E-4. Boiler Replacement Costs, Chan Rec Center0
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
7901 Park Place
Phone: 952.227.1300
Fax: 952.227.1310
Senior Center
Phone: 952.227.1125
Fax: 952.227.1110
E-4
MEMORANDUM
TO: Todd Gerhardt, City Manager
FROM: Todd Hoffinan, Park and Recreation Director
DATE: September 8, 2014 4� .
SUBJ: Approve Payment to Eastern Carver County Schools for 24% of Boiler
Replacement Costs; Bluff Creek Elementary School /Chanhassen
Recreation Center
PROPOSED MOTION
"The City Council approves a payment to Eastern Carver County Schools /ISD 112
in the amount of $77,880 for 24% of boiler replacement costs; Bluff Creek
Elementary School /Chanhassen Recreation Center."
City Council approval requires a simple majority vote of those present.
BACKGROUND
On April 14, 1994, the City of Chanhassen entered into a lease agreement with
Eastern Carver County Schools /ISD 112 for the joint operation of the Chanhassen
Recreation Center/Bluff Creek Elementary School.
The agreement specifies that "common major systems," including roof systems,
exterior walls, structural support systems, foundation, electrical, plumbing, HVAC
and sewer and water shall be jointly repaired with the city being responsible for 24%
of the payment and the district being responsible for 76% of the payment.
The city operates 24% of the building as the Chanhassen Recreation Center and the
school district operates 76% of the building as Bluff Creek Elementary School.
DISCUSSION
The Chanhassen Recreation Center and Bluff Creek Elementary School opened in
1995. One of the two original boilers that delivers heat to the building was re -built in
2009. In 2013, the second boiler began to fail and the school and recreation center
were often left to be heated with one boiler.
Web Site The two new boilers are currently being installed and have an estimated life
www.ci.chanhassen.mn.us expectancy of 25 years. In order to install the boilers, the exterior wall of the boiler
room was removed and reconstructed as a part of the project.
Chanhassen is a Community for Life - Providing for Today and Planning for Tomorrow
Mr. Todd Gerhardt
September 8, 2014
Page 2
Construction costs have risen since this capital replacement project was originally
designed and cost estimates solicited. The 2014 City of Chanhassen CIP designated
$60,000 for the city's portion of the project. The actual cost of $77,880, which is
30% higher than the original estimate.
COSTS
Boiler Replacement $304,500
Design & Engineering 20,000
Total $324,500
City's Share (24 %) $77,880
ATTACHMENTS
1. CIP Sheet
2. Board Report — Boiler Bid Award
3. TSP Inc. — Design and Engineering Invoice
4. Joint Powers Agreement
c: Jodi Sarles, Recreation Center Manager
Joe McGough, Eastern Carver County Schools
g: \park \th\rec center \boiler replacement 2014.docx
Capital Improvement Program 2014 thru 2018
City of Chanhassen, MN
Project # MB -019
Project Name Bluff Creek Elementary/Rec Center Boiler
Department Municipal Buildings
Contact Todd Hoffman
Type Improvement
Useful Life
Category Park
Account #1 400 - 0000 -4706 Account #3 Priority n/a
Account #2 Account #4
Description Total Project Cost: $60,000
)ne of the boilers in the building was rebuilt in 2009 but will need to be replaced. The joint powers agreement that the City has with ISD 112
•equires the City to pay for 24% of all costs associated with the building.
Justification
Phe boiler system is old and outdated.
Expenditures
Maintenance
Funding Sources
2014 2015 2016 2017 2018 Total
60,000 60,000
Total 60,000 60,000
2014 2015 2016 2017 2018 Total
Capital Replacement 60,000 60,000
Equipment Fund
Total 60,000 60,000
Budget Impact/Other
Stier, Phillip
From: Long, Caroline
;ent: Friday, May 23, 2014 12:23 PM
To: 112AIIStaff
Subject: Board Report May 22
Eastern Carvar`
County Schools
— Exceptional, personalized learning
Board Report — May 22, 2014
At its regular meeting on May 22, 2014, the School Board:
Approved FY 15 joint food service paper and supplies bid award to Trio Supply Company with an anticipated volume of
$203,042.18 covering ten school districts.
