4.2. SR 02-14-2011~~j
City of
Elk -~-,
River
REQUEST FOR ACTION
TO ITEM NUMBER
Ma or and Ci Council 4.2.
AGENDA SECTION MEETING DATE PREPARED BY
Administration Febru 14, 2011 Tim Simon, Finance Director
ITEM DESCRIPTION REVIEWED By
Architect for Public Works/Parks/Fleet Maintenance Project Lori ohnson, Ci Administrator
REVIEWED BY
ACTION REQUESTED
Approval to contract for architectural services with 292 Design Group for the public works/parks/fleet
maintenance facility project pending city attorney review of the contract.
BACKGROUND/DISCUSSION
C-ver the past several months, a committee of several city staff members and Councilmember Westgaaxd
has worked on the master planning study for the public works campus. From that point, the Council
authorized the committee to perform a request for proposal (RFP) for the architectural services for the
project. The RFT' was separated into two phases (I and II). Phase I includes conceptual design,
schematic design, design development, and construction documents. Phase II includes bidding and
negotiation and construction administration.
The Council discussed phase I which may include some improvements like fuel islands, ball park lighting,
grading, etc. All of which will be determined once phase I commences and detailed project budgets are
developed. We will work with the architects to figure out the best approach based on the funding
available for phase I. The Council will consider phase II once phase I is complete.
Seven architectural firms submitted proposals for the project, of which the committee chose three of the
firms to be interviewed. The base fees ranged from ($337,500 - $745,750). SEH, 292 Design Group,
and TKDA were each given one hour for a presentation and questions from the interview panel. Based
on the interviews, relevant experience, references, and fees, the interview panel is recommending 292
Design Group.
The committee had many good discussions about the project and would like to consider some optional
services that were proposed by many of the firms. They include commissioning, energy modeling,
daylight modeling, and fixtures, furniture and equipment design.
FINANCIAL IMPACT
Breakdown of basic services (3.75% of $9,000,000 construction cost):
Phase I - $236,250
Phase II - 10$ 1,250
Total $337,500 (plus up to $5,000 each phase for reimbursables)
N:\Public Bodies\City Council\Council RCA\Agenda Packet\02-142011\PWazchitects.docx
Estimated optional services:
Commissioning ($27,000-$45,000)
Energy Modeling ($4,400-$8,800)
Daylight Modeling ($2,200-$4,400)
Fixtures, Furniture and Equipment ($15,000)
If these optional services are chosen, the total on the high range would be $420,700, including
reimbursable expenses.
The funding for phase I will be out of the government building fund with a transfer from the municipal
liquor enterprise fund once the complete scope of phase I is determined.
ATTACHMENTS
^ 292 Design Group Project Approach and Fee Schedule
Action Motion by Second by Vote
Follow Up
N:\Public Bodies\City Council\Council RCA\Agenda Packet\02-142011\PWarchitects.docx
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Public Works and
Fleet Maintenance
Facility
A ~ropos~l for
Archi~ecturc~i n ineerin
S rvices
292 Design Group
9100 49th Avenue North
New Hope, MN 55428
Contact, Pamela Bakken Anderson, AIA
panderson@292designgroup.com
763.533:3813
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J - - R~~jecf ~~p~oae~ Project Unc~erstandin~ & ~1/orkplan
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Working closely with Elk River staff and leadership, 292 Design Group and
our consultants will engage the team in meaningful analysis, assist the city in
developing a detailed plan for the city's public works storage and maintenance
requirements and design a facility that meets the needs of current operations
while allowing for future development and changes.
We understand that it is our job to provide professional planning advice to City
staff so they will be able to make the critical decisions required for the future
of the City of Elk River. Our team does this through a thoughtful and rigorous
planning process starting with a work plan and defined work products.
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Project dick-af
Public Works representatives and City staff meet with the design team to discuss
the work plan and to identify the decision-makers who will be involved in the
design work. We then prepare a statement of goals and objectives for the vehicle
storage, maintenance, and office building, the fuel storage/dispensing area, salt
storage, compost storage and adjacent area design and confirm a schedule that
identifies key milestone dates and agendas for meetings and presentations.
