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HomeMy WebLinkAbout13.B.1. Approval of Plans & Specifications for New Fire Station-Res. No. 7075TO: FROM: SUBJECT: DATE: CITY OF SHAKOPEE Memorandum Mayor and City Council Mark McNeill, City Administrator Rick Coleman, Fire Chief Approval of Plans & Specifications for New Fire Station January 4, 2011 Comment: Introduction: The City Council is asked to approve Plans and Specifications for a fire station which would replace the current downtown fire building. Background: This new station will be known as Station No. 2. It would be located on approximately 3 acres of land on the south side of Lions Park, adjacent to the Upper Valley Drainageway. It would access from Vierling Drive. On June 1, 2010, the City Council authorized Oertel Architects to prepare preliminary plans, cost estimates, and specifications for the replacement station. They began design work later that month, and soil corrections were performed at the site. Over the ensuing months, Oertel has met several times with City staff, and has now produced a design and construction specifications which they will share with the Council at its January 4 meeting. The plan consists of five single deep equipment bays, office and support areas, a meeting room, a workout room, dispatch area, and showers and locker areas. The plan includes five bid alternates, which include: 1. Roof - mounted photovoltaic solar panel system 2. Backup generator and switch 3. Apparatus bay destratification fans 4. 3 exterior flag poles 5. Select outdoor concrete paving in drive areas, in lieu of bituminous Council will also be asked to authorize the architect to separately take bids for a self - contained breathing apparatus (SCBA) system. The estimated cost of this ($42,000) is included in the budget, but acquisition independent of the general contractor will provide a greater assurance that the product selected will be consistent with departmental needs. Project schedule: At the January 4 meeting, the Council is only being asked to approve plans and specifications. Normally, approval to authorize advertisement for bids would be requested at this time. However, Mayor Sdhmitt has asked that the Council first review a 13. I3. 1, comprehensive financial status report for the City before moving ahead with this project. That review will be on the agenda for the regular February 1st Council meeting. Assuming that the City Council is in agreement with moving the project ahead following the financial discussion, notices of the bid availability would be sent out the first week of February. The Council would review and, if appropriate, award the contract at its March 1 meeting. Construction would start in April. It is expected that substantial completion would be mid - November, with project close out by the end of November. The architect indicates that the delay of one month should not be a problem, and that the time to build is still very favorable. However, he notes that steel and oil prices have recently been rising, for which a delay might have a small impact. Budget: The budget described to the City Council in July was $2.98 million. The proposed budget for the current design of the building will be presented to the City Council is $92,000 more than that, or $3.072 million. Three items were not factored into the original budget, which led to the overage: 1. Soils Correction Costs - -Given that this is a site which had previously been undeveloped, it had not been anticipated that there would be soil issues. However, soil borings did turn up "organic" problems, possibly leftovers from an earlier dump site. 2. Electrical Service -- $23,000 has now been budgeted for 800 Amp electrical service from SPUC to be extended to this location. That had not been anticipated. 3. Fiber -Optic Telecommunications - $55,000 has been added to the budget to provide for computer communications, but it is anticipated that some cost sharing will be possible with the School District, as the extension of fiber optic cable to the new Jackson Elementary School passes site will be necessary. Council previously put $2.6 million into the fire station fund, and has levied an additional $400,000 to go into that fund, for a total of $3 million. Assuming that the Council wishes to proceed with this, any overage (the exact amount will be known when bids are opened) could come from the Building Fund. $400,000 had been budgeted for the acquisition of Fire Station Site No. 4 (in Louisville Township). However, it is likely that the future site will be able to be acquired for substantially less than that. That excess could be used to supplement the Fire Station construction budget. If the Council wants to keep the budget size to the $3 million allocation, the architect should be directed to reduce the size of the building — likely, one of the equipment bays would have to be removed. Note that the five bid alternates are all "add" alternates which have not been designed into the base bid. Therefore, rejecting those alternatives will not reduce the amount that the project budget is over the preliminary estimate. Recommendation: If the Council wishes to proceed with the construction of Fire Station Number 2, the next step would be to adopt the Plans & Specifications. Authorization to seek bids will be presented for consideration following the discussion of City finances on February 1St Alternatives: 1. Adopt Resolution No. 7075 a resolution approving the Plans & Specifications for Fire Station No. 2; and direct the architect seeks a separate self - contained breathing apparatus system. 2. Deny Resolution No. 7075. 3. Table for further information Recommendations: Staff recommends alternative. #1, approving Plans & Specifications for Fire Station No. 2. Relationship to Visioning: This supports Goal A — "Keep Shakopee a safe and healthy community where residents can pursue active and quality lifestyles "; and also Goal B — "Positively manage the challenges and opportunities presented by growth, development and change ". Action Required: If the Council concurs, it should, by motion, approve Resolution No. 7075: Resolution of the City of Shakopee, Minnesota, Approving the Plans & Specifications for Fire Station No. 2. `)/14‘ 41,CQ9 Mark McNeill MM:cn City Administrator A RESOLUTION OF THE CITY OF SHAKOPEE, MINNESOTA, APPROVING THE PLANS & SPECIFICATIONS FOR FIRE STATION NO. 2 WHEREAS, Shakopee City Council ordered Oertel Architects, Inc., to prepare Plans & Specifications for the construction of Fire Station No. 2, and has presented such plans and specifications to the Council for approval. NOW, THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, that such Plans & Specifications, a copy of which is on file and of record in the Office of the City Clerk, is hereby approved. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 2011. ATTEST: City Clerk RESOLUTION NO. 7075 Mayor of the City of Shakopee