project cost. Sufficient funds are available in the construction fund for this
purpose.
FINANCIAL
IMPACT:
Funds are available for this project in the construction project budget.
ALTERNATIVES:
1. Adopt the resolution authorizing the expenditure of construction project funds
to complete the installation of the coffee station.
2. Adopt the resolution with modifications.
3. Take no action.
RECOMMENDED Alternative #1.
MOTION:
M:\COUNCIL\AGEf\IDA REPORTS\2007\121707 Coffee Station DOC
Motion By:
Second By:
WHEREAS, Construction of a coffee station in the lobby of City Hall was not undertaken at the time
of the City Hall building project in an effort to save construction cost funds; and
WHEREAS, It has been determined that installation of a coffee station is needed to enhance service
for meeting room users; and
WHEREAS, Funding is available for the project from the Building Fund Account;
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCil OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. $6,975 is hereby allocated from Building Fund Account #420-70205-501 to facilitate payment to:
lein Electrical in the amount of $1,675.00 to provide electrical service; lakeside Plumbing in the
amount of $1,900.00 to provide plumbing service; Keyland Homes in the amount of $200 to provide
framing; and to TMJ Wood Products in the amount of $3,200.00 to build and install cabinetry.
3. Painting for this project will be provided by City staff.
PASSED AND ADOPTED THIS 1ih DAY OF DECEMBER 2007.
YES
NO
Haugen Haugen
Erickson Erickson
Hedbera Hedbera
LeMair LeMair
Millar Millar
Frank Boyles, City Manager
M\COUNCIL\RESOLUTI\Admin\2C07\121707 Coffee St~~tyofpriorlake.com
Phone 952.447.9800 / Fax 952.447.4245
'\ '/'4/01
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