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HomeMy WebLinkAboutCCP 08-15-2000 . . . CITY OF ARDE.f~lt~ 4364 WEST ROUND LAKE ROAD ARDEN HILLS, MN 55112-5794 AGENDA SPECIAL CITY COUNCIL MEETING CITY HALL TUESDAY, AUGUST 15,2000 8:00 P.M. 1. Call to Order 2. Approval of meeting Agenda 3. Unfinished and New Business a. Approval of Right of Early Entry b. Award partial or whole Construction Bid Award 4. Additions 5. Adjourn The above times may vary depending on length of issue discussion PHONE: (651) 633-5676 . FAX (651) 633.7839 Arden Hills General Account ~om: nt: 0: Cc: Subject: Geronikos, Tom Civ AMCIS01 [GeronikosT@alexandria-emh1.army,mil] Tuesday, July 25, 2000 8:42 AM 'CityHall@ci,arden-hills,mn,us' Birney, William T Mr ASA-I&E; Lingo, Bob Civ AMCCC01; Chuck, Maria Civ AMCIS01; 'Paul "Woodhouse'; 'Lamke, Dale L NWO' RE: Right of Early Entry to Twin Cities Army Ammunition Plant, Ar den Hills, MN Me. Lynch: Thank you for the e-mail submitted in response to our conversation of 7 July 00, I have taken the liberty to distribute this request in the submitted format for review by the Army Secretariat, as well as our legal staff for input. While I think the list of proposed work items looks reasonable, I would like to be on solid footing when I advise that the issue has been sent to the Corps of Engineers District in Omaha for action, I will expedite the review and hopefully we can have word for you before the week is out. m--Original Message----- From: CityHall@cLarden-hills,mn,us [mailto:CityHall@ci,arden-hills,mn,us] Sent: Monday, July 24, 2000 9:34 AM To: TGERONIKOS@HQAMC,ARMY,MIL Subject: Right of Early Entry . Me. Geronikos: The City of Arden Hills is seeking the ability to start work on construction of a new City Hall on military property that will shortly become city property, You indicated that you would grant the City of Arden Hills the right to get on the property to begin construction, short of foundation work, for this project. The following is a list of activities that would occur on the property as a part of this project: . site clearing and earthwork . utility work including bringing new sewer and water service to the site . median curb cut on Hwy, 96 to allow access to and from the site from either direction . installation of a new perimeter fence to reestablish the boundary between city property and Army property In addition, the right of early entry will allow us to order items that have a long lead time (Le" shop drawings and steel), I believe you indicated that you could turn this around in a short period of time, This is important to the city. We would like to award the bid for eiS project and begin work ASAP, Our Council meets again on 31 July, 2000 consider awarding this project. It would give the Council great comfort hey had correspondence from you granting this right of early entry, I hope this is possible, 1 We understand that this is a stop gap measure designed to help us begin construction while we await completion of the environmental publication process, Our understanding is that this information has been provided to some of the right people in the process (E,PA) and their comments have een incorporated into the final documents, If you need any more information, or have other questions, please fee free to call, fax or e-mail. Joe Lynch City Administrator City of Arden Hills 4364 W, Round Lake Road Arden Hills, MN 55112 Ph: (651) 633-5676 Fax: (651) 633-7869 . . z Arden Hills General Account tEom: nl: 0: Cc: Subject: Lamke, Dale L NWO [Dale.L.Lamke@nwo02,usace,army,mil] Wednesday, August 09, 2000 3:47 PM 'CityHall@ci,arden-hills,mn,us' Mike Fix (E-mail) RE: Right of Early entry ~ ROE.8AUG2000.doc Mr, Lynch: Attached for your review and concurrence is a proposed Right-of-Entry which will authorize the City of Arden Hills access and use of certain lands comprising a portion of the Twin Cities Army Ammunition Plant, Minnesota, If you have any questions, please contact me immediately, I will issue the right-of-entry tomorrow, Dale Lamke 402-221-4377 -----Original Message----- From: CityHall@ci.arden-hills,mn,us ~mailto'CitYHall@ci arden-hills mn us>] ent: Tuesday, August 08, 2000 1 :27 PM To: Lamke, Dale L Subject: Right of Early entry Mr. Lamke: Thanks for bringing me up to speed this morning with the Right of Early Entry for the City of Arden Hills to the army property here in Minnesota, As I mentioned, we are under a time crunch to award our bid and get moving on construction, Our deadline for award of the bid is 22 Aug" 2000. Anything you can do to help us get this done before that date would be greatly appreciated, Any questions, feel free to call, 651-633-5676, fax, 651-633-7839 or e-mail. Joe Lynch City Administrator City of Arden Hills 4364 W, Round Lake Road _den Hills, MN 55112 : (651) 633-5676 Fax: (651) 633-7869 1 . . . August 10, 2000 Real Estate Division