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Agenda Packets - 1999/02/01
CITY OF MOUNDS V E 111' WORK SESSION AGENDA February 1, ;1999 6:00 p.m. Items Discussed Per Consensus 1. Discussion of Housing Grant Application Update. 2. Discussion of 6991 Pleasant View-HRP Update. 3. Discussion of Community Survey Status Update. 4. Discussion of Mermaid Development Agreement. 5. Ramsey County Update- Commissioner Tony Bennett. 6. Ramsey County Director of Public Works -Paul Kirkwold on Highway 10 Turnback. 7. Discussion of Edgewood Drive Realignment and TH 10 Signalization Project. 8. Discussion of Community Center Construction and Operating Budget/Actual Report. 9. Discussion of Community Center Cleaning Contracts. 10. Discussion of Booster Station Controls and Y2K SCADA System Update. 11. Discussion of City Y2K Report. 12. Discussion of City Meetings and Cable Access. Item No. Staff Report No. Meeting Date: 2/1/99 Type of Business_ WK WK•Work Session;PH:Public Hearing; CA:Consent Agenda;CB:Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Steve Dorgan, Housing Inspector Item Title/Subject: Housing Grant Application Update Date of Report: January 28, 1999 SUMMARY Staff is in the process of drafting grant applications to fund existing and proposed housing programs for the City. Applications will be made to the Minnesota Housing Finance Agency's (MHFA) Community Revitalization Fund, Metropolitan Council Local Housing Incentive Fund, and Ramsey County Community Development Block Grant Program. Funding will be sought for the following existing and proposed programs: Existing Program 1. Housing Replacement Program (HRP): The City adopted The HRP in 1996. Since that time, the City has purchased 4 single-family homes for the purpose of redevelopment. The homes have been demolished and the lots prepared for resale to prospective builders/developers for the construction of new single family homes. To date, acquisition, demolition and administrative costs have been funded from the tax increment pool. However, limited funds are available to continue the program. Therefore, the City will make grant applications in the amount of$150,000 to both the MHFA and Metropolitan Local Housing Incentive Fund as well as to Ramsey County for the purposes of continuing the Housing Replacement Program. Proposed funding would provide for the purchase of 2-4 homes depending on whether both grant applications are approved. These funds must be used for homes which household incomes are low-moderate (maximum of 115% of the area's median income or$69,920). The grant is anticipated to provide funding for acquisition and demolition costs for the program through the end of the year 2000. Proposed Programs 2. Interest Subsidy Home Improvement Loan Program: The City Council has previously reviewed a proposal to implement an interest subsidy home improvement loan program. Originally the proposed program was to use TIF to subsidize interest rates for home improvement loans. However, legal staff has advised that TIF funds may not be used to subsidize interest rates for single-family home improvement loans. Therefore, staff is making a grant application for$70,000 to the MHFA and Metropolitan Council Local Housing Incentive Account for funds that would subsidize interest rates of the existing Community Fix-up Fund Housing Loan Program offered through MHFA. The requested grant would provide funds to subsidize existing loans offered through the Community Fix- up Fund at 8% down to 5%. This would allow for 3% subsidies to approximately 40- $10,000 loans. These funds must be used for homes which household incomes are low- City Council Memo February 1, 1999 Page 2 moderate (maximum of 115% of the area's median income or$69,920). 3. Crime Free Multi-Housing Incentive Program: The City of Mounds View and the City of New Brighton assist in the coordination of the Mounds View— New Brighton Property Manager's Coalition. The Coalition was established in 1996 with members who include owners and managers of rental properties within the two cities. One of the many functions of this group includes the promotion of Crime Free Multi-Housing Certification for individual properties. A property achieves the certification when three specific phases have been completed including; training, crime prevention modifications to the building and grounds and finally a block club party. The 2"d phase of the certification often requires specific improvements to the building and grounds, which are sometimes expensive and delays the property from achieving the crime free status. Improvements include; installation of peepholes, reinforced strike plates for doors, lighting, landscaping and security windows for ground floor units to name a few. Both Mounds View and New Brighton will make joint application to Ramsey County for$25,000 to provide incentive funding to properties that achieve Crime Free Certification. The funds would be used to offset the financial burden that is incurred during the 2"d phase improvements. To date, only four properties have completed all three phases of Crime Free Multi-Housing within the two cities. One of those properties is located in Mounds View. EDC MEETING At their regular meeting on January 27, the EDC reviewed the programs proposed for grant application. The EDC recommended application to the MHFA and Ramsey County for the proposed programs. APPLICATION PROCESS Grant applications must be submitted to the MHFA by February 18, 1999 and to Ramsey County by February 26, 1999. Both agencies request that each supporting Council or Board provide a resolution supporting the grant application for the proposed program on behalf of the City. ACTION TO BE CONSIDERED The purpose of this memo is to update the City Council on the grant application process. Staff is requesting the City Council review the proposed programs in which grant applications will be made and place them on the February 8, City Council agenda for approval. Ct Steve Dorgan, Housing Inspector 612/717-4023 C:\MYDOC\DOCUMENfWOUSING\CDBG\CCMEM2 8.99.DOC Item No. Staff Report No. Meeting Date: 2/1/99 Type of Business_ WK WK:Work Session;PH:Public Hearing; CA:Consent Agenda;CB:Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Steve Dorgan, Housing Inspector Item Title/Subject: 6991 Pleasant View - HRP Update Date of Report: January 27, 1999 SUMMARY On June 22, 1998 the EDA approved the purchase of the property located at 6991 Pleasant View Drive for$60,500 as part of the Housing Replacement Program. At that time, staff was also directed to arrange for the clearance of the property for redevelopment purposes. On January 21, 1999 the City closed on the purchase of the subject home. Staff is now prepared to begin clearance of the property so that the property may then be resold for the construction of a new single family home as outlined in the HRP policy. This memo is to update the City Council on the status of the subject lot as well as provide an outline of actions, which will be taken to prepare the property for redevelopment. Demolition Requirements The condition of the house on the lot is very poor and demolition will be required. The garage on the lot is detached and was constructed approximately 25 years ago and appears to be in fair condition. Due to the condition of the garage and the possibility of reducing additional costs associated with the demolition, staff has contacted 5 building movers for the purposes of removing the garage from the property. The city has received only one proposal from Able Building Movers (see attached). The proposal is to remove the garage from the property and out of the city at no charge. Hazardous Materials Prior to the purchase of the property, staff arranged for a Hazardous Materials Survey be conducted on the property(as required by the HRP policy). The survey revealed evidence of asbestos in the floor and ceiling tiles and estimated an abatement cost of approximately$1,500. Well Sealing Due to the age of the home, it would suggest that a well is located on the property. However, Ramsey County and the State of Minnesota do not have records of a well being properly sealed and capped on the property. The owner also indicates that he is unaware of a well located on the property. Staff will conduct an inspection to verify whether a well exits on the property. The well sealing may be conducted as part of the demolition. Demolition Requests for Proposal Staff would recommend that the City contract with a demolition company for any required demolition, hazardous materials abatement, and well sealing. The demolition company could then determine the best way to handle the garage. This would reduce risk to the city. City Council Memo February 1, 1999 Page 2 Sale of Property - Request for Proposal After the site has been cleared, staff will arrange for an RFP to be sent out to area builders and developers as well as individuals who have contacted the city interested in the program for the redevelopment of the subject site. The RFP will include a minimum purchase price, building size and design criteria that is compatible with the neighborhood and surrounding area as part of the RFP. Staff will provide a copy of the RFP to the EDA for review prior to it being sent out. ACTION TO BE CONSIDERED The purpose of this memo is to update the City Council on the status of 6991 Pleasant View Drive and plans for clearance and redevelopment of the property. Staff will continue to make arrangements to clear the property and prepare an RFP for the sale of the lot. The redevelopment RFP will be brought back to the EDA at a future meeting for further discussion/review. Steve Dorga , Ho- ing Inspector 612/717-4023 Attachment: Proposal—Able Building Movers C:MYDOC\DOCUMENTHOUSINGIMVHRM8991PLEA\CCMEM2 8.99.DOC 11rapuna j Page No. of Pages AB E BIALDING MOVERS ?S°1°1, "If You're Willing We're Able" 2262 St. Stephen Street ROSEVILLE, MINNESOTA 55113 (612) 644.0799 �� h PROPOSAL SUBMITTED TO �' PHONE DATE y., " _ jam • "7,if. ��. `•�,,:1;i1,,../.- .i..i_"+�,M^ts*-'^c..i"r �.st-% �+ � � .. d -/- +,. STRE&T / JOB NAME ii 0 • 1� / CITY, STATE AND ZIP CODEcO JOB LOCATION P �"'•'./..-,,,�_ // 7- , r,°A4.,e�,-,---; 4-,',• .e��G-t.," ARCHITECT _ - DATE OF PLANS JOB PHONE • /J 7 . ;,?- . We hereby submit specifications and estimates for: C.7 r '� `% ------•- r/ i.Y. 1.74-17 , f --;;. . °- -arc`-C,----*-- -0.-')...-'R---.''-t....e....,---- /"."-/\ 4.- �--- z - ,y` - `i // r-z.s-- - 0 - 5 / , Illir Fro titoip hereby to furnish material and labor —complete in accordance with above specifications, for the sum of: • • dollars($ )• Payment to be made as follows:. - • All material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices.Any alteration or deviation from above specifica- Authorized A"""te ,-R-'j�:,•,,, iQ,, tions involving extra costs will be executed only upon written orders,and will become an Signature ._s'G-G� ,� ' extra charge over and above the estimate.All agreements contingent upon strikes,accidents �! or delays beyond our control.Owner to carry fire,tornado and other necessary insurance. Note:This proposal may be Our workers are fully covered by Workmen's Compensation Insurance. withdrawn by us if not accepted within days. / AraptUttt.Q of Proposal—The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized Signature to do the work as specified.Payment will be made as outlined above. Date of Acceptance: Signature / PRODUCT 1183 ees Inc.Groton.Mass.01471.To Order PHONE TOLL FREE 1+800.225-6380 Item No. // Meeting Date: 2-01-99 Staff Report No. Type of Business:WK WK:: Work Session;PH:Public Hearing; CA:Consent Agenda;EDAB:EDA Business Mounds View City Council Work Session Staff Report To: Mounds View City Council From: Kevin Carroll, Economic Development Coordinator Item Title/Subject: Mermaid Hotel/Banquet Center (Development Agreement) Date of Report: January 29, 1999 The latest draft of the Development Agreement regarding the Mermaid project was discussed by the members of the EDC at a meeting that was held on January 28, 1999. The meeting was also attended by EDA liaison Lynne Thomason, city staff members Chuck Whiting,Rick Jopke and Kevin Carroll,Dan Hall [on behalf of the Developer], and Mr.Hall's attorney,Mr. Chris Berndt. At the conclusion of the discussion,the EDC members authorized me to prepare a written summary of their comments for the benefit of the City Council and/or EDA. My summary has been reviewed and unanimously approved by all of the EDC members. It is followed by copies of the material that was distributed to the EDC members in advance of the 1-28-99 meeting. The EDC comments that appear below are being provided to the City Council/EDA pursuant to Municipal Code Sec. 408.02,which provides(in part)that: The [Economic Development] Commission shall serve as an advisory commission to the Economic Development Authority...on matters relating to fostering a positive economic climate, encouraging economic development and enhancing the tax base of the City. The Commission shall also make recommendations to the Authority regarding retention and expansion of existing businesses...[and] redevelopment...opportunities.... Summary of EDC Comments/Recommendations: 1. The EDC's interest in and support of the proposed redevelopment project has been favorably affected by the information that the Developer recently provided regarding the anticipated ownership/management structure. The original plans seemed to envision multiple"outside" investors, separate ownership of various real estate parcels, and separate management of the hotel, banquet center and restaurant components of the completed project. The current plans seem to unify ownership/management of the affected real estate and the various business operations,which will presumably make it easier to evaluate the overall financial aspects of the proposal and to predict the project's ultimate market value,taxable valuation and property taxes. 2. The EDC has concluded that the proposed Mermaid Hotel/Banquet Center project would provide a variety of benefits to the City of Mounds View including,but not limited to: lodging of a type and on a scale not presently available in Mounds View;banquet facilities that would accommodate Council Memo January 29, 1999 Page 2 more(and larger)groups than can presently be handled by the City's other privately and publicly owned facilities; 75-80 new jobs;"spin off'business from hotel and banquet center patrons;a significantly enhanced commercial tax base;visual and other aesthetic improvements to the "Gateway to Mounds View;"and new opportunities to improve the Highway 10 corridor and stormwater drainage/treatment in the vicinity of the redevelopment project. 3. The EDC has concluded that the benefits listed above, and other actual or potential benefits,justify some level of City financial assistance if the project cannot or will not move forward in the absence of such assistance. 4. The EDC believes that the type and amount of any financial assistance provided by the City should be based upon several factors, including(but not limited to)the Developer's need for such assistance,the City's ability to provide the requested financing,the amount of risk involved(from the City's perspective), and the extent to which the language of the proposed Development Agreement eliminates or minimizes any such risks. 5. Based upon(among other things)the preliminary financial information provided by the Developer and the fact that no hotel or banquet facility construction has been initiated at the Mermaid to date (despite the fact that such improvements have been contemplated and discussed for several years), it appears to the EDC that the Developer needs city financial assistance to complete the redevelopment in question. 6. However, inasmuch as some of the assumptions underlying the Developer's original written Banquet Center/Hotel"Investment Analysis"have changed,the EDC recommends that at some point(to be determined by the EDA)in this process the Developer should be required to revise or update that Analysis to reflect more current facts, circumstances and assumptions. The EDC believes that the revisions and/or updates should include substantially more information and supporting documentation than has been received to date. The operating income/expense projections should be specific enough to enable a qualified financial consultant to conduct a meaningful investment return analysis. 7. The information initially provided by the Developer characterized owner equity as"cash." The Developer has now clarified that reference by indicating that the Developer will be pledging its equity in the existing facility as equity for the redevelopment project,rather than investing additional cash. The contributed equity will be pledged as collateral for the Developer's other financing, and will provide assurance to the Developer's lender(s) and to the EDA that the Developer has a significant investment at risk. Accordingly,the EDC recommends that the Development Agreement be revised by deleting the provisions requiring the Developer to invest "cash equity"as a prerequisite to receiving reimbursement from the City for project-related costs. 8. The Developer has estimated that the current owners' equity in the Mermaid facility is approximately$4 million(after deducting existing indebtedness of approximately$750,000.00). The Developer has indicated that a new appraisal is now underway, which will provide more specific information regarding the value of the existing facility. The EDC believes that said value, along with the value created by the new construction(having projected construction costs of approximately$7.5 million), should provide a new market value in an amount significantly greater than the$5.9 million valuation that was previously used to calculate anticipated tax receipts and, therefore,the amount of bonding that the redevelopment project can support. 9. The EDC's collective belief is that the market value of the completed Mermaid project will generate"captured"property tax receipts of at least$271,819.00 per year,which will be sufficient to cover the required payments on a bond issuance that will provide the Developer with$2.25 million in project cost reimbursement(s)-- thereby eliminating the need to use any funds from the "pooled TIF account." In short,the EDC believes that the redevelopment of the Mermaid can be a"self-supporting"pay-as-you-go TIF project, in the sense that no funds other than the increased property taxes on the redeveloped property would be needed to pay off the bonds that would be used to provide the Developer with the financial assistance that has been requested. 10. The EDC therefore recommends that the EDA set a"ceiling"of$2.25 million on the amount of project cost reimbursement to which the Developer may be entitled,with the understanding that the actual amount of such reimbursement shall be ultimately dependent upon further analysis regarding the Developer's financial need. The EDC anticipates that such analysis shall be conducted(at the EDA's discretion)by city staff and/or by consultants retained by the city and/or by whatever lender may be providing the Developer's permanent financing. For example,in the event that the Developer is able to establish,to the EDA's satisfaction,that the Developer would not undertake the redevelopment project in the reasonably foreseeable future without the use of pay-as-you-go tax increment financing in the"net" amount of$2.25 million,the EDA would then agree to provide the Developer with project cost reimbursement(s)in that total amount. 11. One of the EDC members indicated a preference for conservatively assuming that the market value of the completed project would not exceed$5.9 million. That member was willing to commit up to $50,500.00 a year from the pooled TIF account if doing so would enable the city to provide the Developer with the$2.25 million in project cost reimbursment that the Developer had requested. At least a few of the other EDC members were willing to commit some(unspecified) portion of the pooled TIF account funds to the project on an annual basis,but only if it became apparent that the market value of the redeveloped property would be lower than the figure that would be needed to generate property taxes sufficient to handle the annual payments on a bond issuance that would provide the Developer with$2.25 million in project cost reimbursement. The EDC members in question considered that possibility to be extremely remote. 