Watertown City Council

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1 City of Watertown Agenda Item: Request for Action: Department: Watertown City Council Request for Action Consider quote from Kel s Custom Cabinets for a new Council dais Review and consider Kel s Custom Cabinets quote for a new permanent Council dais Luke Fischer, City Administrator Background: On February 12, 2013, the Watertown City Council authorized staff to seek quotes for a new Council Dais. The Request for Quotes (RFQ) sought design-build proposals for a permanent dais, which would replace the portable meeting desk currently in service. City staff delivered the RFQ to local cabinet shops Kel s Custom Cabinets, Senne Wood Products, Riverwood Cabinetry, and Galloping Cabinets. The RFQ was also posted to the City s website. The City collected a signal quote and design from Kel s Custom Cabinets. The proposal meets the minimum requirements stipulated in the RFQ and comes with a cost of $11, The City has received fee returns from the Sherburne Wright Cable Commission that could cover the cost of this improvement to the facility. Staff recommends the City Council consider the proposal and provide direction. Attachments: Kel s Custom Cabinets Proposal February 12, 2013 RFA and Packet Materials

2 City of Watertown Agenda Item: Request for Action: Department: Watertown City Council Motion to authorize Request for Quotes for Dais Replacement Authorize staff to seek quotes for permanent dais replacement Luke Fischer, City Administrator Request for Action Background: When City Hall was constructed (1996), the Council at that time coordinated to have a portable meeting dais constructed for its meetings. Initially, the intent was to ensure the most useable space in the Chambers as possible for large community events requiring three rooms. While worthy of consideration, it is important to note that in 2012, there were 14 events that used all three rooms. The conceptual layout that the portable dais has been reconfigured into would likely result in the reduction of 3-4 tables, if made permanent. It is likely that this will not have a significant impact on future rental use. Because the existing dais is portable, staff are required to move the workspace in and out of the Chambers before and after Council, Planning, Park, and School Board meetings. This is a time consuming process that has worn the dais and has been costly for the Cable Commission as electronic components are reconnected with each move. To mitigate the continued wear and tear on the facility and upgrade the portable dais, staff recommends seeking design-build quotes for dais replacement. The attached Request for Quotes outlines the general parameters for a design-build proposal for a permanent dais. If approved, staff would reach out to local cabinet shops for a proposal, as well as post the RFQ online for easier information sharing with other potential quoters. Staff recommends the City Council authorize the Council Dais RFQ. Attachments: Dais RFQ

3 Council Chambers Dais Replacement City of Watertown Purpose. The City of Watertown seeks design-build quotes to replace its existing portable Council dais with a permanent fixture. The new Council Dais will be located along the west and north walls of Meeting Room C at the Watertown City Hall, located at 309 Lewis Avenue South. The new dais will be constructed with a minimum useful life of fifteen years. The new dais layout will be generally consistent with the conceptual layout available for inspection at City Hall. Requirements. The City of Watertown seeks design-build quotes for a Council dais to be installed on site. The new dais should have a high aesthetic value and be constructed with substantial building materials. The new dais must include: - Space for seven seats for governing body members - Space for four seats for governing body staff - Ability to wire the length of complete dais and include access points at each seat - Minimum of 30 counter-top space the length of the dais The successful quoter must provide: - All materials and tools to complete the project - One year warranty on dais - Proof of liability insurance of $1,000,000, listing the City as an additional insured - Sample work portfolio including experience with comparable projects and photographs of recent work - List of current references Additional Requirements: Submittal: - Contractor acknowledgement that it is responsible for all damages caused by dais installation including, but not limited to, damage to the flooring, damage to drywall, damage to doors and door jams - Installation must be completed within two weeks from commencement - Complete material type and cost - Installation cost - Other incidental cost - Finish of proposed dais - Shop drawing of proposed dais - Anticipated time for completion

4 Due. To ensure timely completion of the project, please submit your information to the City of Watertown by February 28, 2013 at 4:00 pm. The submittal will be reviewed by the Watertown City Council on March 12, The City of Watertown reserves the right to reject any and all quotes. If you have any questions, please contact: Luke Fischer, Watertown City Administrator

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