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HomeMy WebLinkAboutSP August 23, 1978 CITY of ANDOVER SPECIAL CITY COUNCIL MEETING _ AUGUST 23, 1978 AGENDA l. Call to Order _ 7:00 P.M. 2. Building Committee (Discussion and Selection) 3. Preliminary Plan Proposals (Discussion) 4. Adjournment .. # ~ 01 ANDOVER SPECIAL CITY COUNCIL MEETING - AUGUST 23, 1978 MINUTES A Special Meeting of the Andover City Council was called to order by Mayor Jerry Windschitl on August 23, 1978, 7:10 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, for the purpose of appointing a Building Committee and discussing preliminary plan pr~osals for the pUblic services building. Councilpersons present: Lachineki, McClure, Orttel, VanderLaan Council~sons absent: None Also present: Fire Chief, Vie Evans; Assistant Fire Chief, Bob Peach; and others Al!:enda Approval Ðiscussion was on the order the Agenda items should be discussed. MOTION by VanderLaan, Seconded by Windschitl, that the Agenda be approved as written. Ðiscussion: Councilperson Lachinski felt that if the Council makes a decision as to who should be awarded the quote to draw up biddable plans and specifications for the pUblic services building this evening, that the directive to the Building Committee should be discussed after the preliminary plan proposals. Mayor Windschitl stated the discussion on the Building Committee would be for selection of Committee members and the purpose of the Committee. Motion carried unanimously, Buildinl!: Committee - Ðiscussion and Selection Mayor Windschitl presented his proposal for the purpose of the Building Committee, suggesting the Building Committee meet next Monday night, make a recommendation on who should be awarded the quote to draw up biddable plans and specs, and that the Council meet again eome day next week to award the quote, Ðiscussion was again on whether the Building Committee should he directed to make a recommendation on the proposale made by the various firms who have responded to quotes for developing biddable drawings for the pUblic service building prior to the Counc[ discussing it this evening, Councilpersons Lachinsk1 and Orttel felt that the Building Committee would not be able to make a decision on such short notice and felt that it would cause further time delay, MOTION by VanderLaan, Seconded by Windschitl, to approve the definition of the BUilding Committee: The purpose of the Building Committee is as follows: 1) To review and make a recommendation to the City Council on the proposals made by the various firms who have responded to the request for quotes for developing working drawings for the public service building. In the event none of the quotes are satisfac~ry, a new plan of obtaining the working drawings shall be presented to the Council, 2) To work with the firm selected to develop the working plans for the public service building that accomplishes the goal set forth in the bond resolution, VOTE ON MOTION: YES-VanderLaan, Windschitl; NO-Lachinski, McClure, art tel Motion defeated, MOTION by Lachinski, Seconded by McClure, to form a Building Committee made up of individuals within the City who work in the construction industry and members from the Road Improvement Committee and Fire Department, The purpose of the Committee is to work with the firm selected to draw up the plans and specifications for the public service building, Discussion: Councilperson VanderLaan felt the motion was too restrictive as to individuals from within the City, there is no representative from the parks and pUblic works area, and it doesn't allow someone to come forward who has knowledge relative to this area. Discussion was on the people who would be recommended - - .... Special City Council Meeting August 23, 1978 - Minutes ~p2 (Building Committee, Continued) to serve on the Committee, such as outside consultants from other Fire Departments, staff members, etc. VOTE ON MOTION: YES-Lachinski; NO-McClure, Orttel, Vanderlaan, Windschitl Motion defeated. Mayor Windschitl reviewed the members he recommended to serve on the Building Committee and gave the qualifications of those residents willing to serve. Discussion was also on those people who would serve best in an advisory capacity. MOTION by Vanderlaan, Seconded by Lachinski, that the Building Committee be established with the following members: Chairman, Bob McClure, Councilperson; Vic Evans; Bob Peach; Rich Lundeen; Bob Dillon; Winslow Holasek; Lloyd Reimann; Glen Rogers; Dean Johnson; Bob Rylander; and Steve Nokk. Committee shall also include the following staff members to be available as consultants to the Committee: