HomeMy WebLinkAboutMay 07, 2002 Special Session TENTATIVE AGENDA
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SPECIAL SESSION SHAKOPEE, MINNESOTA MAY 7, 2002
LOCATION: 129 Holmes Street South
Mayor William P. Mars presiding
1] Roll Call at 6:15 p.m. —
2] Approval of Special Call of the Mayor
3] Old Business:
A] Scott County Jail Site (6:15 p.m.)
B] Award Contract for Construction of a New Public Library — Res. No. 5703
(6:45 p.m.)
5] Adjourn at 6:55 p.m.
3. A.
CITY OF SHAKOPEE
MPmnrandum
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: County Jail Presentation
DATE: May 2, 2002
The County has requested an opportunity to make a presentation to update the City
Council, and get feedback and guidance on some issues relating to the location of the
future Scott County Jail.
At the City Council meeting of January 15 Deputy County Administrator Gary Shelton
provided the Council with information on potential sites for a new Scott County Jail
facility. Since that time, the County Board has decided on the "North option" which is
Block 48 (bounded by 3 rd and 4 th Avenues, and Fuller and Holmes Streets). The County
has requested an opportunity to present to the City Council feedback fro the public and
consultants that they have received on this site, and asks for Council input before the
County proceeds to work in earnest with City staff. Once the latter procedure has been
completed, the Jail proposal will go through the normal Planning Commission review, as
would any development.
Three major issues on which the County seeks City Council reaction:
Vacating the east -west alley in Block 48.
2. What type of physical connection should be made between the Courthouse and
the new Jail — should it go over 4 th Avenue as a skyway, or under 4 th Avenue by
means of a tunnel?
3. Parking — both long and short term. A parking ramp, previously noted as part of
an April 30 presentation before the County Board, is not anticipated before
2016. However, in the more foreseeable future, there may need to be an
acquisition of Block 47 (to the west of this subject block), and potentially, close
Fuller between 3 rd and 4 th Avenues.
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The Council is not asked to make a decision at this time. However, the County desires a
Council input before the process goes further.
Anticipating 30 minutes or more for this representation, Mayor Mars has called for a
workshop meeting to begin at 6:15 p.m., and have the regular portion of the City Council
meeting to begin at 7:00 p.m.
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Mark McNeill
City Administrator
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CITY OF SHAKOPEE
Memorandum
TO: Mayor and City Council
FROM: Mark McNeill, City Administrator
SUBJECT: Shakopee Public Library Construction Contract Award
DATE: May 3, 2002
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The Council is asked to take action awarding a contract for demolition of the old Library,
and construction of a replacement Library to Westra Construction Inc., of Chaska,
Minnesota.
On April 16 the City received and opened 17 bids for the construction of the new
Library building. The results were very good for the City; the architect's estimate was
$4,573,570, but the bids ranged from a high of $4,199,000 to a low of $3,470,000. Those
figures include all bid alternates.
The low bid was submitted by Westra Construction, Inc. who has a Minnesota office
located in Chaska. Westra is a large national firm, in the "Fortune 400 ", according to
their representatives. They are well known in Wisconsin, and have become more active
in the Minnesota construction industry over the past two years. Westra, along with the
next two lower bids, submitted references and key project personnel information to BKV
Architects for further review. A meeting was held with Westra on May 2 n
At this time, the architect recommends that the contract for construction of the Shakopee
Public Library be awarded to Westra.
The Council should be aware that increased construction inspection presence on the part
of BKV will also be negotiated, and will be forthcoming to the Council. Normally, the
architect plans two site visits a month during construction. Because of the success of the
Vierling Avenue Fire Station construction in 1997 -98, which utilized more construction
inspection by the owner's representative (BKV), we will also recommend utilizing this
system during the Library construction. This is an additional cost to that which is
otherwise provided under contract with the architect.
However, we feel that the overall quality will be improved, and the chance of
misunderstandings and added costs that might result are diminished. This review will be
further enhanced by the use of Councilor Link as Council liaison to the project.
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At this time, the probable "project milestones" are as follows:
Library Moves to Community Center May 6th
Contract Award/Notice to Proceed May 7 to May 15
Environmental Cleaning/Testing May 13 to June 7th
General Contract or Mobilization and May 20 to May 24
Building Demolition
General Site Work and Construction Start June 10'
Substantial Completion July 14, 2003
Furniture Installation and Move -in July 14, 2003 to
August 15, 2003
Final Completion/Full Occupancy August 15, 2003
BUDGET IMPACT:
As has been reviewed with the City Council previously, the very favorable bid results
have reduced the need for an inter -fund loan from what had been anticipated to be $2.7
million, to about $1.7 million. No transfers are needed at this time; the impact of the
Police Station bid (anticipated for July) will need to factored before a final figure needed
for transfer to the building fund can be determined.
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We recommend that action be taken awarding the construction contract for the Library to
Westra Construction, Inc.
There was also discussion by the architect and staff as to how to treat change orders, so
that the project is not "shut down" waiting for approval to be made by the City Council.
It is recommended that the City Administrator (after consultation with Councilor Link)
would be authorized to approve change orders, up to $5,000 in value, and that those
cumulative change orders be brought forward to the City Council at a later date for
formal authorization. It is probable that several will be held, so as to make for larger total
change orders, rather than many small ones.
If the Council concurs, it should, by motion, take the following actions:
Authorize the City Administrator approve minor change orders (up to $5,000).
2. Adopt the following resolution:
RESOLUTION NO. 5703
A RESOLUTION ACCEPTING BIDS AND AWARDING
A CONTRACT TO WESTRA CONSTRUCTION, INC. FOR
THE NEW SHAKOPEE PUBLIC LIBRARY
Mark McNeill
City Administrator
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A Resolution Accepting Bids and Awarding a Contract to
Westra Construction, Inc. for the New Shak P ublic
WHEREAS, pursuant to an advertisement for bids for the new Shakopee Public
Library, bids were received, opened and tabulated according to law, and the following bids
were received complying with the advertisement:
Bidder
VIT 4'
Adolfson & Peterson
$3,749,200
Arkay Construction
$3,876,000
Bor -Son Construction
$3,900,000
Builders, The
$4,132,000
CM Construction
$3,639,800
Ebert Construction
$3,635,700
Greystone Construction
$3,831,000
Jorgenson Construction
$3,736,000
Kraus Anderson Construction
$4,199,000
Lund Martin Construction
$3,820,000
Merrimac Construction
$3,649,633
Oakwood Builders
$3,747,000
RJM Construction
$4,105,000
Rochon Construction
$3,725,000
Shaw Lundquist
$3,715,000
Weber Construction
$3,843,000
Westra Construction
$3,470,000
AND WHEREAS, it appears that Westra Construction, Inc. is the lowest responsible
bidder.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SHAKOPEE, MINNESOTA:
1. The appropriate City officials are hereby authorized and directed to enter
into a contract with Westra Construction, Inc., 4355 Peavey Road, Suite 300, Chaska, MN
55318, in the name of the City of Shakopee for the new Shakopee Public Library according
to the plans and specifications therefore approved by the City Council and on file in the
office of the City Clerk.
2. The City Clerk is hereby authorized and directed to return forthwith to all
bidders the deposits made with their bids, except that the deposits of the successful bidder
and the next lowest bidder shall be retained until a contract has been signed.
Adopted in regular session of the City Council of the City of Shakopee,
Minnesota, held this 7th day of May, 2002.
Mayor of the City of Shakopee
ATTEST:
City Clerk