RIGHT-OF-ENTRY NO. DACA45-3-00-6088 Mr. Joe Lynch City Administrator, City of Arden Hills 4364 West Round Lake Road Arden Hills, Minnesota 55112 Dear Mr. Lynch: Pursuant to a directive from the Headquarters, United States Army Materiel Command and Section 2840 of PL 106-65, National Defense Authorization Act for Fiscal Year 2000, which authorizes conveyance of approximately four acres ofland comprising a portion of the Twin Cities Army Ammunition Plant (TCAAP) to the City of Arden Hills, Minnesota, for the construction of a city hall complex, the Secretary of the Army, hereinafter referred to as the Secretary, under his general administrative powers, hereby grants to the City of Arden Hills, Minnesota, hereinafter referred to as the grantee, a Right-of- Entry to access the following described Goverrunent-owned lands comprising a portion of Twin Cities Army Ammunition Plant, Minnesota, for a term of six (6) months, beginning August 10, 2000, and ending February 9, 2001, or upon conveyance to the grantee, whichever occurs first, but revocable at will by the Secretary, Description ofthe Premises: That part of the Southeast Quarter of Section 15, Township 30, Range 23, Ramsey County, Minnesota, described as beginning at a point on the south line of the Southeast Quarter of said Section 15, distant 1100.00 feet on an assumed bearing of South 89 degrees 29 minutes 54 seconds West of the southeast comer of said Southeast Quarter; thence South 89 degrees 29 minutes 54 seconds West along the south line of the Southeast Quarter of said Section 15, a distance of828.09 feet; thence North 0 degrees 30 minutes 06 seconds West, a distance of 309,22 feet; thence North 61 degrees 21 minutes 06 seconds East, a distance of 46.90 feet; thence Northeasterly on a tangential curve, concave to the south, having a radius of 31 0.00 feet, a central angle of 28 degrees 08 minutes 48 seconds, a distance of 152.29 feet; thence North 89 degrees 29 minutes 54 seconds East, tangent to said curve, a distance of639.75 feet; thence South 0 degrees 37 minutes 09 seconds East parallel with the east line of the Southeast Quarter of said Section 15, a distance of 368.00 feet to the point of beginning, containing 6,9 acres, more or less, THIS RIGHT -OF -ENTRY is granted subject to the following conditions, . -2- 1. USE OF THE PROPERTY Access to the above-described property is only for the following purposes: a. To survey and prepare (site clearing and earthwork only) the site described above for construction of a city hall, b, To extend sewer and water service to the site and provide access to the site from Highway 96, c. To remove the existing fence after installing a new perimeter chain link fence, in accordance with fence standards previously provided, along the northern and western boundary of the site identified above. A temporary fence of/esser standard, as approved by the Installation Commander's Representative, may be installed while awaiting proper fence materials for the permanent fence, Grantee shall dispose of the old fence and any temporary fences installed by grantee, . 2. CONSIDERATION The consideration for this Right-of-Entry shall be the grantee's acceptance of conveyance of the above described property in accordance with the provisions of Section 2840 of PL 106-65, October 5, 1999, 113 Stat 512, National Defense Authorization Act for Fiscal Year 2000, when and ifthe premises are determined suitable for conveyance, 3. NOTICES All notices and correspondence to be given pursuant to this Right-of-Entry shall be addressed, if to the grantee, to the City of Arden Hills, 4364 West Round Lake Road, Arden Hills, Minnesota 55112; and if to the United States, to the District Engineer, Attention: Chief, Real Estate Division, Omaha District, 215 North 17th Street, Omaha, Nebraska 68102-4978; or as may from time to time otherwise be directed by the parties, Notice shall be deemed to have been duly given if and when enclosed in a properly sealed envelope addressed as aforesaid, and deposited, postage prepaid, in a post office regularly maintained by the United States Postal Service. 4. AUTHORIZED REPRESENTATIVES Except as otherwise specifically provided, any reference herein to "Secretary", "District Engineer", "Installation Commander", or "said officer" shall include their duly authorized representatives, Any reference to "grantee" shall include any duly authorized . representatives. -3- . . . S. SUPERVISION BY THE INSTALLATION COMMANDER'S REPRESENTATIVE The use and occupation of the premises shall be subject to the general supervision and approval of the Installation Commander's Representative, Twin Cities Army Ammunition Plant, Minnesota, hereinafter referred to as said officer, and to such rules and regulations as may be prescribed from time to time by said officer. 