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062303 EDA AgP ~ -" CITY OF SHOREWOOD ECONOMIC DEVELOPMENT AUTHORITY MEETING MONDAY, JUNE 23, 2003 t 5755 COUNTRY CLW,......- -' . COUNCIL CBAMBDS<' bnJl1t!diately FeIlowIq"'r Coundl MeetIDg AGENDA 1. CONVENE ECONOMIC DEVELOPMENT AUTHORITY MEETING A. Roll Call B. Review Agenda 2. APPROVAL OF MINt1rES A. EDA Minutes of May 27, 2003 (Att.- Minutes) 3. NEW BUSINESS President Love~ 0Jrfunkel___.. Uz6e_ z.en,y -- l'ttrpoft --- A. Approve Payment of Claims (Att.- Payment of Qaims) 4. OTHER BUSINESS 5. ADJOURN i SHOREWOOD ECONOMIC DEVELOPMENT AUTHORITY 5755 Country Club Road Shorewood, Minnesota 55331-8926 952.474.3236 FAX: 952.474.0128 MEMORANDUM TO: FROM: DATE: SUBJECT: EDA Board of Commissioners Craig W. Dawson, Executive Director ~ June 19, 2003 Agenda Items for June 23 Meeting This is a typical, formality-type action meeting. Payment of Claims: The EFD Board recommended approval of payment of claims as submitted at its June 17 meeting. The SLMPD Coordinating Committee has decided that its Chair and the Police Chiefmay recommend payment on behalf ofthe Committee; their recommendation will be available at the June 23 EDA meeting. Project Financial Monitoring: The project team and the EFD and SLMPD chairs have decided on a standard financial report for public information. This report has two parts: (1) the summary "Budget Monitoring Worksheet" prepared by the EDA, and (2) a list of changes and the reasons for them prepared by the architect, TSP One, Inc. The objective of the budget monitoring worksheet is to determine that the project is staying within the authorized budget. Key to this objective is to ensure that funds remain in the project contingency. Based upon information known in mid-June, the project contingency is approximately $185,000. For those who wish to know how the project is progressing financially, the pay application from Kraus-Anderson in the verified claims shows the level of completion of each of the bid divisions for the West proj ect. Progress on East Fire Station: At its meeting this week, the EFD Board agreed with a proposal by the City of Deep haven regarding water. Deephaven would build a well and pressure tanks that would serve the domestic and fire-flow requirements ofthe Deephaven city hall and the EFD east station. The EFD would reimburse Deephaven for construction. Deephaven would be responsible for operations and maintenance of the well (and the water would be free). These terms would be included in an amendment for the 98 years remaining on the 99-year lease. With this last obstacle on its way to being resolved, award of bids should occur later this summer. Bids were opened for the Navarre fire station last week, and the costs for the building itself was near $160/square foot. Current estimates for the EFD east station are approximately $ 162/square foot. Public Safety Buildings Project - Budget Monitoring Worksheet June 11, 2003, Draft Shorev.vod Economic Development Authority Wee! Side Stallon Tolal Remaining Budget TSP One. Inc., Tala Fees Incurred Remaining Fee Mjorud Art:hltecture Engineering Services Total Peld Professlonallnapect Total Paid Tolal Due (aka Incurred Prof. Insp. - Remain ArchlEng Costs Incurred Remaining Budget Total Budget Remaining Total Remaining Budget Construction Total Remaining Budget Total Construdion Bud Remaining Budget B Contingency Remain FFE Incurred Inlerest Earned $ Incu_ Remaining Budget Construction Cost Arch/Eng/Relmb Contingency 04% Land Interest earnings Bond Issuance EDAlAdmln FFE Total Estimates Original 8,015,000 788,000 320,000 580,000 (84,000) 313,000 75,000 300,000 10,305,000 Revised 8,178.935 000. $197,425 esUmate lor OWIl8f's system 788.000 184,273 808,836 (44,000) 283,000 65,000 225,156 10.305,000 EFD SlMPD EFD SlMPD EFD SlMPD EFD SlMPD EFD SlMPD EFD SlMPD EFD SLMPD EFD SlMPD EFD SlMPD Original 3,952,ODD 4.083,000 365,140 400,_ 156,800 183,200 290,000 290,000 (41,180) (42,840) 153.370 159.830 37,000 38,ODD 125,ODD 175,ODD 5,060,000 5,245,000 Revised 4.003,189 4,175,746 365,140 400.880 123,397 80,876 303.318 303,316 (21,580) (22,440) 138,670 144,330 41,850 43,350 86.196 136,_ 5,080,ODD 5.245,ODD 808,837 (1) I~nd Total 303,316 303,318 $ left 101 /0 I Fe. 717,155 662.008 55,147 2,233 7.836 Ions Budget 50,_ 34,968 ) 3,893 ing Budget 11,339 683,417 102,563 I ArcI1IEngr Tolal 334,874 348,543 $ left 50,266 52317 272.311 10.689 Bond Issuance Total 99,779 103,766 $left 5238 5,452 68,386 16.814 EDAlAdmln Total 36.530 28,277 $ left 5.120 9,723.07 Bid Pack 1 Bid Pack 2 1.710,733 6,466,202 13,380 5,645,103 1~1d Package Total 855,367 855,367 3,147,822 3,320,380 Bid Packaoe $ left 6,680 6,680 2.739,835 2,905 466 get BP1&2 8,178,935 Pl&2 5,858,462 ing 164,273 l~ntlngUsed 33,403 102,324 $lellContlnn. 