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7.a3 Bleacher replacement at erickson ballfield Staff Report Date of Meeting: 8-20-19 To: Mayor, City council From: Adam Hawkinson, Director of Public Works, PRC Re: Bleachers and pad construction – Wayne Erickson Ballfields Background: The Wayne Erickson Ballfield is the main field in the city that is used the most. It has lights, fences, bleachers, dugouts, and a concession stand. Until two years ago the Women’s softball team were the main users of the field. Recently there has been a resurgence of interest in the Men’s fast pitch softball and the event coordinator would like to see more games on the field for next year. It came to the PRC’s attention that the bleachers for the field were deteriorating and the main reason was direct contact with the ground. The PRC asked staff to obtain quotes for the concrete pads and as staff performed the request, all the contractors declined being involved in trying to salvage the old bleachers. Issue: PRC and staff are proposing to have the concrete pads be poured as planned and to purchase new bleachers to replace the old deteriorating ones. The proposed improvements need city council approval. Will city council support the upgrades? Proposal Details: Three quotes for bleachers were obtained. Outdoor Aluminum was the most cost effective. The PRC recommends we use them as the vendor for purchasing the bleachers at a total cost of $10,583. The concrete pads would need to be increased in size to accommodate the bleachers and an ADA ramp and pad along side one of the bleachers. The concrete contractors have agreed to adjust their prices based on the square footage of their original quotes. Trevor Lindstrom’s would be adjusted to; $7,075 and The Concrete Company’s would be $9,119. Fiscal Impact: The CIP Parks budget of undesignated funds 2019 for planned improvements has over $20,000 in funds to cover the cost the bleachers. There is $10,000.00 designated in the CIP plan for the concrete pads. The total cost of the project would be $17,685 Going with Trevor Lindstrom’s quote or $19,702 with The Concrete Company. Staff recommends using the $10,000 for the designated pads plus the balance of $7,685 from the undesignated park CIP fund. Options: 1. Accept the bid from Trevor Lindstrom to pour concrete pads and add accept the bid from Outdoor Aluminum 2. Accept the bid from The Concrete Co. to pour concrete pads and add accept the bid from Outdoor Aluminum 3. Do nothing Recommendation: Option #1 Outdoor Aluminum P.O. BOX 118; GENEVA, AL 36340 1-800-225-4249 PHONE 1-334-684-2231 FAX FAX TRANSMISSION FORM DATE: 7/31/2019 ATTN: ADAM FROM: RHONDA NUMBER OF PAGES IN THIS TRANSMISSION, INCLUDING COVER PAGE: 2 PLEASE CONTACT SENDER IF THERE ARE QUESTIONS. MESSAGE: PRICING PER YOUR REQUEST FOR 55073. ONE LDLW 4 -21, ALL ALUMINUM LOW RISE NON-ELEVATED WELDED ANGLE FRAME BLEACHER, 4 ROWS HIGH X 21’-0” LONG. FIRST SEAT 10. 1/2” ABOVE GRADE; 6” RISE/24” TREAD DEPTH 2X12 ANODIZED ALUMINUM SEATS SINGLE 2X10 MILL FINISH FOOTBOARDS THERE ARE NO PROVISIONS FOR HANDICAP ACCESSIBILITY AND ONE DLW 10-21, ALL ALUMINUM NON-ELEVATED WELDED ANGLE FRAME BLEACHER, 10 ROWS HIGH X 21’-0” LONG. FIRST SEAT 17” ABOVE GRADE; 8” RISE/24” TREAD 2X10 ANODIZED SEATS DOUBLE 2X10 MILL FINISH FOOTBOARDS ALL ROWS 1X6 MILL FINISH RISER ROWS 2-9; 2X10 MILL FINISH RISER LAST ROW ONLY LOCATED WITHIN THE UNIT IS ONE 48” WIDE VERTICAL AISLE WITH CENTER HANDRAIL GUARDRAIL SYSTEM CONSISTS OF 2/LINE RAIL WITH CHAIN LINK FENCE ON THE BACK AND 3/LINE RAIL WITH CLF ON THE SIDES TO ROW 3 THERE ARE NO PROVISIONS FOR HANDICAP ACCESSIBILITY MATERIALS DELIVERED TO 55073: $8,983.00 ***YOU MUST PROVIDE A SALES TAX EXEMPTION CERTIFICATE OR CORRECT SALES TAX BEFORE YOUR ORDER WILL BE ENTERED Pricing valid for 21 days and does not include any provision for TAXES, permits, bonds, installation, anchorage, local code compliance, ADA compliance, engineered drawings, or any other extraneous fees. Bleacher designed in accordance with OUTDOOR ALUMINUM’S INTERPRETATION OF INTERNATIONAL BUILDING CODE 2014 & ICC 300 edition requirements as contained in sections 1006, 1014, and 1021; any additional local or state requirements may result in additional costs, all to be borne by the Owner. **OUTDOOR ALUMINUM BLEACHERS HAVE BEEN DESIGNED TO REST ON FIRM, FLAT AND LEVEL SURFACE; NO PROVISIONS HAVE BEEN INCLUDED FOR ANCHORAGE TO PREVENT WIND OVERTURNING; THIS WILL BE THE RESPONSIBILITY OF THE OWNER. The shipping is $1,600.00 for both bleachers. From: a.hawkinson@ci.scandia.mn.us [mailto:a.hawkinson@ci.scandia.mn.us] Sent: Monday, August 5, 2019 2:52 PM To: 'Rhonda Spears' <rspears@outdooraluminum.com> Subject: RE: LDLW 4 ROW Can you give me an idea of what the shipping would be on the order? Thank you, Adam From: Rhonda Spears <rspears@outdooraluminum.com> Sent: Wednesday, July 31, 2019 9:41 AM To: 'Adam Hawkinson' <a.hawkinson@ci.scandia.mn.us> Subject: LDLW 4 ROW Pricing per your request. Rhonda Spears/Estimator Park Warehouse LLC 7495 W. Atlantic Ave., Suite #200-294 Delray Beach, FL 33446 888-321-5334 Quality Commercial Site Furnishings for Municipalities, Schools & Property Managers