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CR 03-059 Award Bid - Downtown Park Stage . . . March 28, 2003 ( '\ CITY OF I ~: Council Report 2003-059 HOPKINS AWARD BID FOR THE DOWNTOWN PARK STAGE INSTALLATION Proposed Action Staff recommends adoption of the following motion: Move to award the bid for the installation of the staQe for Downtown Park. This action will allow City staff to have the stage installed this spring prior to the Music In The Park summer concert series. Overview This project was reviewed at City Council work sessions on January 14, 2003 and January 28, 2003. Recommendati.on for approval for this structure was made by the I?ark Board at the January 27,2003 Park Board meeting. Preliminary schematic design costs have been prepared' by Brauer and Associates for the project. City Council approved the purchase and installation , of the stage at the February 18, 2003 City Council meeting. The Capital Improvement Plan for 2002 listed this as Project 01-CIP-P207. Funding sources were identified as Park Dedication Funds for $70,000. The preliminary cost estimate was $98,000. The stage was ordered for $26,832 including taxes and shipping. Installation low bid is $54,207. Consultant fees of $16,600 result in a total project cost of $97,700. Primarv Issues to Consider . Quantity of bids received. . Is the apparent low bidder qualified? . What is the timing of the proposed project? . What can staff do to keep project costs lower? Supportinq Information . Bid tabulation . Council minutes (February 18, 2003) . Preliminary Schematic Design Cost Estimate (February 12, 2003) . Capital Plan Project #01-CIP-P207 . Do w P rk View Financial Impact: $ 97.700 Budgeted: Y/N ~ Source: PDF Related Documents (CIP, ERP, etc.): Hopkins 2002 - 2006 CIP Proiect #01-CIP-P207 Notes: . . . Primary Issues to Consider Q Were there an adequate number of bids received? The project was advertised in the Construction Bulletin and the Hopkins Sailor. Eighteen sets of plans were distributed. Eleven bids were received for the project. The average bid was $67,100 and the low bid received was $54,207. The second low bid was $56,525. The low bid received . appears to be favorable and representative of current bidding climate. Q Is the apparent low bidder qualified? The apparent low bidder, Gen-Com, has done similar and much larger projects for other cities. Annandale, Minneapolis and Richfield have completed or recently awarded Gen-Com projects. Staff will recommend award to Gen-Com. Q What is the timing of the proposed installation? If award of bid is authorized, the installation of the stage should be complete by the start of the Music In The Park series, which begins on July 10, 2003. The stage has been ordered and delivery is anticipated by April 15th. Q What can staff do to keep costs down on the project? Work to be completed in-house includes tree removal, shrub and concrete removals, minor storm sewer adjustment, a keystone retaining wall, landscape improvements and sod restoration. City crews will also be installing the roof structure, saving the alternate bid amount of over $8,100. . . . DOWNTOWN PARK PERFORMANCE AREA DEVELOPMENT ,MARCH- 26. 2003 BID TABULATION BIDD~R GEN-COM SUNRAM CONSTRUCTION DONAHUE CONSTRUCTION, INC. GLADSTONE CONSTRUCTION, INC. GLOBAL SPECIAL TV CONTRACTORS, INC. GEORGE F. COOK CONSTRUCTION CO. L. S. BLACK CONSTRUCTORS, INC. ENVIRONMENTAL ASSOCIATES, INC. WEBER A & I CONSTRUCTION, INC. J. S. GATES CONSTRUCTION CO., INC. TOTAL BASE BID AMT. $ 54,207.00 $ 56,524.80 $ 57,149.00 $ 581627.84 $ 64,213.70 $ 65,308.26 $ 66,160.80 $ 66,185.00 $ 67,342.50 $ 69,860.50 $112,800.00 DOWNTOWN PARK PERFORMANCE AREA PRELIMINARY SCHEMATIC DESIGN COST ESTIMATE 2/12/2003 . Item DescriDtion Est. Cost 1 Gradina / earthwork 2000.00 2 Concrete oavement for walks & ramps 1 725.00 3 Concrete steps 1.800.00 4 Handrail for ramos and steos 5 500.00 5 Concrete slab I staae 5.000.00 6 Select aranular fill 1 625.00 7 Concrete footinas 1 400.00 8 Concrete wall I foundation for elevated staae 7 500.00 9 Electrical svstem & liahtina 4 500.00 10 Install bandshell structure 8000.00 11 201 x 40' wave band shell structure 25 000.00 12 Aoproximate cost for uoarade to custom ornamental steel columns 3 000.00 13 Ornamental sound wall (steel Jramework with inset wood panels) - 4,000.00 budaet cost 14 Proiect Lavout & Gradino Survevino/Stakina 3 000.00 Subtotal: 74 050.00 Continaencv (Q>. 10% 7405.00 Consultant Fees Survevino etc: (budoet' 16 600.00 Preliminary Schematic Desian Cost Estimate Total: $ 98.055.00 ~ 1 a Sod restoration b Landscape Improvements: shrubs & mulch c Relocate memorial d Removals as necessary for construction: tree & shrubs, concrete sidewalk, etc. e modular block 'retaining wall south of performance area f storm sewer adjustments / Work completed in-house by City Crews in coni unction with repavina proiect: . Brauer Associates, Ltd. Proj. 02-17 . schematic est-revised 02-12-03.xls Downtown Park Schematic Cost Estimate - 1 03-02-18 Page 2 of 4 Jensen, aye; Council Member Rowan, aye; Mayor Maxwell, aye. The motion carried unanimously. VI. NEW BUSINESS 1. Hopkins Area Little League Request for Maetzold Field #2 Lighting (CR2003-28) The lights are no spill lights. The lighting will stay on the site. The Hopkins Park Board reviewed the project and recommends approval with an agreement between the City and the Hopkins Area Little League for financing. The project is in the 2004 Capital Improvement Plan. The total project price will be paid for by the League. The City may have to expend approximately $3,000 to upgrade the electrical main panel in the concession room to accommodate the lights. The League will be requesting that the City loan $30,000 to them. They plan to pay it off in four years. Residents have been notified. Two negative responses have been received. Kevin Thomas of the Hopkins Area Little League appeared and stated that the installation of the lights will be done in March or April when the ground is still frozen. The electricians will wait until the ground is completely thawed. It probably won't be done for opening day. Council Member Rowan moved and Council Member Brausen seconded a motion to approve the addition of ball field lighting to Maetzold Field #2 and to authorize the Mayor and City Manager to enter into an agreement with Hopkins Area Little League for project financing. A poll of the vote was as follows: Council Member Brausen, aye; Council Member Jensen, aye; Council Member Rowan, aye; Mayor Maxwell, aye. The motion carried unanimously. 