Adopt Resolution #20-254 Accepting Bids and Awarding Contracts for Bid Package #2  for the New Public Works Facility

Purpose:
The purpose of this case is to adopt Resolution # 20-254 accepting bids and awarding contracts for Bid Package #2 for the New Public Works Facility. The first phase of construction was previously approved and is already underway.

Background:
The City of Ramsey has long planned for a new public works facility and added it to our Capital Improvement Plan (CIP) in 2006. The land was secured in 2008 by the purchase of the former Bury-Carlson site. That purchase was finalized in 2013 and the  BKV Group was hired in 2015 to perform  a space needs study. This study would be used to determine the size of facility needed to serve the Public Works Department's needs for now and into the future. The size of the current facility is 32,000 sq.ft, which consists of 3 separate buildings with offsite equipment storage spread out over 3 additional sites. The new facility would be approximately 93,000 square feet and is designed to house all Public Works functions and equipment. It is anticipated that the existing buildings will be renovated at a future date and re-used as storage facilities for Public Works and the Police Department, with the current building housing the Utilities Division and Sign Shop to be used as future recycling center.

From the mid 1980's until 1995, the Public Works Department operated out of two pole barns on Highway 47 next to the old Town Hall Building. At that time, the Public Works Department had a total staff of 7 people for all three divisions (Parks Division, Streets Division and Utilities Division). Ramsey's population was 12,400 in 1995. In 1995, the Public Works Department moved into its present location and currently houses 19 full time staff with 11-14 seasonal employees during the summer months. 

Ramsey's current population estimate is 27,400. Additionally, Staff works out of a temporary office trailer that is showing significant signs of deterioration. This proposed facility not only improves operational efficiencies, the office space is in urgent need of replacement to ensure a safe and healthy working condition for Public Works Employees and avoid operating in a facility that could have potential issues with our Property Maintenance Code. 

The current Public Works Facility was actually a series of purchases of existing buildings over a series of several years. None of the current buildings on the campus were constructed by the City. The original purchase represented the size needs at the the time but was not designed for Public Works Operations. In 2005, the Public Works Department added a temporary construction trailer to hold our offices and lunch room with the intent that this would be a stop gap measure until a new facility was constructed. After 15 years, the Public Works Department can no longer operate out of this location efficiently or safely. 

Prior to bidding, the estimated cost for the new facility was $18.85M for the base bid with an alternate bid for $1.26m to add space to bring the facility to eventual full design build out. The new Public Works Facility is being designed to serve the needs of the City of Ramsey for the next 30-50 years with space to adjust for needs beyond that date. At the September 8th council meeting council approved bid package # 1, plus the alternate bid for expanded vehicle storage for a total cost of $6,580,299.00   Construction on the new facility began in October of 2020 and will be substantially completed in September of 2021.

Complete digital Bidding Documents were available online at QuestCDN and also posted in  the Anoka Union Herald for potential bidders. Paper documents were also available for viewing at RJM Construction, the City's Construction Manager on this project.

Sealed bids were received at the Ramsey City Hall, 7550 Sunwood Drive NW, Ramsey, MN 55303 until 1:00 p.m., Wednesday,October 28th, 2020 at which time bids were publicly opened, reviewed, and read aloud.  Bidders were also able to join the bid opening online. Staff is excited to report that there was great interest in the project in that a total of 183 bids and quotes were received for the 15 bid categories and 17 quote categories.

The new PW facility consists of two components at this time,

1. Main Structure
2. Alternate # 1 for constructing future expansion today

The reason the addition is being considered for construction at this time is, because of the need for large vehicle storage space. The addition is approximately 12,300 square feet in size. As designed, the main structure will be close to capacity in regard to large vehicle storage. 