Q207981 1 of 2 Billing Adam Hawkinson City of Scandia 14727 209th St. North Scandia, MN 55073 Phone: 651-433-5223 Shipping Adam Hawkinson City of Scandia 14727 209th St. North Scandia, MN 55073 Quote: Q207981 Quote Date Quote Expiration July 31, 2019 30 Days (08/30/2019) Sales Rep: Deanna x508 Ref#: $12,469.76 If you receive a lower quote, please remember our best price guarantee! Description SKU Cost Qty Total 10 Row Aluminum Bleachers - Midfielder Series - 21'L Length: 21'L 129-1109-2 $8,811.00 $8,458.56 1 $8,811.00 $8,458.56 4 Row Aluminum Bleachers - Low- Rise Sideline Series - 21'L Length: 21'L 129-1222-4 $1,795.00 $1,723.20 1 $1,795.00 $1,723.20 Discount $424.24 Subtotal $10,181.76 Shipping $2,288.00 Total $12,469.76 Quote Note: Bleachers ship knocked down, assembly required. Bleachers ship in bundles. Hardware is boxed separately and must be received and noted in your bill of lading. Please inspect and note any and all damages at the time you receive the bleachers. Thanks for the opportunity to do business! Park Warehouse LLC 7495 W. Atlantic Ave., Suite #200-294 Delray Beach, FL 33446 888-321-5334 Quality Commercial Site Furnishings for Municipalities, Schools & Property Managers Q207981 2 of 2 SHIPPING: All merchandise is sold F.O.B. Deliveries are made during normal business hours, 8am - 4pm Monday - Friday. • Standard shipping charges are for Tailgate delivery to any commercial location on a commercial truck route. • The truck driver is under no obligation to help you unload. • If you are unable to accept a shipment via this method you must purchase additional services. (Additional Services Available: Residential Delivery, Limited Access Delivery, Liftgate Service, Inside Delivery, Construction Site Delivery, Notify Before Delivery) ___________________ Customer Initials SERVICE DISCREPENCIES: If there is a discrepancy in the services requested and the minimum services required to deliver the product (either before or after delivery of product), Park Warehouse reserves the right to charge the customer for any necessary additional services provided at the time of delivery. ___________________ Customer Initials INSPECTION OF SHIPMENTS (OR DAMAGED PRODUCT): It is the customers responsibility to verify the delivery is for the correct product, count the number of pieces being delivered, and inspect for damages • All claims of damage MUST be recorded on the delivery receipt provided by the delivery driver at the time of delivery and reported to us within 48 hours of delivery. • Park Warehouse does NOT GUARANTEE replacement parts or product FREE of charge due to concealed or unreported damages ___________________ Customer Initials CANCELLATIONS: All cancellations must be done in writing prior to shipping. Made-to-Order items already in production may not be cancelled. Any order placed by credit card in excess of $1000 and cancelled after the close of business on the day the order was placed shall incur a fee of 5%. ___________________ Customer Initials RETURNS: • We will accept returns of unused products up to 30 days from shipping date subject to ALL of the following terms and conditions: • Written approval: You must receive written approval and utilize the instructions issued by our Customer Service Department before any merchandise can be returned. • Shipping Returns: All merchandise must be returned in its original packaging, freight Prepaid. No Collect shipments are accepted. • Re-Stocking & Shipping Fees: The customer is responsible for a minimum 25% re-stocking fee and all related shipping charges on product returned for reasons other than damage or defect. Original shipping charges will not be refunded. ___________________ Customer Initials * Web-Orders: For online orders, Park Warehouse is not responsible if customer orders incorrect product or colors. All return and restock fees apply. * Assembly Usually Required. Many of our products are shipped unassembled in order to minimize damage and lower freight charges. * Made-to-Order or Personalized items are not returnable unless a defect in manufacturing is presented to us with pictures prior to return. * Unless Otherwise noted, shipping charges include standard delivery only. Liftgate service, notify before delivery available at additional cost. To accept this proposal, please sign below and initial each section above. ______________________________________________________________________________________ Signature of Cardholder or Authorized Person Date Print Name * By signing you are placing a binding order and agree to the terms of the sale as stated herein. You may pay by credit card by: • Filling out the information below and either faxing it to our sales fax (561-288-5279) or emailing a scanned copy to your sales rep. • Giving the credit card to your sales rep over the phone, regardless of payment method this document must still be signed and sent by fax or email. Card No. ______________________________________________ CVV2 code ________ Expiry Date _____________ Card Billing Address __________________________________ City_________________________ State _______ Zip _________ Quote#:Q207981 Total:$12,469.76 Terms:Credit Card