Work Proclc~cts.- Written work plan and goals/objectives, project schedule, major
milestone dates, directory of project participants, and meeting schedules and
agendas
City{Staff Input and Planning l~evie~d
All project stakeholders will be brought together into a comprehensive planning
and design team working directly with the consultant team. The first critical
phase is to review and discuss the work undertaken to-date. Concurrently,
we will collect input from the various users who will be involved in the project
including public works staff, city leadership, and all regulating agencies. Our
team believes in and feels strongly that the greater the input at this phase, the
greater the potential for a successful project.
Work Products: Written meeting minutes, notes and analysis, program and site
planning updates (as needed)
Cencept~al Design ®eveiopment
As one of the most informative parts of the design process, the 292 design group
team will lead the City through a design charrette to prepare multiple diverse
options for participants to discuss. Conceptual image sketches suggest the
form and image of the building and its fit within the existing natural context. At
this time, initial budgets are confimed based upon the conceptual design and
site information.
Work Products: Conceptual plans, site plans, exterior image sketches and and
_. preliminary budget confirmation
• Vehicle Storage
• Fleet Maintenance
• Wash Bays
• Office Area
• Break Room
• Support Spaces
• Fuel Storage and
Dispensing
• Salt Storage Building
• On-site Compost
Storage Area
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Elk River Public Works and Fleet Maintenance Facility '
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~ Pre~~~c~ A~~~~~~h Project Understanding & V~~orkpfan
With the recommendation to proceed by the City, a schematic design is prepared.
This phase will define the public works and fleet maintenance facility including
materials and construction methods and the yard, drive, parking and site
development. A comprehensive schematic cost estimate ensures the project
remains on-budget and sustainable design goals are documented.
`~!crk .~rcc`uc4s.F A comprehensive schematic design package. Deliverables are
based upon our defined project process guidelines and include:
• Updated project schedule
• Site plan, floor plans, roof plan, exterior elevations, building/wall sections
• Additional drawings /renderings as needed to present the concept
• Schematic civil layout including site plan, grading plan and utility plan
• Schematic structural layout including foundation plans and framing plans
• Schematic mechanical layout including equipment and distribution
• Schematic electrical layout including lighting and power distribution
• Architect's and consultants' description of systems
• Building code study and preliminary zoning ordinance analysis
• Outline specification by CSI division
• Estimate of probable construction costs and value engineering as developed
in conjunction with the Owner
In addition to the deliverables outlined above the 292 team will make presentations
to staff and other review bodies as required by the City.
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This phase will define the major building systems -including architectural,
structural, civil, mechanical and electrical -including materials and construction
methods. An updated cost estimate ensures the project remains on-budget
and sustainable design goals are reviewed.
l-Mork °roducts: A comprehensive design development package. Deliverables
are based upon our defined project process guidelines and include:
• Updated project schedule
• Final code review including code and zoning review drawings and text
• Drawings including site plan, floor plans, roof plan, all exterior elevations,
building and wall sections, interior elevations and schedules
• Additional drawings to present the design and defined in the contract.
• Developed civil layout including site plan/details, grading plan/details and utility
plan/details
• Developed structural layout including building sub-grade foundation work,
footings and foundation plans, floor and roof framing plans and written
description of structural systems
• Developed mechanical layout including underground waste and supply lines,
mechanical equipment, distribution and systems description
• Developed electrical layout including distribution, equipment, site and floor plan
- layout, distribution and site lighting and systems description
• Preliminary specification by CSI Division
• Estimate of probable construction costs and value engineering as developed
in conjunction with the Owner
In addition to the deliverables outlined above, the 292 team will make any required
presentations as directed by County's project representative.
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Elk River Public Works and Fleet Maintenance Facility
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rc~~~t ~~~ra~~~ Project Understanding & Warkplan
Prepare the documents that will provide the detailed drawings and specifications
for the construction of the project that will become the basis for a contract between
the City of Elk River and the contractor for the project.