Approved bid award to Sirius Computer Solutions in the amount of $213,196.70 for the upgrade network infrastructure at
CHS and all three middle schools.
• Approved bid award to Sirius Computer Solutions in the amount of $174,201.30 to expand wireless access in buildings that
do not have it and upgrade existing access.
• Approved the resolution determining the 2013 population estimate of 56,000 on which to base the Community Service
Funding Levy.
• Approved reaffirming policies #609- Separation of Church and State, and #409 - Employee Publications.
• Approved revised polices #209 -Code of Ethics and policy #419- Tobacco Free.
• Approved deleting policy #215 -Board Governance.
• Approved 2014 -15 membership in the Minnesota State High School League.
• Approved the $2,000 annual subscription to BoardBook.
• Approved the National History Day competition field trip to College Park, Maryland from 6/14/14 to 6/20/14.
•, Approved the base bid award of $117,646.00 to Minnesota Roadways for pavement improvements at Chaska High School,
Chaska Middle School East, Bluff Creek, Chanhassen and Clover Ridge Elementary Schools.
• Approved the base bid award of $304,500.00 to Northland Mechanical Contractors Inc. for the Bluff Creek Elementary
boiler replacement project.
• Approved base bids of $149,000.00 for a card access system and $319,750.00 for surveillance camera systems to Parallel
Technologies, $128,036.75 for security management systems to ProTec Design, and $1,387,400.00 for general construction
to McFarland Construction.
• Approved the Chanhassen Red Birds Baseball Organization request to utilize the services of the Chanhassen American
Legion to sell beer at all Red Birds Chanhassen High School "home" games.
PO DATE
03126/2014
i
PRINTED 03/26/2014
Eastern Carver County Schools
Independent School District 112
Invoices Attn: Accounts Payable
11 Peavey Road
Chaska MN 55318
952 - 556 -6264
Minnesota Sales Tax exemption #8770172
VENDOR:
TSP INC
18707 OLD EXCELSIOR BLVD
MINNETONKA, MN 55345 -3122
PHONE: (952) 474 -3291
PAGE 1 OF 1
PURCHASE ORDER NUMBER
8111400934
VENDOR KEY TSP INC 000
SHIP DATE 03/26/2014
FISCAL YEAR :2013-2014
ENTERED BY : MCGOUJOS000
SHIP TO.,
BLUFF CREEK ELEMENTARY
2300 COULTER BLVD
CHANHASSEN, MN 55317
ATTN:JOSEPH MCGOUGH
Project Nbr : DSW104A Alternative Facilities Project Management, Design, Consultin
QUANTITY
UNIT
DESCRIPTION OF ITEMS OR MATERIALS
UNIT PRICE
AMOUNT
1
DSW104A Design and Engineering for BCE /CRC boiler replacement
20000.00000
20,000.00
project '14 (BCE924B)
ACCOUNT SUMMARY (FOR INTERNAL USE)
ACCOUNT NUMBER ACCOUNT AMOUNT
60 E 510 850 924 366 520 20,000.00
PAGE TOTAL
20,000.00
Il;e Purchase Order numaer must appear on all
invoices, packages, and correspondence.
TOTAL
20,000.00
A
k
JOINT POWERS AGREEMENT
(DEVELOPMENT PHASE)
�c.�
THIS AGREEMENT made this —L ! day of } ✓� ,
1994 by and between the CITY OF CHANHASSEW, a Minnesota municipal
corporation ( "City ") and INDEPENDENT SCHOOL DISTRICT RO. 112
( "District ").
