9.0. SR 11-19-2001l ver
TO:
FROM:
DATE:
SUBJECT:
MEMORANDUM
Mayor and City Council
Pat Klaers, City Administrator
November 19, 200 I
City Hall- Police Station Expansion
Item 9.
Thc city hall- police station expansion committee met on Thursday, November 15, 2001.
The committee reviewed the material and information that Gary Tushie put together since
receiving feedback from the Council on September 24, 2001. The committee
recommendations to the City Council on building options and on funding and timing issues
are at the end of this memo.
Building Layout Options
The following building layout options are attached for your review.
Page 1
Page 2
Page 3
Page 4
Page 5
Existing site plan.
Existing floor plan of city hall and the police station.
Option one: police and city hall each doing a two-story addidon onto
the existing facility.
Option two: police constructing a new facility across the parking lot
and administration moving into the police department after
remodeling.
Option three: police constructing across the parking lot, and part of this
construction would be a two story facility, and administration moving
into the old police area once it is remodeled. This option includes a
fire satellite station being connected to the EOC and police station to
make a "public safety facility."
It should be noted that all three building options include the utilities in the city hall complex
with some joindy shared spaces (bathrooms, conference room, lunch/break room).
GkIy flall- Police Station E:~ansion Committee
Page 2
Expansion Program Analysis
This information shows the requested additional space at city hall through 2013 to be
18,800 sq ft and another 10,400 sq ft being needed to address the needs through 2023. The
requested police expansion needs for 2013 is almost 19,500 sq ft with another 2,600 sq ft
being requested to meet the police needs through 2023. If money is available, police should
build to address their 2023 needs since it is only an additional 2,600 sq ft.
Under option one, which is a two story expansion on our existing site, no cuts in the
program have been made. This assumes that we can afford all the space that is being
requested.
Under option two, which moves the police across the parking lot, some space adjustments
are being made. Administration needs to live within the existing 27,600 sq ft facility and will
have to cut out approximately 8,200 sq ft of requested space. These items would have to
wait until an expansion in 2013.
The committee questioned whether or not this reduction in option two was the best
approach considering the current low interest rates and attractive bidding environment that
we are experiencing. In this regard, the committee wanted to consider not only adding onto
City Hall this 8,200 sq ft but also wanted to consider building (as a shell) the 10,400 sq ft that
is needed through 2023. The concern of the committee related to how soon City Hall would
need additional space for such things as the park and recreation department and what the
cost of this space would be in the future as compared to the current good bidding
environment. The committee thought that this project may end up on the tax leW and;
therefore, couldn't offer any firm recommendation on this issue until it gets some data on
the potential impact on a typical homeowners tax bill.
Proposed Bud~et
All of the costs estimates do not include furniture, fixtures, or equipment (FFE) expenses or
architectural fees. The cost estimates are preliminary and a more complete and accurate cost
analysis will be done in the design phase.
Option one is the most expensive and this is to be expected as this provides for all the
requested space. Option two, the separate building option, is less expensive but this is mainly
due to administration eliminating 8,200 sq ft from its 2013 needs and living within the
existing 27,600 sq ft building footprint. If administration added 8,200 sq ft to the existing
city hall and police constructed across the parking lot, then the cost for both options would
be similar. Police are building for 2023 in both options. City Hall is building for 2013 in
option one and, at this time, less than the 2013 space needs in option two. Please note that
the possible deductions for the garage and gun range would apply to both options, although
not all of the garage space can be eliminated due to the ERU garage needs. The second page
of this attachment shows in rough figures what the fire station and the utility buildings
would cost.
Ci(y Hall- Police Station Ex]oansion Committee
Page 3
The government building reserve has funding for part of the project but has nowhere near
5-7 million dollars for a public safety complex. If the public safety complex is not put into
the tax levy, then the project will either need to be downsized or delayed. The city can put
the project in the annual tax levy by either a public referendum vote (November 2002) or
they can have this expenditure take place at any time by working with the EDA on a lease
purchase plan. One reason to pursue the public safety complex now (by way of a lease
purchase plan) is to take advantage of the good bidding environment and the low interest
rates that we currently see. If we move forward now with a spring bidding, then the next big
issue will be... how much does the project cost and how much of a project can we afford?
In this regard the finance director will have some information to present relating to the tax
impact of a 5, 7 or a 9 million dollar lease purchase facility going on the annual tax levy over
twenty years.
Committee Recommendations
At the committee meeting on November 15, 2001, the committee agreed to a number of
recommendations. These recommendations are as follows:
1. Pursue option three.
2. Pursue the entire public safety complex at once.
3. The City Council should seriously consider the tax levy and lease/purchase approach
for a spring bidding of the project (requires working with the EDA).
4. Consider expanding the existing City Hall complex to include the missing 8,200 sq ft
and possibly to address the 10,400 sq ft of needs for 2003 as a "shell".
5. If possible include a basement in all new construction.
6. The EOC be constructed in a basement setting and it not be used as a meeting space
available for the public.
7. Support the two story police concept in option three and not a one story police
station.
8. Offered no comments on down sizing the police until debt information is known.
Option three was selected due to the desire to have fire at the municipal complex and to
have it attached to the EOC and Police Station. Option three was also preferred because it
allows for the staging of construction. Once the public safety facility is completed, then
police move out of their existing space; that space is then remodeled and certain
departments then move into that area followed by the rest of City Hall being remodeled.
Option three also lays out the best for future expansion opportunities or for new facilities
that may be needed in 20 or 30 years in this municipal campus area.
