6.3. SR 11-01-2004
Item 6.3.
MEMORANDUM
DATE:
Mayor and City Council
Pat Klaers, City Admi~V~
November I, 2004
TO:
FROM:
SUBJECT:
Consider Architectural Proposal for Westbound Liquor Store
Attached for your review is the proposal from Tushie Montgomery Architects (TMA) for
architectural services for Westbound Liquors, The city partnered with TMA on the
Northbound Liquors and the Public Safety/Utilities/City Hall projects, The fee proposal for
services is 8% for Westbound. This is within the normal range. In general terms, the fee is
slightly higher on smaller projects than it is on larger projects, (The fee for City Hall was
7.5%,) Civil engineering work to be performed by Howard R. Green is outside of this
contract The city will be responsible for the design and bidding for the telephone, security,
data, and point of sale systems, Landscaping design is part of this architectural proposal.
Additional work for interior design services for furniture, fixtures, and equipment will be on
a pay as needed basis.
Gary Tushie, President of TMA, will be in attendance at the City Council meeting to answer
questions, as will Liquor Store Manager Dave Potvin.
At the November 15, 2004, City Council meeting, I will provide the City Council with an
update on the status of the lot exchange including the environmental report on the proposed
new lot. Also, I will be asking the City Council to consider a construction management
proposal from Greystone Construction Company. This is the same firm that the city hired to
work on Northbound. It should be noted that one difference between Greystone and many
of the other construction management firms is that Greystone is only in the construction
management business.
Recommendation
It is recommended that the City Council accept the proposal from TMA for architectural
services for Westbound Liquor as outlined in the attached proposal,
s: \Council\Pat\2004 \ WestboundProposal.doc
T U 5 HIE
MONTGOMERY
ARCHITECTS
September 30, 2004
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Pat Klaers
City Administrator
City of Elk River
13065 Orono Parkway
Elk River, Minnesota 55330
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Re: West Bound Municipal Liquor Store
Dear Pat:
It is with great pleasure that we accept the opportunity to present the attached fee proposal for this
important project.
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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 liquor store projects, we do not pretend to be "experts" at anyone thing, but
approach each project as a challenge to provide the best design for the budget dollars.
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Pat, as we discussed, we are looking forward to working with you and your staff on another project
for the City and strengthening our working relationship with the City of Elk River. This is an important
project for our firm and we are very excited about it. We are committed to dedicating our primary
energy to assist you in this project.
Sincerely,
NTGOMERY & ASSOCIATES, INC.
7645 Lyndale Avenue South, # 100
Minneapolis I Minnesota 55423
612 . 861 . 9636 Fax: 612. 861 . 9632
www.tmiarchitects.com
PROPOSAL FOR PROFESSIONAL SERVICES
WESTBOUND MUNICIPAL LIQUOR STORE
ELK RIVER, MINNESOTA
AUGUST 4, 2004
Revised September 30, 2004
Revised October 8, 2004
Tushie-Montgomery & Associates, Inc., proposes the following scope of work as a recommended proced-
ure for the development of the City's new Municipal Liquor Store in Elk River, Minnesota.
PROJECT DESCRIPTION:
Development of a new 10,000 square foot municipal liquor store and possible 2,500 square foot tenant
space on an approximate two (2) acre site to include landscaping, sidewalks, and parking.
SCOPE OF SERVICES:
The professional services of Tushie-Montgomery & Associates, Inc., shall be as follows:
I. PROGRAMMING:
A. Review all information, reports, documents, and drawings the Owner may have related to
this project. Review the current and projected future needs of the building with the Owner
and prepare a preliminary program to be used in developing building floor plans.
B. Review existing Liquor Store operations with the Owner as they apply to the anticipated
new store including:
Design limitations
Customer and employee parking and traffic circulation
Exterior loading and unloading requirements
Product receiving
Equipment/Cooler considerations
Mechanical systems
Electrical system
Lighting levels
Store fixtures
Store layout and traffic flow
Storage areas (interior and exterior)
Signage
Offices and employee break area
Restrooms
Checkout counters
Wine tasting area
Product Display areas
C. Based upon the information developed in A and B above prepare a final detailed program
for the new building.
