09-03-09 agenda packetCITY OF RICHFIELD, MINNESOTA
THURSDAY, SEPTEMBER 3, 2009
SPECIAL CITY COUNCIL MEETING
CITY COUNCIL CHAMBERS
6700 PORTLAND AVENUE
5:30 P.M.
AGENDA
Call to order
Roll call
1. Council approval of agenda
2. Consideration of authorization of roof replacement of rink one at the Richfield Ice Arena
by QT commercial Roofing for $145,675
Staff Report No. 173
Notes:
3. Consideration of Contract Change Orders #3, #4 and #7 for the Renovation of Lincoln
Athletic Complex
Staff Report No. 174
Notes:
4. Discussion of 2010 Proposed Budget and Tax Levy
5. Adjournment
Auxiliary aids for individuals with disabilities are available upon request. Requests must be
made at least 96 hours in advance to the City Clerk at 612-861-9738.
AGENDA ITEM # 2
REPORT # 173
J
STAFF REPORT
CITY COUNCIL MEETING
SEPTEMBER 3, 2009
REPORT PREPARED BY:
DEPARTMENT DIRECTOR
REVIEW:
REVIEWED BY CITY
MANAGER:
~~
BRANDON KLEMENT, FACILITIES
MANAGER
NAME, TITLE
ITEM FOR COUNCIL CONSIDERATION:
Consideration of authorization of roof replacement of rink one at the Richfield Ice Arena by QT
Commercial Roofing for $145,675.
RECOMMENDED ACTION:
By Motion: Accept the bid minutes/tabulation and approve QT
Commercial Roofing to perform roof replacement of rink one at the
Richfield Ice Arena.
II. BACKGROUND
During June of 2008, a severe storm came through Richfield that included
damaging winds and hail. The City of Richfield's insurance representative, Allied
Adjusters, determined that the roof was damaged from the hail and that it was to
be replaced. Allied approved a claim to replace the roof in the amount of
$135,000.
The notice of bids for the roof replacement was published in the Richfield Sun-
Current on August 6, 2009 and a formal bid opening was held on August 17,
2009. The lowest bid was received by QT Commercial Roofing in the amount of
$145,675. Specifications included installation of 35-year fiberglass asphalt
shingles, replacing the shingles on the cupola with metal fascia and installing
R25 insulation over the decking. The existing roof does not have decking
insulation and the new insulation will reduce energy costs of the facility by ,
approximately $8,000 per year. The shingles are being replaced by metal fascia
because the existing shingles on the cupola are in constant repair.
0903 Arena Roof Bid
__
__
III. BASIS OF RECOMMENDATION
A. POLICY
• City expenditures exceeding $100,000 require advertising of sealed
bids through public notice.
B. CRITICAL ISSUES
• Approval at the September 3, 2009 Council meeting will facilitate
completed roof replacement by September 30, 2009. Outdoor
temperatures in September offer excellent conditions for asphalt
shingle installation.
C. FINANCIAL
• Funding for this project will come from the following sources:
1) Insurance settlement $135,000
2) Rebate 2,500 ,
3) First year energy savings 8,000
Total funding available $145,500
D. LEGAL
• The bid opening held on August 17, 2009, was in accordance with
legal requirements.
E. ENVIRONMENTAL
CONSIDERATIONS
• None
IV. ALTERNATIVE RECOMMENDATION~S~
• None
V. ATTACHMENTS
• Bid Minutes/Tabulation
VI. PRINCIPAL PARTIES EXPECTED AT
MEETING
• None
0903 Arena Roof Bid
~~i
CITY OF RICHFIELD, MINNESOTA
Bid Opening
August 17, 2009
10:00 a.m.
2009 Ice Arena Rink One Roof Replacement
Bid No. 09-14
Pursuant to requirements of Resolution No. 1015, a meeting of the Administrative Staff
was called by Beth Dawson, Acting City Clerk, who announced that the purpose of the
meeting was to receive, open and read aloud, bids for 2009 Ice Arena Rink One Roof
Replacement, as advertised in the official newspaper on August 6, 2009.
Present: Beth Dawson, Acting City Clerk
Brandon Klement, Facilities Manager
Cheryl Krumholz, City Manager Representative
The following bids were submitted and read aloud:
Bidder's Name Bid Bond Bid Amount
QT Commercial Cashier's Check Provided $145,675.00
The Acting City Clerk announced that the bids would be tabulated and considered at the
September 3, 2009 Special City Council Meeting.
