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HomeMy WebLinkAboutPK PACKET 06112001PARK BUILDING TASK FORCE MEETING SCHEDULED FOR THURSDAY, MAY 24, 2001, CITY HALL AT 1:00 P.M. CITY OF ST. ANTHONY PARKS COMMISSION AGENDA June 11, 2001 7:OOPM Conference Room I. CALL TO ORDER. II. ROLL CALL. III. APPROVAL MAY 1, 2001 PARKS COMMISSION MINUTES. IV. DISCUSS RE -BID OF CENTRAL PARK AND BUILDINGS - BOB KOST (URS) AND MOLLY OLIVIER (SEH) WILL BE PRESENT. V. REPORTS. A. Community Services B. School Board C. Sports Boosters VI. OTHER BUSINESS. VII. ADJOURNMENT. I CITY OF ST. ANTHONY 2 PARKS COMMISSION MEETING MINUTES 3 May 1, 2001 4 5:30 P.M. 5 Conference Room 6 I. CALL TO ORDER. 7 Chair Jindra called the meeting to order at 5:45 p.m. and welcomed everyone in attendance. 8 II. ROLL CALL. 9 Present: Chair Carol Jindra, Vice Chair Doug Koehntop, Commissioners Dan 10 Ganley, Julie Gebhardt, Colleen Hallada, Jan Jenson, and George 11 Wagner. 12 Absent: Community Services Representative Diane Skrivseth. 13 Also Present: Public Works Director Jay Hartman; Representative from Sports 14 Boosters George Zurbey; Representative from School Board Denise 15 Dunn; Independent Contractor Maury Anderson; Bob Kost, and 16 Auggie Wong, of BRW. 17 III. APPROVAL APRIL 9, 2001 MEETING MINUTES. 18 Page 2, line 43 Tower Park to read, "Central Park". 19 20 Motion by Commissioner Wagner, second by Commissioner Koehntop, to approve the April 9, 2001 21 Parks Commission Meeting Minutes as corrected above. 22 Motion carried unanimously. 23 IV. PRESENT AND DISCUSS FINAL BID TABULATIONS FOR THE REDEVELOPMENT 24 OF CENTRAL PARK -BOB KOST, BRW -WILL BE PRESENT. 25 Bob Kost indicated that there were about 25 interested contractors, and that he was expecting 26 more than three bids to be submitted. He stated that at a meeting last week, only three parties 27 showed up, all of which were general contractors. Mr. Kost indicated that all three bids came in 28 today within thirty minutes of each other, and that they all came in higher than anticipated. 29 30 Mr. Kost stated that all three bidders made numerical mistakes in their bids, which was very 31 disappointing. He also informed the Commission that the document that they were reviewing 32 tonight was put together today, and may have an error, or more. 33 Mr. Kost reviewed the three bids with the Commission. It was determined that Veit and 34 Company was the lowest bidder who came in at approximately 19% above the Engineers 35 Estimate. 36 37 Mr. Kost reviewed the nine alternates of the Plan and compared the individual bids against each 38 other. When they reviewed Alternate six, Mr. Kost indicated that, while they were out to bid, Parks Commission Meeting Minutes May 1, 2001 Page 2 1 they were told that they would need to add showers in the restrooms for the wading pool. He 2 recommended to the Commission that a wet deck be put in to avoid all of the issues that are 3 associated with the wading pool. He indicated that the wet deck option is an economical one, as 4 it shuts off when kids aren't playing with it. 6 Alternate nine displayed a broad range of bids, from $89,000 to $146,000. Mr. Kost reviewed 7 several of the descriptions contained in the alternate. Mobilization costs are included in 8 Alternate nine, and a few of the contractors indicated they were scared off by the possibility of 9 contaminated soil. Mr. Kost indicated that there would need to be some cleaning up in that area, 10 which he did not see as a major expense. 11 12 Mr. Kost recommended that the Commission drop all of the bids, look over the Plan for a month 13 and determine if there are things that they simply should not do. He said they could possibly put 14 the project back out for a June 15'" bid, having construction begin in September, working through 15 the fall of 2002, and opening the park in Spring 2003, as was originally intended. 16 Commissioner Gebhardt asked if the three current bidders would have the option to re -bid, if 17 they rejected all three bids at this time. Maury Anderson indicated that they could re -bid, but 18 warned them that their bids could come in higher. Mr. Kost concurred. 19 Commissioner Koehntop asked what affect the status of the economy had on the bids coming in 20 so high. Mr. Kost indicated that he did not think that state of the economy played a significant 21 role. 22 Mr. Kost went through the entire Engineer's Cost Estimate and pulled the lowest estimate for 23 each item from the bidders and determined that the project could be done for $1,324,217. 