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Home My WebLink AboutCCP 06-07-1999 . . . FILE CITY OF ARDEN HILLS 4384 WEST ROUND LAKE ROAD ARDEN HILLS, MN 55112-5794 AGENDA SPECIAL CITY COUNCIL MEETING CITY COUNCIL MEETING, ~'iY HALL MONDAY, JUNE 7, 1999, ; P.M. 5:00 P.M. 1. 5:00 P.M. 2. 5:00 P.M. 3. 5:30 P.M. 4. Call to Order Approval of Meeting Agenda Unfinished and New Business a. Resolution No. 99-17, City Hall Construction Bid Adjourn The above times may vary depending upon length of issue discussion. PHONE: (612) 633-5676 · FAX (612) 633.7839 . . . ~~ {; J7/'1i 'Sf.~. sr-. I II r: Fl-, ~ ft . Li ; {iy.. ~~~ CITY OF ARDEN HILLS COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION NO. 99-17 A RESOLUTION EXTENDING BID ACCEPTANCE DATE WHEREAS, the City of Arden Hills ("City") anticipated that it would obtain title or right of access to a portion of the Twin City Army Ammunition Plant ("TCAAP Property") on or before June 7,1999, in order to construct a City administrative office ("Project"); and WHEREAS, the City advertised for bids for the construction of the project, and the bid advertisement required bid guarantees for ninety (90) days from the date of receipt of bids; and WHEREAS, the City received and tabulated bids on March 11, 1999, and the low bidder was the Rochon Corporation; and WHEREAS, the transfer oftitle or access rights to the TCAAP Property has been delayed; and WHEREAS, the original bid guaranty date of the Rochon Corporation will expire on June 9,1999; and WHEREAS, on May 24, 1999, the Rochon Corporation offered to extend its bid guaranty date until August I, 1999, subject to the following condition: Cost for heat and cover in the amount of$19,800.00 are paid by the City of Arden Hills. With a start date between June 9,1999 and July 31,1999, construction of the shell building will not be complete prior to winter. Therefore, it will be necessary to provide temporary heat and protection of materials for a period of about three (3) months. Typical costs for a project of this size is about $6,600.00 per month. NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Arden Hills, Minnesota that the City hereby accepts the offer of the Rochon Corporation to extend its bid guaranty date until August I, 1999; and BE IT FURTHER RESOLVED that the City Council further agrees to pay the additional heat and cover charge in the amount of $19,800, if the City awards a construction contract for the Project to the Rochon Corporation on or before July 31, 1999. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF ARDEN IllLLS TIDS 7TH DAY OF JUNE, 1999. DENNIS PROBST, MAYOR ATTEST: BRIAN FRITSINGER, CITY ADMINISTRATOR . . . , '~'-'-'-"~'<iiiI,', ',"i:,,- .A~ ~,'<~,,'~lC" ~ " ~Y"'." r~:. :_:ii "::~;'_~~ ARC HIT Ei~~U i ACLA ~7;~~~~' RECEIVED May 28, 1999 JUN 0 11999 400 CllFTO N AVEN U E SO UT H Mr. Brian Fritsinger City Administrator Arden Hills City Hall Round Lake Business Center CITY OF ARDEN H1LL~'NNEAPOllS. MINNESOTA 55'03.3299 TELEPHONE (612) 871-5703 FAX 1612)811-7212 4364 W. Round Lake Rd. Arden Hills, MN 55112-5794 Re: Arden Hills City Hall Comm. No. 97149 Dear Brian: With respect to issues associated with rejecting the bids for the new city hall project the following are approximate additional costs that you would incur: Bid Assistance Fee Printing and distribution costs Total $8,]25 $7500 $15,625 In addition, you would need to account for construction cost escalation estimated at 5%/year on the $2,176,000 (adjusted) low bid prorated to the time when you would anticipate receiving new bids. These costs should be compared with Rochon's projected winter construction costs. Please call me if you have any questions. PETER VESTERHOLT, AlA cc: Sterner f:\oflice\97149\0528991] .doc ~ MAY-24-1999 15:17 ROCHON CORPORATION 5125599470 P.02/02 ~ RGchott Corporation Suite 1 20 3650 Annapolis Lane North Plymollth, MN 55447 Office 612.559.9393 Fax 612.559.8101 May 24, 1999 Mr. Peter Vesterholt Architectural Alliance 400 Clifton Avenue South Minneapolis, Minnesota 55403-3299 Re: Arden Hills City Hall- Comm. No. 97149 Mr. Vesterholt, I am in receipt of your request to analyze and furnish additional costs that may be associated with a delayed start to the project. As I discussed with you and subsequently with Brian Fritsinger we will gather that information and forward it as soon as possible. In the interim we have reviewed our position, as well as those of the proposed subcontractors, and have determined that Rochon Corporation will extend its bid guarantee until August 1, 1999 with the following condition: . Costs for heat and cOlier in the amount of $19,800.00 are paid by the C/ly of Arden Hills. With a start date between June 9'" and July 31"' construction of the shell building will not be complete prior to winter. Therefore, it will be neoessary to provide temporary heat and protection of materials for a period of about 3 months. Typical costs for a project of this size is about $6600.00 per month. We hope that the land transfer will be complete by that date, but will continue to evaluate your original request and anticipate providing a response by the end of June 1999. If you have any questions please don't hesitate to call. S1?n9 Robert S. Dew Project Manager cc: Brian Fritsinger, City of Arden Hills --' . 