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HomeMy WebLinkAbout20070305 - VIII-C-2MEMORANDUM VIII-C-2 TO: Honorable Mayor and City Councilmembers FROM: Dave Osberg, City Administrator DATE: March 1, 2007 SUBJECT: City Hall and Public Works Garage Renovation Concept Plan and Authorization to Utilize TKDA for Architectural and Engineering Services. RECOMMENDED CITY COUNCIL ACTION It is recommended that the City Council take action approving the concept plans as enclosed, of the proposed City Hall and Public Works Garage renovation, and authorize the utilization of TKDA for Architectural and Engineering Services for design development and opinion of probable costs in an amount of $7,000 for City Hall and $23,000 for the Public Works Garage. Staff is not recommending at this time construction document services be approved, as outlined in the attachment, until such time the City is ready with a financial plan for each of the renovation and construction projects. BACKGROUND In a prior report to the City Council, Staff outlined a variety of issues associated with space needs throughout the City. Renovation of the Finance and IT Department space is nearly complete, which also included a major renovation of the resource room where mailboxes, fax machines, copier and office supplies are located. Recent discussion resulted in significant review by various City stag on the potential renovation of the front counter area to better serve the public on the 15` Floor, in addition to a renovation of the entire 2°d floor, west end. A high priority on the 1~` floor is reconfiguration of the front counter staff area, to be certain they are closer to the initial point of contact with the public, and also allow staff more private front counter interactions. There has been consideration over the years to relocating the Engineering Department to the Public Works garage, thus the attachment illustrates how the 2"d floor space would be utilized by the Planning and Building Departments, once the Engineering Department completes its relocation to the Public Works Garage. With the recent acquisition of the UBC facility by the HRA, certain equipment and vehicles have been relocated to the facility, while at the same time some basic improvements are completed at the UBC facility. The immediate priority addressed in this plan results in improvements to include: better restroom facilities, locker room, storage, conference and training space and HVAC improvements, along with the additional space associated with the relocation of the Engineering Department to the Cal Ruedy Public Works Garage. The next step in the process, and thus the need to utilize the services of TKDA would include more specific design development documents which will assist in the preparation of the opinion of probable cost. Upon completion of that stage, Staff would present additional information to the Finance Committee and ultimately the City Council on a financing plan for completion of the projects, with of course renovation of the Public Works Garage and relocation of the Engineering Department taking place first. Should a feasible financing plan be developed and approved by the City Council, TKDA would then be engaged to complete the final design and construction document preparation, to prepare for bidding of the projects. Staff is attempting to advance the project in a manner that results in utilizing the services of TKDA at certain stages, "checking in" with the City Council, and then determining if the next stage should be implemented. This seems to be a reasonable approach, utilizing completely the services of TKDA, only after the financial feasibility of the projects has been firmly established. David M. dsberg City Administrator TKDA ENGINEERS • ARCHIIC-Ci5 • PLANNERS February 20, 2007 Mr. David Osberg Hastings City Administrator 101-4th Street East Hastings, Minnesota 55003-1955 444 Cedar Street, Sutte 1500 Saint Paul, MN 55101-2140 (651) 292-0400 (651) 292.0093 Faz www.tkda.com Draft for Review Only Re: Supplemental Agreement No. 1 for Architectural and Engineering Services Design Development, Construction Documents, and Opinions of Probable Costs City Hall Renovation and Public Works Administration Renovation/Expansion TKDA Project No. 0013725.001 Deaz Mr. Osberg: Pursuant to communications with you, we propose to provide additional Architectural and Engineering services for Design Development, Opinions of Probable Construction Costs, and Construction Documents in connection with: Renovation of City Hall's Second Floor (west end) and the First Floor Main Lobby Renovation/Expansion of the Administrative Area of the Public Works Building A sepazate set of drawings and construction documents will be prepared for each