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D. Public Works Facility: Update CITY OF CHANHASSEN 7700 Market Boulevard PO Box 147 Chanhassen, MN 55317 Administration Phone: 952,227,1100 Fax: 952,227,1110 Building Inspections Phone: 952,227.1180 Fax: 952,227,1190 Engineering Phone: 952,227,1160 Fax: 952,227,1170 Finance Phone: 952,227,1140 Fax: 952,227,1110 Park & Recreation Phone: 952,227,1120 Fax: 952,227,1110 Recreation Center 2310 Coulter Boulevard Phone: 952,227,1400 Fax: 952,227,1404 Planning & Natural Resources Phone: 952,227,1130 Fax: 952,227,1110 Public Works 1591 Park Road Phone: 952,227,1300 Fax: 952,227,1310 Senior Center Phone: 952,227,1125 Fax: 952.227,1110 Web Site www.ci.chanhassen.mn.us h -' MEMORANDUM TO: Todd Gerhardt, City Manager FROM: /l,D" Paul Oehme, Director of Public Works/City Engineer '{' I July 28, 2008 ~ DATE: SUBJ: Public Works Facility, Project No. 08-03: Update BACKGROUND At the December 10, 2007 work session, staff reviewed with Council a report which identified five options for public works facility improvements to meet current and future needs of the department. At that time, staff recommendation was to build a new facility on the Park Place site. Council directed staff to look at some other options for possible public works improvements. On May 27,2008, staff presented Council with an additional option for possible public works improvement. Staff reviewed the property to the east of the existing public works facility as an additional option (lA). The property is currently occupied by Retail Tech. warehouse building. At that time, Council directed staff to try to identify any indirect costs for the two options and review the costs for the Park Place site if it were to be built in 2009. DISCUSSION As a review, the purpose for the December 2007 study was to determine the current and future needs of public works. The current public works building is over capacity, has numerous code violations and is in need of major repair. Since the City is over two-thirds developed, it is recommended that whatever improvements are made, they are for the final build out of the community. A good public works infrastructure is essential to the health, safety, and well-being of any community. The City of Chanhassen public works covers the broad spectrum of activities needed for our community to function. Improved social well-being and economic expansion will be severely hampered without a properly functioning public works. The City of Chanhassen public works and parks staff, housed at the public works building, in general covers the following key services and responsibilities: . Maintenance of roads, bridges and related infrastructure . Maintenance and replacement of street and signs . Maintenance of street lights and signals Chanhassen is a Community for life. Providing for Today and Planning for Tomorrow Todd Gerhardt Public Works Facility Update July 28, 2008 Page 2 . Maintenance of storm water ponds and collection systems . Emergency response . Snowplowing and ice control operations . Maintenance of over $8 Million worth of vehicles and equipment . Maintenance of potable water system · Maintenance of collection and disposal system for sanitary sewage . Maintenance of parks, trails and recreation facilities · Help organize, plan for and work at City special events . Weed Control In order to determine the best cost effective solution to provide adequate space for the public works facility now and into the future, the 2007 study looked at five options. The first option was to expand the building space on the existing site, the second option was to build on the City-owned property on Park Place and sell the existing public works building site, the third option was to lease an existing site on Powers Boulevard and sell the other two public works properties, and the fourth option was to buy a site along Powers Boulevard ~nd sell the existing two