HomeMy WebLinkAbout02-09-09 Council Handouts r •
Oak Park Heights
Request for Council Action FILE COPY
Meeting Date February 9. 2009
Time Required: 5 Minutes
Agenda Item Title: Citv Hall Facilitv - Annrove the Implementation of Pre - qualification Process for
Citv Hall Facilitv Proiect.
Agenda Placement Old Business
Z Originating Department/R u or c J9hnson. Citv Administrator
Requester's Signatur
Action Requested S Background/Justifica indicate if any previous action has been taken or if other public
bodies have advised):
As discussed at the work - session prior to the City Council meeting, attached is the General
Contractor Pre - qualification Process Packet which outlines certain submission protocols for
general contractors to provide to the City. It is largely similar to the versions provided in
weekly notes.
A general contracting firm must score a minimum of 15 points on the enclosed scoring and
which attempts to delineate a firm's qualifications, experience, and capacity and work history.
With this information, the City may better ascertain bidder qualifications and legitimate capacity
to perform such work. The City may likely still receive bids from firms who have chosen to
forgo this Pre - Qualification Process, but the City may preclude the issuance of a contract to
such firms.
Recommendation:
Approve and implement the process as outlined, subject to final refinement by the City
Attorney.
City of Oak Park Heights
City Hall Facility
General Contractor
Pre-qualification Process Packet
DRAFT
(219/09 Update)
City of Oak Park Heights — City Hall Facility Project
General Contractor — Bidder Pre - qualification Process
General Description of Pre - qualification Process
The City of Oak Park Heights is seeking the services of a qualified General Contractor to construct a new City Hall
Facility. The new Facility is to be located directly north of the current City Hall, with the current City Hall to be
demolished once the new Facility is completed. As part of the review process to ultimately determine a final General
Contractor the City is implementing a Bidder Pre - Qualification Process. Under this process 'Bidders' are required to
submit evidence that they have practical and significant knowledge and ability of the particular work to be bid upon
and that they have the financial resources to complete the proposed work in timely fashion. The City will not
consider issuing final contract for this Project unless a Bidder submits required information and meets the minimum
thresholds required.
The object of the request for the Bidder's qualifications is to make it possible for the City to have exact information
on the financial ability, equipment and personnel available, past performance and experience of the Bidder in order
to reduce the hazards involved in awarding a Contract to a party apparently not qualified to perform it and to best
determine those Bidders qualified to properly complete the work.
Pursuant to the guidelines below, Bidders must readily and independently document that the Bidder possesses the
experience, available personnel, equipment and the financial resources for a timely and professional completion of
the Project. The Bidder shall submit the requested information that will assist the City in determining whether the
Bidder is adequately prepared to fulfill the Contract.
The City reserves the right to reject any proposal where an investigation of the available evidence or information
does not satisfy the City that the Bidder is qualified to carry out the terms of the ON act. . The City's decision as to
the qualifications is final. Failure on the part of any Bidder to carry out previous ti�cto or lack of
experience or equipment, necessary for the satisfactory and timely completion of this4 e deemed
sufficient cause for the disqualification of said Bidder and as determined by the City.
General Citv Hall Facilitv — Proiect Description:
This Project is composed of: a new one -story plus basement level City Hall building, additions to and renovations of
an existing Public Works Building Garage, open vehicle parking areas, two open - air fence - enclosed outdoor storage
areas and various site work (storm water drainage and landscaping). Most of the existing City Hall building will be
demolished and a paved vehicle parking area will replace it on the site. An underground geothermal well system for
heating and cooling of the City Hall building will also be present. The new City Hall building will have a gable - roofed
structure clad in brick with an adjoining stone -faced council chamber both of which anchor a brick -faced octagonal
Rotunda topped with a skylight. See Attachments:
Attachments:
1. Site Map / Project Location
2. Al Site Plan
3. A2.1 Lower Floor Plan
4. A2.2 Main Level Floor Plan
5. A3.0 Exterior Elevations — (east & south)
6. A3.0 Exterior Elevations — (west & north)
Estimated Biddinq Timeline:
1. Issue Pre - qualification Process — Release and Advertised 2/13/09
2. Prequalification Information Responses Due & Opening 3/6/09
3. General Bid Process — Release and Advertised 2/27/09
4. General Bids Due & Bid Opening Date 3/31/09
Pre - Qualification Process:
To participate and complete this Pre - Qualification Process - complete the following:
1) Compile and provide the information requested below (Items 1 -6) in a professional manner, clearly
labeled and /or tabbed in the following order. Provide five complete original packets for review. Please
be as complete and as succinct as possible; provide only relevant, non - extraneous information. (Do
not submit general brochures from your firm as documentation unless these exclusively and in detail
respond to a particular question)
Item #1:
Item #2:
Item #3:
Item #4: To be inserted from chart ...
