City Council Agenda 12-18-1996 SpecialAGENDA
L SPECIAL MEETING - MONTICELLO C1TY COUNCIL
Wednesday, December 18, 1996 - 6:80 p.m.
Mayor. Brad Fyle
Council Members: Shirley Anderson, Clint Herbst, Brian Stumpf, Tom Perrault
1. Call to order.
2. Public Hearing—Adoption of the 1997 budget and consideration of a
resolution setting the 1997 tax levy.
3. Review of bids and consideration of award of contract for Wastewater
Treatment Plant Expansion, City Project No. 93-14C.
4. Review of engineering fees for wastewater treatment plant expansion and
consideration of authorization for HDR to proceed with construction
engineering, Tasks 400 and 600.
6. Adjournment.
C
11 Special Council Agenda - 12/18/98
141,
2. Plublie. Hearing.-Adopflon of the 1997 budget smd consideration of A
resolution setting the 1997 tax levy. (R.W.)
A. F.FF.RF.NCF. AND SA .K =RO TTiI):
As part of the Truth in Taxation requirements, the City Council is required
to hold this second public hearing on the adoption of the 1997 budget and the
resulting tax levy. While this second meeting will technically be another
public hearing, the purpose of the new requirement delaying the actual
adoption of the budget and tax levy until this meeting is to provide the
Council and the public with sufficient time to digest the budget requirements
proposed at our last Wednesday night meeting in case additional changes
were warranted.
At the initial public hearing Wednesday, the Council's decision at that time
was to keep the proposed tax levy at the $3,059,880 amount, which should
result in an estimated 2.86% increase over the 1996 tax levy.
At the public hearing last week, the Council did not make any changes in the
proposed tax levy or budget that would reduce the levy amount but did
indicate that any savings we will receive from lower bids from our garbage
hauling and landfill cost should be transferred from the refuse account to the
capital outlay fund in the final budget document. It appears at this time that
we should realize a savings of around $45,000 over what we initially
budgeted, and this amount will be reduced in our general fund and added to
the capital outlay fund for future costs associated with the Highway 25/
Chelsea Road improvement project. At Wednesday night's meeting, the
Council would have one final time to consider any changes that you may
want to make to this budget and tax levy before adoption. You would not be
allowed to increase the budget more than the amount proposed, but you still
have the latitude to lower it if you so choose, The resolution enclosed for
adoption is prepared under the assumption that the 2.86% estimated
increase would be acceptable, and the final tau levy would be the $3,059,880
amount.
11 At FFNATIVE ACTIONS;
1. After the close of the public hearing, the Council should adopt the
resolution setting the tax levy requirements for next year at
$3,059,880, a 2.96% increase over the 1996 tax levy.
Special Council Agenda - 12/18/96
The Council could adopt a final levy amount that is less than the
amount proposed.
C. STAFF PrO F.NDATION:
It is recommended that the resolution be adopted as proposed and discussed
during our workshops and initial public hearing. ti u�
sR'1P'
12, SUPPORTING DATA:
Tax levy summary sheet; Resolution for adoption.
Please refer to the agenda package summary provided for last Wednesday
night's public hearing for additional details on the proposed budget.
r
TAX LEVY SUMMARY
1997 BUDGET
ALL FUNDS
(2.8650 increase in tax rate)
Net Certified Levy Increase - $137,080 (+4.6958 is dollars)
Payable 1989 Tax Capacity Rate .....
14283
Payable 1990 Tax Capacity Rate .....
Net Payable—
'Adjusted
Levy Before
1997 Adjusted
16.492
Levy
HACA Adj.
16.313
Levy After
E=d
Pgyahle 1998
Payable 1997
HACA
Deductinw HArA
General
$1,966,209
$2,137,625
$170,099
$1,967,526
Library
31,095
31,095
0
31,095
Transportation
15,590
15,854
1,250-
14,604
Shade Tree
12,038
0
0
0
OAA
1,196
1,055
78
977
HRA
17,497
14,060
1,094
12,966
Debt Service
597,270
605,022
47,447
557,575
Capital Imp. Revolving
28140-1
515.579
40.441
475.137
TOTAL
$2,92'x,800
$3,320,289
$260,409
$3,059,880'
Net Certified Levy Increase - $137,080 (+4.6958 is dollars)
Payable 1989 Tax Capacity Rate .....