Pat Lindquist, City Clerk; Ray Sowada, Senior Public Works Person; and Dave Almgren, City Building Official. Staff is directed to consult with Fire Chiefs from other municipalities in an attempt to select two Fire Chiefs to serve as consultants to the Committee for their expertise. Motion carried unanimously. Preliminary Plan Proposals Discussion Because Council had questions regarding the lowest quote at the last meeting, Fire Chief Evans invited Dick Heer from Bloomberg, Inc.. Chanhassen. MN. to attend this meeting to answer questions regarding the type of work that he can do for the City. Mr. Heer reviewed the construction projects Bloomberg has done, including the Wick's Furniture building, homes, ice arenas, warehouses for General Mills, the Old Log Theater, The Chanhassen dinner theaters, aircraft hangers, etc. He felt for the City's budget and the number of square feet desired, a quality building could be done rather than just a metal buillng. In doing just a preliminary investigation and because there is no natural gas here, he felt that probably what might work out bet for the City for a heating system would be gas-fired infra-red propane. He stated for $1,500 they will design the building including site plan; specification for blacktop; exterior utilities; building floorplan; elevations on the building (existing land contours could be provided by the City); full cross sections of the building; plumbing, heating, ventilating, and electrical schematics; sprinkler system if it is desired by the City; exterior concrete requirements; foundation plans and details; concrete flatwork specifications; building code analysis; energy calculations; drainfields, and well. The cost does not include soil borings, and the cost of reproducing the plans and specs is left open depending on how many reprints the City needs and what method is used to reproduce them. He stated that other jobs have never run over $250 for 20 copies for much more detailed plans and specs. Mr. Heer felt the plans and specs would be drawn up to the Building Committee's specifi- cations, and anybody can bid on them. The type of contractors who bid on the plans and specs will depend on how tight the Committee wants the drawings and how the bids are going to be analyzed. He also showed those present an example of the biddable plans and specs drawn up for another company. He stated he could design a pre-stressed building that could also be bid by metal building contractors and that for a better quality building and one with less maintenance, the pre-stressed concrete would be preferable over a metal building. They look at a person's budget and their needs and try to give them the best product for their budget; however, he will design a metal building only if that is what the Building Committee desires. In comparing the cost for the same square footage of a metal building versus a pre-stressed concrete when putting insulation in the metal Special City Council Meeting August 23, 1978 - Minutes Page 3 (Preliminary Plan Proposals Discussion, Continued) building, he stated it is practically pennies less more to have a pre-stressed wall. Also, the pre-stressed building has considerably more energy savings as it has a guaranteed leak-proof roof for 10 years, and walls of RIO and roof Of R40 insulation. In reviewing the City's project before he submitted his quote, Mr. Heer felt he could provide a better quality building for the City's budget that would adequately handle the City's needs. Also, alternates can be placed for the bidder to bid on. Mr. Heer stated that he could have the biddable plans and specs ready within three weeks, depending on how fast the Building Committee acts. They design any type of building and would be willing to do whatever the Building Committee requests of them. He felt one Of the reasons he can bid lower is because they have their own architect in-house. He also felt he could have a preliminary concept plan for the first meeting with the Building Committee on Monday if he is directed to do so this evening, as he has already done Bome looking into what the City needs. Those would then be revised based on their and the Committee's input, and he would meet with the Committee a second time. Committee input is taken again and put in the final set of plans to be presented to the Committee again for the cost of Sl,500. The only additional charge will be for copies of the plans and specs. Council discussion was on the large disparity between the four quotes received for the biddable plans and specs and the fear of delaying the project by as~ the Building Committee to review