Item #5:
Item #6:
Item #7:
2) Utilizing your firm's letterhead, provide an original 'cover letter' at the front of each packet of
information introducing your information as well as a fully executed original Statement of Intent, see
enclosed. Both documents must be signed by the OWNER and /or PRESIDENT of your firm, being
that person with the authority to bind such firm in any future contract documents.
3) All submissions shall be delivered in a sealed packaging and all submissions shall be opened for
purposes of general identification in open forum immediatelya% r the submission due date and time.
(no facsimile or electronic submissions will be permitted ).he y will then in more detail review the
responses, hold an 'open to the public' scoring platform and apoy appropriate scoring within
approximately 10 business days — Also see the Legal Notice for acillto�l parameters, requirements
and conditions.
4) All submissions shall be provided to the City of Oak Park Heights, Attention City Administrator;
located at 14168 Oak Park Blvd, Oak Park Heights, MN 55082 and not later than 2:00 pm (CST) on
March 6th, 2009.
PLEASE NOTE THE FOLLOWING INFORMATION:
• Received information will be analyzed and ranked in detail to determine the qualification of all bidders. Failure to provide detailed
information or respond to any questions will be grounds for the City to disqualify your prequalification submission. Do not submit
extraneous or non - relevant information. Answer the questions clearly and succinctly
• Firms may select to forgo this Pre - Qualification process and may still submit a bid for the General Bid for the Project. However,
the City may preclude the issuance of a contract to any firm that does not successfully complete and qualify under the Pre -
Qualification process.
• Should the City discover (and verify) information that is contrary to the information provided, the City reserves the right to
immediately disqualify such bidder.
• Should the City discover information that demonstrates that within the last ten years, that a bidder has engaged in disingenuous
building /contracting practices resulting in material cost overruns; a finding of default and /or subsequent litigation, the City
reserves the right to immediately disqualify such bidder at anytime.
f •
Scorinq Criteria:
A Bidder will not be considered as an acceptable contractor for this Project, unless the Bidder receives a
minimum rating of at least 15 points, as determined and as calculated by the City utilizing the system
(below) for assigning points. Accordingly, please carefully review each scoring requirement and provide
all necessary and complete information so that the City may definitively assign points. Should no firm
reach the minimum required points the City may reassign the point structure to best determine
qualifications and experience.
Category *1: 5 points
Provide detailed history documenting your firm's previous experience constructing a public
facility (such as a city hall, school, courthouse, police garage, etc) similar in size and
functions within the last five years, to the satisfaction of the owner - Provide detailed
documentation discussing your firm's role in the project. Also provide facility owner's name
and contact information.
• For each additional facility qualifying under the above category - Provide Detailed 2 points each (max. a
Documentation for each project Including name and contact information. points)
Category #2: 5 points
Provide detailed history documenting the experience of the assigned job superintendent in
supervising construction of a facility similar in size and functions within the last five years, to
the satisfaction of the owner - Provide Detailed Documentation Including but not limited to a
copy of his /her resume and specify how long has this job superintendent been with your
firm. (Note: carefully complete this section as the City will expect that this Individual would
be assigned to Project should your firm be awarded Project. If ft person is ultimately not
available the City reserves the right review (to approve or de ) Iternate person to be
proposed. ` r
• For each additional facility (supervised by such individual) that qu 1 r^the above 1 point each (max. 3
category - Provide Detailed Documentation �� points)
Category #3: 4 Deduct 2 points for each
Provide detailed hlstory,(including contact Information of the owner) of initiating change confirmed project
orders (not at owner's request) that total more than 5% of the original bid of a similar
project within the last five years. If your firm has not initiated change orders on a
project totaling more than 5% on a single project provide a written statement
indicating this on your firm's letter head. Failure to provide such statement may
result In automatic disqualification.
