3.3. SR 11-28-1994
A-I -\.(
( if
.Yl~ ~
E ~ River TO:
.. ITEM. 3.3.
MEMORANDUM
MAYOR AND CITY COUNCIL
FROM:
PAT KLAERS, CITY AD
R
DATE:
NOVEMBER 23, 1994
SUBJECT: AGENDA MEMO, ITEM NO. 3.3
ICE ARENA PROJECT
3.3A Review Financial Reports
e
As presented to the City Council on November 7, 1994, the Task Force has
received feedback from Marquette Partners that the financial adjustments
recommended by the Task Force were acceptable. Additionally, Marquette
Partners indicated that they would produce an addendum to its original
financial feasibility study for the Elk River Ice Arena Project. This
addendum is essential in order for the City to sell the bonds and have a
sufficient amount of funds available for the project. Task Force Chairman
Jeff Gongoll, should have a further update on this issue for the City Council
on November 28, 1994.
Construction manager Brad Lemberg is currently working on the Ice Arena
Project budget. Brad is basing his assumptions on the Marquette Partners
addendum and on the anticipated commitment from the City Council to
financially support this project if revenues do not meet projections. At this
time it appears that funds should be available to complete the essential
elements of the project, but it is also certain that this Ice Arena Project must
be looked at in phases and that the 1995 construction project will be Phase I.
Mr. Lemberg should have a financial update on the budget for the City
Council on November 28, 1994.
City bond consultant Dave MacGillivray, from Springsted, will be present at
this meeting to review with the City Council the financial and bond issues
that must be evaluated and ultimately approved by the City Council for this
project to move forward. Dave will also offer some comments on the timeline
for this project from a bond sale point of view and what City Council
commitments are necessary in order for the maximum amount of funds to be
available for construction.
e
P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
Ice Arena Project
Continued
Page 2
e
3.3B Consider RSP Architects. Ltd. Desie:n Services Proposal
Provided that the City Council is comfortable with the budget for this ice
arena project, the Ice Arena Task Force is recommending the hiring of RSP
Architects, Ltd. as the architectural firm for design services.
e
The Task Force went through a combined qualifications based selection
process and a request for proposal selection process in evaluating firms for
design services. The City had a narrow list of firms which it sent proposals to
and it received six proposals for evaluation. The Task Force selected three
firms to interview. These firms were interviewed on Tuesday, November 22,
1994. The top two firms were selected prior to the opening of the financial
quotes for the services. The quotes were essentially identical, so this did not
affect the recommendation from the Task Force. Mter a great deal of
discussion, it was the consensus of the Task Force to recommend RSP
Architects, Ltd. for this project based on their qualifications in doing ice
arena projects throughout the nation and for bringing these projects in on
schedule and on budget. Chairman Jeff Gongoll and Construction Manager
Brad Limberg, and Councilmember Larry Farber will be able to further
elaborate on the selection process and the qualifications of RSP during this
November 28,1994, Council meeting.
A certain amount of architectural work is necessary for further evaluation
and analysis of the project. Even if something terrible happened and no ice
arena project was constructed in 1995, the initial work completed by an
architectural firm would be valuable information in ultimately putting
together an ice arena project. Accordingly, even if the City Council is not
100% comfortable with the dollars available for this project or the budget for
this project it can still hire RSP as the architects for this project, and we can
structure the contract so that it has a number of escape options for the City.
In other words, we can structure the contract so we can end the use of
architectural services at certain points along the process. The quote from
RSP outlined a base bid price in an amount not to exceed $89,500 dollars.
This is approximately 5.26% of the estimated $1.7 million dollars that are
anticipated to be available for construction of this project.
If the City Council concurs that we should hire RSP for this project, a motion
directing myself to enter into a contract with RSP Architects, Ltd. for design
services for the Ice Arena Project, for a base bid amount not to exceed
$89,500 dollars, would be appropriate.
-
11-22agMlcouncil
Ice Arena Project
Continued
Page 3
e
3.3C Review Schedule and Tare:et Dates
Everyone acknowledges that the goal of having an ice arena open next
October is very ambitious. It is good to have an ambitious target date but I
don't want anyone to have a misconception that we will be open next October
at all costs. The project will not suffer do to a opening target date, as the
quality of the project will take precedent over the opening date timetable.
What is especially of concern is the amount of work that needs to be done
over the Christmas holidays and in the next few months. Not only do all of
the architectural and building design decisions need to be done, but other
issues also have to be addressed within this timetable. These issues include:
. The City Council needs to approve the budget and commit funds
to this project.
. The City needs to obtain ownership of the land and existing
hockey arena.
.
The City will need to make a commitment to manage the facility
and to take on the Ice Arena employee as a City employee... An
Ice Arena management committee may need to be created.
e
. The City Council needs to authorize the bonds for this project...
It takes approximately two months from authorization by the
City Council to actually having monies available for the project.
. The City needs to go through the Conditional Use Permit and
Administrative Subdivision process for this project which
require public hearings and City Council approvals.
Please see the attached preliminary project schedule dated November 2,
1994. There is a great deal of work to do before the City authorizes going out
for bids on February 6, 1995, and before these bids are awarded on March 6,
1995.
e
11-22agMlcouncil
.
-.
'<-..
e
ELK RIVER ICE ARENA EXPANSION
preliminary project Schedule
November 2, 1994
Item
Dates Interval
Nov 4 - Nov 28, 1994
Nov 7, 1994
Nov 10, 1994 at 2:30 P.M.