6. APPLICABLE LAWS AND REGULATIONS The grantee shall comply with all applicable Federal, state, county and municipal laws, ordinances and regulations wherein the premises are located. 7. CONDITIONAL USE BY GRANTEE The exercise of the privileges herein granted shall be: a, without cost or expense to the United States; b, subject to the right of the United States to inspect the premises; c, personal to the grantee, and this Right-of-Entry, or any interest therein, may not be transferred or assigned; and d, subject to the following easements on the premises: (1) A perpetual easement over the South 133,0 feet thereof of the above-described parcel, acquired for County State Aid Highway No. 96 (Easement No. 048-5) granted to the State of Minnesota. (2) A 50-year easement ending 11 December 2030 (DACA45-2-80-6281) for an 8-inch gas line and an additional 3-inch gas line, granted to Northern States Power Company. (3) A 50-year easement ending 31 October 2045 (DACA45-2-96-6005) for an electrical distribution system, granted to Northern States Power Company, (4) A 50-year easement ending 31 October 2045 (DACA45-2-96-6006) for a natural gas distribution system, granted to Northern States Power Company. (5) Any other existing easements, . -4- 8. CONDITION OF PREMISES The grantee acknowledges that it has inspected the premises, knows its condition, and understands that the same is granted without any representations or warranties whatsoever and without any obligation on the part of the United States. 9. COST OF UTILITIES The grantee shall pay the cost, as determined by the officer having immediate supervision over the premises, of producing and/or supplying any utilities and other services furnished by the Government or through Govemment-owned facilities for the use of the grantee, including the grantee's proportionate share of the cost of operation and maintenance of the Government-owned facilities by which such utilities or services are produced or supplied. The Government shall be under no obligation to furnish utilities or services. Payment shall be made in the manner prescribed by the officer having such jurisdiction. 10. PROTECTION OF PROPERTY . The grantee shall keep the premises in good order and in a clean, safe condition by and at the expense ofthe grantee. The grantee shall be responsible for any damage that may be caused to property of the United States by the activities ofthe grantee under this Right-of-Entry, and shall exercise due diligence in the protection of all property located on the premises against fire or damage from any and all other causes. Any property ofthe United States damaged or destroyed by the grantee incident to the exercise of the privileges herein granted shall be promptly repaired or replaced by the grantee to a condition satisfactory to said officer, or at the election of said officer, reimbursement made therefor by the grantee in an amount necessary to restore or replace the property to a condition satisfactory to said officer. 11. INDEMNITY The United States shall not be responsible for damages to property or injuries to persons which may arise from or be incident to the exercise of the privileges herein granted, or for damages to the property of the grantee, or for damages to the property or injuries to the person of the grantee's officers, agents, or employees or others who may be on the premises at their invitation or the invitation of anyone of them, and the grantee shall hold the United States harmless from any and all such claims not including damages due to the fault or negligence of the United States or its contractors. . . . . -5- 12. RESTORATION On or before the expiration of this Right-of-Entry or its termination by the grantee, the grantee shall vacate the premises, remove the property ofthe grantee, and restore the premises to a condition satisfactory to said officer. If, however, this Right-of-Entry is revoked, the grantee shall vacate the premises, remove said property and restore the premises to the aforesaid condition within such time as the District Engineer may designate, In either event, ifthe grantee shall fail or neglect to remove said property and restore the premises, then, at the option of said officer, the property shall either become the property of the United States without compensation therefor, or said officer may cause the property to be removed and no claim for damages against the United States or its officers or agents shall be created by or made on account of such removal and restoration work. The grantee shall also pay the United States on demand any sum which may be expended by the United States after the expiration, revocation, or termination ofthis Right-of-Entry in restoring the premises, This paragraph is not applicable if grantee accepts the conveyance of the premises in accordance with the Section 2840 ofPL 106-65, October 5, 1999, 113 Stat 512, National Defense Authorization Act for Fiscal Year 2000. 