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" " . s s s 0 0 <Q o. u> <Q <:> .0 gf M '" M ... ... e e e s 8 r-.. - <:> :g co .... ,..: u:i N '" ... e e e 0 0 0 . <:> 0:> 0 0 ,..: iii .... ~ '" co ~ N N .,. .,. x x x x x X I N' - '-' u ~ 8 ~ - .~ .~ - .~ u - ~ ::l U -I 2 ~ 8 8 !ii t5 e c7i ~ ., N toolEl S11IH NlIUlIV ~ I .0 1I3NVI11V 1Vl\aL311iliIH311V ZIZL IL8 Zl8 XVd LO:~1 66/SI/~O 06/04/99 FRI 11:20 FAX 6126337839 TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST, TIME USAGE T PGS. SENT RESULT . . City of Arden Hills 141001 ********************* *** TX REPORT *** ********************* 4068 2281753 06/04 11: 20 00'22 1 OK c, 1'11~i)S:t~-U~ f ~ V ,-\- .:s-!N\ 'I "l-{l \ <:.. Ro~~ J~~~..':y.... p~ ()-{~~ ~~ 06/04/99 FRI 11:11 FAX 6126337839 TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST. TIME USAGE T PGS. SENT RESULT . . CIty of Arden HIlls 19J001 ********************* *** TX REPORT *** ********************* 4061 6286833 06/04 11: 11 00'24 1 OK 06/04/99 FRI 11:12 FAX 6126337839 TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST, TIME USAGE T PGS, SENT RESULT . . CIty of Arden Hills ~001 ********************* *** TX REPORT *** ********************* 4062 6339550 06/04 11: 11 00'22 1 OK 06/04/99 FRI 11:13 FAX 6126337839 TRANSMISSION OK TXlRX NO CONNECTION TEL CONNECTION In ST, TIME USAGE T PGS, SENT RESULT . . CIty of Arden Hills ~001 ********************* *** TX REPORT *** ********************* 4063 6333846 06/04 11:12 00'44 1 OK 06/04/99 FRI 11:14 FAX 6126337839 TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST, TIME USAGE T PGS, SENT RESULT . . City of Arden Hills I4J 001 ********************* ... TX REPORT ... ********************* 4064 4810551 06/04 11: 13 00'29 1 OK 06/04/99 FRI 11:15 FAX 6126337839 TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST. TIME USAGE T PGS. SENT RESULT . . City of Arden Hills I€J 001 ********************* *** TX REPORT *** ********************* 4065 6122279371 06/04 11: 14 00'28 1 OK 06/04/99 FRI 11:16 FAX 6126337839 TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECTION ID ST. TIME USAGE T PGS. SENT RESULT . . City of Arden Hills I4I 001 ********************* ... TX REPORT ... ********************* 4066 4821262 06/04 II: 15 00'28 1 OK 06/04/99 FRI 11:16 FAX 6126337839 TRANSMISSION OK TX/RX NO CONNECTION TEL CONNECT 1 ON 1D ST. TIME USAGE T PGS. SENT RESULT . . CIty of Arden HIlls I4i 001 ********************* *** TX REPORT *** ********************* 4067 6123701378 06/04 11: 16 00'22 1 OK . - - CITY OF ARDEN HILLS MEMORANDUM DATE: June 7, 1999 TO: Mayor and City Council Terrance R. Post, City Accountan~ FROM: SUBJECT: Administrator Comments for the June 7, 1999 Special Council Meeting City Hall Construction Bid Consideration At the August 31, 1998 regular City Council meeting, Architectural Alliance was authorized to proceed with the preparation of construction plans for the new City Hall project. Based upon information received from the Minnesota Army National Guard about the high probability of a land transfer to that organization occurring March 15, 1999, the City proceeded with bidding for the project. A bid opening was scheduled for March 11, 1999, with the City also accelerating negotiations with the Minnesota Army National Guard for a draft ground lease for a City Hall parcel. The City received bids from nineteen (19) bidders on March II, 1999, with Rochon Corporation, the remaining apparent low bidder at $2,176,000 (with brick exterior) and base bid $2,489,000 (with stone exterior). The architect-prepared Bid Proposal Form Contract Provisions state that".... the undersigned (Rochon) agrees that this bid may not be withdrawn for a period of ninety (90) calendar days immediately following the date ofreceipt of bids." We calculate this date to be June 9,1999. The land transfer to the Minnesota Army National Guard did not occur on March 15, 1999. Since then, the City has sought a legislative solution to the land acquisition goal. This strategy has produced positive results, but has not yet been finalized from a timing perspective. In light ofthe timing concern, City Administrator Fritsinger has been in contact with the Architect, apparent low bidder Rochon Corporation, and City Attorney Filla, to identify other options. The apparent low bidder, Rochon Corporation, has indicated it would be willing to extend its bid guarantee until August 1, 1999, with the condition that the City be liable for $19,800 of additional winter heat and cover costs. City Attorney Filla has recommended that the City in some way take formal action to bring closure to the bid process before the ninety (90) day expiration date. Recommendation City Attorney Filla will be preparing Resolutions for the Special Council meeting (to be distributed at the meeting) that would either, (1) support extending the bid acceptance date with the apparent low bidder subject to the City gaining legal access to the site by a date certain (August 1, 1999) and its willingness to consider a Change Order for additional winterization costs; or (2) rejecting all bids. . CITY OF ARDEN HILLS 4364 WEST ROUND LAKE ROAD ARDEN HILLS, MN 55112-5794 A SPECIAL MEETING OF THE ARDEN HILLS CITY COUNCIL . WILL BE HELD ON MONDAY, JUNE 7, 1999 AT 5:00 P.M. THE PURPOSE OF THIS MEETING IS TO REVIEW AND CONSIDER ACTION ON A CONSTRUCTION CONTRACT FOR THE PROPOSED CITY HALL FACILITY. .-\l~'-L~~4 PHONE: 16121633-5676 . FAX 16121633-7839