14283
Payable 1990 Tax Capacity Rate .....
16.187
Payable 1991 Tax Capacity Rate .....
15.511
Payable 1992 Tax Capacity Rate .....
16.492
Payable 1993 Tax Capacity Rate .....
16.313
Payable 1994 Tax Capacity Rate .....
17527
Payable 1995 Tax Capacity Rate .....
18.228
Payable 1996 Tax Capacity Rate .....
18.509
Est. Payable 1997 Tax Capacity Rate.
19.039 (2.86%) it1"Pnoe in tax rate
Tax
Cansity Va1LP.
Tax
Cngnrieily Rate
Tax j�yy
'88(Payable 1989 $ 15,405,139
14.283
$2.198,008
'89/Payable 1990 15,873,242
16.187
2,568,106
'90/Payable 1991 16,161,043
15.511
2,808,132
'91/Payable 1992 15,513,574
16.492
2,558,554
'92(Payable 1993 15,490,500
16.308
—2=;216
'93/Payable 1994 15,154,786
17.527
2,652,527
'94/Pnyable 1995 15,586,930
18.228
2.841,185
'95/Payable 1996 15,792,922
18.509
2,922,800
'96/Payable 1997 (est.) 16,071,789
19.039
3,059,880
• Actual levy collected from taxpayers--balanco received from state In HACA aid payments
($260,409 is est Stato Aid for 1997).
•' Did not deduct HACA from library levy, but deducted library portion of HACA from general
fund levy.
TAXLEMSM4; I VN36
-21
RESOLUTION 9880
RESOLUTION ADOPTING THE 1997 BUDGET AND
SETTING THE TAX LEVY
WHEREAS, the City Administrator has prepared and submitted to the City Council a budget setting
forth therein his estimated needs of the City of Monticello for all operations and the debt service for the
fiscal year commencing January 1, 1997; and
WHEREAS, the City Council has reviewed the same and has made such changes therein as appear to
be in the best interest of the City of Monticello;
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF MONTICELLO that
the budget so submitted by the City Administrator, together with the changes made therein by the City
Council, be and same hereby is adopted as a budget for the fiscal year commencing January 1, 1997;
and
BE IT FURTHER RESOLVED by the Council of the City of Monticello that there be and hereby is
levied for the fiscal year commencing January 1, 1997, and the following sums for the respective
purposes indicated therein upon the taxable property of the City of Monticello, to wit:
Capital Improvement Revolving S 615.578 S 40.441 S 478.137
TOTAL TAX LEVY $3,320,289 $260,409 $3,089,880
The above maolution was introduced by Councilmember was duly seconded by
Councilmember , with the following voting in favor thereof:
The following voting in the opposition:
The City Administrator is hereby instructed to transmit a certified copy of this resolution to the County
Auditor of Wright County, Minnesota.
Adopted this 18th day of December, 1996.
Mayor
City Administrator s
NET CER77FIED
REyEN[TIF
LEM
HACA
LEVY
General
$2,137,628
$170,099
$1,967,526
Library
31,095
0
31,095
OAA
1,055
78
977
HRA
14,060
1,094
12,966
Transportation
15,854
1,250
14,604
D .RT gFnRRMENT
Debt Service Fund
$ 605,022
$ 47,447
$ 557,675
Capital Improvement Revolving S 615.578 S 40.441 S 478.137
TOTAL TAX LEVY $3,320,289 $260,409 $3,089,880
The above maolution was introduced by Councilmember was duly seconded by
Councilmember , with the following voting in favor thereof:
The following voting in the opposition:
The City Administrator is hereby instructed to transmit a certified copy of this resolution to the County
Auditor of Wright County, Minnesota.
Adopted this 18th day of December, 1996.
Mayor
City Administrator s
Special Council Agenda - 12/18/96
H>ti
RH91
Q.S.)
