1h. Public Works Building: Approve Quote and Change Orders
CITY OF
CHANHASSEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952,227,1100
Fax: 952,227,1110
Building Inspections
Phone: 952,227.1180
Fax: 952,227.1190
Engineering
Phone: 952,227,1160
Fax: 952,227,1170
Finance
Phone: 952,227.1140
Fax: 952,227.1110
Park & Recreation
Phone: 952,227,1120
Fax: 952,227.1110
Recreation Center
2310 Coulter Boulevard
Phone: 952,227,1400
Fax: 952,227,1404
Planning &
Natural Resources
Phone: 952,227,1130
Fax: 952,227,1110
Public Works
1591 Park Road
Phone: 952,227,1300
Fax: 952,227,1310
Senior Center
Phone: 952,227.1125
Fax: 952,227,1110
Web Site
www.ci.chanhassen.mn.us
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MEMORANDUM
TO:
Todd Gerhardt, City Manager
<?O~
Paul Oehme, Director of Public Works/City Engineer 1 (,
October 12, 2009 o~
Public Works Building Project No. 08-03: Approve Quotes for
Building Furnishings, Change Orders, and Landscape Quotes
FROM:
DATE:
SUBJ:
PROPOSED MOTION
"The City Council Approves Quotes for Building Furnishings in the amount of
$65,862.66, Landscape Quote in the amount of$12,692.00 to Hartman Tree
Farm and Change Orders in the amount of $17,604.06.
City Council approval requires a simple majority vote of the City Council
present.
BACKGROUND
On February 23, 2009, the City Council approved the plans and specifications and
authorized the ad for bids for the building.
On March 23,2009, the City Council approved bids for steel and concrete for the
facility and reviewed other bids and quotes.
On April 13, 2009, the City Council approved bids and quotes for the remaining
items of the facility.
DISCUSSION
This project was authorized using the construction management approach for
bidding and construction oversight. This approach allows all the trades and
specific items for the building to be bid out separately. Quotes for the remaining
items left for the building are included in this background.
The completion of the project is planned for mid-December.
FURNISHINGS
Staff inventoried furnishings at the existing public works facility that could be
reused in the new public works facility. These items include appliances, desks
and chairs. Staff is planning to reuse some furniture but the majority of the
furniture at the existing public works facility is in poor condition and should be
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
Todd Gerhardt
Public Works Facility
October 12, 2009
Page 2
replaced. The furniture and chairs planned to be moved from the existing facility to the new
facility are primarily from the Utility Department office.
With the help of Oertel Architects, staff solicited for furniture quotes from four companies.
These companies were able to furnish quotes using State of Minnesota contract pricing which is
typically better then pricing on the open market. This is the same contract pricing staff uses to
purchase other items such as equipment and fuel.
Quotes were received on August 20,2009 as follows:
Hayworth
iSpace
Intereum Workplace Solutions
Parameters
$61,420.78
$62,377.76
$67,866.28
$68,935.34
All quotes included the required information and documentation so the quotes could be
compared against one another. Staff formed a selection committee to review the quotes and
products to select a supplier. The selection committee also visited the two lowest quoters'
showrooms and evaluated the products. After the quotes were received the selection committee
conducted a value engineer review of the quotes and was able to remove some items. Items
deleted included chairs and tables in the multipurpose room, and deletion of some desks, chairs
and filing cabinets from other offices. Also, the furniture in the reception area was downgraded.
Based on quotes, product evaluation and service delivery, staff recommends awarding the
furniture quote to Hayworth in the amount of $50,092.76.
Appliances will be needed for the facility. These appliances include three refrigerators, one
range/oven, range hood, dishwasher, five small microwaves, and a washer and dryer. The items
are standard GE brand units, black in color. The appliances at the existing public works facility
are in poor condition and need to be replaced. The appliances cannot be purchased off State of
Minnesota contracts so staff has obtained quotes from several suppliers.
Quotes for the appliances are as follows:
Best Buy
Home Depot
Wamer' Stellian
Sears
$7,007.03
$7,063.93
$7,225.97
$7,296.21
All quotes included the appliance, installation, delivery and recycling of old appliances and tax.
No extended warranty was included.