Category #4: Deduct 2 points for each
Provide a detailed history of complaints, including contact Information, regarding the `quality confirmed project
of work' of projects within the last five years; This includes any work of your subcontractors
for which your firm was responsible for. Please also describe how your firm addressed these
complaints. If your firm has not received any complaints regarding `quality of work'
on a project within the last five years provide a written statement Indicating this
on your firm's letter head. Failure to provide such statement may result in
automatic disqualification.
Category *5: 2 points each (max. 6
Provide copies of any "letters of recommendation" from other MN. local units of government points)
in which you may have constructed similar facilities within the last five years.
Category #6 Deduct 3 Points for each
Has your firm been found in "default" on any project In the past ten years; If so, please Default
explain In detail? Have the principals of your firm been involved with "default" proceedings
with another or previous firm, if so please explain In detail? Provide the exact name, address
and contact Information of the Principals of your firm. If your firm or its principals have
not been found In default on a project, provide a written statement Indicating this
on your firm's letter head. Failure to provide such statement may result in
automatic disqualification.
Deduct 5 Points for each
'Debarrment'
Category #7
Provide detailed information if your firm, or Its principals, have ever been "debarred" from
bidding on any government contracts (Federal, State, School or Local). If your firm or its
principals have not been `debarred' from government contracting, provide a
written statement Indicating this on your firm's letter head. Failure to provide such
statement may result In automatic disqualification.
LEGAL NOTICE
Request for Prequalification Information
City of Oak Park Heights - City Hall Facility
The City of Oak Park Heights will be building a new 22,000 + /- square foot City Hall Facility commencing in
Spring 2009. The formal bidding process for soliciting services of a general contractor to construct the
Facility is anticipated to begin on February 1P. 2009 with bids for such services being requested upon the
publication and required advertising with release of final plans and specifications necessary for bidding
purposes.
Prior to the issuance of the information necessary for bidders to submit a bid for General Contracting
services to construct the City Hall Facility, the City has implemented a required bidder's Pre - Qualification
Process. All bidders must complete and submit the requested information as detailed in "General
Contractor Pre - Qualification Process Packet" to the City within the timelines specified in order to be
considered as an eligible bidder for final contract award in the upcoming general contractor solicitation.
The "General Contractor Prequalification Process Packet" is available for in- person pick -up at the Oak Park
Heights City Hall located at 14168 Oak Park Blvd. N., Oak Park Heights, MN 55082. You may also contact
Eric Johnson, City Administrator at 651- 439 -4439 for additional information.
Submissions of required information are due on March 6` 2009 and must be maintained in the form as
specified in the Pre - Qualification process and provided to Eric Johnson 14168 Oak Park Blvd., Oak Park
Heights, Minnesota 55082.
The submissions will be reviewed for scoring by a panel of three persons consisting of the City
Administrator, the Project Architect and a representative from the City Engineer's offices with the first open
meeting scheduled to occur on 2009 and thereafter meo i_c)s, to be reset on call of the
committee. The City may delay proceeding with bid letting or contracTW4ai4 until it has exhausted the
prequalification review process. The City also reserves the right to reject anv all prequalification
submittals that are determined to be non - responsive or to cancel the prequa f n process at any time.
Extraneous materials submitted that are not specifically responsive to the pre ation instructions
may be rejected or redacted from the submission by the City and at the City's dis retion.
