HomeMy WebLinkAbout2013-12-02 HRA Special AgendaHOUSING & REDEVELOPMENT AUTHORITY AGENDA
6:30 P.M.
Special Meeting December 2, 2013
Conference Room 1, City Hall 590 40Ta AVE., COLUMBIA HEIGHTS, MN
1. Call to Order
2. Roll Call Tammera Diehm, Chair
Bobby Williams, Vice Chair
Rheta Nelson
3. Pledge of Allegiance
Public Hearing
Bruce Nawrocki
Donna Schmitt, Secretary /Treasurer
Gary Peterson
4. Approval Of Modernization Bids for Carpeting, Door Framing, Elevator Improvements and
Fire Panel Replacement
The next HRA meeting will be January 28, 2014 at Parkview Villa.
COLUMBIA HEIGHTS HOUSING AND REDEVELOPMENT AUTHORITY (HRA)
Meeting of: December 2, 2013
AGENDA SECTION:
ORIGINATING
EXECUTIVE
NO: 4
DEPARTMENT: HRA
DIRECTOR
APPROVAL
ITEM: Modernization Bids
BY: S Clark
BY:
DATE: November 25,
2013
BACKGROUND: Over the past six months staff has had discussions with the HRA
regarding the future use of modernization funds which totals $166,414 (This amount is the
remaining balances in FY 2011, 2012 and our complete FY 2013 allocation). The concept
that has been agreed to (by means of the HRA approval of an amended PHA Plan in
November) is that the work to be funded by modernization funds serves as a complement to
Aeon's grand rehabilitation plan. In other words, our modernization funds can assist in
reducing Aeon's future rehabilitation dollars and if for some unforeseen reason, the sale
doesn't occur, the work items can stand alone as a value to the building. The bid items are
for door reframing (working toward ADA compliancy), carpeting for all floor hallways, elevator
upgrades and a new fire panel system. In addition, paint was purchased on a non -bid basis
and approved administratively based on our purchase policy ($5,000) and $1,165 is factored
into the total bid amount for dumpsters, trailers, etc.
In the past, the HRA contracted with CommonBond to be a project manager for a fee (the
HRA's contract with CommondBond establishes this function as a separate fee service). In
this case, Aeon has a system already established for all of the future rehabilitation work with
MS &R Architects doing the bid specification work and Shaw - Lundquist and Associates being
the general contractor. In this case, Shaw - Lundquist has done the bid preparation work and
will serve as a project coordinator but not in the form of general contractor with the HRA.
Staff will have all of the individual bid contracts be established directly between the
successful bidder and the HRA, and not flow through Shaw - Lundquist. In addition,
CommonBond will have a review role also since they have the day to day operational facility
responsibilities at Parkview Villa.
Lastly, since the fire panel work benefits both Parkview Villa South and North, the South
building's fund balance will have to absorb a proportional cost of the contract. ($13,900) since
the system is a benefit to both buildings. Also, since the total bid amounts exceed the
modernization proceeds by approximately $5,000 the North's fund balance will have to
absorb the same. Some minor modifications in the following bid structure may be made at the
meeting but at this time the bid winners and costs are shown on the attached document. In
addition, the proposed motion includes a $16,000 fire alarm contingency ( total for both
buildings) if it is determined that the decibel ratings are not in Fire Code compliance for the
interior units, meaning that additional horn and /or flashers would have to be installed in the
units.
RECOMMENDATION: Motion as Written: If Commissioners desire to read the bid
specification documents or other related information please contact our Department.
RECOMMENDED MOTION: Motion to Approved Bids and Contingency Funds As Follows:
1) Door Framing to Braedmus Hardware in the amount of $9,677
2) Carpeting to Centennial Carpeting in the amount of $45,874
3) Elevator Improvements to Thyssen Krupp in the amount of $41,543
4) Fire Panel Replacement to Minnesota Conway Fire and Safety in the amount of
$68,430 for Parkview North and $13,090 for Parkview South
5) Contingency Allocation of $16,000 for additional horn and flasher units if determined
by the Fire Marshall that the existing system does not meet code. If needed, cost will
be prorated between existing fund balances in Parkview Villa North and South.
6) Source of funds for the North building will be the modernization funds and if the
anticipated $166,414 allocation is exceeded, the existing fund balance will be used
as a payment source.
7) Payment for South building costs is authorized from the existing fund balance.
HRA ACTION:
G: \HRA \Letter \2009\
Costs Based on Bids PHA Plan Difference
Doors- Braedemus
Demo $1,460.00
Metal Doors + Frames $4,537.00 $13,800.00
Wood Doors $480.00
Door Hardware $600.00
Gyp $2,600.00
Subtotal $9,677.00 $13,800.00 ($4,123.00)
Carpet- Centennial
Carpet +Base $39,900.00 $17,705.00
Demo + Prep $5,974.00
Subtotal $45,874.00 $17,705.00 $28,169.00
PAINTING
Paint + Supplies $5,000.00 $5,000.00
Subtotal $5,000.00 $5,000.00
Elevator- Thyssen
Elevator- North $41,543.00 $43,349.00
Subtotal $41,543.00 $43,349.00 ($1,806.00)
Fire Alarm- Conway
Fire Alarm - North
$68,430.00
$81,917.00
Subtotal
$68,430.00
$81,917.00 ($13,487.00)
REQUIREMENTS /MISC.
-
Dumpsters (2)
$665.00
Toilets /Trailers /Phone
$500.00
Architect
$0.00
$5,000.00
Subtotal
$1,165.00
$5,000.00 ($3,835.00)
TOTAL $171,689.00 $166,771.00 $4,918.00
2.95%
Homes for Generations
Relinlodeling Updates
Thank you for your cooperation on the recent repainting of all the hallways in
ParkviewVilla Apartments north building. Remodeling will continue throughout
December and January.The City of Columbia Heights HRA is working with
Aeon to move forward on the following:
Y Upgrades to fire panels
Residents will receive written communication or
public notice n advance of upgrades or renova-
tions.
Thank you in advance for your patience!
If you have questions, please contact Aeon Project
Manager Miranda Walker at 612- 746 -0536 or
mwalker @aeommn.org