13. NON-DISCRIMINATION a. The grantee shall not discriminate against any person or persons or exclude them from participation in the grantee's operations, programs or activities because of race, color, religion, sex, age, handicap or national origin in the conduct of operations on the premises, The grantee will comply with the Americans with Disabilities Act and attendant Americans with Disabilities Act Accessibility Guidelines (ADAAG) published by the Architectural and Transportation Barriers Compliance Board. b. The grantee, by acceptance of this Right-of-Entry, is receiving a type of Federal assistance and, therefore, hereby gives assurance that it will comply with the provisions of Title VI ofthe Civil Rights Act of 1964 as amended (42 U.S.C, 9 2000d); the Age Discrimination Act of 1975 (42 U.S.C, 96102); the Rehabilitation Act of 1973, as amended (29 u,s,c. 9 794); and all requirements imposed by or pursuant to the Directive of the Department of Defense (32 CFR Part 300) issued as Department of Defense Directive 5500.11 and 1020.1, and Army Regulation 600-7, 14. TERMINATION This Right-of-Entry may be terminated by the grantee at any time by giving the District Engineer at least thirty (30) days notice in writing. . -6- 15. ENVIRONMENTAL PROTECTION a, Within the limits of their respective legal powers, the parties to this Right-of-Entry shall protect the premises against pollution of its air, ground and water, The grantee shall comply with any laws, regulations, conditions, or instructions affecting the activity hereby authorized if and when issued by the Environmental Protection Agency, or any Federal, state, interstate or local govemmental agency having jurisdiction to abate or prevent pollution. The disposal of any toxic or hazardous materials within the premises is specifically PROHIBITED. Such regulations, conditions, or instructions in effect or prescribed by said Environmental Protection Agency, or any Federal, state, interstate or local governmental agency are hereby made a condition ofthis Right-of-Entry, The grantee shall not discharge waste or effluent from the premises in such a manner that the discharge will contaminate streams or other bodies of water or otherwise become a public nuisance, b, The grantee will use all reasonable means available to protect the environment and natural resources, and where damage nonetheless occurs from the grantee's activities, the grantee shall be liable to restore the damaged resources. . c, The grantee must obtain approval in writing from said officer before any pesticides or herbicides are applied to the premises. 16. HISTORIC PRESERVATION The grantee shall not remove or disturb, or cause or permit to be removed or disturbed, any historical, archeological, architectural or other cultural artifacts, relics, remains or objects of antiquity. In the event such items are discovered on the premises, the grantee shall immediately notify said officer and protect the site and the material from further disturbance until said officer gives clearance to proceed. 17. DISCLAIMER This Right-of-Entry is effective only insofar as the rights of the United States in the premises are concerned; and the grantee shall obtain any permit or right-of-entry which may be required by Federal, state, or local statute in connection with the use of the premises. It is understood that the granting of this Right-of-Entry does not preclude the necessity of obtaining a Department ofthe Army permit for activities which involve the discharge of dredge or fill material or the placement of fixed structures in the waters of the United States, pursuant to the provisions of Section 10 of the Rivers and Harbors Act on March 1899 (33 U.S.C. !i 403), and Section 404 of the Clean Waters Act (33 U.S.c. !i 1344). . . . . -7- 18. HAZARDOUS OR TOXIC MATERIALS The grantee shall not use the premises for the storage, treatment or disposal of non-Department of Defense owned hazardous or toxic materials, as defined in 10 U.S.c. 2692, unless authorized under 10 U.s,C. 2692 and properly approved by the grantor. 19. FEDERAL FACILITY AGREEMENT A copy of the Twin Cities Army Ammunition Plant Federal Facility Agreement (FFA), entered into by the United States Environmental Protection Agency (EPA) Region V, the State of Minnesota, and the Department of the Army, effective December 1987, and a copy of any amendments thereto, are available for the grantee's review at the Office of the Commander's Representative. The grantee agrees that should any conflict arise between the terms of the FF A as they presently exist or may be amended, and the provisions of this Right-of-Entry, the terms of the FFA will take precedence. The grantee further agrees that notwithstanding any other provisions of this Right-of-Entry, the United States assumes no liability to the grantee should implementation of the FFA interfere with their use of the premises. The grantee shall have no claim on account of any such interference against the United States or any officer, agent, employee or contractor thereof. 