All questions regarding the General Contractor Prequalification Process shall be directed to Eric Johnson,
City Administrator by e-mail - eajohnson@cityofoakparkheights.com
To Be Provided To for Publication Purposes:
Stillwater Gazette
Stillwater Courier
St. Paul/ Minneapolis Builders Exchange
ADD ADDITIONAL - - - ? ??
Statement of Intent
General Contractor Prequalification Process
l� do hereby represent and affirm that all statements, submissions and
information provided to the City of Oak Park Heights under the General Contractor Prequalification Process
is to the best of my knowledge wholly accurate and without material flaw. I further represent that 1 have the
full authority and ability to represent my company in this submission.
Signature
Title
Name of Firm
Date
Notary Public Date
iibmis , swif add
Attachments tin the following order)
1. Site Map / Project Location
2. Al Site Plan
3. A2.1 Lower Floor Plan
4. A2.2 Main Level Floor Plan
5. A3.0 Exterior Elevations — (east & south)
6. A3.0 Exterior Elevations — (west & north)
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City of Oak Park Heights
Bills Presented for Payment February 09, 2009
Payroll
Gross Payroll with PERA, FICA, and Medicare
Mayor & Council:
2 -9 -09 2,675.10
City administration:
Full -Time
2 -13 -09 8,805.82
Finance
Full -Time
2 -13 -09 9,442.93
Police Department:
Full -Time
1 -31 -09 Overtime 917.10
2 -13 -09 33,231.86
Total Police Department 34,148.96
Building Inspection Department:
2 -13 -09 5,967.46
Street Department
2 -13 -09 910.91
Park and Recreation Department:
Full -Time
2 -13 -09 1,891.67
Overtime
1 -31 -09 674.88
Part-Time
1 -31 -09 2,577.44
Total Park and Recreation Department 5,143.99
Utility Department
Full -Time (Water)
1 -31 -09 Overtime 254.69
2 -13 -09 6,079.81
\ J
City of Oak Park Heights
Bills Presented for Payment February 09, 2009
Payroll
Page 2
Full -Time (Sewer)
1 -31 -09 Overtime 254.69
2 -13 -09 3,865.18
Full -Time (Storm Sewer)
1 -31 -07 Overtime 0.00
2 -13 -09 754.98
Total Utility Department 11,209.35
Total Payroll 78,304.52
CITY OF OAK PARK HEIGHTS Check Register - Treasurer's Report Page: 1
GL Posting Period(s): 12/08 - 02/09 Feb 09, 2009 03:51 pm
Check Issue Date(s): ALL - ALL
Report Criteria:
Check. Check Issue Date = 01282009 - 02092009
Check.GL Invoice Acct (3 Characters) _ {_} 901
Date Check No Payee Invoice Description Inv Amount
01/28/2009 50611 OAK PARK HEIGHTS, CITY OF PURCHASE 4M FUNDS 94,000.00
02/05/2009 50612 OAK PARK HEIGHTS, CITY OF PURCHASE 4M FUNDS 18,000.00
02/09/2009 50613 CENTRAL BANK PURCHASE 19 MOS CD @ 2.85% DUE 9 -8 -10 500,000.00
02/09/2009 50614 OAK PARK HEIGHTS, CITY OF PURCHASE 4M FUNDS 32,000 00