It all started back in 1993, when it became apparent that the wastewater
treatment plant was approaching its capacity. An evaluation report by PSG
in the fall of 1993, showed us that the wastewater treatment plant may not
be able to achieve its design capacity, and we began taking steps to increase
its capacity. On December 13, 1993, the City Council authorized the team of
OSM and RCM to prepare the Facilities Plan for the Monticello Wastewater
Treatment Plant expansion or replacement. Now almost three years and a
few days later, we have the bids in hand. Based upon our previous estimates
and recent cost cutting changes in the design of the facility, we expected a
project cost of $11.3 million, less a budgeted 16% for design and construction
engineering and 3% in construction contingencies, $310,800 in first stage
digester cover costs, and $66,000 in SBR shop drawings puts the estimates
for the construction bids today at just over $9.2 million.
With over 126 plan sets taken out, 9 contractors were identified as general or
prime contractors. Nine (9) bids were received at 2 p.m. on Thursday,
December 12, 1996, and the bids ranged from a low total base bid of
$11,283,200 from Adolfson & Peterson, FNC, to a high of $12,980,000 from
John T. Jones Construction Co. A copy of the bid tabulation is included for
your review.
During the next few days, HDR and the City staff will be reviewing the bids
to make a recommendation to the City Council as to which contractor has the
lowest responsible bid. These recommendations will follow at the
December 18, 1996, meeting. However, based upon the bid response, the
grouping of the bids, and timing of the bid letting, it is my opinion that these
bids represent the best prices this set of plans and specifications will draw. I
don't think rebidding would result in lower numbers without taking an
entirely now direction for the plant expansion.
Today's low bid plus the first stage digester cover, SBR shop drawings, and
16% engineering and 3% contingency adds up to $13,746,820 project costs.
This does not include facility planning, redesign, soil and materials testing,
surveying, or land costs.
If'
I
Special Council Agenda - 12/18/98
H. ALTERNATIVE ACTIONS:
1. The first alternative would be to award a contract to the lowest
responsible bidder as verified by HDR.
2. The second alternative would be to not award the project at this time
but to redesign or rebid. This may require a moratorium on new
development in or near the city, as our expansion completion dates
would be well into 1998 or 1999.
C. STAFF IZCO11 MENDATION:
Staff withholds its recommendation until the evening of December 18, 1998,
until HDR has had a chance to verify the bids and the additional information
supplied by the contractors.
Copy of bid tabulation from bids received on December 12, 1996.
BID Tw.JULATION J
CITY OF MONTICELLO
PROJECT #9344C
WASTEWATER TREATMENT PLANT EXPANSION
Bid Date: December 12, 1888 Bid Tim: 2:00 pm. Bid Location: Monticello city Nall
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RESOLUTION 911-51
RESOLUTION ACCEPTING BID AND AWARDING CONTRACT
FOR THE CONSTRUCTION OF
WASTEWATER TREATMENT PLANT EXPANSION
PROJECT IMPROVEMENT
WHEREAS, pursuant to an advertisement for bids for the improvement of the
wastewater treatment plant expansion project, bids were received, opened, and
tabulated according to law, and the following bids were received complying with the
advertisement:
Adolfson & Peterson, Inc.
$11,283,200
BorSon Construction Inc.
$11,395,000
Rice Lake Contracting
$11,540,000
Shaw -Lundquist Assoc. Inc.
$11,700,000
Penn -Co Construction
$11,783,338
Sheehy Construction Company
$11,850,000
Madsen Johnson Corporation
$11,946,600
Gridor Construction, Inc.
$12,098,700
John T. Jones Construction Co.
$12,980,000
and, WHEREAS, it appears that Adolfson & Peterson, Inc., of Minneapolis is the
lowest responsible bidder,
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCI L OF
MONTICELLO, MINNESOTA:
The Mayor and City Administrator are hereby authorized and directed to enter
into the attached contract with Adolfson & Peterson, Inc., of Minneapolis in
the name of the City of Monticello for the improvement of expansion of the
wastewater treatment plant according to the plans and specifications therefore
approved by the City Council and on file in the office of the City Administrator.
The City Administrator Is hereby authorized and directed to return forthwith
to all bidders the deposits made with their bids, except for the deposits of the
successful bidder and the next lowest bidder shall be retained until a contract
has been signed.
