5.3. SR 11-10-2003MEMORANDUM
Item # 5.3.
TO:
FROM:
DATE:
SUBJECT:
Mayor and City Council
Pat Klaers, City Adminis ~.~
November I 0, 2003
Consider Ice Arena Floor and Dasherboards Bids
Arena Manager Rich Czech has advised me that, in spite of some surprises and difficulties since the
October 27, 2003 Council update, ice is now being made in the Barn. By the November 10, 2003
City Council meeting skating should be taking place.
The bids for the removal of the current floor, rebuilding the ice rink floor, and replacement of the
dasher boards were received the week of October 27, 2003. The bids were very close to the
projection as made by Stevens Engineers. At this time, we are awaiting the memo from Stevens
Engineers that will recommend the awarding of the bid to the low responsible bidder. If this
material is not attached to this memo, then it will be distributed Monday evening.
Attached for your review are the draft minutes from the Special Ice Arena Commission meeting that
was held on November 6, 2003.
S:~Council~Pat~2003~icearenabids.doc
Members Present:
Members Absent:
Staff Present:
MEETING OF THE ELK RIVER ICE ARENA COMMISSION
HELD AT THE ELK RIVER CITY HALL
THURSDAY, NOYEMBER 6, 2003
Chair Martin, Commissioners Jackett, Johnson, Madsen, and Tveite
Commissioners Aro and Halgren
Ice Arena Manager Rich Czech and Recording Secretary Tina Allard
Call Meeting To Order
Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called
to order at 6:30 p.m. by Chair Martin.
Barn Floor Repairs Update and Bid Results
Ice Arena Manager Rich Czech provided an update on the repairs being made to the barn
floor in order to get ice made for the 2003-04 season. He stated that there are 255 pipes in
the floor and his crew had to make 116 repairs by jack hammering the floor and replacing
many of the leaks with couplings. Mr. Czech stated that the filtration system is still very dirty
but that the filters will eventually clean it up. He stated that ice should be ready to skate on
by Saturday, November 8, 2003. He stated that there is an outside chance that a pipe may
burst sometime during the season, which could cancel ice indefinitely.
Mr. Czech stated that bid results have been received for the ice rink dasher boards and the
floor, which are to be replaced in May of 2004. He distributed the bid results for these two
projects. He stated that the bids came in lower than estimated by the city.
Ice Mrena Dasher Board Bids
Mr. Czech stated that he recommends accepting the low bid from Commercial Refrigeration
Systems. He noted that Athlefica's bid was much higher because they were going to replace
all the dasher boards with aluminum boards. He stated that Commercial Refrigeration will
reuse some of the existing boards and will be using steel boards. Mr. Czech stated that
Commercial Refrigeration would be subcontracting the building and installation of the
boards to Becker Arena Products.
Mr. Czech stated that a new gate would be installed and seven foot high seamless glass
would be used on the bleacher side of the rink. He stated that tempered glass would be used
around the whole rink with the exception of the gate area. Mr. Czech stated that
Commercial Refrigeration completed the work on the Olympic rink. He listed many projects
that Commercial Refrigeration has completed throughout the state.
Ice ~4rena Floor Bids
Mr. Czech stated that he recommends accepting the low bid with Alternate #2 (refer to
handout) from Commercial Refrigeration. He discussed the Alternate bids.
Ice Arena Commission Minutes
November 6, 2003
Page 2
Commissioner Jackett inquired as to how much advertising was done for these projects
because only two bids were received for each project. Mr. Czech listed the publications that
were advertised in and stated that this was a smaller more speciahzed project. He stated that
many companies that would normally bid on this type of project would subcontract the
work out to companies like Commercial Refrigeration so it isn't worth it for them to bid on
the project.
Chair Martin asked Commissioner Tveite (Councilmember) how he thought the Council
would take these bid results. Commissioner Tveite stated that the Council has been aware of
the barn issues for quite a few years and that they are prepared for the amount of money
that needs to be spent to make the repairs. He stated that staff is working on funding.
Chair Martin questioned if there has been any customer loss due to the problems with the
barn floor. Mr. Czech stated that there hasn't because ice time is very difficult to get and if
customers look elsewhere they will only be able to find late ice time available.
MOVED BY COMMISSIONER JOHNSON AND SECONDED BY
COMMISSIONER TVEITE TO RECOMMEND TO THE CITY COUNCIL TO
ACCEPT THE BIDS FROM COMMERCIAL REFRIGERATION SYSTEMS AS
FOLLOWS:
· ICE RINK DASHER BOARD FLOOR BASE BID ALONG WITH
ALTERNATE BID #1 FOR A TOTAL AMOUNT OF $85,784
· ICE RINK FLOOR REPLACEMENT BASE BID ALONG WITH
ALTERNATE BID #2 FOR A TOTAL AMOUNT OF $298,912
THE MOTION CARRIED 5-0.