City-owned public works properties. The property the current public works facility is on is too small for the current needs of public works. If the existing public works facility is to be updated, additional property would need to be acquired. Option 1A includes upgrades to the existing public works facility and buying and renovating the Retail Tech. warehouse facility for public works. Option lA - Renovation of Existilll! Facilitv and Acquisition of Retail Tech. Warehouse Buildine:. The Retail Tech. warehouse building is approximately a 60,000 sq. ft. office warehouse building which was built in 1980. The roof was replaced in 2002. The column spacing is 40 x 30 and the available clearance is 13 feet 6 inches. If this facility were to be used for public works the large vehicles in the fleet could not use the warehouse because the ceiling clearance height is not high enough. It is envisioned that the pickup trucks, lawn mowers and lower profile equipment could be stored in this facility. The office area in the Retail Tech. warehouse building would become the new office area for all of public works. This area is adequate and in good condition. Major renovation would be needed to provide an employee lunch room, meeting rooms and locker rooms. The office areas in the existing public works facility would be modified to make room for shops and/or the maintenance department. Fleet maintenance would remain in the existing public works facility, but would require renovation to the existing maintenance areas along with an addition for two vehicle lifts. A new wash stall would be built on the existing public works facility. Most of the existing interior walls in the Retail Tech. building warehouse area would need to be removed for vehicle storage and circulation. Vehicle storage would be g:\eng\public'LZ008 projects\08-03 chanhassen maintenance (pw) facility\072808 ws update. doc Todd Gerhardt Public Works Facility Update July 28, 2008 Page 3 divided between the existing public works facility and the Retail Tech. building. Large vehicles would need to use the existing public works facility. At this time, the existing public works facility would be able to accommodate all the large vehicles in the fleet. As the community expands, a future addition may be needed that could be built on the west side of the existing public works facility. Buying the Retail Tech. building and making upgrades to the warehouse and existing public works facility has both pros and cons when compared to building a new public works facility. Positives: 1. Provides additional outdoor storage area. 2. Keep the existing public works facility. Negatives: 1. Due to column spacing, the warehouse is not an efficient designed for vehicle parking and circulation. 2. The purchase of the Retail Tech. warehouse facility would take away approximately $20,000 annually from the City tax base. 3. Vehicles and operations would be split between two facilities making the operation less efficient. 4. The City would pay a higher cost for the maintenance and utilities for two buildings. 5. The City would own 8,000 s.f. more building then what the 2007 program study determined is needed. 6. Remodeling of existing buildings has a lot of unknowns which could drive up the cost up during construction. 7. The purchase timing of the Retail Tech. building is unknown. The property owner has indicated that if he would sell the facility to the City he would want to build a new building. It is unknown at this time when the City could take occupancy of the Retail Tech. building since an alternative site for a new Retail Tech. building has not been identified nor has planning started. A construction management company was hired by the City of Chanhassen to determine a cost estimate to make the necessary renovations to the current public works facility and change the Retail Tech. warehouse building into a public works facility. The estimated