05. City Hall and Community Center Improvements Staff Report
Date of Meeting: August 7, 2024
For: Honorable Mayor and Council
From: Kyle Morell, City Administrator
Subject: City Hall Improvements
Background:
The council and staff have discussed renovating City Hall since it was first raised in April. The City
received quotes for the desired 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.
Through numerous discussions, the project scope has been narrowed, which made reviewing the
original quotes and determining the project amount difficult. After the July 16 Council discussion,
staff approached the two contractors and asked them to resubmit their quotes based on the new
scope of work.
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, and adding a wall to create an office.
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 posting general and local information.
AV Equipment Room—The AV room's proposed project plans include removing the roll-up
window and counter, removing the cabinets, closing the wall from the removed window, painting,
and adding additional outlets where necessary.
Community Center Hall – The proposed work in the hall includes removing the wallpaper and wall
accessories, repainting the walls floor to ceiling, and installing wainscoting to protect the lower four
feet of wall space.
Cost Breakdown:
Wood Crest Builders: $58,125
Main Office = $23,158
AV Room = $5,470
Main Hallway = $1,500
Community Room = $21,337
General Costs = $6,660
All Around Remodeling: $48,728.00
Main Office = $21,213
AV Room = $6,060
Main Hallway = $1,550
Community Room = $11,785
General Costs = $8,120.00
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. Discussions with the Council in June and July
led to a reduced scope of work and the quotes shown above. Based on the new quotes, the staff
recommends the project be awarded to All Around Remodeling.
The reduced proposals are within the budget amount available. Currently, $60,000 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 $57,956.05, which is within the current budgeted
amount. I have included an updated 401 CIP Fund for your review.
Options:
1) Approve the quote from All Around Remodeling for $48,728.00 and the Staples quote
for $9,228.05 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 saƟn finish. Including hallway 4,615.00
Install ¼ oak paneling with baƩens every 4’ chair rail and base trim included 3,170.00
Stain and varnish all paneling 4,000.00
Front Entryway
Paint walls from chair rail up to ceiling Ɵle with 2 coats of saƟn paint 1,550.00
Equipment Room
Security window removal 600.00
Install LED lighƟng 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
Paint room 1 color, 2 coats saƟn finish 600.00
Remove and replace vinyl base trim 50LF (1.00 allowance) 260.00
Main Office
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
Ɵme/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 saƟn finish, stain doors and
windows to match (Ɵme/material if wallpaper does not remove easily)
5,325.00
Remove and replace carpet 504SF 3,341.00
Install new security shuƩer 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
Above total 40,608.00
Contractor service fee 20% 8,120.00
Above total 48,728.00
Bill Poferl www.allaroundremodeling.com
9707 Juniper Ct N Bill@allaroundremodeling.com
Forest Lake, MN 55025 License #BC637741
(651)775-8396 Bonded and insured
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 aŌer 30 days not paid in full.