The police department will have some information available for the City Council to review
regarding justifying the gun range from a cost/benefit point of view. Additionally, we need
to look at reducing the 12-14 police garage and to provide some cold storage construction
for items that are currently in the police garage (i.e.: snowmobiles, all terrain vehicles,
bicycles, etc). The data on the tax levy impact to the homeowners will have a big impact on
these type of issues.
Ci[y Hall- Police Station E~,cpansion Commiltee
Page 4
There are a number of issues for the City Council to discuss. Hopefully some decisions will
be made at the Monday, November 19, 2001, meeting. At a minimum we'd like to get a
decision on building layout options and resolve the fire department location issue. Ideally,
we would make some decisions about how to fund the police facility and whether or not we
should move forward with a police/fire hall facility together at one time. Another decision to
consider relates to the public safety complex and whether the facility should be funded with
tax monies and if the project should be considered now or next fall.
The next step in this building project process is to have the City Council authorize Tushie
Montgomery to move forward into the design phase. This would be part of the architectural
contract for the project. Architectural services generally run in the 7.5% range. This design
work will get the city to the point of being able to go out for construction documents and
this design work will give us good cost estimates for the project. The cost for the design
services may need to be adjusted if the fire department is included in the proposal. Also, a
separate proposal will most likely be needed for the utilities facility. It is appropriate for the
Utilities Commission to consider this information and provide an indication to the City
Council on how it wants to proceed. A joint meeting with the commission may also be
appropriate.
We will need to move forward soon if we are going to try for a spring building project. As
previously discussed with the City Council, the city can stop the project at any time including
after the design phase due to lack of funds being available or the need to downsize the
project.
Attachments
· September 24, 2001, CouncilMinutes
· Site Options
· Program Analysis
· Budget
· Schedule
· Original Tushie-Montgomery Proposal for Design Services
MEMORANDUM
TO:
FROM:
Mayor and City Council
Lori Johnson, Finance Director
DATE:
November 19, 2001
SUBJECT: City Hall - Police Station Expansion
Item 9.
At the recent city hall/police station expansion committee meeting, the committee discussed
the benefits of proceeding with this construction project earlier than originally planned to
take advantage of a favorable bidding climate and low interest rates. Before the Council can
make a decision on project size and timing, project financing needs to be considered and
finalized. The Council has briefly discussed financing, but in concept only. Without some
idea of the construction cost, it was difficult to discuss anything but general concepts. Now
that construction estimates are available and a time frame has been proposed, there is
enough information to begin working on a detailed financing plan.
One way to finance the construction is through reserve funds. Although funds have been
reserved in the Government Buildings Reserve fund for future city hall and police station
expansion needs, it was never expected that the entire project could be financed through
reserves. There will be approximately $1,750,000 available in this fund at year-end
depending upon landfill surcharge revenues, the main source of revenues for this fund.
However, this is also the source that has been discussed for the city's contribution to the
YMCA. A decision on how much of this reserve should be used for this project (including
how much is needed to cover furniture and equipment costs) and how much should be
reserved for the YMCA needs to be made in order to finalize the expansion project
financing.
There are two methods of debt financing for the balance of the project not funded by
reserves. General Obligation bonds can be issued with voter approval. Lease purchase
bonds can be issued without voter approval. Both bonds allow for a tax levy to fund the
debt. The tax levy for a voter approved issue is based on market value while the tax levy is
based on net tax capacity for lease purchase bonds. In 1991 when lease purchase bonds
were used to finance the city hall and police station construction, the concept was relatively
new and interest rates were significantly higher for lease purchase than general obligation
bonds. Interest rates on lease purchase bonds are now only around 50 basis points higher,
perhaps because so many lease purchase bonds have been issued and bondholders
understand that cities are going to make the annual lease payment each year so debt
payments will be made. Lease purchase bonds do, however, require a debt service reserve
fund equal to one year of debt service unlike general obligation bonds that do not.
The 1991 lease purchase bonds are being repaid through several different sources including
NSP Reserve, Liquor Fund, Government Buildings Reserve, and General Fund transfers.
Unfortunately, these sources are not sufficient to fund a second bond issue; a tax levy will be
needed to fund most, if not all, of the debt issued for this project. Based on very rough
preliminary information, a $5,000,000 project would require an annual tax levy of
approximately $470,000 and a $9,000,000 project would require an annual tax levy of
approximately $845,000. This equates to an annual tax increase of approximately $45-$50
and $80-$90 respectively on a $125,000 house. The approximate increase for a $1,000,000
commercial/industrial property is $750 to $1,350 respectively. These estimates will be fine
tuned later when the type of bond issue and project size have been determined.
In conclusion, there are several financing decisions that need to be made by the Council on
this project including the amount of reserves to be used and the type of debt that will be
issued. Of course, determining the amount to be financed is probably the major issue.
Once these decisions are made, a financing plan will be presented to the Council for
consideration.
Action Requested
No action is required at this time. Prior to proceeding with bidding this project, the Council
will be asked to approve a financing plan.
City Council Minutes
September 24, 2001
Page 3
COUNCILMEMBER MOTIN MOVED TO PURCHASE LOT 1, BLOCK 2,
COUNTRY CROSSING BUSINESS CENTER (PIN #75-575-0205) WITH
FUNDING TO COME FROM THE NSP FUND, AND WITH THE
INTENTION THAT THE PURCHASE PRICE BE REPAID FROM TAX
INCREMENT FINANCING MONEY PLUS A MARKET INTEREST RATE.
COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION
CARRIED 5-0.