20. ENVIRONMENTAL BASELINE SURVEY An Environmental Baseline Survey (EBS) documenting the known history ofthe property with regard to the storage, release or disposal of hazardous substances thereon, is available for the grantee's review at the Office ofthe Commander's Representative. Upon expiration, revocation or relinquishment of this Right-of-Entry another EBS shall be prepared which will document the environmental condition of the property at that time. A comparison of the two surveys will assist the said officer in determining any environmental restoration requirements, Any such requirements will be completed by the grantee in accordance with the condition on RESTORATION, 21. CERCLA The information contained in this notice is required under the authority of regulations promulgated under section l20(h) of the Comprehensive Environmental Response, Liability, and Compensation Act, as amended (CERCLA) 42 U.S.C. 9620(h), The grantor has made a complete search of its records concerning the property subject to this Right-of-Entry, Those records indicate that the following hazardous substances, as defined below, have been stored for one year or more (S), released (R), or disposed of (D) on the property during the time the -8- . . . property was owned by the United States of America. The grantee should consult the Environmental Baseline Survey (EBS) attached hereto as Exhibit "A" for more details, or where indicated: ~ R SUBST OUANT CASRN SYNONYM RCRA# DATE D REMARKS LEAD * 7439921 N/A N/A * R Silo and soil removed "SUBST" shall mean any member of that group of substances defined as hazardous under CERCLA Section 101 (14) and appearing at 40 CFR 302.4; "QUANT" shall mean the quantity in kilograms and pounds of the hazardous substance; "CASRN" shall mean the Chemical Abstracts Services Registry Number (CASRN), where applicable; "SYNONYM" shall mean the regulatory synonym for the hazardous substance, as listed in 40 CFR 302.4, where applicable; "RCRA#" shall mean the RCRA hazardous waste number specified in 40 CFR 261.30, where applicable; "DATE" shall mean the date(s) that such storage, release, or disposal took place; "*,, shall mean that the information is either not available, is incomplete, or requires further explanation, and the grantee should review the Environmental Baseline Survey (EBS) found at Exhibit "A" for further details, 22. SPECIAL WELL CONSTRUCTION AREA The Minnesota Department of Health has designated a SPECIAL WELL CONSTRUCTION AREA that includes the premises. The Special Well Construction Area designation became effective on July 1, 1996, and will remain in effect until further notice. 23. NOTICE OF UXO CLEARANCE For prudent safety precautions, the grantee and any contractors performing ground-intrusive work on the property are notified that TCAAP has been and continues to be an ammunition factory, and if any item is encountered that appears to be of an ordnance or explosive nature, stop-work procedures should be invoked and the Army notified immediately. 24. WETLAND The wetland located on the eastern half of the premises shall not be disturbed by the grantee, -9- . 25. MONITORING WELL Well Number 03U006, a perimeter well installed in 1984 to assess the water levels, located in the southeast corner of the premises, was sealed by the Army. 26. INSURANCE During the term of this Right-of-Entry, the grantee shall, at its own cost and expense, procure, from a reputable insurance company acceptable to the Government, and maintain a public Liability insurance policy or policies, in the amount of $2,000,000.00 which policy or policies will protect the Government from any and all Liability for all injuries to any person or persons and damages to the property which may arise from or be incident to the grantee's use of the premises, The amount of insurance contained therein shall not be construed to be a Limitation of the Liability ofthe grantee. The grantee shall furnish either the original policy or policies or certificate or certificates of insurance to satisfactorily evidence such coverage. In the event the grantee is a self-insurer, the furnishing of an insurance policy shall not apply but the grantee shall furnish an appropriate certificate indicting that it is a self-insurer. 