RECITALS:
A. This Agreement is made by the City and District
pursuant to the authority confirmed upon each party pursuant to
Minnesota Statutes Section 471.59.
B. City is the owner of the real property described on
Exhibit "Ail ('City Parcel "). District is acquiring the real
property from City described on Exhibit "B" ( "District Parcel ")
pursuant to the terms of that certain Purchase Agreement between
City and District, a copy of which is attached hereto as Exhibit
"C" ( "Purchase Agreement").
C. The purpose of this Joint Powers Agreement is to
provide for the cooperative design, development and construction
of improvements to be located upon the District and City Parcels
( "Project ").
Therefore, in consideration of the mutual covenants set
forth herein, City and District agree as follows:
1. PrOleot Designs The District shall enter into a
standard form of Agreement between Owner and Architect, AIA
Document No. B141 (Exhibit 9 °D "), for architectural services that
is generally consistent with the Project Site Plan and
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CHAN /HI -WAY 5
4/13/94
Preliminary Concepts booklet prepared by Hamel, Green and
Abramson, Inc. (10HGAt1) dated August 10, 1993, and Design
Development Project Manuals: Detail and Specifications prepared
by HGA dated December 10, 1993. The City shall reimburse the
District for twenty -four (24 %) of the architectural costs for the
Project. The City shall reimburse the District for soil testing,
surveying and permit fees and other similar fees on the foregoing
percentage basis, except for attorney's fees of City and District
incurred in connection with this Project which shall be the
obligation of each party for their respective counsel. Payment
to the District by City shall be made within thirty (30) days
following receipt by the City of written evidence supporting the
claim for payment.
2. Bidding Contract Administration, Construction and
Payment. The District shall be responsible for bidding, contract
administrate -Lon and c:onstriiction of tide Project. Ail contracts
shall be bid in accordance with Minnesota Statutes Section
471.345. The City and District must approve all Project bids
before a contract is entered into for Project work.
Notwithstanding the foregoing, the City agrees to approve all
Project bids if the City's share of bid costs do not exceed $2.2
million inclusive of all change orders. The City shall reimburse
the District for twenty -four percent (24 %) of the cost of bidding
and contract administration and twenty -four percent (24 %) of the
actual cost of construction excluding actual costs for mass
grading. All mass grading costs shall initially be paid by City.
14006 CHAN /HI-WAY 5
2 4/13/94
The District shall reimburse the City for fifty percent (50 %) of
the total actual costs of mass grading (which total cost is
estimated at $258,230.00) pursuant to Section 3 of this
Agreement. Payment of the City's percentage share of
construction costs shall be made by the City to the District
within thirty (30) days following receipt by the City of written
evidence supporting the claims for payment. Subject to the
provisions of this section, the City authorizes District to
approve any change order for any amounts less than $25,000.00.
All change order requests initiated by the Project architect,
Project contractor or the District in excess of Twenty Five
Thousand Dollars ($25,000.00) shall be approved by the City and
District. All change orders requested by the District or City
shall be approved in writing by the other party. Notwithstanding
the foregoing, any change order requested which solely benefits
the City or District need not be approved by the non - requesting
Party, provided the party requesting such change order pays for
the costs resulting from such change order.
3. Public Improvement Project Obligations and Costs
Allocation. City will initiate a public improvement project
( "Improvement Project ") across the Subject Parcels and other
properties. The Improvement Project will include mass grading,
the construction of a new collector road ( "Collector Road")
across the southern portion of the Subject Parcels, sanitary
sewer improvements, water improvements, storm sewer improvements
and Galpin Road improvements from Highway 5 to the Timberwood
14006
3 CHAN /HI-WAY 5
4/13/44
residential property to the south of the Subject Parcels. The
public improvements shall be in conformity with the
specifications set forth on Exhibit "E". The District's
contribution towards the improvements set forth herein (except
for mass grading costs) has been included in the purchase price
under the Purchase Agreement. The City will construct the
Improvement Project in accordance with the requirements of
Minnesota Statutes Section 429 which will include the preparation
of a Project Feasibility Study, public hearings, award of
contract for Improvement Project work and the assessment of
benefiting property including the District property. The
feasibility and final assessment roll for the Improvement Project
will itemize the respected estimated and final costs for mass
grading attributable to the District Parcel, the City Parcel and
the proposed Collector Road. The cost for mass grading
attributable to the District Parcel (which shall be 50% of total
mass grading costs) shall be certified to the county and paid in
annual installments as special assessments to be paid over the
term established by the Chanhassen City Council for the Project.