12. The initial discussions/negotiations regarding the Mermaid project included the City's [potential] acquisition of the Rent All site at a cost not to exceed$550,000.00,said amount to be paid from the pooled TIF account. If the"net" amount of the bond proceeds is increased from the original $1.7 million to a new figure of$2.25 million,the$550,000.00 difference would be paid to the Developer in the same fashion as the original $1.7 million-- as project cost reimbursement. In order to get reimbursed for the cost of the Rent All site,the Developer would have to pay that cost. Accordingly,the EDC recommends that responsibility for the acquisition of the Rent All site be assumed by the Developer. ACTION TO BE CONSIDERED Fo •' cussion only. 01 ection will be sought regarding whether a"final"version of the Development • k ement should •e placed on a -nda for the 2-8-99 City Council meeting. •e Carroll(61--71 -4029) conomic Development Coordinator N:\DATA\GROUPS\ECONDEV\COUNCIL\01-01-99.REV To ( Economic Development Commission Membe From: Kevin Carroll, Economic Development Coordinator Subject: Discussion of the Mermaid Hotel/Banquet Center [Development.Agreement] Datj January 25, 1999 MEMORANDUM As you will recall, the entire EDC meeting on December 10th was devoted to a discussion of various aspects of the Mermaid proposal. At that time, staff members were in the process of reviewing some revisions (suggested by the Developers)to the initial draft of the Development Agreement. The comments and suggestions that were made by the EDC members during the 12-10-98 meeting were incorporated into a revised draft of the Development Agreement, which was then forwarded to the Developers and their attorney for review and comment. I subsequently met with John Seibert, Dan Hall and his attorney (Mr. Chris Berndt)on January 7, 1999 to discuss the revised Development Agreement. A copy of that Agreement has been enclosed for your review. The provisions that are underlined represent, for the most part, changes that were suggested by the EDC and/or city staff members. During that meeting, it became apparent that the Developer had no objection to most of the new provisions that had been suggested by the EDC and city staff. However, the Developer did have some concerns about the language requiring an unspecified cash equity "injection" by the Developer, and personal guarantees on the part of the Developer's principals, as prerequisites to the use of TIF(tax increment financing) proceeds for the reimbursement of [some of]the Developer's project costs. At my request,the Developer's attorney summarized his client's position on this matter in a letter dated January 22, 1999, a copy of which has been attached for your review. As you will note, the letter also addresses certain other aspects of the proposed project, including the identity of the "Developer," the revised project costs, and potential "spinoff benefits. An important issue for the EDC(and, ultimately, for the City Council)to address relates to the propriety, nature and amount of financial assistance from the City. Much of the discussion to date has focused on the Developer's request that the City contribute up to $550,000 toward the cost of acquiring the Rent All site. The proposed source of the funds in question would be the City's "pooled TIF account," which consists of tax increments received by the City in excess of the amounts needed by the City to make bond payments and other fixed obligations related to the existing TIF districts. Some concerns have been expressed regarding the impact(on existing and planned programs)of a "one-time" $550,000 deduction from the pooled TIF account. In the interest of exploring other options and reexamining some of our original financial assumptions, I recently contacted Public Financial Management (PFM), one of the City's financial consultants. PFM was asked to generate financial information regarding these two new "scenarios": ■ a. Our original (conservative)assumption was that the completed Mermaid ""complex" would have an anticipated market value of$5.9 million, which would be sufficient to generate an annual tax increment (of about$218,000)that could cover the required payments on a bond issuance that would provide the Developer with about$1 .7 million in project cost reimbursement. In order to avoid the impact of a "one-time" $550,000 deduction from the pooled TIF account, it has been suggested that the City might want to consider increasing the size of the bond issuance so that the net bond proceeds could provide the Developer with $2.25 million (the $1 .7 million referred to above plus an additional $550,000) in project cost reimbursement. This type of increase would, of course, result in a corresponding increase in the annual tax increment needed to service the larger bond issuance. Accordingly, the question that was posed to PFM was: what market value(of the completed Mermaid project) would be needed to generate a tax increment that would be sufficient to cover the annual payments on bonds that would provide the Developer with a total of$2.25 million in project cost reimbursement, thereby eliminating the need to take $550,000 out of the pooled TIF account? The answer, which appears in Scenario #I (the attached fax from PFM), is that a market value of$7.35 million would be required to generate the required tax increment of$271 ,817. It is worth noting that the Developer's revised projection regarding project costs (the last page of Mr. Berndt's letter dated I-22-99) reflects $7.49 million in construction costs alone and total project costs of$10.27 million. b. PFM was asked to analyze a second set of circumstances, in which the projected market value was left at$5.9 million (despite the evidence that a higher figure might be justifiable), but the bond issuance was still increased to a level that would generate $2.25 million in project cost reimbursement for the Developer. The question that was then posed to PFM was: inasmuch as the market value of$5.9 million would generate a tax increment that would cover only$1.7 million of the$2.25 million in project cost reimbursement, what additional amount would have to be paid out of the pooled TIF account on an annual basis to cover the$550,000 difference in project cost reimbursement? The answer, which appears in Scenario #2 (attached), is that a payment of$30,000 would be required in the first year, followed by 12 annual payments of$50,500 each. The advantage of this option is a series of smaller payments rather than a large, one- time "hit." The disadvantage is that a total of$636,000 (an "extra" $86,000)would be paid over the 13 year period in question. ■ SUMMARY It is my understanding that Mr. Seibert, Mr. Hall and Mr. Berndt will be present at the EDC meeting on Thursday to answer any questions that you may have about any aspect of the proposed project. Ideally, the EDC will then be prepared to discuss the project and make specific recommendations that can be conveyed to the City Council at its work session on 2-I-99, and/or at its regular meeting on 2-8-99 (which will be the next time that formal action could be potentially taken on the proposed Development Agreement). The EDC's discussion should (at a minimum)address the following points: I . What are the benefits that this project would (or could) provide to the City of Mounds View, and do those benefits justify the type and amount of City financial assistance that the Developer has requested? 2. Has the Developer demonstrated a need (as opposed to a mere desire)for the City's financial assistance, or alternatively, does a mechanism exist to ensure that the need in question will have to be adequately demonstrated before any City financial assistance is actually provided? 3. Is there sufficient evidence that the Developer and its principals have made, or will be required to make, significant financial, legal and personal commitments to the project, thereby helping to ensure the project's ultimate success? 4. What are the risks that the City might face in connection with a project of this type, and have adequate steps been taken to either eliminate such risks or reduce them to acceptable levels? I have not prepared a proposed Resolution for your review at this time. I'm not sure which issues the EDC will want to "formally" address on Thursday, nor can I predict the position that the EDC will take on those issues. However, I will be prepared to work with you to craft a Resolution "on the spot" that accurately reflects the views/thoughts/opinions/recommendations that you want to convey to the City Council regarding these matters. I encourage you to contact me by phone prior to Thu s.:y's mee :cif you'd like more background information regarding any of the relevant issues. Carrol 12-717-40 9) Economic Development Coordinator N:\DATAGROUPS\ECONDEV\EDA-EDC\O I 2898B.MEM ■ WARCHOL 3433 BROADWAY STREET NORTHEAST,SUITE 110 BERNDT attorneys MINNEAPOLIS-ST.PAUL,MINNESOTA 55413-1783 HAJEK FAX (612) 331-1069 TELEPHONE(612) 331-4211 a professional association CHRIS H. BERNDT January 22, 1999 Economic Development Committee c/o Kevin Carroll Economic Development Coordinator City of Mounds View Community Development Department 2401 Highway 10 Mounds View, MN 55112 Re: Mermaid Hotel/Convention Center/Banquet Center Project Our File No. 1159.40C Dear Mr. Carroll: I am the attorney for Hall, LLC, a Minnesota limited liability company (Developer) with respect to the project above identified. As you know, I have reviewed the revised draft of the Development Agreement proposed by the City of Mounds View(City) for use with respect to the new convention center/hotel/banquet center (Project) proposed by the Developer to be integrated with the current Mermaid Complex. The revised Development Agreement incorporated, for the first time, a provision which requires the Developer to first pay an unspecified sum as cash equity towards the Project costs prior to the City making contribution of the Tax Increment proceeds (Reimbursement Amount). As with any major endeavor, this Project has gone through several conceptual phases. My client believes that the information submitted to you earlier, although not necessarily incorrect at the time it was submitted, may have not given you a clear understanding of the Project and my client's commitment to the Project. To further clarify the parties and the transaction, I submit the following additional information for your consideration: Mr. Kevin Carroll January 22, 1999 Page 2 BACKGROUND The Mermaid was originally purchased by a business controlled by Charles Hall more than twenty (20) years ago. The original business was owned and operated by the Mermaid Cocktail Lounge, Inc., a corporation which is now known as "Moundsvista, Inc." That corporation is controlled by Charles Hall who owns a majority of the issued and outstanding stock of that corporation. The remaining minority interests in the corporation are owned by the children of Charles Hall. In the late 1980s operation of the Mermaid was assumed by the Mermaid, Inc., a corporation which is owned by the-children of Charles Hall and has been led by Daniel L. Hall as its President. The Mermaid, Inc. leases the land, improvements and fixtures from Moundsvista. Both Moundsvista and the Mermaid have attempted to run their business in a fiscally conservative manner and have worked hard to keep debt at low levels to reduce operating costs and to allow • them to continue to improve the Mermaid complex. DEVELOPER The Developer of the hotel and banquet center is owned and controlled by Charles and Daniel Hall. In order to further the financing of the project and to provide for an integrated management and ownership of the entire Mermaid Complex, it is proposed that the Developer acquire existing real estate and improvements of Moundsvista, Inc. and the additional sites owned by unrelated parties that will be necessary to accommodate the proposed Project. TRANSACTION In order to facilitate the Project and financing, it is proposed that the Developer acquire the existing real estate and improvements of Moundsvista together with several adjacent tracts. The Developer has not yet reached an agreement with adjacent property owners as to the acquisition cost. Under any analysis, the costs of acquiring the adjacent properties will be substantial. The financial materials and projected project costs already submitted to the City included allocations of land cost to the hotel component of the Project, as well as the banquet component of the Project. These projections represented earlier conceptual project designs that would have provided for separate tracts for each of the hotel, banquet center and the existing Mermaid complex to facilitate separate ownership and operation. Under the current proposal, the hotel, banquet center and existing Mermaid complex are to be operated as one integral unit located on one site with common ownership and management. Accordingly, the land costs are no longer being allocated to each of the specific components of the Project. The allocation of land costs on the earlier projection were an effort to demonstrate the level of commitment of the Developer to the City. In fact, under the current proposal, the commitment of my client is greater. In other words, the entire interest in the Mermaid complex together with the adjacent properties that will • Mr. Kevin Carroll January 22, 1999 Page 3 need to be acquired by the Developer to facilitate the Project will be committed to the Project. The existing debt against the Mermaid complex is approximately $750,000.00, the amount used to improve the existing bowling complex in 1998. This nominal debt that exists against the Mermaid is a result of the Hall family's commitment to reduced debt against properties to enhance operational goals. REVISED AND RESTATED PROJECT COSTS The Developer's consultant, John F. Seibert, has revised the hotel and banquet project costs to reflect the current project scope and expenses incurred by the Developer. The costs do not identify any expense incurred by the Developer in connection with acquiring the existing land and Mermaid complex. Because Moundsvista, Inc., the Mermaid, Inc. and the Developer are related parties, the economics of that transaction are not relevant in considering the level of commitment of the Halls, except to state that the Developer could meet a substantial requirement of cash equity towards the Project, but to do so would only be to unnecessarily encumber the existing Mermaid complex with debt the proceeds of which would go to a related party. The only result of such a transaction requirement would be to require the Halls to unnecessarily incur expenses related to financing that would not directly benefit the Project. In other words, the Halls could easily borrow significant monies against the existing Mermaid complex for the purposes of re- committing that as equity to the Project, but for the purposes of good lending business practices, the Halls would simply be moving the asset from its right pocket to its left pocket. The cash equity requirement should not unnecessarily penalize the Halls since they have endeavored to keep the debt on their existing project as low as possible. PROJECT REVENUE SPINOFF Mr. Seibert has recently acquired the summary financial data with respect to the average daily dollars spent by a patron of a hotel in the north metro area. For the year 1996, such information reflects that the average expenditure per party per day was $188.00. It is projected that the per diem expenditure will be raised to $200.00 per day in the calendar 1999. The revenue expended by a visiting party to the hotel, it is broken down in the following manner: 29.6% Lodging 23.6% Food and Beverage 16.6% Transportation 16.2% Entertainment and Recreation 14.0% Other-Retail Mr. Kevin Carroll January 22, 1999 Page 4 CONCLUSION This clearly demonstrates that the hotel project will be important to the City at large, meeting needs that are not currently met by existing City facilities and resulting in significant spinoff business to benefit other economic sectors of the City. As the City is aware, a number of Developers have examined the prospect of building a hotel and banquet center on the Mermaid site, but have declined to do so because of the inability to meet project and operating costs without (i) the equity of the existing real estate and improvements to the Project; and (ii) the availability of tax increment financing proceeds to assist in financing the project costs. In other words, if a hotel banquet center is to be constructed, the cooperation of the City is needed. On behalf of my client, I recommend and request that the provisions relating to cash equity and the requirement that my client's deposit a sum of cash in addition to committing the land and the improvements to the Project be deleted. My client's will already incur substantial expense in connection with acquiring additional properties and integrating the hotel and banquet.center to the existing complex. To require them to submit to your requirement of cash equity ignores the fact that by doing so they would only dilute the equity in the Project by forcing my client to incur unnecessary financing expense in connection with borrowing and using the existing real estate and complex as collateral. Obviously, there will need to be other changes made to the revised Development Agreement relating to the Commencement Date and Completion Date of the Project. In addition, because of the significant personal commitment my client's have made to the Project, we are requesting that any reference of a personal Guaranty of the Tax Increment shortfall Guaranty be deleted. My client also recognizes the significant commitment it will make to the City with respect to the regional stormwater holding pond referenced in paragraph 3.6 of the revised Development Agreement. I will look forward to supplementing this information in any manner that you may request and trust that this response will better identify both the parties and the nature of the transaction. Since A I Chris H. Berndt CHB/smp cc: Hall, LLC John F. Seibert .Jan 18 99 11 :51p John Seibert (612) 421-0549 p. 2 Mermaid Complex - Development Project Costs Co Developed by Halls, LLC & JCS Development, Inc. Land costs $350,000.00 Purchase of B.E.C.Property 350,000.00 Purchase of Music Off 10 Property $$350,000.00 Purchase of Easement&Pond-Cabot 100,000 ft $8.00/sqft $800,000.00 Purchase of Property From Mound Vista sq $1,600,000.00 Total Land Costs Land Improvement Costs $9000;000.00 Parking Lot development 10 ,000.00 Parking Lot Landscape&Curbing $50,000.00 Parking Lot lntergration Costs $ 50,000.00 Demolition and removal $100,000.00 Holding Pond Construction $425,000.00 Total Land Improvement Costs Construction Costs Building costs-Hotel $5,075,000.00$525,040.00 FF&E costs for Hotel $1,200,000.00$ Building costs-Banquet Center $250,000.00 FF&E costs for Banquet Center $240,000.00 Building lntergration Costs $100,000.00 Glass Foyer between Buildings $100,000.00 Manso rd for the Mermaid $ 00,000.00 Total Construction Costs Development&Soft Costs Financing&Soft Costs for Hotel $200,000.00 Development Costs-Hotel $200,000.00 Contingency&Working Capital-Hotel $175,000.00 Financing&Soft Costs for Banquet Center $55,000.00 Development Costs-Banquet Center $75,000.00 Contingency&Working Capital-Banquet $50,000.00$$5 ,000.00 Total Development&Soft Costs Total Project Development Costs. $10,270,000.00 Financing Requirements Equity Requirements Cash $867,500.00 TIF Proceeds $1.700.000.00 Total Equity $2,567,500.00 Debt Financing $7,702,500.00 Total Project Development Costs $10,270,000.00 01/20/99 17:04 FAX 15152436994 PFM DES MOINES 11001/007 Terace Place 515-243-2600 Sute 214 515 2438884 fax 2600 Grand Avenue www.pfm.com Des Moines,IA PPM 50312.5400 Public Financial Management Finandal and Investment Advisors Fax Tn rFirm.Viti Go fo 1 From 30 rJ (At iS\Q Client# Fax rvo I a- 3$L4 - 3 4 ba.. Phone ( J - 1 - Ll 0 1-1 Date '_ - 97 Pages including cover 0 Urgent 0 As Requested 0 For Review 0 Please Reply Message S 4- uh �,. .ceded 4 P IAck 2` 2W,tn O bn4 ('^moi° (100#4.4.44a ? 4 , 3 So,tri 049 4,64: 2, 2.0i 11.4.0€414.4 6044,-4. ? 1150, Cob ZY \leak t /410v4 The information contained in this facsimile message is privileged and confidential information,intended only for the use of the individual or entity named above. If the reader of this message is not the intended recipient you are hereby notified that any dissemination,distribution or copy of this communication is strictly prohibited. If you have received this communication in error,please immediately notify us by telephone. 01/20/99 17:04 FAX 15152436994 PFM DES MOINES a002/007 City of Mounds View, Minnesota EXHIBIT 1 Mermaid Project Capitalization Schedule Projects Upfront Financing,Site Acquisition etc. $1,700,000 Rent-All Property acquisition 550.000 Total City-Commitments for Project Costs $2,250,000 Less: Reserved 0 City Cash(Contribution)/Extra Bond Proceeds 3,650 $3.650 Projected 1999 City Bonding Needs $2,253,650 Estimated Costs of Issuance 28,300 Capitalized Interest 0 Estimated Underwriter's Discount 23,050 1999 Taxable TIF Bond Issue(Rounded to nearest$5,000) $2,305,000 Anticipated Market Value of Mermaid Project: $7,350,000 * Assessed Market Value to Taxable Valuation Taxable Valuation $5,979,661 *** Assumes Tax Capacity Rate exceeds$150,000 limit 5096 Captured Tax Capacity from Mermaid Project $209,288 Total Tax Rate 129.878% Anticipated Tax Receipts Captured in District $271,819 **** **Anticipated market value needs to be confirmed with updated project plans from the developers. ***Minimum assessment agreement will stipulate$4,800,000 taxable value as of Jan 2,2000. **** Per Ramsey County,District will decertify on January 1,2013. Page1ofl 'C`—�',1, '/44 G 01/20/99 17:05 FAX 15152436994 PFM DES MOINES !j004/007 City of Mounds View,Minnesota =ZIT 3 Proposed Taxable TIF Bonds,Series 1999 SOURCES&USES DEBT SERVICE SCHEDULE SOURCES Debt Annual Date Principal Coupon Interest Service Debt Service Par Amount of Bonds 2,305,000.00 Accrued Interest Other Monies 2/1100 99,544 99,544 8/1/00 80,000 5.350% 66,363 146,363 245,906 Total Sources 2,305,000.00 2/1/01 64,223 64,223 8/1/01 135,000 5.370% 64,223 199,223 263,445 2/1/02 60,598 60,598 USES 8/1/02 145,000 5.440% 60,598 205,598 266,196 2/1/03 56,654 56,654 Deposit to TIF Project 2,253,650.00 8/1/03 150,000 5.460% 56,654 206,654 263,308 Deposit to Reserve Account 2/1/04 52,559 52,559 Capitalized Interest Account 0.00 8/1/04 160,000 5.510% 52,559 212,559 265,118 Municipal Bond Insurance 2/1/05 48,151 48,151 Underwriters'Discount($10.00 per bond) 23,050.00 8/1/05 165,000 5.590% 48,151 213,151 261,302 Costs of Issuance 28,300.00 2/1/06 43,539 43,539 Accrued Interest 8/1/06 175,000 5.640% 43,539 218,539 262,078 Rounding Amount 2/1/07 38,604 38,604 8/1/07 185,000 5.710% 38,604 223,604 262,208 Total Uses 2,305,000.00 2/1/08 33,322 33,322 8/1/08 195,000 5.790% 33,322 228,322 261,645 2/1/09 27,677 27,677 ASSUMPTIONS 8/1/09 210,000 5.890% 27,677 237,677 265,354 2/1/10 21,493 21,493 Dated Date 5/1/99 8/1/10 220,000 6.000% 21,493 241,493 262,985 Delivery Date 5/1/99 2/1/11 14,893 14,893 First Interest Date 2/1/00 8/1/11 235,000 6.100% 14,893 249,893 264,785 First Principal Date 8/1/00 2/1/12 7,725 7,725 Last Principal Date 8/1/12 8/1/12 250,000 6.180% 7,725 257,725 265,450 2/1/13 8/1/13 2/I/14 8/1/14 2/1/15 Arbitrage Yield 5.85161% 8/1/15 TIC 6.01403% 2/1/16 AIC 6.21666% 8/1/16 Average Life 8.16 Years 2/1/17 8/1/17 -Assumes interest payment is capitalized 2/1/18 8/1/18 2/1/19 8/1/19 2/1/20 8/1/20 2/1/21 2,305,000 1,104,778 3,409,778 3,409,778 Scale: January 15,1999 Treasury&75bps I Prepared by Public Financial Management,Inc. 1/20/99 Mermaid TIF Cashflow.xls 01/20/99 17:04 FAX 15152436994 PFM DES MOINES Lj003/007 • W2ooCh4, $ e* le $ R R+ hhvDVo .