4.3. Consider Funding Options for School Theater
The City Administrator discussed the proposed source of funds for payment to the school
for the school theater. He noted that the Council agreed to pay the school district $112,600
per year for 5 years. Pat K2aers recommended that the 2001 payment be taken from excess
revenues from the 2001 operating budget. He further suggested that the 2002 and 2003
payments be taken from the NSP fund if excess revenues are not available. The Council
concurred with the City Administrator'.s recommendation.
4.4.
Community. Recreation Update
Counci.haaember Motin updated the Council on the August 20 and September 24
Community Recreafon Board meetings. He discussed the community recreafon asset list
put together by Michele Bergh and reviewed the $74,000 defidt that the School Disthct
claims exists.
4.5. Consider Liquor License for Dick's Main Tap
The City Clerk indicated that Mr. Mitch Miller has purchased Dick's Riverfront Bar and
Grill. She noted that Mr. Miller is requesting an on-sale liquor license, a Sunday license, and
a 3.2% percent malt liquor off sale license.
COUNCILMEMBER TVEITE MOVED TO APPROVE AN ON-SALE LIQUOR
AND SUNDAY LIQUOR LICENSE AND AN OFF SALE 3.2 PERCENT NLkLT
LIQUOR LICENSE FOR MITCH MILLER'S OLDE TOWN TAVERN & GRILL
LOCATED AT 651 MAIN STREET. COUNCILMEMBER DIETZ SECONDED
THE MOTION. THE MOTION CARRIED 5-0.
5. Open Mike
No one appeared for open mike.
City Hall Expansion Committee Update
City Administrator Pat I43aers updated the Council on dae progress of the City Hal]
Expansion Committee. He noted that Council_members Mot_in and Kuester are members of
the committee. The City Administrator explained that the committee has identified dae
needs of the city and put these needs into building space terms. He further explained that
these space requirements have to be prograrmned into a new, expanded or remodeled
facility.
The City Administrator reviewed several issues reladng to the expansion including
department expansions, new departments, police department needs including a shooting
City Council Nfinutes
September 24, 2001
Page 4
range, an expanded emergency operations center, and large meeting room. The City
ActtrUnistrator reviewed the options for expansion discussed by the committee, which
include expanding the existing city hall to include all departments, or building a new facility
for due police department with the other city departments utilizing flue e~sting facility. He
noted that if a new police department were built, it could be built across the parking lot
from city hall creating a campus environment.
Gary Tushie of Tushie-Montgomery Architects discussed the advantages and disadvantages
of expanding the existing facility or building a new facility for the police department.
The Council discussed the issue of splitting the police department away from city hall. The
Council majority concurred that a campus setting is a good idea if financially feasible.
Discussion pursued regarding the issue of including large meeting room space in the facility.
It was noted that due to funding concerns, the large meeting room space is not included in
the project. It was stated that if the meeting room space doesn't occur now at city hall, there
would still be the opportunity to consider meeting room space at other locations (with other
projects) or in the future at city hall.
Discussion was held regarding the possibility of having a combined police department/f~re
department in the same building with an EOC connecting the departments. The Council
discussed the corner of Joptin Street and Business Center Drive as a locadon for the satellite
£zre stadon. The City Administrator indicated that the EOC could be used for other
purposes such as smaller meeting room space for community activities.
The Council discussed the possibility of the Elk River Utilities locating at City Hall. It was
the consensus of the Council that the Utilities should be located at City Hall for customer
service purposes. Councilmember Dietz suggested that the Council should also consider
asking the deputy registrar's office if it would be interested in locating at city hall.
The City Administrator indicated that the committee would begin to finalize the numbers
and provide cost estimates based on different scenarios.
Other Business
Councilmember Tveite stated that Tom Salzmann, a member of the community, recently
passed away. Councilmember Tveite recognized Tom Salzmann for his contributions to the
community and to the fair board.
8. Staff Updates
The City Clerk informed the Council of the Homecoming parade on October 5.
Adjournment
There being no further business, Mayor Fdinzing adjourned the meeting of the Elk River
City Council at 8:20 p.m.
Sandra Peine
City Clerk
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BITE PLAN-
,'-"',OPTION 2
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T U S H I E
MONTGOMERY
ARCHITECTS
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SITE PLAN
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MONTGOMERY
ARCHITECTS
7645 LYNDN. E AV[NU~
SITE PLAN
OOPTION
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,SITE PLAN
OPTION 3
TUSHIE MONTGOMERY
612 861 9632 P.01x04
7645 Lyndale Avenue South, Suit~ 100
Minneapolis. Minnesota 55423-4084
612,861. 9636 Fax: 612. 861 . 9632
www . tmiarchitects . eom
TRANSMITTAL
To: Patrick D. Klaers
City Administrator
City of Elk River
13065 Orono Parkway, Box 490
Elk River, MN 55330
T U $ H I E
MONTGOMERY
ARCHITECTS
Date: i 1/13/01
Project Number: 20105 IA
Project Name: Elk River City Hall Expansion
Phone: 763-441.7420 Fax: 763-441-7425
WE ARE SENDING YOU VIA:
[] Fax - Total Pagcs: 4 [] Picked Up [] U.S. Mail
[-]Mcs~ng~
[] Hand Delivery
[] Overnight Delivery
THE FOLLOWING ITEMS:
[] PRINTS [] SPECIFICATIONS
[] SHOP DRAWINGS
~ OTItER
COPIES DATE NO.SHT$ DESCRIPTION
1 9/24/01 3 Space Needs Assessment - Expansion Program Analysis
[] YOUR USE
[] APPROVAL
REMARKS:
[] AS REQUESTED
[] BIDS DUE
[] REVIEW AND COMMENT
[] DISTRIBUTION TO OTHERS
COPY TO: File FROM: Gary Tushie
Kindly notify us if you have any questions or concerns regarding this transmittal.