cost was $3,300,000 for this work in 2008 dollars. It is estimated that due to raw material cost, an additional 5% inflation should be added on to the estimate if the renovation were be bid out in the spring of 2009. The sale price of the Retail Tech. warehouse facility is estimated at $4,000,000. Total cost for this option is estimated at $7,500,000. g:\eng\public'LZ008 projects\08-03 chanhassen maintenance (pw) facility\072808 ws update.doc Todd Gerhardt Public Works Facility Update July 28, 2008 Page 4 Option 2 - Park Place - Buildine: a New Facility on City-Owned Property. Option 2 is to build a new public works facility at the end of Park Place and sell the existing public works facility. This option would address the immediate and long- term needs of public works. The City owns three parcels at this location that total 18 acres. The site is encumbered with some steep slopes, wetlands, and a Metropolitan Council sanitary sewer easement. Approximately 10 acres of the property is thought to be buildable. Currently, the property is used for storing topsoil, street sweepings, woodchips and backfill. The property also is used temporarily as a stockpile area for trees that have been cut down and brush. The proposed facility on Park Place enables the City to provide enough facility for the current and future growth of the community. However, the site is tight for cold storage material but most likely would be mitigated with good management. It is anticipated the site would have to be raised a few feet, and a small portion of a wetlands may need to be mitigated. Soils in would have to be corrected. The existing cul-de-sac and a portion of the road would need to be removed and a watermain relocated. Mature trees would need to be removed for the site for it to be developed. Staff has obtained a soils report for the site. Eight borings were taken at approximately the locations of where the building footings may be located. Since most of the area is currently used for storage of excess soils, these soils would have to be excavated and recompacted. Approximately 7.5 of organic clay would need to be removed in the northwest area of the site. Approximately 2' of organic clay would need to be removed from the southern 200' of the building site. Additional non- buildable soils would need to be removed from the northeast corner of the site. In all, 'approximately 15,000 cubic yards of material may need to be hauled off the site. This material however would be good for topsoil of embankment fill on development projects and restoration projects. The soils report indicated the stockpile of street sweepings could be used for bedding material or granular fill. Building a new facility on City-owned land has both positives and negatives over Option lA. Provided below is a condensed list. Positives: 1. The building space is more efficiently. All operations would occur under one roof. 2. Less energy and maintenance costs then having two buildings. 3. Adds approximately $6,000 to the City tax base with the sale of the existing public works facility. 4. Public works facility is less visible from public view. Negatives: 1. Cold storage areas are smaller than desired. 2. City staff would need to prep the site for construction. These "soft" costs which included staff time, equipment rental and trucking are estimated at $75,000. g:\eng\public\_Z008 projects\08-03 chanhassen maintenance (pw) facility\072808 ws update.doc Todd Gerhardt Public Works Facility Update July 28, 2008 Page 5 A firm which is familiar with the costs to build a new public works facility determined an estimate for the new facility. This estimate was based on construction before February of 2008. A revised project estimate if the building would be built in the spring of 2009 year is $8,800,000. Funding for the Park Place Option is proposed to come from several sources. The project was programmed in the 2008 CIP. FUNDING