Loading...
8.4. SR 04-04-2016Request for Action To Item Number Mayor and City Council 8.4 Agenda Section Meeting Date Prepared by General Business April 4, 2016 Michael Hecker, Parks and Recreation Director Item Description Reviewed by Rivers Edge Commons Park Expansion Bids Cal Portner, City Administrator Reviewed by Tim Simon, Finance Director Action Requested Award, by motion, the contract of the Rivers Edge Commons Park Expansion to Sunram Construction Inc. for the base bid and authorize staff to purchase stone for $50,000 for a total amount of $305,610. Accept or reject, by motion, Alternative 1 which includes the addition of the west staircase and upper plaza, for the contract amount of $46,244 and an additional $35,000 to purchase handrail and an 8% contingency for a total project cost of $87,744. Accept or reject, by motion, Alternative 2 which includes the addition of site and parking lot lighting, wifi and other electrical upgrades, for the contract amount of $75,343 and an 8% contingency for a total project cost of $81,373. Background/Discussion On July 6, 2015, the Council approved the Agreement for Professional Services to hire Hoisington Koegler Group, Inc. (HKGi) to complete the design and construction management of Rivers Edge Commons Park expansion. At the November 2, 2015, City Council Work Session on the Capital Improvement Plan, the Rivers Edge Commons Park expansion project was presented. Additions to the project were presented in the concept plan that included a west stairway, upper plaza and decorative site lighting. It was discussed that the additions to the phase one scope would be included as alternates to the base project. Additionally, staff received requests to upgrade electrical related items in the project area including the addition of a public wi-fi system, additional streetlights and area lights, and upgraded electrical connections for the stage area and the related media needs. These electrical items were included in the bid package as alternate #2. Staff has also evaluated construction schedule alternatives for the improvement project based on a typical construction season, materials lead times, and the related potential impact on the summer concert series. Based on findings that the lead times of the site lighting and stone blocks for the amphitheater seating are both approximately 8-10 weeks, and the fact that the city did not feel comfortable pre -buying these materials prior to the procurement of bids for the project, the bid documents included the assumption that the start of the project would coincide with the end of the 2016 concert series. Substantial completion of the project will be November 2016. Completion of the project this spring was deemed A IR unfeasible due to material lead times combined with the scheduled start of the Riverfront Concert Series on June 16. Bids were advertised for the construction of the Rivers Edge Park Expansion and publicly opened at 2 p.m. on Tuesday, March 15. Bids were received from the following (4) companies: Sunram Construction Inc. — Corcoran, MN (apparent low bidder) Veit and Company Inc. — Rogers, MN Custom Builders Inc. - St. Cloud, MN New Look Contracting Inc. — Rogers, MN Of the (4) bids, (2) were above the engineers estimate and (2) were below the estimate. As noted on the funding sources spreadsheet, the base bid came in at $51,941 under the CIP budget estimate. The overall bid cost estimates for both the second stairway/plaza addition (alternative 1) and the alternative 2 electrical additions came in or under the engineers estimate. If the lighted handrail item within alternative 1 is removed, as recommended by staff because it far exceeds the estimate, and then replaced as a contingency for $35,000 to be purchased later, the total amount for alternative 1 becomes significantly less at $45,000 less the engineers estimate. The actual bid for alternative 2 is $6,000 less than the engineers estimate. Thus, the