NOU-l~-2001 13:51 TUSHIE MONTGOMERY 612 861 9632 P.04×04
ELK RIVER CITY HALL SPACE NEEDS ASSESSME~IT
ELK RIVER MINNESOTA
EXPANSION PROGRAM ANALYSIS
SEPTEMBER 24, 2001
T U S H '[ E
MONTGOMERY
ARCHITECTS
ADDITIONAL
TOTAL S.F. EXPANSION
EXISTING NEEDS NEEDS
AREA BUILDING S.F. THROUGH 2013 THROUGH 2023 TOTAL
Council Chambers 2,050 2,461 ! ,899 4,360
Common Areas 8,231 12,347 4,144 16,491
Administration 6~798 21,063 4,369 25,432
Police 10~548
TOTALS 27~627 35,871 10,412 46~283
Police 10~548 30,015 2,589 32~ 604
Option One:
Option Two:
Expand City Hall to accommodate expansion needs through 2013 as follows:
Existing Citv Hall & Police Soace
.27.627 s.f.
City Hall Expansion needs
Police Expansion needs
18,792 s.f.
19,467 s.f.
Total Expansion
38,259 s.f.
Move Police out of City Hall into a separate building and expand City Hall spaces into
remodeled existing Police space to accommodate 2013 need:
Existing City Hall
Remodeled Police Space
City Hall Building Addition Needs
(35,871 - 27,626)
17,079 s.f.
10,548 s.f.
84244 s.f.
Total
New Police Station
3s.87!_s_f
30,015 s.f.
TOTRL P.04
NOU-13-2001 1~:51 TUSHIE MONTGOMERY 612 861 9632 P.03×04
Elk River City Hall Space Needs Analysis
September 24, 2001
Page 2 of 3
Under Option One if the Police garage were eliminated except for a two-stall sally port the overall
Police expansion could be reduced as follows:
Garage
Add for walls & circulation
Sally port
Add for walls & circulation
4,000 s.f.
1,620 s.f.
5,620 s.f.
900 s.f. (15' x 30' x 2)
365 s.f.
Total 4,355 s.f.
If a Sally port and vehicle garage are not required the overall building addition space can be reduced
as follows:
Existing garage
Add for walls & circulation
2,682 s.f.
1,086 s.f...
3,768 s.f.
Additional Police space needs through 2013 19,467 s.f.
Less garage space - 5,620 s.f.
Less Existing garage converted
to office space - 3,768 s.f.
Total Building Addition Needed for Police 10,079 s.f.
Under Option Two the Building/Zoning garage is partially converted to office space (see additional list
below) and a small addition is proposed for shared space with utilities which reduces the total
Programmed Space as follows:
Programmed City HalJ Building
Addition Space Needed 8,244 s.f.
Less Shared Addition -1,200 s.f.
(936 s.f. x 1.26 = 1,200 s.f.)
Total 7,044 s.f.
In addition, Programmed space that can be possibly deferred to a later expansion is as
follows:
Do not expand:
Wellness Room 400 x 1.14 -- 456 s.f.
Sitting Area 337 x 1.14 = 384 s.f
Parks & Recreation Director's Office 192 x 1.46 = 280 s.f.
Parks & Recreation Workstations 256 x 1.46 -- 374 s.f.
Building Inspection Vehicle Garage 1,584 x 1.46 = 2,313 s.f.
(Reduce from 8 spaces to 2)
Parks & Recreation Counter 128 x 1.46 = 187 s.f.
Election Equip. / Training Room 400 x 1.14 = 456 s.f.
2013 Expansion
Do not expand large copy room 31 x 1.14 = 35 s.f.
NOU-13-2001 13:51 TUSHIE MONTGOMERY 612 861 9632 P.02×04
Elk River City Hall Space Needs Analysis
September 24, 2001
Page 3 of 3
Do not expand (continued):
Quiet Employee Break Room 180 x 1.14
Wellness Men's Locker Room 81 x 1.14
2013 Expansion
Wellness Women's Locker Room 81 x 1.14
2013 Expansion
General Storage Room 200 x 1.14
Admin. Recept. Waiting Area 196 x 1.46 --
Eliminate Planning Secretary 64 x 1.46 =
Workstation (included elsewhere)
Workroom - no expansion 56 x 1.46 =
Finance Director, Asst. Finance Din, 148 x 1.46 --
Mayor & Council Office and
City Admin. Office - no expansion
Eliminate Hotel Workstation 48 x 1.46 =
Reduce by 50% Storage Rooms for 300 x 1.46 =
Admin. & Economic Dev.,
Building Inspect. & Engineering
Eliminate I small Conference Room 168 x 1,46 =
Reduce large Conference Room
Expansion by .50% 122 x 1.14 =
Reduce Resource Library size from
14' x 18' to 10' x 15' 102 x 1.14 =
Do not increase size of U.S. State
Representative Office 21 x 1.46 =
Reduce size of Engineering Plotter
Room to 10' x 10' 68 x 1.46 =
Total
= 205 s.f.
= 92 s.f.
= 92 s.f.
= 228 s.f.
286 s.f.
93 s.f.
82 s_f.
216 s.f.
70 s,f,
438 s.f.
245 s.f.
