4.8. SR 06-18-2001MEMORANDUM
Item 4.8.
TO:
Mayor and City Council
FROM:
Pat Klaers, City Administrator
DATE: June 18, 2001
SUBJECT: Consider Tushie - Montgomery Programming Proposal for City
Hall Expansion
The City Hall Expansion Committee started off being composed of Tom Zerwas and Jeff
Beahen from the Police Department, Lori Johnson from the Finance Department, Sandy
Peine from Administration, Steve Rohlf and Cliff Skogstad from the Building Department,
and myself. Recently, Councilmembers Louise Kuester and Paul Motin joined the committee
in order to help in our communication with the City Council and in order to ensure that City
Council issues and ideas were part of the discussion as the expansion project moves forward.
The committee has met twice with Gary Tushie of the Tushie-Montgomery Architectural
firm. The first meeting was to briefly review our current city hall and police department
status, the perceived needs, and our expansion options, so Mr. Tushie would have the
information needed to prepare a proposal for programming services. The second meeting
was to review the Tushie-Montgomery's proposal.
Programming services are pre-architectural services. Programming provides a professional
analysis regarding our existing situation, our needs, examines building options, and provides
assistance in selecting the best recommendation. The City Hall expansion project cannot
move forward until this programming step is completed. Programming was also done before
the original 1992-93 city hall project.
The city has had a good experience working with this architectural firm when they did our
Northbound Liquor project. This firm has completed numerous municipal projects and has
done similar programming work for Lakeville and Richfield.
Attached for your review is the proposal from Tushie-Montgomery for city hall expansion
programming services. Mr. Tushie will be at this meeting to present the proposal and meet
the City Council. It should be noted that the programming work schedule includes receiving
input from the rest of the City Council by way of a questionnaire. So to a limited extent the
entire City Council will be involved in this process. Funds for this expenditure will come
from the government buildings reserve. The programming work should be completed within
five months.
Please note that the design work will be discussed later by the City Council and is not part of
this proposal. The design work is phase one of the architectural services for the construction
project. The design work puts the programming decisions into a building plan, allows us to
get better cost estimates, and gets the project to the point of being able to produce
construction documents for bidding purposes. If the city is happy with how the
programming work goes, then it is logical for the city to take the next step and have the
design work completed. It should be noted that the project can stop or be put on hold at any
time including after the design work is completed. However, at this point discussing design
services is premature.
Recommendation
It is recommended that the City Council approve the city hall expansion programming
proposal from Tushie-Montgomery and for the funding to come from the Government
Buildings Reserve.
JUN-13-2001 14:10 TUSHIE MONTGOMERY 612 861 9632 P.02/08
T U S H I E
MONTGOMERY
ARCHITECTS
Sune 12, 2001
Patrick D. Klaers
City Administrator
City of Elk River
13065 Orono Parkway, Box 490
Elk River, Minnesota 55330
Re: City I-~l Complex Space Needs Assessment Study
Dear Pat:
As you requested, attached is a revised proposal for the above referenced project, It reflects the changes we
discussed in our meeting today.
! Tushie-Montgomery & Associates, Inc., has considerable experience in similar scale developments, as well as a
diverse background in mo, st building types. While we have had a great deal of experience in municipal facilities,
we do not pretend to be experts" at any one thing, but approach each project aa a challenge to provide the best
design for the budget dollars. The business of government is to serve its constituents, and as such, the taxpayers
investment in staff, equipment and facilities warrants efficient, cost effective, functional facilities in a convenient
and appropriate location that allows for change as the community changes. It is our responsibility to assist the
City Staff and Council in making the necessary decisions to meet the City's mission and goals.
We are looking forward to working with yo~self, the City Council, and the City's Design Management Team and
strengthening our working relationship with the City of Elk River. This is an important project for our fa'm and
we are very excited about it. We are committed to dedicating our primary energy to assist you in this project.
Sincerely,
TUSHIE-MONTGOMERY & ASSOCIATES, INC.
Gary Tushie,
President
7645 Lyndale Avenue South, # 100
Minneapolis, Minnesota 55423
JUN-l~-~001 14:11 TUSHIE MONTGOMERY 612 861 g6~ P.0~/08
PROPOSAL FOR PROFESSIONAL SERVICES
CITY HALL COMPLEX SPACE NEEDS ASSESSMENT STUDY
FOR
THE CITY OF ELK RIVER, MINNESOTA
MAY 22, 2001
REVISED JUNE 12, 2001
Having met and discussed the project with the City of Elk River's Design Management Team, Tushie-
Montgomery & Associates, Inc., proposes the following scope of work as a recommended procedure for
the preparation of a City Hall Space Needs Assessment Study for the City of Elk River.
PROJECT DESCRI .pTION:
Prepare a City Hall Space Needs Assessment Study for the existing City Hall complex to determine the
short term and long range needs for the existing building including City Hall functions, Emergency
Operation Center, Police Department, Senior Center, large public meeting room, and public activities.
SCOPE OF SERVICES:
The professional services of Tushie-Montgomery & Associates, Inc., shall be as follows:
I. PROGRAMMING:
A. Field verifying, in general, the accuracy of the as-built documents for the existing building
and prepare CAD drawings of the existing conditions to be used in determining actual
square footages for each area of the building. Using the as-built plans determine existing
space allocations for each department and document space deficiencies, building systems
appropriateness, potential barriers, circulation, public access, and Handicap Accessibility
Compliance.
Bm
Review all information, reports, documents, and drawings the Owner may have related to
this project. Review the current and projected future needs for the building with the City
Staff Design Management Team and prepare a space needs program to be used Jn
developing site and building reuse and expansion plans with respect to the following:
Projected needs by department including current needs, needs by 2005,
2010, and 2020 based upon population change, redevelopment
goals, general assumptions pertaining to future operational and
service philosophies and characteristics specific to individual
departments.
Design limitations and opportunities
Existing floor plan traffic patterns between departments
Existing site and building conditions
City zoning requirements
Expansion capabilities including campus approach
Council Chambers
HC accessibility concerns
Meeting rooms
Site parking requirements
Building access points
Private offices vs workstations (determine standard work space
requirements based upon job responsibilities and function)
JUN-1E-2001 14:11 TUSHIE MONTGOMERY 612 861 96E2 P.04/08
Proposal for Professional Services
City Hall Complex Space Needs Assessment Study
City of Elk River
May 22, 2001
Revised June 12, 2001
Page 2 of 6
Delivery/loading docks
Cable TV production studio
Computer room
Larger locker rooms
Election equipment storage and setup
Public counters - various departments
Conference rooms - small and large
Secured outside storage
Shooting range
Vehicular garage Police
Building and Zoning
Hazardous waste storage
Natural lighting techniques
Employee breakrooms
Bathrooms
Reuse of existing spaces
Community meeting rooms
Senior center activities
Existing mechanical and electrical systems
Existing structural systems
Technology needs
Resource center
Storage
Prepare a memorandum to City Council Members requesting their input into, from a policy
standpoint, on broad range program elements such as should ali city hall functions remain
in the principal building or can some functions be located in separate buildings in a campus
configuration, or should the program include public facilities such as a Community Center
or Senior Center, etc.
Process the information developed in B, above into the various City Hall department needs
as follows:
Finance
Planning
Economic Development
Administration
Building and Zoning
Engineering
Parks & Recreation
Building Maintenance
Public Spaces
Large Meeting Room
Senior Center
Emergency Operations Center
Police Department
City Attorney
JUN-13-2001 14:12 TUSHIE MONTGOMERY 612 861 96E2 P.05/08
II.
III.
Proposal for Professional Services
City Hall Complex Space Needs Assessment Study
City ol Eli( River
May 22, 2001
Revised June 12, 2001
Page 3 of 6
Based upon the approved program develop a design criteria for evaluating alternative
facility possibilities including:
New possible community functions
Adjacency requirements
Possible reuse of existing spaces
Miscellaneous requirements
Proposed parking layouts
Building entrances
Existing Site Improvements
Proposed building additions
Existing parking areas
Long term appropriateness of each department being located in City Hall
versus campus design approach
Meet as necessary with City Staff during the entire process to finalize the Space Needs
Assessment Program and present conclusions.
Conduct a building code analysis for the existing building to determine compatibility with
any proposed building expansion and/or remodeling.
IMPLEMENTATION:
A. Provide plan implementation strategies to include:
1. Recommended locations of new/expanded/relocated City facilities, if any.
Recommended space requirements for existing and potential'City needs by
department.
3, Generalized cost estimates for recommendations.
4. Possible funding sources.
5, Phasing/timing and priority of any recommended ohanges.
Determine if any complimentary private sector development can be incorporated into any
future plans.
C. Incorporate implementation recommendations and include in the text of the finalized report.
DESIGN;
Based on the mutually agreed upon Space Needs Assessment Program, prepare a site
plan showing the layout of the existing and proposed building expansion, parking
expansion, trees, open space, landscape features and adjacent public improvements.