Option lA - Renovation of Existine: Facility and Acquisition of Retail Tech. Warehouse Building GO Bonds Sanitary Sewer Utility Fund Storm Water Utility Fund 2009 Project Estimate $6,440,000 $700,000 $360,000 $7,500,000 Option 2 - Fundine: for New Public Works Facility GO Bonds $6,040,000 Es~in:ated sale of existing public works $1 700000 bUIldmg , , Sanitary Sewer Utility Fund $700,000 Storm Water Utility Fund $360,000 2009 Estimated Project Cost $8,800,000 Out of Pocket Expenses $7,100,000 Attachments: 1. Public Works Site Options 2. Existing Conditions Layout 3. Option lA Demolition Plan 4. Option lA Layout 5. Option 2A Layout - Park Place Site 6. Letter from CDS Group, LLC 7. CIP Page g:\eng\public\_Z008 projects\08-03 chanhassen maintenance (pw) facility\072808 ws update, doc City of Chanhassen Public Works Facility Site Options ,,,"'~~<;;,,,1L~'4cE~~"" July, 2007 G:IEngIJoleenlEngProjectslPaullPublicWorkslOption Sites. mxd l c=) ~ d ~ ~ a ~ ~ ~ o 25 50 , HORIZONTAL SCALE IN 100 , FEET BUILDING LOCATION OFFICE DEPARTMENT SHOPS EQUIPMENT STORAGE VEHICLE MAINTENANCE WASH BAY WELDING BAY TOTAL SALT/SAND STORAGE SQ.FT. 2,350 2.050 16,650 2,300 750 o 24.100 3,450 INTERIOR ROOM DESCRIPTION SQ.FT. 101 WASH BAY 770 102 MAINTENANCE BAY 1690 103 PARTS ROOM 160 104 RECEPTIONIST 100 105 FLEET SUPERINTENDANT 170 106 PARK SUPERINTENDANT 190 107 UTILITY SUPERINTENDANT 210 108 LUBE ROOM 280 109 WOMENS BATHROOM 40 110 JANITOR CLOSET 50 111 MENS RESTROOM 130 112 LOCKER ROOM 80 113 UTILITY SHOP 290 114 UTILITY SHOP 260 115 LUNCH ROOM 580 116 ELECRICAL ROOM 80 117 STREET SUPERINTENDANT 270 118 LOCKER/RESTROOM 290 119 SIGN SHOP 730 119 CARPENTRY SHOP 730 PARKING EXISTING 41 10 11 NEEDS 60 31 45 PARKING STALLS PARKING LOT HEAVY EQUIPMENT VEHICLE STALLS PARKING STALLS PARKING LOT HEAVY EQUIPMENT VEHICLE STALLS · Total Existing Campus = 5.27 Acres c ~ ~ o ., li~; . O~ :Ss- 5 HUl g u :5]Ot.LI::!: ::J :H]i ~ uitlll"'Ql u..........O':5 il~lo CD'- Qllll x Ie ~ 6 E:3~ x 2i x :Ii!; u.1;I ~ 0=1 ~=i 0-=1 = ~ . Z~ w- (/)::::! (/)0 <l::<l::~ IlL.~ Z(/)ln <l::~~ Ia:::::::J OOm lL.~U'i OO~ >-:J I-m o=> ll.. (J) z o F i5 z o o C> z F (J) X w }-x 1Il~ (J) z o Vi 5 w '" }'e <( o DESlCNED DRAWN PO JS PRMCTI 08-03 SHEtT , 1 5 ~ 120 119 ~ ~ ~ 115 102 101 118 117 (J) REMOVE MEZZANINE REMOVE HOISTS REMOVE GAS~ PUMPS 'U /S OCKPILES o 10 20 40 I I HORIZONTAL SCALE IN FEET XXXXX - REMOVE 245LF WALL EXISTING PARKING LOT COLD STORAGE (SALT/SAND) :5 -5 ~ :;;; "Cll ~~c:5 .~ ~ g-8 :i}15- 5 ]E~~~ g .;E-g'~.~ <J :~~~~ :J HU~ ~ ij;t:UJ..ll,l ;~g~: !~;1i " ~ " =as u. Ea:I Ii: O~~ ~-=~ _=1 0-=1 = 1:3 . Z~ w- (/)=:! (/)0 <(<(0 ::clL.(5 Z(/)D:: <(~~ ::c IX ~ 00a. lL. 3: ~ m OO~ >-:J 1-0) <3~ 0.. Z <( <(([ .- ZZ oQ F~ 0..0 0:::iE w o >-" m~ (fl z o Iii 5 w '" ~ <( o O~CNED DRAWN PO JS ?Flo..EC1, 08-03 SHEET , 2 '" 5 ,t ,t' .. r r SCUPPER n U'l'l'l'l' 'l'Ul' l' 1'1'1'1'l')'1')'l'U 13'-4' CD.tIO HE&IT EXISTING PARKING LOT REMOVE BITUMINOUS RELOCATE SCUPPER REMOVE CRANE bllD []Jj XXXXX o 10 20 , HORIZONTAL SCALE IN 40 , FEET REMOVE 1030LF WALL c ~ .2 "'5 ]~~:5 .~ 5 E :s 0......0"'0 ;~i:~ 0. ....Q)1Il ~~gg~ ~nH ~~~d:5 ~ ~~~~ :: 6 E~~ z>- Wt: (f)::::! (f)O <( <( Cl :c1..L-(!j Z(f)~ <(~~ :Ca:::~ ooif 1..L-3:~ o g O~ >-- ~...J _CD 0:;:) a.. )-OX tD~ Vl Z o Uj 5 w '" i=! '" '" ~ g U ::J ~ x i'! ~ ~ - U. !1:41 I 01:1 ~-=~ _=1 0-=1 = ~ . Z <( <(...J .