139 s.f.
116 s.f.
31 s.f.
99 s,f,
7,055 s.f.
NOU-O?-2001 11:37 TUSHIE MONTGOMERY 612 861 9632 P.02×07
CONSTRUCTION coMpANy.
NOVember 5, 2001
Gary Tushie
Tushie Montgomery Archi ,t~rts
7545 Lyndate Aventm South
Miun6apolis, Ml'4.55423-4094 ·.
We ar~ pleas~ to provide the preliminary b~dget for th~ proposed expansion of the Elk Riv~' City Hall
and Police D~artment p~' your requesL This bffd§et is based on the Site Plan Option One dated 8/11/01,
the Site Plan Option Two dated I018101 and the Expansion Program da. ted 9/13/01:
The preliminary budgets are as.follows: : ,
Option One:
$ 5,849,7.13 - 41..rO00-s,f,~stor~addilicm toeki~g.~--ity haii-gvith 20i500 s.£.lgr'floor. -..
(includes all.necessary site work), The 1,200
thc total cost.
$1,525,388 - 20,000 s.f. remodel of~isting City I-bll ~d Police Station as indicated on shaded
portion .of'plan. htclud~s demolition.
$ i71;2i i- ' 'The 1,200 S.f.' addition for slimed .spaces ( Ifthid~tifa is taken 50% ofthese'costs are
. the resp0ns~i'lity of~e City I-Iall and 50% Utilities.)
-.$ 7,546,312
$ 442,~00-
$ 350,000-
TOTAL
Almmate No.' 2. (deduct Gun Range) ·
. o~h¥4 S
Option Two:
$ 5,121~162 -
32;600 saY.. fr~ standing single story slab on grade Police Station, on iot across from
street to be Vacated.. Includes all necessary site Work,
1,413,122-
$ 171,21!2'
18,500 s.f- remodel off existing Ci~ Ilar and Potice Station as indicair~l.on shaded
portion of plan. Includes 'demolition.
The 1,200 s.£ addition.for shared .spaces ( If this option b taken 50% of these cogs are
'the mspons~ility.of the City Hall and 50% Utilities0
II1---"ill
$ 6,?0~,495. TOTAL
1221 East Fourth'7~venue, Suite 110
Shakopee, Minnesota 55379 '
Equal OpportUnity
. Employer/Contm;ctor
· Telephone: 952-496-2227
Fax.- 952-445-4191
NOU-O?-2001 11:38 TUSHIE MONTGOMERY 612 861 9632 P.03×07
Option three:
Please note that thc Utilkie~ Building i-~ not included in ~ above Options. ~smac~ we ha~c [~ovidcd'a
aepar_~e'budget for it'per your request.' .The associated ske co~ for the Utilities Building, as it relaIes to
each option, ~e included ir/the above options.'
.
'$ 811~198 - 6,700 ,.f. free stand~i~g:Sinslo ~trx-y slab' Qn .grade Utilitie~'buiidi~g. ' ' ·
A.+mchedPl~t.~¢fi~da~/temiZe. dcostbyDivisionsoftheOptiomaslistedabov~.· cS ~ Ct , [)'; ~-i ¢..4
We thank you for ~is opPo .rtcnity, and hope tb assist You fm-ther, ~o insure tlia[dtis project is an
overwhelming success.. .. ..
ProjeCt Manager, Grey,ne Construction Cornl~any'
Elk River City Ilar and Police Station
Preliminsry Budget Olrt'ION ON]E (41,000 S.F.)
11105/01
Division I - General Conditions
Division 2 - Sitmvork
Division 3 ~ Concrete
Division 4 -.Masonry
Division $ - MOals
Division 6 - Carpentry
Division 7 - Thermal & Moisture
Division g - Doors & Windows
Division' 9 - Finishes
Division 10 - Specialties
DiviSion 11 - Equipracnt
Division 12 - Furnishings
· .~. D..iv. ision 13- Special Construction
Diyision 14 - Conveying systems
Division 15 -. Mechanical
Division 16 - Electrical
Special Conditions
Building Permit
SAC/WAC Charges
Contingency - 20%
SUBTOTAL
Pzofit & Overhead - 5%.
TOTAL BUDGET AMOU1WI
Afteman- NO. I - Deduct vehicle garag~ (5,200 sO
Alternate No. 2 - Deduct gun range (2,683 sf) ,
$1S4,350.00
$381,219.00
$308,689.00
g"221,59S.00
s31s,ogo.oo
.$30,450.00
$194,100.00
$122,950.00
$11224,9ss.oo
s2o, s o. oo
~,O00.OO
$350,000.00
$65,000.00
$637,650.00
$495,000.00
$'27,000.00
$29,696.00
$30,000.00
$928,526.00
$5,591,156.00
$278,557.00
ss,s49,m.oo
.
$(3so, ooo. oo)
MOU-O?-2001 ll:E@
TUSHIE MONTGOMERY
612 861
Elk River City l~ail and Police
Prelim/nary Budget OPTION TWO (32,600
11/05/01
Division 1 - C-earl Conditi°.s
Division 2 - Sitework
Division 3 --.Concrete
Division 4 - Masonry,
Division ~ = Me~ds
.Division. 6 - Carpenlry
DiviSion 7 - Thermal & Moisturc
,Division 8 -Doors & Windows .... ~. ,~. ~ . .
Division 9 - Finishes
Division 10 - SpeCialties
Division I 1: l~-quipment
Division 12 - Furnishings
D/vision 13 - Special Coristrucdon
Division 14 - COnveying Systems
· Division 15 - M~chanical
Division 16 - Electrical.
