08. Review Bids/Contract Approval - Central School RenovationAgenda -December 15, 1997
AGENDA ITEM S - REVIEW BIDS/CONTRACT APPROVAL -CENTRAL SCHOOL
RENOVATION PROJECT
BACKGROUND/CONSIDERATION: This item was tabled at the last meeting. Therefore, the
first course of action would be to remove it from the table. Based upon the discussion at the
December 1, 1997 Council Meeting, consideration of the approval of the ATTIC add alternate and
the KITCHEN add alternate should be added to the base bid submitted by Swank Enterprises if you
decide to proceed with the project.
RECOMMENDATION: Based upon the Council goals and invested staff and consultant
time/expenditures, I recommend approval of the contract and bid submitted by Swank Enterprises.
ACTION REQUIRED': MOTION to accept the bid and authorize the City Manager to proceed
with the contract and project is needed to continue the work on this project.
JAMES R. McDONALD ARCHITECTS
J
8 December 1997
Dear Clarence:
Per your request, we provide the following information regarding James R. McDonald
Architects Past project budges:
PALACE APARTMENTS, Missoula. Montana
Architects EstuJ .— $2,786,000.00
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#. _ ".. ,' ` v#_ f:.`i :_#,. )' ! f.." # •'lY_1t.i1 :# 1 !�- 31 1. 6 ...1,#
MAW
P.O. Box 8163 f 224 NORTH Hlooms I MI••OULA, MONTANA 59907
Phone 406 721 5643 1 Fax 406 721 1887
Mr. Clarence Krepps
City Manager
Page 2
(the documents from which bidding contractors calculate their bids) indicate the extent and
detail of proposed work to the building.
We fully realize the strict budget for the Central School Renovation project and
acknowledge that no additional funds are available. Our intention is to work with the general
contractor, as a team, as we endeavor to resolve problems that may arise and remain within
the established project budget. I hope this answers any questions that may arise. If you have
any questions or require further information, please do not hesitate to contact me. Thank you.
Sincerely,
R. Plambeck
file 9708
d
JAME3 R. MCDONALD ARCHITECT$
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:
Contmtor
Base Bid
Altersak
No. 1
Kitchen
Alternate
Na 2
Attic
Total
Altevante 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 & Casalepo
2,367,585.00
13,426.00
60,750.00
$2,441,761.00
33,745.00
Martel Cotimuctim, 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
cast of $2,193,000. '
P.O. Box 8163 / 224 NoRTn Heooms J MMOULA, MONTANA 59307
Phone 406 721 5643 1 Fax 406 721 1887
Mr. Clarence Krepps
24 November 1997
Page 2
We recommend forgoing Add Alternate No. 3: Souith 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. McDonald 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 Comwtor.
- 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 infortnation. please do not hesitate
to call.
Sincerely,
Paul Filicetti, AIA
cc: R. Plambeck - Redevelopment
file 9708
JAMS3 R. MCDONALD ARCHITBCTS
11
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 I'TB-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 Kitchen, (Swank Enterprises bid of $14,000):
The complete ' 'on of the Catering Kitchen, Roan 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 Fmishes, 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 9163 / 224 NORTH HIOGINS / MISSOULA. MONTANA 59301
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/office 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 finding
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