Staff recommends purchasing the appliances from Best Buy. The amount budgeted for
appliances was $12,000.
g:\eng\public,"-2008 projects\08-03 chanhassen maintenance (pw) facility\101209 bkgd appr furn co landscape quotes.doc
Todd Gerhardt
Public Works Facility
October 12,2009
Page 3
Also included in the furnishings section is a walk-behind floor scrubber for the office area and
multipurpose room. The floor in these areas are an epoxy type with some tile in the entry way.
Cleaning the floor would be time consuming and not efficient if done by hand. Staff currently is
and is still planning to clean the facility instead of contracting this service out. Staff has planned
in the budget for a walk-behind floor scrubber to clean these floors. This item can be purchased
through the State of Minnesota. The walk-behind floor scrubber is a Tennant Model T5 scrubber
for $8,762.87.
The total furnishing including the furniture, appliances and scrubber is $65,862.66. The
budgeted amount for these items was $72,000.00.
LANDSCAPING QUOTE
Parking lot and perimeter landscaping is required to be installed at the Public Works building per
the approved plan.
The City requested and received quotes from two companies. Included in the quotes was mulch
for perennial beds and edging for planting beds, trees and shrubs. The price per plant includes
planting, initial watering, mulching for trees and shrubs, and a one-year guarantee. A sodding
allowance of $2,000 is also included in the bid.
The quotes received are as follows:
Hartman Tree Farm
Wilson's Nursery/Tamarack Landscaping
$14,692.00
$14,828.32
The budgeted amount for this work was $20,000. Staff was able to complete most of the fine
grading, placement of topsoil and seed restoration items in-house.
CHANGES REQUESTS TO CONTRACTS
Included in this request are minor, miscellaneous changes to the project caused by unforeseen
site conditions, staff evaluation of needs for the facility and requested changes by the Building
Department based upon interpretation of the building code. Contract changes like these are
normal for large scale projects and contingency funds were set aside in the budget. The City's
construction manager, RJM Construction, has reviewed the costs and finds them consistent with
current market pricing. The project remains on schedule and on budget.
Below is a brief description of the changes requested:
Pumping Rainwater and Groundwater
$2,409.00
This item is for furnishing, installing and operation of pumps for surface/groundwater removal.
The water table in the area was higher than anticipated. This work was required to remove
groundwater and surface water from trench excavations during construction. The removal of the
g:\eng\public'-2008 projects\08-03 chanhassen maintenance (pw) facility\I01209 bkgd appr film co landscape quotes. doc
Todd Gerhardt
Public Works Facility
October 12,2009
Page 4
water was around the north building foundation, underground fuel tanks and north retaining wall.
This operation took place over a 2-month time period.
Dust Collection System Revision
Deduct -$277.27
Staff requests revisions to the dust collection system that was originally bid. The change request
is for switching the original dust collection unit to a smaller more powerful unit. An additional
on/off switch was also added on the north wall.
Soil Correction at North Retaining Wall
$2,700.50
This item was for the removal and disposal of poor foundation soils at the north wall. The
excavation contractor encountered a pocket of poor soils that was not identified on the soils
borings. This work included the removal, disposal and furnishing additional suitable foundation
aggregate.
Emergency Lighting
$3,714.00
This item is to install additional emergency lighting in the Vehicle Maintenance area. The
Building Department has requested additional emergency light fixtures in the area based upon
their interpretation of the Code. This item is to install 8 additional emergency light fixtures with
the necessary electrical conduit and wiring. Staff has reviewed this item and the proposed
improvement is the most cost effective design to meet the Building Department's interpretation
of the Code.
Added Water Drop Electrical Outlet by Mud Room
$2,201.83
This item is to add a faucet and electrical outlet by the Mud Room. This faucet and electrical
outlet is necessary to coverage of the area for cleaning, washing boots, and minor equipment and
for general staff use.
Lube Reel Change on East Wall of Vehicle Maintenance
$118.00
This item is to change the 50' reel on the east wall to a 60' lube reel. Based on visual inspection
of the maintenance area is it requested this change be made to ensure coverage of lube fuels to
the east vehicle lifts.