123 397 80876 $ left FFE 66196 136,980 l~mJ. Total (~::~~: /8,122 $left Interest 10,305,000 2,520.472 683,417 135.727 808,837 (29,696) 272,311 68,386 4,121,526 5,858,_ 102,583 184,273 (11 114,3021 10,689 16,614 225,158 8,183,474 IBudget 4,003.169 4.175,74: I 365,140 400,880 123,397 80,876 303.318 303,318 (21,580) (22,440) 13B,670 144,330 41.850 43,350 5,060,000 5,245,000 $ left 2,746,314 2,912,148 50,288 52,317 123,387 80,878 (01 (0) (8,181) (8,1221 5,238 5,452 3,388 13,248 88,198 138,980 3,006,596 3,176,878 Construction ArcI1IEnorlReimb ConlinoencVllll4% land Interest Issuance EDAlAdmin FFE Total EDA Budget Monitoring Worlalheet EFD East Station Total Remaining Budget TSP One, Inc., Total Fee Fees Incurred Remaining Fee Mjorud Archllecture Prof. Inspectlons/Engr. Budge. Total Paid ArchlEnglneering Costs Incurred Remaining Budget Total Issuance Costs Remaining Budget AdminlEDA Total Remaining Budget Contingency Used FFE Incurred Interes! Earned $ Incurred Budget Remaining Budget EFD East Station Construction Cost ArchlEnglRelmb COntIngency G 4% Land Interest Earnings Bond Issuance EDAlAdmln FFE 1,600.000 135,000 60,000 135,000 (6,000) 66,000 20,000 50,000 132,604 2,396 108,000 59,256 48,742 2,233 35,000 3,100 93,391 41,609 - 54,895 11,105 1,184 16,616 (15,935) (8,435) Construction 4,959 93,391 (15,935) 132,_ (6,435) 54,895 1,184 1,600,000 135,000 60,000 135,000 (6,000) 66,000 20,000 50,000 1,595,041 41,609 75,935 2,396 2,435 11,105 18,816 50,000 Contlnoencvfl!)4% to contingency to contingency to contingency Construction ArchlEnar/Reimb Land Interes! Issuance EDAlAdmin FFE Total 2,060,000 262,664 2,060,000 1,797,336 Total --- .- N 8 N 0:13 ,,; wo " w ~z ~ !io~ " 1; ---- z 0 w ~...!Z l- , C'i ~:n i oow ;::0: DB 5l~ '" --- 1---- - ~ j .2 -0 "- VI " " ~ 13 .5 " ~ o E <( j " o o -.- -. - c:i Z l- .., Cl. UJ Z o Cl. -". --- ~ ,., -~ lL ~ , ~ oS! ~ .\! :a => Cl. .. .. 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I I III IIII III ! : I I ; i I I I I I' i , ! ,E1 ~ ... ... - ... ~ '" en .,; t:: .,; ... 8 ,..: '" '" : 1 .. .... Q N '" 8~ .9 on q t:i ~ on ~ 2!c iij . .. .., .. .... ~ ;0 80 ~ ! ~ ll'i .., go u:i '" on ~ .. I ~!z ~5 I i ~ ! l- ~ I!: z o o II. o !z oJ o ffi 0- I II ~ I -,- I, II To Solve. To Excel. Together. Project: South Lake Minnetonka SUMMARY OF CHANGES Public Safety West Facility TSP Ref. Description of Change No. Water Shed District Pond Revisions: Site drainage plans were prepared based on initial discussions with the 1 Water Shed District. The Water Shed District changed it's position on requirements after the bid documents were released causing revisions to the design and subsequent change order. Substitute 2" insulation for 2-1/2": Contractor was given permission to reduce the thickness of the foundation 2 insulation to maintain schedule. Specified thickness was not in stock and required a special order and extra delivery time. 3 Reduce Concrete Wall Thickness & Omit From Liner: TSP and the Owner reduced the scope of work to align the cost of the project with available budget. The concrete foundation form liners that gave the appearance of stone was eliminated which reduced the overall thickness of the foundation and retaining walls. Soil Correction at Police Garage: Unsuitable soils (moisture content too high) were encountered in the area of 4 the police garage that was not evident in the soils report. Soil moisture content can fluctuate depending on weather conditions and must be dealt with at the time of construction. The appropriate soils were imported to the site and the non-compliant soils were removed and stored on site. The overage of soils are to be incorporated into the site as agreed upon by members of the building committee. Construct Watermain through Asphalt: The original contract documents placed the new watermain through the asphalt parking lot of the Shorewood Public Works site. Anderson-Johnson and Associates (TSP consultant) was directed to change the design during the bidding process and