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akeville
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City of Lakeville
Community & Economic Development
Memorandum
To: Mayor and City Council Members
Steven Mielke, City Administrator
From: David L. Olson, Community and Economic Development Director
Chris Petree, Public Works Director q
Copy: Adam Kienberger, Economic Development Specialist
Date: January 24, 2014
Subject: Review of the ADA Accessibility Improvements and CDBG Allocation
The City's pending 2014 application for Community Development Block Grant (CDBG) funds
approved at the January 6th Council meeting outlined three activities to be funded with the
estimated 2014 CDBG allocation from HUD via the Dakota County CDA. These activities are
expected to be approved by the CDA in February with funds available in late summer.
Previous allocations have been approved for an Americans with Disabilities Act (ADA)
Accessibility Study and ADA Compliance Improvements. The City entered into an agreement
with Wold Architects and Engineers in 2013 to complete the ADA Compliance Study on five
City Buildings including City Hall, Water Treatment Facility, Central Maintenance Facility, Fire
Station 4 and the Arts Center. Wold visited each of these sites and reviewed existing interior
and exterior conditions to determine points of non - compliance. Points of non - compliance
were documented and prioritized as High, Medium, or Low along with an estimated cost for
bringing these identified areas into compliance. The City Council reviewed this report at their
May 24, 2013 Council Work Session.
In addition, Wold prepared plans and specifications for the installation of power- assist doors
with electronic entry access at the entrances to City Hall that has been identified as a high
priority by the public, staff and City Council. During the initial bid period last summer, Wold
received one qualified bid for the project in the amount of $52,293.79 from Pro -Tec Design.
City Council directed staff to re- evaluate the project and re- solicit bids in the winter.
As part of the re- evaluation, staff requested that Wold prepare plans to remodel the
information desk area of City Hall that does not currently meet ADA requirements. These
plans for the Information Desk Upgrades along with the previously designed ADA Door
Upgrades (which include an electronic card access system) were recently advertised for public
bids. The bid package was structured so that bidders could bid either the Door Upgrades
(Base Bid A) or Information Desk Upgrades (Base Bid B) or both (Base Bid C) as separate base
bids. It was hoped that bidding a larger project may improve the economy of scale for
contractors possibly resulting in lower bids for the ADA Door Upgrades. The City received
bids from eight (8) contractors all of which bid all three bid packages. The following were the
low bids for the bid options:
Base Bid A - ADA Door Upgrades $51,214
Base Bid B - Information Desk Upgrades $51,491
Base Bid C - ADA Door and Information Desk Upgrades - $105,500
The bids for ADA Door Upgrades came in approximately $1,000 less than the bid that was
received last year. There is currently $55,000 of CDBG funds allocated to do ADA compliance
Improvements to City buildings (See Attachment A). This is sufficient to complete either the
ADA Door Improvements (Base Bid A) or the Information Desk Upgrade (Base Bid B) but not
both (Base Bid C) without a reallocation of funds from another CDBG funded activity. It is the
recommendation of City staff and Wold Architects that the City proceed with awarding a bid
for the ADA Door Improvements and reject the bids for the Information Desk Upgrades (See
Attachment B). City staff and Wold Architects will continue to research other options to make
the Information Desk area ADA compliant. Joel Dunning of World Architects and Engineers
will be present at the Work Session to present the results of the bids and answer any
questions on the process.
CDBG Reallocation
Because the CDBG program is a federally funded HUD program, the City is under obligation to
expend its allocations in a timely manner. The Dakota County CDA has recently expressed
concerns about the lack of expenditures within the Downtown Code
Improvement /Commercial Rehab program and indicated that these concerns come directly
from HUD (these are the oldest funds still available in Lakeville's CDBG Fund Balances). Over
the past several years staff has worked with several Downtown business property owners to
explore utilizing this program. Each time it has been concluded that the prevailing wage
bidding requirement of the program has made the project cost more than the rehab
investments would be worth by the private property owner.
