5.4. SR 01-18-1994
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ITEM 5.4.
TO:
MAYOR & CITY COUNCIL
SUBJECT:
PATRICK KLAERS, CITY)~~ISTRATOR
JANUARY 12, 1994 17~
SELECTION OF ARCHITECTURAL FIRM
FOR LIBRARY EXPANSION PROJECT
FROM:
DATE:
Ever since the City Council approved $550,000 on 6/1/93 for the
library expansion project, the Library Board has been moving
forward in anticipation of this project taking place in 1994.
On 7/12/93, the City Council authorized the Library Board to
spend $5,000 of its 1993 budget in order to work with Eos
Architecture in the development of a schematic design for the
library expansion project. In this manner, the Library Board
could determine whether or not the project that is desired
could be accomplished within the allotted budget.
On 8/4/93 and 9/15/93, worksessions were held with the Library
Board and Eos Architecture to develop and finalize an expansion
plan for the library. Following the 9/15 worksession, the
Board decided that the project, as outlined, met its space and
budget concerns, and it was now time to pursue the hiring of an
architect for the project.
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On 10/15/93, the Library Board made the decision to solicit
Request for Proposal's (RFP's) for architectural services for
the library expansion project. On 11/3/93, the Board reviewed
the draft RFP and found it acceptable. On 11/16/93, the Board
reviewed a list of architectural firms that have experience in
library projects and selected seven firms that they would like
to receive proposals from for architectural services.
On 12/14/93, the Library Board met and reviewed the RFP's that
were received. Five of the seven firms submitted proposals.
The Board selected three firms to interview. On 1/4/94, the
Board met for about five hours and interviewed the three firms
and discussed each proposal. No conclusion could be reached at
that meeting on which firm to recommend to the City Council to
hire for the library expansion project. After additional
reference checks the Board met again on 1/11/94 and unanimously
passed a motion to recommend to the City Council that Eos
Architecture be hired by the City for the. library expansion
project. This vote was 3-0-1, with one member being absent.
The one abstaining member in attendance on 1/11 was not present
during the interviews.
The Request for Proposal's were judged on the following factors:
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1.
Project work
timetable
plan, proposed fees, and proposed
P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
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2.
Qualification of responder and/or firm and associated
personnel
3. Similar experience
4. References
All of the proposals that were received were good and the Board
had a difficult time narrowing the field down to three to
interview and in selecting the final firm to recommend to the
city Council. The quote from Eos in the amount of $39,000 was
slightly higher than the lowest quote, but the Board selected
to recommend Eos to the City Council based on our past
experience with the City Hall project, their experience in
similar expansion projects, the qualifications of the principal
and project manager for the library project, and the references
checked on the firms.
In the final analysis, the Library Board was most comfortable
that Eos could provide the level of service that was needed and
desired for this expansion project to take place in a smooth,
efficient, and professional manner. Staff concurs with this
recommendation. Library Board member and City Councilmember
John Dietz should be able to help explain the process that the
Library Board went through in selecting Eos Architecture.
It is recommended that the City Council approve a motion
authorizing Eos Architecture as the architectural firm for the
library expansion project in an amount not to exceed $39,000
and directing the City Administrator, on behalf of the City, to
enter into a contract with Eos Architecture for this project.
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ELK RIVER LI BR~I (, 1:I01-11{0 11 H~U I E.t.
December 14. 1993
11EI1l:.lERS :
Vicki Sull ivar.
John Dietz
lion Robinson
[Ieb Anderson
l1arsha 0' E1t~ i en
present
present
ore.sent
absent
present
Also present:
l1ick Stoffers
Verne Uleksowicz. GRRL
Pat 1(1 aet~s
Meeting was called to order by Chair Vicki Sullivan at 6:30 p.m.
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The five RFP's that the City received for the 1 ibrary project
were reviewed. Two firms declined to submit proposals~
After review and discussion. it was agreed that we would invite
three firms to interview with the Board. These firms are EOS
Arch i tectLlt~e. l:.luetOlo'1 and Assoc iates. Inc.. and Boarman I(t~oos
Pfister Rudin & Associates. We will invite them to interview
with the Board on Tuesday, Jan 4, at City Hall.
We came up With a I ist of questions that we will ask of these
firms at that time. lhlS list is attached.
Meeting adjourned at 7:42 p.m.
Respectful;y submitted.
Marsha O'Brien
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Elk River Public Library
Board of Trustees Meeting
January 4, 1994
Present were Chair Vicki Sullivan, John Dietz, Don Robinson.
Absent: Marsha O'Brien and Debra Anderson.
Also present: City Administrator Pat Klaers, Librarian Mick Stoffers, and Ken Berrenger, GRRL Director.
A special meeting was held at 5:30 p.m. on January 4, 1994 at Elk River City Hall.
Interviews with David Kroos, Boarman & Associates, Modris Feders, Buetow & Associates and Nick Ruehl,
Eos Architecture were conducted. Discussion followed on the selection of an architecural firm to contract
with for the expansion of the library.
No decision was made and a motion was made by Vicki Sullivan to continue this meeting to January 11,
1994 at 4:30 p.m. at Elk River Library, second Don Robinson. Carried.
Meeting adjourned at 10:20 p.m.
Vicki L. Sullivan
.cting Secretary
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