-a.. ZZ 00 i=~ a.. 0 O:::i: W o DESIGNED PO JS PROJECT' 08-03 SHEET , 3 5 c=) ~ ~ ~ ~ a ~ S ~ o 25 50 100 , , HORIZONTAL SCALE IN FEET BUILDING LOCATION OFFICE DEPARTMENT SHOPS EQUIPMENT STORAGE VEHICLE MAINTENANCE WASH BAY TOTAL SALT/SAND STORAGE * With Future Addition SQ.FT. 10,800 4,100 65,800* 8,400 3,000 92,100 3,450 INTERIOR ROOM DESCRIPTION 201 CONFERENCE ROOM 202 PARK SUPERINTENDANT 203 STREET SUPERINTENDANT 204 UTILITY SUPERINTENDANT 205 FLEET SUPERINTENDANT 206 OPEN 207 OPEN 208 STORAGE 209 STORAGE 210 STORAGE 211 RECEPTIONIST 212 PRINTER/COPY ROOM 213 MENS RESTROOM 214 WOMENS RESTROOM 215 STORAGE 216 WOMENS RESTROOM 217 UTILITIES SHOP 218 LUNCH ROOM 219 CONFERENCE ROOM 220 WORKOUT ROOM 221 WOMENS RESTROOMS 222 WOMENS LOCKER ROOM 223 MENS RESTROOM 224 OPEN 225 MENS LOCKER ROOM 226 UTILITY SHOP 227 HEAVY DUTY LIFT AREA 228 WELDING BAY 229 LIGHT DUTY LIFT AREA 230 PARTS STORAGE 231 LUBE ROOM 232 WOMENS RESTROOM 233 JANITOR CLOSET 234 MENS RESTROOM 235 COMPRESSOR ROOM 236 SIGN SHOP 237 ELECTRICAL ROOM 238 CARPENTRY SHOP PARKING PROPOSED 124 24* 51 NEEDS 60 31 45 PARKING STALLS PARKING LOT HEAVY EQUIPMENT VEHICLE STALLS PARKING STALLS PARKING LOT HEAVY EQUIPMENT VEH I CLE STALLS * With Future Addition TOTAL CAMPUS = 9.62 ACRES SQ.FT. 360 190 190 280 150 140 150 150 100 120 140 270 40 40 110 160 630 2440 520 400 150 250 160 190 1010 900 3850 780 1700 1420 360 40 50 130 290 1070 80 1450 o ~ ~ o "5 li~~ . o~ g.:s- g HUl d z U :; HUl ~ ll>;r;1Il'-G:I Hni ~ ~ - u..~~ o:!1 ~=i 0-=1 = IE.3 . z~ 1..tJ:::J Cl (f)-< (f) U 0 <(<(0:: J:I.J...~ Z(f)~ <(~lL J: 0:: - uo~ 1.J...3:~ ou_ >--0 _110 I- [[l - 0::) ll.. <( Z o i= ll.. o >-x "'~ V) z o Vi 5 OJ '" Io! "" o DESIGNED PO JS PROJl::CTI 08-03 SHEET' 4 Of 5 r i I j ~ ~ li' " 8 i J ,___..J--..-.._ ~""-", J"~.~- '-- , '",,-./,,/_.1 ~ ~ ~ ~ o ~~ ~ \. ~ ~ I g 6 a ~ i !! ~o -i ~6' Jj~ o , 25 50 HORIZONTAL SCALE IN FEET BUILDING LOCATION OFFICE DEPARTMENT SHOPS EQUIPMENT STORAGE VEHICLE MAINTENANCE WASH BAY WELDING BAY SALT/SAND STORAGE PARKING PROVIDED 60 31 45 100 I SQ.FT. 8,150 6,550 56,000 7,700 2,900 2,900 9,600 PARKING STALLS PARKING LOT HEAVY EQUIPMENT VEHICLE STALLS COLD STORAGE ITEM A B C D E F G c ~ ~ j~!~ .~ 5 6~ l5"15- 5 HHl g u ;5-gCll"J~ ~ nUi ~ ov;l:W'-cP ~~~;: ! !ili ~ '" " x 0 .. u.=; O=~ ~=I o-=i = ~ . z~ w- (/)~ (/) 0 >- <( <( Cl IlL. F Z (/) VI <(~~ Ia:::- OO~ lL.~~ OO~ >-:J I-rn 0:::::> a.. W l- V; C\lw zO 0<( F~ a.. O~ a::: <( a.. >-~ lOx Vl Z o (jj 5 w '" ~ -<: '" PO JS PROJECT' 08-03 SHEET' 5 5 Group LLC "Professional eonstruction & 'Development Services" 952-368-3248 \VV0V .cds Q'rou])mn.com November 27,2007 Mr. Paul Oehme Public Works Director/City engineer Chanhassen, MN 55317 Paul, Thanks for the opportunity to discuss the potential Public Works Department project with you. I just wanted to take a few minutes to comment on some of the key points of our discussion. First let me say that the program which you presented was very well articulated and clear. Likewise the budget which you forecasted was extremely accurate. This was refreshing to get involved with someone who has a focused grasp on the issues such as your self. Bud~et: As I stated above the proposed project budget which you forecast was very accurate. As you know I do a lot of budget setting and forecasting for many regionally based Architects and other professionals in the construction industry. Your forecast was validated by recent files pulled from my data base and adapted to your program. The two matched very closely. I am in agreement with you about the proposed cost of the current program as it exists today. The estimate was done with today's costs and I just wanted to remind you to adjust for traditional inflation factors of about 3-4% per annum as you move forward. Option 1: Option 1, expansion of the current Public Works site does not in my opinion work for the new program. The site is around 5 acres, I believe, and too small to accommodate future needs. It would require extensive renovation and readjustment of the current facility and the program would have design issues and costs which if feel would be problematic and ineffective in an effort to fit the new program on this site. It would also completely consume the site without regard to any further future needs. The site would be congested and logistically difficult to use. Additionally, it may require off-site storage of some of the fundamental "outside" elements of the Works department, in order to facilitate Structure and Parking. Option 2: In my