CDBG funds within a given program year can be administratively reallocated to a different
activity that was also approved within that program year (See Attachment A). Staff is
recommending administratively reallocating funds from the Downtown Code Improvement
Program as follows:
1. Reallocate $11,700 from the 2009 Program Year "Downtown Code
Improvement /Commercial Rehab" activity to "Residential Rehab ". The Residential
Rehab activity is a very active program that provides loans in amounts up to $25,000
to owners of single - family residential dwellings and up to $5,000 to owners of
manufactured homes in Lakeville who meet the low /moderate income requirements.
2. Reallocate $33,400 from the 2010 Program Year "Downtown Code
Improvement /Commercial Rehab" activity to "Residential Rehab" and the remaining
$15,000 from "Downtown Code Improvement/ Commercial" to "ADA Compliance
Improvements." This will also allow the City to pursue other less costly ADA
improvements in other buildings that were identified in the 2013 Wold Report.
This reallocation will allow the oldest CDBG allocations to be placed in a more active program
to help Lakeville meet its timeliness ratio requirements and lessen the risk of HUD requiring
the funds to be re- allocated back to Dakota County or another City due to lack of activity.
Alternate Option:
3. Reallocate 2009 funds articulated in recommendation 1 above and reallocate the
appropriate amount of funding from the 2010 Program Year "Downtown Code
Improvement /Commercial Rehab" activity to "ADA Compliance Improvements" based
on the bids received for updating the City Hall front desk ADA deficiencies.
Action Requested: Staff is requesting comments and feedback from the Council on the bids
received for power- assist doors with electronic entry access at the entrances to City Hall along
with City Hall front desk improvements. Staff is also requesting feedback on the suggested
administrative reallocations of CDBG funds to fund ADA improvements and comply with HUD
timeliness ratio requirements.
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1 20,
architects
engineers
www.woldae.com
305 Saint Peter Street
Saint Paul, MN 55102
tel 651 227 7773
fax 651 223 5646
mail@woldae.com
Base Bid "A" ADA Door Upgrades
Base Bid "B" Information Desk Upgrades
Base Bid "C" ADA Door and Information Desk Upgrades
January 22, 2014
Chris Petree
Lakeville City Hall
20195 Holyoke Avenue
Lakeville, MN 55044
Re: City of Lakeville
City Hall ADA Door and Front Desk Upgrades
Commission No. 132032/132179
Dear Chris:
We recommend the following information be presented to the City Council.
Wold Architects & Engineers solicited bids on behalf of the City of Lakeville for ADA Door and Front Desk Upgrades
to the City Hall. Bid documents organized the scope of work into three separate base bids with one alternate price to
upgrade front desk counter materials to a better solid surface. The three base bids separated contractor costs into:
Organizing the scope of work in this manner gives the City of Lakeville the most flexibility to award to the low
contractor of the "A" door project, the low contractor of the "B" desk project, both low contractors of the "A" and "B"
projects, or the combined "C" project to minimize city administrative work by dealing with only one contractor.
We received eight (8) bids from contractors, all including bids for all three scopes of work. Bids were within an
acceptable range and the low bids were within a reasonable margin of the anticipated cost estimates.
The low Base Bid "A" was from Schreiber Mullaney for $51,214.00.
The low Base Bid "B" was from Mohs Contracting, Inc. for $51,491.00.
The low Base Bid "C" was from Schreiber Mullaney for $105,500.00
Minnesota
Illinois
Michigan
Colorado
We understand that the City of Lakeville only has a certain amount of funding through the Community Development
Block Grant for ADA improvements and that the costs of both the door and information desk upgrades exceeds the
funding limit. We recommend you enter into a contract with Schreiber Mullaney for Base Bid "A" for a total contract
of $51,214.00.
Upon you approval, we will proceed with initiating the project by drafting a contract between the City and Schreiber
Mullaney, requesting the required bonding and insurance information, and setting a pre- construction meeting to
establish the project schedule to meet the City's timeline.
Sincerely,
WO ARCHITECTS AND ENGINEERS
Joel L. Dunning // AIA LEED AP
Partner
Enclosure
cc: Nick Marcucci, Wold
Jodi Nelson, Wold
ATTACHMENT B
kf /CI_Lakevil le /132o32/crsp/jjanl 4
designers and researchers for public environments
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