Adopted by the City Council this 18th day of December, 1996.
Mayor
City Administrator
3F
Special Council Agenda - 12!18/96
,.:: ,.
HDR's engineering fees to date can be broken down as follows:
1. Facilities Plan Update ................................. $18,000
2. Design Engineering (8r% of est. const. costs $8,549,000) ..... $683,920
3. Redesign to Move from Lindberg Site to Kruse Property
for the SBR Tanks ............................... $50,000
4. Fast Track First Stage Digester Cover ..................... $5,000
5. Bidding Procedures and Recommendations for Award
$85,656 less $26,800 in Printing Costs = ............. $59.85!3
TOTAL................................................ SAIAM
HDR indicates the remaining engineering costa for Tasks 400 and 500, which
is the construction engineering including start up and 0 & M Manual, would
add another $755,922 in engineering fees (please sec enclosed proposal).
This would bring the total engineering fees to $1,571,698. Of this amount,
the $18,000 for the Facilities Plan Update and the $56,000 for the redesign
and feat tracking the digester cover would not be part of mir engineering fees,
which are based on a percentage of the construction costs. Subtracting these
amounts out of the current total brings us to $1,498,698.
HDR has requested additional engineering fees for the design phase due to
the complexity and broadness of scope of the project. If we use 15'% of the
construction costs assumed to be $11,649,000, which includes the bid for the
expansion, the digester cover, and the SBR shop drawings, this brings the
engineering fees to $1,747,350. This, of course, excludes the Facilities Plan
Update, the redesign for relocating to the Kruse property, and the fast
tracking of the digester cover.
Should the Council decide to go ahead with the previous item, the
construction of the wastewater treatment plant, it seems logical to move
ahead with the construction ongineering part of the project. Consequently,
we would need to sot some parameters for the costs of this portion of the
project and the overall costs of engineering.
Special Council Agenda - 17/18/96
The first alternative is to authorize HDR to proceed with Task 400 and
500 for the construction engineering for the project based upon their
estimate of $755,922, but to put a ceiling figure of 15% of the bid price
of $11,649,000 as the total engineering cost of $1,747,350, excluding, of
course, the items previously mentioned such as the Facilities Plan
Update, the fast tracking of the digester cover, and the redesign to go
to the Kruse property.
The second alternative would be to negotiate an engineering fee ceiling
less than 15% of the bids.
The third alternative would be not to proceed with the project or with
HDR.
(;. STAFF F..O NDATION:
Stag' withholds its recommendation until after HDR makes a presentation to
the City Council regarding the total engineering fee package.
D_ SUPPORTING DATA:
Copy of proposal from HDR for Task 400 and 500.
DEC 12 1% 0739 FR N -R ENGINEERING INC 612 391 5417 M 92953170-7 P.01i07
Fax Sheet Fal
Cote 12/12/96
Number of Pape) pndudet cover 7
oaoo)
Mossepo To
Mane J amola Telecopy number
called
IFirm
Oty I Saxe
It you do not recelve all the Pdpe► please call (612) 591.5412 as won as pougft. .
From
Name R Pepin, I Departmer0 Mlw
I Talao ww 691-5420 1 Job Number MonticeDo WWM
Attached Is the projected hour/foe for Task 400 and 5W With the table I have provided the ,
support documentotlon on how I propose to track the project In our monthly Invoicing. As
you may see. several too* aro basad on assumptksrn such as the numbor of lnfomotlon
requeft change prapa , requests. number of shop drowtrtps O&M mahuab and length of
contractor operation. I we these numbers as a base level with the Ctly provicling a
c ontBhgency In their Msa lot package to PFA. We can dhcuss this further today.
1OQ Ootaftto Ino. 3D0 Parkdole I Bu9dnp
6401 Garr&@ Orale Tek+phone
WMvwapa9► Mnnowta (612) 6914WM
55416.1516 Pam
(612) 691-0413
4 k
Task 400/500
A/E Fee Determinaflon
Monticello Wastewater Treai.ftent Plant Expansion
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Task 400/500
A/E Fee Detemtlnaffm
Monticello Wastewater Treatment Plant Expansion
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