Public Works Buidling Rehab project fundingPublic vUorks De artment
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To: Honorable Mayor and Members of the City Councir
Copy: Mike Mornson, City Manager
From: Steven J. Stadler, Public Works Director �
Christine Harkess, Finance Director
Date: February 29, 2016
Subject: Public Works Building Rehab project funding
The bids for our Public Works Building Renovation project were very competitive but the
low bid was about 8% above what we had estimated. In addition, staff would like to
include an LED lighting conversion for the building and a vehicle lift upgrade which
would add $88,100 to the project. The Finance Director and PW Director put together a
workable plan for funding. The purpose of this work session item is to present that plan
and answer any questions. Stafif is planning to seek a contract award at the March 15
City Council Meeting. �
Bids were opened on February 24t" for the Public Works Building Renovation project.
There was very goad bidder interest and we received seven bids for the work. The low
bidder was Parkos Construction with a base bid of $658,400. The next lowest bidder
was Derau Construction at $676,500. The architects estimate was $610,000. The
architect has experienced an uptick in bids since January and this is reflected in the
bids received for our project. Many contractors have ample work for the upcoming
season, especially the mechanical/electrical contractors. See attached bid tabulation.
There were four alternate bids included on the bid form. A description of each of the
alternates and Parkos Const bids for each are as follows:
Alternate 1. Upgrade existing lighting fixtures in the vehicle storage area to LED
f ixtu res - $68, 300.
Alternate 2. Upgrade existing lighting fixtures in the mezzanine to LED. -$7,900
Alternate 3. Increase the load capacity of the in-ground vehicle lift from 50,000 Ib to
75, 000 Ib - $11, 900.
Alternate 4. Construct the storage area addition to the salt building -$145,500.
Parkos Construction was at or very near the low bid for the first three bid alternates.
There were several contractors that submitted lower bids for alternate 4, with the lowest
bid at $119,000.
Staff would like to include the first 3 bid alternates in the contract. We really could use
the additional covered storage area just off the north side of the building but feel that we
could save money by doing that work under a separate contract.
By including the first three bid alternates the total project funding would be as follows:
Base bid: $658,400
Alt #1: $68,300
Alt #2 : � $7, 900
Alt #3: $11, 900
Subtotal: $746,500
5% contingency: $37,325
Admin & Arch/Eng fees: $60,000
Project budget: $843, 825
Below is a table showing the original funding and proposed funding:
Project Funding
Funding Source
Capital Improvement Fund
Refuse Fund
Sanitary Sewer Fund
Sto rm S ewe r F u n d
Water Fund
Excess General Fund Reserve
TOTAL:
Oriqinal Amount Proposed Amount
$310, 000 $320, 000
$90, 000 $100, 00�0
$90, 000 $100, 000
$90, 000 $100, 000
$90, 000 $100, 000
-- � $125, 000*
$670, 000 $845, 000
*The General Fund reserve balance is currently $5,787,700. This is 49% of our 2016
expenditures -$11,875,730. Our fund balance policy is to maintain a GF reserve target
of 42%. With the proposed $125,000 coming from the GF reserves the balance will
chan e to 48% of our 2016 budgeted expenditures still meeting our fund balance target
g
set by the policy.
The Finance Director reports that the slightly increased funding from the various funds
will not adversel im act our ability to complete other planned projects/expenditures.
Y p
Atchs:
Bid tabulation
CIP project sheet
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CAPIT.A�L Il��.'RO�TEl��.Er1'T PL�►N
City of Hopkins, l��T
Pro�ect # 13-CIP-B011
Pro�e�t Nam� public Works Garage Upgrade
Future
ZQ 16 thYu Z�zO Department Public Works: BldglEquip Ser
Contact Public Works Director
7Cype Improvement
; �
Useful Life 30 years
Category Buildings: Public Works
Priority 1 Urgent
Description
t Public Works was constructed in 1981, an addition was added in � 995. The floor hoist was installed in
The current Vehicle Mamtenance Garage a
1989 and existing ventilation, installed in 1989.
eed. of u ades.� Predominantly, upgrades are needed in the vehicle maintenance area of the facility. This
The current Public Works Fac�llty ls 1n. n p�
area was not unproved as part of the
2003 Public Works Facility project. The existing, in-ground vehicle lift is antiquated, with outdated
umerous cracks, is not level and the garage drain system is inadequate. Lrghting is old and insuff'icient.
tecllnology. The floor has n
Disconnect from current emergency power generator that ls shar
ed with the Fire Station. Install existing large portable generator and reconfigure
• ' ' e standb emer ency power so that the building can continue tio function iri the event of a prolonged power
build�ng electr�cal service to provld y g
outage. - "
The vehicle wash by has equ�pment th
at is mounted inside the space and as such, is subject to accelerated corrosion. The floor and walls need a
corrosion-resistant epoxy coating. .
•' nt fixtures with minimal use of natural lighting to reduce energy consumption. Upc�ated lighting
The current velucle storage utxlizes 78 iluoresce
controls would also provide energy savings.
e site would eatl im rove the de artment's outdoor stora e ca ability and ef�ciency.
A,n additional covered stora e area on the north side of th Y .
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. __ _ _ ,
Justification , , . .
t-of-c�ate vehicle lift, deteriorated flooring, inadequate ventilation and floor drainage systems.
Current vehicle maintenance area has ou .
Facility lighting upgrade to zed.uce energy consum�tion is needed.
Vehicle wash bay area equipment is subject to corrosion _in the .current configuration.
, .
Additional covered outside stoxa e is needed for ef� ciency of o erations. ,
� . � ,
• 2017 2018 2019 2020 Total.
Exp end�tures 2016
Construction/
Mainfienance 670,000 .670,000
, ' 670,000
To�al s7o,000 .
' ces 2016 2017 2018 2019 2020 Total
Funding Sour 310,000
CI - Capital Improvement Fund 310,000 90,000
RF - Refuse Fun� 90,000
90,000
SF - Sanitary Sewer Fund 90,000 90,000
SU - Storm Sewer Fund 90,000
V`/F - Water Fund
90,00� 90,000
�`ota.l
670,000 � 670,000
Budget Impactl4ther �
Project cost changed from $220,000 to $670,000
54% to be paid with Enterprise funds ($360,000)
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_ Tuesday, October 13, 201 S
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