Beth Dawson Acting City Clerk
AGENDA ITEM # 3
REPORT # 174
J
STAFF REPORT
CITY COUNCIL MEETING
SEPTEMBER 3, 2009
REPORT PREPARED BY:
JIM TOPITZHOFER, RECREATION SERVICES
DIRECTOR
1V~iME, TITLE
DEPARTMENT DIRECTOR REVIEW:
REVIEWED BY CITY MANAGER:
ITEM FOR COUNCIL CONSIDERATION:
Consideration of Contract Change Orders #3, # 4 and #7 for the Renovation of Lincoln Athletic
Complex.
I. RECOMMENDED ACTION:
By Motion: Approve Contract Change Order #3 to remove a buried drain system in the
amount of $602.00, Change Order # 4 to remove two buried dugout foundation/footings
in the amount of $1,430.00, and Change Order #7 to upgrade horizontal fencing posts
in the amount of $7,500 for the Lincoln Athletic Complex.
II. BACKGROUND
The City of Richfield authorized a contact with Ebert Construction Inc. on June 23, 2009 for the
renovation of Lincoln Athletic Complex. Staff is recommending Council to approve Contract
Change Order #3 and #4:
Change Order #3 - An abandoned French drain system was discovered during the
demolition of the storage building. This building was originally equipped with a concession
stand including a sink. A make shift drain was installed and then abandoned when the
concessions for the complex was moved to a newer building. The removal of the drain is
required by the State of Minnesota. The cost to remove it is $602.
Change Order #4 -Footings and foundation for two dugouts were discover buried
underneath the surface and needed to be removed because of the location of fencing for the
new fields. The cost to remove both foundations is $1,430.
0903 Lincoln Athletic Complex Change Order 3&4
~/
Change Order #7 -The fencing contractor and architect are recommending upgrading
the horizontal fencing components to a heavier gauge to better handle wind and ice loads. The
cost of the upgrade is $7,500.
III. BASIS OF RECOMMENDATION
A. POLICY
• It is appropriate for City Council to review and approve contract change
orders which are additions to the project contract.
B. CRITICAL ISSUES
• The Contractor is under a time constraint to complete site demolition,
grading, irrigation and seeding by September 24, 2009 in order to establish
turf for the next season.
C. FINANCIAL
• If approved, the three contract change orders will change the contract for
Ebert Construction as follows: ~.
Base Bid, Alternates and previous approved change orders $ 993,970.20
Change Order #3 602.00
Change Order #4 1,430.00
Change Order #7 7,500.00
New Contract Amount Cost $1,003,502.20
Funding for the remainder of this project will be in the form of an internal loan
to the City's recreation fund, paid back from future proceeds from City liquor
store operations, the same manner that the City financed the outdoor pool
renovation in 2003.
D. LEGAL
• None
E. ENVIRONMENTAL CONSIDERATIONS
• None
IV. ALTERNATIVE RECOMMENDATION(S~
• None
V. ATTACHMENTS
• Change Order #3
• Change Order #4
• Change Order #7
VI. PRINCIl'AL PARTIES EXPECTED AT
MEETING
• None
~I _
2335D County Road 9 D
Corcoran, MCI 55357
Ph : 7fi3-498-7844
Ghange Proposal
Ta: Kevin Busch
Busch Architects Inc
Suite 501
2402 University Ave W
St Paul, MN 55914-1745
Ph: (651)645-6675 Fax: (651}645-8071
lumber: 3
Date: 7!31/09
Job: 6520 Lincoln Athletic Complex
Phone:
Description: Removal of Existing Drain
We are pleased to offer the following specifications and pricing to make the foilowing changes:
A Drain line has been found at the existing 2-story building. Per Jim T. this is to be removed. Due to unknown conditions,
distances, depths and type of drain system Ebert Construction is proposing the foilowing unit prices for the following work.
-Excavate to expose existing drain line
-Continue excavation to expose drain fine to it`s termination point.
-Expose tank, french drain or what ever the end point is.
-Remove entire system.
-Photographic documention wilt be taken
-It is recommended to have a city staff an site to direct and verify condi#ioins
Pricing is as follows;
$33 per cubic yard to remove and stockpile existing sons.
$10 per cubic yard to place and compact existing soils.
