Tuesday night the Manhattan City Commission approved a construction bid of $304,667 to renovate the old Riley County Jail into the City Municipal Court.

The Commission also approved adding 10 new parking stalls and to not allow overnight parking. Here is a memo given to the Commission:

On May 15, 2001, the City Commission entered into an agreement with Brent Bowman and Associates (BBA) to provide architectural services related to the facilities at 600 Colorado Street. This contract for services included two phases. Phase I involved "existing building assessment, schematic design, concept planning for park components and estimated cost for development as a Municipal Court facility. Phase II included "design development, construction documents, bidding and construction administration of the Municipal Court project." Phase II of BBA services contract was authorized on July 17, 2001, and construction drawings were prepared.

After completion of the construction drawings and subsequent to the July 17, 2001, meeting, a request was made by the Riley County Attorney for the City to undertake the prosecution of certain specified misdemeanors. The original plan for renovation of 600 Colorado was insufficient to address the caseload that would be imposed upon the court if the City Commission approved the County Attorney’s request.

On February 5, 2002, the City Commission authorized the prosecution of misdemeanors in Municipal Court and authorized a contract amendment with Brent Bowman and Associates. The contract amendment provided for the redesign of the facility to accommodate the expanded caseload.

DISCUSSION

Upon completion of the plans and contract documents, the project was advertised for bids. Bids were received on Wednesday, June 26, 2002. Four (4) bids were submitted with Francis Construction Company, Inc. of Rossville, Kansas, submitting the low base bid of $304,667 (See attached bid tabulation).

In addition to the base bid, the contractors were asked to bid on three (3) alternates. Alternate No. 1 provides for an additional window into a new office in the existing structure. Alternate No. 2 is for the exterior site work, including concrete curb and gutter and sidewalks. Alternate No. 3 provides an additional 6" of loose fill insulation and ventilation baffles over existing insulation in the attic.

There are several items, which are necessary to complete the facility, which were not part of the construction plans. They include phone/data wiring, landscaping, exterior signage, parking lot stripping, and some interior furnishings primarily for new staff and attorney/client consult rooms (all other furnishings are being re-used). In an effort to keep costs to a minimum, these are items that will be completed under separate contracts or by city crews. Attached is a budget summary sheet showing the estimated expenditures for completion of the Municipal Court Facility. Also attached is a financial report with an analysis of the financial implications of this action in accordance with the City’s Long-Term Obligation Policy.

ALTERNATIVES

Regarding the construction contract, it appears the Commission has the following alternatives concerning the issue at hand. The Commission may:

1. Accept the Architect’s Estimates, award the contract to Francis Construction Company, Inc., of Rossville, Kansas, and approve Resolution No. 071602-B authorizing issuance of temporary notes.

2. Accept the Architect’s Estimate and reject award of the contract and provide City Administration with further direction.

3. Table the request.

RECOMMENDATIONS

City Administration recommends award of the contract to Francis Construction Company, Inc. of Rossville, Kansas, for the base bid and Alternate No. 1 and Alternate No. 3 for a total contract price of $307,467, contingent upon the second reading of the Municipal Facilities Ordinance. In addition, City Administration recommends that crews from the Street Division construct the exterior concrete work, and crews from Parks and Recreation perform the landscaping work. Also, City Administration recommends approving Resolution No. 071602-B authorizing issuance of temporary notes.

Notice to proceed on this contract will not be issued until after the second reading of the Municipal Facilities Ordinance. Awarding the contract at this time will provide the contractor the opportunity to pursue the completion of the necessary paperwork such as bonds and insurance if desired.

POSSIBLE MOTION

Accept the Architect’s Estimate in the amount of $425,000, award the contract for renovation and expansion of 600 Colorado for Municipal Court to Francis Construction Company, Inc., of Rossville, Kansas, for the base bid of $304,677, Alternate No. 1 for $1,300, and Alternate No. 3 for $1,500 for a total cost of $307,467, contingent upon the second reading of the Municipal Facility ordinance, and approve Resolution No. 071602-B authorizing issuance of temporary notes.