place the watermain in a non- S asphalted area to save money. The drawings were changed via addendum but located the line outside of the project property. During construction it was also determined that the non-asphalted area with-in the project property was insufficient in width to accept the excavation so a change order was issued to move the watermain back to the location originally shown on the bid documents. The extra work is the removal and re- installation of the asphalt paving. Parking Lot Sub-base: Kraus-Anderson decided to perform sub-base work scheduled for bid package #2 in 6 bid package #1 to stabilize the working platform for both phases. This did not add cost to the project but merely re-assigned work from one Dhase to another. 7 80-1 & 2 Earthwork & Utilities: (PENDING CHANGE ORDER) Soil corrections listed under item #4 above have left additional soils that will change the site contours of the project (adds more height to portions of the site). The height of two storm sewer manholes need to be increased to handle the extra grade of the site. Concrete Footings & Walls: The interior foundation walls for the Police Detention area were originally designed as block walls and were to be bid in bid package #2 with the rest of the block work. It was decided to 8 move the work to bid package #1 and change the block to concrete to fit with the rest of the foundation walls. There was no additional charge to change from the block to the concrete. This did not add cost to the project but merely re-assigned work from one phase to another. Quest Relocation Costs for 100 Pair Cable: Existing phone and data cables serving the Shorewood Public 9 Works building were uncovered during excavation of the soils for the new retaining wall. These did not show on the existing survey. They were moved out of the excavation area. Repair Culvert Damaged by Excel Energy: An existing culvert was damaged by Excell Energy during work on 10 the overhead power lines. The Owner has ultimately been compensated for this change order as identified under following item # 15. Page 1 6/17/2003 9:07 AM II To Solve. To EJll:el. Together. Project: South Lake Minnetonka SUMMARY OF CHANGES Public Safety West Facility TSP Ref. Description of Change No. Stockpiled Dirt behind Site & Additional Footing Insulation: (PENDING CHANGE ORDER) Approximately $4,000 of the $6,000 pending may be required to move excess dirt off the site. This excess dirt is from work 11 associated with item #4 above. Spreading the additional dirt on the site will reduce this amount and is being proposed by KA. Inconsistencies in the structural footing and foundation drawings required additional insulation to cover footings that did not receive the minimum 4'-0" of soil cover (frost protection). The added cost will be approximately $2,000.00. 12 ASI Revised Structural Dimensions: Revisions to some structural dimensions were made at no additional cost to the project. Light Pole Concrete Piers: The site lighting foundations (piers) and lights were scheduled to be bid in bid 13 package #2. The work was moved to bid package #1 and integrated into the retaining walls. This did not add cost to the project but merely re-assigned work from one phase to another. Xcel Energy Cable Relocation Costs: These costs are connections to the facility from Excel to the Owner. 14 These costs can not be bid since Xcel does not bid their work. In addition there needed to be some cable relocation along county road #19 that was originally going to be covered by the county road 19 work that was ultimatelv suspended or put on hold. 15 Reimbursement from Excel Energy: (PENDING CHANGE ORDER) See item #10 above. Add Ice & Water Shield to Roof: (PENDING CHANGE ORDER) TSP specified portions of the roof to receive a 16 waterproof membrane underlayment for the asphalt shingles. The pitch of the roof requires full application of this membrane. 17 Omit File Folders for Police File Racks: (PENDING CHANGE ORDER) The police elected to eliminate the type of folders specified for the high densitv shelving. They intend on purchasing less expensive file folders. Plumbing Revisions due to Health Department: (PENDING CHANGE ORDER) Standard procedure is to issue plans to the Health Department at the same time as bidding to reduce the overall project schedule (health 18 department review time is approximately 4 to 6 weeks). Generally comments by the Health department (if any) are then incorporated into the project via change order. There were several changes they required that resulted in an added change order. These changes were the result of differing interpretations and some code items missed by TSP. A previous letter from TSP also addresses this issue. 