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Home My WebLink AboutVIII-12 Approve Quote - Architect Services for Lions Park ShelterCity Council Memorandum To:Mayor Fasbender & City Councilmembers From:Chris Jenkins, Parks & Recreation Director Date:April 21, 2025 Item:Lions Park Shelter Consultant Council Action Requested:Accept quote and award contract to HCM Architects for the Lions Park Shelter reconstruction project. Background Information:In the fall of 2024 the shelter at Lions Park was severely damaged by fire. Since that time, staff have been working with LMCIT to determine the best path forward. Staff solicited quotes from two architectural firms and upon review, both LMCIT and City staff agree that HCM is the right fit for this project. The reconstruction project will ultimately rebuild the exact structure that existed before the fire damage,and the City will be reimbursed for all cost associated with cleanup and reconstruction, including consultant fees. Staff recommend accepting the quote and awarding contract to HCM Architects for the base bid. Financial Impact:HCM’s quote is $50,500.00 for all services. The City will hire the firm and pay the bills, and request reimbursement from LMCIT. Advisory Commission Discussion:N/A Council Committee Discussion:N/A Attachments: ▪HCM Architects quote VIII-12 H a g e n , C h r i s te n s e n & M cI L w a i n Architects January 26, 2025 Chris Jenkins Parks and Recreation Director City of Hastings Parks Department 920 West 10th Street Hastings, MN 55033 Dear Chris: Thank you for the opportunity to submit our design services fee proposal to you for the City of Hastings Lion’s Park Toilet Room, Warming House, and Picnic Pavilion Building. We really appreciate the opportunity to work with you and your Team; thank you for contacting us! The HCM Team has worked extensively on Parks and Recreation Design with over 120 individual structures completed in the past 20 years, along with dozens of studies, audits, assessments, and planning efforts. This knowledge will create a lot of efficiencies when recreating your original design, but also when designing the proposed Alternate No. 1, including a larger warming space for the winter months, and a larger picnic pavilion space for the remaining months. Our design services for this proposal will include Architectural Design, Interior Design, minor Civil Engineering, Structural Engineering, and Mechanical & Electrical Engineering. Our Team includes the following: · HCM Architects as the Team Leader/Manager, Architect of Record, and for all Architectural and Interior Design services · Larson Engineering Inc. for both Civil and Structural Engineering services · WSP for Mechanical and Electrical Engineering services We are very excited to assist you with this effort, and we understand how critical it is to complete it as soon as possible. We will strive to provide excellent design services for The City of Hastings. If you have questions regarding this proposal, or would like additional information, please give me a call. Sincerely, Elizabeth A. Gutzman, AIA Partner, HCM Architects gutzman@hcmarchitects.com | 612-904-1332 (office) | 651-247-6943 (cel VIII-12 Project Understanding: The City of Hastings Lion’s Park Toilet Room, Warming House, and Picnic Pavilion Building, completed in 2007, unfortunately burned down in August of 2024. It is our understanding that this project is to recreate the exact design of the original park structure, while following current code requirements that may differ from the original build. This project scope would be covered by insurance and allow a bidding process to understand the cost to reconstruct the same building 17 years later. The existing building was about 425 square feet of interior space (Toilet Room, Utility Room, and Warming House) and approximately another 400 square feet of covered picnic area. The existing building was constructed of rock-faced masonry walls. All these walls are still intact, and an analysis has been completed noting that the walls are structurally sound and can be reused. It was also noted in this report that the existing concrete building pad / patio is also in good shape and does not need replacement. The Design Team would use the existing CAD drawings as a background to document the building in Revit. There is no civil engineering scope for this Base Building Design. In addition to documenting the original design, the City of Hastings is interested in providing Alternate No. 1 Design, including a larger warming space for the winter months, and a larger picnic pavilion space