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5.5. SR 04-22-1996'ty of 'ver MEMORANDUM Item 5.5. TO: FROM: DATE: SUBJECT: MAYOR & CITY COUNCIL PAT KLAERS, CITY~I~TRATOR APRIL 22, 1996 ~// NORTHBOUND LIQUOR ARCHITECT At the 4/15/96 CIP worksession, the Council discussed the status of the Liquor Store Fund and the construction of a new Northbound Liquor Store in the northeast corner of 197th Avenue and Highway 169. An architectural proposal from Tushie-Montgomery & Associates, Inc. was distributed and reviewed at the 4/15 meeting. Liquor Store Manager Fritz Dolejs has checked out references on this firm for liquor store projects that have been completed in the cities of Lakeville and Richfield and feels comfortable recommending the hiring of this firm for our project. Attached for your review is the proposal from Tushie-Montgomery & Associates, Inc. This proposal was requested during our meeting with Gary Tushie. The proposal calls for 7 percent of the total construction costs plus reimbursables as the fees for this project. The Council has discussed the need to do the programming and schematic design for this project along with the possible need to do the design development work in early 1996. This is roughly one third of the project, and, after this work, a decision will be made as to the timing of the project and when the construction documents should be completed. The timing of the project needs to be evaluated according to the budget that is developed based on the various program needs and design components of the store. If this project is constructed in 1996, the Liquor Store Enterprise Fund will have to go into debt to finance this project. If the construction does not take place until the fall of 1997, then it is possible that the Liquor Store Fund can finance the project without borrowing monies. Therefore, available funds may affect the timing of the project. If nothing significant changes with the plan, doing the preliminary work in 1996 and the construction in 1997 will not affect the fees paid to the architect. An additional issue related to the timing of this project is the activities that may or may not happen in the next 24 months around the existing Northbound site. In this regard, we do not see any progress for a project at the trailer court, so there may be a very limited impact on the traffic patterns and volumes around our existing store in the next few years. Additionally, 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 we need to look at what the county is proposing for the reconstruction of County Road 12 in 1997 and how this project may impact traffic around the liquor store during construction and what impact the project will have on traffic in this area in the long run. Nonetheless, I think it is inevitable that Northbound needs to be relocated at some time in the near future and we need to know how the new facility can fit on the site along with the budget for the construction of a new facility. Recommended Action It is recommended that the City Council approve a motion hiring the architectural firm of Tushie-Montgomery & Associates, Inc. for the Northbound Liquor project as outlined in the March 11, 1996, proposal. s:council:tushie Tushie Montgomery Assooiates Ir~Co 7eots. Space Planners [nteri~rOape Architects Designers 3300 Edinborough Way. #601 Minneapolis, Minnesota 55435 612-830-8208 o Fax: 830-8215 March 11, 1996 Mr. Patrick D. Klaers City Administrator City of Elk River .... 13065 Oron0 Parkway ....... Elk River, Minnesota 55330 ..... Re: New Municipal Liquor Store Dear Pat: It is with great pleasure that we accept the opportunity to present our qualifications as Architects for this important project. The attached proposal was prepared specifically for the referenced_.p[Oje_c_t_ deveiopmentl ..... Tushie-Montgomery & Associates, Inc., has considerable experience in similar scale developmentSTa¢ well as a diverse background in most building types. While we have considerable' experience'in retail/municipal liquor stores, 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. - . .... Pat, we are looking forward to working with yourself and Fritz and establishing a long lasting..working~ relationship with the City of Elk River. This is an important project for our_firm and we are_~/ery_e~.cited PROPOSAL FOR PROFESSIONAL SERVICES NEW MUNICIPAL LIQUOR STORE ELK RIVER, MINNESOTA MARCH 11, 1996 Having met and discussed the project with Pat Klaers and Fritz Dolejf of the City of Elk River, Tushie- Montgomery & Associates, Inc., proposes the following scope of work as a recommended procedure for the development of the City's new Municipal Liquor Store. PROJECT DESCRIPTION: Development of an existing 1.26 acre site to provide for a new 8,000 square foot store with a full basement to be used for storage for a total building square feet of 16,000 square feet. Building design shall accommodate a 4,000 square foot future addition. Building shall be equipped with a loading dock. All parking shall be at grade. SCOPE OF SERVICES: The professional services of Tushie-Montgomery & Associates, Inc., shall be as follows: I. PROGRAMMING: 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 with the Owner with respect to a new facility including: Design limitations Customer and employee parking and traffic circulation Equipment/Cooler considerations Mechanical systems Electrical system Store fixtures Store layout and traffic flow Storage areas Based upon the information developed in A and B above prepare a final detailed program for the building development. Proposal for Professional Services Elk River Municipal Liquor Store March 11, 1996 Page Two of Seven Based upon the approved program develop a design criteria for evaluating alternative site plan possibilities including: Current retail building locations Access to Site Area Soils Proposed Utilities and Grades Proposed Parking layouts Building Orientation Existing Site Improvements Etc, Meet as necessary with City staff members during the entire process to finalize the program and present conclusions. Fw Assist the Owner in obtaining fee proposals for conducting a Phase One Environmental Study and Geotechnical testing. II. SCHEMATIC DESIGN: Based on the mutually agreed upon program, prepare a preliminary site plan showing the layout of