� 00000000 y 64490 v1 a Os h of .4 .+ VI 44 44 69 44 64 4.46944 •-+ 'oCil e: 01m mTtr.Iely 1P.0 O 644444N 4,44,44 46969969 644,494, 4 li z �p c*� ggB 00 .•, RaefgOmNaNGP � E92 *44 Ea faEa4, 4494, u 6444a �D �+ t*pp.4 Os �0 CO O N Cl ��RI 0 h V II H N N N N N N N N N N N N IW 64 644444646464 64444646464 Y . 6644466449644 V96044404604646044044044044464D fa 644604 0644 ° 1 a i +a d O O 01 CN O 000 a ON ON CA 01 O\ T 01 Oh 0 0 0 0 0 0 0 21 . 1 44440 0en 69 44 49 44 44 44 64. 4-4 su 0. o . . oo ad 00 0o „ " e 0 o o ad O e1 h h h h h h h h h h h h Q' 446466'49449 66994,4 44rf 4494, au a. • 44 44449449449 CD CD CD 496969494CD CD 0 4 4CD CD CD �q 44, 4CD CD �4 44044¢9 CD CD f4 64 Pi 01 p t4494494444CD 694 4,CD 4, 9CD 44644CD 64446464449444CD CD CZ CD 64464664 I '"' O eunVo0000 �VV 0000UINI' UI n 000000000 •n 6.3 O w L T M. 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H Lam" 0 m p 15A . 1i + 0 l a N d 8p NpNp .1pp �poop _ N v 21 Xy , 1 0E1iT0808a588000000NNNaaz NNNN 6; w N .-i r-+ N N N N N N N N tttttVVVVV NNN N N 4wi p�, 'V p r m 0� .p-� N M Vl m ��11 O — N h1 Vl 10 t� m 01 4 Z" B NE o61aa ppSooao � 8 �5pp00p000000 ��1� C U .1 4A VANNaNNNNNNNNNNNNNN � 01/20/99 17:06 FAX 15152436994 PFM DES MOINES Ij005/007 City of Mounds View, Minnesota EXHIBIT 1 Mermaid Project Capitalization Schedule Projects Upfront Financing,Site Acquisition etc. $1,700,000 Rent-All Property acquisition 550.000 Total City-Commitments for Project Costs $2,250,000 Less: Reserved 0 City Cash(Contribution)/Extra Bond Proceeds 3.650 $3.650 Projected 1999 City Bonding Needs $2,253,650 Estimated Costs of Issuance 28,300 Capitalized Interest 0 Estimated Underwriter's Discount 23,050 1999 Taxable TIF Bond Issue(Rounded to nearest$5,000) $2,305,000 Anticipated Market Value of Mermaid Project: $5,900,000 ** Assessed Market Value to Taxable Valuation 81% Taxable Valuation $4,800,000 *** Assumes Tax Capacity Rate exceeds$150,000 limit 3.50% Captured Tax Capacity from Mermaid Project $168,000 Total Tax Rate 129.878% Anticipated Tax Receipts Captured in District $218,195 **** **Anticipated market value needs to be confirmed with updated project plans from the developers. ***Minimum assessment agreement will stipulate$4,800,000 taxable value as of Jan 2,2000. ****Per Ramsey County,District will decertify on January 1,2013. ` 4 / Page 1 of 1 7_ 01/20/99 17:07 FAX 15152436994 PFM DES MOINES fj007/007 4 City of Mounds View,Minnesota Exam 3 Proposed Taxable TIP Bonds,Series 1999 SOURCES&USES DEBT SERVICE SCHEDULE SOURCES Debt Annual Date Principal Coupon Interest Service Debt Service Par Amount of Bonds 2,305,000.00 Accrued Interest Other Monies 2/1/00 99,544 99,544 8/1/00 80,000 5.350% 66,363 146,363 245,906 Total Sources 2,305,000.00 2/1/01 64,223 64,223 8/1/01 135,000 5.370% 64,223 199,223 263,445 2/1/02 60,598 60,598 USES 8/1/02 145,000 5.440% 60,598 205,598 266,196 2/1/03 56,654 56,654 Deposit to TIF Project 2,253,650.00 8/1/03 150,000 5.460% 56,654 206,654 263,308 Deposit to Reserve Account 2/1/04 52,559 52,559 Capitalized Interest Account 0.00 8/1/04 160,000 5.510% 52,559 212,559 265,118 Municipal Bond Insurance 2/1/05 48,151 48,151 Underwriters'Discount($10.00 per bond) 23,050.00 8/1/05 165,000 5.590% 48,151 213,151 261,302 Costs of Issuance 28,300.00 2/1/06 43,539 43,539 Accrued Interest 8/1/06 175,000 5.640% 43,539 218,539 262,078 Rounding Amount 2/1/07 38,604 38,604 8/1/07 185,000 5.710% 38,604 223,604 262,208 Total Uses 2,305,000.00 2/1/08 33,322 33,322 8/1/08 195,000 5.790% 33,322 228,322 261,645 2/1/09 27,677 27,677 ASSUMPTIONS 8/1/09 210,000 5.890% 27,677 237,677 265,354 2/1/10 21,493 21,493 Dated Date 5/1/99 8/1/10 220,000 6.000% 21,493 241,493 262,985 Delivery Date 5/1/99 2/1/11 14,893 14,893 First Interest Date 2/1/00 8/1/11 235,000 6.100% 14,893 249,893 264,785 First Principal Date 8/1/00 2/1/12 7,725 7,725 Last Principal Date 8/1/12 8/1/12 250,000 6.180% 7,725 257,725 265,450 2/1/13 8/1/13 2/1/14 8/1/14 2/1/15 Arbitrage Yield 5.85161% 8/1/15 TIC 6.01403% 2/1/16 AIC 6.21666% 8/1/16 Average Life 8.16 Years 2/1/17 8/1/17 -Assumes interest payment is capitalized 2/1/18 8/1/18 2/1/19 8/1/19 2/1/20 8/1t20 2/1/21 2,305,000 1,104,778 3,409,778 3,409,778 Scale: January 15,1999 Treasury&75bps Prepared by Public Financial Management,Inc. 1/20/99 Mermaid TIF Cashflow.xls Item No. R Staff Report No. Meeting Date: February 1, 1999 Type of Business: W.K. WK: Work Session;PH:Public Hearing; CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Michael Ulrich, Director of Public Works Item Title/Subject: Discussion of Edgewood Drive Realignment and TH 10 Signalization Project Date of Report: January 29, 1999 Staff and Engineers from SEH will be present to further discuss and answer questions regarding the realignment of Edgewood Drive and TH 10 Signalization Project. If Council has any particular questions or concerns that could require additional research prior to the meeting, please contact Rick Jopke or myself. Staff also requested information from MnDOT regarding the possibility of re-submitting the application for the Cooperative Agreement Program of which the signal funding was requested last year. The deadline for this program is very near and this year's submittals are for the year 2000 projects. Therefor the City cannot apply for this project and complete the signal in the time required based on the development agreement. In regards to the possible closing of the H2 entrance, it was suggested that any discussion concerning this topic be delayed until the theater is open and traffic can be monitored to determine what, if any traffic problems develop. There could be a number of things that could be done to correct any problems, including the eventual reconstruction of H2. ,z,e/e1,‘ Michael Ulrich, Director of Public Works 8 Community Center Construction summary Estimated 1996 1997 1998 1999 to complete Total Land acquisition 0.00 Land&building 764,590.00 764,590.00 Appraisal 1,550.00 1,550.00 Land Survey 2,250.00 2,250.00 Topography 1,185.00 1,185.00 Taxes&Assessments 0.00 Assessment 40,708.34 40,708.34 2nd half property taxes 12,538.29 12,538.29 Legal • 0.00 Kennedy&Graven 5,126.95 18,837.80 7,931.74 31,896.49 Briggs&Morgan 8,189.90 8,189.90 Community Partners 3,385.70 3,385.70 WAI 0.00 Preliminary 16,999.06 3,899.50 20,898.56 Construction 2,965.00 141,764.47 131,654.04 24,033.35 300,416.86 Interior 20,587.50 10,980.00 2,745.00 34,312.50 Project management 4,789.00 4,789.00 Site visits 3,900.00 4,160.00 8,060.00 Engineering 1,200.00 1,200.00 Project assessment 3,901.00 3,901.00 Revise drawings 11,045.50 3,518.50 14,564.00 Reimbursable 13,236.73 7,890.66 21,127.39 Interest 41.90 259.91 301.81 Commonwealth 0.00 Contract-phase I 942,572.04 942,572.04 Contract-phase II 2,793,521.56 676,369.87 3,469,891.43 Escrow service 500.00 1,000.00 1,500.00 Payoff on drywall installer 26,121.00 26,121.00 Financial consultant-Springsted 9,125.70 6,451.55 15,577.25 Community Survey 4,500.00 4,500.00 NSP 13,785.54 8,094.47 21,880.01 Election 4,495.00 4,495.00 SEH 276.18 12,868.65 13,144.83 American Eng 2,450.00 2,450.00 City salaries 423.79 423.79 Licences&Fees 0.00 Building permits 29,939.03 29,939.03 Inspection fees 273.75 368.91 642.66 Rice Creek fees 500.00 22,000.00 22,500.00 Legal notice publications 1,379.46 1,379.46 Relocate utility pole 2,954.00 2,954.00 Miscellaneous 1,744.58 1,448.07 3,192.65 Performance bonds 420.23 420.23 Keying of building 1,098.14 1,098.14 Wiring for telecommunications 11,330.59 11,330.59 Bleachers 35,500.00 35,500.00 Phone 5,000.00 5,000.00 Furniture 132,975.00 132,975.00 Parking Lot 26,000.00 26,000.00 Irrigation&landscaping 38,000.00 38,000.00 Misc equipment 1,381.48 1,381.48 0.00 = 0.00 Subtotal 847,300.44 1,219,968.79 3,078,680.98 0.00 944,783.22 6,090,733.43 847,300.44 1,218,088.92 3,078,680.98 1,218,088.92 EDA 1,879.87 1,879.87 1,219,968.79 3,078,680.98 1,219,968.79 01/29/99 01:17 PM Item No. • Staff Report No. Meeting Date: March 9, 1998 Type of Business: C.B. WK: Work Session;PH:Public Hearing; CA:Consent Agenda;CB:Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Michael Ulrich, Director of Public Works Item Title/Subject: Consideration of Resolution No. 5211 Approval and Awarding of Bids for Phase II Construction of the Community Center Date of Report: March 4, 1998 For Council's consideration is Resolution No. 5211, approving and awarding the bids for construction of phase II of the Community Center. This resolution includes the alternates discussed and reviewed with Council at the work session on March 2, 1998. The alternates accepted at that time were#1,2,3,4,5,8,10,12,13,15,16,19 and 20. Total of alternates above: $ 354,389.00 C.M. fee (3%) $ 10.631.00 Total: $ 365,020.00 Construction total of base bid only of subcontractors with lowest sum of base bid plus alternates: $3,108,087.00 Alternates: $ 365,020.00 Total: $3,473,107.00 Construction total of only lowest base bid subcontractors: $3,098,619.00 Staff has prepared Resolution No. 5211 for Council's consideration. The resolution refers to Exhibit A which is the bid tabulations for award to the lowest responsible bidder. Should Council have any question regarding this report, please feel,free to call me. A Michael Ulrich, l erector of Public Works RECOMMENDATION: Council approve Resolution No. 5211 Approving and Awarding the Construction bids for Phase II of the Community Center. a _ r PRELIMINARY ALTERNATES FOR BEL RAE Alt#1 Add carpet and tile, do not seal floor Carpet +$ 8,050.00 Tile +$26,780.00 Seal floor -$ 5,800.00 +$29,030.00 Alt#2 Operable folding walls +$47,299.00 Alt#3 Automatic flush valves Electric +$ 1,000.00 Plumbing +$11,960.00 +$12,960.00 Alt#4 Upper cabinets and lights +$ 7,700.00 Alt#5 Skylights & Lighting Carpentry + 600.00 Sheetrock +$ 1,200.00 Electric +$ 1,150.00 Skylight +$ 7,008.00 +$ 9,958.00 Alt#8 Cell ceilings and soffits +$88,730.00 Alt#10 Acoustical wall panels +$39,880.00 Alt#12 Reception counter cabinets +$ 1,450.00 Alt#13 Gypsum partitions in.teen center Drywall +$ 5,300.00 Paint +$ 1,000.00 Doors, hardware +$ 4,500.00 +$ 10,800.00 r r � :r Alt#15 Curb&gutter at perimeter Masonry +$ 6,600.00 Earthwork +$ 2,442.00 +$ 9,042.00 Alt#16 Parking lot expansion Landscape +$ 2,720.00 Concrete +$ 2,200.00 Site change(Bel Air) +$ 3,000.00 Asphalt +$24,000.00 Storm Change(Penn) +$11,290.00 Fence +$ 1,908.00 Electric +$ 3,950.00 +$49,068.00 Alt#19 Wood gym floor in B108 VCT/Carpet -$ 7,250.00 2 rooms wood not 6 -$ 26,231.00 Gym floor +$62,453.00 +$28,972.00 Alt#20 Masonry Sealer +$19,500.00 • RESOLUTION NO. 5211 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPROVING AND AWARDING CONSTRUCTION BIDS FOR PHASE II OF THE MOUNDS VIEW COMMUNITY CENTER WHEREAS, the City Council of the City of Mounds View advertised for bids for the construction of Phase II of the Mounds View Community Center, and; WHEREAS, the bid packages were opened and evaluated to identify the lowest responsible bidder, and; WHEREAS, the City Council has chosen to include the following alternates in the project, alternates 1, 2 , 3 , 4 , 5, 8, 10, 12, 13 , 15, 16, 19 and 20, and; WHEREAS, the base bid for the project based on the low bidders plus the alternates is $3 , 108 , 087 . 00 and the total of the alternates is $354, 389 . 00 plus the additional construction management fee of 3% is $10, 631 . 00, and; WHEREAS, the total amount of Phase II of the Community Center project is $3 , 473 , 107 . 00 and will be funded by Tax Increment Financing (TIF) funds, and; WHEREAS, the low bidders are identified in Exhibit A attached to this resolution, and; WHEREAS, the City Council authorizes the Director of Public Works to sign all change orders up to 1% of the project . NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Mounds View does hereby approve and award the construction of Phase II of the Community Center to the bidders identified in Exhibit A, and; BE IT FURTHER RESOLVED, that the total amount of the project awarded will be $3 , 473 , 107 . 00 in which the City Council hereby authorizes the following alternates be added to the project, alternates 1, 2, 3 , 4 , 5, 8, 10, 12, 13 , 15, 16, 19 and 20, and; BE IT FINALLY RESOLVED, that this project will be funded with Tax Increment Financing (TIF) funds and the City Council authorizes the Director of Public Works to sign all change orders up to 1% of the awarded project . Adopted this 9th day of March, 1998 . 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11X 11 11 b ;p U 11 ro W N N ro m R X II Y w w X II • B N A In 0 X w µ IN M ',1 O X O o 0 0 0 O 0 O O 0 O 0 0 O O O O O 0 R H O S N N 0 0 0 0 0 0 0 O 0 0 0 0 0 0 0 0 0 0 0 IA AD<ll 01 O II II 0 0 0 0 00 O O o 0 0 0 0 O0 O O0 O 0 W W 11 11 II II II II 0 DD II II NI II X R N II w II H Y ▪ II a H X N O 11 O O O O O O O O O O O O O O O O O O O Iwo z X 00 :4 0 00 0 0 00 O 00 O O o 00 O 00 O O 00 W W V M O M O O O O O O O O 0 0 0 0 0 W m ,N," N x q 11 .O x 21N II II I ~ ID II II 0 M x 11 O O O O O O o 0 0 0 0 0 0 0 0 0 0 0 0 I, N I 3 00 0 00 O O O O 00 O O 00 0 0 0 0 0 0 0 O W CII O 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 W a K N II • II N • x 0 0 ° W O 11 N N U N Y N N J O m N 11 M M A 0 0 N 0 Y 0 03 N • II N v.0 V 0 Y P O V M II O O O O O N N O 0 N . y III • N O 0 O O 0 0 R ItO 0 I • II 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 ID • N n N O n u 3 • II Xy II 11 0 0 0 0 0 0 0 0 o mY 6w 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N 0 4 II r N Phase I Phase II Items on WAI list Site Survey 1,185.00 Environmental survey 2,680.27 Legal Advertising 1,379.46 1,400.00 Rice Cr Watershed District permit fee 500.00 Fire inspections 275.00 600.00 Soil Tests 2,450.00 7,969.73 2,500.00 10,469.73 City fees Building permit 4,550.00 15,600.00 State surcharge 450.00 _ 50.002" Plan review 2,950.00 10,150.00 Mechanical permit 300.00 1,700.00 Plumbing permit 0.00 500.00 SAC charges 0.0011,000.00 WAC charges 0.00 4,100.00 Grading permit 0.00 250.00 Parking variance 0.00 250.00 8,250.00 45,100.00 53,350.00 Items outside scope of WAI project cost Fill in septic tank 410.96 Paint outside &misc indoor items 1,285.86 TIF planning 3,385.70 Legal fees 18,837.80 Financial consultant 6,451.55 SEH 276.18 WAI grant assistance 595.00 Misc 283.45 Fee from VB Diggs (5,000.00) 21,443.98 21,443.98 Other associated items Telephone survey 2,250.00 Election 4,495.00 28,188.98 28,188.98 03/02/98 05:12 PM MEMORANDUM 1 rJ MOUNDS VIEW COMMUNITY CENTER 90634 Event History Date: February 26, 1998 October 1996—Preliminary Estimate • Total project cost(construction) approx. $5,000,000. • Majority of cost V.B.DIGGS—approx. $3,000,000+ 3 Jan 97 • Total construction cost approx. $4,595,982 +additional cost(alternates) • Cost V.B.DIGGS approx. $2,000,000+ • (Had options for gym—sport floor$65,000;wood floor$95,000 as additional costs) • Program defined with CHS and Community Ed. • Dance floor area not included in costs • Preliminary total project cost summary reviewed 14Apr 97 • Construction cost was reduced(quality reduced) for study(referendum) • Approximate cost$5,168,467 • V.B.DIGGS $2,385,015 • Gym and Teen Center moved back to City, $2,783,452 21 Apr 97 - Council Work Session • $250,000 added to referendum cost—demo,increased S.F. • Wood dance floor not a necessity • Added costs to project (alternates)—brick,moveable partitions, $250,000 to $300,000 • City—Teen Center additional $210,000 • City—Furnishing cost described 5 May 97 -Memo • Added costs to project approx. $590,000 (City) 16 May 97 • Revised City cost estimate $3,502,297 with alternates • Revised City total cost estimate$4,118,561 1 Jul 97 • Meeting with Mary • Dance floor moveable partitions • Small wood dance floor 25 Jul 97 -Meeting with City • V.B.DiGGS eliminated from program/project • New program includes gym and teen center • Supplemental Services redesign 31 Jul 97 • Revised design and cost estimate • Construction cost$3,680,032—includes exterior alternates. 4 Aug 97—Council Work Session • New design reviewed with cost estimate • An additional $200,000 was requested to upgrade design to City standards • New cost$3,630,032 (as indicated above) (includes $200,000 from above) • New design up to City standards (vs. Development standards) • Sent to Task Force 28 Aug 97—Task Force • Parks and Recreations Department to move into building—program and area to be redesigned • Wood floor in dance area • More storage area requested 15 Sept 97—Council Work Session • Preliminary S.D. plans submitted • Plans per Task Force Meeting • Cost Estimate revised • .1890 sq. ft. added (office, storage, circulation) • Some adjustment to site and masonry costs • Added cost for wood dance floor • Approx. construction cost $3,947,167 13 Oct 97—City Council Meeting • Final DS package presented (based on 15 Sept. meeting) • Approx. construction cost$3,947,167. • AdditionaLstorage requested, quality of materials were requested to be"City standards" • Note: approx. $900,000 spent on Phase 1 • SD's approved. 27 Oct 97—Letter from Mary S. with respect to Grant from State • Furniture$75,000 • Art$20,000 • Phone$50,000 • Included in worksheet to State 15 Dec 97—City Council meeting • Final DD package presented • Approx. construction cost$4,048,912 (additional space added as requested) • New additional cost of approx. $105,000 to replace existing roof. • Council capped hard construction budget at$4,000,000—roof to be included, create alternates • DD package approved 8 Jan 98—Whiting Letter • Design Development cost quotations from Flannery indicated project slightly over budget • Alternates created • Approx. $120,000 over budget 26 Jan 98 —City Council Meeting • CD documents presented to Council. • Council approved—bids documents prepared. 30 Jan 98—Whiting Letter • Follow up letter to City on alternates 5 Feb 98 • Bid documents issued 24 Feb 98 • Bid received—Flannery to coordinate and prepare results. Run Date:2/26/98 F:/EXCEL/Scottl CITY OF MOUNDSVIEW CHS EDUCATION CITY TOTAL General Building 633,006.00 633,006.00 Demo (RSF) 15,743.00 2,536.00 29,585.00 47,864.00 Roof Hatch(RSF) 1,186.00 191.00 2,228.00 3,605.00 Electric Room(RSF) 508.00 82.00 955.00 1,545.00 New Water/Fire (TSF) 3,152.00 2,225.00 13,163.00 18,540.00 New Electrical(TSF) 3,677.00 2,596.00 15,357.00 21,630.00 Utility Room#125 (RSF) 678.00 109.00 1,273.00 2,060.00 Temp. Elect. (RSF) 678.00 109.00 1,273.00 2,060.00 Gas Revisions (RSF) 1,172.00 189.00 2,203.00 3,564.00 Subtotal 659,800.00 8,037.00 66,037.00 733,874.00 Asbestos 35,297.00 35,297.00 Subtotal Including Asbestos 659,800.00 8,037.00 101,334.00 769,171.00 ADDITIONS TO ORIGINAL PHASE I BID Split Costs 1,856.00 299.00 3,488.00 5,643.00 Changes Day Care 31,312.00 31,312.00 Changes City 1 9,838.00 9,838.00 Kitchen Costs 40,690.00 11 83,018.00 123,708.00 Subtotal Additions 73,858.00 299.00 11 96,344.00 170,501.00 Flannery Fee @ 3% .' 2,215.74 8.971 2,890.32 5,115.03 TOTALS 735,873.74 8,344.97 200,568.32 944,787.03 Percent 17% 12% 71% 100% Total Square Footages 7,450 5,300 1 30,800 43,550 Percent 33% 5% 1 62% 100% Renovation Square Footages 7,450 1,200 11 14,000 22,650 MOUNDS VIEW MOUNDS VIEW 1/3/97 PROJECT COST SUMMARY 0 City Day Care School Total - Construction Costs 1,875,500 707,750 432,750 3,016,000 Canopy 0 0 0 0 Garage/tennent storage 0 0 0 0 Design Contingency 93,775 35,388 21,638 150,800 - Total Hard Construction Costs 1,969,275 743,138 454,388 3,166,800 Construction Contingency 98,464 37,157 22,719 158,340 Architectural Fees 128,003 48,304 29,535 205,842 Equipment Costs Summary City Day Care School Total _ -- Food Service Equipment 4,664 1,760 1,076 7,500 Classroom/commons Furnishings By City By CHS By Sch 0 Start-up equipment By City By CHS By Sch 0 Computers By City By CHS By Sch 0 Office Equipment By City By OHS• By Sch 0 Telephone/Communications system 31,093 11,733 7,174 50,000 Bleachers/backboards 25,000 0 0 25,000 - -W~ Total Equipment Costs 60,756 13,493 8,250 82,500 Project Coordination 0 0 0 0 5r1 A..i. ev--c)--( `T5 Marketing 0 0 0 0 C--e->:5-CS j 1,-1 c,O:a'c\:,. 62% 23% 14% 100%^ . Other Project Costs Summary City-- Day Care School Total Moratorium Bldg Analysis 0 0 0 0 Moratorium Application 0 0 0 0 Builders Risk Insurance 3,731 1,408 861 6,000 Surveyor/Platting 2,487 939 574 4,000 Market Study 0 0 0 0 Soil Testing 2,176 821 502 3,500 Phase 1 Environ. 1,710 645 395 2,750 SAC charges 0 0 0 0 Master Plan 0 0 0 0 Misc./other reimbursable exp. 9,328 3,520 2,152 15,000 Landscape/Civil Engineer 3,420 1,291 789 5,500 • Kitchen Consultant 0 0 0 0 Interior Consultant 0 0 0 0 Telephone Consultant 0 0 0 0 Computer Consultant 0 0 0 0 Total Other Project Costs 22,853 8,624 '5,273 36,750 Financing Issuance Costs Summary City Day Care School Total Underwriters Counsel 0 0 0 0 Bond Counsel 6,219 2,347 1,435 10,000 City Counsel 1,555 587 359 2,500 Financial Consultant 0 0 0 0 Trustee Fees 1,430 540 330 2,300 Mortgage Registration 0 0 0 0 Title Clearance insurance/Closing 1,797 678 415 2,890 Const.disbursing fee(12 draws) 2,612 986 603 4,200 Financing admin.fee(1st year) 1,088 411 251 1,750 Other City Financing Costs 1,555 587 359 2,500 Misc.&printing 6,840 2,581 1,578 11,000 Total Financing Issuance Costs -^ v - 23,096 8,715 5,329 37,140 2,302,447 ;859,431 525,495 3,687,372 ADD: Capitalized Interest 66,661 25,156 15,381 107,198 Debt Service Reserve 0 0 0 0 Working capital 0 0 0 0 Financing/Placement Fee 35,912 13,552 8,286 57,750 2,405,020 898,139 549,162 3,852,320 BEL-RAE COMMUNITY CENTER #90634 City of Mounds View Opinion of Probable Costs City, Renovation Corridor/Ancillary/Storage 2,500 sq.ft. x $30.00 /sq. ft. = $75,000.00 Toilet Renovation 450 sq.ft. x $120.00 /sq. ft. = $54,000.00 Kitchen upgrade (walls/flr/clg) 675 sq.ft. x $45.00 /sq. ft. = $30,375.00 Senior Center 1,180 sq.ft. x $50.00 /sq. ft. = $59,000.00 Entry Vestibule (new) 1 Is $7,500 = $7,500.00 SUBTOTAL-Renovation Costs $225,875.00 City, New Construction Teen Center/Lounge 3,600 sq.ft. x $75.00 /sq. ft. = $270,000.00 Lobby/Entry/Ancillary 5,500 sq.ft. x $95.00 /sq. ft. = $522,500.00 Gymnasium * 11,500 sq.ft. x $57.50 /sq. ft. = $661,250.00 Exterior activities 1 Is $25,000 = $25,000.00 SUBTOTAL-New Construction Costs $1,478,750.00 SUBTOTAL $1,704,625.00 5% Design Contingency $85,231.25 CITY CONSTRUCTION COST $1,789,856.25 *Gymnasium Deduct 1 Is $16,500 = $16,500.00 (exterior facade upgrade) Additional Costs Sitework (Wetlands) 1 Is $150,000 = $150,000.00 Exterior facade upgrade 1 Is $75,000 = $75,000.00 (renovate existing entrance facade, paint building) New Building Entry 1 Is $45,000 = $45,000.00 (if new addition is not built) Gymnasium Upgrade -sportfloor 1 Is $65,000 = $65,000.00 -wood floor 1 Is $95,000 = $95,000.00 Page 2 V 1 FIVE fAt-, MEETING MINUTES 1 Yr DATE: January 10, 1997 ARCHITECTURAL DESIGN CLIENT: City of Mounds View PROJECT MANAGEMENTMASTER PLANNING Mounds View, Minnesota SPACE PLANNING INTERIOR DESIGN PROJECT: Bel-Rae Renovation#90614MP Mounds View, Minnesota PREPARED BY: Dean A. Olsen ATTENDEES: See attached list • LOCATION: Conference Room C Mounds View City Hall • . RE: Program Requirements for City Renovations DISTRIBUTION: Attendees The purpose of this meeting was to review the program requirements for the City's renovations being proposed at the Bel-Rae Ballroom. WAI/Continuum presented a brief overview of the plan being proposed. Included in this plan are areas for the following: Teen Activities/Lounge; Seniors; Community Education; Children's Education; the Dance Floor; CHS Daycare; Gymnasium; and V.B.Diggs volleyball center. Program Requirements: see enclosed preliminary program requirements I Dance Floor; - overall area needs renovating including floor, ceiling, walls, lighting, etc. -.floor should be carpeted with a wood dance floor area(1/2 floor area or less) -consider reusing existing wood floor if possible (existing floor condition to be verified) - current dance floor is recessed approximately 7", verify ADA accessibility - existing stage condition and ADA compliance to be verified, consider removing existing stage -new stage options include providing a"po le stage use in dance floor or in gymnasium, or requiring lease users to provide-their own portable stage - provide s • t e area for tables and stacking (folding) chairs .und tablfseating for eight, approximately 45 tab e . ould be included as "soft" construction cost - .0-- D:\WPWIN60\ 0614\CORRGSP\MTGMIN1.DOC (/ 4{ , JF iiii: Dance,Floor, cont. provide area for portable bar, including connections for water, electric (., - dance floor area should be subdivided into three to four smaller area with Fit the use of acoustic operable walls stacking area for operable wall panels to be provided t1,jr� electrical, communication, lighting provisions to be provided / exiting requirements to be verified ,(v ' --5existing sound system to be reused, verify condition and capacity -'provide additional electrical, communication and lighting connections for 4 & lease users (renters) use, for their equipment r( coat room or area to be provided '91<t -provide acoustical separation between dance floor and other building tenants f_ - provide doors to main lobby/corridor Teen Center; - area to be open, visible- consider use of low walls/dividers -location of vending/lounge upstairs in question, security/supervision vending machines by others - equipment to be provided by city, includes pool table, foosball, etc equipment list with electrical or other requirements needed - acoustical considerations to be provided Reception; - reception/security area to be provided at main entry - visual control of entries, main corridor/lobby, teen center required Seniors; - area to be multi purpose, lounge space - quiet space - area required for casual seating, conversation, small group meetings t.. vending/coffee area required 9` - rename area to "Lounge" �(c�, - homelike atmosphere ` - large meetings/groups could use dance floor subdivided rooms (\ Gymnasium; - area to be used for basketball, volleyball, concerts, etc. yvl wood floor preferred / o -'provide padding on walls surrounding court �r -bleachers and basketball backboards included in city's equipment cost .-- ,e, - indoor batting gage an optional use, equipment to be provided by others storage area required 0/ �1/ '- ''toilet facilities required /6' A/j,, *provide additional electrical, communication and lighting connections for eilis lease users (renters) use, for their equipment County Offices; -Mary Saarion to confirm county's requirements - county could share Lounge (Seniors) area for meetings 6481 c1 fit.AKI«Y rq�l. sy]fes' Community Education; - area should be secured/locked from rest of facility - community education areas not to be shared spaces with other users • General Information; - complete building assessment to be done pending City Council's authorization - existing electrical service is located along wall in proposed CHS Daycare's Toddler Room - City's multi purpose rooms should not be shared space with Community Education spaces - provide canopy at main drop-off area - site drainage, retention areas to be verified wetlands area utilization to be verified -.provide adequate power/circuits for all lighting, electrical, communication requirements for possible lease user(renters) equipment (at stages, podiums, multi purpose room configurations, etc.) =security/interaction of lease users (renters) with building tenants a concern ' i.e. dance floor user with teen center Next City Council meeting is scheduled for January 13, 1997. End of meeting. These meeting minutes as presented shall be regarded as accurate and correct, unless any discrepancies are provided to the author within five (5) working days of delivery. WAI Continuum CITY COUNCIL WORK SESSION ARCHITECTURAL DESIGN PROJECT MANAGEMENT CITY OF MOUNDS VIEW CONSTRUCTION SERVICES APRIL 21, 1997 MASTER PLANNING MEETING MINUTES INTERIOR DESIGN The following items were discussed by the City Council, City Administrator, Rick Kuehlwein, VB Diggs and Dave Wolterstorff, WAI Continuum Architects. • Demolition of the Bel Rae and replacement-estimated at 50,000 square feet. -Actual Square Footage: City Items: Existing Bel Rae 22,700 square feet Additions 11,100 square feet City Gym 11,500 square feet Subtotal 45,300 square feet VB Diggs 37.950 square feet Total 83,250 square feet -Comparison of 40,000 square feet of St. Anthony Community Center at a new construction cost of$3.7 million. -Temporary housing costs of Children's Home Society--WAI/Continuum attachment memorandum, April 21, 1997. -Other related costs such as demolition and increased square footage could total approximately$250,000.00 added to the current referendum. -Air quality/smells of existing building. Removal of absorptive materials and cleaning of the interior would make vast improvements but would not offer any guarantees. The possible additional solution without guarantee would be an add cost to seal the interior prior to finish materials being used. Estimated cost from Flannery Construction, $10,000.00 to $20.000.00. • -One of the best opportunities for this was the addition of front parking for the public. ,MSV y-= • Wood Dance Floor -Open concept-key to the community. -Wood floor not"sacred"to the community. -Task force improvements did not necessitate a wood dance floor. Fax 612-223-5092 -Safety issue with a small step down to the dance floor--solution-remove wood floor 612-227-0644 (sell/reuse/replace are options), fill depression to create level floor-resurface. • Wisconsin Office • 2125 Altoona Avenue Eau Claire,Wisconsin 54701 MN and WI 1-800-845-0784 • Overall quality -City wants the project done right. -Architect explains the first direction of the city was to design a very cost effective project. The current pricing reflects this concept. -City wants to create a number of add alternates for the project, i.e., brick on the exterior • etching on spancrete partition walls in the open area A)structural elements B)partitions later - Estimated cost increases, $250,000.00 to $300,000.00. -No soil borings have been ordered prior to this date,therefore no soil correction dollars have been added to the project. -Separation is felt very important between the city and VB Diggs space. This was mainly for security reasons. • The Teen Center: -The original concept construction costs had the city direct that half of the teen center be allotted to the city and half to VB Diggs--reason: the entry was to be shared by both parties. -Concern for control/safety brought a decision from the City that the entire teen center --• would be put underneath the City cost. Expense for the teen center/lobby is approximately$210,000.00 additional to the City costs. • General -VB Diggs is to match the exterior of the City materials. • -WAI/Continuum to present schedule and new probable cost adjustments. • Fee Adjustments -Add alternates require 80%of architectural fees if not used--100%if accepted. Initial invoicing will reflect 100%and will be adjusted accordingly. -Separating Children's Home Society will require increased fee percentage due to the size of the project-repetitive work is required at different schedules -also shown in 12.1 of the B141 Owner Architect contract. If there are any corrections to the above meeting minutes, please respond within ten working days of this memo or they will be considered correct. E:1WOR.D\90634\MTGtiIIi I.DOC BEL-RAE COMMUNITY CENTER #90634 BEL-RAE COMMUNITY CENTER MOUNDS VIEW, MN. 16-May-97 OPTION, Schematic Renovate existing Bel-Rae facility - Dance Floor City - Lounge/Senior Center City - Children's Home Society Tenant - Community Educ. (class/meeting rooms) Tenant New Construction - Teen Center City - Community Center Gymnasium City - Community Education, expansion Tenant - V. B. Diggs, Volleyball Courts Owner Concessions Toilets Office/Retail • Page 1 BEL-RAE COMMUNITY CENTER #90634 City of Mounds View Opinion of Probable Costs City, Renovation Corridor/Ancillary/Storage 2,700 sq.ft. x $30.00 /sq. ft. _ $81,000.00 Toilet Renovation 600 sq.ft. x $120.00 /sq. ft. = $72,000.00 Kitchen upgrade (walls/flr/clg) 675 sq.ft. x $45.00 /sq. ft. = $30,375.00 Kitchen upgrade (mech/elec) 675 sq.ft. x $50.00 /sq. ft. = $33,750.00 Lounge/Senior Center 1,200 sq.ft. x $50.00 /sq. ft. = $60,000.00 Entry Vestibule (new) 1 Is $7,500 = $7,500.00 SUBTOTAL-Renovation Costs $284,625.00 City, New Construction Multi-Purpose room#2 1,050 sq.ft. x $95.00 /sq. ft. = $99,750.00 SUBTOTAL-New Construction Costs $99,750.00 SUBTOTAL $384,375.00 2% Design Contingency $7,687.50 CITY SPACE CONSTRUCTION COST $392,062.50 Additional Costs Exterior facade upgrade 1 Is $75,000 = $75,000.00 (renovate existing entrance facade, facade upgrade) Dance Floor 6,500 sq.ft. x $78.00 /sq. ft. = $507,000.00 (upgrades) SUBTOTAL-Renovation Costs $582,000.00 SUBTOTAL $582,000.00 2% Design Contingency $11,640.00 ADDITIONAL CONSTRUCTION COST $593,640.00 Page 2 BEL-RAE COMMUNITY CENTER #90634 Leasehold Tenant School District (Community Education) Opinion of Probable Costs Community Education, Renovation Storage/Corridor 500 sq.ft. x $55.00 /sq. ft. _ $27,500.00 Toilets(main toilets add'!) 200 sq.ft. x $120.00 /sq. ft. _ $24,000.00 SUBTOTAL-Renovation Costs $51,500.00 Community Education, New Construction Class/Meeting rooms 3,600 sq.ft. x $95.00 /sq. ft. _ $342,000.00 SUBTOTAL-New Construction Costs $342,000.00 SUBTOTAL $393,500.00 2% Design Contingency $7,870.00 COMMUNITY EDUCATION CONSTRUCTION COST $401,370.00 Leasehold Tenant Childrens Home Society(Daycare) Opinion of Probable Costs Daycare, RenovaticYn Daycare 7,450 sq.ft. x $95.00 /sq. ft. _ $707,750.00 SUBTOTAL-Renovation Costs $707,750.00 SUBTOTAL $707,750.00 2% Design Contingency $14,155.00 DAYCARE CONSTRUCTION COST $721,905.00 Page 3 BEL-RAE COMMUNITY CENTER #90634 Gymansium Opinion of Probable Costs New Construction Gymnasium 10,000 sq.ft. x $55.00 /sq. ft. _ $550,000.00 Ext. Wall Upgrade (gym) 1 Is $20,000 = $20,000.00 Teen Center/2nd Fir Lounge 4,000 sq.ft. x $75.00 /sq. ft. _ $300,000.00 ( 1st floor teen activity area/2nd floor lounge) Lobby/Entry/Corridor 3,800 sq.ft. x $95.00 /sq. ft. _ $361,000.00 (main entry/lobby/corridor/toilets) Sitework/Parking 1 Is $25,000 = $25,000.00 SUBTOTAL-New Construction Costs $1,256,000.00 SUBTOTAL $1,256,000.00 2% Design Contingency $25,120.00 GYM CONSTRUCTION COST $1,281,120.00 • [ I I j CITY CONSTRUCTION COST(less alternates) $3,390,097.50 Page 4 BEL-RAE COMMUNITY CENTER #90634 City of Mounds View Alternates Opinion of Probable Costs Masonry upgrade 1 Is $35,000 = $35,000.00 Sitework/Parking 1 Is $75,000 = $75,000.00 SUBTOTAL-ALTERNATES $110,000.00 SUBTOTAL $110,000.00 2% Design Contingency $2,200.00 ALTERNATES CONSTRUCTION COST $112,200.00 CITY CONSTRUCITION COST(with alternates) $3,502,297.50 Page 5 BEL-RAE COMMUNITY CENTER #90634 V.B. Diggs (Volleyball) Opinion of Probable Costs V.B. Diggs, New Construction Courts 24,000 sq.ft. x $55.00 /sq. ft. _ $1,320,000.00 1st floor commons/ancillary 7,000 sq.ft. x $55.00 /sq. ft. _ $385,000.00 (v.ball toilets/concessions/support) 2nd floor commons/balcony 7,500 sq.ft. x $50.00 /sq. ft. _ $375,000.00 (open area/balcony/concessions) Ext. Wall Upgrade (V.B.Diggs 1 Is $45,000 = $45,000.00 Lobby/Entry/Corridor 1,500 sq.ft. x $55.00 /sq.ft. _ $82,500.00 (entry/lobby/corridor) Sitework/Parking 1 Is $75,000 = $75,000.00 SUBTOTAL-New Construction Costs $2,282,500.00 SUBTOTAL $2,282,500.00 2% Design Contingency $45,650.00 V.B.DIGGS CONSTRUCTION COST $2,328,150.00 SUMMARY CITY CONSTRUCTION COST (with alternates) $3,502,297.50 V.B.DIGGS CONSTRUCTION COST $2,328,150.00 II I TOTAL CONSTRUCTIONI COST $5,830,447.50 Page 6 MOUNDS VIEW MOUNDS VIEW 5/16/97 PROJECT COST SUMMARY 0 City Day Care School Total r• Construction Costs 2,332,375 707,750 393,500 3,433,625 Canopy 0 0 0 0 Garage/tennent storage 0 0 0 0 • Design Contingency 46,648 14,155 7,870 68,673 Total Hard Construction Costs 2,379,023 721,905 401,370 3,502,298 Z11425,11"? .43), 5:> Construction Contingency 118,951 36,095 20,069 175,115 Architectural Fees 161,774 49,090 27,293 238,156 • Equipment Costs Summary City Day Care School Total Food Service Equipment 5,095 1,546 860 7,500 Classroom/commons Furnishings/tables 37,642 By CHS By Sch 37,642 Start-up equipment By City By CHS By Sch 0 Computers By City By CHS By Sch 0 Office Equipment By City By CHS By Sch 0 Telephone/Communications system 33,964 10,308 5,730 50,000 Bleachers/backboards/wall pads 30,000 0 0 30,000 Total Equipment Costs 106,700 11,852 8,590 125,142 Project Coordination 0 0 0 0 Marketing 0 0 0 0 68% 21% 11% 100% Other Project Costs Summary City Day Care School Total Moratorium Bldg Analysis 0 0 0 0 Moratorium Application 0 0 0 0 Builders Risk Insurance 3,804 1,154 642 5,600 Zvac> Surveyor/Platting 2,717 824 458 4,000 Market Study 0 0 0 0 `_(-T1' Soil Testing 2,377 721 401 3,500_ -Z/.1-5- } Phase 1 Environ. 1,868 567 315 2,750 ([t \G r3I-C- SAC charges 0 0 0 0 Master Plan 0 0 0 0 Misc./other reimbursable exp. 10,189 3,092 1,719 15,000 `Landscape/Civil Engineer 3,057 928 516 4,500 7 ,, \Kitchen Consultant 0 0 0 0 1500 (i-Z1-1'. Interior Consultant 28,869 8,760 4,871 42,500 Telephone Consultant 0 0 0 0 Computer Consultant 0 0 0 0 • Total Other Project Costs 52,882 16,047 8,922 77,850 %'- '''Il-.7.--- Financing Issuance Costs Summary City Day Care School Total Underwriters Counsel 0 0 0 0 v- Bond Counsel 0 0 0 0 r !_�/, ; p..;; '', Od p City Counsel 0 0 0 0 Financial Consultant ---- --, 4----; Trustee Fees 0 0 0 0 CLI iL` art Mortgage Registration 0 0 0 0 r.J` (";-y,r- ��O ' Title Clearance Insurance/Closing 0 0. 0 0 _-..-----.-------. . Const.disbursing fee(12 draws) 0 0 0 0 Financing admin.fee(1st year) 0 0 0 0 . Other City Financing Costs 0 0 0 0 Misc.&printing 0 0 0 0 Total Financing Issuance Costs 0 0 0 0 2,819,329 834,989 464,243 4,118,561 ADD: Capitalized Interest 0 0 0 0 Debt Service Reserve • 0 0 0 0 Working capital 0 0 0 0 Financing/Placement Fee 0 0 0 0 2,819,329 834,989 464,243 4,118,561 MEETING MINUTES DATE: July 1, 1997 CLIENT: City of Mounds View Mounds View, Minnesota PROJECT: Bel-Rae Renovation#90634 Mounds View, Minnesota PREPARED BY: Dean A. Olsen ATTENDEES: Mary Saarion - Parks&Recreation Dean Olsen -WAI/Continuum LOCATION: City Hall Mounds View, MN. RE: Mounds View Community Center DISTRIBUTION: Attendees Cathy Bennett - City of Mounds View The purpose of this meeting was to review plan options/requirements for the City portion of the facility being proposed at the Bel-Rae Ballroom. Meeting Minutes: - Program requirements for the City portion of the Community Center is the same as documented in original program dated June 11, 1996 and as revised per Community Center Task Force meeting January 10, 1997. - City has received a grant from the State for the Teen Center construction. - Community Education has reviewed their portion of the program and the design for its space. - Phase 1 of the Community Center is under construction; it includes the CHS Daycare and building's Kitchen. - V.B. Diggs portion of the work is still to be determined. • Plan Review: - Plans dated July 1, 1997 were reviewed. - V.B. Diggs portion of the project should be secured from the rest of the building with security gates/screens. - Janitor room should be provided. - Program for teen center includes; games, movies, TV, activity area, place to hang out. - Area should be isolated, yet have direct visual control. - Sound transmission a major concern. - Interaction of teens and rental users of facility (weddings) should be kept to a minimum. - Entry to gym should be from main lobby. - Teen lounge on second floor in question, supervision a problem. - Dance floor area to have folding partitions for flexible usage. Provide wall around area so when partitions are in use, all areas are private. - Storage areas required, round tables, stacking chairs, etc. - Small dance floor area required, wood floor. - Provide location for stage, state to be portable (by city), provide junction boxes for lights, electric and sound. - Senior lounge to be renamed Lounge area, provide small kitchenette. - The facility should reflect the communities needs. Follow-up: - Final schematic plan will be developed from the program and comments above. - Plans will be submitted to the City Council for review. Related Issues: - City will coordinate program requirements and submittals with the State on all grant issues. End of meeting. These meeting minutes as presented shall be regarded as accurate and correct, unless any discrepancies are provided to the author within five (5) working days of delivery. F:\W P W IN60\9063 4\CORRES P\MTGMIN6.DOC MEETING MINUTES DATE: July 25, 1997 CLIENT: City of Mounds View Mounds View, Minnesota PROJECT: Bel-Rae Renovation#90634 Mounds View, Minnesota PREPARED BY: Dean A. Olsen ATTENDEES: Cathy Bennett - City of Mounds View Chuck Whiting - City of Mounds View Dave Wolterstorff -WAI/Continuum Scott Koester -WAI/Continuum Dean Olsen -WAI/Continuum LOCATION: City Hall Mounds View, MN. RE: Mounds View Community Center The purpose of this meeting was to review plan options/requirements for the City portion of the facility being proposed at the Bel-Rae Ballroom. Meeting Minutes: - Reviewed past options, at present none valid, program has changed since they were done. - Reviewed a preliminary plan with new gym, teen center and community education addition only. - V.B. Diggs portion of the program has been eliminated. Still a small potential that they may be part of project. - City reviewing potential options for an additional tenant for the project. Possible tenants: Y, Fitness Club, Office Park - Plan option to include provisions for the program spaces previously programmed including a gym and teen center. Meeting Minutes Cont. - Teen center, open-interactive area with spaces for teen activities and lounge/vending area. - Potential of another developer, they wish to propose additional office buildings of the site and adjacent property. Related Issues: - City is reviewing option being proposed by the Urban Institute for a ring road concept for the city - Edgewood Drive may be realigned. - Office park area may be developed. - The exterior brick façade cannot be bid until the redesign of the new addition is completed. - The city would like to complete this project as one construction package, no additional phases. - CHS Daycare, Community Center Phase 1, is slightly behind schedule. Flannery Construction the CM for the project is monitoring the situation. - Additional services notice(if required)was received and signed by City. Follow-up: - Develop preliminary floor plan reflecting the above changes for presentation to the City Council at the August 4, 1997 work session. - Prepare supplemental services agreement for the cost of redesigning the facility. - Coordinate schedule for the completion of Phase 1 with Flannery. End of meeting. ' These meeting minutes as presented shall be regarded as accurate and correct, unless any discrepancies are provided to the author within five (5) working days of delivery. F:\WPWIN60\90634\CORRESP\MTGMIN7.DOC BEL-RAE COMMUNITY CENTER #90634 BEL-RAE COMMUNITY CENTER MOUNDS VIEW, MN. 31-Jul-97 OPTION, Schematic Renovate existing Bel-Rae facility - Dance Floor City - Lounge/Senior Center City - Children's Home Society Tenant - Community Educ. (class/meeting rooms) Tenant New Construction - Teen Center City - Community Center Gymnasium City - Community Education, expansion Tenant • Page 1 BEL-RAE COMMUNITY CENTER #90634 City of Mounds View Opinion of Probable Costs City, Renovation Corridor/Ancillary/Storage 2,700 sq.ft. x $30.00 /sq. ft. _ $81,000.00 Toilet Renovation 600 sq.ft. x $120.00 /sq. ft. _ $72,000.00 Kitchen upgrade(walls/fir/clg) 675 sq.ft. x $45.00 /sq. ft. = $30,375.00 Kitchen upgrade (mech/elec) 675 sq.ft. x $50.00 /sq. ft. _ $33,750.00 Lounge/Senior Center 1,200 sq.ft. x $50.00 /sq. ft. _ $60,000.00 Entry Vestibule (new) 1 Is $7,500 = $7,500.00 SUBTOTAL-Renovation Costs $284,625.00 SUBTOTAL-New Construction Costs $0.00 SUBTOTAL $284,625.00 2% Design Contingency $5,692.50 CITY SPACE CONSTRUCTION COST $290,317.50 I II II Additional Costs • Exterior facade upgrade 1 Is $75,000 = $75,000.00 (renovate existing entrance facade, facade upgrade) Dance Floor 6,500 sq.ft. x $78.00 /sq. ft. _ $507,000.00 (upgrades) SUBTOTAL-Renovation Costs $582,000.00 SUBTOTAL $582,000.00 2% Design Contingency $11,640.00 ADDITIONAL CONSTRUCTION COST $593,640.00 Page 2 BEL-RAE COMMUNITY CENTER #90634 Leasehold Tenant School District (Community Education) Opinion of Probable Costs Community Education, Renovation Storage/Corridor 900 sq.ft. x $55.00 /sq. ft. _ $49,500.00 Toilets (main toilets add'!) 