of the two buildings. Opinions of Probable Construction Costs will be prepazed for each building at the conclusion of the Design Development Phase. Work will only continue to Final Design/ Construction Documents upon review and approval of the Design Development and Opinions of Probable Construction Costs. This Supplemental Agreement No. 1 does not include services for replacement of other building systems outside the Project azea (i.e., overall fire alazm systems, main building entrance for City Hall, lighting system replacements, etc.). Such services would be provided as additional services if authorized by the OWNER. This Supplemental Agreement No. 1, made and entered into as of the date formalized at the end of this Agreement, amends the original Agreement dated August 4, 2006, for the Project, as hereinafter stated. Add the following new Tasks to SECTION II -SERVICES TO BE PROVIDED BY TKDA: H. CTI'Y HALL RENOVATION (SECOND FLOOR WEST END AND LOBBY FIRST FLOORI On the basis of approval of the previously prepared Space Plan drawings, TKDA shall provide the following services: Design Development and Opinion of Probable Costs a) Field verify existing conditions and prepaze architectural background drawings. An Employee Owned Company Promoting Affirmative Action and Equal Opportunity Mr. David Osberg Dr t R O l City of Hastings of for evlew n y Supplemental Agreement No. 1 for Architectural and Engineering Services Design Development, Construction Documents, and Opinions of Probable Costs City Hall Renovation and Public Works Administration Renovation/Expansion Februazy 2Q 2007 Page 2 b) Meet with the OWNER'S staff to review previously prepared concept drawings and confirm/approve the scope of work and schedule. c) Based on the approved Space Plan concept (completed under the initial Agreement), prepare Design Development Drawings for the renovation of west end of City Hall's Second Floor and renovation of the First Floor Main Lobby. This will include Architectural, Mechanical, and Electrical drawings describing in general the project work scope and material finishes. Drawings will be developed to the extent an Opinion of Probable Costs reflecting estimated unit prices can be prepared (approximately the 35% point of construction drawings). d) Based on the Design Development drawings, prepaze an Opinion of Probable Costs reflecting estimated unit prices to be used for budgeting. e) Meet with the OWNER'S staff to present the drawings and Opinion of Probable Costs, and seek approval from to proceed to the next phase of design. 2. Final Design and Construction Documents a) Based on approval of the Design Development drawings and Opinion of Probable Costs, prepare for incorporation into [he Contract Documents, final drawings and specifications (Project Manual) to show the character and extent of the Project for competitive, public bidding by general contractors. b) Two meetings with the OWNER'S staff will be held to review the progress and provide review comments during the Final Design. c) Prepaze an updated Opinion of Probable Costs based on the final drawings and specifications. Advise the OWNER of any adjustments caused by changes in extent or design requirements of the Project. d) Prepaze for review and approval by the OWNER, his legal counsel, and other advisors construction contract agreement forms, general conditions, supplementary conditions, bid forms, invitations to bid and instructions to bidders, and assist in the preparation of other related documents. e) Present to the OWNER for review, one set of the final Contract Documents and Final Opinion of Probable Costs. Make minor revisions and adjustments following the OWNER'S review. f) Furnish to the OWNER three signed sets of the Contract Documents and design data so that the OWNER may submit to their governing officials/departments for review and approval and seek Council permission to solicit competitive, public bids. Mr. David Osberg Draft for Review Only City of Hastings Supplemental Agreement No. 1 for Architectural and Engineering Services Design Development, Construction Documents, and Opinions of Probable Costs City Hall Renovation and Public Works Administration Renovation/Expansion February 20, 2007 Page 3 g) Should the OWNER elect to proceed with bidding and construction, TKDA would provide Bidding and Construction Contract Administration services under a sepazate authorization as an additional service. PUBLIC WORKS BUILDING RENOVATION AND EXPANSION On the basis of approval of the previously prepared Space Plan drawings, TKDA shall provide the following services: Des~n Development Phase and Cost Estimate a) Field verify existing conditions and prepare azchitectural background drawings of existing building