7.0. SR 07-12-1993
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.Y11,
E ~ River
ITEM 7
TO:
FROM:
MAYOR AND CITY COUNCIL '~~. ...
PATRICK KLAERS, CITY AD~~~R
JULY 8, 1993 /
DATE:
SUBJECT: LIBRARY UPDATE
The Library Board met on 6/22/93 and reviewed City Council
direction that was received at the 6/1/93 CIP meeting regarding
the Library expansion project. Counci1member John Dietz was in
attendance at this meeting and should be able to provide the
Council with an update on the discussed by the Library Board.
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Eos Architecture President, Nick Ruehl, was invited to this
meeting to discuss the Library expansion report that was
completed by Eos; to discuss the needs and goals of the Library
Board for the Library expansion project; and to discuss what
future steps the Library Board needs to take to move this
project forward. A lot of the discussion at the Library Board
level related to hiring an architect at this time versus more
accurately defining the project before an architect is hired.
The Library Board desired to more accurately define the project
before an architect is hired and wants Eos to do this work
without being locked in to having Eos being hired for the
project at this time.
The decision by the Board to more accurately define the project
before hiring an architect is based on the Board wanting to
know what can be accomplished for $550,000 versus what was
included in the original Library expansion report. The Board
needs to know how much it would cost for what the Board feels
are the minimum necessary improvements in order to avoid
another expansion project in the future versus what can be
accomplished for $550,000. Hopefully, these two goals will be
able to be meshed into one project.
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The Library Board decided to request City Council approval to
spend approximately $5,000 from the 1993 Library Board Budget.
The 1993 Budget has $11,100 in its Contingency/Reserve line
item and approximately $5,000 of this money could be spent
without upsetting the rough cash flow estimates that were
provided by Finance Director, Lori Johnson, when the project
was reviewed on 6/1/93. This money would be spent to have Eos
work with the Board on putting together a schematic plan from
which accurate cost estimates can be obtained. The Board
strongly desired to "take the project to next level" before
hiring an architect. Eos will have some work meetings with the
Board and staff and will more accurately "fine tune" the
proposals. Eos will then get an accurate cost estimate from
mechanical and electrical firms after these individuals see the
plans (and make on-site inspections if necessary). This
P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
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process will allow the Board to more accurately define the
Library expansion proposal.
Nick indicated that the Board could hire an architect before
taking the project to the next level, but the Library Board
wanted to know what type of project they were presenting to
potential architects. Certainly, Eos may have a "leg up" on
other architectural firms by working with the Board before an
architect is actually hired. At this time, the Board hopes to
avoid going out for formal requests for proposals for
architectural services and hopes to just receive proposals from
Eos (Nick Ruehl) and from Armstrong, Torseth, Skold, and
Rydeen, Inc. (Zack Johnson). By simply getting proposals from
Nick and Zack, the Library Board feels it is in a no lose
situation. Both firms have excellent library and media center
experience and both individuals know the community and the
people they will be working with. By having Nick and Zack bid
on the project, the Board will make sure that the architectural
expenses are competitive and the City will not have to spend
time or money on a formal request for proposal process.
As noted above, John can update the Council on the discussion
at the last Board meeting, but in general, the Board desires to
spend $5,000 from its 1993 Budget out of its
Contingency/Reserve line item to more accurately define the
Library expansion project. The Board will report the results
back to the City Council before requesting to interview/hire an
architectural firm for the project.
JUL-07-1993 14:10 FROM EOS ARCHITECTURE-INC
TO
4417425 P.02
21 WATER STReET
EXCEI.SIO.\{, MIN~ESOTA 55331
fAX 612-474-3928
6)2-474-3291
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June 28, 1993
Eos
ARCHITECTURE
Vicki Sullivan, Chair
Elk River Public Library Board
% Elk River Chamber of Commerce
729 Main Street
Elk River, Minnesota 55330
Re: Architectural Services
Concept Expansion Plan
Dear Ms. Sullivan:
Thank you for the opportunity to meet with the Library Board last Tuesday
evening. I enjoyed meeting the members and having a frank discussion of the
issues facing the Library as you look to expanding your services to the
community.
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M we discussed, the next step in the planning process is developing a concept
floor plan that reflects the true needs of the Library, and then preparing a
detailed cost estimate that will help focus on the budget.
We would propose meeting with the stlff and interested Board members and
having a design t1charrette" some evening. This ~ a meeting in which we
explore design alternatives with the people in attendance, SO. everyone can have
an opportunity to have input into the design concept. This has proven to be
very successful in building concensus within the group of people who must live
with the facility for the next several years.
We will then refUle the concept into a schematic floor pIan and have our
engineers analyze the structural, electrical, and mechanical system modifications
necessary to make the facility funcr.ion properly.
Upon completion of the planning. we will develop a detailed ccs estimate that
will a,l1ow the Board fO feel comfortable that the project will meet the
expectations of the City Council and the Community.
We e~qim:lte the cost for our services outlined above to be $5000.00, 2.nd
propose working with you on an hourly basis not to exceed that amount.
Our hourly rate schedule is attached for reference.
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JUL-07-1993 14:11 FROM EOS ARCHITECTURE-INC
TO
4417425 P.03
.
Vicki SuUivan
Elk River Public Ubrary Board
June 28, 1993
Page 2
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By retaining us to assist the Board in developing a concept plan. you are in no
way committing to hiring us for the balance of the project. We trust, however,
you will be very pleased with our approach, service, and solution, and hope you
will continue with us.
Eos
ARCHITECTURE
U the above is acceptable to you. please sign the enclosed copy of this letter,
and return it to me.
Thank you for the opportunity to serve the Elk: River Public Library.
Sincerely,
J. Nicholas Ruehl, AlA
President
Accepted:
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By:
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