$15 per cubic yard to import, place and compact soils. {only needed if removed drain system is large enough to create a void)
$65 per hour for superintendent
$75 per hour for project management
Contract time extension to be actual time incurred
The price of this change proposal is intentionally left at $0. Once all the information is gathered the above unit prices will be used to
present a total dollar amount. .
ACTUAL AMOUNTS
14 cubic yards were excavated, stock piled, replaced and compacted. Price break down is as follows
$33 x 14 c.y. _ $462 Remove and stockpile
$10 x 14 c.y. _ $944 Place and compact
Grand Total $602
The total amount to provide this work is ..............................
(Please refer to attached sheet for details.}
If you have any questions, please contact me at .
$602.00
Page 1 of 3
~~~~`T'
CONSTRUCTION
23350 County Road 90
Corcoran, MN 55357
Ph :763-498-7844
Submitted by:
Gc:
Approved by:
Date:
Page 2 of 3
__ 3-3
OOiiBTRUOTiQN
23354 County Road 40
Corcoran, MN 55357
Ph :763.498-7844
Change Proposal 3 Price Breakdown
Cantinuatian Sheet
Aescriptlon: Removal of Existing Drain
Qesaription Labor Material Equipment Subcontract Other Price
Earthwor[c $547.00 $547.00
Subtotal: $547.00
$547.00 90.05% $55.4(]
Tatat: $602.00
Page 3 of 3
iE3iE3T
CONSTRUCTION
To: Kevin Busch
Busch Architec#s Inc
Suite 501
2402 University Ave W
St Paul, MN 55114-1745
Ph: {651)645-6675 t=ax: (659)645-8071
Description: Existing Foundation Removal
~~
Change Proposal
Tlumber: 4
Date: 8/10/09
.lob: 6520 Lincoln Athletic Complex
Phone:
23350 County Road 10
Corcoran, MN 55357
Ph :763-498-7844
We are pleased to offer the following specifications and pricing to make the fallowing changes:
Includes removal and disposal of (1) existing foundation and footings, place and compact fill to grade. This proposal is an each
price and will change based on the qty. removed
The total amaun# to provide this work is ....................................................:.................. ...................... X9,430.00
{Please refer to attached sheet for details.}
Please note #hat Eberle Construction will require an extra 1 day.
If you have any questions, please contact me at .
Submitted by: Ebert Construction, inc.
Cc:
Approved by:
Date:
Page 1 of 2
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sE38~T
ooasTauanaw
Change Proposal 4 Price Breakdown
Continuation Sheet
Description: Existing f=oundation Removal
23350 County Road 10
Corcoran, MN 55357
Ph :763-498-7844
Description Labor Material Equipment Subcontract Other Price
Earthwork $1,300.00 $1,300.00
Subtotal: $1,340.40
$1,300.00 10.00°10 $130.00
Total: $1,430.40
€'age 2 of 2
~3E~T
CONSTRUCTION
--_ ___
___ _ _ _ __
~3--~ 23350 County Road 10
Corcoran, MN 55357
Ph :763-498-7844
To: Kevin Busch
Busch Architects Inc
Suite 501
2402 University Ave W
St Paul, MN 55114-1745
Ph: (651)645-6675 Fax: (651)645-8071
Description: Upgraded Chain Link Fencing
Change Proposal
Number: 7
Date: 8/26/09
Job: 6520 Lincoln Athletic Complex
Phone:
We are pleased to offer the following specifications and pricing to make the following changes:
Supply and install upgraded chain link fencing
The total amount to provide this work is ..................................................................................................
(Please refer to attached sheet for details.)
If you have any questions, please contact me at (763)498-7844.
$7,500.00 ~
Submitted by: Steve Jones Approved by:
Ebert Construction, Inc. Date:
Cc: Kevin Busch (Busch Architects Inc), Jim Topitzhofer (Richfield Recreation Services)
Page 1 of 2
a ~ .
~3~~T
CONSTRUCTION
Description: Upgraded Chain Link Fencing
3 --~
Change Proposal 7 Price Breakdown
Continuation Sheet
23350 County Road 10
Corcoran, MN 55357
Ph :763-498-7844
Description Labor Material Equipment Subcontract Other Price
Fences & Gates $7,500.00 $7,500.00
Subtotal: $7,500.00
$7,500.00 $0.00
Total: $7,500.00
Page 2 of 2