27. NOTICE OF FEDERAL JURISDICTION . Currently exclusive federal legislative jurisdiction exists over the premises. . Please forward your city's written acceptance of the terms and conditions herein, as indicated at the end of this letter, to this office, together with a completed Certificate of Authority (see enclosed MRO Form 851). Please note that the officer who signs the Right-of-Entry must not be the same officer who signs the Certificate of Authority, A copy of this letter is enclosed for your files, A return envelope is enclosed for convenience. Coordination for entry onto the installation should be made with Mr. Mike Fix, Commander's Representative at the Twin Cities Army Ammunition Plant. The point of contact at this office is Mr, Dale Lamke at (402) 221-4355. Sincerely, ORIGINAL SIGNED Gary D. Blair Chief, Real Estate Division Enclosures -10- . . . On behalf of the City of Arden Hills, the undersigned hereby concurs with and agrees to be bound by the terms and conditions of this Right-of-Entry this day of ,2000, CITY OF ARDEN HILLS, MINNESOTA BY: TITLE: Copies Furnished (wo/enclosures): Headquarters U,S, Army Materiel Command ATTN: AMCEN-R 5001 Eisenhower Avenue Alexandria, Virginia 22333-0001 Commander U,S, Army Munitions and Armaments Command (PROV) ATTN: SOSMA-ISD 1 Rock lsland Arsenal Rock Island, Illinois 61299-5500 Commander's Representative Twin Cities Army Ammunition Plant ATTN: SIOTC-CP (Mr. Mike Pix) 4700 Highway 10, Suite A Arden Hills, Minnesota 55112-3928 . 8 August 2000 SAVED: F:\REPUBDAT\DLLAMKE\ARDENHILLS-2000\ROE.8AUG2000 . . . . . CITY OF ARDEN HILLS MEMORANDUM DATE: August 11, 2000 TO: Mayor and City Councilmembers ,,' .~ Joe Lynch, City Administrator .Jt14 FROM: SUBJECT: Award of Construction Bid, City Hall Facility Backl!:round At the July 10, 2000 City Council meeting, you heard a request to consider choosing the alternates proposed in the bid for the construction of the new City Hall. At that time, you chose to decide on the alternates proposed, but did not award the bid for the new City Hall project. Upon legal advice, and due to personal concerns, the City Hall bid was put on hold until such time as confirmation could be given indicating that the City had either Fee Title to the property, or Right-of-Entry given by the Department of the Army (DoA) to begin construction activities, Staff indicated, in a Non-Agenda item, that we had been in contact with the Secretary of the Army, who indicated that they would give the City Right of Early Entry upon receipt of identification of activities that would occur on the property, short of construction of the building foundation. A copy of the E-mail that was sent to the Secretary of the Army is enclosed for your review and information, as well you can see the correspondence back from the Secretary ofthe Army, indicating that he would process the request as promptly as possible, and anticipated a response back by your July 31" City Council meeting. Among other concerns were the fact that the contractor would hold the City responsible for additional costs if they had to mobilize to the site, and then could not begin construction due to the fact that the City did not own the property. Enclosed within is a copy of a letter from the contractor, identifying the activities that they would embark upon if given access to the site, including a prorated share of mobilization. Also, a letter from Architectural Alliance indicated their support of a partial Notice to Proceed for the contractor to begin these activities. During the course of the conversation with the architect and the proposed contractor, it was indicated that the contract indicates that the owner has the right and the ability to end construction for any reasonable purpose, at any time. Also, ifthe City chooses to take this action, the work that has been done up to that point, would be calculated and billed to the City, including the mobilization costs, . . . Memorandum, A ward of Construction Bid, City Hall Facility Page Two June 27, 2000 I have enclosed a copy of the memorandum given to you earlier, outlining the proposed bids, as well as calculations of the bids from the year previous, and a side-by-side comparison on the costs for each respective part of the project. Please use this as a reference as you determine if you feel that the City can go ahead and make the award for bid for the construction of the new City Hall. The contractor has indicated that they are willing to mobilize and begin construction activities, short of foundation work, and have indicated a preference for the ability to order some materials that have long lead times (i,e" steel and shop drawings). The architect is recommending that the City consider giving partial Notice to Proceed to the contractor to conduct those activities on the site, short offoundation work. The Secretary of the Army has indicated that they will return correspondence to us, indicating that we have the Right of Early Entry to conduct those activities, short of foundation work. Recommendation StatI recommends that the City Council award the construction bid to the apparent low bidder, Rochon Corporation, in the amount of$2,942,000, and give a partial Notice to Proceed to conduct those activities listed on the letter dated July 24, 2000 from Architectural Alliance to