and site in the azea of the expansion. b) Meet with the OWNER'S staff to review previously prepared concept drawings and confirm approve the scope of work and schedule. c) Based on the approved Public Works Space Plan concept (completed under initial Agreement), prepaze Design Development Drawings for the Public Works Administrative expansion. This will include Site/Civil, Architectural, Structural, Mechanical, and Electrical drawings describing in general the project work scope and material finishes. Drawings will be developed to the extent an Opinion of Probable Costs reflecting estimated unit prices can be prepared (approximately the 35% point of construction drawings). This will include about 7,500 square feet of new construction and renovation of about 400 square feet. d) Based on the Design Development drawings, prepare an Opinion of Probable Costs reflecting estimated unit prices. e) Meet with the OWNER'S staff to present the drawings and Opinion of Probable Costs, and seek approval from to proceed to the next phase of design. 2. Final Design and Construction Documents a) Based on an existing survey, prepaze final site drainage, utility, and landscape plan. b) Based on approval of the Design Development drawings and Opinion of Probable Costs, prepaze for incorporation into the Contract Documents, final building drawings and specifications (Project Manual) to show the character and extent of the Project for competitive bidding by a prime general contractor. c) Three meetings with the OWNER'S staff will be held to review the progress and provide review comments during the Final Design. Mr. David Osberg Draft for Review Only City of Hastings Supplemental Agreement No. 1 for Architectural and Engineering Services Design Development, Construction Documents, and Opinions of Probable Costs City Hall Renovation and Public Works Administration Renovation/Expansion February 20, 2007 Page 4 d) Prepaze an updated Opinion of Probable Costs based on the final drawings and specifications. Advise the OWNER of any adjustments caused by changes in extent or design requirements of the Project. e) Prepaze for review and approval by the OWNER, his legal counsel, and other advisors construction contract agreement forms, general conditions, supplementazy conditions, bid forms, invitations to bid and instructions to bidders, and assist in the preparation of other related documents. f) Present to the OWNER three sets of the final Contract Documents and final Opinion of Probable Costs to the OWNER. Make minor revisions and adjustments following the OWNER'S review. g) Furnish to the OWNER three signed sets of the Contract Documents and design data so that the OWNER may submit to their governing officials/departments for review and approval and seek Council permission to solicit competitive, public bids. h) Should the OWNER elect to proceed with bidding and construction, TKDA would provide Bidding and Construction Contract Administration services under a separate authorization as an additional service. II. Under SECTION V -PERIOD OF SERVICE, the completion of services shall be extended an additional five months beyond the effective date (date authorized by the OWNER) of this Supplemental Agreement No. 1. III. Under SECTION VI -COMPENSATION, replace the first paragraph with the following: Compensation to TKDA for services provided under SECTION II shall be on an Hourly Rate basis as described in Article 3 of the General Provisions in the following not to exceed amount. The fee shown for each phase is provided for information only and shall not be interpreted as a limiting factor for that phase, rather the total not to exceed amount is the limiting factor. Original Agreement (City Hall and Public Works Space Planning) Additional Requested Services (Mechanical Design assistance w/Storage Bldg.) Subtotal Supplemental Agreement No. 1 Citv Hall: Design Development Construction Documents Public Works: Design Development Construction Documents Subtotal TOTAL PROJECT (NOT TO EXCEED) $ 8,400 11,200 $19,600 7,000 13,000 23,000 89,000 $132,000 $151,600 Mr. David Osberg Draft for Review Only City of Hastings Supplemental Agreement No. 1 for Architectural and Engineering Services Design Development, Construction Documents, and Opinions of Probable Costs City Hall Renovation and Public Works Administration RenovationBxpansion February 20, 2007 Page 5 We thank you for the opportunity to submit this Supplemental Agreement No. 1 and are willing that this letter constitute a supplement to our original Agreement upon its signature by an authorized official of the City of Hastings and the return of a signed copy to us. Sincerely, William E. Deitner, P.E. Dean A. 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