Adjournment
There being no other business, COMMISSIONER JOHNSON MOVED TO
ADJOURN THE MEETING. COMMISSIONER TVEITE SECONDED THE
MOTION. THE MOTION CARRIED 5-0.
The meeting of the Ice Arena Commission adjourned at 7:00 p.m.
Tim Allard
Executive Secretary
ELK RIVER ARENA
1000 SCHOOL STREET N.W.
ELK RIVER, MN 55330
(763) 635- 1141
Fax (763) 635 - 1144
To: Elk River Mayor and City Council
From: Rich Czech, Arena Manager
Date: November 10, 2003
Subject: Barn Floor Update / Barn Floor Replacement / Dasher Board Bids
Great News! On Saturday November 8th the first group of skaters skated on the Barn for
the 2003 - 2004 season. Time will tell how much refrigeration we will have to add during
the season and if any other pipes will burst throughout the year. The likelihood of a pipe
in the floor bursting is unlikely, however I want the Council to be aware of the possibility.
Scott Ward of Stevens Engineers has submitted the bid information and their
recommendation for the replacement of the Barn's floor and the new dasher boards.
(Attached is his memo to the Mayor and City Council.) Scott has been very helpful while
we worked through this process and is very knowledgeable about this type of
construction.
It is my recommendation that the Council awards the base bid along with option 2 B
alternate (one) 1 and (two) 2 to Commercial Refrigeration as recommended by Scott.
Altemate (three) 3 is for a sub floor heat grid if the rink was to be operated year round.
Without sub floor heating, the Barn can only operate eight continuous months in one
season before the ice would have to be removed. There would be other components that
would have to be purchased in order to have ice in the Barn year round. I do not see the
Barn operating year round in the future and do not recommend the sub floor heat grid.
The total cost of Option 2B without alternate 3 would be $298,912.00.
I also agree with Scott, that the bid for the dasher boards should be awarded to
Commercial Refrigeration. Commercial Refrigeration will subcontract Becker Arena
Products to build and install the boards. Becker Arena Products is known for quality
products throughout the United States.
In the process of repairing the equipment for this year's start up, we came across some
valves that are in need of replacement. The valves in question isolate the low-pressure
receiver that stores the refrigeration in it. If one of these vales fails, we would not be able
to make repairs to the system without evacuating the system, which is very expensive.
This summer, during construction, the low-pressure receiver will be evacuated to work on
the project. This would be an idea time to replace these worn out valves with new ones.
The cost of replacing these valves is estimated to be about $10,000.00 and could be added
to the prQect as a change order or could be billed separately from the project. Either way
changing these valves when the low-pressure receiver is evacuated for the project would
save us thousands of dollars and could possibly save us some headaches down the road.
November t~ 2003
STEVENS
ENGINEERS
Mayor and City Council Members
City of Elk .River
13065 Orono Pkwy
Elk River, MN 55330-5600
RE:
Ice Rink Floor Replacement Project - Bid Results
Our File No. 6008
Dear Mayor and City Council Members:
On Thursday, October 30, 2003 bids were opened for the ice Rink Flooi- Replacement Project. The Iow
bid was $253,097 submitted by Commercial Refrigeration Systems located in Virginia, Minnesota. There
was a lot of interest in the project but in the end only two c~ntmctors submitted beds on the project. The
bid are summarized below along with the engineer's estimate.
Bidder ..... Base Bid Alternate 1' ' i Ailemat~"~ Altemate 3
"Commerci;,iR~.dgeration.Systerns $253,097.00 $0.00 $,!5,815.00
Rochon Corp0..ration : '$352,.385..00 ($1..4_,010.00)$40,298.00 $28,52.1.{~0
Engineer's Estimate $2.49.~500.00 .~'0.0O .. $45,000.~.00 $25~000.00
Alternate Bid 1 - Change project schedule to May 5, 2004 through August 23, 2004
Alternate 'Bid 2 - .Demolition of rink floor and perimeter slab
Altemate Bid 3 - Install sub-floor heating system pipe grid
The spread between the two bids is n°t surprising. Commercial Refrigeration Systems specializes in
repairing direct refrigeration systems and will do most of the work themselves. Rochon Corporation. is
inexperienced at constructing ice rink floors and would give most of the wo~ to subcontractors. The Iow
bid compares favorably with the engineers estimate. The engineer's estimate was prepared prior to
opening the bids and is based on final plans.
We have reviewed the bids and recommend awarding the contract to the Iow bidder Commercial
Refrigeration Systems on the condition that the contractor' wilE. execute the contract documents and .'
return them to the City within ten (10) days in conformance with the blclcling documents.
Since it is still unknown whether the repairs to the existing ice fink floor will be successful, the options
for awarding the contract are summarize(] below.