~`ifvr%C rc~u~ ~: A comprehensive construction document package. Deliverables
are based upon our defined project process guidelines and include:
• Updated project and construction schedule
• Final code review including code drawing, completed code review text and
zoning review drawings
• Construction Document drawings including site plan, floor plans, reflected
ceiling plans, roof plan, all exterior elevations, building and wall sections,
large scale plan drawings -final layout, interior elevations -final layout,
schedules and details
• Final civil layout including site plan/details, grading plan/details and utility
plan/details
• Final structural layout including building sub-grade foundation work, footings
and foundation plans, floor and roof framing plans and structural details
• Final mechanical layout including underground waste and supply lines,
mechanical equipment, distribution systems, floor plan layouts, mechanical
schedules and details
• Final electrical layout including distribution, equipment, floor plan layouts,
electrical services distribution and site light lighting electrical schedules
and details
• Layout of specialty systems
• Final specification by CSI division
• Assist in preparation of a final estimate of probable construction costs
Poe E i
Bidding and ~egotiotion
Assist the City of Elk River in obtaining bids for the project. Interpret the documents
and provide clarification to the bidders on the project. Prepare contracts for the
construction of the project.
Construction ~dministratian
Observe the construction work for conformance to drawings and specifications,
process shop drawings, evaluate contractor request for payment, prepare final
punch list, Certificate of Substantial Completion, and project closeout.
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~ cr~fri Eng.neer€rrg
~ Jason Raverty, PE
Stevens Engineering
Will provide technical site
design & engineering
Structural Engineering
Joe Pearce, PE
Nelson-Rudie & Assoc.
Will lead structural design
services
Project ~~anager/Architect
Pamela Bakken Anderson, AIA, CID
LEED AP
292 Design Group
Will be the key contact person and
oversee all phases of the work
Project C~esignerfArchitect
Mark Wentzell, AIA
292 Design Group
Will provide overall design
leadership for the facility
lecl°€arrical EngineeriEE
Scott Rudie, PE
Nelson-Rudie & Assoc.
Will lead plumbing &
HVAC design
Electrical Engi€~eerin
Andy Erdmann, PE
Nelson-Rudie & Assoc.
Will lead power & lighting
systems design
AvaNabikity and Capak~ility
Each of the staff members listed above are currently available to begin
work with the City of Elk River and will remain with the project throughout
planning, design and construction. Additional design, drafting and support
staff will be assigned to the project as required by the schedule and project
requirements.
Gapies of individual staff resumes are provided under section E of this
proposal.
Elk River Public Works and Fleet Maintenance Facility
d Fees Fees by Phase
irf ~t O ibr~I
Project costs and fees were based upon the information provided in the Request
for Proposal and and calculated based upon the following assumptions. A final fee
amount can be negotiated based upon the final scope of the project.
Assumed Total Project Cost - $10,000,000
Assume Total Construction Cost - 90% $9,000,000
Fee Percentage - A/E - 3.75% -Both Phases $337,500
Breakdown of Basic Services
Phase I
Schematic Design - 15% $50,625
Design Development - 20% $67,500
Construction Documents - 35% $118.125
Phase ITotal - $236,250
Phase II
Bidding - 5% $16,875
Construction Administration - 25% $84,375
Phase I I Total - $101,250
PC~S6= j
Fee for Architectural Services $160,650
Fee for Engineering Services (civil, structural, mechanical, electrical) $75,600
Other Fees -Reimbursable Expenses (Estimated Allowance) $5,000
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Fee for Architectural/Engineering Services (aid & construction) $101,250
Other Fees -Reimbursable Expenses (Estimated Allowance) $5,000
Reimbursable expenses include but are not limited to:
Transportation cost at current rates
Reproductions, plots, standard form documents, photocopies
Project photography, postage, and delivery
Materials required to assemble reports.
Renderings, models and mock-ups requested by the owner
Other similar direct project-related expenditures
Fees for this project, including program/conceptual design. confirmation, basic
services, and project administration, have been determined based upon experience
with projects of similar type and scope and upon calculation of actual project
schedule and staffing requirements for each phase of work.
The 292 team strives to tailor the fee structure to the client's expectations and
requirements. We would appreciate the opportunity to discuss our fees and their
development and if desired, the amount of service for a particular task or phase can
be modified to keep the fee in balance with the City's budgetary requirements.
Elk River Public Works and Fleet Maintenance Facility