01/30/2009 1302009 SMITH BARNEY CITIGROUP PURCHASE SMITH BARNEY MONEY MARKET 1,512.33 M
02/02/2009 2022009 SMITH BARNEY CITIGROUP PURCHASE SMITH BARNEY MONEY MARKET 198,629 24 M
02/04/2009 2042009 SMITH BARNEY CITIGROUP PURCHASE SMITH BARNEY MONEY MARKET 96,000.00 M
02/06/2009 2062009 SMITH BARNEY CITIGROUP PURCHASE FEDERAL FARM CREDIT BK 4 375 DUE 100,000.00 M
2/6/17
Totals: 1,040,141.57
M = Manual Check, V = Void Check
l _
A
CITY OF OAK PARK HEIGHTS Check Register - Council Report
Page: 1
GL Posting Period(s): 12/08 - 02/09 Feb 09, 2009 03:52pm
Check Issue Date(s): ALL -ALL
Report Criteria:
Check.Check Issue Date = 01282009- 02092009
Check GL Invoice Acct (3 Characters) _ ( < >) 901
Date Check No Payee - -- -- - - - -- -- - - - - - - - - - _ -
Invoice Description Inv Amount
02/09/2009 50615 ACE HARDWARE DISTILLED WATER
02/09/2009 50616 APPOLLO SYSTEMS 280.44
02/09/2009 50617 ASSURANT BENEFITS SECURITY SERVICE - 2ND QTR 67.10
PREMIUM -FEB
02/09/2009 50618 BEAUDET, DAVID 763.02
REIMB FOR AERIAL MAPS
02/09/2009 50619 BUETOW AND ASSOCIATES INC ARCHITECTURAL SERVICES - JAN 42.60
02/09/2009 50620 DAVE HOLT FORD 107,072.66
02/09/2009 50621 DENNY HECKER CADILLAC 2007 FORD CROWN VIC MAINT 478.30
2007 FORD CROWN VIC MAINT 13.86
02/09/2009 50622 DEROSIER, BRIAN REIMB FOR UNIFORM ALLOWANCE
21.34
REIMB FOR UNIFORM ALLOWANCE 197.90
Total 50622
219.24
02/09/2009 50623 ECKBERG LAMMERS BRIGGS PROSECUTION LEGAL SRVS - JAN
3,790.82
LEGAL SERVICES - JAN 1,798.70
Total 50623
5,589.52
02/09/2009 50624 EDER, DANIEL MEETING PER DIEM - JAN
02/09/2009 50625 GOPHER STATE ONE -CALL INC GOPHER STATE SPLIT 25.00
02/09/2009 50626 GUARANTEED CLEAN INC. 126.10
02/09/2009 50627 HATALLA, DAN GENERAL CLEANING -FEB 699.71
RECYCLING AWARD - 1/22 25.00
02/09/2009 50628 HAUBLE, MARTIN MEETING PER DIEM - JAN
02/09/2009 50629 INSTRUMENTAL RESEARCH INC TOTAL COLIFORM BACTERIA 25.00
02/09/2009 50630 JIMMY'S JOHNNYS INC 57 00
02/09/2009 50631 JOHNSON, ERIC PORTA -POT RENTAL -JAN 255.74
02/09/2009 50632 JOHNSON, ERIC REIMS FOR 750G6 HARD DRIVE 148.38
CAR ALLOWANCE - FEB 250.00
02/09/2009 50633 LEAGUE OF MINN CITIES 2009 EXPERIENCED OFFICIALS CONF
02/09/2009 50634 LINNER ELECTRIC CO. INC. BALLASTS 220.00
140.00
BALLASTS 133.00
Total 50634
273.00
02/09/2009 50635 LOFFLER COMPANIES INC DS4000 PRO DIG RECORDERS
1,227.94
COPIER COSTS 148.43
Total 50635
1,376.37
02/09/2009 50636 M.J. RALEIGH TRUCKING INC SNOW PLOWING SERVICES
02/09/2009 50637 MENARDS - STILLWATER 17,069.30
SUPPLIES 2427
JANITORIAL SUPPLIES 28.03
SWITCH 4.20
Total 50637
5650
02/09/2009 50638 MISTER CAR WASH CAR WASHES - JAN
02/09/2009 50639 MN CHIEFS OF POLICE ASSN EXECUTIVE TRAINING INST REGISTRATION 61.67
02/09/2009 50640 NAPA AUTO PARTS 345.00
HOSE CLAMPS 4.22
BATTERY CLEANER 7.23