the building, roads, parking, trees, open space, landscape features and proposed site improvements. Bm Prepare preliminary overall building floor plans reflecting elements identified in the building program. C. Design preliminary overall exterior elevations for the building. D. Evaluate existing HVAC, plumbing and other building mechanical systems for compatibility to the building program. E. Evaluate the proposed electrical systems for compatibility to the building program. Meet as necessary with staff members during the entire process to finalize design solutions. Prepare presentation drawings to graphically illustrate design solutions to city staff members and the public. Submit proposed plans to a General Contractor for value engineering and preliminary construction cost estimating. Be present at public hearings to assist the Owner in obtaining governmental approvals for the project. Proposal for Professional Services Elk River Municipal Liquor Store March 11, 1996 Page Three of Seven IV, DESIGN DEVELOPMENT: Based on the approved schematic design documents and any adjustments by the Owner in the program, schedule or construction budget, prepare design development documents consisting of drawings and other documents to fix and describe the size and character of the project. This includes making plan modifications as required by the Owner. B. Prepare an outline specification for the project. C. Provide preliminary structural design for the b~ilding modifications. III. Dm Eo Jw Review mechanical and electrical systems criteria developed during the schematic design phase and prepare a preliminary design for all systems. Make recommendations on materials for interior finished surfaces. Meet as necessary with staff members during the entire process to finalize design solutions. Submit proposed plans to the General Contractor for value engineering and revised construction cost estimating. Assist Owner in identifying construction alternatives to adjust project scope, if necessary. Prepare presentation drawings to graphically illustrate design solutions to city staff members and the public. Coordinate floor plan layouts with Owner selected equipment vendor for compatibility with conceptual layouts. ARCHITECTURAL CONSTRUCTION DOCUMENTS: B. C. D. E. Based upon City input and requested changes finalize all architectural and site designs. Make recommendations on the selection of materials. Finalize all mechanical and electrical systems designs. Finalize all structural design for the building. Finalize site landscape designs. Proposal for Professional Services Elk River Municipal Liquor Store March 11, 1996 Page Four of Seven Provide any required civil engineering designs for site grading and pavement sections. All nurp ponding to be completed off site. From the approved design studies, prepare a set of construction drawings and specifications, which shall include the following: Site Grading Plan Site Utility Plan Site Paving Plan Landscape Plan Demolition Plans Floor Plans Roof Plan Exterior Elevations Wall Sections Enlarged Floor Plans Interior Details Exterior Details Schedules (Door & Finish) FoOtings, Foundation Plan & Details Roof Framing Plans Structural Details & Sections Mechanical Plans & Details Electrical Plans & Details 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 General Contractor bids for the project by distributing drawings to the General Contractors, answering subcontractor questions, attending pre-bid conferences and reviewing bids received. VI. CONSTRUCTION PHASE: Ao B. C. D. E. F. G. H. Review shop drawings, samples and other submissions of the contractor. Answer contractor questions. Make periodic visits to the site to be familiar generally with the progress of the Work. Process monthly pay requests. Assist in the preparation of a final project punch list. Issue a Certificate of Substantial Completion. Assist the General Contractor in applying for and procuring all required permits. Assist the General Contractor in pre-construction conferences with representatives from the successful bidders and any other vendor representatives. Prepare and issue Change Notices and Change Orders as necessary. Proposal for Professional Services Elk River Municipal Liquor Store March 11, 1996 Page Five of Seven VII. INTERIOR DESIGN SERVICES: A. Furniture, furnishings and equipment: 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 order all interior furniture and furnishings not previously anticipated in the Contract Documents. o Prepare alternative presentation materi~l boards to illustrate the color, texture and quality of the materials being considered. Provide assistance to the Owner in coordinating schedules for delivery and installation of all furniture and furnishings and equipment. 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. 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. e 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. 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. Proposal for Professional Services Elk River Municipal Liquor Store March 11, 1996 Page Six of Seven 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. 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 (3©) 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 7% of the actual total construction costs plus normal reimbursable costs of printing, faxes, reproductions, copies, telephone, postage, delivery and mileage, etc. These fees can be proportioned as follows: I.- II. Programming and Schematic Design 25% of Total Fee III. Design Development 10% of Total Fee IV.-V. Construction Documents 50% of Total Fee VI. Bidding and Construction Phase 15% of Total Fee VII. Interior Design Services Additional Services as requested by Owner on an hourly basis HOURLY RATES: Principals Associates Architect or Landscape Architect Architect Draftsperson Computer Draftsperson Interior Designer $ 100/Hour $ 72/Hour $ 68/Hour $ 62/Hour $ 62/Hour $ 50/Hour Proposal for Professional Services Elk River Municipal Liquor Store March 11, 1996 Page Seven of Seven 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 AIA agreement shall be prepared and executed for the balance of services to be completed. Respectfully submitted, TUSHIE-MONTGOMERY & ASSOCIATES, INC. President AUTHORIZATION TO PROCEED: CITY OF ELK RIVER BY: Its: