06/21/1994 - City Council SpecialAGENDA (REVISED)
SPECIAL CITY COUNCIL MEETING
Tuesday
June 21, 1994
5:00 p.m.
Eagan Municipal Center Building
1. ROLL CALL & ADOPTION OF AGENDA
REVIEW KSTP CHANNEL 5 TAPE "EAGAN DOWNTOWN"
II. CEDARVALE SPECIAL SERVICE DISTRICT
TWIN CITY POULTRY STATUS
III. POLICE FACILITY CONSTRUCTION /CONSIDERATION OF
MULTIPLE BID PACKAGES
IV. OTHER BUSINESS
V. ADJOURNMENT
MEMO
city of eagan
TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: JUNE 20, 1994
SUBJECT: SPECIAL CITY COUNCIL MEETING
The regular City Council meeting agenda includes an item under consent H. Award Bids
Multiple Bid Packages for Police Facility Construction. After a review of all 29 separate
bids for the police facility building, it has been determined that three (3) of those bids are
higher than the Construction Manager's estimate. As a result, the City Administrator has
changed the Special City Council meeting III. from Community Development Update to
Review Police Facility Construction Multi Bid Packages. This will allow the City Council
an opportunity to review the bids with Mike Stowe prior to discussion and consideration
at the regular meeting.
Attached is a copy of a memo prepared by the City Administrator and bid tabulations
prepared by E & V Construction for Council review.
City Administrator
Attachments
TLH /jeh
TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: JUNE 20, 1994
SUBJECT: POLICE FACILITY BIDS
BASE BIDS
city of eagan
Bids were received for the Police Facility building on Wednesday, June 15, 1994. A first
and quick analysis following the twenty -nine (29) bids indicated a total bid slightly Tess
than the budget for the Phase I Police Facility. Late Friday and after a complete analysis
by E & V, the actual bid is 5% over the original budget or ($181,381.00). The total of the
low bids is $3,729,141.00 in comparison to the original budget of $3,547,760.00.
Early Monday morning, June 20, the City Administrator, Assistant to the City Administrator
Hohenstein, Chief of Police, Mike Stowe and Dewey Thorbeck met to discuss each of the
twenty -nine bidders and to analyze why the total bid exceeded the budget estimate. Most
of the increase is in the area of Plumbing, HVAC, Fire Protection and Electrical. The bid
overage for these four (4) bids total's ($176,000). The other twenty -five (25) bids were
essentially on budget. The HVAC bid was the most significant of the bids which came
in higher than was expected by the Architect and Construction Manager. Building activity
and the construction economy are the significant factors in this cost, in that the trades are
extremely busy resulting in higher bids.
tt should be noted the second low bid in most bid categories would substantially increase
the cost of the project.
ALTERNATIVES FOR REDUCING BIDS
At the Steering Committee meeting held later on Monday morning, alternatives for
reducing the total bid were discussed in detail. The following is a summary of the options
from that discussion:
1. Re -bid various bid packages - According to E & V, certain aspects of the building
were re- designed and re -bid, the new bid amount would likely be the same with less
quality. Inflation and busy contractors are the reasons.
MEMO
POLICE FACILITY BIDS
JUNE 20, 1994
PAGE 2
2. Eliminate or reduce the scope of certain construction bids - For example build the
shaft for the dumb waiter but delay installation of the equipment. This might
generate a $5,000 - $7,000 savings.
3. Change Orders - It may be possible to reduce a limited number of costs through
change orders with the various contractors. In order to consider this type of
savings, though few in number, the low bids must be awarded and a revision would
occur as a deduct change order.
4. Another consideration would be using City crews for portions of the project - For
example using personnel to perform some of the painting. The obvious concerns
are the lack of training and expertise and the impact on a service program if
personnel time is allocated for an element of the construction. There are also very
few types of activities where this could occur.
Choices are limited for reducing the bids and might prove to be cumbersome to the
project with minimal savings.
ALTERNATES
There were five (5) alternate bids totalling $28,629. The total bid does not reflect any of
the alternates, all of which are additions, not deducts. Proposed as alternates were the
following:
No. 1 - Screen wall around generator (faces Pilot Knob Road) - $12,309
No. 2 - Screen wall around radio tower (visible from Pilot Knob Road & Wescott) -
$2,725
No. 3 - Decorative wall south end of Police Facility by dispatch area - $3,720
No. 4 - Skylights - $2,875
No. 5 - Roof plantings - $7,000
Alternatives No. 1 and 2 should be given consideration for the reason that private
development is generally requested to provide this type of screening.
BUDGET CONSIDERATIONS
POLICE FACILITY BIDS
JUNE 20, 1994
PAGE 3
In Tight of the bids received, E & V is preparing square footage cost comparisons with
similar facilities in the metropolitan area. This will be available for Council review on
Tuesday.
As a separate matter, the Steering Committee is concerned that the bid overage for the
Police Facility not be deducted from the budget for the City Hall Facility. Obviously every
effort will be made to keep that phase of the total project at bid. Bids will be advertised
in the fall, 1994, which is a more favorable time of the year to consider construction bids.
As a reminder, the total budget for the Police Facility and City Hall Facility is $5,866,000.
The breakdown is $3,549,760 for Police and $2,316,300 for the Municipal Center
remodelling.
SUMMARY
It should be noted that several building materials and uses were eliminated before bids
were advertised in an effort to keep the project cost at budget. See attached list from
Police Chief Geagan.
Mike Stowe will be present at the workshop to discuss in greater detail the bids and
answer any questions the City Council might have about the construction budget.
After consideration was given to alternatives for reducing the bids, the Steering Committee
is recommending that the Police Facility budget and total budget be adjusted to allow for
the project to proceed ahead. If savings can occur in the F.F. & E. or the contingency
of $70,000 is not fully used, the total project cost can be adjusted in the end. There have
been many meetings held during the past weeks /months to consider variables to the
project in an effort to meet the budget. This building will serve the community for many
years and any further adjustments or deducts will begin to impact the integrity of the
building.
City dministrator
cc: All Dept. Heads and other members of Steering Committee
Mike Stowe, E & V
Dewey Thorbeck, Thorbeck Architects
TLH /jeh
BUILDING CUTS
1. Burnish Block - various locations in building.
2. Generator back up system
3. Secondary (Back -up) air conditioning system in Community Center
4. Security system - eliminated numerous card readers, key pad scramblers, door
monitoring and video cameras in cells and parking lot
5. Eliminated windows with blinds in the offices
6. Eliminated full basement (Tactical Training Room)
7. Reduced total square footage and relocated drug task force
8. Tactical briefing area - eliminated shower, venting system and emergency eye
wash
9. Eliminated one personnel locator (police register)
10. Eliminated built -in cabinetry in a number of rooms
11. Eliminated a new radio antenna (will move the old one instead)
12. Eliminated a phone room in the new P.D. and will utilize old room
13. Relocate current radio equipment rather than purchase new
14. Eliminated adding a third radio console
15. Eliminated holding cell monitoring equipment in watch commander's office
16. Eliminated padded cell and group cell
17. $46,000 in furnishings, fixtures and equipment will be deferred to future police capital
budgets
O 30
31
29
w 21
&
U,
INCORPORATED
.
W
612
N
559
51
.-,
TOTALS
BD 29: Metal Shelving Material Handing Group
1 BD 25: Electrical
1 8D 21: Dumb Wafter
1 BD 20: Access Floor 1
1 8D 19: Specialties
1 8D 18: Lockers and Benches
1 8D 17: Elevator
1 BD 16: Aluminum, Glass and Glazing
1 BD 15: Casework
1 BD 14: Carpet and Vinyl Flooring
1 8D 13: Quarry and Ceramic Tile
1 BD 12: Overhead Doors
1 BD 11: Painting and Wall Covering
1 BD 10: Acoustical Ceilings
1 BD 09: Steel Studs and Drywaf
1 BD 08: Roofing and Related Sheet Metal
1 BD 07: Hardware
1 BD 08: Hollow Metal Doors and Frames
1 BD 06: Carpentry
1 BO 04: Steel Supply and Erection
1 BD 03: Precast Plank Spancrete Midwest Co.
1 BD 02: Masonry and Stone Northland Concrete and Masonry
i�,iS'.i':i� %:::ifr'��: <Y^•<• .Y.,.. ;1 %'%Y ::fF OYYIiY >Y1
I BD 01: Concrete Footings, Foundation & Flatwo
1ldinnesota Elevator Inc.