24 Chair Jindra asked if there was any room for negotiation on specific items, if they decided to 25 extend an offer to one of the three bidders. Mr. Kost indicated that different city guidelines exist 26 in contract negotiation, but said that it may be possible. 27 28 Chair Jindra expressed her confusion with the inconsistency of the numbers. Mr. Kost indicated 29 that the estimates submitted are very rough numbers. Mr. Hartman said he viewed the broad 30 range as an indication that the contractors do not care too much whether they get the job, or not. 31 Mr. Hartman indicated that it would cost $2.5 million to do the entire project, including the 32 buildings. 33 Mr. Kost indicated that if it were a wet fall, things would be pushed back. 34 Mr. Anderson recommended that they reject all three bids. He indicated that contractors 35 sometimes play games, and that reviewing the Plan, with hard numbers to refer to, gives them the 36 opportunity to look at some different options. For example, they could use a lower -grade topsoil Parks Commission Meeting Minutes May 1, 2001 Page 3 1 for the ballfields. Mr. Kost agreed and suggested examining only the items that are changeable. 2 He believes that the savings are out there, and that they simply need to find them. 3 Commissioner Gebhardt asked if they had officially decided to go with the mushroom in the a wading pool. Chair Jindra responded that they had. 5 Mr. Anderson suggested that they approach the City Council delicately. Mr. Hartman added that 6 they do not have the numbers on the buildings yet, which will significantly increase the cost of 7 the overall project. He also pointed out the cost of having Mr. Kost and Mr. Wong continue to 8 work on this for the next five months is significant. 9 Mr. Kost recommended that they reject the bids at this time, take a month to re-engineer the 10 plans and then go for a fall bid. 11 There was discussion about a timeline on the project, if they decided to reject bids at this time. 12 Mr. Anderson indicated that irrigation is key to this project, and that good grass germinates in 13 about 16 days. 14 Chair Jindra asked Mr. Kost what he knew about Veit and Company. Mr. Kost indicated that 15 they are a reputable company, and highlighted a high-profile project they had recently completed. 16 He indicated that they could award the Base Bid Contract to them, and then go through the City 17 Attorney to determine what type of changes could be made in there estimate, if any. 18 Commissioner Koehntop asked how they could diffuse the contamination issue. Mr. Kost responded 19 that they provide the contractors with more specs. 20 There was discussion over the lighting of the sports athletic fields, which Commissioner Zurbey 21 indicated would be a big problem. Commissioner Gebhardt agreed with Commissioner Zurbey, 22 indicating that the Commission told the community that all three would be lit. 23 Mr. Kost indicated the $45,000 savings to light 2 of the 3 athletic fields. He went on to list the other 24 discussed options where he saw a possibility of cutting the cost by another $150,000. 25 Chair Jindra thought it made sense to re -visit the Plan, but indicated that the City Council is already 26 unhappy with the Park Commission regarding this project and the length of time that it is lingering. 27 She stated that, while she agrees to discard the bids, she thinks they may be putting the project in 28 jeopardy. 29 Mr. Kost indicated that any of the contractors could be playing a game by deliberately low -bidding 30 something that they know the project cannot do without. 31 Chair Jindra expressed her concern with the response from the community. Mr. Kost indicated that 32 their response is directly dependent on how the Commission sells it to the community. Parks Commission Meeting Minutes May 1, 2001 Page 4 1 Mr. Anderson suggested they present it to the community like this: either accept the lowest bidder, 2 or through them out and revisit the plan. He indicated that the community would see that they are 3 making the decision. 4 The Commission continued with discussion on the impact of the weather on this project. 5 Mr. Hartman suggested that they cross their fingers that the buildings come in low at $600,000 (not 6 including the Silver Point Park building) and keep on moving. 