Sp~ial Conditions
Building P~mit
SAPAC Charge~
Coufin~enCy - 20%
8UBTOT~L
Pzo£t & O~e.r.~ead - $%
$17i,400
$476,189
$173,703
$186,745
$226,7.50
$23,800
$140,000
'$122,950
$1,057,398
52o;45o
$4,000
$350,000
ss6s?so
$465,000
$25,333
$24,847
$'3O,000
$812,883
$4,877,298
$243,864
$5,121~162
liB
iiiii
IIiii
lllll
NOV-O?-2001 ll:E?
TUSHIE MONTGOMERY
861 9632
P.01/07
7645 Lyndale Avenue South, Suite 100
Minneapolis, Minnesota 55423-4084
612. 861. 9636 Fax: 612. 861. 9632
www . tmiarchitects . corn
TRANSMITTAL
To: Patrick D. Klacrs
City Admimstrator
City of Elk River
13065 Orono Parkway, Box 490
Elk River, MN 55330
T U S H I E
MONTGOMERY
ARCHITECTS
Date: 11/7/01
Project Number: 201051A
Project Name: Elk River City Hall Expansion
Phone: 763-441-7420 Fax: 763-441-7425
WE ARE SENDING YOU VIA:
[] Fax - Total Pages: 7 [] Picked Up [] U.S. Mail
[] Hand Delivery
['"l Overnight Delivery
[] Messenger
TFiE FOLLOWING ITEMS:
['-] PRINTS [] SPECIFICATIONS
[] SHOP DtLa, WING$
[] OTI-~R
COPIES DATE NO.SHTS DESCRIPTION
1 7 Proposed Budget fi:om Greystone
~ YOUR USE
[~APPROVA£
REMARKS:
I-]ASREQUESTED
[--]BIDSDUE
[] REVIEW AND COMMENT
[] DISTRIBUTION TO OTHERS
COPY TO: File
FROM: Gary Tushie
Kindly notify us if you have any questions or concerns regarding this transmittal.
NOU-O?-2001 11:38 TUSHIE MONTGOMERY 612 861 9632 P.06×07
Elk R~ver City Hall and Police Station
Prel/minary Remodel Budget
11/05/01 '
Rem~lel OPTION ONE (20,000 s.£)
Division 1- Geumeral Conditions
D/vision 2- Sitework ('Demolotion)
Di~sio~ 3- FJnbh~s.
DiviSion 13- (Accoustical panels in council)
Division t5- Mechanical
DJ%sion 16- Electrical
· Conthgeney %. ~ 20%
SUBTOTAL
· Profit & Overhead % ~ 5%
TOTAL BUDGET A1VIOUNT
.....a, ..'.....-..~ '~...,:.~. ...... :~,o .oo~., ....
$ 50,000
$155,625
$ 5OO,O00
$ 75,000
$ 240,000.
$190,000
$242,125.
$1~b'~,750
$ 72,638
$1,525~3SS ·.
Remodel OPTION TWO (18,450 $.F.)
Division 1- General Conditions
Division 2- Sitback ( D~nolition)...
Division 9- F/nish~
Division 13- Acoustical panels ha Council
D/vis/on 15- Mechanical
Division 16- Electriml
Contingency % ~ 20%
SUBTOTAL
Prof'a & Overhead
TOTAL BUDGET AMOLrNT
$ 50,0O0
$142,875
$ 461;250
$75,000
$ 221,400
$171,000
$ 224,3
$ 1,345,830
$ 67,292
$ t,413~122
NOU-O?-2001 11:38 TUSHIE MONTGOMERY 612 861 9632 P.07×07
~:lk RiVer Cit~ Hal! and PoliCe St:dion '-
Preliminary l~udget UTILITIES BUILDING (6,700
11/05/01
Division 1 - General Cond. iti°ns
Div{sion 2 - Sitewotk
Division 3 - Concrete
Division 4 - Masonry
Division :5 - Metals.
Division 6 - Carp~nl~y
Division 7 - Thermal & Moisture
Division 8 2 ~ & Windows
Division 9 - Finishes
" Division 10 '- 'sPecialties
Division I! - Equipment
Division 12 - Furnishings
.. Division
Division
. Division
13 - Special ConstrUCtiOn
14 - Conv~Ting Systems
15.- Mechanical
Division 16 ~- ElectriCal"
Special Conditions.
Bailding Permit
SAC/WAC Charges
· Contingtacy - 20%
SUBTOTAl:
TOTAL BUDGET
· Added cost ~ot full basement
$66,293.00
.$32,685:00
$33,601.00
$47,738.00
$59,399.00
$6,529.00
$27,83Z00
.'$33,845,00
$146~795.00
$5,669.oo
$116,996,oo
$ ,qo6.oo
$41,896.00
'$4,639.00 ..
'$~062.00
$128,878.00
$773~.63.00'
$38,635.00
$81.1.,898,00"
TOTAL P.O?
ELK RIVER CITY HALL COMPLEX EXPANSION k I/!~1 )1
ELK RIVER, MINNESOTA .