With the anticipated growth in the next few years, the City will need to add several large vehicles to keep up with the demand for services. The original design included this space to accommodate this growth, but was scaled back for budgetary reasons. Staff feels the current bidding climate is conducive to adding this addition with the original construction of the new facility. If the addition is constructed now, savings will be realized in mobilization charges, material and labor costs. It's also estimated that to add the space in the future, the future project would include higher costs to re-certify the architectural plans, a probable increase in bonding rates, inflationary costs, changes in building code and a 6 month disruption of the Public Works Facility due to construction. 

After the bids were tabulated, the base bid for Bid Pack # 2 came in at $1,427,859.00 below the original estimate.  A table with bid comparisons is attached to this case.  Bid comparisons for Alternate #1 were harder to illustrate, because not all bids had original estimates provided.  Overall though, alternate #1 came in at $292,038.00 below the original overall estimate of $1,266,950.00. 

Overall cost for the project is now estimated at $ 17,338,423.00.  A summary sheet illustrating the final estimated costs for both the Base bid and the Alternate #1 are attached. That is over one million dollars less than original estimate for the overall facility. 

Note: there has been a change in bid category 10C Lockers.  The original low bidder, the Locker Guy, did not meet the specifications of the bid and therefore was rejected by our construction manager.  The next low bidder,Olympus, was selected to install the lockers on the project.  This change resulted in a $20,088.00 increase in that category.

The funding source is a combination of the Facility Fund, Landfill Fund, Water Utility Fund, Sewer Utility Fund, Street Light Utility Fund, Storm Drainage Utility Fund and CIP Bond.

Staff recommendation is to accept bids and award contracts for Bid Pack #2 and Alternate # 1 as follows:

BID CATEGORY	AWARD AMOUNT
6A-Carpentry Materials and Install Ebert Construction Co. 23350 County Road 10 Corcoran, Mn 55357	Base Bid: $152,700.00 Alternate Bid # 1 $1,700.00
7B-Architectural Metal Panels Atomic Architectural Sheet Metal 3207 Labore Road St. Paul, Mn 55110	Base Bid: $220,200.00 Alternate Bid # 1 $4,000.00
7C-EPDM Roofing Granite City Roofing PO Box 1482 St. Cloud, Mn 56302	Base Bid: $767,000.00 Alternate Bid # 1 $107,000.00
8A-Doors, Frames And Hardware-Materials Bredemus Hardware Company 1285 Sylvan Street St. Paul, Mn 55117	Base Bid: $111,795.00 Alternate Bid # 1: $0.00
8D-Sectional Overhead Doors  Twin City Garage Door Company 5601 Boone Ave North New Hope, Mn 55428	Base Bid: $196,650.00 Alternate Bid # 1: $11,250.00
8E- Aluminum Framed Storefronts and Ent. Top Lite Contract Glazing 15548 260th St Lindstrom, Mn 55045	Base Bid: $143,000.00 Alternate Bid # 1: $0.00
9A-Gypsum Assemblies RTL Construction Inc 4000 Valley Industrial Blvd South Shakopee, Mn 55379	Base Bid: $243,733.00 Alternate Bid # 1: $0.00
9E-Painting Swanson & Youngdale Inc. Decorating 6565 West 23rd Street Mpls,  Mn 55426	Base Bid: $165,781.00 Alternate Bid # 1 $0.00
11B- Vehicle Fueling Station Pump and Meter Service, Inc 11303 Excelsior Blvd Hopkins,  Mn 55343	Base Bid: $292,572.00 Alternate Bid # 1: $0.00
21A- Fire Suppression Systems Brothers Fire & Security 9950 E US 10 Elk River, Mn 55330	Base Bid:$147,800.00 Alternate Bid #1:$10,500.00
22A-Plumbing Systems Klamm Mechanical Contractors, Inc 12409 County Road 11 Burnsville, Mn 55337	Base Bid: $944,250.00 Alternate Bid # 1: $97,000.00
23A- HVAC Systems Architect Mechanical 2917 Anthony Ln St. Anthony, Mn 55418	Base Bid: $1,216,000.00 Alternate Bid: $67,464.00
32C-Fencing and Gates Midwest Fence and Manufacturing 525 Villaume Ave St. Paul, Mn 55075	Base Bid: $313,330.00 Alternate Bid # 1 $0.00
26A-Electrical Systems Wolf River Electric Company 101 Isanti Parkway NE Isanti, Mn 55040	Base Bid:$792,196.00 Alternate #1:$58,086.00
QUOTE CATEGORY
1C-Final Cleaning Midwest Specialty Maintenance 8856 Zealand Ave N Brooklyn Park, Mn 55445	Base Bid: $49,247.00 Alternate # 1: $2,800.00
3C-Polished and Sealed Concrete Donlar Construction Company 550 Shoreview Park Road St. Paul, Mn 55126	Base Bid: $81,225.00 Alternate # 1: $6,100.00
7D-Joint Sealants WCS1 LLC PO Box 156 Fountain City, WI	Base Bid:$9,448.00 Alternate # 1: $0.00
8B-Overhead Coiling Doors Twin City Garage Door Company 5601 Boone Avenue North New Hope, MN 55428	Base Bid: $17,000.00 Alternate #1: $0.00
8C-Accordion Security Doors Won-Door Corporation 1631 James Road Saint Paul, MN 55118	Base Bid: $20,273.00 Alternate #1: $0.00
8F-Translucent Wall Panels W.L. Hall Co. Alternate #1: $5,814.00 530 15th Avenue South Hopkins, MN 55343	Base Bid: $84,737.00 Alternate #1: $5,814.00
9B-Tiling Tim’s Construction Group, LLC 15345 Sodium Street NW Ramsey, MN 55303	Base Bid: $35,882.00 Alternate #1: $0.00
9C-Acoustical Ceilings Acoustic Associates Inc. 1250 Zane Avenue North Minneapolis, MN 55422	Base Bid: $32,500.00 Alternate #1: $0.00
9D-Carpet and Resilient Base Henricksen 1101 W River Parkway Suite 100 Minneapolis, MN 55415	Base Bid: $16,572.00 Alternate #1: $0.00
10A-Signage Spectrum Sign Systems 8786 W 35W Service Drive NE Blaine, MN 55449	Base Bid: $16,431.00 Alternate #1: $0.00
10B-Specialties Materials Construction Supply, Inc. 6121 Excelsior Blvd Minneapolis, MN 55416	Base Bid: $15,783.00 Alternate #1: $228.00
10C-Lockers Olympus 6560 Edenvale Blvd Eden Prairie, Mn 55346	Base Bid: $52,713.00 Alternate #1: $0.00
10D-Operable Partitions Acoustics Associates Inc. 1250 Zane Avenue North Minneapolis, MN 55422	Base Bid: $18,089.00 Alternate #1: $0.00
11A-Vehicle Wash	Allowance: $75,000.00 **Note: Allowance will be held for this quote category until further scope review can occur with bidders.
12A- Window Treatments	Allowance: $45,000.00 **Note: No quotes were received for        this quote category. Allowance will be held for buyout of this quote category
12B – Casework Materials Distinctive Cabinet Design 30 2nd Avenue West Foley, MN 56329	Base Bid: $58,672.00 Alternate #1: $0.00
32D-Landscaping Peterson Companies 8326 Wyoming Trail Chisago City, MN 55013	Base Bid: $68,219.00 Alternate #1: $0.00

 
Alternatives

1. Adopt Resolution #20-254 accepting bids and awarding contracts for Bid Package #2 with a base bid amount of $6,407,901.00 and including the Alternate Bid #1 in the amount of $532,974 for a total of $6,940,875.00

Motion to adopt Resolution #20-254 accepting bids and awarding contracts for Bid Package #2 with a base bid amount of $6,407901.00 and including the Alternate Bid #1 in the amount of $532,974 for a total of $6,940,875.00