grand total for the base bid, and alternates 1 & 2 combined comes in at over $100,000 less than the engineers budget estimate. Financial Impact A summary of the funding sources is attached to reflect the base bid amount received. The CIP estimated $382,000 for the phase I construction improvements. The lowest bid came in at $385,104 less the deduction for alternative #1 stairway ($129,494) and an additional $50,000 for stones. The project amount of $305,610 with an 8% contingency, is $51,941 below the CIP estimate. It is recommended that Park Dedication fund the majority of this project, including the alternatives if Council decides to move forward. The Park Dedication funding is an internal loan from the GRE reserve fund and will be repaid as revenues are collected. Once all the final amounts are determined staff will bring back the internal loan resolution on a future consent agenda. Staff has reviewed with HKGi the alternate pricing and found that the lighted handrail cost of $83,250 within alternate 1 exceeds the original estimate and can be eliminated. We recommend the handrail be replaced as a contingency for $35,000 to be purchased at a later date. This will significantly save the city $48,250 moving forward with alternate 1. Attachments ■ Capital Improvement Plan ■ Rivers Edge Commons Park Concepts -base bid and with alternates ■ Funding Sources spreadsheet ■ Bid Tabulation form with Alternates Capital Improvement Plan City of Elk River, Minnesota Project # PR -71 Project Name Rivers Edge Commons Expansion -Phase I Type Improvement Useful Life Unassigned Category Park Improvements Description 'hase I expansion of Rivers Edge Commons Park 2016 thru 2020 Department Park Development & Improve Contact Park & Rec. Director Priority nla Justification n 2015, a final concept plan was developed for the ultimate improvements to the Rivers Edge Commons Park This park is home to the 6verfront concert series and draws thousands of people to the destination. In addition to concerts, weddings and events are held throughout the ng has become limited with the growth of the demand for the park, Phase I will include adding additional seating and replacing a retaining on the city owned public parking lot. Expenditures 2016 2017 2018 2019 2020 Total Planning/Design 46,700 46,700 Construction/Maintenance 382,000 382,000 Total 428,700 428,700 Funding Sources 2016 2017 2018 2019 2020 Total GRE reserve 78,340 78,340 Park Dedication 259,135 259,135 Sewer Fund 13,200 13,200 Storm water utility 17,135 17,135 Street Improvement Reserve 60,890 60,890 Total 428,700 428,700 2016-2020 CAPITAL IMPROVEMENT PLAN Page 35 ~-- PHASE 1 BASE: Replace failing retaining watt ---- '_--t-_---== ---------------------- - i�s _ - -- Install upper block waLL, and L ow malatenance shrub bed ADD 1 :Upper plaza Decorative ra,hng Stair handrai Ls W. optional LED hghh ng Keep existing lower block waLL yy '1y 1 y s Future support building locadon t r Future trul location PHASE 1 BASE: - - 12 ft wide access - - - - — - - - - - - - - - - - - -L ADD 2 : Decorative park updated 3.1 6.16 lighting andwi fi capabilities --------- - - - - -- _ Edge of existing seating PHASE 1 BASE: Remove alley, grade hill 8 add seating 1 A, y , - A_� - - J. ADD 1 . Stairway - I—a DESIGN pEVFioPMENr SET PrexR numten HKG' o,e-ws Ihx2e a r a, .off wa,o o3,rae,m r d r wa �„ cea,.,,,a� ��,.,,,e,.,�,,,„,°a, ^a;"�a, Landscape Architect ©© Hoisington Koegler Group Inc. 1z3 ?4"', Thi, weal, "„ - loo Minneapolis, Mi -.,-55401 612.338..6900 fax Q,. City of Elk River Parks and Recreation ver.612.33B6938 Department —: RIVERS EDGE EXPANSION City Main Street NW oof f Elk River, MN 55330 SHEET � w1 . Date: Drax. 6r Aeginramn xo. - s i PHASE ONE: WITH ADDS naked „: �►1 - ZZ <y PHASE 1 BASE: Replace failing retaining wall ---------------- ----- I Install upper block wall, and L ow maintenance shrub bed — --- — — — — — — — — — — — — — —— updated 3.16.16 ---------------- Edge of existing seating PHASE 1 BASE: Remove alley, grade hill ft add seating consohd \ Relocated curb and to a -later ut!Re Loca as phase one to awed added costs and demo m do later i"71 W `�:: 1ULW,,� agnas base bid to d ste damage later ey'1Dezcria[ion: ate', Pa}ett Numdrr HKGI 015-952 aretl dy mew uMer �sy� (� Landscape Landsca e Architect i"71 W `�:: 1ULW,,� agnas base bid to d ste damage later ey'1Dezcria[ion: ate', Pa}ett Numdrr HKGI 015-952 aretl dy mew uMer �sy� (� Landscape Landsca e Architect JeCL' EXPANSION V1V _,4FFi ` ,GN Ni`.f 0?