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10b. City Hall and Community Center Improvements Staff Report Date of Meeting: June 18, 2024 For: Honorable Mayor and Council From: Kyle Morell, City Administrator Subject: City Hall and Community Center Improvements Background: The City received quotes for improvements to City Hall and Community Center after the Council requested that costs related to the original staff proposal to improve the building be acquired. Issue: Should the Council approve the modifications to the listed rooms: the main office, main hallway, Council desk, equipment room, and community center hall? Proposal Details: Front Office/Main Hallway – The front office's proposed project plans include new carpet, painting, new desks, an open service window in the hallway, adding a power circuit, adding a wall to create an office, and installing a larger window for additional natural light. With the addition of the open service window, the main hallway will be repainted from the chair rail to the ceiling, and a new kiosk area will be added for general and local information to be posted. AV Equipment Room—The AV room's proposed project plans include removing the roll-up window and counter, removing the cabinets and wall tile, closing in the wall from the removed window, painting, installing new carpet, and adding additional outlets where necessary. Council Desk – Proposed work includes replacing the laminate top on the Council Desk. Community Center Hall – The proposed work in the hall includes removing the wallpaper and wall accessories, repainting the walls floor to ceiling, installing wainscoting to protect the lower four feet of wall space, hanging an existing spare TV for presentations, and installing a mural on the North wall of a scenic St. Croix River photo. Cost Breakdown: Wood Crest Builders: $80,661 Main Office = $34,871 AV Room = $10,085 Council Desk Top = $2,000 Main Hallway = $1,500 Community Room = $28,285 General Costs = $3,920 All Around Remodeling: $70,924 Main Office = $30,464 AV Room = $9,705 Council Desk Top = $2,700 Main Hallway = $1,550 Community Room = $14,285 General Costs = $12,220 *Notes: The Wood Crest cost breakdown does not include the custom-built desks, a $7,885 line item that could be added if we do not like the options from Staples. The All Around quote has an approximation for the mural installation, which I believe is well under what could be anticipated in terms of cost. This cost, I believe, is for installation only, and we would have to procure the material. Wood Crest said they would take the mural from start to finish if we provide digital copies of a photo or photos we want to be the mural. Neither quote includes the cost of new desks, which the City would purchase from Staples off the State contract. This price is $9,228.05, which includes installation. Installing the desks ourselves will save the City $1,781.77. The Community Room and Council Chamber work can be done independently of the other proposed work. The Main Office and AV Room work should be considered one project, as improving the AV room would not be needed if the office work is not approved. Charlie, Colleen, and I met with the Mayor on May 21 to discuss the proposals. We reviewed the options, discussed the scope of work, and agreed that all the proposed work should be completed. We recommend Wood Crest Builders at an estimated cost of $80,661. Of the three contractors who quoted the project, they provided the most detail in their site visits and broke out the project as requested. We believe their quote is the best representation of the actual project cost. The third quote was not considered because it did not break down the work into rooms as requested, but the overall cost estimate was closer to Wood Crest than All-Around. Currently, $67,548 is in the 401 CIP, which will be used for this project. The remaining funds will come from capital improvements other than the Buildings line item in the Community Center budget. We will also ask this contractor to fix the mold issues behind the dishwasher in the kitchen. The Community Center Building Maintenance and Repair line item will pay for this work. If approved, the work will be scheduled around the current calendar of events in the Community Room. Options: 1) Approve the quote from Wood Crest Builders for $80,661. 2) Table for future discussion Recommendation: Option 1 Attachments: All Around Quote Wood Crest Quote Staples Quote Bill Poferl www.allaroundremodeling.com 9707 Juniper Ct N Bill@allaroundremodeling.com Forest Lake, MN 55025 License #BC637741 (651)775-8396 Bonded and insured Date: 5.7.24 Phone: 651-433-5223 Scandia City Hall – Charles Fischer Phone: 651-325-5218 14727 209th Street North Email: c.fischer@ci.scandia.mn.us Scandia, MN 55073 Community Center Hall Repair walls and paint 2 coats satin finish. Including hallway 4,615.00 Install ¼ oak paneling with battens every 4’ chair rail and base trim included 3,170.00 Stain and varnish all paneling 4,000.00 Custom mural on one wall. Apx. 2,500.00 Council Chambers Remove and replace countertop laminate 2,700.00 Front Entryway Paint walls from chair rail up to ceiling tile with 2 coats of satin paint 1,550.00 Equipment Room Demo cabinets, wall tile, security window, sink 2,300.00 Install LED lighting and 2 outlets 1,000.00 Remove and replace 150SF of suspended ceiling 600.00 Frame in window opening, install drywall with taping as needed 3,000.00 Cap off plumbing in wall 400.00 Paint room 1 color, 2 coats satin finish 600.00 Install 150SF carpet, glue down over tile. (Carpet allowance 3.50) 1,545.00 Remove and replace vinyl base trim 50LF (1.00 allowance) 260.00 Main Office Remove window and re-frame for 8’ header, install window with trim 2,800.00 Purchase Anderson 400 Series window 3,450.00 Frame office wall with 36” steel framed/oak flat fire rated door 3,000.00 Hang drywall and tape on office wall 1,500.00 Cut in 4’x4’ service window with drywall and taping (any unseen electrical in wall time/material) 2,500.00 Install oak countertop 2 levels ADA approved, stained to match 1,900.00 Remove wallpaper and chair rail, paint walls 2 coats satin finish, stain doors and windows to match (time/material if wallpaper does not remove easily) 5,325.00 Add 20amp circuit for 8 outlets (Add 1300.00 for sub panel if needed) 2,200.00 Bill Poferl www.allaroundremodeling.com 9707 Juniper Ct N Bill@allaroundremodeling.com Forest Lake, MN 55025 License #BC637741 (651)775-8396 Bonded and insured Remove and replace carpet 504SF 3,341.00 Install new security shutter door 50x56 3,850.00 Remove and replace vinyl base trim 115LF (1.00 allowance) 598.00 Dumpster fee 400.00 Permit extra 400.00 Contractor service fee 20% 11,820.00 Above total 70,924.00 STATUTORY LIEN NOTICE: (a) ANY PERSON OR COMPANY SUPPLYING LABOR OR MATERIALS FOR THIS IMPROVEMENT TO YOUR PROPERTY MAY FILE A LIEN AGAINST YOUR PROPERTY IF THAT PERSON OR COMPANY IS NOT PAID FOR THE CONTRIBUTIONS. (b) UNDER MINNESOTA LAW, YOU HAVE THE RIGHT TO PAY PERSONS WHO SUPPLIED LABOR OR MATERIALS FOR THIS IMPROVEMENT DIRECTLY AND DEDUCT THIS AMOUNT FROM OUR CONTRACT PRICE, OR WITHOLD THE AMOUNTS DUE THEM FROM US UNTIL 120 DAYS AFTER COMPLETION OF THE IMPROVEMENT UNLESS WE GIVE YOU A LIEN WAIVER SIGNED BY PERSONS WHO SUPPLIED ANY LABOR OR MATERIAL FOR THE IMPROVEMENT AND WHO GAVE YOU TIMELY NOTICE. TERMS: PAID IN FULL WHEN JOB IS COMPLETED. 3% FEE ADDED WHEN USING A CREDIT CARD. CONTRACTOR SIGNATURE/DATE___________________________________________ CUSTOMER SIGNATURE/DATE_____________________________________________ *Interest will be added for any outstanding bill after 30 days not paid in full.