D. Meet as necessary with City staff members during the entire process to finalize the
program and present conclusions.
Proposal for Professional Services
Westbound Municipal Liquor Store
August 4, 2004
Revised September 30, 2004
Revised October 8, 2004
Page 2 of 6
II. SCHEMATIC DESIGN:
A. Prepare preliminary overall building floor plans reflecting elements identified in the building
program including recommended design changes.
B. Review overall exterior elevations for the building and make recommended design
modifications if required.
C. Meet with Mechanical Engineer and evaluate HVAC, plumbing and other building
mechanical systems for compatibility to the building program and interior build-out.
D. Meet with Electrical Engineer and evaluate the electrical systems for compatibility to the
building program and interior build-out.
E. Meet as necessary with staff members during the entire process to finalize design
solutions.
F. Prepare presentation drawings to graphically illustrate design solutions to city staff
members and the public.
G. Assist the Owner in the selection of Construction Manager by recommending several
Construction Management firms, setting interview meetings and conducting interviews with
selected Construction Managers.
H. Prepare an outline specification for the project.
I. Submit proposed plans to the selected Construction Manager for value engineering and
preliminary construction cost estimating.
J. Be present at public hearings, if necessary, to assist the Owner in obtaining governmental
approvals for the project.
K. Assist the Owner with the review and negotiations for final exterior building signage.
L. Coordinate grading and utility designs and drawings provided by Civil Engineer hired by
the Owner.
III. INTERIOR DESIGN SERVICES: (To be provided as Additional Services)
A. Furniture, furnishings and equipment:
1. Interior Design Services for the selection and specifying of all colors, materials and
finished surfaces anticipated in the Contract Documents.
2. Design, specify, bid and coordinate with owner ordering all interior furniture, fixtures
and furnishings.
Proposal for Professional Services
Westbound Municipal Liquor Store
August 4, 2004
Revised September 30, 2004
Revised October 8, 2004
Page 3 of 6
3. Prepare presentation material boards to illustrate the color, texture and quality of
the materials being considered.
4. Provide assistance to the Owner in coordinating schedules for delivery and
installation of all furniture and furnishings as well as equipment provided by Owner.
5. Review the final placement and inspection for damage, quality and function to
determine that the installed furniture, furnishings and equipment are in accordance
with the requirements of the Contract Documents and equipment provided by
Owner.
IV. CONSTRUCTION DOCUMENTS:
A. Based upon City input and requested changes, finalize all architectural designs.
B. Make recommendations on the selection of materials.
C. Finalize all mechanical and electrical systems designs with Mechanical and Electrical
Engineers.
D. Finalize all structural design requirements for the building with the Structural Engineer.
E. From the approved design studies, prepare a set of construction drawings and
specifications, which shall include the following:
Grading Plan (by Owner's Engineer)
Utility Plans (by Owner's Engineer)
Site Plan
Landscape Plan
Floor Plans
Exterior Elevations
Wall Sections
Interior Details
Exterior Details
Landscape and Site Details
Schedules (Door & Finish)
Interior Elevations
Enlarged Floor Plans
Fixture/Millwork Plans & Details
Mechanical Plans & Details
Electrical Plans & Details
Structural Plans & Details
F. Submit 50% complete Construction Documents to Construction Manager for value
engineering and project budget updating.
G. Assist Owner in filing the required documents for the approval of governmental authorities
having jurisdiction over the project, and meeting with those city building officials to review
the project.
V. BIDDING AND NEGOTIATION:
Following the Owner's approval of the construction documents, assist the Owner in letting and
receiving Contractor bids for the project by distributing drawings to the Contractors, answering
Contractor questions, attending pre-bid conferences and reviewing bids received.
Proposal for Professional Services
Westbound Municipal Liquor Store
August 4, 2004
Revised September 30, 2004
Revised October 8, 2004
Page 4 of 6
VI. CONSTRUCTION PHASE:
A. Review shop drawings, samples and other submissions of the contractor.
B. Answer contractor questions.
C. Make once per month visits to the site to be familiar generally with the progress of the
Work.