the City Administrator, including: 1, Site clearing and earth work; 2. Site utilities; 3, Median cut on Highway 96; 4. Preparation of shop drawings, Staff also recommends that the City Council authorize the Mayor and City Administrator to enter into a contract with Rochon Corporation for construction of the new City Hall, based on the partial Notice to Proceed items, . . . ARCHIHLTURAl ALLIANCE Ju]y 24,2000 400 eLl FT 0 \J A V E N U E SOUTH Mr, Joe Lynch City Manager City of Arden Hills Round Lake Business Center 4364 W, Round Lake Rd, Arden Hills, MN 55112.5794 M I N rJ EAP 0 L I $, M INN ESOTA ~ 5403.3299 TE L ~ P H 0 N E 1612) 371 - 5 7 03 FAX 1612:1371-7212 Re: New City Hall Partial Notice-ta-Proceed Dear Joe: Based on our understanding of your discussions with the Department of the Army which indicate that they will grant permission to commence preliminary construction activities (short of pouring concrete footings and foundations and ensuing construction activities) we recommend that the City of Arden Hills Award the construction contract at the July 3], 2000 City Council meeting, Following the contract award we would issue a partial Notice-to-Proceed to Rochon Corporation to commence work on the following items: 1, Site Clearing and Earthwork 2, Site Utilities 3, Median Cut in Highway 96 4, Preparation of shop drawings for long lead items such as concrete reinforcement, structural steel, steel joists and deck, precast concrete, stone masonry and certain mechanical and electrical long lead items (airhandling equipment and switchgear). This should allow Rochon to commence construction prior to the expiration of the 90-day bid acceptance period (August 22,2000), It is assumed that the City will receive title to the property in mid to late August at which time we can issue a Notice-to-Proceed to Rochon for the remaining construction activities. Mr. Joe Lynch July 24, 2000 . Page20f2 Please call me if you have any questions, Thank you! Sincerely, PETER VESTERHOLT, AlA Principal PV/lId cc: Sterner Dew File . H :\HQ PROJECTS\ 1997\ 1997149\Office\072400L I ,doc . JUL-21-2000 13:36 ROCHON CORPORRTION 612 559 8101 P.01/02 a RQGhon C:orporation Suite '120 3650 Ar'n;Jpoli~ Lane Norlh Plymouth, MN 6StlIl-7 Of Ii GO 763559,9393 Fex 763,;09,8'10 I July 21, 2000 Mr. Joe Lynch City of Arden Hills 4364 West Round Lake Road Arden Hills, MN 55112-5794 Re: Construction Contract for New City Hall Dear Joe, This letter is to provide confirmation of our meeting this morning regarding the contract award with a conditional notice to proceed. Rochon Corporation is willing to accept this agreement with the following understanding: . . Rochon Corporation will be awarded the contract for construction and issued a notice to proceed with the following work: earthwork. outside utilities, turn lane work described in alternate No, B. and shop drawings for long lead items (structural steel, joist, deck, precast concrete, stone masonry, concrete reinforcement, electrical switchgear and air handling equipment). . The city anticipates this award between the dates of 7/31/00 and 8114100, which will allow mobilization to begin prior to expiration of the bid guarantee period. . The city will aggressively pursue full title to the subject property to allow a notice to proceed with all contract work. The anticipated date for receipt of full title is August 25, 2000 according to the information provided at this morning's meeting, The approximate value for the work involved in the initial notice to proceed is listed below: Work Item Value Earthwork $ 54,100.00 Utilities $ 174,400.00 Turn Lane $ 16,000.00 Shoo Drawinas $ 18,000.00 Rochon's Costs $ 65,650.00 Total $ 329,150.00 . . . . JUL-21-2000 13:37 ROCHON CORPORRTION 612 559 8101 P.02/02 These costs are approximate but should be accurate within 10% +/-. In the event the project does not continue beyond the initial notice to proceed settlement of the contract would follow the guidelines ouUined in the contract which would include payment of the cost to date for the work that has been authorized. If you have any questions regarding the information provided please contact me at your convenience. ~o Robert S. Dew Project Manager cc: Jeanne J. Sterner, Architectural Alliance Nina Werstein, Cobb Strecker Dunphy & Zimmerman TDTRL P.02 . CITY OF ARDEN HILLS TO: EMORANDUM DATE: ,,/" Milyo~-;~d City Council FROM: .Joe Lynch, City Administrator SUBJECT: City Hall Construction Bids Backeround The City received bids for construction of the new City Hall on Wednesday, May 24, 2000, Bids were received from ten (10) bidders, with base bids ranging from $2,735,000 to $3,470,000. The bids included: . Base Bid for Project Alternate 2, deduct (remove stone masonry) Alternate, add windows (different style than first floor windows) Alternate, to add windows (same style as first floor windows) . . . . The apparent low bidder was Rochon Corporation, Their full bid was as follows: . . Base Bid = . Alternate No, 1, Deduct (Brick) . Alternate No, 2, Add = (Windows) . Alternate No, 3, Add (Windows) $2,735,000 ( 315,000) 16,000 25,000 The architect's preliminary estimate for the construction of the project was $2,500,000, This estimate was for the base bid, What follows is a comparison between the bids received in 1999, and those received in 2000 for the City Council to observe the differences and make some determinations about the alternates proposed, Base Bid Furnishings Water/Sewer Utilities AudioNisual Phone System 1999 $2,489,000 135,000 180,000 188,000 70.000 2000 $2,735,000 140,000* 166,000 180,000 72,500* * Adjusted for Inflation $3,062.000 $3.293,500 . . . Memorandum, City Hall Bid Results Page Two June 22, 2000 The alternates in 2000 included the following: Alternate No.2 = Add $16,000 Add second tloor windows of a different style and height than the windows on the first floor; Alternate No.3 = Add $25,000 Add second tloor windows of the same style and height as the first floor Alternate A = Add $16,000 Install a 12" watermain from Hamline A venue to City Hall Alternate B = Add $16,000 Construct left hand turn lane otf Highway 96 Total of Alternates = $73,000 Without any of the Alternates, less the deduct on Alternate No, 1, makes the total project costs: Base Bid Stone Masonry (Deduct) Total Project Costs (without other alternates) 1999 $3,062,600 (313,000) $2,749,000 2000 $3,293,500 (315,000) $2,978,500 How does this compare to the Architect's Estimate? The original architect's estimate as $2,500,000, If you took the proposed apparent low bid amount of $2,735,000 and deducted the $315,000 amount to have brick instead of masonry, you would have a cost of $2,420,000, If you add back in the municipal utility work, which is the sanitary sewer and water connection, you arrive at a cost of $2,586,000, which is approximately $86,000 higher than the architect's estimate, Further Discussion Items At the City Council's June 19,2000 Worksession, the consensus of the City Council was for the tollowing Alternate considerations for the construction of the project: . . . Memorandum, City Hall Bid Results Page Three June 22, 2000 . Alternate B. Construction of a Left Hand Turn Lane off Hil!:hwav 96 (in the amount of $16.000) After discussion, it was the consensus to include Alternate B as part of the construction bid, . Alternates No.2 and 3 (Variations of Window Styles for the Second Floor (at a cost of $16.000 and $25,000 rcsvectivelv) After discussion, it was the consensus to include Alternate No, 3, in an amount of $25,000, as part ofthe construction bid, . Alternate No. A (Installation of a Twelve Inch (12") Watermain from Hamline Avenue to City Hall (in the amount of $16.000) The purpose ofthis pipe up sizing was to accommodate future cross connections to the City of Shoreview for emergency purposes, Public Works Director Stafford and City Administrator Lynch met with representatives of the City of Shoreview regarding this opportunity, but the City of Shoreview did not express any interest, due to the apparent prohibitive cost oftunneling under Lexington A venue, Without the cost sharing of the City of Shoreview, a twelve-inch line is not be feasible for Arden Hills to pursue. Mr. Stafford indicates that a six inch (6") line would be sufficient for City Hall purposes, installation of an eight inch (8") line would allow for future expansion, and potential cross-connection to our own line, Mr. Stafford recommends installation of the eight-inch (8") line in conjunction with the City Hall infrastructure construction. This is part of the base bid, and will not increase or decrease the construction bid. After discussion, it was the consensus of City Councilmembers to authorize installation of an eight-inch (8") water line as part of the construction bid. . Alternate No.!, allowinl!: for brick masonry. rather than stone masonry (a votential deduct of $315.000) Mr. Vesterholt and Ms, Sterner reviewed the two (2) options, advantages and disadvantages of stone and/or brick masonry. After extensive discussion of both options, budgetary concerns and aesthetics, it was the consensus of City Councilmembers to ratify inclusion of the stone masonry, ratber than the deduct for brick masonry as part of the construction bid, . . . Memorandum, City Hall Bid Results Page Four June 22, 2000 The total project costs would bc as follows: . Base Bid . Furnishings . Water/Sewer Utilities . AudioNisual . Phone System . Alternate No, 3 . Alternate B Sub-Total Project Cost . Alternate No, I, (Deduct) = Total Project Cost = = $2,735,000 140,000 166,000 165,125 72,500 25,000 16,000 = $3,319,625 ( 315,000) $3.004.625 Recommendation City Councilmembers need to determine whether or not to let the hid for proposed construction of the City Hall.