Rolling Gate at Reception Area
$2,928.00
This item is to add a security gate at the front reception window. This gate is needed to secure
the office area after hours when the multipurpose room is being used.
g:\eng\public\_2008 projects\08-03 chanhassen maintenance (pw) facility\101209 bkgd appr furn co landscape quotes.doc
Todd Gerhardt
Public Works Facility
October 12, 2009
Page 5
Fuel Island Lights
$1,367.00
This item is to furnish and install a wall pack light unit on the facility for the fuel island. In the
final design process a canopy over the fuel island was removed to save on cost. This canopy was
estimated at a $60,000 savings, however, lighting for this area was not included back into the
design.
Office Area Wall Framing Revisions and Eliminated Millwork
Deduct -$2,426.00
Electrical/Low Voltage Revisions in Office Area
$3,332.00
This item is to relocate and add miscellaneous outlets to the office area based on desk and work
station locations. The final work station locations were somewhat different than what was
originally anticipated in the design. It was therefore necessary to add and relocate electrical and
low voltage outlets to the proper location.
Total Requested Changes:
$16,067.06
The change order amount is proposed to come out of the contingency amount budgeted for the
project. The contingency line item amount would have a balance of $223,528.14 after the
proposed changes. The project is still projected to be under budget by $413,701.
Attachment: RJM Letter of Recommendations and Budget Summary
Furniture Layout Plan
Landscape Plan
g:\eng\public\_2008 projects\08-03 chanhassen maintenance (pw) facility\101209 bkgd appr fum co landscape quotes.doc
CONSTRUCTION
CORPORATE OFFICE
HWY, COHPORATf CENTER
7003 tAilE S1,
~oo
ST. LOUIS PMiI,. MN 55426
PHONE 952.83H1600
fAX 9S2'832~9600
SATElliTE OFfiCES
VII
MINNEAPOLIS, MN
8LOOMINCTON.
October 7, 2009
Mr . Todd Gerhardt
City of Chanhassen
7700 Market Boulevard
Chanhassen, MN 55317
Re: City of Chanhassen Public Works Facility
Recommendation for Project Change Order 3
Chanhassen City Council Meeting
Dear Mr. Gerhardt,
At the next City Council meeting RJM Construction recommends that the City Council
approve Project Change Order 03. The total amount of this Change Order will be for
$16,067.06. This Change Order will be deducted from the project contingency which
will leave $223,528.14 in project contingency.
Change Orders are it normal process in construction. A project contingency of $346,872
was budgeted for changes such as the individual Change Requests listed on the attached
"Chanhassen Public Works Change Order #3." In addition to the project contingency, the
overall Chanhassen Public Works project is under budget by $413,701.
Attached is a list of individual Change Requests that comprise this proposed Change
Order. Each of these proposed Change Requests have been reviewed for approval by
RJM Construction and Oertel Architects for accuracy in quantities and market pricing for
the requested work. Each of these proposed Change Requests have since been reviewed
by project team representatives from the City of Chanhassen.
If you should have any questions, please feel free to contact me. Thank you for your
assistance with this approval.
Sincerely,
;;L ~'
Gerhardt GIiege
Project Manager
Cc:
Jeff Oertel, Oertel Architects
CONSTRUCTION
CORPORATE OFFICE
HWY. 'I
7003 W,
SUiTE 400
LOUiS PARK. MIi 55426
PHONE 9S2-837"'8600
952-83"'9600
SA Tli:lUTE OffICES
PLAZA VlJ
MINNEAPOliS, fAN
NOf{THLAND
orne E
BLOOMINGTON, MN
NORMANOALE
MN
Chanhassen Public Works
Bid Summary
October 7, 2009
Base
DESCRIPTION Contractor Estimate
Public Bids Awarded March 23 2009