1656 LJvingstorte Road * Hudson, WI ,54016
7715-366-5819 - 651-436-2075 * 800-822-7670 · fax: 715-386-5879 · wWw. Stevensengineers.com
If the ice dnk floor repairs are not successful by November 10th the options for awarding the
contract are as follows:
O~)tion lA:
Base Bid - Commercial Refrigeration System
Ice dnk floor demolition to Mpls Concrete Saw (Quote rec'd on 10-1303)
Add demofition in resurfacer mom by Change Order (estimated $1500)
Alternate 3 - Add sub-floOr' heating grid (if rink will be year round someday)
Additional inspection and administration for two contracts (estimated)
Total
$253,097.00
$39,882,75
$1,500.00
$22;660.00
$1,200,00
$317,139.75
Option
Ba~,e Bid - Commercial Refrigeration System
Alternate 2 - Add demolition of ice rink floor'
Alternate 3 - Add sub-floor heating grid (if rink will be year round someday).
Total
$253,097.00
$45,815.00
.$.22~ 660. 00
$321,572.00
If the ice rink floor repairs are successful 'by November loth the optic.ns for awarding the
contract are as follows:
.pption 2A:
Base Bid - Commercial Refrigeration SyStem-
Rabid ice rink floor demolition in spring
Alternate 1 - Change in project schedule to 2004
Alternate 3 - Add sub-floor heating grid (if rink will be year round someday)
Additional engineering - updated demo bidding documents and admin. (est)
Additional inspection and administration for two contracts (estimated)
Total
$253,097.00
~Z,O00.00 (?)
$0.00
$22,660.00
$1,100.00
$1,2oo.0o
S32o,057.00
Opt_ion 2B:
Base Did - commercial Refrigenation System
Alternate ~ - Change in project schedule to 2004
Alternate 2 - Add demolition of ice rink floor
Alternate 3 * Add sub-floOr heating gdd (if rink will be year rouncl someday)
Total
$253,097.00
$45,815.00
.. ~22~660,00
$321,5'72.00
For options lA and 2A additional inspection and administration will be required because the demolition
contract is separate from the Base Bid contract, if you have any questions after reviewing this I~tter
please feel free to call us at 651.436.2075.
Yours very truly,
STEVENS ENGINEERS, INC.
Scott A. Ward, P.E.
Enclosure
Honorable Mayor and City Council
November 6, 2003
Page
STEVENS
ENGINEERS
November 6, 2003
Mayor and City Council Members
City of Elk River
~ 3065 Orono Pkwy
Elk River, MN 55330-,5600
RE: Ice Rink Dasher Board Replacement Project - Bid Results
Our File No. 6008
Dear Mayor and City Council Members:
On Thumday,.Omober 30, 2003 bids were opened for the Ice Rink Dasher Board Replacement Project.
The Iow .bid was $81,884.00 submitted by COmmercial Refrigeration Systems located in Virginia,'
Minnesota. The bid are summarized betow along with the engineer's estimate.
Bidder '" Base ~d ~e I ....
Commercial Refrigeration Syste~ns.. $81,884.00 .... .$3,g00.00
Athletica $109,340.00 ($4 ,§85.00) ....
Eng!.neer's E~tlmate ..... ' ..... $t02,500...00 SO.iX) ...
Aitemate Bid 1 - Change project Schedule to May 5, 2004 through August 23, 2004
The spread between the two bids is not unusual in the dasher board industry. Both contractom were
interviewed after the bid opening to discuss their bids. Factors that gave Commercial Refrigeration
Systems the advantage over Athletica included the reuse of the existing gate sections, no travel expense,
and their ability to build the steel frames for the player's'box more affluently. Commercial Refrigeration
Systems is using Backer Arena Products as their subcontractor. Beaker Arena Products is well
respected in the dasher board industry.
The Iow bid is substantially lower than the engineers estimate for some of the mason discussed above.
The engineer's estimate was prepared .prior to opening the bids and is based on final plans.
we have reviewed the bids and reoommend awarding the contract 1o the iow bidder Commercial
Refrigeration Systems on the condition that the cor~mctor'will execute the contract doc~menta and
return them to the City within ten (10) days in cortformance with the bi(:lding documents.
1656 Livingstone Road - Hudson, WI 54016 .
715-386-5819 · 651-436-2075 · 800-822-7670 · f~x: 71§-386-5879 · www.stevensengineere.com
If the ice rink floor repairs are successful, then the project w~ll be constructed next year and both the
base bid and Alternate 1 should be awarded..If the ice dnk floor repairs are not successful, then the
project will be constructed this year and only the base bid should be awa~led.
If You have any questions after reviewing this letter please feel frae to call us at 651.436.2075.
Yours very true,
STEVENS; ENGINEERS, INC.
Scott A. Ward, P.E,
C: Rich Czech - City of Elk Rivet
Honorable Mayor and City Council
November 6, 2003
P~ge 2