D. Process monthly pay requests.
E. Assist in the preparation of a final project punch list.
F. Issue a Certificate of Substantial Completion.
G. Assist the Contractor in applying for and procuring all required permits.
H. Assist the Contractor in pre-construction conferences with representatives from the
successful bidders and any other vendor representatives.
I. Prepare and issue Change Notices and Change Orders as necessary.
TO BE PROVIDED BY THE OWNER:
The Owner shall provide:
1. All background information the Owner may have available related to this project and
necessary instructions and input regarding the program requirements.
2. Existing site plans and building lines, as-built drawings of existing and proposed 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.
3. A designated representative from whom the Architect will receive instructions and
authorization.
4. 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.
5. 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.
7. Civil Engineering design and drawings.
8. Provide in-house or consultant design and installation of security, phone, data, and POS
equipment.
Proposal for Professional Services
Westbound Municipal Liquor Store
August 4, 2004
Revised September 30, 2004
Revised October 8, 2004
Page 5 of 6
TIME:
See attached Schedule.
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.
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 Tushie-Montgomery &
Associates, Inc. on a consultant relationship within the designated design fee.
TOTAL FEES ANTICIPATED:
The total cost of all basic services recommended in this proposal shall be 8% of the actual final
construction cost of the project plus normal reimbursable costs of printing, faxes, reproductions, copies,
telephone, postage, delivery, building renderings, CAD plots, electronic scans and mileage,
HOURLY RATES FOR ADDITIONAL SERVICES:
Principals
Senior Associate
Associate
Architect or Landscape Architect
Architect Draftsperson
Interior Designer
Interior Designer Intern
$ 180/Hour
$ 126/Hour
$ 11 O/Hour
$ 100/Hour
$ gO/Hour
$ 100/Hour
$ gO/Hour
Hourly rate may change at the start of each new calendar year (January 1 each year).
LIMITS OF LIABILITY:
In recognition of the relative risks, rewards and benefits of the project to both the Owner and Architect, the
risks have been allocated such that the Owner agrees, to the fullest extent permitted by law, to limit the
Architect's liability to the Owner and to all the Owner's contractors and subcontractors on the project for
any and all claims, losses, costs, damages, or claims expenses from any cause or causes, so that the total
aggregate liability of the Architect to all those named shall not exceed the Architect's total fee for services
rendered on this project. Such causes include, but are not limited to, negligence, professional errors or
omissions, strict liability, breach of contract or warranty.
Proposal for Professional Services
Westbound Municipal Liquor Store
August4,2004
Revised September 30, 2004
Revised October 8, 2004
Page 6 of 6
This proposal is good for thirty (30) days. If acceptable, a signed copy will be our authorization to proceed.
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. At the completion of Schematic Design a standard AlA agreement shall be
prepared and executed for the balance of services to be completed.
Respectfully submitted,
AUTHORIZATION TO PROCEED:
CITY OF ELK RIVER
BY:
Its:
T U S HIE
MONTGOMERY
ARCHITECTS
WESTBOUND MUNICIPAL LIQUOR STORE
ELK RIVER, MINNESOTA
OCTOBER 8, 2004
PRELIMINARY PROJECT SCHEDULE
Start Date Finish Date
Concept Design November 1, 2004 November 30, 2004
Update Budget December 4, 2004 December 8, 2004
Design Development December 18, 2004 Januarv 1, 2005
Update Budget Januarv 1, 2005 Januarv 5, 2005
City Approvals January 8, 2005 Januarv 15, 2005
Construction Documents January 16, 2005 February 24, 2005
Update Budget Februarv 20, 2005 Februarv 24, 2005
City Approvals February 27, 2005 February 31, 2005
Construction Biddina March 3, 2005 March 24, 2005
Award Construction Contract March 25, 2005 Amil 20, 2005
Construction April 27, 2005 October 27, 2005
Owner Occupancy I Stocking October 27, 2005 November 7,2005
Store Open for Business November 7,2005 --------------