/Ill 3. . S."'", """"". ... 'AM"""" Com"'" Davco Concrete $994.200
36 - Precast Structoral Concrete Walls Fabcon $692 605
o 3C - Precast Plank Molin $116,337
Catecorv 5A - Structural SteeI/Joists/Decking/Misc, Steel Material Thurnbeck $400,863
. ' I
' HrdWrIMISC'~
Cateoorv 7A - Roofino/SheetmetallAccessorles Palmer We . I
Cateaorv 8A - Aluminum Entrances/Storefronts Brin Northwestern I
Cateaorv 9A - Gypsum Board Systems RTL Construction
~ Steinbrecher Paintlna $99,300
Equipment Pump and Meter $239 541
Cateaorv 11 B - Fuel Island Griaas Construction $137,000
Category 15A - Plumbing and Pipilld Svstems Minnetonka Plumbina $696,000
Category 15B - HVAC and Control Systems General Sheetmetal $412,500
Category 16A -Electrical Dynamic Electric $551,490
Quotes Awarded Aorll13 2009
Earthwork Olson Construction $82,e40
Site Concrete Capital Concrete $44,861
Precast Bunker Divider Walls Hanson Silo Company $17,435
Etes Century Fence $2,000
Structures Hardscapes $24,232
St Paul Utilities and Excavatin~ $88,800
Sectional Overhead Doors API Garage Door Store $88,700
Overhead Collin a Doors Twin City Garaae Door Co. $16,166
Acoustic Ceilinas TWin City Acoustics $7,805
Sicnaae Lerov Sians $9,357
Overhead Crane Systems Aero Material Handlina $51,740
Window Treatment Prairie's Edce, Inc. $1,795
Fire Protection Service Fire Protection $82,540
Quotes Awarded Aoril 27 2009
Tile CD Tile and Stone $30,370
CaroeVResilient Multiple ConceDt Interiors $1.771
Resinous Coatings QC Companies $52,730
Allowance Awarded Mav 26 2009
Salt Structure GreystonelDayco/Olson $106,456.72
Chanae Order 1 Awarded Julv 1"l 2009 Various $43,479,35
Chanae Order 2 Awarded Auaust 17, 2009 Various $63,797
Chanae Order 3 Recommended for Award October 7. 2009 IVarious $16,067
Public Bid Awarded August 10 2009
Asphalt Pavino Bituminous Roadways $285,795
Misc BudaetslAllowances ~
Earthwork - Site $75,000
Backfill Landscape Areas $14,205
Landscape & Irrigation Hartman Tree Farm $14,692
Appliances Best Buv $7,007
Alternates Awarded
Alternate 6 - TPO roofinc at all areas - $54,490 Included abOve
Alternate 10 - Provide skylights - $22,627 Included above
!&
CONSTRUCTION
CQRPORATE OFFICE
HWY. 7 CORPORATE
7003 W. LAKE
SUiTE 400
Sf LOlliS PAIlK.
PHONe 9S2~837'8600
FAX 932.832.9600
SIH!':I.LlTE OFFICES
PLAZA VII
M!NNEAPOLlS. MN
NORTHU\NO eXECUTIVe
OEFlCK
BLOOMINGTON, fAN
NORMl\NDALL
Chanhassen Public Works
Bid Summary
October 7, 2009
RJM construction
RJMConstruction
RJM Construction
RJM Construction
RJM Construction
RJM Construction
Ha orth
Desl n Fees
Arch., Mech.lElec. Desi n Fees
Subtotal
Total Project Budget
Original Project Budget
Total Project Budget Savings
$260,600
$25,000
$20,000
$68.652
$18.500
$35.000
$7,034,89$
$223,528
$160,255
$7,418,682
$429,485
$42$,485
$8,386,299
$8,800,000
$413,701
Chanhassen Public Works ProjectChange Order #3
CONSTRUCTION
Description
Pumbing Rainwater and Groundwater
Proposal Request 7 - Dust Collector Revisions
Soil Correction at North Retaining Wall
Proposal Request 5 - Emergency Lighting
Added Water Drop in the Mud Room
Upgrade Lube Reels on East Wall of Vehicle Maintenance to 60' Long
Proposal Request 9 - Add Rolling Gate at Reception Area
Proposal Request 11 - Fuel Island Lighting
Proposal Request 12 - Office Area Wall Framing Revisions and Eliminated Millwork
Proposal Request 14 - Electrical/Low Voltage Revisions in Office Area
Amount
$2,409.00
($277.27)
$2,700.50
$3,714.00
$2,201.83
$118.00
$2,928.00
$1,367.00
($2,426.00)
$3,332.00
Total Chaoge Order 3
$16,067.06
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PUBLIC WORKS FACILITY
7901 PARK PLACE
LANDSCAPE PLAN
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