JUN-13-2001 14:12 TUSHIE MONTGOMERY 612 861 9632 P.06/08
Proposal for Professional Services
City Hall Complex Space Needs Assessment Study
City of Elk River
May 22, 2001
Revised June 12, 2001
Page 4 of 6
Identify design themes and specific recommendations for public places, architectural
features, decorative lighting, plantings, benches and other public improvements related to
the overall site master plan.
Prepare standard work space layouts for private offices, workstations, conference rooms,
reception spaces, etc. including generic furniture layouts.
Evaluate existing HVAC, plumbing and other building mechanical systems for compatibility
to the building expansion program.
Evaluate the existing electrical systems for compatibility to the building expansion program.
Prepare floor plan alternatives reflecting the program requirements utilizing the standard
work space layouts.
Prepare exterior building elevations for the existing building and any proposed building
expansions.
He
Meet as necessary with City Staff during the entire process to finalize design solutions.
Prepare presentation drawings to graphically illustrate design solutions to City Staff
members, the City Council and the public.
Prepare proposed preliminary construction cost estimate for the purpose of determining the
total financial scope of the project.
Be present at public hearings to assist the City in obtaining approvals for the project.
Prepare a final report documenting conclusions and design solutions from the
Programming and Design phases. Report will include a summary of each departments
current and project space needs.
TO BE PROVIDED BY THE OWNER:
The Owner shall provide:
All background information the Owner may have available reJated to this project and
necessary instructions and input regarding the program requirements.
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.
JUN-l~-2001 14:12 TUSHIE MONTGOMERY 612 861 g6~2 P.07/08
Proposal for Professional Services
City Hall Complex Space Needs Assessment Study
City of Elk River
May 22, 2001
Revised June 12, 2001
Page 5 of 6
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.
TIME:
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.
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 the Architect through a
consultant relationship with one or more Engineering firms experienced in the type of work contemplated
in this proposal.
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.
TOTAL FEES ANTICIPATED:
The total cost of all basic services recommended in this proposal shall be as shown below plus normal
reimbursable costs of printing, faxes, reproductions, CAD plots, copies, telephone, postage, delivery,
building renderings, and mileage, etc.
I.& I1. Programming & Implementation Plan
$22,380.00
III. Design
$24,710.00- $47,300.00
HOURLY RATES:
Principals
Senior Associate
Associate
Architect or Landscape Architect
Architect Draft=person
Interior Designer
Interior Designer Intern
$1.;0/Hour
$120/Hour
$104/Hour
$ 94/Hour
$ 82/Hour
$ 94/Hour
$ 82/Hour
Hourly rates may change at the beginning of each calendar year.
JUN-13-2001 14:13 TUSHIE MONTGOMERY 612 861 9632 P.08/08
Proposal for Professional Servioes
City Hall Complex Space Needs Assessment Study
City of Elk River
May 22, 2001
Revised June 12, 2001
Page 6 of 6
This proposal is good for thirty (30) days. If acceptable, a signed copywill be our authorization to proceed
for Parts I and II of this Proposal. Part III shall be a possible future phase. 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.
Respectfully submitted,
TUSHIE-MONTGOMERY & ASSOCIATES, INC,
Gary Tushie,
President
AUTHORIZATION TO PROCEED:
CITY OF ELK RIVER
By:
Its:
TOTAL P.08
ELK RIVER CITY HALL COMPLEX EXPANSION
ELK RIVER, MINNESOTA .
PROJECT SCHEDULE T U $ H I E
May 22, 2001 M O NTG O M E R Y
ARCHITECTS
Revised June 2001
2001 2002 2003 2004
ACTIVITY June July Aug Sept Oct Nov Dec Jan-Apr May-Jne Jly-Sept Oct-Nov Dec Jan-Apr Ma¥-Jne Jub/-Sep Oct*Dec Jan Feb
PHASE I
~Conditon Plans
PrOgramming
Construction Budgeting
~tions
Prepare Final Report
~ ~ PHASEII
Preliminary Design
PHASE III
Desi n Develo ment Phase
Pm_.~pare Construction Documents
U_~late Construction Budget
~ons/Secure
Submittal for Building Permit -- --r-'-- '~
Value En ineedn
C°nst uct'°n C°n'rac s
Sitework
~Cons~uction ~ ~ ~ ~ --
Complete Punchlist Items
Owner Move - In
City Staff Review/Approvals
City Council Review/Approvals I · I I · ·
Design Team Meetings ·
Planning Commission Review/Approval · ·