200 sq.ft. x $120.00 /sq. ft. _ $24,000.00 SUBTOTAL-Renovation Costs $73,500.00 Community Education, New Construction Class/Meeting rooms 4,200 sq.ft. x $95.00 /sq. ft. _ $399,000.00 SUBTOTAL-New Construction Costs $399,000.00 SUBTOTAL $472,500.00 2% Design Contingency $9,450.00 COMMUNITY EDUCATION CONSTRUCTION COST $481,950.00 Leasehold Tenant Childrens Home Society(Daycare) Opinion of Probable Costs Daycare, Renovation Daycare 7,450 sq.ft. x $95.00 /sq. ft. _ $707,750.00 SUBTOTAL- Renovation Costs $707,750.00 SUBTOTAL $707,750.00 2% Design Contingency $14,155.00 DAYCARE CONSTRUCTION COST $721,905.00 Page 3 BEL-RAE COMMUNITY CENTER #90634 Gymansium Opinion of Probable Costs New Construction Gymnasium 10,000 sq.ft. x $75.00 /sq. ft. _ $750,000.00 Teen Center/Lounge 4,000 sq.ft. x $75.00 /sq. ft. = $300,000.00 Lobby/Entry/Corridor 3,800 sq.ft. x $95.00 /sq. ft. _ $361,000.00 (main entry/lobby/corridor/toilets) Masonr upgrade 1 Is $20,000.00 = $20,000.00_ Sitework/Parking 1 Is $25,000 = $25,000.00 SUBTOTAL-New Construction Costs $1,456,000.00 SUBTOTAL $1,456,000.00 2% Design Contingency $29,120.00 GYM CONSTRUCTION COST $1,485,120.00 • 1 1 1 1 CITY CONSTRUCTION COST(less alternates) $3,572,932.50 Page 4 BEL-RAE COMMUNITY CENTER #90634 City of Mounds View Alternates Opinion of Probable Costs Masonry upgrade 1 Is $55,000 = $55,000.00 Sitework/Parking 1 Is $50,000 = $50,000.00 SUBTOTAL-ALTERNATES $105,000.00 SUBTOTAL $105,000.00 2% Design Contingency $2,100.00 ALTERNATES CONSTRUCTION COST $107,100.00 I I I CITY CONSTRUCTION COST (with alternates) $3,680,032.50 Page 5 MEETING MINUTES DATE: August 4, 1997 CLIENT: City of Mounds View Mounds View, Minnesota PROJECT: Bel-Rae Renovation#90634 Mounds View, Minnesota PREPARED BY: Dean A. Olsen ATTENDEES: City Council Work Session ' LOCATION: City Hall Mounds View, MN. RE: Mounds View Community Center The purpose of this meeting was to review a new plan option for the City portion of the facility being proposed at the Bel-Rae Ballroom. Meeting Minutes: - V. B. Diggs will not be part of this project. Last minute options still possible, but not very feasible. - Without V. B. Diggs, the proposed plans will need to be modified and a new scope of work defined. - The volleyball courts will be deleted; the gym and teen center will remain. - Completion of the exterior of the existing building (brick façade) cannot proceed until the redesign of the new addition is undertaken. - Cash flow and operational costs for the facility will need to be evaluated. City to verify. - The schedule for this phase of the project is open with one restriction being the time frame for completion of the building for Community Education(September 1998). - The Community Task Force should meet to review the program for the facility. Plan Option: - Addition to current building would include Community Education, Teen Center and Gymnasium. - Teen Center divided into two (2) areas, passive and active areas. Both areas open and visible from control desk. - Gym area visible from lobby/teen center through glass windows - Gym sized for basketball or two (2) volleyball courts. Bleacher viewing provided. - Some private, smaller room available for teens for conferences, meeting, movies, etc. - Lounge/cafe area provided. - Building set at angle to rest of facility to allow for better visibility. - An additional cost of approximately $200,000.00 will be required for this design. The costs is attributed to bringing the gym up to a City (government) standard versus that of a developer, lower end warehouse cost. The angle of the building was questioned; a building square (aligned) with the existing building was preferred. - Handicap parking, and parking distance for the seniors was a concern. - Control and security of the entrances was a concern. - Adequate storage should be provided. - Clearance space around the basketball court should be increased. - The facility needs to reflect the image of a community center. Follow-up: - A meeting with the Community Center Task Force needs to be scheduled. - City to look at its options with V.B. Diggs or other developers. - City to review their program needs for the Community Center. - CHS Daycare (Community Center Building, Phase 1) is scheduled for completion August 15, 1997. - Kitchen (Community Center Building, Phase 1) is scheduled for completion September 15, 1997. End of meeting. These meeting minutes as presented shall be regarded as accurate and correct, unless any discrepancies are provided to the author within five (5) working days of delivery. F:\WP W IN60\90634\CORRESP\MTGMIN8.DOC MEETING MINUTES DATE: August 28, 1997 CLIENT: City of Mounds View Mounds View, Minnesota PROJECT: Bel-Rae Renovation#90634 Mounds View, Minnesota PREPARED BY: Dean A. Olsen ATTENDEES: Community Center Task Force LOCATION: City Hall Mounds View, MN. RE: Mounds View Community Center The purpose of this meeting was to review new plan options and program requirements for the City portion of the facility being proposed at the Bel-Rae Ballroom. Meeting Minutes: - V.B. Diggs will not be part of this project. Last minute options still possible, but not very feasible. - Cash flow for community center could be a problem. Parks & Rec. Dept. presented analysis of two potential schemes for the operation of the facility. See Dept. handout for comparisons. - Parks & Rec. Dept. would move into community center to operate and supervise facility. (best option) - User fee to be applied to groups to recover some operating costs. - Custodial fee should be part of operating cost; some volunteer labor could be utilized. - Security to be provided in costs to user groups. - User groups should not interfere with community programs at center. - Potential for another developer to help in project. Developer would like to explore office building potential for this site and adjacent property. City to review matter. - Scheduling of project critical. Community Education needs to be in the leasehold by September 1998. Plan Option: - Addition to current building would include Community Education, Teen Center and Gymnasium. - Teen Center divided into two (2) areas, passive and active areas. Both areas open and visible from control desk. - Gym area visible from lobby/teen center through glass windows - Gym sized for basketball or two (2)volleyball courts. Bleacher viewing provided. - Some private, smaller room available for teens for conferences, meeting, movies, etc. - Lounge/cafe area provided. - Concern for storage expressed. - Plans to be revised to accommodate the Parks&Rec. Dept. - Wood floor should be provided in the dance floor area. - Angle plan viewed as more appropriate for community center image (see August 4, drawing) - Exterior space to include; '/2 basketball courts (2 ea.), sand volleyball court, grass- friendly area for picnics/gatherings, possible band shell area. Follow-up: - New plan with updated cost estimate to be presented at a special work session of the City Council on September 15, 1997. - City to advise on any new proposals with developers that would affect to plans. Related Issues: - CHS daycare in now complete at the Community Center(Phase 1). - Kitchen to be completed by approximately September 15, 1997. - Upgrading the remaining portion of the building will be done similar to that already completed. - Final schedule for completion to be determined after approved plan/program is finalized. End of meeting. These meeting minutes as presented shall be regarded as accurate and correct, unless any discrepancies are provided to the author within five (5)working days of delivery. F:\WPWIN60\90634\CORRESP\MTGMIN9.DOC MEETING MINUTES DATE: September 15, 1997 CLIENT: City of Mounds View Mounds View, Minnesota PROJECT: Bel-Rae Renovation#90634 Mounds View, Minnesota PREPARED BY: Dean A. Olsen WAI/Continuum ATTENDEES: Work.Session, City Council LOCATION: City Hall Mounds View, MN. RE: Mounds View Community Center The purpose of this meeting was to review preliminary Schematic Documents for the City portion of the facility being proposed at the Bel-Rae Ballroom. (Phase 2) Meeting Minutes: - Mayor and three (3) council members present. - Cathy Bennett and Mary Sarrion present. - Members of Community Center Task Force present. - Work session for council, televised to community. - Preliminary Schematic Documents booklet distributed. • Plan Option: - Addition to current building would include Community Education, Teen Center and Gymnasium. - Teen Center divided into two (2) areas, passive and active areas. Both areas open and visible from control desk. - Gym area visible from lobby/teen center through glass windows. Plan Option Cont. - Gym sized for basketball or two (2) volleyball courts. Bleacher viewing provided. - Some private, smaller room available for teens for conferences, meeting, movies, etc. - Lounge/cafe area provided. - Parks & Rec. Dept. moved to plan. - Wood floor provided in the dance floor area. - Exterior space to include; 1/2 basketball courts (2 ea.), sand volleyball court, grass- friendly area for picnics/gatherings, possible band shell area. Review: - Concern for storage expressed. Follow-up: Related Issues: - CHS daycare in now complete at the Community Center(Phase 1). End of meeting. These meeting minutes as presented shall be regarded as accurate and correct, unless any discrepancies are provided to the author within five (5) working days of delivery. F:\WP WIN60\90634\CORRESP\MTGMINI O.DOC BEL-RAE COMMUNITY CENTER #90634 1111111111111111 11111111 111111111.111111 Man Eli BEL-RAE COMMUNITYENTER _11111111111111111111.11..1 =MOUNDS E=MN.■ ■ 11111111111110.111111111111111.1111.111111111 1111111111511111111 111111111111111111111111.11111111 _� 15-Sep-97_-��:== __ =OPTION, ■—_IIIIIIIII IIIIIIIIIIIIMIIIIIIIIIIIIIIIIIIIIIIIIN _ 111111111111111 111111111 IIIIIIIIIIIIOIIIIINIIIII 111111.11111m 11111111111111=1:_-�-- =Renovate existing Bel- facility _- -ii: ummume =ramillailM1111111111111111.1 -- 11111.1111111 - Dance Floor -- Lounge/Senior Center iimmime~11111.1111111 nHome Society _ ommunity Educ. (class/meeting rooms) = Tenant 1111111111111m� Tenant 111111111111.1 NM 11111111111=1 11111111.1111111111111111111 New1111.1111111111111 =ct�:-■ __ 1111111111.11111111011=1.11. 11111111111111 III-- Community Center Gymnasium MI 11111111111111111111 1...........m11111111111111111111 IIIIIIIIIIIIIIII MEM 11111111.11111111 _CityInillirri City 111111111.1111 Immunity Education, expansionNI =Tenant 111.111.111.0 1111.111111111111 11111111111111111 IIIIIIIIIIIIIIII 1111111111 11111111111111111111 111111111111111111 1111 111111111111111111111 11111111111111111111111 1111111111111. NI NINE 111.11111.1 NI NMI 111111111110111111 11111.111111= NI 111111111111 111111111111.11111111 1111111111111.. NI 11111111 in 111111111111.0 MI 11111111111111111111 MIIIIIIIIIIII 111111.1111.. 111111111111111 MIMI NM 11111111111.. 1111111111.111111 EMI 111111111111 111111111111. NI MIMI 111111111111.1111111 111111111111.. III 11111111111111 111111111111.111111 1111111111111. III 11111111 111111.11.111111 1111111.111M 1111111.11111 111111111111111111111 11111111111.1111111 1111111111111 11111111111111.111 MM. 11111111111111 ii_TIlII MIN 11111111111.1 _11111111111.1111111111111.1 Page 1 BEL-RAE COMMUNITY CENTER #90634 L-__1:11111111IIIIIIIIIIIIIIIIII in m _ City of Mounds View m - 111111111111.1 _in Opinion of Probable Costs MN I= 11111.11111111111 NE 1111111111 _ 1111.111.0 lin 11.11111111111111 = Y Citti�:-■ INIM MEI Corridor/Ancillary/Storage al 2,700 sq.ft. x $30.00 /sq. ft. IIIIIIIIIIIIIIII III Toilet Renovation Ellin 600 sq.ft. x $120.00 /sq. ft. $71,000.00 1111 Kitchen upgrade (walls/flr/clg) 675 sq.ft. x $45.00 /sq. ft. $70,375.00 III Kitchen upgrade (mech/elec) 675 sq.ft. x $50.00 /sq. ft. $30,375.00 1111 Lounge/Senior Center 1,200 sq.ft. x $50.00 / $33,750.00 =Entry Vestibule (new)-� 1 Is $7,500 ft. $60,000.005 I ==:�■-- $7,500.00 um SUBTOTAL-Renovation•sts _ IIIIIIIIINIIII I_ Ii'i'____________ 11111111111.111111 1111111110.11 $284,625.00 1111111111111.1 SUBTOTAL-New Construction Costs1111111— =MI : E $0.00 1111111111111.1 SUBTOTAL—=— _ 11111111111111..—��-�--al $284,625.00 111111 1111111111111111111 III 0%=o y ■ $5,692.50 El CITY SPACE CONSTRUCTION —_ _ $290,317.50 i:ditiOfliiiI -- _ Iii: ��MIME iIIIIII Exterior facade upgrade =— �-1- NE (renovate existing entrance facade, facade $75,000 = = $75— 11.111111111111111 Dance Floor upgrade) ,� (upgrades) -:=: sq.ft. x $78.00 /sq. ft. = ---■-.—= IIIIII $507,000.00 MIIIIIIIIIII =SUBTOTAL=tion CostsIIIIIIIIIIIIIIIIIIII IN IIIIIIIIIII MIME $582,000.00 11111111 III SUBTOTAL-�-■IMIIIIIII INN al -11-_-- $582,000.00 MI MI 1E2% Design Contingency 111 —_ _-- $11,640.00 -ADDI -•-•ON — _ — $593,640.00 Page 2 BEL-RAE COMMUNITY CENTER #90634 ii_ i:Ii,i__ Leasehold Tenant�-■IIIIIIIIIIII=NIIIIIIIIIIIIII=_ _ School District(Community Education _ Opinion1111 Probable Costs 111111111111111111111....11111101.1.111.6........ � _ III 11111111—_ Community Education, Renovation _ mummimmin -Storage/Corridor �-■ 900 sq.ft. x an Toilets (main toilets add'I) 200 sq.ft. X $55.00 /sinnimm. $49 5 ---■_—= $120.00 /sq. ft. 00.00 =SUBTOTAL -Renovation Costs 73,$24,00 .00 _ -���—_ $73,500.00 =Community Education, New Construction _ __Class/Meeting rooms -■ 4,200 sq.ft. x $95.00 /sq. --��� $399 00 IIIIIIIIIIIIIMI SUBTOTAL-New Construction—= 0.00 111111111.11=-���-- $399,000.00 SUBTOTAL:=:—_ -2% Design1111111111111=-■-�—_ $472,500.00 Contingency _ EIM--��� 1 $9,450.00 =COMMUNITY CATION CONSTRUCTION COST _ ---:=:-- $481,950.00 ld LeasehoTenant�-■—_ =Lease old Home Society(Daycare) _ opinionmu Probable Costs 1111.111110. __ ■ ■ as Daycare,--Renovation ��-_ Daycare =:-- --■-■—= $95.00 /sq. ft. SUB _Renovation Costs $70 ,750.00 - -�IM�—_ $707,750.00 ii i SUBTOTALiiiiiiill 11111111111 _ _ -R��__ $707,750.00 E111=22% 111111 Contingency _ -���� 111.111111111 $14,155.00 DAYCARE CONSTRUCTION COST -==11��_—__ $721,905.00 Page 3 BEL-RAE COMMUNITY CENTER #90634 11111111111111111111111111111111111111111111111111 111113741=1111111111111111111111111111111.1 Opinion Costs —_ _ IIII New Construction �=== __ inkuummuiraiiiiiimmo 10,000 sq.ft. x Teen Center/Lounge -m 4,000 sq.ft. x $75.00 /sq. ft,111111111111.111111111111111111111111111111.1111111111111.1111111111111111111111.111111111 $750,000.00 EN Teen Ent Center/ q $75.00 /sq. ft. $300,000.00 �� 5,690 sq.ft. x $95.00 /sq. ft.- (main entry/lobby/corridor/toilets,offices) $540,550.00 111 Masonry upgrade �-� Ern Siasonrk/Parkad �-■�® $30,000 $30,000.00 ---■-■�= $50,000 $50,000.00 111.11.11111 111111111111.1111111111111111111111111 1111111.111Mmommonimm 11111111.111111111111111111111111.1111 111.11111.111111111=1.11111111111111111. 11111111111111111111111111111111111111111111111111111 111111111111111111111111111111111111111 1111111111.11111111111111111111111111111111M1 Em ---_ SUBTOTAL-New Construction Costs_ 111111111111.0 =��� =-_ $1,670,550.00 mu SUBTOTAL-: =_ ---11� t—=__ $1,670,550.00 2%=o=ency —_ -GYM CONSTRUCTION • =■— $33,411.00 —����—= $1,703,961.00 =:-■—_ _— --1111111111111111111111111111111111111111 1111111111111.111111111111111111111111111111111.m ��-■-- _ 111111111111.1111111111111111111111111111 1111111111.01111111111111111111.11111.1111111.1 11111111111111.111 111111111.111111111111111111111111111111 1111111111111111111111111111111111111111111111111111111 111111111111111111 111111111111.111111111111.111111111111.1111.1 1111111111111111111111111.11111011111111111.11 111111111111111111111111111111111M1111111111 111111111111.11111111111111111111N11111111111.11 111.10 mmommiminimm111111111111111111111111 1111111111.1111111.111111111111111111111111111 CI=TION COST 11111111111111111 11111111111111111111111111111111111=11111111111111111111111111111111.1 (less alternates) �_—_ $3,791,773.5) Page 4 BEL-RAE COMMUNITY CENTER #90634 11111111111.m1111111111111 -City of Mounds View ■=_ _ �Opinionammmiimmig IIIr-���— --■=t:—_ Masonry upgrade �-■-r _ 111 Masonry upgrade ■-■�® $55,000 _ WoodIIII Dance Floor 5,350® $50,000 $55,000.00 ---�-■—sq.ft. $8.85 /sq. ft. $50.,000.00 $47,347.50 IIIIIIIIIIIMIIIIIIIIIIIMIMIIIIIIIIIIIIIIIIIIIIIIIIIImIIIIIIIIIII 11111111...111111111111111111111111111111111111111111..1111111111 111111111.11.1111111111111111111111111m1111111111111111111111111%......1111111111... 1111111.11.11111111111111111111111111111111111111111101110.1111111111111.01 mg S UB _ALTERNATES—_ _ —=:=:—_ $152,347.50 in SUBTOTAL-■-■=_ _—. MITai 2% .111..111111111111.11 Design �— $152,347.50 ALTERNATE •-•—_ $3,046.95 =—_■- IIIOIIIIIIIIIIIIIIIIIIIMIMNIINIIIIIIIIIIIIINNIIIIINENIII ■CTI in1111111111111.11m111111111111111111111111111111 Community Education =- ' WI Alternates -■-■=_ =Opinion Costs -- _ Added Childhood �-■—_ __ ---��� 1,350 sq, ft, $95.00 sq. MMMN mill SUBTOTAL _ALTERNATES—_ inium 00 --■��—_ $128,250.00 -SUBTOTAL==:�_ 2%IIII ontingency .—= ` ��....11.11111111 $128, -•Q.00 ,...._mmiumwmo -ALTERNATE_CONSTRUCTION _ m $2,565.00 �� •-�—_ $130,815.00 al CITY CONSTRUCTION COST(with alternates) IIIMIIIIIIMII-■•�—_ $4,077,982.95 =C Page 5 MEETING MINUTES DATE: October 13, 1997 CLIENT: City of Mounds View Mounds View, Minnesota PROTECT: Bel-Rae Renovation 00634 Mounds View, Minnesota PREPARED BY: Dean A. Olsen WAI/Continuum • ATTENDEES: City Council LOCATION: City Hall Mounds View, MN_ ' Mounds View Community Center The purpose of this meeting was to review final Schematic do facility being proposed at the Bel-Rae Ballroom. currents for the (Phase 2) City portion of the Meeting Minutes: - Mayor and three (3) council members present. - Chuck Whiting, Cathy Bennett and Ma ry Sarrion - Members of Community Center Task Force present.present. - Council session televised to community. - Schematic Document booklet distributed to council membersr Schematic Plan Presentation: P eviously. (10/9/97) - Exterior space to include; 1/2 basketball courts (2 ea. s grass- friendly area for picnics/gatherings. ), and volleyball court,- Parking provided for approximately 225 vehicles. - Drop off provided at main entry with canopy. - Exterior walkways provided with accent `bannered' colonnade. - Interior multi purpose area can accommodate approximately27 f1. round tables, (wedding party) 0 people, seated at 6- Schematic Plan Cont. - Interior multi purpose area can accommodate approximately 500 people, seated for meeting, (no tables). - Partitioned areas of multi purpose area, (6 rooms) can accommodate approximate) 80 people each, seated for meetings. y - Gymnasium bleacher seating can accommodate approximately 180 people. - Gymnasium storage was increased, storage was added behind the bleacher area. - Community Education area remained the same at approximately 5,200 sq. ft. Theydi not add an addition room as proposed in option at last meeting. d - Parks/Rec. Department has approximately 725-sq. ft. of office and administration area. - Exterior of building to be masonry. Masonry to match that of existing City Hall with accent strips of a lighter tan/buffcolor brick. - Curved feature walls to be glazed masonry block - Skylights/Clerestory lights to be provided to Teen Center area. - Remaining plans similar to that presented on September 15, 1997. - Outline specification included describing materials. - Probable cost of project approximately$3.95 million. Review: - Storage area for gymnasium questioned, provide adequate storage. - Motion passed to extend gymnasium an additional 6-ft. to line up with Teen center storage area. This area would be utilized for the additional storage space - Canopy to be painted metal. P requested. q ested. - Quality of materials to be utilized for building/interior was questioned. Council wants materials that are appropriate for City standards. - Motion passed to accept Schematic Documents. - Project is on schedule for bidding and construction to start in March 1998. Follow-up: - Next phase of work (Design Development) to be completed approximately y mid- Related Issues: - Approximately $900 thousand has been spent on Phase 1. End of meeting. These meeting minutes as presented shall be regarded as accurate and correct, u discrepancies are provided to the author within five (5)working days of delive . mess any ry F.1 W P W IN6019063 41CORRE S P\MTGMIN 11.DO C MOUNDS VIEW COMMUNITY CENTER #90634 na111l1l11t =11-11— a Mounds View CO•-•EN—_ 111111,61 13-°c"7111111111111111111111111111111111111111111 . 