05. Review Bids/Contract Approval - Central School RenovationAgenda -December 1, 1997
AGENDA ITEM 5 - REVIEW BIDS/CONTRACT APPROVAL -CENTRAL SCHOOL
RENOVATION PROJECT
BACKGROUND/CONSIDERATION: I have enclosed two letters from the James McDonald firm
summarizing the bids that were received for this project. The bids were within the budget as
estimated by the firm and as budgeted for within our 97/98 budget. Not withstanding the discussion
generated by the Rich DeJana questions, the project is ready to move ahead. At the writing of this
report (Wednesday AM,11/25), I have not received a response from the City Attorney regarding those
questions. However, in reviewing the "historical" budget process that the City has used for adopting
the City budget, reviewing changes that have been placed into effect by the state legislature, and in
reviewing the urban renewal codes, it appears to my "untrained, non -legal" mind that we are
discussing "legal semantics" more than any legal shortcomings in the process.
In terms of the ADD Alternates letter, I have inquired about the 3 alternates and the priority of
completing those alternates. In considering the project, I believe we should revise the priority of the
alternates if the project is authorized. Uwe reconstruct the building, it is my opinion that, we should
include within the contract ADD Alternate #2 and delete the other two alternates. Finishing the attic
will allow additional storage and potential use area from the opening of the building. The refinishing
of the attic will be extremely difficult in the future if the building is occupied. Disruption of
operations, noises, potential damage to already refinished items, and finding $49000 are all reasons
to complete this alternate before occupancy has taken place. The kitchen area and the south lawn
improvements are both items that can be completed in the future without major problems and/or
Agenda -December 1, 1997
disruptions sometime in the future. This will also allow us to have an additional $14,000 for reserve
to apply to unknown conditions costs.
ACTION REQUIRED: At this time, the bid award should be tabled, by MOTION, until the
December I S' meeting.
JAMBS R. McDONALD ARCHITECTS
J
24 November 1997
Mr. Clarence Krepps
City Manager
The City of Kalispell
P.O. Box 1997
Kalispell, Montana 59903-1997
Re: Bid Results and Recommendations
Central School, Kalispell, Montana
Dear Clarence:
The historic preservation firm of James R. McDonald Architects, and our team of
consultants, have reviewed the bid proposals received for the Renovation of Central School in
Kalispell, Montana. Our objective was to determine the lowest bidding contractor that would
work cooperatively with our team, as representatives of the Northwestern Montana Historical
Society and The City of Kalispell, to renovate the building as the Heritage, Education Center.
We respectfully provide you with the following information regarding the bids
received for the project:
Contractor
Base Bid
Alternate
No. 1
Kitchen
Alternate
No. 2
Attic
Total
Alternate No. 3
(not included
in total)
Swank Enterprises
2,130,000.00
14,000.00
49,000.00
$2,193,000.00
29,000.00
Mark Buck Construction, Inc.
2,206,400.00
12,800.00
57,900.00
$2,277,100.00
30,400.00
Hammerquist & Casaleguo
2,367,595.00
13,426.00
60,750.00
$2,441,761.00
33,745.00
Martel Construction, Inc.
2,270,000.00
15,000.00
41,000.00
$2,326,000.00
30,000.00
As evidenced above, there were four bids submitted and opened. All bid proposals
were proper and complete as per the Project Manual. We recommend acceptance of Swank
Enterprises base bid of $2,130,000, along with Add Alternate No. 1: Catering Kitchen for
$14,000, and Add Alternate No. 2: Attic Finishes for $49,000, for a total project construction
cost of $2,193,000.
P.O. Box $163 / 224 NORTH HIooms / MISSOULA. MONTANA 59907
Phone 406 721 5643 1 Fax 406 721 1887
Mr. Clarence Krepps
24 November 1997
Page 2
We recommend forgoing Add Alternate No. 3: South Plaza for $29,000. If, at a later
date, monies become available and an assessment can establish pedestrian usage and traffic
patterns in the plaza, we would like to re-evaluate Add Alternate No. 3.
Our recommendation is further based on the completeness and proximity of Swank
Enterprises base bid and add alternates to James R. McDoradd Architects original cost
estimate of $2,236,575, and allowed project construction budget of $2,255,000.