for the remaining months. It would also include a more modern look at the façade and roof lines. The approach to MEP Design would remain the same. Minor Civil Engineering would be required for this option to include a revised building pad, potential sidewalk, and coordination with an existing nearby tree and fire hydrant. If this route is taken, the Construction Documents would include both the Base Building Design, as well as the Alternate No. 1 Design, to complete bidding for both options from each contractor. The City can then decide if the added cost for Alternate No. 1 Design is worth considering beyond what insurance will cover from the fire. The following is a breakdown of the services provided in this proposal between HCM, Larson Engineering, and WSP. The project phases include Design Development, the development of the Construction Documents for bidding, permitting, and Construction Administration. Scope of Services: Task 1: Design Development · On-site Kick-off Meeting / Evaluation of the existing conditions with the Design Team (1 on-site meeting) · Meetings with Design Team for coordination (assume 1 total online meeting) · Weekly meetings with the City to review drawing development and overall project goals (assume 2 meetings, 1 in-person & 1 online) · Develop Revit 3D model, using the existing CAD drawing as a background · Develop the Building Plans, Exterior Elevations & Building Sections · Develop Structural System drawings · Develop Civil Engineering drawings – scope of work only required if Alternate No. 1 Design option is approved to proceed · Develop basis of design documents, documenting the requirements and design criteria for the MEP Systems · Develop finish plans, FFE plans and required interior elevations. · Work with Staff to develop interior & exterior material & finish selections (some of original finishes and fixtures selections are likely not available and need to be revised) VIII-12 · Investigate all pertinent codes and safety regulations – meet with City Building Officials to confirm life safety and accessibility requirements. · Present the Project at Park & Rec and City Council meetings if required · Develop Design Development Package for review/approval ·This scope of work does not include cost estimating services. If this is required, we would request additional services. Deliverables: · Design Development Package including drawings and narratives for: o Architectural o Interior Finishes o Structural o Civil (only if Alternate No. 1 Design is approved to proceed) o Mechanical (HVAC & Plumbing) o Electrical · Draft of specification sections (assume the City is completing the Division 00 sections for procurement and contracting requirements) · Project meeting minutes documentation of meetings and presentations · Understanding of local and state jurisdiction requirements · Presentation materials for Park & Rec Board and City Council meetings · Renderings to review Alternate No. 1 Design only if approved to proceed Task 2: Construction Documents · Meetings with Design Team for coordination (assume 2-3 total online meetings) · Weekly meetings with the City to review drawing development and overall project goals (assume 4 meetings, 2 in-person & 2 online) · Provide Construction Floor Plans, fully dimensioned, showing all building elements · Provide all required exterior elevations · Building sections · Exterior wall details · Roof plan and details · FFE Plan to show fully coordinated Utility Room for all MEP equipment · Detailed Specifications · Full Structural Engineering (Drawings and Specifications) · Full Mechanical Engineering (Drawings, Specifications, and COMcheck form to demonstrate energy code compliance) · Full Electrical Engineering (Drawings, Specifications, and COMcheck form to demonstrate energy code compliance) · Present the Project at a City Council meeting if required Deliverables: · Complete Construction Documents made up of detailed Drawings and Specifications (Project Manual) for the Architectural, Interiors, Civil (if required), Structural Engineering, Mechanical Engineering, and Electrical Engineering for the bidding, permitting and construction of the project. · Prepare and submit a package for Building Permits Review to the City · Prepare and submit a package to Met Council for SAC Determination VIII-12 Task 3: Project Bidding Services · Issue documents for Bidding · Assist City in Prebid meeting with potential bidders · Respond to substitution requests · Develop Addenda to the Construction Documents · Answer all inquiries about the project as required for the competitive bidding