6.3. SR 11-25-2002MEMORANDUM
Item 6.3.
TO:
FROM:
DATE:
SUBJECT:
Mayor and City Council
Lori Johnson, Finance Director
November 25, 2002
Consider Award of Bids for Public Safety and City Hall Building
Projects
As you know, when bids were awarded for the public safety and city hall building projects in
August, there were some bid packages that were not awarded. Staff has now reviewed
several of the public safety facility bid packages and the project budget in more detail and
recommends approval of five bid packages as outlined in the attached letter from Don
Stutesman, Project Manager, I~caus-Anderson.
Staff is also prepared to award contracts for voice and data cabling and the security system.
These items were not included as part of the construction bids that were received in June.
The radio system, telephone system, and furniture were not included either and will be
presented to the Council for approval in the next few months.
Attached is a memo from IT Coordinator Bob Pearson outlining the request to award the
cabling contract to Dell-Comm and the security contract to Pro-Tec Design, Inc. Both of
these companies hold contracts under the State of Minnesota Cooperative Purchasing
Venture so it was not necessary to go through the bid process. The cabling contract includes
cabling for the public safety building, city hall, and Elk River Municipal Utilities (ERMU)
addition. Final approval of the cable contract for the ERMU addition is contingent upon
approval by ERMU. The security contract covers only thc public safety building at this time.
Once the security system for city hall has been evaluated, the Pro-Tec Design, Inc., contract
may be amended to include city hall. Assistant Police Chief Jeff Beaten has been involved
in designing these systems for the public safety building and evaluating vendors and agrees
with the contracts as recommended.
Finally, I have attached a revised budget for the public safety building that includes award of
the bids noted in this memo. To date no significant change orders have been requested.
The Council will be asked to approve all change orders when Kraus-Anderson or Tushie
Montgomery request change orders.
Action Requested
The City Council is asked to approve the following bids as stated in the attachments:
o Bid Package #22 Twin City Tile $111,600.00
o Bid Package #25 MCI 51,070.00
o Bid Package #31 Haldeman Homme 10,326.00
o Bid Package #37 Haldeman Homme 20,236.00
o Bid Package #38 Haldeman Homme 19,622.00
o Voice &Date Cable Dell-Comm 184,201.62
o Security System Pro-Tec Design, Inc. 149,814.00
~US-ANDERSON® CONSTRUCTION COMPANY
CONTRACTORS & CONSTRUCTION MANAGERS
November 13, 2002
Ms. LoriJohnson
City of Elk River
13065 Orono Parkway
Elk River, MN 55330
Re:
Elk River Public Safety Facility
Elk River, Minnesota
Job No. 7713
Dear Lori:
This letter is to request authorization to write contracts for the following bid packages.
Bid Package 4/22
Bid Package 4/25
Bid Package 4/31
Bid Package #37
Bid Package #38
Ceramic Tile
Flooring
Storage Shelving Systems
Automatic Filing Systems
Movable File Systems
Twin City Tile
MCI
Haldeman Homme
Haldeman Homme
Haldeman Homme
$111,600.00
$51,070.00
$10,326.00
$20,236.00
$19,622.00
The above bid proposals were originally received on June 13, 2002. However, on that date,
all of these bids were put on hold pending review. You have subsequently determined that
we can proceed with these bid packages, therefore we then request the City's authorization
to write the above contracts.
If you have any further questions regarding any of the information requested, please do not
hesitate to contact me.
Very,~truly yours,
KI~US-ANDERSON CONSTRUCTION COMPANY
o~n~esman
Project Manager
DLS:mmr
St. Paul Division
200 Grand Avenue, St. Paul, MN 55102
Phone: (651) 291-7088 FAX: (651) 290-6120
Equal Opportunity EmplOyer
MEMORANDUM
TO: Lori Johnson
FROM:
Robert Pearson, I.T. Coordinator
DATE:
November 20, 2002
SUBJECT: Request for award of construction contracts
Lori, the purpose of this memo is to give you my recommendations on the awarding of
construction contracts in the following areas:
1. Supplying and installing copper cabling and cabling products in Public Safety, Public
Uflities and City Hall buildings.
2. Supplying and installing fiber cabling and cabling products in Public Safety, Public
Utilities and City Hall buildings.
3. Security system for Public Safety building.
In regards to item number one, I have worked with Dell-Comm and Anixter on
identifying and designing a cabling plant that will meet our current and future needs. Since
we began reviewing cabling systems a new American National Standards Institute (ANSI)
standard has been published. It is called Category 6 Cabling. It has twice the bandwidth
(cables ability to carry data) of the older Category 5e standard. It is my recommendation that
we have installed and tested a Category 6 c&blmg system.
Our main data center has been designed to be located in the new Public Safety building.
I am recommending the building of a high speed backbone between the Public Safety data
center and the City Hall wiring closet. A backbone allows users whose computers are
terminated in one location to have high speed access to network resources in a different
location. Distance limitations and lighmmg protection considerations make fiber optics
cabling the best choice for cabling between buildings. It has been planned that the fiber
between Public Safety and City Hall will be temporarily terminated in the Public Utilities
building during the demolition and construction to City Hall.
