4.13 SR 05-04-2015
Request for Action
To Item Number
Mayor and City Council 4.13
Agenda Section Meeting Date Prepared by
ConsentMay 4, 2015T. John Cunningham, Fire Chief
Item Description Reviewed by
Fire Department Office Renovation Tim Simon, Finance Director
Reviewed by
Cal Portner, City Administrator
Action Requested
Approve, by motion interior, renovations for Fire Station #2 (Orono) in the amount of $43,874.96, with
$32,953.47 awarded to Cottonwood Construction, Inc.
Background/Discussion
The 2015 Capital Improvement Plan (CIP) included office improvements for Fire Station #2 (Orono).
Staff worked with Leo A. Daly, a Minneapolis-based architectural design and engineering firm with public
safety experience on the planned improvements which are intended to improve safety and security, and
provide office space for the deputy fire chief who currently occupies the administrative assistant’s space.
The total project was originally estimated at $35,000, which included design, construction and some
furniture costs. After the completion of architectural and engineering plans three quotes were received:
1. Cottonwood Construction, Inc. ................................ $38,753
2. Terra General Contractors, LLC ............................... $39,900
3. Ebert Inc. ...................................................................... $53,800
With all quotes over estimates, staff and consultants reviewed the project scope and subsequent
reductions were made, as outlined in the attached memorandum. Leo A. Daly has since negotiated
further reductions of $5,799.53 with Cottonwood Construction.
Staff recommends a total project budget of $43,874.96, including $32,953.47 in construction costs be
awarded to Cottonwood Construction, Inc. The remaining balance is allocated for final architectural /
engineering design, project management, and furniture. Carpet replacement is funded in the public safety
building carpet replacement project.
Financial Impact
The 2015 CIP also included repairs to the garage floor at Fire Station #1, which came in $8,167.70 under
budget and will be reallocated to this project. The remaining $707.26 will come out of the government
building fund, which is where both projects are budgeted in 2015.
Attachments
Memorandum from Leo A. Daly
730 SECOND AVENUE SOUTH
SUITE 1100
MINNEAPOLIS, MN 55402
TEL 612.338.8741
FAX 612.338.4840
www.leoadaly.com
MEMORANDUM
PLANNING
ARCHITECTURE
ENGINEERING
INTERIORS
EST. 1915
ABU DHABI
ATLANTA
AUSTIN
CHICAGO
COLLEGE STATION
DALLAS
DENVER
DOHA
FORT WORTH
HONOLULU
HOUSTON
LAS VEGAS
LOS ANGELES
MIAMI
MINNEAPOLIS
OMAHA
RIYADH
SACRAMENTO
SAN ANTONIO
SAN MARCOS
WACO
WASHINGTON, DC
WEST PALM BEACH
Summary of Work:
Interior Renovations to Fire Department, Station #2, for the purposes of replacing the
public observation window to the public corridor with secure transaction window,
reconfiguration of walls and doors to add an additional office space, modifications to
floors, walls, power, data, HVAC, thermostat, ceilings, and lighting as a result of the
wall reconfiguration, and the installation of a new suite door for security of staff areas.
Quotations Received:
Three Quotations from bona fide, licensed Contractors were received, as follows:
Contractor Base-Bid Quotation
1. Cottonwood Construction Inc. $38,753
2. Terra General Contractors, LLC $39,900
3. Ebert Inc. $53,800
Comparison of Project Budget to Quotation:
The project budget was developed in October 2014 with an estimate of probable cost of
$27,500 (including contingency) plus permit fees and architects fees. A few items have
been identified as contributing to the cost escalation, since estimation:
Total Construction Contract Awards in the MSP market have increased by 9%,
resulting in more work available to contractors;
Cost escalation has occurred, specifically in the Electrical and Finish trades;
Re-use of 2 doors were anticipated, however, were not feasible for re-use at
these location, as they did not swing in the proper direction;
Added scope items (including HVAC controls modifications and greater amount
of walls receiving interior finish updates) were included in the project than were
included in the estimate of probable cost.
DATE
TO
FROM
PROJECT NO
PROJECT
SUBJECT
April 29, 2015
John Cunningham, Fire Chief
Cindy McCleary
023-10221-000
Elk River Fire Department – Station #2 Interior Remodel
MEMO – Summary of Quotations Received
DATE April 29, 2015
TO John Cuningham
PAGE 2 of 2
SUBJECT Elk River Fire Dept.
730 SECOND AVENUE SOUTH
SUITE 1100
MINNEAPOLIS, MN 55402
TEL 612.338.8741
FAX 612.338.4840
www.leoadaly.com
M E M O RANDUM
PLANNING
ARCHITECTURE
ENGINEERING
INTERIORS
EST. 1915
Quotation Cost Reduction Items
Scope reduction items have been offered for consideration including:
a more cost effective solution for the transaction window,
construction of a brochure rack at a removed door, in lieu of wall replacement
Slight modifications to HVAC, electrical and data scope.
The simplification of details where new walls adjoin existing walls (note: existing
walls are highly textured and difficult to “patch in”, therefore new walls will
adjoin existing walls with an edge detail that does not require patch in and
texture matching;
The proposed cost of these reductions is $5,799.53 and these reductions are acceptable
to the Architect, Maintenance and the Fire Departments.
Recommendation
Therefore, we recommend that the City proceed into final negotiation with Cottonwood
Construction for a value of $32,953.47.
cc: Attendees
LEO A DALY Team