1 3-Oct-97=:=:—_ OPTION, matic -= _ IIII—��S Renoexisting Rae facility —��� _ --�Dance Floor _ ---Lounge/Senior Center_ _• --Children's Home Society _ 11111.111111111111111111111111111111111111.11.1111111111111111111111 • Community Educ. (class/meeting rooms) _ 111111111111111. 1 Ell New Construction �-■-_ _ _--=11��_—= _ 1111m1111 -en Community Center Gyaliminummn 11.111 Ilinillaiiilyaiii, expansion _ mpa --1111 ---11-�—= _ - IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII— -1111— -11-11—_ --�11�®—= _ -IIII==1111-- allimmm�al�� _—� Page 1 MOUNDS VIEW COMMUNITY CENTER #90634 11111111111111111111111111111111111111.111111111111111111111111111111111111111111 IIIIIIInmillIllIllNIII City of Mounds View ■—_ IIIIIIINIKEEEEEEENEINI III Opinion of Probable Costs -_ _ iii City, Renovation ���—amnmmmmniummmmmw 11111111111111m1111111111111111111.111111111111___ ,Corridor/Ancillary/Storage 111 2,700 IIIII Toilet Renovation sq.ft. x $30.00 /sq. ft. IIII Kitchen upgrade1111 600 sq.ft. x $81,000.00 (walls/flr/clg) 675 $120.00 /sq. ft. mi Kitchen upgrade (mach/elec sq.ft. x $45.00 / $72,000.00 Lounge/Senior Center ) 675 sq.ft. x �' ft. $30,375.00 IIII Entry Vestibule (new): sq.ft.200 x $50.00 /s0 q. ft. $33,750.00 in 11111111m. $7,500 1111111111.3.. $7,500.00 IIIMIIIIIIIIIBIIIIIIIIIIIIMIIIIIIIIIIIIIIIIIMIIIIIMIIIIIIIIIIIIIIIIIIINIIIIIIIIIMIII IIIIIIIINNNIIINIIIIIIINIII SUBTOTAL_Renovation Costs _ --.=:—_ $284,625.00 IIIIIIIIINI -IIIIIIII Limmis New Construction Costs --����—_ $0.00 11111 SUBTOTAL_-■-■=_ —__ -2% Design Contingency imiliimm $284,625.00 SPACEmg CITY CONSTRUCTION COST = $5,692.50 _ $290,317.50 allAdditIIIIIIIIIIIIIIIINIEIIIIIIIIIINIIIIEIIEIIINIE IIIIional �-■— Exterior _ i (renovate existing radeentrance cad1de®e $75,000 III Dance Floor �-■ 6,5ac00 upgrade) $75,000.00 (up=-■-■—�= $78.00 /sq. ft.innum $507,000.0 MIIIIIIIEIIIIIIIIIIINIII EMISUBTOTAL-Renovation CosKIIIIIIIIIIIIIIIIIIIIBIIIIt_ _ 111111111.1111.111111111 al 2/° Design Contingency ■—_ $582,000.00 .111 ADDITIONAL $11,640.0 CONSTRUCTION COST— _ $593,640.00 Page 2 MOUNDS VIEW COMMUNITY CENTER #90634 IIIIIIIIIIIIIIIMIIMNIIIIIIIIIIIIIMIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII Leasehold Tenant�-■-_ , IIII School District(Community Education) _ Opinion Costs -- _ Community Education,�•don =. Storage/Corridor IMIIIIIIIIIIIIIIIIIIINIIIIMIIIIIIIIIINEEEEIENNNIII -■ 900 In Toilets (main toilets add'I) 200 sq.ft x $55.00 /- ---■_ $120.00 /sq. ft.Emniimir x,500.00 SUBTOTALIIIEIIINIIIIIIINIII EMI -Renovation Costs __ $24,000.00 iComrnfln1 IIIIIIIIIIIIIIIIIIIIIIIMIIIIIIIIII $73,500.00 w Construction _ -Class/Meeting rooms -■ 4,200 sq.ft. x ==SUBTOTAL_■-�— $95.00 /s- �-New Construction Costs= $3��,�00.00 �—:=:—_ $399,000.00 SUBTOTAL_-■-■== _ ■-1— $472,500.00 �2% Design ontingency iliMaliummil=11111%1111==" _COMMUNITY •- $9,450.00 ---.�:ONSTRUCTfON COST iS 1ii _ $481,950.00 IIIILeaseholdIIIIIIIIIIIIIMIIIIIIIIIIIIIIIIIMIIIIIIIIIMIIIIIIIIIMIII IIIITenant ChildrenHome Society OPin=Probable Costs —= _ _�Dycare, Reno I:—muLiI— Daycare 7,450 sq.ft.11l1iILx IMI1=,11uII1I1Im1II11I11I11I1M111111111111111111a SUB - 1 = — $95.00 /s- • -Renovation Costs S707,750.00 Ln1m i i iEi —_ $707,750.00 SUBTOTAL==:—_ -2% D--•-I — m $707750 -=ontingency ■-- .00 -DAYCARE CO •-•CO—_ $14,155.00 .1=1111111.1111111.1111111.11110111111111011.1111111111111 _�— ■-�—__ $721,905.00 --11 Page 3 MOUNDS VIEW COMMUNITY CENTER #90634 =■-111—_ IIIIIINIIIINIIIIIIIIIIIIMIIIIIIIIINIIIIIIIIIIIMIIIIINIIIIIIIIIIIIININIIIINIIIINNIII IIIIIEEIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII Opian nion Costs 11.0111111111111111111.11.1111111111.1.1.6........ — _ -New Construction =�-_ all .�i 10,000 sq.ft. x $75.00 amminnimmommomm,aummnmumuuminmmmmmuummnamliiiiiii Teen Center/Lounge -� 4,000 /sq. ft. -Teen C ntrer/Loungr -� 5,690 sq ft x $75.00 /sq. ft. innum $750,000.00 - (main enry/Co by/corridor/toilets,offices)sq ftx $95 00 /sq. ft1111:1111. $300,000.00 -Masonry upgrade 11111111111111100111111 -- $540,550.00 --Sitework/Parking 111111111111111E10.1. $30,0000 _ =■-■—_-=_ $30,000.00 in 11111111.1.11111111111.1111111.11 - ■-■—_ $50,000.00 111111111111.111111111111111111111111.1111111111111 --IIIIMIIIIIIIIIIMIIIIIIIMIIIIIIIIIIIIIIIIIMIINNNEIIIIIIIINIIIMNENNIIINNINI 1111111•1110-■-■-- -SUBSUg±1i _ -� New Construction Costs_ _ -���—_ $1,670,550.00 -SUBTOTAL=:=:—_ 1.111 -2% Design Contingency $1,670,550.00 - --- _ 111111111111.11.111111 -GYM CONSTRUCTION •--minmaiummin $33,411.00 -���—_ $1,703,961.00 --------;---� -- ������� 111111111111111111..1 t1_i i�-�,---x,11- s LI�------moi-'�'�� _I ---t -- -ii��11�-11------��1111 mosomminimmiminall11111.11111111111111111111111111•11111011111111111.11.0111111111111111MININIMI CI=TRUCTION COST(less alternates) -■-i—_ $3,791,773.50 Page 4 MOUNDS VIEW COMMUNITY CENTER #90634 _■-■—_ 111111111.11.1111111111.1.1111111 ■City of Mounds View ■_an Opinion of Probable Costs -- _ ■Masonry upgrade I=■—_ ■Sitework/Parking ■■■�� $55,000 _inigim $55 0 Wood Floor ■ 5,350 sq.ft. x $50,000 111111,__111.131. 00.00 ■ ■■■i■- $8.85 /sq. ft $50,000.00 IIII11111111111111111111111111111... ■=■■■■1-= $47,347.50 IIII■—�■■■ IIIIIIIIIIIIIIIIIIIIIIIIIIIMIIIIIIIIIIIIIIIIIIIIMINE ■SS U6IIII--■-�— ___ ■—�ALTERNATES _ SU-■■■■ $152,347.50 TOTAL■■■■=_ _ au 2% D1. esign $152,347.50 y Ilummilmininnmillibminn ALT--■111■■ 1111111 =ES CONSTRUCTION COST_ S3,046.95 11 1.1111111111111111111111111111111111111111.1111111111111111111.1111111111111111 1111.1111111111111111111111111111111111111111.11111111111111111.1111111111111111111111 ■=�■■■— 11111111111111111111111111111.111111111111111111111111111111111111111111111111111111 111111111111111111111111111111.1111111111111.111111111111111111111111111111111111111111 IIIIIIIIIIIIIIIIIIIIIIIIIMIIIIIIIIIIIIIIIIIIIIIIIIIIIININIIIIIIIIINIIIIIIIIMIIIIIIIIIII I____1111111111111111111111111111111111111111111111111111111111111111111111111 111111111.m.1111111111111INIMI ■■■■■■■■■■;� ■■ ■■■ IIIIIIIIIIIINNNIIMIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIINIIIMIIMIIIIIINIIBIIIIMIIINIIIII ••■■■■■,■■■■■IIIIIIIIMIMIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII v ■■ EN CITY CONSTRUCTION COST(with alternates) 11111111111111111111111111111111111111111111111 ■■■■—_ _ Page 5 CM OF II% DSRECEIVED OCT 2 8 19 ' Phone: (612) 784-3055 "Quite Simply the Best" Fax: (612) 784-3462 &.\ • \\1\.(3\ October 27, 1997 Dear Dean: I faxed the information that you provided for me last _ reviewing the predesign programs for the grant. He is a stickler!es Chapman -the that asked that we just provide the costs of the addition, the area of tgymnas �y who is and entries. Theexactcosts are not s important I received a phone call today costs. I have looked over the information that but he wants everything included with youthgarea you provided previously and suggest the following: • For Land Acquisition: $102,000 - the price of the land. Predesign fees: '/z cost - $9,250 Under design fees: $20,388 for schmatic, 35,149 for design documents and 35,680 for construction administration for totallof$126, 17 (which cis about cost of everything). $126,217 is about '/2 Under Project management fees: $7,000 for Stat Staff project mngmt and 10,000 for other project mngmt for a total of$76 00 Mngmt,(which again for boutrucoft total project cost.) � is about 1/2 of the Under Construction Costs: $I,600,000 which is the estimate construction or should we add '/2 the c costs the addition. Does this include construction contingency of$100,000? • construction contingency cost 1% art for '/2 cost: $20,000 Furniture: $75,000 Telecommunications: $50,000 Inflation Cost: $87,200 (again 'A of cost) Total is $2,145,667 for the addition - the grant project $100,000 in construction contingency). p J t new construction. (This is not including Both pages need to match with this number. Nancy Vallento said that the number simply need to match and a rough cost estimate provided so that it can get past the r �, p �'�.�•edesign engineer's review. � irro wiui 2401 Highway 10 • Mo �. 1YINK Mounds View, MN 55112-1499 fi► P4.0m cm feCYCIeU oaonr Equal Opportunity Employer Mounds View Community Center I Mounds View, Minnesota CAPITAL BUDGET REQUEST CONSTRUCTION COSTS DETAIL FORM Total Pro'ect Costs 1 1 All Years and All Funding Sources - , Pro ect Cost �� Pro ect=1 All Prior Yrs Start Pro ect Finish 1111111m11111......1 1. Pro.ert Ac.uisition :: Month/Year immin Land, Land Easements, O.tionsihmemil : Month/Year millimalMilliiiiiii Land and Buildin.s -, �� 1996 ■ �su6-� $102,000 j� 2. Predesi.n Fees I $102,000 Ii 3. Desi e n Fees ;SUBTOTAL $9,250 �© A•r-96 IIIIIIIDesi. �© Jan-97 ■ Dec-96 n Develo.ment ,-� $20,388 ,.-iv Dec-98 Contract Documents ,-1 $35,149 �. Construction Administration ,-II $35,000 .� SUB-, $35,680 �� 4. Pro ect Mana.ement ,-; $126,217 11 State Staff Pro'ect Mana•ement Construction Mana•ement ,-� $7,000 Jan-97 Other Pro'. M•mt. : Dec-98 -ll $10,000 ll . allins 5• Construction Costs ;SUB ; $76,000 Site& Buiidin• ;111111110111111.....m -,.-:: Jun-97 ■ imming Demolition/Decommasston n. : Dec-98 =; $100 000 II' . MIIIMIIMIIIIN Construction Infrastructure/Roads/Utilities ;�; $1,853,500 �� Hazardous Material Abatement �� Other ex•lain : ;-; .. Construction Conti.enc .111111111111111111111111 6. One° �SU6-, $102,000 I� /o for Art a $2,055,500 si 7. Occu•anc ;__SUBTOTAL $20,000 Furniture, Fixtures& ;: Jun-97 Dec-98 E.ui•ment ■ Telecommunications voice&data,-, $75,000 .� =; $50,000 au m..... i 8. inflation Items 1-7 • 1SUB IIIIIIIom, �� :-_ MillimalMinft Mid.oint of Construction date ;-� $125,000 :: ■ Mid•oiDe•artment of Finance Multi.lier %-I 5/1/98,. Inflation Cost .. . 9. Other ex•lain %SUBTOTAL , 1.044 ■ $90,442 11� GRA , $2 654 707 •� Page 1 10/27/97 MEETING MINUTES DATE: December 15 1997 CLIENT: City of Mounds View Mounds View, Minnesota PROJECT: Bel-Rae Renovation#90634 Mounds View, Minnesota PREPARED BY: Dean A. Olsen WAUContinuum ATTENDEES: City Council LOCATION: City Hall Mounds View, MN. RE: Mounds View Community Center The purpose of this meeting portion of the facility beas to review final Design Development documents for the Ci g proposed at the Bel-Rae Ballroom. (Phase 2) ty Meeting Minutes: - Mayor and three(3) council members present. - Chuck Whiting and Cathy Bennett present. - Council session televised to community. - Design Development Document booklet distributed (12/5/97) to council members previously. Design Development Presentation: - The approved Schematic Plans have been refined and are Development bocuments. - This work represents approximately 45% the Phase 2 wk. submitted as the Design - Included in this package are the Design Deve opmento D Opinion of Probable Cost, Construction Schedule and Approval rafor . - Drawing represent Scope of Work Drawings, Specifications, form. previous meeting. Included are: (Program) as defined by program outline and Multi Purpose Room Lounge Community Education Teen Center Gymnasium Storage Parks/Recreation Department Design Development Cont. - Specification represents proposal of the products to be utilized. - Opinion of Probable Costs indicates best estimate of program costs. - Flannery Construction (CM) to provide price quotations for this project on or about December 30, 1997. - Approximate total cost=$4 million. - Phase 1 total cost=approximately$900,000 - Remaining cost to project is approximately$3.1 million. - Possible additional costs are the reroof of the existing building of approximately $105,000 and the heated sidewalk of approximately $25,000. - Request for approval of the Design Development package today. - Next phase to be the Construction Document work. This phase scheduled for completion on or about February 2, 1998. - Color boards representing the interior and exterior color/material selections were also submitted. Review: - Cost of reroof to be included in base bid for project. Cost for this work to be included in existing budget costs. - If costs for project appear to exceed the budget amount, alternates will need to be established, and bid with project. - This list should be presented to the City on or before January 15, 1997 for their review and comments. - Motion passed to accept Design Development Documents. - Project is on schedule for bidding and construction to start in March 1998. Follow-up: - Chuck Whiting to review existing building roof problems with WAI/Continuum. - Flannery Construction and WAI/Continuum to review price quotations and prepare list of alternates. - Next phase of work (Construction Documents) to be completed approximately February 2, 1998. Related Issues: - Chuck Whiting to review existing building roof problems and Phase 1 construction with WAI/Continuum. End of meeting. These meeting minutes as presented shall be regarded as accurate and correct, unless any discrepancies are provided to the author within five (5) working days of delivery. F:190634\CORRE SP\MTGMIN 12.DOC MOUNDS VIEW COMMUNITY CENTER #90634 IIIIIIIIMMMIMHIIMIIal III Mounds View COMM •EN—_ tMOUNDS VIEW, MN. ■—_ _■ 111111111111111111111 3 Dec-97 = IIIOPTION, 11111.1.111111111 Design Development _ Ren--��� allinumemallnlimmehmeimi_ vate existing Bel-Rae facility - IIIIIIIIEIEEEIIINIIINEEENEINIIIEEIIIINNNIIIII Ill—�Dance Floor _ - �Lounge/Senior Cente _11111111,_ _ -��Children's Home Society _• —=Immunity Educ. (class/meeting rooms)immilli_ IIII New Construction �-■=IIIImmm.IIIIIIII _ _ --�Community Center MNillimmim . 11111 _ 111Community Education, expansion _ IEIII —_ Page 1 MOUNDS VIEW COMMUNITY CENTER #90634 IIIMIMIMIMMMIIIIIIIIIIIIIIIIMIMIMMMMNMNM IIIMIMIIIIIMMI all City of Mounds •-�—_ _ 1111 Opinion of Probable Costs -_ _�City, Renovation:=: •Corridor/Ancillary/Storage _ al Renovation 2,700 sq,ft, x $30.00 / ©KToilet upgrade (w•/-• 600 sq.ft. x ' ft. $81,000.00 =Kitchen upgrade (mech/elec) 675 $120.00 /sq. ft. g) 675 sq.ft, x $45.00 /sq. ft. $72,000.00 =KitchII1Loune/Seniode er 1,200 sq ftx $50.00 /sq. ftEMEN $30,375.00 =Entry Vestibule (new)-■1 sq.ft. x $50.00 /sq. ft $33,750,00 21 -=�11-.—� $7,500 _ $6 ,000.00 IIMININMIamminnem -SUBTOTAL_-•t-�sts _ $ ,500.00 ®Work completed under Phase 1LIIIIIIIIIIIONNIIIIIIIIIIIIIIIIIIIIIENNNIIII $284,625.00 11111111111111111111111111111 •includes building demolition and new M/E seIIIIMNIIIIIIIIINEININ -for Phase _ -=-�-■—_ 2 _ a S UB--���=_ _� -- New Construction Costs= — rialill.���■— _ $0.00 -■:=_ 2% Design Contingency ■— $284,625,00 =CITY SPACE =--■ MMMIMIMMI CONSTRUCTION COST KMOMMIMUIMMIIIIMIMIIIIIIL_ $ ,6925 0 —_ $290,317.50 III1Additional Costs —_ 1111111111111.111111111111111111111111111111111111111110.111111111111111 —_in Exterior facade •-: III (renovate existing entrance facade, facade u $75,000 as Dance Floor1111111111upgrade) $75 000.00 (upgrades) 6,500 sq.f. x x -iIuuuiN- •SUBTOTAL = 1 $7800 /sq.IIIII MMMIMIIIIIIIMIMMINIMI -Renovat sts _ a--�-■—_ $ 82,000.00 SUET-■-■ _ -2% Design Con •- -- _ ---■-a,a,L___..,...,,___..,___u„,,L___....._,,....,1,640.00$582,000.00 ADDITIONAL CONSTRUCTION COST $593,640.00 Page 2 MOUNDS VIEW COMMUNITY CENTER #90634 1111111111111111111111111111111111111111111111111.11111111111111 IIIIIIIIIIIIamlIlMa 11111 Leasehold Tenant�-.-_ immammiim -School District(Community Education) _ OpinIIIIion Costs _ _-Community Education, Renovation _ 11111 Storage/Corridor g -. 900 _ ToiletsEN LIIItoilets add'I) 200 sq.ft. x $55.00 /sq. ft.immoun _-SUBTOTAL-•t �st—__ 5120.00 /sq. ft $4 ,500.00 $24,000.00 11 11111 Community Education, New Construction_11111111111111111.111 $73,500.00 Class--���—_ _ - �� 4,200 sq.ft. x _ SUE3TOTAL11111.1.11 -���—_ $95.00 /sq. ft.mingim 1.1111111111111.111 =���� ion=_ $39�,��0.00 S UB--���—_ $399,000.00 2/o Design Contingent :—_ $472,500.00 -COMmall--�-� _ --■�:ON�CTION COST s�.450.00 -IIM--�-■—_ $481,950.00 iIIMIIIIIIIIIIIMIIMIIIENIMIIIIIIIIMIIIIIIMIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIOIIIIIIIIIIMNIII aLeasehold Tenant�-■=_ l Childrend Home Society(Daycare) _ mmeminim am Opinion of Probable Costs —_ _ ail Daycare, Renovation 1111111111111111Illiammummummu _ IIII Daycare 7,450 sq- _ SUBTOTAL - •t-•st� x $95.00 /sq. ft. --�■-■ 1111.11.11.1.1111111111111.1111 $707,750.00 �suB-����=—� $707,750.00 -2% Design Conting111011111111111M11•-:—_rainam... $707,750.00 II!!!YY _ ONSTRUCTION COST ■ $14,155.00 ©Work completed •-�—___ _ $721,905.00 Page 3 MOUNDS VIEW COMMUNITY CENTER #90634 --■ •-� maprnrummutammunnamm NI Opinion Probable Costs —_11111111111111111111111111111.11.111111111.1111.0.1111111111111111 _ 111111111 -New Construction IIIIIIIIIIIIIILIIIENEENIIIII =:—_ =— 1111111111111111111111111111.1111.11111 I -Teen Center/Lounge111111111111111111.1.1111111011111111111111111.1111111.11.111. 1111111.1111111011111111011111111.11111111111111111.11111111111111.1111111111.1111111111 =: 10,950 4,000 sq,ft, x $75.00 /sq. mi=Lobby/Entry/CorridorenCex $75.00 /sq. ft. $$300,000.00, 0.00 IIII �11 5,990 sq.ft. x $95.00 /sq. ft. 9 - (main entry/lobby/corridor/toilets,offices) $569,050.00 Masonry upgrade �-■ -Masonry/P rkinggrad ---�® $30,000 -����== $50,000 11.111. $30,000.00 11111111.111111111111 -=------ $50,000.00 -11111111111111111 11111111111111111111111111111111111111.11111111111111111111.1111111111111111.1111111111.1 IIIIIIIIIINIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIINIIIIIIIIIIIIIIIINMIIIIIIIIIIINII SUBIIIITOTAL _ -==Construction Costs— _ ---■=:-- $1,770,300.00 IIII SUBTOTAL-■aI _ 1111111 -2% D—on-11��—_11111111111 $1,770,300.00 IIIIIGY -■- I —_11111 $35,406.00 CONSTRUCTION COST -�11111111•1111=:=: 1111111111111.1111011111111111111111111.1111111111111.1 IIIIIIIMIIIIIIIIIIIIIIIIIIIIN_—_ $1,805,706.00 IIIIIIIIIIIIIIIIIINNIIIIIIIIIIIIIIIIEIIIIIIIIIIMINIII IIIIINMIIIMINIIIIIMIIIIIIIIIINIIIIIIIIIIIMIIIIINIIIIIIIIIINIINIINIIIIMIIIIINN IIIIIIIIMIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII - �_i_-- _ 11111111111111111111111111111111111111111111111111111111111.111111111111111 -CITY CONSTRUCTION COST(less 11111111.1111m11111111111111111111111111111111111111111111 -��-- $3,893,518.50 Page 4 MOUNDS VIEW COMMUNITY CENTER #90634 IIIIIIMIMIIIIEIIIIIIIIMMIIIIIIIIIIIIIIIRIIIIIIIIIMIIIIIIIIMMIMIIIIIIIIIIIIIIIIIIIIIIMIIIIIIIIIIIIIII 111111111.11111111111111111111111111111111111111111111.1111111111111.111.111 IIIMMIIIIIMMMIMMIE IIII City of Mounds View �—_ mmemmomm Alternates -■-■=_ _ 111 Opinion of Probable Costs -- _ Masolimmimm nry III inMasonrk/Parking =:�® $55,000 allimmum Wood Floor, Dance Floor �® $50,000 $55,000.00 ---e—=sq.ft. x $8.85 /sq. $50,000.00 ---�-■-- ini $47,347.50 SS UB-- I1II1111I - 1 _ -- MERNATES—= _ -SU-- 1IN—_ $152,347.50 TOTAL-■-■-_ _ fill 2% Contingency 11—_ $152,347.50 ALTERNATECONSTRUCTION_1111111111111111111111 _ _ 111.111111111 --■-■ T 1 $3,046.95 IIIIIIMIIIIIIIIIIIIIIMIIIIIMIIIIIIIIIIMIIIIIIIIIIII 11111111111111111111.11111111111111111111111111111111111111111.1111111111111111111111 11111111111111111.1111111111111111111111111111111111111111111111111111.1111. 1 -1111.1111— -��■—_ ing CITY CONSTRUCTION (with _ --.-■—alternates) Construction Cost Phase 1 (less Haz. Abatement-$34,869) $4,048,912.95 -CIE1111.11111TY $910 519 --�■T, Phase 2 .00 IIIIIIIINIIIINIIIMIIIIIIIIINEIIIIIIIIIIININ -III--■-■-__ $3,138,393.95 in City Requested ■-�—_ _ OptionsIII _ Opinion of Probable Costs KIEIIIIIIIMIN=Existing Building •-: =Heated Sidewalk ■-■�® $105,000 (cost will vary depending on exact area to be $25,000 $105,000.00 --=�-�S_ $25,000.00 IIII - _ _1111 En CITY CONSTRUCTION , Phase Page 5 January 8, 1998 Mr. Chuck Whiting City Administrator City of Mounds View Mounds View,Minnesota RE: Mounds View Community Center Bel-Rae Ballroom Alternates Project #90634 FAX TRASMITTAL Dear Chuck: With respect to the above referenced project the following items are presented for your information. At the City Council meeting on December 15, 1997,it was indicated that the budget forthe o lpr fixed at the$4 million level(Phase 1 of the project cost was approximately9 existing building was to be included in this amount. Should the cost of the projectx the total project was amount,bid alternates would be included to allow the City to choose which $ 00,000). The cost to reroof the project. items would beed included e in the Preliminary cost quotations for the project were prepared by Flannery Managers)for the building based on the Design Development documents. Thep preliminary project over budget. (project Construction p maty costs showed the After a review of the cost quotations and the documents,a number of proposed items were adjusted,redefined or were eliminated. These changes did not affect the program or the work for the project. evaluated, original scope of However,even with these revisions the project appears to be slightly over budget byapproximately $120,000. These costs appear to be related to additional site work that was indicated in the project. These costs were not budgeted for due to the late delivery of the report. The epotwas by WAI in April 1997,with delivery in June 1997. The report was finallypd and delivered in completed the Soils Report for September 1997, he report requested Per WAI Meeting Minutes,April 21, 1997,any soil correction dollars required have not project. The Soils Report indicates that soil correction is required, including but not limited existing fill and topsoil and compacting new fill for foundation and floors,soil fill been tion added r the pavement areas, water removal during site grading and footing construction and additional to: excavatinggthicke due to soil condition, and compaction for paving thickness Upon receipt and review of the cost quotation, the exact extent of the soil correction The budget for the project was capped at the$4 million level. Since this cost does not reflect correction dollars, additional cost reductions are required to maintain the construction dollarsug is now apparent. the soils In an attempt to keep the project on budget the following budget. been prepared for the City's review. These items will inuded design elementsst alternates ar note included in the base bid contract, but will be listed as additive or deductive elements to base bid,allowing each itemized costs to be compared and if o that are desired construction cost. the possible, selected to reach the Mr. Chuck Whiting Page 2 With respect to the alternates,a number of the items occur at the Teen Center/Lobby area. The a grant from the State for the Teen Center. The City may wish to allocate some of those funds towards these items to help reach the construction budget. City received -Alternate: Add operable folding partition walls and associated hardware in the Multi-Purpose Room A115 as indicated on drawing A4.1A. Structural supports to be included in base bid. -Alternate: Add interior gypsum board partition walls with doors and interior windows as -indicated on drawing A4.1B in Teen Rooms B112,B114 and Coat Room B 105B. Alternate: Add premanufactured modular skylights in Teen Center/Lobby Rooms B 102 B as indicated on drawing A2.2.