•ASNi Sfi IND.12.15 Date sneer melews mtl.e sb�is dwnnmpq. ®©Hoisington KoeW., Group Inc. t 27 Nanh Third svee4 �.ite 100 Ci of Elk River Parks and Recreation 701 Main Street NW City of Elko River, MN 55330 Li . 0 Dr -w $ pnp°"° sneer �� cneekaa Dr. aa°nwa, o�.al.m Minneapolis, Minaesom 55401 ®a 612.738.OBG0 r ver Department D"0" oi.ol of .islz.3se.ease PHASE ONE: BASE Rivers Edge Park Improvements Phase I expansion budget (funding sources) Estimate (CIP) Lowest Bid Construction $ 382,000 $ 305,610 Includes $50,000 stone purchase based on quotes and Less alt 1 (Stairway) contingency (8%) $ - $ 24,449 project contingency (recommendation from HKGI) Planning/Design $ 46,700 $ 46,700 $ 428,700 $ 376,759 Funding Sources GRE Reserve $ 78,340 $ 54,038 Park Dedication* $ 259,135 $ 209,358 Sewer Fund $ 13,200 $ 19,255 Storm Water $ 17,135 $ 43,429 Street Improv. Res. $ 60,890 $ 50,679 Over/(under) budget estimate $ 428,700 $ 376,759 $ (51,941) Diff. $ - $ - deduct lighted add: contingency Revised 8% bid handrail handrail -quotes Total contingency Total Alt. 1 stairway $ 129,494 $ (83,250) $ 35,000 $ 81,244 $ 6,500 $ 87,744 8% Grants for Wi-Fi bid contingency Total and cable tv** Net Alt. 2 electrical $ 75,345 $ 6,028 $ 81,373 $ 7,200 $ 74,173 *= Original park construction was funded via park dedication, this phase will be an internal loan from GRE Reserve to park dedication fund and repaid with future park dedication revenues. **= City received a Blandin grant for the Wi-Fi in the park ($5,000) and cable franchise fee for the additional power to broadcast the events ($2,200). BID TAB FORM PROJECT: Rivers Edge Park Improvements - City of Elk River BID OPENING:March 15, 2016, 2pm Bid Reading: City Clerk Bid No. Bidder Bond Affid add#1 base bid altl : stairway deduct (base - stairway) alt2: electrical add 1 Custom Bulders Inc x x x $ 405,831.50 $ 133,593.00 $ 2721238.50 $ 721713.00 2 Sunram Construction, Inc x x x $ 385,104.00 $ 129,494.45 $ 255,609.55 $ 75,345.00 3 New Look Constracting, Inc x x x $ 5221796.50 $ 156,141.00 $ 366,655.50 $ 78,700.00 4 Veit & Company, Inc x x x $ 539,898.85 $ 159,777.75 $ 380,121.10 $ 80,700.00 of ver Rivers Edge Commons Park Expansion Construction Project July 6, 2015 ■ Hired HKGi to complete design and construction management November 2, 2015 ■ Park expansion project with additions (bid alternatives) were presented. December 2015 —February 2016 ■ Rivers Edge expansion construction plans and bid documents prepared February 19 — March 15, 2016 ■ Bids advertised March 15, 2016 ■ Bids received from: Sunram Construction — Corcoran, MN (low bidder) Veit and Company — Rogers, MN Custom Builders, Inc. — St. Cloud, MN New Look Contracting Inc. — Rogers, MN BID TAB FORM PROJECT: Rivers Edge Park Improvements - City of Elk River BID OPENING:March 15, 2016, 2pm Bid Reading: City Clerk Bid nir, Rirld— Rnnri nffirl ar1rittl haca hid altl stairwav deduct (base - stairwav) alt2: electrical add 1 Custom Bulders Inc x x x $ 405 831.50 $ 133 593.00 $ 272,238.50 $ 72,713.00 2 Sunram Construction, Inc x x x $ 385,104.00 $ 129,494.45 $ 255,609.55 $ 75,345.00 3 New Look Constractin , Inc x x x $ 522,796.50 $ 156,141.00 $ 366,655.50 $ 78,700.00 4 Veit & Company, Inc x x x $ 539,898.85 $ 159,777.75 $ 380,121.10 $ 80,700.00 Rivers Edge Commons -Phase One Base Bid -x` Edge of -ts,V w,L,,g Jn N \ utilities I. -It ppe, bl-k —R, nd n PN� -W shrub bed ,I d—, 