opinion, given the new program and looking beyond to future needs, this is the best option for a new location. The property is currently owned by the City, at a very reasonable cost basis, is large enough to accommodate the program fully and importantly, a discreet location for your operations. I make the last comment due to the nature of the works department and their need for outside storage of Salts, Gravel, Equipment, stock piles of surplus parts and machinery, and vehicles awaiting repair etc. Placing the new department here, away from obvious public scrutiny will reduce the requirement for privacy fencing and in my opinion; because of the "lay of the land" it will also assist with security issues. I have made the assumption that the City would have the resources to prep the site at a low or no cost basis, therefore further aiding the cost of the project. Option 3: This option would require acquisition of an existing facility and renovation of the same. Unless the existing building came complete with structural floors, trench drains, clear span bay capabilities, etc. it would be very expensive to remediate the building to a suitable location. Raw costs to strip and renovate start at the low end at around $35 per SF and go up from there. When you get into structural issues, the renovated costs can be easily triple that of new construction, i.e.: Structural concrete floors suitable to support plows etc. New cost per SF would be around $4-4.50 per sf. all inclusive. To remove old concrete would cost about $5-7$ per sf and then still cost the original new construction values of $-4.50 per sf bringing the total to around $11 per sf. Renovating heating, fresh air requirements, trench drains, site drainage, heavy metals and oil separation for sewage also become almost cost prohibitive. Another issue is the discernment of surrounding property owners and the public. To go into an existing industrial park location may cause friction in the community and potentially costly privacy screening of the site would more than likely be required in my experience. In Summary after review of your program, your budget and your site options, I think you would be best served to build new on a City owned site which will accommodate the program size and be suitably located for future growth and needs. Again thank you for the discussion. I would sincerely appreciate an invitation to participate in any opportunities which the pursuit of this project might present. Sincerely, Chuck Dennis CDS Group LLC Capital Improvement Program City of Chanhassen, MN MB-003 2008 thru 2012 Contact Unassigned Department Municipal Buildings Account # 1 Account # 3 Type Improvement Useful Life Unassigned Category Street Equipment Pl"iority n/a Project # Project Name Public Works Facility Improvements Account #2 Total Project Cost $8,060,000 Description I The existing Public Works facility is over capacity and is in need of major repairs. The City is expected to grow an additional 30% before ultimate build out. The existing facility is located on a 5 acre site which is already cramped for storage and operation space. The City completed a facility needs study that recommended moving the Public Works building because the existing site is too small for expansion. Justification I The Operations and Maintenance Department needs additional space for repairs, meeting facilities, files, storage, supervisory offices and proper equipment storage. In addition, the current facility does not meet many City building codes. Expenditures Planning/Design 2008 8,060,000 8,060,000 2009 2010 2011 2012 Total 8,060,000 8,060,000 Total Funding Sources 2008 2009 2010 2011 2012 Total GO Bonds 7,000,000 7,000,000 Sewer Utility Fund 700,000 700,000 Surface Water Utility Fund 360,000 360,000 Total 8,060,000 8,060,000 OperaJionoJ Impact/Other I This project would increase operational costs based on the percentage of the footprint expansion.