Avalon Systems, Inc.
Bartley Sales Co., Inc. 1
4ystrom, Inc.
Schindler Elevator Corporation
H armon Contract WSA, Inc. I
-Wideman- Hamm, Inc.
CLT Floor Coverings, Inc.
13razzlnl Brothers & Company
'Industrial DoorCo.. Inc.
okp 'a{ep8unoA uosuP
1Anohitectural Sales of MN, Inc.
Minuti-Ogle Company, Inc.
AWR, Inc.
Glewwe Doora, Inc.
Glewwe Doora, Inc.
L und Martin Construction
lEtergh's Fabricating, Inc.
�.L<. rxxx;fi: }x ?¢ St Al yffyXl Yx¢f�x SLR #ii /ii xe'�Y
f1Orlhland Concrete and Masonry
$3,064141.00
$4,219.001
58,aU0.00 1
518,900.001
596,345.001
5417,905.00
$41,600.00
5559.000.00
0152,009.00
513,237.00
56,903.001
$13,970.001
534,728.001
523,950.001
$151,996,001
$73,914.001
646,486.001
$1 2,995.00 1
1 $10,457.00
532,045.00
$23,274.00
$ 108,760.00
569.952.00
1 $19,150.001
519,530.00
1
$130,500.00
$137,000.00
$75,427.00
1 $570,000.00
x2 ia/7111'lii'f,>r':
5195,000.00
$75,427.001
M1Y %
fv ?EE2!l
..:x.a +.�xxx �'�
A
53,064,141.00
$4,219.0011
sa,aaa
51s,eoo.001
596,345.001
$417,905.001
541,800.001
$559,000 001
6152,000.001
L 513.237.001
56 ,903.00
1 513,970.001
1 634,728.001
1 $23,950.001
1 5151,996.001
$73,914.00;
1 $46,488.00
1_ 512,995.001
L $10,457001
$32,045.00
L _ 523,274.001
L __ S108,760.00 1
1 569.952.001
1 519,150.001
519,53
1 5130.600.00
l $137,000.001
$570,000.001
I
1
I 6195,000.00
I
.00
_
11 $889.00
II $400.00
y
_
7
—: <..� it "__ ..
c
- .
$12,725.00
$170.00
5155.00
1100.00
.51, 0
+
O N O s
53,720.00
N
975.00
101,000.00
151,500.001
I 61€0.00l
1 $215.001
00'000
$7,000.001
04 P.02/03
• n
f'f
0
W 0 2
O
0
0
R ■97% 612 559 5104 06 -17 -94 03:24PM P002 #46
R -97%
JUN -17 -1994 15:29 E & V, INCORPORATED 612 559 5104 P.03/03
m ii. t
r ' i i O IIi la !p n `D
� m WNJOOA V VIOI rp J P ! OV V Of F. it W N J c n o
1 23 OgcomMmyM>mrmky>00 ossayx G ni m
c • C r r °°°
a 3 ffi c1 n i a ▪ m C
1
10 P3
f F liliga� 1 a C
ci
�x.
li i 1
Y i 42. i i a 3 q
leg
NM
gl
««tt + eiigI 4Ma 4. M
.� - r + + + M
A m Ql d/ y i N 6 N ft d M A W P Ni O Al tJ �Oi �O m m O 4 P P P
- + 00 0000 w 0 . 04 -1 Q 1W - 04.
& W 1 0U 0 0 CA 00
O 0
.
wpPIRTAPPo :4100poPO•PYINPO'PPP000VOO
OOOO00000000eee°oe000000000 0 0
PvmR
E
I:! I....
v ` tuor
m
cm
TOTAL P.03
612 559 5104 06 -17 -94 03:24PM P003 #46