HomeMy WebLinkAbout2011-04-20 PACKET 08.D.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM #
DATE 4/20/2011
PREPARED BY Public Works Jennifer Levitt
ORIGINATING DEPARTMENT STAFF AUTHOR
COUNCIL ACTION REQUEST
Consider awarding the contract for the 2011 Lighting Upgrade for Public Works & Fire Station
#2 to Premium Electrical in the amount of $25,211.75.
STAFF RECOMMENDATION
Award the contract. Premium Electrical submitted the lowest of four quotes received.
BUDGET IMPLICATION
BUDGETED AMOUNT
SUPPORTING DOCUMENTS
® MEMO /LETTER: Memo from J. Levitt.
® RESOLUTION: Draft.
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
® OTHER: Attachment.
ADMINISTRATORS COMMENTS
ACTUAL AMOUNZ
!o /
V l City Z Adm ' t 4 nistrator Date
COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER
Documend
.: • .... a •... • .. - • �.
all 4A.
AMOUNT O
WHEREAS, Plans and specifications were completed according to
city standards, and
WHEREAS, quotes were requested to provide the necessary work;
and
WHEREAS, four firms submitted bids; and
WHEREAS, it appears that Premium Electrical is the lowest
responsible quoter; and
WHEREAS, it is the recommendation of the City Engineer that the
contract be awarded to Premium Electrical
NOW THEREFORE BE IT RESOLVED, by the City Council of the City
of Cottage Grove, County of Washington, State of Minnesota, that the quote for
the 2011 Lighting Upgrade for Public Works & Fire Station #2 to be awarded to
Premium Electrical in the amount of $25,211.75.
Passed this 20th day of April, 2011.
Myron Bailey, Mayor
Attest:
Caron M. Stransky, City Clerk
CITY OF COTTAGE GROVE
MINNESOTA
To: Honorable Mayor and City Council
Ryan Schroeder, City Administrator
From: Jennifer Levitt, City Engineer
Date: April 18, 2011
Subject: 2011 Lighting Upgrade for Public Works & Fire Station #2 -- Quotes
BACKGROUND / DISCUSSION:
This item was tabled from the April 6, 2011 Council meeting for staff to review the terms and
conditions of the grant with the Minnesota Department of Commerce. The City has a grant
contract with the State of Minnesota acting through the Commissioner of Commerce (Grant
#853765) which provides for cost sharing related to mechanical and electrical upgrades for the
Public Works Facility and Fire Station #2. City staff met with Abby Finis and Natalie Buys with
the Minnesota Department of Commerce on April 12, 2011. The Department of Commerce
reviewed the complete file for the project including; specifications, proposals, addendum,
correspondences and project timeline. The Department of Commerce found the project
solicitation process to be in order. Please see the attached email from Abby Finis from the
Office of Energy Security, Minnesota Department of Commerce commenting on their review.
As part of our discussions with the Department of Commerce our request for a time extension
from June 30, 2011 to September 30, 2011 has been granted.
There were a total of 4 quote received on March 30, 2011 for the 2011 Lighting Upgrade to the
Public Works Facility & Fire Station #2. The following summarizes the results of the quotes
received:
Contractor
Low Premium Electrical
#2 Mendota Electrical
#3 Rivertown Electrical
#4 The Retrofit Companies
Quoted Amount
$ 25,211.75
$ 33,937.00
$ 38,354.00
$ 45,710.00 Rejected
*Rejected as a Bidder for failure to acknowledge receipt of Addendum #1 and Bidding on the
wrong Proposal Form.
"Failure to do so resulted in rejection of the Bid."
The lowest accepted quote on the project will be Premium Electrical at $25,211.75.
Funding for this project is from a State Energy Grant and the general fund (budget item for
sustainability improvements $80,000). The grant provides cost participation of 48.345% for
eligible and approved items. The City is responsible for 51.646% of the project cost.
RECOMMENDATION:
It is recommended to award the project to the lowest accepted quote, supplied by Premium
Electrical, Hastings MN for $25,211.75.
Jennifer Levitt
From: Finis, Abby (COMM) [abby.finis @state.mn.us]
Sent: Friday, April 15, 2011 2:30 PM
To: Jennifer Levitt
Cc: John Burbank; Bob LaBrosse; Buys, Natalie (COMM)
Subject: Cottage Grove EECBG
Jennifer,
We have gone through all of the bid documents you have provided and feel that you are ok to proceed with completing
the outlined project improvements. Please be aware that is it is highly likely there will be an on -site monitoring visit once
the project is completed and that we will keep all related documents in our record and recommend you do the same.
Thank you for your cooperation through this process,
-Abby
Abby Finis
Office of Energy Security
Minnesota Department of Commerce
85 7th Place East, Suite 500
St, Paul, MN 55101 -2198
651- 296 -6205
This email has been scanned by the MessageLabs Email Security System.
For more information please visit http: / /www.messagelabs.com /email