Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Public Works Procurement topic
No spam. Unsubscribe anytime.
City outlines fast-track plan for rink, VFW and civic facility upgrades
Summary
City staff and Construction Engineers described a two-bid-package approach for recreation facility upgrades, explained how schematic-to-GMP estimates evolve, and set a November–December approval timeline for bid package one.
Construction Engineers and city staff told the East Grand Forks City Council on Nov. 10 that work to replace rink floors, refrigeration systems and dasher boards will be split into two bid packages to accelerate procurement of long-lead equipment and get construction rolling.
Tom McDonald of Construction Engineers said the team divides work into three design phases—schematic (about 30% complete), design development (about 60%) and construction documents—and provides estimates at each stage so the city can track scope and budget. “There really is no action to be taken. This is just pretty much an informational,” McDonald said.
Why two packages: McDonald and Jeremy King explained that package one focuses on rink systems at the Civic Arena and the VFW—items with lengthy lead times—so those contracts can be awarded quickly. Package two will address the building envelope, roof, painting and parking work once schematic documents are ready.
McDonald walked council members through typical bid-book components: an executive summary, schedule, schematic estimate and, later, a GMP bid book. He flagged two key contingencies in early estimates: a design contingency (8% at the schematic stage in the example shown) that falls as decisions are made, and a construction contingency retained to cover subcontractor defaults or schedule acceleration; unused contingency funds return to the owner.
On alternates and allowances, McDonald said bid documents will list voluntary and deductive alternates the city can accept or reject to reach budget targets. He described allowances used for work that is hard to price in advance—such as masonry work requiring heat and cover in winter—and said unused allowances revert to the city.
Process and schedule: Reed (city staff) summarized next steps for bid package one: bids are due Thursday, Nov. 13; Construction Engineers will vet bidders in about a week to 10 days; the steering committee (Mayor Mark Olstead, Council Member Karen Peterson, Jeremy King and Reed) will meet the week of Nov. 17 to develop a recommendation; the steering committee’s recommendation will be presented at the Nov. 25 work session and the city will seek award approval at the Dec. 2 council meeting.
McDonald said the team aims to have package two reach GMP bidding around early February, with the baseball-field and larger phase-two ideas to be addressed separately and potentially paired with fundraising.
The council did not take formal action during the work session; staff said they will return with recommended bidders and formal contract items in subsequent meetings.
