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Home My WebLink About20070820 - VIII-A-2 VIII-A-2 MEMO To: From: Date: Re: Honorable Mayor and City Council Tom Montgomery August 15,2007 Resolution - Approve Plans and Authorize Advertisement for Bid, Cal Ruedy Public Works Facility Office Expansion Plans for the proposed Cal Ruedy Public Works Facility office expansion are near complete. Council is requested to adopt the enclosed resolution approving the plans and authorizing advertisement for bids for the work. The office expansion site plan was approved at the July 16th Council meeting, and the estimated cost and proposed funding was presented at the June 19th Council meeting when Council authorized TKDA to complete the plans. I have enclosed a copy of the June 19th Council meeting memo on funding. The $2.2 million office expansion is proposed to be funded using sewer access charge funds, with City forces designing and constructing as much of the non-building site improvements as possible to hold down costs. Only minor changes have been made to the Public Works Facility office expansion plans presented to the Council in June and July. The final plan development is focusing on the electrical, mechanical and detail design features. If Council approves the plans and authorizes advertisement for bids at the August 20th meeting, I would expect that bids would be brought to the Council for award as early as the September 17th meeting. If awarded, construction could start as soon as mid to late October and be completed by the end of next summer. CITY OF HASTINGS Dakota County, Minnesota Resolution No. RESOLUTION APPROVING PLANS AND AumORIZING ADVERTISEMENT FOR BIDS, CAL RUEDY PUBLIC WORKS FACILITY OFFICE EXPANSION WHEREAS, on June 19, 2007, the Hastings City Council reviewed preliminary cost estimates and funding options for the proposed office expansion at the Cal Ruedy Public Works Facility, and authorized the preparation of final plans, and WHEREAS, on July 16, 2007 the Hastings City Council approved the site plan for the proposed office expansion at the Cal Ruedy Public Works Facility, and WHEREAS, final plans for the proposed office expansion at the Cal Ruedy Public Works Facility are near complete. NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HASTINGS; the final plans for the proposed office expansion at the Cal Ruedy Public Works Facility are approved and staffis authorized to advertise for bids for this proposed construction. ADOPTED BY THE CITY COUNCIL OF HASTINGS, MINNESOTA, THIS 20th DAY OF AUGUST 2007. Ayes: Nays: Paul J. Hicks, Mayor ATfEST: Melanie Mesko Lee, City Clerk (Seal) - CITY OF HASTIN6S VIll-C-2 MEMORANDUM TO: FROM: DATE: SUBJECT: Honorable Mayor and City Councilmembers Dave Osberg, City Administrator June 14,2007 City Hall and Public Works Office Renovation and Expansion RECOMMENDED CITY COUNCIL ACTION It is recommended that the City Council take action approving the attached drawings of the City Hall and Public Works Office Expansion and Renovation; and authorize TKDA to complete construction documents for the City Hall first floor renovation and the Public Works Office Expansion. Estimated cost for the work proposed by TKDA includes: City Hall, First Floor Renovation: Public Works Office Renovation and Expansion: Not to exceed $19,000 Not to exceed $98,000 BACKGROUND The City Council took action at is meeting on Monday March 5, 2007 authorizing the utilization ofTKDA for design development and opinion of probable cost for the City Hall and Public Works Garage expansion and renovation projects. At that time, Staff did not recommend preparation of actual construction documents, until such time as financial plan was prepared for the projects. The projected cost for the Public Works Office project is approximately $2,200,000. The construction cost does include $275,000 for site work and $150,000 for furnishings. It is likely this $2,200,000 will be less, as the City Staff will likely complete some or all of the site work. The projected cost for the entire 1st Floor City Hall remodeling project is $270,000_ On May 301h, 2007 Finance Committee members Danna Elling Schultz and Mike Slavik conducted a meeting (Councilmember Alongi was unable to attend), which also included Finance Director Char Stark, Assistant City Administrator Melanie Mesko Lee, and Public Works Director Tom Montgomery. During the course of the meeting, the Finance Committee was in general agreement on the project scope for each of the two facilities. While the Committee addressed the entire City Hall renovation project, it is understood that until the Public Works Garage project is complete, work on the renovation of the 2nd Floor at City Hall cannot take place, as the Engineering Department relocation to the Public Works Garage will cause the vacancy that provides the expansion space for the Building and Planning Departments. Thus, the first phase of the City Hall project will only include the 1st Floor, with the remainder of the work to be completed in 2008. The final allocation of funds need not be established until such time that bids are accept~ contracts awarded and there is assurance the project will move forward. However, the Finance Committee did endorse the concept that would result in the following: EXPENSES: Preliminary estimate for Public Works Expansion City Hall First Floor Front area and 2nd Floor (Total Project) $2,200,000 $ 339,000 REVENUE SOURCES Allocated in 2007 Budget: UBC Balance in 2007 Budget: Allocation from Sewer Availability Charge Fund: ERF Capital Outlay: $1,350,000 $ 150,000 $ 850,000 $ 100,000 Total Sources: $2,450,000 Current Shortage: $89,000 While the above provides an illustration of a shortage, it is based on current estimates, and includes 100% of the cost of the Public Works Garage expansion included in the contractor estimate. It is projected that City Staff will be able to complete a significant amount of exterior site work on its own, which would more than accowt for the existing shortage of$89,OOO. Furthermore, the estimates include the entire City Hall project, while the current proposal before the City Council at this time, results in only the 1st Floor renovation being completed in this first phase. Based upon the above financing plan and the current estimates, the SAC fund would have approximately $1,000,000 remaining and the ERF account would have $150,000. With that in mind, the Finance Committee and City Staff are satisfied recommending that the construction documents be prepared. Again, please bear in mind that the only action being requested is authorization to utilize TKDA to complete the construction documents for the expansion and renovation of the Public Works Garage and the renovation of the I st Floor at the City HalL The financing plan outlined by the Finance Committee and City Staff at this time, is meant to provide a framework for the future financing of the projects, rovide the Ci Cowcil with a comfort level that the projects can be comp in a ciall f nable manner. r [El! tall ~~ ~~ 00 O' - C!l Z ~ w 9 lD ?; _......w ~ :;)63: a. ID~~ fa ~:9 S? OIL ~ ~ift; ... 00... a. J ~!' I ~II I II In I~ I ~ ~~ <( " I . l.:::::::.Il" 1\ L ~ " I I~{jl :aJ1f :aJ If 0 u o fd l~: ~l ..~- .. ,88 l:l \ ('~ I ! CORat I /; L__-1 Is ~ l * II I -- ~i~) ilB9<>n I I-- ;- .-----bd-~ I I-~ () lJ ir ><. tp~ ~ ~~ IS:lZ ...... ./,......... --- @. 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