For item number three, security we have worked with Pro-Tec Design Inc on the design
of a security system that includes: an access control system, an intrusion alarm system, a fire
alarm monitoring system, a video surveillance system, and a video recording system for the
interview areas. Both the surveillance and interview recording systems are eliminating VHS
tape and are recording to CD. The system was originally budgeted in June at over $165,000.
Since then we have added seven additional card readers (25% more) and five additional
cameras (75% more) increasing the size and scope of the project considerably. However,
through some value engineering with Pro-Tec and by utilizing the state contract for security
we were able to reduce the system cost to $149,814. Most of the equipment needed for the
systems we are installing is dkectly off the state contract, for the items that are considered
specialty items such as covert cameras and interview recorders; the vendor is obligated to a
fi`xed 26% material margin that is auditable by the state for compliance. Pro-Tec Design is
cu~enfly providing systems for MnDOT statewide, Minnesota DNR, Steams County, and is
the provider of all the camera and access control equipment at the Minneapolis-St. Paul
International Airport. All of the systems were chosen to be expandable to meet the needs
that we will identify in the future for the Public Utilities, and City Hall buildings.
Actions Requested Item 1
A. It is requested that the Mayor and City Council approve the bid from Dell-Corem in
the amount of $71,969.43 for the installation and termination of a Category 6 cabling
system for the Public Safety building. (Per state contract 417409)
B. It is requested that the Mayor and City Council approve the bid from Dell-Comm in
the amount of $20,835.17 for the installation and termination of a Category 6 cabling
system for the Public Utilities building. (Per state contract 417409)
C. It is requested that the Mayor and City Council approve the bid from Deil-Comm in
the amount of $78,251.98 for the installation and termination of a Category 6 cabling
system for the City Hall building. (Per state contract 417409)
Actions Requested Item 2
A. It is requested that the Mayor and City Council approve the bid from Dell-Comm in
the amount of $13,145.04 for the installation and termination of fiber cabling
between the Public Safety building and City Hall. (Per stats contract 421262)
Actions Requested Item 3
B. It is requested that the Mayor and City Council approve the bid from Pro-Tec
Design Inc. in the amount of $149,814 for the installation of a security systems for
the Public Safety building. (Per state con=act 428234)
2002A
Bond Proceeds
Par amount of bonds
Plus accrued interest
Costs of issuance
Ehlers & Associates
Briggs & Morgan
Moody's Investors Service
USBank NA
Sherburne County Auditor
MBIA Insurance
Underwriter's discount
Public Safety Project
Budget Summary
$ 8,000,000.00
15,043.52
(26,400.00)
(17,000.00)
(5,330.00)
(2,000.00)
(123.00)
(84,ooo.oo)
(76,246.70)
Subtotal 7,803,943.82
Deposit to Reserve Fund (24,000.00)
Deposit to Bond Fund (132,736.98)
DEPOSIT TO CONSTRUCTION FUND $ 7,647,206.84
Project Costs
Contracts awarded 8/02
Contracts awarded 11/25/02
Budget for contracts not awarded (1)
Building Permit
Special Testing
Professional Services
Builders Risk Insurance
Architect Fees (2)
Architect Reimbursables
Construction Manager
General Conditions
Other Land/Bond related costs
FF&E
$ 5,307,570.15
212,854.00
191,833.00
26,338.64
20,000.00
8,000.00
2,000.00
501,944.00
47,101.00
114,346.00
295,680.00
20,000.00
Furniture 110,000.00
Cable 78,541.95 C1
Voice 87,649.00 ^
Data 35,000.00 ^
Radio 50,787.72 ^
Security 149,814.00 Cl
Construction contingency as budgeted
404,892.00
Balance Available (17,144.62)
Chan,qe Orders/RFI
Delete infra red heating
Reuse existing site poles and light fixtures
RFI 3 & 4
RFI 11
(9,687.00)
(10,000.00)
8,700.00
1,700.00
Subtotal Change Orders (9,287.00)
Balance after Change Orders & RFIs $ (7,857.62)
Construction contingency currently available $ 397,034.38
11/22/02
2002A Public Safety Project
Budget Summary
NOTES:
^ = Based on latest estimate (9/26/02)
(~ = From TMI to reduce Contingency to 4% (100,000)
C1 - Contract award 11/25/02 from State Contract
(1) Bud,qet for contracts not awarded
2 Irrigation
6 Chain link fence/traffic signs
7 Sod & landscaping
30 Awnings
32 Audio visual equipment
33 Appliances
34 Shooting range equipment
35 Lab equipment
36 Window treatments
Plus awnings, lab equipment & AV
Budget Bid
46,500.00 35,000.00
12,160.00 60,000.00
91,975.00 72,833.00
6,580.00 4,775.00
4,225.00 *
15,000.00 *
TOTAL 157,215.00 191,833.00
(2) Architect Fees include 7.5% on construction - $431,944 plus interior design services
- $50,000 plus additional services such as value engineering - $20,000.
*Estimate
Updated November 21, 2002
11/22/02