Total 50640
11.45
02/09/2009 50641 NEXTEL COMMUNICATIONS CELL PHONE 1/27 TO 2/12
02/09/2009 50642 NIEBUR TRACTOR & EQUIPMENT INC HYDRAULIC CYLINDER 6 36.99
75.59
M = Manual Check, V = Void Check
CITY OF OAK PARK HEIGHTS Check Register - Council Report
Page: 2
GL Posting Period(s) 12/08 - 02109 Feb 09, 2009 03:52pm
Check Issue Date(s): ALL - ALL
Date Check No Payee Invoice Description Inv Amount
KUBOTA L3430 TRACTOR MAINT 626.53
CYLINDER & PARKING STAND 350.10
Total 50642
1,652.22
02/09/2009 50643 NORTHWEST ASSOC CONS INC TECHNICAL ASSISTANCE - JAN
1,192.15
TECHNICAL ASSISTANCE - JAN 3,151.24
MEETING RETAINER - JAN 1,600.00
PROFESSIONAL SERVICES S/F VARIANCE - JAN 300.00
PARK PLAN PROF SRVS - JAN 525.00
Total 50643
6,768.39
02/09/2009 50644 OFFICE MAX INC OFFICE SUPPLIES
68.83
UTILITY CART 289.63
Total 50644
358.46
02/09/2009 50645 ORKIN PEST CONTROL INC PEST CONTROL - FEB
02/09/2009 50646 OZZELLO, TOM 90.59
CELL PHONE SPLIT DISTRIBUTION 30.00
02/09/2009 50647 PINSKI, JENNIFER REIMB FOR PHOTO
02/09/2009 50648 QWEST 11.53
VOICE MAIL CHANGES 121.00
02/09/2009 50649 ROETTGER WELDING INC THAW WATER LINE
02/09/2009 50650 SIRCHIE FINGER PRINT LAB FINGERPRINT SUPPLIES 85.00
PLOW WALKING PATHS
02/09/2009 50651 ST CROIX SWEEPING 293.34 02/09/2009 50652 ST CROIX TREE SERVICE INC REMOVED BLVD TREE 682.50
02/09/2009 50653 STILLWATER GAZETTE 159.75
ADV BUDGET STMT 1/26 90.20
ADV PARKS COMM 1/26 44.28
ADV CITY COUNCIL MTG 1/27 47.56
ADV FOR BID COPIERS 1/28 26.24
ADV SITE PLAN REVIEW CUP 2/2 45.10
ADV FOR SITE PLAN 2/2 41.00
ADV PRESS RELEASE/OPENINGS 30.34
Total 50653
324.72
02/09/2009 50654 TETZLAFF, JUDY REIMB FOR MILEAGE - JAN
02/09/2009 50655 TIMBERLINE TREE SERVICE 26.07
BOULEVARD TREE PRUNING 6,266.46
02/09/2009 50656 TR COMPUTER SALES INC USB 7.0 PORT HUB
79.88
02/09/2009 50657 U S INTERNET SECURENCE SUPPORT 2/14/08- 03/13/08 57.50
02/09/2009 50658 UNITED STATES POSTAL SVS REPLENISH POSTAGE METER 600.00
02/09/2009 50659 VERIZON WIRELESS CELL PHONE 1/21 - 2/20 278.60
02/09/2009 50660 WAGNER, RANDY MEETING PER DIEM - JAN 2500
02/09/2009 50661 WHEATON, ANNE REFUND UTILITY OVERPAYMENT
02/09/2009 50662 XCEL ENERGY 8.32
ELECTRIC UTILITY 2,971.36
ELECTRIC UTILITY 1,786.45
ELECTRIC UTILITY 50.14
Total 50662
4,807.95
02/05/2009 2052009 BLUE CROSS BLUE SHIELD OF MN PREMIUM - FEB 28,220.80 M
Totals:
186,537.03
M = Manual Check, V = Void Check
S
CITY OF OAK PARK HEIGHTS Check Register - Council Report
Page: 3
GL Posting Period(s): 12/08 - 02/09 Feb 09, 2009 03 52pm
Check Issue Date(s): ALL - ALL
Date Check No Payee Invoice Description Inv Amount
Report Criteria:
Check. Check Issue Date = 01282009- 02092009
Check.GL Invoice Acct (3 Characters) _ { < >} 901
M = Manual Check, V = Void Check