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10.c City Hall Improvements - Updated Staff Report Date of Meeting: July 16, 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. The original proposal to the Council was sent on June 18, and the Council was asked to approve the quote from Wood Crest Builders. The council asked staff to prioritize the improvements. Public Works Director Fischer separated the items considered part of the base bid for improvements and the items that would be nice to complete but are not necessary now. The reduced proposals are within the budget amount available. Currently, $67,548 is budgeted in the 401 CIP, which will be used for this project. The purchase and installation of new desks and storage cabinets push the total project cost to $73,902.98, which exceeds the current budgeted amount. However, the 401 CIP Fund has sufficient fund balance to cover the additional project cost. I have included an updated 401 CIP Fund spreadsheet with the increased project cost to see the effect the new cost has on the fund. Wood Crest Breakdown Base Bid Cost: $64,675.00  ALTERNATES:  Council Desk Top: $1,590.00  Main Office Window Expansion: $5,420.00  Additional Outlets: $4,416.00  Community Room Mural: $4,560.00  Custom Desks: $7,885.00 All Around Breakdown Base Bid Cost: $60,074.00  ALTERNATES  Council Desk Top: $2,700.00  Main Office Window Expansion: $3,450.00  Additional Outlets: $2,200.00  Community Room Mural: $2,500.00  Custom Desks: $0 – not quoted Staples Furniture/Desks Base Bid Cost: $7,446.28  ALTERNATE  Installation: $1,781.7 Options: 1) Approve the quote from Wood Crest Builders for $64,675.00 and the Staples quote for new desks and storage cabinets 2) Table for future discussion Recommendation: Option 1 Attachments: All Around Quote Wood Crest Quote Staples Quote 401 CIP Fund 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. Inflation Assumptions 1 Revenue (Non-property tax) 0.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2.00% 2 Interest Earnings 0.00% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3.50% 3 Expenses 0.00% 4 CIP Inflation Factor 0.00% 4.00% 4.00% 4.00% 4.00% 4.00% 4.00% 4.00% 4.00% 4.00% 4.00% 2022 2023 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 ACTUAL ACTUAL Projected REVENUE 5 Property taxes 217,336 293,791 235,000 120,000 125,000 125,000 125,000 130,000 135,200 140,608 146,232 6 Intergovernmental - - - - - - - - 7 Capital Improvement Debt Levy - - - - - - - - 8 Special assessments - - - - - - - - - - - 9 Investment Income 3,126 2,300 1,500 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 10 Refunds and Reimbursements 11 Park Dedication Fees 12 Rental and lease income - - - - - - - - - - - 13 Miscellaneous Revenue - - - - - - - - - - 14 Total Revenue 220,462 296,091 236,500 121,000 126,000 126,000 126,000 131,000 136,200 141,608 147,232 EXPENSES 15 Total Current - - - - - - - - - - - 16 Payables internet - - - - - - - - - - - 17 Debt service - - - - - - - - - - - 18 Total Capital Projects 296,733 198,059 196,525 183,041 634,489 - 135,000 112,072 208,135 109,251 618,083 19 Total Expenses 296,733 198,059 196,525 183,041 634,489 - 135,000 112,072 208,135 109,251 618,083 20 Revenue Over / (Under) Expenses (76,271) 98,032 39,975 (62,041) (508,489) 126,000 (9,000) 18,928 (71,935) 32,357 (470,851) OTHER FINANCING SOURCES / (USES) 21 Bond Proceeds 22 Transfers In - 8,000 - - - - - - - - - 23 Transfers Out to Sewer Fund (2,640) 24 Transfers Out- (150,000) 25 Total Other Sources / (Uses) - 5,360 (150,000) - - - - - - - - 26 accounts payable 27 Prior Period Adjustments 28 Ending Fund Balance 564,735 782,892 672,867 610,826 102,337 228,337 219,337 238,265 166,331 198,688 (124,931) CITY OF SCANDIA CITY OF SCANDIA Capital Improvement Plan Capital Improvement Plan Capital Improvement Fund 401 Capital Improvement Fund 401 CASH FLOW ANALYSIS 2022 2023 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 Capital Project Name Year ACTUAL ACTUAL PROJECTED 29 12,000 30 Broadband Development Grants to MIDCO 2022 236,700 31 Development Code Update 2022 5,771 32 Community Center Improvements-Doors & security 2022 16,609 33 Council Chambers remodel 2022 5,103 7,476 34 Gateway Trail 2025 15,000 160,000 35 Broadband Development Grants to MIDCO 2023 12,750 119,500 92,000 300,000 36 County Ped & Bicycle Accomodations 2023 50,000 37 Wall Panel Joint Replacement Fire Hall-leaking 2023 16,250 38 Council Chambers remodel 2023 12,309 39 Security Improvements CCTV for Park 2024 14,000 40 Bliss Additions Stormwater plan 2023 122,525 135,000 41 new Exhaust removal system for truck bays 2024 58,399 42 new Warning Sirens 2025 31,633 43 Arts & Heritage Center Amphitheater 2027 44 Arts & Heritage Center Sidewalk and Walkways 2027 45 CC AC Condenser Replacement 2025 46 Lobbying 2025 47 Fire/PW Potable Well Pump (2000) Replacement 2026 11,699 48 2010 Fire Radios Replace 3 unspupported radios 2030 17,548 24,016 49 2010 Homatro Cutter Twin Line R-1(Jaws of Life)2030 40,945 56,036 50 2015 Lucas CPR Device-replacement 2030 17,548 24,016 51 Cold Storage Building 2030 112,072 52 Additional Comm Cent Elec Locks 2030 18,000 24,016 53 Large Hall and Heritage Room Carpeting 2030 80,052 54 2000 Station Bay floor epoxy coating-maintenance 2031 21,900 31,171 55 2010 Washer/Extractor-replacement 2031 9,125 12,988 56 2017 Thermal Imaging Cameras (1of3) find hot spots 2031 9,733 13,853 57 Zoll Monitor/Defib 2031 51,239 58 Second Fire Station 2032 337,136 59 Community Center Design & Planning 2032 280,947 60 Air Containment Unit 2033 61 Community Center Improvements-Front Office + Equip Room 74,000 62 CIP placeholder - SERVER REPLACEMENT 2035 7,800 Total Capital Projects 296,733 7,476 198,059 196,525 183,041 634,489 - 135,000 112,072 208,135 109,251 618,083 PROJECTED NEW DEBT TERMS Updated KHM As of Date:6/27/2023 1 Par Amount (Line 14) - - - - - - - - - - - 2 Number of Years 15 15 15 15 15 15 15 15 15 15 15 3 Interest Rate 0 0 0 0 0 0 0 0 0 0 0 4 New Debt Levy - - - - - - - - - - - Capital Project OutlayCapital Project OutlayProject