of the project. · Review bids with Owner and qualify the apparent low bidder for the building. Deliverables: o Issuance of Addenda as required, responding to contractor questions. Task 4: Construction Administration Services · Attend weekly construction mtgs. (assume 24 CA meetings, 12 onsite/in-person & 12 online) · Review work for compliance w/ construction documents · Appraise City of construction progress · Review shop drawings and product submittals · Answer RFI’s · Prepare Proposal Requests (PR’s) and ASI’s · Answer all contractor inquiries regarding the design intent of the documents. · Work closely with the Project Manager regarding the construction work · Review payment applications and prepare change orders. · Project Close-Out includes the following: o Review warranties, equipment manuals and related documents assembled by the contractors o Maintain accurate record drawings of field conditions and specifications o Review the completed project 11 months after the date of occupancy and report any issues or warranty problems to the contractor for correction o Discuss the facilities with City staff for feedback on operational issues Deliverables: · Timely Submittal and Shop Drawing reviews · Review of Pay Applications · Issue Appropriate Change Orders · Punch list Inspections - one initial and one final (2 total) · Share reviewed Close-Out Documents with the City · Project Record Documents (drawings and specifications) · 11-month post-construction site visit and warranty review VIII-12 Proposed Design Fees: Our proposed fees are as follows: There are two fee charts below. The first is for the Base Building Design only. The second would include the Base Building and Alternate No. 1 Design in one drawing package to allow contractors to bid both options. Only one of these paths will be approved to proceed. Fee Base Building – Option 1 Task 1: Design Development HCM Architects $6,000.00 Larson Engineering $500.00 WSP $2,000.00 Task 2: Construction Documents HCM Architects $10,500.00 Larson Engineering $2,000.00 WSP $8,500.00 Task 3: Project Bidding Services HCM Architects $2,500.00 Larson Engineering $500.00 WSP $1,000.00 Task 4: Construction Administration HCM Architects $9,000.00 Larson Engineering $1,000.00 WSP $5,000.00 Total Team Fee $48,500.00 Reimbursable Expenses General $2,000.00 Final Total with Reimbursable $50,500.00 VIII-12 Fee Base Building + Alternate No. 1 – Option 2 Task 1: Design Development HCM Architects $10,000.00 Larson Engineering $1,500.00 WSP $2,000.00 Task 2: Construction Documents HCM Architects $15,000.00 Larson Engineering $3,500.00 WSP $10,000.00 Task 3: Project Bidding Services HCM Architects $2,500.00 Larson Engineering $500.00 WSP $1,000.00 Task 4: Construction Administration HCM Architects $9,000.00 Larson Engineering $1,500.00 WSP $5,000.00 Total Team Fee $61,500.00 Reimbursable Expenses General $2,000.00 Final Total with Reimbursable $63,500.00 VIII-12 Our fees do not include the following services: · Full Building Energy Modeling · A/V Equipment Selection and I/T cabling design and Security Equipment Design · Furniture selection (FFE) for the Pavilion and Warming House. Our scope will show layouts and quantities for reference only. · Geotechnical Engineering or Testing · LEED Documentation or Applications · Civil Engineering is only included in the Alternate No. 1 Design option. No Civil is required for the Base Building Scope. · Fire Protection Design · Landscape Design · Environmental Testing · Permitting and Plan review fees, special inspections and testing, SAC charges Additional Services can be provided on an hourly basis depending on staff level at your request – refer to the Billable Rates Schedule provided below. Billable Rates for reference Principal/Project Manager $200.00 / hr Associate Architect $175.00 / hr Registered Architect $160.00 / hr Architectural Staff $145.00 / hr Reimbursable expenses such as required mileage, prints, copies, long distance calls, faxes, etc. are billed at 1.0 times costs. Thank you for your consideration of this request. Please give us a call (612-904-1332) if there are any questions regarding this proposal. Acceptance If this proposal meets with your approval, please indicate your authorization to proceed by signing the ACCEPTED BY and returning a copy to us. Should this proposal not be accepted within 60 days from the date of proposal or should the scope of the project or services vary from the stated assumptions, Hagen, Christensen & McILwain Architects reserves the right to review and update this proposal as necessary. ACCEPTED BY: DATE: VIII-12