these quotes and make a recommendation to the Council. Councilpersons Lachinski and Orttel felt that because Of the large amount of dollars between Bloomberg and the next bidder, because Bloomberg has appeared to do what the City ie desiring, and because of their fear of delaying this further, that the quote should br awarded by the Council this evening. They felt because the Building Committee would!h~ve the general knowledge about what has taken place thus far, that they would be unable to make a recommendation to the Council after only one meeting. Mayor Windschitl and Councilpersons Vanderlaan and McClure were concerned about the disparity between the quotes. They wanted to know why; they wanted to know more in- formation about the other firms responding to the request for quotes; and they felt the Building Committee should scrutinize this further. MOTION by Lachinski, Seconded by Orttel, that we award the preparation of the biddable plans and specifications for the pUblic service building to Bloomberg Companies, Inc., Of Chanhassen, Minnesota, for an amount not to exceed Sl,500 plus S250 for 20 sets of blueprints and specs. VOTE ON MOTIOn: YES-Lachinski, Orttel; NO-McClure, Vanderlaan, Windschitl Motion defeated. Councilperson Vanderlaan: Council is not yet ready to pass this motion inasmuch as the Council is beginning this project with disparities: 1) A representative Of only one firm was asked to make a personal presentation to the Council; 2) The wisest approach is to have the Building Committee, those with far more expertise collectively than any of the Council members, review the proposals for preparation of plans and specs. With the extreme range of prices for plans and specs ~tparation, it is certain that more scrutiny should be applied to the selection. MOTION by Vanderlaan, Seconded by McClure, reintroducing the motion made at the beginning - of the meeting adopting the directive to the Building Committee (See page 1) Councilperson Vanderlaan CHANGED WORDING OF MOTION: All reference to "working plans" be changed to "biddable drawings." Second still stands. Special City Council Meeting August 23, 1978 - Minutes Page 4 (Preliminary Plan Proposals Discussion, Continued) Discussion: Councilperson Lachinski felt that unless the Committee can act on Monday night when they meet, the Council has wasted the three weeks that it would take to get the job done. Re didn't feel all the i~rmation could be gathered and the Committee could make a decision after only one meeting. Councilperson Orttel felt we are jeopardizing the whole construction season by delaying this further and felt that all the investigative work has been done and would only be rehashed by the Building Committee. Discussion was on what those in attendance knew about the firms responding to the quotes, speculation as to whether or not a time delay would be caused by directing the Building Committee to recommend which firm should be selected to draw up biddable plans and specs, and the reasons for and against using this procedure. VOTE ON MOTION: YES-McClure, Vanderlaan, Windschitl; NO-Lachinski, Orttel Motion carried. Councilperson Lachinsk1: It would have been much wiser to go ahead with the contractor, even if it would have cost Sl,500. You have the three-week period either way, and I feel the Committee would be that much wiser at the end of the three weeks. If they didn't feel a satisfactory job was done, I believe thatBloomberg, Inc., would have done the jOb over again or whatever would have been necessary to get the job done right. Right now we sit with a deliberation period of who knows how long to find out who is going to prepare the plans and specs. Mayor Windschitl hop~d Councilperson McClure would call a meeting of the Building Committee and that the Council would meet Tuesday or Wednesday night to act on the Committee's recommendation. Mr. Evans stated his reason for inviting Mr. Reer out this evening was that at the last meeting the Council had questions about the quote, so he felt Mr. Reer would best be able to answer those questions. It was not to circumvent any legal Council aspects about how the Council operates. Discussion was on what procedure should be followed next. Because there areno Council meetings scheduled until September 5, Mayor Windschitl will call a Special Meeting one day next week after the Bui1ing Committee has made their recommendation to act on that recommendation. MOTION by McClure, Seconded by Vanderlaan, to adjourn. All in favor said aye. Meeting adjourned at 9:03 p.m. Respectfully submitted, ~.:..\~~ ëC"'~L Marce1.1a A. Peach Recording Secretary