7 Mr. Anderson indicated that, if the bids for the buildings and the re -bids for the park come in at the 8 same time, they could have a grand bid opening. 9 Mr. Kost led the Commission through discussion of the alternates in order to determine what would 10 be added, and what would be deleted. The conclusions: 11 Add Alternate 1: yes. 12 Add Alternate 2: Yes to items 1 and 3. 13 Add Alternate 3: yes. 14 Deduct Alternate 4: yes. 15 Add Alternate 5: no. 16 Deduct Alternate 6: yes. 17 Add Alternate 7: no. 18 Add Alternate 8: no. 19 Add Alternate 9: yes. 20 Mr. Kost stated that if they recommend that Veit and Company get the project, they take 50% of 21 their price for Alternate Seven to use as an allowance for a wet -deck system. 22 Mr. Kost and Mr. Wong determined that the total cost of the project was $2,046,631. This total 23 included everything, with only half of the allowance for the pool. 24 Mr. Kost and Mr. Wong subtracted the alternates to be deducted (alternates 4, 5, 6, and 8), and the 25 total was $1,915,657. Mr. Kost suggested that this be the number that they propose to the City 26 Council. 27 Mr. Kost indicated that they had just received the numbers they were all reviewing today, and that 28 he and Mr. Wong need to go through and compare the three contractors more in-depth. 29 Commissioner Ganley asked if the Commission were changing their mind and deciding to present 30 this to the Council next week. 31 Parks Commission Meeting Minutes May 1, 2001 Page 5 I Chair Jindra identified three sources whose support is critical: the City Council, the school, and the 2 Sports Boosters. Commissioner Gebhardt indicated that the contaminated soil is standing as a major 3 problem right now, and that those groups need to understand that. 4 The Commission discussed their options. 5 Mr. Kost stated that the Engineers Estimate was $1,855,834. He indicated that after they factor in 6 the additions and deductions, the total is $1,747,614. 7 Commissioner Zurbey suggested that the Commission determine where they could change the specs 8 in order to reduce the cost of this project. Mr. Kost suggested reducing the soil profile by half, to 9 $300,000. However, he stated that he did not want to see the soil depth go below 8 inches. 10 The Commission decided that all would attend the next City Council meeting where the bids would I be presented. 12 13 Motion by Ganley to proceed with option A: the low bid from Veit and Company which represents 14 $1,915,567, 11% over the engineers estimate. 15 Motion carried unanimously. 16 V. REPORTS. 17 A. Community Services. is None. 19 B. School Board 20 None. 21 C. Sports Booster. 22 George Zurbey indicated that they informed everyone that they can not schedule time for 23 the use of the athletic field after May 31". Commissioner Jenson asked the Commission 24 if it were possible to use the field two days after the scheduled close date for an alumni 25 football game. 26 27 VI. OTHER BUSINESS. 28 Chair Jindra asked if everyone had a chance to go down to Silver Point Park and see where Ms. 29 Olivier had sectioned off an area to show where the storage and mechanical area would be 30 located. The storage and mechanical area was moved to the front of the building with an 31 overhang, where it will not affect the path. 32 Chair Jindra reviewed the changes Ms. Olivier made to the Central Park Pavillion, where she has 33 put some of the mechanical and storage space up above, which should reduce the price a little 34 more. 35 Parks Commission Meeting Minutes May 1, 2001 Page 6 1 Commissioner Gebhardt asked if Ms. Olivier had factored in the changes they recommended be 2 made to the women's restrooms last meeting. Commissioner Zurbey indicated that she had, 3 which adjusted the cost by another $5,000. 4 5 Chair Jindra mentioned that she had received several calls from parents regarding the use of the 6 skating park. They are concerned about the ages of the kids using the park, the swearing, and the 7 smoking that is being done on that property. The parents wanted to know where their younger 8 children could play. 9 Chair Jindra decided to table this topic for discussion until a later date. 10 11 VII. ADJOURNMENT. 12 Motion by Hartman, second by Commissioner Gebhardt, to adjourn the meeting at 8:20 p.m. 13 14 15 Respectfully submitted, 16 Courtney Seesz 17 TimeSaver Off Site Secretarial, Inc. Motion carried unanimously.