Nov 15, 1994
Nov 22-23, 1994
Nov 28, 1994
Dec 5, '94 - Jan 27, 1995 ( 8 weeks)
1.
2.
Set up arena financing
RFP to architects
3.
project On-Site Walk Thru
4.
Receive arch proposals &
Short list architects
5.
Interview & select architect
6.
Council approval of architect
.
Prepare construction documents
(P & S)
8. Plan review (Bldg insp. etc.)
Jan 30 - Feb 6, 1995
(1 week)
9. Plan review & authorize bids
by Council
Feb 6, 1995
10. Advertise for bids
Feb 8 - Mar 1, 1995
(21 days)
11. Receive construction bids
Mar 2, 1995
12. Bids accepted & approved
by Council
Mar 6, 1995
13. Contracts out for contractors
Mar 6 - Mar 20, 1995
14. Building construction
Mar 27 - Sept 25, 1995
(6 months)
15. Start rink floor
Aug 14, 1995
Aug 28, 1995
Sept 25, 1995
Oct 1, 1995
16. Pour rink floor
17. Start-up & test equipment
141t Open Arena - starting skating
I
Ie
I
I
I
I
I
I
I
~
I
J
1
J
,
e
PROJECT APPROACH
Opening Statement
RFP Project Outline
Project Lead Professional
Interview
/\
Selection /)
Presentation of QualificationslProposalto the City of Elk River
RSP Architects, Ltd. and its consulting team members have reviewed the
City of Elk River's Request for Proposal For Design Services. We will
identify and define each element and the professional service provided to
meet the demands of each item.
Per addendum No. I information, the project will consist primarily of a
new refrigerated olympic sized ice rink adjacent to the existing indoor ice
arena. The new ice sheet will be enclosed in a structure that will
compliment the existing building and be of size to house 2,500 seats, four
team rooms, public toilets, lobby, ice refrigeration room and equipment.
The new ice sheet will be connected to the existing facility. The design
should allow that one ice resurfacer can service both sheets.
As previously indicated, the lead for your project will be L. Charles
Freiberg, Project Manager. Chuck Freiberg will coordinate the
consultants services, assist in the architectural design of the facility and
be the day-to-day contact for the City of Elk River concerning the
project.
If we are selected for the interview, Michael Plautz and Chuck Freiberg
will represent RSP and will be accompanied by Mark Holden of Holden
& Associates Consulting, representing the mechanical/electrical engineers
on the team.
Upon selection as your design team RSP and our team of consultants, in
acknowledgement of your schedule, will arrange a meeting on site to
gather actual field information and discuss possible design solutions.
During this time we would expect to receive any existing drawings and
information on the existing equipment and facilities that the City of Elk
River has to expedite the design process. Our design team and the task
force will meet and exchange information, clarify the scope of work and
set a trail to move forward.
RSP Architects. Ltd.
21
PROJECT APPROACH {continued]
.. ----....--.---
.. . ,.1..------ . -.---". .-.----.,
C Co."ptuallS<h,mat;c D,
-----
DesignlDevelopment Drawings
Construction Documents
Ie
I
Bidding
j
I-
Presentation of QualificationslProposallo the City of Elk River
The design documents will be prepared in accordance with the schedule
provided by the City of Elk River, in particular to the number of staff and
city meetings. Th~ Conceptual/Schematic design will include all aspects
of the project's systems and a preliminary construction cost estimate. A
priority-of this phase will be a colored presentation of floor pla~s, site
plans and artist renderings of exterior perspectives. These will be the
tools which the task force will use for fund-raising and public relation
programs to introduce the new facility to the community. We recommend
that a staff member of the City Building Inspections Department be
invited to a number of the design reviews to introduce the department to
the project.
Following the task force and city approval of the schematic design, the
design team will complete the design development drawings for submittal
to city for review and comments. We recommend that the City Building
Inspections Department be invited to review the design drawings.
Acceptance of the design development drawings will allow the design
team to complete the biding/construction documents. These documents
will include civil, structural, architectural, ice systems, mechanical,
electrical, communications and concessions. Preliminary reviews of the
documents will be made with the City Building Inspections Department.
The design team will issue the bidding documents per Addendum No. I
in four to five parts to allow the construction manager to review each part
of the project separately and secure the most cost-effective bid. The RSP
design team will respond to all questions and issue responses in the
appropriate manner during the public bidding period.
RSP's design team will be available to review the bids with the
construction manager and the task force in preparation of presenting and
signing a construction contract with the successful contractors.
During the bidding process, RSP's design team will work hand-in-hand
with the City Building Inspections Department to obtain the building
permi t.
RSP Architects, Lid.
22
I'
I
,
I
I
I
I
I
I
Ie
I
I
J
f
.
l
e
,_._-
Presenl.3tion of QualificalionslProposalto the City of Elk River
PROJECT APPROACH [continued]
Construction The design team will be available to respond to all site construction
questions. Scheduled construction observation trips and construction
meetings will be clearly stated in the final contract. Administration of the
construction progress will be an ongoing daily duty of the team members
and the contractors will have direct access to them.
Close out The conclusion of the project will be noted by completion of "Punchlist
Items" identified by each design professional following the last visit to
the site. Confirmation of the completion will be assigned to RSP.
Skating RSP's design team requests the opportunity to share first time skating
experience with the Task Force in celebration of completed project. We
further ask if additional Elk River Task Force jackets are available to
announce our team's involvement in the project.
RSP Architects, Ltd.
23
-