We understand all change orders for this project shall be reviewed and approved by
the Kalispell City Council; however, given the unique nature and historical context of the
structure we recommend the following:
- A designated amount of $20,000 be set aside as a 'Field Change Order Reserve'. This
reserve will allow additive Field Change Orders with a maximum cost of $2,000 per
request to proceed without delay to the project upon written authorization of the
Kalispell City Manager, Architect and General Contractor.
- No Field Change Order request shall alter the established project Date of Substantial
Completion or schedule.
_
- Authority for deductive Field Change Orders shall be given the same consideration
as above.
- Changes to the contract time and changes to the work, additive or deductive which
exceed $2,000 shall be submitted to Kalispell City Council for review and action as a
Change Order, signed by the Architect and the General Contractor.
Generally, the bidding process has been a successful one, indicated by the range of
cost proposals submitted We look forward to continuing to work with you and again, pledge
our best personal and professional efforts to the Renovation of Central School and the City of
Kalispell. If you have any questions or require additional iriformation please do not hesitate
to call.
Sincerely,
Paul Filicetti, AIA
cc: R. Plambeck - Redevelopment
file 9708
.JAMBS R. MCDONALD ARCHITECTS
0
24 November 1997
Mr. Clarence Krepps
City Manager
The City of Kalispell
P.O. Box 1997
Kalispell, Montana 59903-1997
Re: Add Alternates
Central School, Kalispell, Montana
Dear Clarence:
From our telephone conversation of Friday, I wish to follow up on your suggestion to
revise the order of Add Alternates for the Central School Renovation. Pursuant to Article 5-
Consideration of Bids of Instructions to Bidders (Item 5.5, page rrB-5), the Owner is given
the right to waive informality and irregularity in the bids. To clarify, the add alternates (as
established by the Northwest Montana Historical Society Committee) are as follows:
Add Alternate No. 1=- Catering°Kitclieh, (Swank Enterprises bid of $14,000):
The complete installation of the Catering Kitchen, Room 203B as indicated on Sheet
A3.2, and the Mechanical, Electrical and Plumbing Drawings and Schedules. This
Alternate will include cabinets, appliances, and sinks, final electrical and mechanical
systems, fixtures and installation.
Add Alternate No. 2 - Attic Finishes, (Swank Enterprises bid of $49,000):
Provide and install final floor, wall and ceiling finishes, wall base and final
mechanical and electrical requirements to the attic areas.
It is our understanding Alternate No. 1 - Catering Kitchen, shall be moved to
Alternate No. 2 position, and Alterant No. 2 - Attic Finishes, shall become Alternate No. 1.
It has been our goal to see that available funds are put to their best possible use to
improve the buildings overall integrity, use and function On closer inspection of the order of
alternates, we encourage the revision. Moving the Attic Finishes Alternate to the Number 1
position will ensure a completed, usable attic area, minimize future construction debris in an
otherwise finished, working building, and allow the building tenant full use and access of the
■
P.O. Box 8163 / 224 NORTH HIGGINS / MISSOULA, Moxreae 59807
Phone 406 721 5643 / Fax 406 721 1887
Mr. Clarence Krepps
24 November 1997
Page 2
attic area as museum storage or potential sub -leasable storage/off ce space.
The low bidder's base bid includes refinishing existing finishes in the area proposed as
the Catering Kitchen. So this will be a usable finished space for a seating/vending machine
area, even if the Kitchen Alternate No. 2 is not accepted. The tenant could sub -lease the area
to a vendor for completion as a catering facility, or finish the area at a later date as funding
becomes available. In the event the Kitchen Alternate No. 2 is accepted, the entire catering
kitchen installation of code compliant finishes and fixtures would be completed under this
project budget.
This change in the order of Add Alternates, will again ensure the completion of
functioning, usable areas within the building while creating potential income sources ie, sub-
leasing the attic and catering kitchen. If you have any questions or require additional
information please do not hesitate to call.
Sincerely,
Paul Filicetti, AIA
cc: R. Plambeck - Redevelopment
file 9708