2. Accept Bids, Order Assessment Hearing, 5th Ave Reconstruction (CR2003-32) The bid opening was held on February 14, 2003. The low bidder for the project was Valley Paving at $888,133.77. The total cost of the project including engineering costs, administrativellegal fee, and a 10% contingency is $1,135,167.21. The estimated assessment amount is $690,000. Staff suggested a public hearing on March 18, 2003. Mr. Stadler reviewed the schedule. A contract for street lighting and property acquisitions will be brought back to the Council. Council Member Jensen moved and Council Member Brausen seconded a motion to adopt Resolution 2003-19, Resolution Accepting Bid for 2003 Street & Utility Improvement Project; Resolution 2003, Resolution Declaring Cost to be Assessed, and Ordering Preparation of Proposed Assessment; and Resolution 2003-21, Resolution for Hearing on Proposed Assessments, 2003 Street and Utility Improvements, City Project 02-10. A poll of the vote was as follows: Council Member Brausen, aye; Council Member Jensen, aye; Council Member Rowan, aye; Mayor Maxwell, aye. The motion carried unanimously. 3. Authorize Purchase of Downtown Park Stage (CR2003-27) The project was reviewed on January 14th and January 28th work sessions. The Park Board recommended approval. Several public meeting were held. The project was listed in the 2002 Capital Improvement Plan. The preliminary cost estimates are for $98,000. By having City Staff do the install and landscaping, the cost can be cut to $83,000. The Park Dedication Fund can support the project to this amount. If approval is given, the project can be completed prior to the start of Music in 3/28/2003 03-02-18 Page 3 of4 the Park. Mr. Vogtman explained the Park Dedication Fund, the Bench Dedication program and the history of the discussions of a permanent structure in the park. Council Member Brausen moved and Council Member Jensen seconded a motion to approve the purchase and installation of the stage for Downtown Park. A poll of the vote was as follows: Council Member Brausen, aye; Council Member Jensen, aye; Council Member Rowan, aye; Mayor Maxwell, aye. The motion carried unanimously. 4. Approve Lease Agreement with SuperValu, Public Works Department Temporary Relocation (CR2003-34) The Public Works redevelopment plan includes the demolition of the existing storage facilities and extensive site improvements. Public Works employees and equipment need to be moved off the site during the construction. Three sites were evaluated. The SuperValu North Annex site was chosen as most suitable. The City Attorney drafted the agreement. The lease provides 31,775 of building space and 1.7 acres of land. The cost is $6,900 per month with the possibility of reducing that amount if one of the buildings is vacated prior to the end of the lease. Council Member Brausen moved and Council Member Jensen seconded a motion to approve a lease agreement between the City of Hopkins and SuperValu, Inc. for the temporary relocation of the Public Works Department to the SuperValu North Annex site. A poll of the vote was as follows: Council Member Brausen, aye; Council Member Jensen, aye; Council Member Rowan, aye; Mayor Maxwell, aye. The motion carried unanimously. Mayor Maxwell called a break at 8:15 p.m. Mayor Maxwell re-called the meeting to order at 8:20 p.m. 5. Approve Final Design and Authorize Bids, Facilities Project (CR2003-27) Steve Stadler reviewed the history of the project. The final design is complete. The Zoning and Planning Commission has reviewed the project and recommended approval. James O'Shay, project architect, reviewed the plans and design of the Fire Station and Public Works improvements. The Police Department plans will be complete in approximately six weeks. Mr. Stadler listed the objectives of the project and stated that those objectives have been successfully met in the design. Council and staff discussed agreements with the School District. The City will have to renew the tennis courts agreement this year. Dave Chase of Cross Anderson, project manager, reviewed the process of addressing the co- ordination of the project with the school and with the Pavilion. Mr. Anderson said that there is a lot of interest among construction companies in the project. This will help the bid process. Council Members commended the team that has worked on the project design. They did a great job. 3/28/2003 . CAPITAL PLAN City of Hop~s, MN ~ '<OJ'''' 01-ClP-P207 Project Name Park Stage 2002 thru 2006 Contact PW Director Department Public Works: Parks Type Improvement Useful LIfe Category ParksIForestrylPavilion: Community F Priority 2 V cry Important '{ }~ .. i ,j I!, .( ... , '1 , Description I Downtown Park: Stage for park/recreation purposes Justification I Portable stage has created problems with ADA accessibility, is getting old, and has created employee safety concerns. Design~ 200 I .Previously discussed and studied m. November 1944 Ranked Category #1 on Park'Board Project List, April 2001 Expenditures Construction/Maintenance 2002 70,000 70,000 2003 2004 2005 2006 Total 70,000 70,000 Total Funding Sources PDF- Park Dedication Fund 2002 70,000 70,000 2003 2004 2005 2006' Total 70,000 70,000 \" Total . 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