- 113 Alternate: Add wall acoustical panels in Teen Center/Lobby Rooms B 102,B 104 B 113, and B116 as indicated on drawings. -Alternate: Provide premanufactured modular casework in lieu of custom casework as indicated on the drawings. -Alternate: Provide upper cabinets for all casework and associated undercounter lighting as indicated on drawings. -Alternate: Provide floor mounted toilet fixtures in lieu as indicated on mechanical drawings. of wall hung toilet fixtures -Alternate: Provide carpet and ceramic tile as indicated on drawing A11.1B in the Teen Center/Lobby Rooms B102,B104,B112,B113,B 114,B 116,in lieu of sealed exposed aggregate concrete floor. ggr gate Items that have been removed from the project because they were not identified in the original scope but were items that the Task Force thought they would like if budget allowed includes; the and volleyball courts,the exterior patio/sidewalk area to the courts,the display and kiosk cas kthe work, lobby area. exterior basketball casework in If directed these items could be included as alternates. In addition,the following items can be listed as alternates if directed by the City. The request for the heated sidewalk still needs to be addressed. The costs at present do not reflect This item may run approximately$25,000 to ?depending on extent of work required. Please advise as to the direction the City wishes to proceed with this matter, this item. Automatic facet and toilet flush valves are not provided under the base bid for the project. If the City would like to see this item included in the project an alternate could be created. J The Architectural fee for alternate work will be adjusted per Contract and Meeting Minutes,dated 1997. Alternates if not accepted at bid time require 80%of the architectural fee,if accepted they require 100%of the architectural fee. p April 21, Should you require any additional information or assistance,please contact me. Respectfully submitted, WAI/Continuum Dean A. Olsen,AIA Enclosure, 7 pages cc: Dave Wolterstorff CLIENT: City of Mounds View hcv `2 L, Mounds View, Minnesota PROJECT: Bel-Rae Renovation#90634 Mounds View, Minnesota PREPARED BY: Dean A. Olsen WAUContinuum ATTENDEES: City Council LOCATION: City Hall Mounds View, MN. RE: Mounds View Community Center The purpose of this meeting was to review final contract documents for facility being proposed at the Bel-Rae Ballroom (Phase 2), and relate the on site and roof leakage. City portion of the d issues including wetlands Meeting Minutes: - Mayor and four(4) council members present. - Chuck Whiting, Bob Long - Council session televised to community.r ' Mike Ulrich present. - Contract Documents distributed to City previously. (1/20/98) Contract Documents: - - Contract documents were submitted to the City for their review on January M review comments are due at WAI/Continuum's office byTuesday2 20, 1998. 1998. January 27, - Completion of the Contract Documents is scheduled for February 2, 1998. - The documents will be issued for Bid on or about February 4, 1998. - The Bids will be received on or about February 24, 1998. - Construction will be scheduled to begin on or about March 4, 1998. - Resolution was approved by the City Council to approve Contract D authorize the Bid phase of the project. ocuments and Meeting Minutes Page2 Wetlands Issue: - A problem regarding wetlands on the proposed site arose at a Creek Watershed District on January 19, 1998 meeting with the Rice - Attending the meeting were representatives from the Watershed Keehn, SHE _ City consultant; District; Rocky and their civil engineer. Mike Ulrich, City of Mounds View, W - Based on existing data from the Watershed District, Continuum classified as a wetland area. If this data is correct, buildingon t allowed unless the wetlands were replaced. a portion of the Bel-Rae site is - The information provided to W his area would not be show anyAI/Continuum and its consultants by the City did not wetlands on the parcel of property in questionindications brought forth that the site contained a wetland area. nor Documewene anyother wetland existed to the south of the property was provided. tati n that a - Rocky Keehn, the City's consultant from SHE, indicated that report for the site to the south of the property shows the wetland on that the Bel-Rae site was not included in the wetland a wetland delineation information on the site was collected. delineation report and therefore not - A wetland delineation report will be required for the Bel-Rae site. Again, this report cannot happen until Spring. If the report indicates that a portion of the site is area, the parking plan as drawn would have to be modified or the Citya havewetland o t mitigate the site would to - To keep the current project on schedule, it should be possible to permit for the construction of the new addition prior to the resolution obtain a buildingt issue. Revised site and gradingplanson of the wetland Watershed District indicating a ducton in the becould developedand submitted to the identified as a wetland area. This would allow for the constructs on ofg, avoiding the area potentially some parking, maintaining the schedule required for Community the buildingc withn occupancy. To complete this work, revisions and/or new drawings will be - the site plan and civil grading/drainage drawingsCommunity Education Supplemental services will be requiredgfortheseosebrva obtain permit. required for un exceed four thousand six hcost for this will be billed on an hourly rate not to ($4,650). hundred and fifty dollars - Based on the information provided, a motion was made to accept letter of January 20, 1998, requesting WAUContinuum's • site/grading/drainage plans, maintaining the approxinmatela area of the Services for revising plans would be utilized to obtain a Watershed permit to start the project. Motion passed. wetlands. These construction on this Meeting Minutes Page 3 Follow-up: - At the City Council meeting it was stated that the Watershed District wouldr pare the wetlands delineation report. This was in error. A firm selected by the Cit p would be required to complete the report. Y would - Rocky Keehn, SHE — city consultant was contacted on Tuesday, January 27, 1998 by WAUContinuum to prepare a fee proposal and schedule for a wetland delineationreport for the Bel-Rae property. This proposal will be forwarded to the City for their review. Roof Issue: - On Friday, January 23, 1997 a new leak in the roof at the Community Center ov classroom in the CHS daycare area appeared. er a - WAUContinuum and Flannery Construction (CM) for the project were notified. Flannery visited the site. - The roofing contractor who was utilized during Phase 1 construction visited the site on Monday, January 26, 1998. They found what appears to be the source of the leak A rock had been depressed into the roof membrane, causing a hole and leak. A - Temporary measures were made to stop the leakage. Final corrective measures wil made upon the roof"drying out". 1 be - The contractor's assessment of the cause of the rock in the depression was "something might have been rolled over the roof'. that - Flannery Construction (CM) will review the job logs, and talk with the job superintendent regarding this matter. - The Council expressed concern over spring rains and winter thaw. Corre measures need to be made to accommodate this. chve End of meeting. These meeting minutes as presented shall be regarded as accurate and cone discrepancies are provided to the author within five (5) working days of delive ct, unless any ry F:\90634\CORRESP\MTGMIN15.DOC n MEMORANDUM TO: Chuck Whiting City of Mounds View FROM: Dean A. Olsen WAUContinuum DATE: January 30, 1998 RE: Mounds View Community Center Phase 2 #90634 Fax Transmittal As a follow-up to our phone conversation on January 30, 1998, with respect to Phase 2 at the above referenced facility the following should be noted: Alternates: The project is now ready to go out to bids. Based onrevious discussions with the City, at the Council meetings, phone conversations and memorandums, to maintain a budget amount of$4 million for the p project($900,000 for Phase 1, $3.1 million for Phase 2)a number of Alterna These items will included design elements thattes have been created. are not included in the base bid contract, but will be listed as additive or deductive elements to the base bid,allowing each itemized costs to be compared and if possible, selected to reach the desired construction cost. The City will have the option to select which alternates they wish to have which product/material substitution that would be appropriate for the project wouldhber available if the base bid ist ander thedbudget figure or if the included in the project and/or p ) t based on cost. These options project and budget. City wants to add the item to the With-in the estimated base bid budget amount are the basic program (scope project, with some exceptions. The alternates reflect these exceptions alongwith requested, suggested or provided to enhance or expand the program( p of work) requirements for the reduction options. additional items that were p gram requirements, including some cost The Alternates as listed for bidding are as follows: Alternate 1: Provide specified carpet and ceramic tile as indicated on drawing Center/Lobby Rooms B102, B104, B112, B113, B114, B 116 A in the Teen aggregate concrete floor. , in lieuu o Bof sealed exposed Memorandum Page 2 Alternate 2: Provide specified operable folding partition walls and associated hardware in the Multi- Purpose Room A115 as indicated on drawing A4.1A. Structural supports to be included in base bid. Alternate 3: Provide automatic flush valves and faucets on plumbing fixtures in Toilet Rooms A116, A118,A 121 C, B110, B111, in lieu of manual valves and faucets as indicated in the documents Alternate 4: Provide upper wall cabinets,trim and associated undercounter lighting/switching for all casework as indicated on drawings. Alternate 5: Provide specified premanufactured modular skylights,trim,flashing and electrical lighting in Teen Center/Lobby Rooms B102, B113 as indicated on drawing A2.2, A5.1B and E2.1. Alternate 6: Provide new specified bituminous paving, concrete curb and gutter, and concrete sidewalk in lieu of existing as indicated on drawing C-i and A1.1. Alternate 7: Provide Ultrawall by USG, Interiors, Demountable partition with writable surface panels and one way viewing windows, including all associated accessories in lieu of gypsum wallboard partitions in Rooms A102/A104, A 107/A 109A,A108/A110, as indicated on drawing A4.1A. Alternate 8: Provide specified open cell lay-in ceiling and soffit panel in the Teen Center/Lobby area, Rooms B102, B104, B112, B113, B114, B116, as indicated on drawing A5.1 B. Alternate 9: Provide premanufactured modular casework in lieu of custom casework as indicated on the drawings. Alternate 10: Provide specified wall acoustical panels in Teen Center/Lobby Rooms B 102, B 104,B113 and B116 as indicated on drawing A13.1. Alternate 11: Provide floor mounted toilet fixtures in lieu of wall hung toilet fixtures as indicated on mechanical drawings. Alternate 12: Provide under counter cabinets,trim and associated hardware for reception counter in Office B101 as indicated on drawing A6.3. Alternate 13: Provide interior gypsum board partition walls with doors and interior windows as indicated on drawing A4.1B in Teen Rooms B112, B114 and Coat Room B 105B. Alternate 14: Provide utility brick on the exterior of the building in lieu of the modular brick indicated on drawing Al2.1, Al2.2. Contractor to coordinate coursing and associated details. Alternate 15: Provide new specified concrete curb and gutter around perimeter of parking lots as indicated on drawing C-1 and A1.1. Alternate 16: Provide additional site work as indicated on civil drawings and on A1.1 including the parking lot expansion, site grading/drainage, sewer systems, retention ponds/fencing, electrical lighting, landscape and associated site amenities. Should you require any additional information or assistance with this matter,please contact me. F:\690634\CORRESP\MEMO22.DAO Item No. I D Staff Report No. Meeting Date: February 1, 1999 Type of Business: W.K. WK: Work Session;PH:Public Hearing; • CA: Consent Agenda;CB: Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Michael Ulrich, Director of Public Works • Item Title/Subject: Consideration of Booster Station Controls and Y2K SCADA System Upgrade Date of Report: January 27, 1999 Staff prepared specifications and advertised for bids for the Booster Station Controls and Y2K SCADA (Supervisory Control And Data Acquisition) System upgrade. Although the City's current SCADA system is proprietary, initially it was thought that two bidders for the project might be a possibility. At this time it appears that only one bidder will meet the specifications. It is possible that the City could receive one or more bids that do not meet specifications and will address a total change out of the controls for the system. The bid opening is on Friday, January 29, 1999. Staff will review and analyze the bids and make a recommendation to Council at the work session. Prior to the 1999 budget and advertising, staff received two preliminary quotes for the proposed project. Staff has some concerns regarding the singular bidder that would meet the specifications for the system upgrade. If the bid appears to be high, staff may have an alternate direction for Council to consider. It could be possible to changeout the Remote Terminal Units (RTU's)to non-proprietary controls. This would require a new set of specifications and re-advertising the project. While this option will likely cost more initially, it will open the specifications and possible bidders for the project and will release the City from proprietary control suppliers. The remaining option would be to purchase the SCADA upgrades directly from the vendor and hire an independent contractor to install and program the system. Some difficulties are possible with this option in regards to warranties and negotiating an installment price. Staff will present the bids and further elaborate on the history of the current SCADA system at the work session. If Council has any questions regarding this project that staff can research or answer prior to the meeting, please feel free to call me. Michael Ulrich, Director of Public Works MMENIMI Item No. Type of Business: WK WK: Work Session; PH:Public Hearing; CA: Consent Agenda;CB:Council Business City of Mounds View Staff Report To: Mayor and City Council From: Cari Schmidt Item Title/Subject: Y2K Date of Report: January 27, 1999 In an effort to clarify and address the Year 2000 problem the City of Mounds View should develop an action plan relating to the possible events surrounding Y2K. The League of Minnesota Cities has developed a recommended course of action for organization of City efforts. I am in the process of putting together this information for Council discussion including : a draft policy statement, City Y2K team, Y2K project coordinator, sample resolutions and involvement of Elected Officials. I apologize this information has not been included in your packet. (Other projects have dominated the week, making this a weekend effort.) This, however, will be an ongoing discussion that will warrant the attention of more than one work session item. Attached is some general information on the Y2K problem for your review. Mike Ulrich,the Public Works Director and Tim Ramacher,the Police Chief will be in attendance to discuss how the "Y2K problem"will affect their respective departments. More specific information will be ready for you at the meeting on Monday. Cari Schmidt Assistant to the City Administrator OVERVIEW What is "Y2K?" Simply put,it is a programming flaw that will cause some time-sensitive computer systems to malfunction at the turn of the century. The potential for trouble caused by "Y2K," also known as the "millennium bug," is enormous--from shutdowns in water and waste treatment systems to the failure of transportation control systems,such as traffic lights and railroad warning signals. The problem can be solved before any serious consequences are felt in cities and counties,but only if local governments develop a comprehensive strategy to address "Y2K" in their communities. With recent surveys revealing that as many as two-thirds of the cities and counties in the United States have not taken the necessary steps to avoid suffering the effects of"Y2K," a partnership comprising of Public Technology, Inc. (PTI),the National Association of Counties (NACo),the National League of Cities(NLC),and the International City/County Management Association(ICMA),has launched the "Y2K &YOU" campaign. This campaign,which is directed by Public Technology, Inc., is designed to make public elected and appointed officials aware of the impact that this potentially troubling computer glitch can have on their communities. As part of the campaign,five questions have been developed that every city,town and county needs to ask in respect to "Y2K": Is your community"Y2K-compliant?" What are the consequences of"Y2K"for your community? Can your community fix the problem before January 1,2000? Do you have sufficient human resources in your community to solve the problem? And,if not, do you know where to get help? What contingency plans have been made to deal with the effects of"Y2K?" This tool kit has been provided to serve as a resource for public officials in their fight against the "millennium bug." It contains valuable background information on "Y2K," guidelines for the steps that need to be taken to safeguard your community against its effects,and tips for where help can be obtained. The campaign sponsors are continuing to add resources for local governments on-line at http://www.algov.org For further information, please contact: Public Technology, Inc. (202)626-2400 National League of Cities(202)626-3000 National Association of Counties(202)393-6226 International City/County Management Association (202)289-4262 Y2K sit YOU . Ew vat'— 05%1 INTRODUCTION The Y2K challenge is real: Unless we take action now, our communities may be severely weakened on Saturday,January 1,2000. The local economy may falter, public safety and health may be compromised, and our citizens may become frustrated and begin to look for places to lay the blame. The Y2K challenge will stretch and test the mettle of local government leadership as no other challenge has in recent years. For these reasons, Public Technology, Inc. and its sponsoring organizations, the National Association of Counties (NACo),the National League of Cities (NLC), and the International City/County Management Association (ICMA) have launched "Y2K &YOU," a campaign designed to increase awareness of the problem and to provide,through this tool kit, dependable resources that local governments can utilize as they develop their remediation strategies. It is our hope that Public Technology, Inc.can be the premier partner with local government in facing the Y2K challenge. Costis Toregas President, Public Technology, Inc. uw:izs -./...t:_5..—_y/._.L- / t��T /_ t' " FT'I;J YEAR 2000 PROBLEM Call it the Year 2000 problem or the Y2K problem and it sounds like a technical problem;call it the Millennium Bug and it sounds like an end-of-the-world science fiction thriller. Whatever the name,however,the problem is real. Nobody is sure what computers--or for that matter,any of the countless devices and systems controlled by microchips--are going to do at the stroke of midnight when December 31, 1999 rolls over to January 1,2000. Some computers and systems will make the change smoothly;while others may behave erratically or even stop working. Why? During the early days of computing,when processing power and storage capacity were puny com- pared to what we're accustomed to today,programmers and engineers decided to reduce the space needed to store a date by recording only the last two digits of the year: Valentine's Day 1980,for example,was stored as 021480(they also saw no reason to store the slashes between the month,day,and year). When this century ends and the new one begins,however,that will become a problem. Computers won't know the difference between Valentine's day, 1901,and Valentine's Day,2001;they will both be stored as 021401. Traditional mainframe computers,which are dominated by older programming languages--COBOL,FORTRAN, and others--will certainly be affected. These programming languages are where the problem has its roots. But virtually anything and everything that relies on embedded process controllers(microchips) will be affected. The first thing that comes to mind is the personal computer. Many older IBM compatible PCs won't be compliant,but machines sold after 1997 generally are compliant. Macintosh computers don't have a Year 2000 problem,because they store the date as a long ..'