11, 1, ---------- per ------- PHASE I BASE: Replace- loop O failing retaining wall it -------------------- rI Ale 4 ------------------ -7 ---- - ------------- ------- wo z. 40 Keep -song baler black wa11 Fut— support bUj1d,,g 1catiwt ---------- -- -- ------------ - -------------- - - entaW gage base bid W .1M. '.. ----------------- av id eau and fte "—V U ------------------- ----------- — ------ PHASE 1 BAS E: � - -------------`- -------------- - - - - 12 ft Ywide access — — - - - - - - - - - - - - - - - - ------------- updated 3.16.16 ------------------ RrVERS EDGE EXPANSION Landscape Architect City of Elk River 7 1 Main Street NW Hoisington Koegler Group Inc. City of Elk River, MN 55330 1271" 11nd S� IWk 10* Ej� Parks and Recreation Li .0 fAi-- 55401 612-338.000 F -6123M,6139 ver Department PHASE ONE: BASE Rivers Edge Commons - Phase One w/ Alts. �� Sage of ewlsLkrg sean,rg PHASE 1 BASE: Remove alley, grade hill Et add seating --Vk r, \ m�arblw.11,a a ADD 1 :Upper plaza l__ loweumantMame shrub bed PHASE 1 BASE: Replace failing retaining wall` dI ita+r 1—draltswthuptrmul LED I%hlmg - d ------------- r , ^ rt Neep exnrmg lower b(xk wall Future syppprt building IOCatbn FUYuri trail location - - � - ' _ PHASE 1 BASE: access --y 1 updated �' e f y ADD 2: Decorative park i P ` I V i lighting and wi fi capabilities -- — — — — — — — — — — — — — — — ' K. tk-vbn - I�aaF raeF htdMt O"rdMkv w+ Landscape Architect hloisington Koeglcr Group Inc. nwlR'tlerd Mvcq UK* loo M.inaclel� 3}40md1 ADD 1 : Stairway IL. City of Elk River EL-e" Parka and Recreation RtvDepartment w sXS E1JGE EXPANSION s"EST 701 Main Street NW ity of Elk River, MN 55330 L2,a PHASE ONE: WITH ADDS r_ �ras� ., l 1. viery bad bad t 40 better t Rivers Edge Commons - Funding Sources Phase I expansion budget (funding sources) Estimate (CIP) Lowest Bid Construction $ 382,000 $ 305,610 Includes $50,OOOstone purchase based on quotes and Less alt 1(Stairway) contingency (8%) $ - $ 24,449 project contingency(recommendation from HKGI) Planning/Design $ 46,700 $ 46,700 $ 428,700 $ 376,759 Funding Sources GRE Reserve $ 78,340 $ 54,038 Park Dedication* $ 259,135 $ 209,358 Sewer Fund $ 13,200 $ 19,255 Storm Water $ 17,135 $ 43,429 Street Improv. Res. $ 60,890 $ 50,679 Over/(under) budget estimate $ 428,700 $ 376,759 $ (51,941) Diff. $ - $ - deduct lighted add: contingency Revised 8% bid handrail handrail -quotes Total contingency Total Alt. Istairway $ 129,494 $ (83,250) $ 35,000 $ 81,244 $ 6,500 $ 87,744 8% Grants for Wi-Fi bid contingency Total and cable tv** Net Alt. 2 electrical $ 75,345 $ 6,028 $ 81,373 $ 7,200 $ 74,173 *= Original park construction was funded via park dedication, this phase will be an internal loan from GRE Reserve to park dedication fund and repaid with future park dedication revenues. *= City received a Blandin grant for the Wi-Fi in the park ($5,000) and cable franchise fee for the additional power to broadcast the events ($2,200). Action Requested - Addition Award, by motion, the contract of the Rivers Edge Commons Park Expansion to Sunram Construction, Inc. for the base bid amount of $255,610, and authorize staff to purchase stone for $50,000 for a total amount of $305,610. Included in the base project budget (an 8% contingency of $24,449) for a total project budget of $330,059. Action Requested Accept, or reject, by motion, Alternate 1 —which includes the addition of the west staircase and upper plaza for the contract amount of $46,244 and an additional $35,000 to purchase handrail and an 8% contingency for a total project cost of $87,744. Action Requested Accept, or reject, by motion, Alternate 2 — which includes the addition of site and parking lot lighting, wife and other electrical upgrades, for the contract amount of $75,345 and an 8% contingency for a total project cost of $81,373. TOTAL PROJECT COST Construction, Contingency, Planning/ Design Alternate 1 Alternate 2 Grand Total $376,759 $ 87,744 81:1373 $545,876*