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5.6. SR 03-24-2003 Item 5.6. MEMORANDUM DATE: Mayor and City Council Pat Klaers, City Ad~ator March 24, 2003 TO: FROM: SUBJECT: Public Safety/City Hall Project Update At a number of City Council meetings in early to mid-2002, the funding for the City Hall remodeling project was reviewed and discussed. The City Hall project is to be funded from the government buildings reserve fund. These reserves are generated by way of a transfer of the landfill monies that are available for use at the discretion of the City Council. Early in the project development, the City Hall remodeling was generally based on the monies that were projected to be available at the end of 2003. As the plans took shape for the project, the remodeling program began to revolve more around to what was truly needed and best in the long term than it was limited to the funds that were projected to be available by the end of 2003. It was discussed that, if the project expanded and the budget got high, then 2004 funds would be used. Accordingly, through the development of the project the basement space, digital controls, a complete re-roofing, and the remodeling of the Council Chambers were added to the project. The total City Hall renovation project at this time is approaching $3.5 million. At the end of 2002, if no City Hall remodeling expenditures had taken place, then the government building reserve would have had a balance in excess of $2.5 million. Monies from the landfill transfer and interest added over $700,000 to this reserve fund in 2002. (Approximately $800,000 was added to the fund in 2001 and $650,000 was added to the fund in 2000.) If nothing unusual happens with the volumes at the landfill, the city should have sufficient funds in this reserve to finance the City Hall project before the end of 2004. If something unusual does happen with the landfill monies that are transferred into this reserve, then there are a few other options that the City Council can explore but the need to access other funds is not anticipated at this time. Furniture. Fixture. and Equipment City Clerk Sandy Peine and Finance Director Lori Johnson have been working with Tushie Montgomery, Rosemont Furniture, and Commercial Environment in order to make decisions on the desks, chairs, cubicles, etc. that are needed for the remodeled City Hall. This part of the project has been time-consuming, difficult to coordinate, and at many times frustrating. Sandy and Lori have both been doing an outstanding job for the city with this work. The city is proposing to purchase almost all of its furniture off of the University of Minnesota contract. Municipalities can purchase off this contract without going through the bidding process. The total estimated purchase price for the cubicles, furniture, desks, etc. are within the City Hall budget framework. For this project the furniture has been "penciled in" since July 2002 at $383,000. Sandy is trying to get the final estimate for this part of the project and this information should be available Monday evening. The order needs to be placed by March 31, 2003 to meet the move timeline. Schedule The Public Safety and Utilities office building are nearing completion and both are scheduled to be ready for occupancy sometime in June. Everything is somewhat tentative at this point but the schedule looks like the City Hall operation will move into the utilities facility on Friday, June 13, 2003. Our move into the utilities building is dependent upon the ordering of furniture and having this furniture received and installed on time. An eight-week lead period is necessary in this regard. In a similar vein, the police move is dependent upon our City Hall furniture being refurbished, moved, and reinstalled in their new facility. The police schedule tentatively shows them moving the weekend of June 28 and being open for business on June 30, 2003. In the move from 720 Dodge to our current location in 1993, City Hall closed for two days. It does not appear that this will be necessary for our move in 2003 as we are much closer to our new (temporary) facility and it appears that we will have some luxury of time for our move and telephone training. However, it still looks like will need to close City Hall for one business day to accommodate the move and change over into the utilities building. It is likely that this day will be Friday, June 13 but this date could change depending on the circumstances. At this time I would like to receive Council consensus that it is acceptable to have City Hall closed for one business day for the move. I need some consensus from the City Council in order to coordinate the move with the city staff and in order to start giving advance notice to the public. With the remodeling project comes the relocation of the public meetings for all of our Boards, Commissions, and City Council meetings. Again, information is somewhat preliminary at this time but it looks like the City Council, HRA, and EDA (second, third, and fourth Mondays of each month) and the Planning Commission (fourth Tuesday of each month) can hold all of their meetings at Lions Park Center. This will require the setting up and taking down of tables and chairs for each meeting. All of the other public meetings have less public attendance and it appears that these meetings can be held in the utilities conference room, which for our purposes will be the future lunchroom. These meetings include the Ice Arena Commission, the Heritage Preservation Commission, the Park and Recreation Commission, and the Planning Commission W orksessions. If these meeting locations are acceptable to the City Council then we will finalize the plans and begin publicizing the changeover. It appears that the changeover for the public meetings will be around July 1, 2003. Miscellaneous Information The landscaping bid information should be ready to be presented to the Council Monday everung. The next regular City Council meeting is April 14, 2003. At this meeting it is anticipated that the bids for the telephone system will be presented for Council approval. Action Requested . It is requested that the City Council approve a motion giving staff the authority to order FFE for the City Hall remodeling project; cost will be presented at the meeting. . Council consensus is requested that it is acceptable to close City Hall for one business day for the relocation of the city offices to the utilities office space. . Council consensus is requested for the relocation of public meetings beginning around July 2003. MAR-21-2003 09:56 KRAUS ANDERSON 6512906120 P.02/02 C C ~Clnd6ut * C> lo3 ~_)L{ IC3 ,. KRAUS-ANDERSON~ CONSTRUCTION COMPANY E CONTRACTORS t'<.t CONSlKUCTION MANAGERS March 14, 2003 Ms. Lori Johnson City of Elk River 13065 Orono Parkway Elk River, MN 55330 Re: Elk River Public Safety Facility - Landscaping Bid Package Elk River, Minnesota Job No. 7713 & 7751 Dear Lori: We received Landscaping Bids on Thursday, March 13,2003, for the above referenced project. We received four (4) bids. The bid breakdown is as follows: · North Metro Landscaping · Greenscape Landscaping & Irrigation R Margolis Company · MN Valley Landscape $69,840.48 $75,789.00 $83,002.00 $92,018.00 The low bidder is North Metro Landscaping. I would like to make the recommendation that the City Council approve and award the Landscaping Bid to North Metro Landscaping for the amount of $69,840.48. This bid does fall below Our projected estimate and is also less than the two bids received at the previous bid opening onJune 14,2002. Unless I hear information to the contrary, I will go ahead and prepare a contract to North Metro Landscaping. Please inform me once the City Council has approved issuing the contract. If you have any questions regarding this issue, please do not hesitate to contact me. ruly yours, T.)s..ANDERSON CONSTRUCTION COMPANY , ~ ULI:I- ~12~ Donald L. Stutesman Project Manager DLS:mmr Sl Paul Division 200 Grand Avenue, 51. Paul, MN 55'102 Phone: (651) 29'1-7088 FAX: (65"J) 290.6120 1:_.._1 r\_.__...., .". r I .' :."~c~ -eo "'.... !Ii' TnTAI p, PI?