_ number based on the number of seconds since January 1,1904. This system handles the 2000 just fine,but apparently has its own problem at 6:28:16 a.m.,February 6,2040 when the total num- ber of seconds since January 1,1904 will be too long a number for the allotted storage space. Microchips also control security elevators and doors,telephone switches,traffic lights, and electric utility substations,as well as small household and office appliances. Industry experts predict that of the 25 billion chips in electronic components,only about 2 percent will fail, because most of these devices lose track of their timing functions. But there's no way to know which 2 percent. In many(perhaps most) cases,the device will just stop working. Elevators will descend to the basement or go into security mode;VCRs will work but you won't be able to program them. The problem is not just one of hardware and chips. Any software that stores and uses dates--spreadsheets, databases,financial management software of all kinds,human resources software,and a host of other programs-- is vulnerable to the Year 2000 problem. By extension,so are all the data files used by those programs. In short,anything electronic that depends on dates or on calculations involving dates is vulnerable. Y2K -1- ®M„D /..N .NN .NMNNMNMNNNN /`NNIMNNS, YEAR 2000 PROBLEM You're susceptible if: • You have any central or mainframe computer that stores data vital or important to your local government. • You have a local area network(LAN)over which data and files are shared,thus allowing dates to be entered in a variety of ways. • You use personal computers.The device inside the PC that retains date and time when the system is turned off often cannot store a four digit year. It will give your operating system an invalid date after January 31, 1999(perhaps something like 1/1/80). • You electronically store any data with a two-digit year. • Your telephone system has programmable switches. Phone systems are almost all controlled exclusively by software,and if the date clocks are not Y2K compliant,the whole system is not Y2K compliant. • You have automated security systems with computers that automatically lock and unlock doors and elevators at night,open them in the morning,and keep them locked on holidays and weekends. • You use global positioning systems(GPS)to locate emergency vehicles. GPS devices deter- mine distance by measuring how long it takes to get a signal from several satellites in sta- tionary orbit. On August 22, 1999,many will fail to calculate time correctly. • You use automatic data collection systems,found,for example,on city-owned electric meters. A Mandate for Leadership The mandate for leadership by local officials is compelling. Should systems fail,the frustrations and ire of citizens will be directed at city and county leaders. Unfortunately,the liability will extend beyond the walls of city hall. To ensure that the public is as prepared as it can be, local officials need to enlist support from and galvanize the community at large: business,industry,civic organizations,schools,and neighboring jurisdic- tions. It is not just a local government challenge: It is a problem that may negatively affect everyone if not properly managed. Local elected officials are well positioned to capture the attention of and form strategic partnerships with stakeholders whose contributions help make communities work. Community forums, busi- ness roundtables,media strategies, and even personalized contacts will all be needed to ensure that the community is informed and prepared to respond to Year 2000 problems. Public Safety The first thing you may notice on January 1,2000,is that the computer on your desk may tell you that the date is January 1, 1980. Or it may give no date at all. Looking beyond the computer on your desk,and even beyond those on desks throughout local government offices,there are some far-reaching ways that the Year -2- war-m-ar ar:irmmmiwairmiwmar---ir-W-M-Mrariff-arl 2000 problem will affect your city or county. Two of the broadest,but closest to home for local elected offi- cials,are public safety and health and the local economy. Local governments are directly responsible for the former and play an important role in the latter. Today's criminal justice system--from the police to the courts--is heavily dependent on electronic technology. Police departments use microwave communications systems,criminal records systems,offender information (including fingerprint identification)systems, computers,and telecommunications equipment in police vehicles. All are vulnerable. In the courts, systems for tracking pardons and paroles,scheduling court action, and documenting evidence are vulnerable,along with the normal data processing systems. Corrections records are vulnerable, as are the electronic systems that provide security and environmental control in police stations,courthouses,and prisons. Emergency response systems are vulnerable through their reliance on telecommunications and data pro- cessing,of course,but they also have a less widely known problem related to the global positioning system (GPS)used to keep track of the whereabouts of police,fire,and other emergency vehicles. The GPS system may fail in August 1999 because of a date-related processing problem of its own. Transportation control systems for streets,highways,mass transit systems,and railroads,to say nothing of air traffic control systems,are another vulnerable area. Traffic lights,freeway on-ramp controls,traffic monitoring, and rail switching systems are all based on chips that could fail entirely or become dangerously confused. Utilities are particularly vulnerable. Water and waste treatment systems are controlled by automated systems that rely on computers and by flow control devices that rely on chips;problems with hardware,software,or chips could lead to system shutdown,or groundwater contamination. Power companies use computer systems to control operations and manage the distribution of power. Y2K problems with the hardware and software could lead to system failures. And of course,like any business,they depend heavily on computers for billing, personnel, payroll,and other general operations. Effect on the Local Economy Any local business could have Y2K problems;many of them will. In many cases the effects on one business or organization could cascade throughout an entire community. Banks,credit unions,and other financial institutions might not be able to record the date of deposits and withdrawals or correctly calculate interest on loans or savings accounts. Payrolls could be hopelessly snafued if human resources departments could not calculate wages and salaries,withholding,vacation time,and the like. Accounting departments would be unable to process accounts payable and accounts receivable. Inventory would become unmanageable. Local telephone systems could shut down because their chip-driven switches went into some kind of silicon limbo,their billing procedures could be confused,and automated voice mail systems could handle calls incorrectly. The infrastructure of computers in communities is such that each depends on the operation of others. If Y2K cities and counties are concerned only with fixing their own computers,they need to begin taking a proac- YOU -3- [Er V&A / /:/ M iff / riff-MM /_.:/ MMM MM: M:MM YEAR 2000 PROBLEM tive leadership role in helping their communities prepare as well. Payment to one entity is dependent on rev- enue to another. If electric companies cannot produce electricity,many parts of the community will shut down;if they cannot generate revenues,they will be unable to make transactions with other businesses. There could be an avalanche of negative impacts from merchants'inability to charge for services,including the dire prospect of economic downturns,business shutdowns, and layoffs. At the same time,security systems in private as well as public buildings,including alarm systems,automatic door locking and opening systems,and identification systems could operate erratically or not at all, putting people and goods at risk and disabling authorized access to important functions. •• _ Programmable elevator systems could go into weekend mode on weekdays,or into week- day mode at night or on weekends, leaving buildings open;or could go into emergency or maintenance modes at the wrong times and leave buildings inaccessible. The Local Economy and Local Government Revenues Local government and local businesses are linked by a two-way exchange of information. Taxes,licenses,real estate information,development programs,and other city or county programs depend on the flow of informa- tion,and so do businesses. Ignoring the Y2K problem threatens that flow of information,and thus the health of the local economy and the fiscal health of the local government. Local governments whose computer systems are vulnerable to Y2K problems face potential loss of revenues if they do nothing. Dayton,Ohio,for example,saw the Y2K problem as a threat to$210 million a year in revenues from water fees,income taxes,and accounts receivable. The city plans to have systems installed sometime this year to keep its revenue streams flowing. Tax bills could be overdue or not due at all,licenses could expire and not be renewed, building permits could go unissued,and so on -- and the link between local business and local government could become hopelessly tangled. And beyond those are still other effects that local government and local businesses,too, need to consider, including legal liability. Legal Liabilities The potential effects of the Year 2000 problem seem likely to create an environment in which legal action will thrive. So far,with no lawsuits filed,there are no court decisions and no case law. But there will be. Warren Reid, Encino,Calif.,legal consultant specializing in Y2K issues,told clients in a recent white paper, "Failing to fix your upcoming Year 2000 problems can not only cause disruption and loss of market share, -4- pirquismararmmarmitraratrarisrairarararisarm ; productivity,and profitability in your company, but will expose the company and you to class-action lawsuits, possible loss of coverage from insurance companies,malpractice for professionals,and director and officer liability--a grand slam!" Several states have passed laws to protect private business and state agencies from just that kind of legal action related to the Y2K problem. Despite those efforts,and despite the fact that the Year 2000 problem is a technical problem with a technical solution,your city or county attorney should be aware of legal risks. On the Technical Side Solving the Year 2000 problem is not technically difficult,even for embedded microchips. There are five recognized solutions to the Year 2000 problem: Conversion:The only fix that is a complete and permanent solution is also the most obvious: convert every date to a four-digit year,following International Standard Organization ISO 8601,adopted by the American National Standards Institute(ANSI),which calls for all dates to be entered as "yyyy mmdd." March 31, 1998 would be entered and stored as 1998-03-31. This approach offers a com- plete, permanent fix that will change all data records and every application using them. It is also the most intuitive fix. But it requires extensive program and file conversions. Every program in an application must be checked for significant data use and converted;then the entire application has to be converted from its previous form to its new form all at once. Existing data must also be converted all at once. This includes all active,archived,and security files. This approach will also demand a significant amount of new storage space,roughly a 7-percent increase. It will take the most time and is the most costly. Fixed Windowing:Creating a 100-year window such as 1936 and 2036 can give com- puters and software a way to decide which century is appropriate for a date. If the two-digit year is greater than 36,say 47 or 99,then the program assumes the century digits to be 19;if the two-year digit is less than or equal to 36,the century digits are assumed to be 20. This approach requires no change in data,but it provides only a temporary fix. At best,it buys some time. It works only until its appointed time runs out,and at that point it will require reprogramming. Sliding Windowing:This is like fixed windowing,with one significant difference. The 100-year window is calculated from the current date. Each year the software using sliding windows will adjust(slide)the 100-year window one year forward. This approach requires no changes in data, only in date processing routines,and the same code can be used for many years. Production programs,for most applications,can be gradually converted, and they can adapt year after year without reprogramming. If the 100-year window is well-selected,it may be permanent and cheaper than ISO 8601. Thus,sliding windowing offers many local governments the fastest,most reliable, and least costly way of dealing with the Y2K problem. Y2K YOU -5- Q Q*s g m ®1°"'_ YEAR 2000 PROBLEM Encryption:It is possible to use binary arithmetic to compress dates expressed with four-digit years to occupy the same storage space as those with two-digit years. This approach gives the permanence of full date conversion without the need for more storage capacity, but it requires extensive reprogramming and is not intuitive. Encapsulation:The Gregorian calendar has an interesting quirk-- it repeats every 28 years. Since the Y2K problem can be seen as a problem related to six-digit dates at the turn of the century, encapsulation simply resets to 28 years earlier. The computer and its programs do calculations based on a 20th century date and then add the 28 years back in for display purposes. This approach gives a quick fix for situations where source code is lost or time has run out. But it does not account for religious holidays that don't follow the Gregorian calendar. In the end,it may be useful only in embedded process controllers in which the actual year is not important but day of the week is very important. A strategy for putting the appropriate technical fixes in place might look like this: Inventory all automated systems and equipment; test to determine which will be compliant,and which will not; prioritize the results; find out what remedies to apply; determine which applications can be fixed on time;and develop contingency plans for those that can't be fixed on time. But doing that is complicated by two factors. One is that there are many related areas to find and fix. In numerous cases, application software was developed on a custom basis, or at least heavily customized,to handle local government business practices. These custom applications can be difficult to maintain,and some are too old to change. Even a medium- sized local government or business could have millions of lines of program code, nearly any of which could use dates. Invalid date comparisons could crop up in programs,training,embedded processors,and data. Beyond the computer hardware and software,too,there are all those other systems and devices that are controlled by microchips. The other complicating factor is time. It will take time to make all the necessary changes. The inventory alone could take six to nine months for a medium-size organization and longer, up to twice as long,for a large one,according to some experts. And that's only the computers and software. Figure another three months to inventory all equipment that uses embedded chips. Once the code that needs fixing is identi- fied, maybe 70 to 80 percent can be updated automatically. The rest will have to be read, a line of code at a time, by programmers, and manually changed. At an average rate of 3,000 lines of code a day,that is no quick job either. -6- But time is running out. With the Year 2000 right around the corner,we are all facing a deadline that can't be extended. The Cost of Coping Both the time and the money that it will take to solve Y2K problems in your local government or in your commu- nity will very likely be available only at the expense of other improvements and other projects. It will require reprogramming,replacing,or retiring older"legacy" computing systems--the mainframes and minicomputers that were the mainstay of computing before the advent of the personal computer. But it will also require that newer systems be checked as well as systems that aren't computer systems but use microchips-- elevator controls and security systems,for example. The exact cost of doing that will depend on the size of the city or county and the extent of its use of informa- tion technology. Seattle estimates that it will spend more than$50 million to reprogram major applications affected by the problem and replace the city's accounting system. Some cities and counties are fortunate to have recently launched major IT plans that will replace old systems with new ones in time to avoid the Year 2000 problem. In these cases,many of the Y2K compliance costs are covered by funds budgeted for system improvements in the overall city or county budget. In Conclusion The Year 2000 problem is a real problem,with serious impacts on local governments,local businesses,and local economies. Fixing the problem is not difficult technically; computer experts have been developing the solutions for some time and many of them are being implemented. But it will take time and money to make all the necessary changes in the computer hardware,software,data,and automated systems that are becom- ing essential parts of the modern city or county. It is essential,then,that local officials be aware of the prob- lem and that they take the lead, not only in city hall but in the wider community,to make sure that the year 2000 will begin as free of problems as possible. The checklist that follows is, at best,an outline for action for local officials, local business owners,and the community. Above all,make sure that the operating mode for whatever you do is urgency, not panic. Y2K YOU -7- a ®,l] COPING WITH THE YEAR 2000 PROBLEM: A CHECKLIST TECHNICAL RESPONSES What is a Y2K-Compliant Community? A Y2K-compliant community is one in which all functions, ❑ Inventory systems. both privately and publicly operated,within a local com- ❑ Test for compliance. munity will be operating and interacting normally into the Hardware year 2000 and beyond. Operating systems An automated system is Y2K-compliant when it will Custom code process normally,as it was designed,(i.e.without any Applications Data interfaces extra processing, procedures,or other manual interven- tion) before,during and after January 1,2000. ❑ Analyze results. ❑ Prioritize. Critical systems that don't involve traditional data processing:traffic control, water-systems controls,etc. Critical data processing systems: accounting,human resources,etc. Systems whose loss would disrupt operations. Systems whose loss would create minor inconvenience. Systems that are extraneous and/or candidates for replacement. ❑ Fix or replace hardware. Fix: requires appropriate technical skill. Replace with compliant hardware: replacement is an expensive option,but it may be the only realistic one for many systems. It also becomes riskier as we get closer to 1/1/2000. ❑ Fix or replace software. Fix the code: requires access to code and appropriate technical skills. Replace with compliant custom or off-the-shelf software. Outsource(at least temporarily)the process to a service bureau whose system is compliant. Live with cosmetic problems or minor inconveniences until they can be finally fixed. ❑ Fix or replace embedded systems and interfaces. Make sure that the same efforts to identify problems, prioritize them,and then fix or replace systems as appropriate are directed to automated systems in elevators,water systems,and building security systems. Don't overlook interfaces with outside business partners. -8- War ar ar 1ff irff Br ar ir M ar ir arirarlir MI.1 MANAGEMENT RESPONSES ❑ Make the Y2K problem a priority for all city/county offices. Put someone in charge. Make sure that IT professionals work with city/county department heads and business managers to help them bring their systems into compliance. Larger cities and counties might create Y2K offices or task forces or other bodies. Budget for solving the problem. Have the city/county attorney research legal ramifications of the Y2K problem for your city/county. ❑ Spread the word. Provide a central source of information on the Y2K problem and monitoring of progress for the whole city or county; a Web site,or a page on the city/county Web site,is a good way to do this. Make sure that all employees are aware of how it affects them. Make sure that local businesses and organizations know that the city or county government is working on its Y2K problems. Make sure that local businesses and organizations are aware of the Y2K problem and the need to become compliant. Make sure that local businesses understand that they must be Y2K compliant in order to work with other businesses'computers and data as well as with local government computers and local government data. Share information,through means ranging from brochures to a page on the city or county Web site. ❑ Make operational changes within your offices. Use four-digit dates. Some software can handle the year 2000 if it's entered as four digits,and consistent use of four-digit dates will avoid confusion later. Train staff to know where Y2K problems can arise and to spot them when they do. Be prepared to replace what can't be fixed. ❑ Make contingency plans for systems,processes,and data that can't be compliant in time; consider outsourcing(temporarily,at least)to compliant service providers. A WAY TO ORGANIZE YOUR Y2K EFFORTS Programmable Embedded Data Systems Chips Awareness Solution Interface Contingency planning Y2K YOU ` -9- Q ! 66r�, Npiew