PROJECT SCHEDULE T U S H ! E
MONTGOMERY
May 22, 200t A R C H I T E C T S
Revised June 2001
2001 2002 2003 2004
ACTIVITY June Juh/ Audi Sept Oct Nov Dec Jan-Apr Ma¥-Jne Jl¥-Sept Oct-Nov Dec Jan-Apr Ma¥-Jne Jub/-Sep Oct-Dec Jan Feb
PHASE I
~mves TMI Contract
Constm~on Sud ~jt~'
Pm reFinelRe ~ l'~
Preliminary Design
PHASE III
Desi n Deveto t Phase /i~
j Crop am ~onstmction Documonts
Update ConstnJction Budget []
Financing Options/Secure
Submittal for Building Permit ·
Value Engineering
Bidding
~Const~Oon
Complete Punchlist Items
Owner Move - In
City Staff Review/Approvals I I I I I · · · I I ·
CH Council Review/Approvals I I ·· · ·
Design TeamMeetings · I · · · · · · · · · '· · · · · · · ·
Plannin~l Commission Review/Approval
T U S H I E
MONTGOMERY
ARCHITECTS
June 12,2001
Patrick D. Klaers
City Administrator
City of Elk River
13065 Orono Parkway, Box 490
Elk River, Minnesota 55330
Re: City Hall Complex Space Needs Assessment Study
Dear Pat:
As you requested, attached is a revised proposal for the above referenced project. It reflects the changes we
discussed in our meeting today.
Tushie-Montgomery & Associates, Inc., has considerable experience in similar scale developments, as well as a
diverse background in most building types. While we have had a great deal of experience in municipal facilities,
we do not pretend to be "experts" at any one thing, but approach each project as a challenge to provide the best
design for the budget dollars. The business of government is to serve its constituents, and as such, the taxpayers
investment in staff, equipment and facilities warrants efficient, cost effective, functional facilities in a convenient
and appropriate location that allows for change as the community changes. It is our responsibility to assist the
City Staff and Council in making the necessary decisions to meet the City' s mission and goals.
We are looking forward to working with yourself, the City Council, and the City's Design Management Team and
strengthening our working relationship with the City of Elk River. This is an important project for our fu'm and
we are very excited about it. We are committed to dedicating our primary energy to assist you in this project.
Sincerely,
TUSHIE-MONTGOMERY & ASSOCIATES, INC.
7645 Lyndale Avenue South, # 100
Minneapolis, Minnesota 55423
612. 861 . 9636 Fax: 612.861 . 9632
PROPOSAL FOR PROFESSIONAL SERVICES
CITY HALL COMPLEX SPACE NEEDS ASSESSMENT STUDY
FOR
THE CITY OF ELK RIVER, MINNESOTA
MAY 22, 2001
REVISED JUNE 12, 2001
Having met and discussed the project with the City of Elk River's Design Management Team, Tushie-
Montgomery & Associates, Inc., proposes the following scope of work as a recommended procedure for
the preparation of a City Hall Space Needs Assessment Study for the City of Elk River.
PROJECT DESCRIPTION:
Prepare a City Hall Space Needs Assessment Study for the existing City Hall complex to determine the
short term and long range needs for the existing building including City Hall functions, Emergency
Operation Center, Police Department, Senior Center, large public meeting room, and public activities.
SCOPE OF SERVICES:
The professional services of Tushie-Montgomery & Associates, Inc., shall be as follows:
I. PROGRAMMING:
A. Field verifying, in general, the accuracy of the as-built documents for the existing building
and prepare CAD drawings of the existing conditions to be used in determining actual
square footages for each area of the building. Using the as-built plans determine existing
space allocations for each department and document space deficiencies, building systems
appropriateness, potential barriers, circulation, public access, and Handicap Accessibility
Compliance.
Review all information, reports, documents, and drawings the Owner may have related to
this project. Review the current and projected future needs for the building with the City
Staff Design Management Team and prepare a space needs program to be used in
developing site and building reuse and expansion plans with respect to the following:
Projected needs by department including current needs, needs by 2005,
2010, and 2020 based upon population change, redevelopment
goals, general assumptions pertaining to future operational and
service philosophies and characteristics specific to individual
departments.
Design limitations and opportunities
Existing floor plan traffic patterns between departments
Existing site and building conditions
City zoning requirements
Expansion capabilities including campus approach
Council Chambers
HC accessibility concerns
Meeting rooms
Site parking requirements
Building access points
Private offices vs workstations (determine standard work space
requirements based upon job responsibilities and function)
Proposal for Professional Services
City Hall Complex Space Needs Assessment Study
City of Elk River
May 22, 2001
Revised June 12, 2001
Page 2 of 6
Delivery/loading docks
Cable TV production studio
Computer room
Larger locker rooms
Election equipment storage and setup
Public counters - various departments
Conference rooms - small and large
Secured outside storage
Shooting range
Vehicular garage Police
Building and Zoning
Hazardous waste storage
Natural lighting techniques
Employee breakrooms
Bathrooms
Reuse of existing spaces
Community meeting rooms
Senior center activities
Existing mechanical and electrical systems
Existing structural systems
Technology needs
Resource center
Storage
Prepare a memorandum to City Council Members requesting their input, from a policy
standpoint, on broad range program elements such as should all city hall functions remain
in the principal building or can some functions be located in separate buildings in a campus
configuration, or should the program include public facilities such as a Community Center
or Senior Center, etc.
Process the information developed in B. above into the various City Hall department needs
as follows:
Finance
Planning
Economic Development
Administration
Building and Zoning
Engineering
Parks & Recreation
Building Maintenance
Public Spaces
Large Meeting Room
Senior Center
Emergency Operations Center
Police Department
City Attorney
Proposal for Professional Services
City Hall Complex Space Needs Assessment Study
City of Elk River
May 22, 2001
Revised June 12, 2001
Page 3 of 6
Based upon the approved program develop a design criteria for evaluating alternative
facility possibilities including:
New possible community functions
Adjacency requirements
Possible reuse of existing spaces
Miscellaneous requirements
Proposed parking layouts
Building entrances
Existing Site Improvements
Proposed building additions
Existing parking areas
Long term appropriateness of each department being located in City Hall
versus campus design approach
Meet as necessary with City Staff during the entire process to finalize the Space Needs
Assessment Program and present conclusions.