Subject to this section, the District hereby waives any and all
procedural and substantive objections to special assessments,
including, but not limited to, hearing requirements and any claim
that assessments exceed the benefit to the District Parcel which
are imposed as a result of the Improvement Project.
14006 CHAN /HI-WAY 5
4 4/13/94
4e Site PlLn. The Site Plan as approved by the City
Council on January 24, 1994, along with all conditions set forth
therein, are hereby acknowledged by District.
56 Flatting. Upon execution of this Agreement, City and
District shall proceed in accordance with applicable City
ordinances to plat the Subject Parcels. The cost associated with
platting the Subject Parcels shall be equally shared by City and
District. The District shall dedicate all rights of way, trail
and public utility easements that are necessary as determined by
City with the platting and proposed development of the Subject
Parcels.
6. Insurance. Each party shall maintain general liability
insurance with limits equal to or exceeding the maximum liability
set forth in Minnesota Statutes Section 466.04. Each party shall
also maintain casualty insurance on their respective ownership
interest in the Subject Parcels. Each party shall name the other
party as an additional insured on both the general liability and
casualty insurance policies.
7. Arbitration. Any dispute arising out of this Agreement
shall be submitted to binding arbitration through the American
Arbitration Association. Such arbitration shall be conducted in
accordance with the Rules for Commercial Arbitration. However,
notwithstanding anything in the Rules to the contrary, disputes
involving any amount less than Fifty Thousand Dollars
($50,000.00) shall be submitted to a single arbitrator. In the
event arbitration is requested by a third party involving the
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5 CHAN /HI -WAY 5
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City or District pertaining to the Project, both the City and
District shall be joined in any such arbitration proceeding.
S. Term. This Agreement shall terminate one hundred
eighty (180) days after the completion of all the provisions set
forth in this Agreement.
(SEAL)
CITY OF CHANHASSEN
By:' e2�f --
o-fial J. C el, Mayor
By: k
Don Ashworth, ity Manager
INDEPENDENT SCHOOL DISTRICT NO. 112
By:
Lr���► r
Its
14006 CHAN /HI-NAY 5
6 4/13/94
STATE OF MINNESOTA )
) ss.
COUNTY OF CARVER )
The.foregoing_instrument was acknowledged before me this
/ day of ;� , 1994, by Donald J. Chmiel and by Don
Ashworth, respecti ely the Mayor and City Manager of the CITY OF
CHANHASSEN, a Minnesota municipal corporation, on behalf of the
corporation and pursuant to the authority granted by its City
Council.
!(,t.�
N91tary 1i
KA..RE!v J. ENGELHARDT
hOTAR)' PUBL!C- f0,NNESOTA
STATE OF MINNESOTA )
f k;,�►�,t =1 CARVER C00TY
s s . 1•'1 Cc-^.m*svr Exucer OCT, X, 1997 1
COUNTY OF ) _ _._._._...►r . ..................:.........�.
The fore in instrument was acknowledged before me this
day of , 1994, by �1 `c; rte, t�c ni5 and
the f G "s + ;a . •� . an C_'- le ,, L
of INDEPENDENT SCHOOL DISTRICT O. 112, a _L�«h(•:'
on its be Dof. 1
ary Pub Ac
CT
®4 NANCY E. BARMAN
NOTAW PUSLr-- MMNESOTA
CARVER COUNTY
MY COMMISSM EXPKS 690Ae
THIS INSTRUMENT WAS DRAFTED BY:
CAMPBELL, KNUTSON, SCOTT & FUCHS, P.A.
317 Eagandale Office Center
1380 Corporate Center Curve
Eagan, MN 55121
Telephone: (612) 452 -5000
14006 CHAN /HI -WAY 5
7 4/13/94
EXHIBIT "All
to
JOINT POWERS AGREEMENT
Legal Description of City Parcel
That part of the North Half of the Northwest Quarter of Section
15, Township 116 North, Range 23 West of the 5th Principal
Meridian, Carver County, Minnesota, lying southerly of the
centerline of State Trunk Highway No. 5 as traveled and easterly
of a line described as commencing at the southeast corner of the
Northwest Quarter of said Northwest Quarter of Section 15; thence
westerly, along the south line of said North Half of the
Northwest Quarter of Section 15, a distance of 137.41 feet to the
point of beginning of the line to be described; thence northerly
deflecting to the right 90 degrees 00 minutes 00 seconds a
distance of 1164.32 feet to said centerline of State Trunk
Highway No. 5 and said line there terminating and lying westerly
of the west fork of Bluff Creek, the centerline of said creek
described as follows:
Commencing at the southwest corner of the above described
property (being the intersection of the centerline of Co. Rd. No.
117 (now C.S.A.H. No. 19) and the south line of North Half of
Northwest Quarter of said Section 15, thence on an assumed
bearing of North 89 degrees 30 minutes 44 seconds East, along the
south line of said North Half, a distance of 1809.45 feet to the
point of beginning of the centerline to be described; thence
North 10 degrees 59 minutes 16 seconds West, a distance of 595.00
feet; thence North 43 degrees 30 minutes 44 seconds East, a
distance of 438.00 feet; thence North 43 degrees 59 minutes 16
seconds West, a distance of 413.97 feet to the centerline of
State Trunk Highway No. 5 and there terminating.
14006 CNAN /N1-WAY 5
4/13/94
EXHIBIT "B"
to
JOINT POWERS AGREEMENT
Legal Description of District Parcel
That part of the North Half of the Northwest Quarter of Section
15, Township 116 North, Range 23 West of the 5th Principal
Meridian, Carver County, Minnesota, lying southeasterly of the
centerline of County State Aid Highway No. 117 (now C.S.A.H. No.
19) as traveled and southerly of the centerline of State Trunk
Highway No. 5 as traveled and westerly of a line described as
commencing at the southeast corner of the Northwest Quarter of
said Northwest Quarter of Section 15; thence westerly, along the
south line of said North Half of the Northwest Quarter of Section
15, a distance of 137.41 feet to the point of beginning of the
line to be described; thence northerly deflecting to the right 90
degrees 00 minutes 00 seconds a distance of 1164.32 feet to said
centerline of State Trunk Highway No. 5 and said line there
terminating.
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EXHIBIT "Ell
to
JOINT POWERS AGREEMENT
Public Improvement Specifications
City shall cause to be constructed a public road ( "Collector
Road ") located across the southerly portion of the District
Parcel and City Parcel. The Collector Road shall include a
driving surface and other improvements as is normally required by
the Seller.
Upon completion of the mass grading of the District Parcel
and City Parcel (including the area over said parcels for the
Collector Road), a driving surface shall be completed within
thirty (30) days such that access may be provided for the
construction of improvements on the District parcel as described
in this Agreement. The Collector Road shall be completed by
August 1, 1995, assuming mass grading is completed in a timely
manner by District.
City shall complete the following improvements by December
31, 1994, provided District completes mass grading in a timely
fashion:
14006
water service installed and serviceable
storm sewer and roadway catch basins installed
and serviceable
sanitary sewer installed and serviceable
CHAN /H1 -WAY 5
4/13/94