Agenda - Council Work Session - 08/12/2024

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finding three contractors willing to quote the work. Staff has attached the quotes and scope of work for each contractor and a comparison of the quotes to this case. In order to ensure that the building meets ADA requirements, staff is suggesting that the concrete ramp and sidewalk be included with the work contracted if the Council decides to move forward with the renovation. There are a couple of large Oak trees (One dead and hanging over building, the other one dying) on site that should be removed as part of this project to make way for the sidewalk. One contractor quoted $4000 for the tree removal but our public works team will be able to get the work done for a lesser cost. Quotes from the contractors ranged from $120,007 to $187,000 and did not include tree removal which is significantly less than what staff estimated at the previous work session. Neither quote included Sewer and Water connection charges, if applicable. The water meter was removed in 2000 and a new meter would need to be installed by the City. The timeline to complete the project once awarded and materials selected ranged from 4 weeks to 6 months. Based on the timing of required approvals, it is unlikely the project would be completed prior to Happy Days. The lowest quote was provided by DKN Construction and they also had the shortest timeline to get the project done. It should be noted that these quotes have a shelf life and a decision needs to be made quickly to ensure price stability. Staff also has had further discussions and has provided additional information to the contractors from the RCP report. Staff recommends that if a recommendation to award a contract is made that a 10-15% contingency be included due to the exploratory nature of some of the work that is needed to be performed (Sheet rock replacement (water marks), Door frame rot extending into building, and other unforeseen conditions). Parking Update (New information) Staff has had subsequent discussions with Security Bank and Trust (Formerly Flagship Bank) and they are open to a shared parking arrangement as long as it does not negatively impact their customers and employees. If a decision to move forward with the renovation, Staff would set up a meeting with the bank to discuss details and a potential agreement which likely would be dependent on the future use of the Old Town Hall building. Per an existing agreement (attached), the City already does have access to parking in the bank lot when the bank is closed. Potential Uses (New Information) In order to ensure that the historical building is preserved and isn't deteriorating, it would make sense to have it occupied in some capacity. This would ensure the utilities are operational, the building isn't leaking and it is secure from pests.(squirrels, bats, raccoons, mice, etc). a business incubator was listed as a potential use in the RCP study. Staff believes that a CPA, tax preparer, boutique retailer, or another office user that doesn't require many customers or workers would also be good uses of the space. Ideally, rent would recover the renovation costs quickly, but there is value in having a tenant "keep the lights on" to ensure the building remains in good working condition after the investment of the renovation has been made. Staff is looking for direction. For Quick reference,information provided in the April 9,2024 work session case is below: Renovation History and New Pricing Estimate Old information The City worked with the U of M and Resilient Communities Project (RCP) to put together a 1) Historical Report of the Old Town Hall (17A) and 2) the Future of Ramsey Town Hall (17B). The Historical Report has been provided for reference but the focus of the discussion centers around the renovation and future use of this historical building in Report 17B. The report evaluated the pros and cons of keeping the buildina at its current location or moving it to the COR. The report concluded that leaving it in its current location would allow it to remain on the National Register and not risk damaging the building by moving it. The report then looked at what would be needed to renovate the building so it could be restored appropriately and be able to be occupied and used. Any renovation would need to comply with the Secretary of the Interior's Standards for Rehabilitation as outlined in the RCP report.