19 Building Permit - BP-2: (PENDING CHANGE ORDER) The second building permit was less than Kraus- Anderson estimated that results in a deductive change order. Grout Walls along Grid F Firing Range Location: (PENDING CHANGE ORDER) The Architectural and 20 Structural drawings did not require the firing range walls to be grouted. TSP was aware of the need to do so but a coordination breakdown between TSP and it's structural consultant resulted in the drawings not requiring the grout. 21 Grout Walls along Grid E Firing Range Location: (PENDING CHANGE ORDER) Same comment as Item #20. Accept Deduct Alternate #2 Detroit Radiant Heating: (PENDING CHANGE ORDER) The Owner has elected 22 to accept this alternate that results in a deductive change order. The base bid is a more expensive system but the alternate system will still adequately serve the facilities. Page 2 6/17/2003 9:07 AM CITY OF SHOREWOOD ECONOMIC DEVELOPMENT AUTHORITY MEETING TUESDAY, MAY 27,2003 5755 COUNTRY CLUB ROAD COUNCIL CHAMBERS Immediately Following Regular Council Meeting MINUTES 1. CONVENE ECONOMIC DEVELOPMENT AUTHORITY MEETING . DRAFT President Love called the meeting to order at 8: 13 P.M. A. Roll Call Present: President Love; Commissioners Garfunkel, Lizee, Turgeon, and Zerby; and Executive Director Dawson, Assistant Executive Director Nielsen, Assistant Treasurer Burton Absent: None B. Review Agenda President Love reviewed the Agenda and without objection from the Board, moved forward with the meeting. 2. APPROVAL OF MINUTES A. EDA Minutes of April 28, 2003 Lizee moved, Garfunkel seconded, Approving the EDA Meeting Minutes of April 28, 2003, as presented. Motion passed 5/0. 3. NEW BUSINESS A. Approve Payment of Claims Lizee moved, Zerby seconded, Approving the Payment of Claims as presented. Motion passed 5/0. 4. OTHER BUSINESS President Love noted the West Side Public Safety Facility building should be enclosed by July 4,2003. Commissioner Turgeon questioned whether concerns had been shared between the architect for the project and the EDA. Executive Director Dawson responded affirmatively, noted all parties involved were attuned to concerns regarding issues of dispute for the project, and that these issues would be scheduled for review and resolution at a later date near the completion of the project. President Love noted heightened concern for response to these issues by members of the EDA and the Governing Boards for the Excelsior Fire District and South Lake Minnetonka Police Department. He reported the project continued to be within budget and moving forward appropriately. #J.A SHOREWOOD ECONOMIC DEVELOPMENT AUTHORITY MEETINGMINUTES May 27, 2003 Page 2 of2 5. ADJOURN Turgeon moved, Zerby seconded, adjourning the EDA Meeting of May 27, 2003 at 8:18 P.M. Motion passed 5/0. RESPECTFULLYSUBNUTTED, Sally Keefe, Recording Secretary Woody Love, President Craig W. Dawson, Executive Director Shorewood Economic Development Authority Check Approval List for 6/23/03 Meeting Check # Vendor Name Description Check Date Invoice # 1052 1052 1053 1053 1054 1054 1055 1055 1056 1056 1056 KENNEDY & GRAVEN W.POLlCE - BOND ISSUE KENNEDY & GRAVEN W.FIRE - BOND ISSUE LE TOTAL FOR KENNEDY & GRAVEN KRAUS-ANDERSON CON W.FIRE - PV #8 6/24/2003 4904-08 KRAUS-ANDERSON CON W.POLlCE - PV #8 6/24/2003 4904-08A TOTAL FOR KRAUS-ANDERSON CONSTR CO LARKIN, HOFFMAN, DAL W.FIRE - APR 2003 LEGA 6/24/2003 433152 LARKIN, HOFFMAN, DAL W.POLlCE - APR 2003 LE 6/24/2003 433152A TOTAL FOR LARKIN, HOFFMAN, DALY... STRUCTURAL DESIGN A W.POLlCE - MAY 2003 PR 6/24/2003 14161 STRUCTURAL DESIGN A W.FIRE -MAY 2003 PROF 6/24/2003 14161A TOTAL FOR STRUCTURAL DESIGN ASSOC INC W.FIRE - MAY 2003 PROF 6/24/2003 7839 W.POLlCE - MAY 2003 PR 6/24/2003 7839A E.FIRE - MAY 2003 PROF 6/24/2003 7839B TOTAL FOR TSP ONE, INC. TSP ONE, INC. TSP ONE, INC. TSP ONE, INC. 6/24/2003 6/24/2003 TOTAL CHECKS Amount $7,672.50 $7,8~7.50 $15,500.00 $332,225.50 $338,919.50 $671,145.00 $1,056.25 $1,056.25 $2,I12.50 $1,846.69 $1,846.69 $3,693.38 $6,769.62 $7,045.94 $3,289.73 $17,105.29 $709,556.17 -If- .3 ft