2018-12-18 Council Work Sesson PacketCITY OF MENDOTA HEIGHTS
CITY COUNCIL WORK SESSION
AGENDA
December 18, 2018
5:30 pm
Mendota Heights City Hall
1. Open Session--Call to Order
2. Discussion Items
A. 2019 Street Reconstruction Project (5:30 PM)
B. Fire Station Design and Cost Estimate (6:00 PM)
3. Adjourn
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DATE: December 18, 2018
TO: Mayor, City Council and City Administrator
FROM: Ryan Ruzek P.E., Public Works Director
SUBJECT: City Council Workshop –Presentation of the Marie Avenue and Wesley
Neighborhood Improvements
Introduction
The City Council is asked to provide input on the financing and phasing of the Marie Avenue and
Wesley Lane Neighborhood Improvement Project. Larry Poppler, TKDA, will present the key
points of the project, financing and phasing options.
Background
Earlier this year, Mendota Heights awarded a professional services contract to TKDA for the Marie
Avenue and Wesley Neighborhood Improvements. TKDA has completed the feasibility report
which has some substantially large construction costs. Attached to this memo are three scenarios
regarding phasing of this project. The first set of scenarios shows a 10 percent contingency and a
20 percent indirect cost rate. The second set of scenarios has a zero percent contingency and a 15
percent indirect cost rate.
The Council packet for December 18, 2018 also includes 20 pages of the 256 page feasibility
report. Council should review the report in their packet to better understand the existing conditions
of the project. Staff included portions of the report to save paper, the entire report is available by
request.
Staff has gone through the report with TKDA and is currently recommending that Scenario 1 is
the most feasible option.
If Council agrees with the staff recommendation, a resolution to accept the feasibility report and
call for a public hearing is included on the agenda for the December 18, 2018 meeting. If Council
desires additional discussion on this project, the item can be pulled, and brought back at a future
meeting.
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To: Mayor and City Council
From: Dave Dreelan, Fire Chief
Mark McNeill, City Administrator
Subject: Council Workshop Discussion—Fire Station
Date: December 18, 2018
COMMENT:
Introduction:
At the Council workshop of December 18, the Council will be updated on the design progress of the fire
station remodeling/addition, and how the project budget now stands.
Background:
The Station Committee has been working with CNH Architects to finalize the design for the fire station
work.
The design details have not changed appreciably since the Council was last provided information.
However, staying within the budget has proven to be a challenge. The amount of bonds which is able to
be sold for the project is capped at $7 million; increasing that amount would require restarting the
taxpayer notification process.
At the time, that amount was anticipated to be adequate; however, delays from the original schedule, the
discovery of problems with utilities and site layout issues dating back to the mid-1980’s, and increases in
construction costs have caused the $7 million total to be a concern. Note that that figure is all inclusive;
in addition to the hard construction costs, it also must cover design and engineering fees, utility
relocation, bond issuance costs, and the like.
As a result the station committee has been hard at work reducing expenditures where it can. The purpose
of the workshop is to make the Council aware of the proposed reductions, and discuss if other funding is
possible.
Architect Quinn Hutson will join us at the meeting, and will be available to answer questions.
Schedule:
If the Council is comfortable with the status of the project, we anticipate that it will be asked to approve
the advertisement of bids at the January 15th Council meeting. Bids would be opened on February 11th,
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and the award of contracts would be made at the February 19th meeting. Groundbreaking would be when
weather permits in the spring.
Action Required:
Staff is looking for a consensus to proceed to finalize the design, and discuss the budget.
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Mendota Heights Fire Station
Mendota Heights
City Council
MHFD Fire Station
December 18, 2018
Mendota Heights Fire Station
Agenda
Lexington Avenue
• Proposed Upcoming
Milestones
• Project Schedule
• Cost Estimate Update
• Questions
Mendota Heights Fire Station
Project Timeline
Schedule
Mendota Heights Fire Station
Proposed Upcoming Key Milestones
• Construction Documents 90% 12/19
• Final CD Cost Estimate (CPMI) 1/8
• City Council Meeting 1/15
– Approval to Advertise for Bids
• Bid Opening 2/12
• City Council Meeting 2/19 or
– Award Contracts 2/26
Project Timeline
Schedule
Mendota Heights Fire Station
Cost Estimate
Cost Milestones
Mendota Heights Fire Station
Schematic Estimate (CNH/PPM)
Completed January 2018
Design Development Estimate (CPMI)
Completed November 2018
Construction Document Estimate (CPMI)
Upcoming January 2019
Bid Results (Actual Costs)
Upcoming February 2019
Cost Estimate
DD Estimate Update
Mendota Heights Fire Station
Schematic Cost Estimate
$5,918,000 Hard & Soft Costs
Design Development Cost Estimate
$5,497,300 Hard Cost
$ 537,000 Design Contingency
$ 661,600 Soft Costs
$ 290,000 Constr. Contingency
$6,985,900 Hard & Soft Costs
Cost Estimate
Cost Increase Causes
• Much higher inflation – Bid Delay
– Tariffs on steel, alum & other globally
sourced products
– Tightening labor market
• Geotechnical report found poor soils
and debris on north side of site
• Development of stormwater design
requiring underground infiltration
• Survey indicated extent of excess soil
• Larger existing apparatus bays
• Increase not a result of other scope
expansions
Mendota Heights Fire Station
Cost Estimate
Cost Savings
• Design Value Engineering $119,200
– Wall types, HVAC layout, etc.
• Scope reductions $ 63,000
– Access control amount, snow melt, etc.
• Alternates $284,900
– Pavement options, Folding Partition, etc.
• Additional Items $ TBD
– Other cost savings have been identified, but not
yet in estimate
Mendota Heights Fire Station
Questions
Mendota Heights Fire Station
Preliminary Exterior Image
Southeast Perspective
Mendota Heights Fire Station
Preliminary Exterior Image
Northeast Perspective
Mendota Heights Fire Station
Preliminary Exterior Image
Northwest Perspective
Mendota Heights Fire Station
Site Plan
Lexington Avenue
Private Property
(Agricultural)
City Property
(Future Use)
City Property
(Future Use)
Mendota Heights Fire Station
Floor Plan
Mendota Heights Fire Station
Floor Plans
Second & Third Floors
Mendota Heights Fire Station