Conduct a building code analysis for the existing building to determine compatibility with
any proposed building expansion and/or remodeling.
I1. IMPLEMENTATION:
A. Provide plan implementation strategies to include:
1. Recommended locations of new/expanded/relocated City facilities, if any.
Recommended space requirements for existing and potential City needs by
department.
3. Generalized cost estimates for recommendations.
4. Possible funding sources.
5. Phasing/timing and priority of any recommended changes.
Determine if any complimentary private sector development can be incorporated into any
future plans.
C. Incorporate implementation recommendations and include in the text of the finalized report.
II1. DESIGN:
Based on the mutually agreed upon Space Needs Assessment Program, prepare a site
plan showing the layout of the existing and proposed building expansion, parking
expansion, trees, open space, landscape features and adjacent public improvements.
Proposal for Professional Services
City Hall Complex Space Needs Assessment Study
City of Elk River
May 22, 2001
Revised June 12, 2001
Page 4 of 6
Identify design themes and specific recommendations for public places, architectural
features, decorative lighting, plantings, benches and other public improvements related to
the overall site master plan.
Prepare standard work space layouts for private offices, workstations, conference rooms,
reception spaces, etc. including generic furniture layouts.
Evaluate existing HVAC, plumbing and other building mechanical systems for compatibility
to the building expansion program.
E. Evaluate the existing electrical systems for compatibility to the building expansion program.
Prepare floor plan alternatives reflecting the program requirements utilizing the standard
work space layouts.
Prepare exterior building elevations for the existing building and any proposed building
expansions.
H. Meet as necessary with City Staff during the entire process to finalize design solutions.
Prepare presentation drawings to graphically illustrate design solutions to City Staff
members, the City Council and the public.
Prepare proposed preliminary construction cost estimate for the purpose of determining the
total financial scope of the project.
K. Be present at public hearings to assist the City in obtaining approvals for the project.
Prepare a final report documenting conclusions and design solutions from the
Programming and Design phases. Report will include a summary of each departments
current and project space needs.
TO BE PROVIDED BY THE OWNER:
The Owner shall provide:
All background information the Owner may have available related to this project and
necessary instructions and input regarding the program requirements.
Existing site plans and building lines, as-built drawings of existing buildings, soils reports,
other topographical and utility maps and information the Owner has and, if necessary,
measured drawings of existing structures. The Architect shall be entitled to rely upon the
completeness and accuracy of this information, surveys and reports furnished by the
Owner.
A designated representative from whom the Architect will receive instructions and
authorization.
Proposal for Professional Services
City Hall Complex Space Needs Assessment Study
City of Elk River
May 22, 2001
Revised June 12, 2001
Page 5 of 6
Prompt written notice to the Architect if the Owner becomes aware of any fault or defect in
the project of non-conformance with the Contract Documents.
Provide information pertaining to key issues, including typical facility use and problem
areas regarding traffic flow between staff and the public.
6. Provide information pertaining to current and future facility requirements.
TIME:
Tushie-Montgomery & Associates, Inc., shall begin the Work within one (1) week of being authorized and
shall complete all tasks in this proposal within the schedule to be established with the Owner.
ENGINEERING SERVICES:
Tushie-Montgomery & Associates, Inc. does not employ professional Engineers'on their in-house staff. All
Engineering services recommended in this proposal shall be provided by the Architect through a
consultant relationship with one or more Engineering firms experienced in the type of work contemplated
in this proposal.
FEES AND METHODS OF PAYMENTS:
Tushie-Montgomery & Associates, Inc., bases all fees for professional services on the amount of time
anticipated to complete the described scope of services. Fees for professional services shall be billed
monthly in proportion to work completed on the project and shall be paid thirty (30) days from the date of
invoice. A 1.5% monthly interest rate shall be applied to all past due accounts.
TOTAL FEES ANTICIPATED:
The total cost of all basic services recommended in this proposal shall be as shown below plus normal
reimbursable costs of printing, faxes, reproductions, CAD plots, copies, telephone, postage, delivery,
building renderings, and mileage, etc.
I.& II. Programming & Implementation Plan
$22,380.00
III. Design
$24,710.00-$47,300.00
HOURLY RATES:
Principals
Senior Associate
Associate
Architect or Landscape Architect
Architect Draftsperson
Interior Designer
Interior Designer Intern
$150/Hour
$120/Hour
$104/Hour
$ 94/Hour
$ 82/Hour
$ 94/Hour
$ 82/Hour
Hourly rates may change at the beginning of each calendar year.
Proposal for Professional Services
City Hall Complex Space Needs Assessment Study
City of Elk River
May 22, 2001
Revised June 12, 2001
Page 6 of 6
This proposal is good for thirty (30) days. If acceptable, a signed copy will be our authorization to proceed
for Parts I and II of this Proposal. Part III shall be a possible future phase. If the Scope of Services in this
proposal is not exactly as you would like it, we would be happy to adjust it and revise the fee accordingly.
Respectfully submitted,
TUSHIE-MONTGOMERY & ASSOCIATES, INC.
President
AUTHORIZATION TO PROCEED:
CITY OF ELK RIVER
By:
Its: