Loading...
4c. Public Works Facility Architectural Contract 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 Lfc- MEMORANDUM TO: Todd Gerhardt, City Manger O. Paul Oehme, Director of Public Warks/City Engineer -<? C FROM: DATE: September 8, 2008 O~" SUBJECT: Public Works Building, Project No. 08-03: Consider Approval of Architectural Contract PROPOSED MOTION "The City Council is recommended to direct staff to enter into an architectural contract with Oertel Architects, LTD." City Council approval requires a simple majority vote of the City Council present. BACKGROUND At the December 10, 2007 work session, staff reviewed with Council a report. which iQt<,ntified options for public works facility improvements to meet current and future nee(;Ls.;gfthe department. .. At the May 27,2008, staff reviewed an option to purchase the Retail Tech building and remodel it for Public Works. On July 28, 2008, Council authorized staff to move forward with the Park Place option for a new public works facility and solicit proposals for architectural services. ' DISCUSSION Staff drafted an RFP for architectural and engineering services for this project. On August 22, 2008, architectural proposals were received at the City. All firms submitted a proposal which is summarized as follows: Architectural Oertel TKDA Alliance Architects Submitted prior to the deadline ./ ./ ./ Proposal format ./ ./ ./ Transmittal letter submitted ./ ./ ./ with required information Members of the consultant team ./ ./ ./ identified Understanding of project ./ ./ ./ Base Fee $724,339 $429,485 $639,833 Chanhassen is a Community for Life. Providing for Today and Planning for Tomorrow Paul Oehme Public Works Building Contract September 8, 2008 Page 2 A selection staff team reviewed the proposals and rated each firm according to the selection criteria established in the proposal request. Oertel Architects had the low cost proposal and was rated highest by the selection team. Staff has called the references of Oertel Architects. The firm has been highly recommended by others who have worked with them on public works projects. On September 2, 2008, Oertel Architects was interviewed by staff. Oertel Architects have designed and built several public works building in the past 8 years. Below is a list of public works buildings Oertel Architects have designed and built in the last 8 years or are currently work on: 2008 2008 2008 2008 2008 2008 2007 2007 2007 2006/7 2006/7 2006/7 2006/7 2005 2005 2005 2005 2005 2004 2004 2004 2003 2002 2001 2000 2000 SCHEDULE City of White Bear Lake Public Works Facility City of Vadnais Heights Joint Public Works, Fire & Community Center City of Mahtomedi Public Works Facility City of Hilltop Public Works Facility City of Bumsville Public Works Expansion City of Blaine Public Works Facility Washington County North Shop Expansion and Wash Bay City ofWaconia Public Works Facility City of Rockford Public Works Facility Wright County Public Works Facility - Otsego Facility City of White Bear Lake Public Works Facility City of Faribault Public Works Facility City of Otsego Public Works Building City of Maplewood Public Works Expansion City of Blaine Public Works Renovation Osseo Maintenance Facility Expansion City of Long Lake Public Works Expansion City of Shakopee Public Works Facility City of St. Anthony Public Works Facility City of Woodbury Public Works Study and Vehicle Expansion City of Hopkins Public Works Facility City of Fridley Public Works Expansion City of Minnetonka Operations and Maintenance Facility Dakota County Transportation/Maintenance Facility Lake City, MN Utilities Department Facility City of Plymouth Public Works Expansion If this project moves forward, staff anticipates the following project schedule: Award Architectural Contract September 8, 2008 Schematic Design Complete November, 2008 Obtain City Council Site Plan Approval December/January, 2008 Complete Plans and Specifications March, 2009 Obtain bids April, 2009 Start Construction April, 2009 Substantially Complete February, 2010 G:\ENGIPUBLIC'-.2008 Project,I08-03 Chanhassen Maintenance (PW) Facilitylapprove arch contract 09-8-07.doc Paul Oehme Public Works Building Contract September 8,2008 Page 3 RECOMMENDATION Move to direct staffto enter into an architectural contract with Oertel Architects, LTD. in the amount of $429,485 for architectural and engineering services related to the project. Attachment: Project Area Map Firm Qualifications CIP Pages Request for Proposals G:\ENGIPUBLIC\...2008 ProjeclS\08-03 Chanllassen Maintenance (PW) Facility\approve arch contract 09-8-07.OOc ~~b ~I~: ~ S ~g NHASSEN CITY OF ~ts FACILITY PUBlI~BIUTY SlUDY OPTION 2 SllE PARK PLACE . CITY OF CHm~!.,EH I_Yc-UI~~~1 f:;;: ::;r'~p==1~Eo~ 1M ~':': ll>c datoo 0 A. GENERAL INFORMATION Oertel Architects, Ltd. 1795 St. Clair Avenue St. Paul, MN 55105 Jeffrey L. Oertel, president 651-696-5186 651-696-5188 joertel @oertelarchitects.com "S" Corporation NAME: LOCATION: l~ - OERTEL ARCIDTECTS LEAD CONTACT: PHONE: FAX: EMAIL: LEGAL STATUS: B. FIRM QUALIFICATIONS Oertel Architects, Ltd. was established and incorporated in the state of Minnesota in January of 1996 by Jeff Oertel with a commitment to solve design and building problems so that each and every project achieves its maximum potential at the least overall cost. We have instituted a hands- on approach in working out details, understanding building conditions and working with user groups. Our staff currently consists of nine architectural professionals, five of which are registered architects. We also have a LEED accredited professional on staff and an interior designer; both whom assist on all public works projects. All of our staff is trained to have a broad spectrum of experience, which we believe benefits employees and clients alike. As the principal architect, Jeff Oertel is licensed to practice architecture in the states of Minnesota, Wisconsin and Iowa. He is also a nationally certified NCARS member. Our firm carries $2,000,000.00 / $1,000,000.00 in E & 0 insurance, in addition to other liability insurance items required by other public agencies. Since the incorporation of the firm there has never been a lawsuit or threat of a lawsuit against the firm. The firm provides a full range of consulting services including planning, architectural design, interior design and construction related services. The primary specialty is the planning and design of public works, park and maintenance buildings. The firm has recently won several awards from the American Institute of Architects, The City of St. Paul, MN, and Preservation Alliance. One which we are most proud of is the "2003 Structure of the Year" award from the American Public Works Association for our Minnetonka Operations & Maintenance Facility. One of the reasons why Jeff Oertel was able to make such a foothold in the public works sector is that, up until the late 1980s, designs of these types of projects were lead by engineering firms. Jeff realized the opportunity to use an architectural approach to planning and design, and new building prototypes have evolved that were not present prior to this. These prototypes are currently being used all over the state. Since the incorporation of the firm there has never been a lawsuit or threat of a lawsuit against the firm. Architecural Proposal for a New Public Works Facility for the City of Chanhassen 2 Name of Firm: Location: Year Established: Years in Business: Legal Status: Ownership: Oertel Architects, Ltd. Saint Paul, Minnesota 1996 1 2 years "S" Corporation Jeffrey Oertel & Diane Trout-Oertel (5) Registered Architects, (3) Designers, (1) Interior Designer/ Administrative Staffing: CITY OF . CHANHASSEN l~ - OERTEL ARCHITECTS Capital Improvement Program City of Chanhassen, MN MB-003 2009 thru 2013 Contact Paul Oehme Department Municipal Buildings Type Improvement Usefnl Life Unassigned Category Street Equipment Priority nla Total P,'oject Cost $8,300,000 Project # Project Name Public Works Facility Improvements Account # 1 Account # 3 Account #2 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 in 2007 and completed an exhaustive search to try to make an existing warehouse type building work. It was decided to move the Public Works building because the existing site is too small for expansion and no warehouse type building was economically feasible to remodel. Justification I The Operations and Maintenance Department needs additional space for repairs, meeting facilities, files, locker rooms, storage, supervisory offices and proper equipment storage. In addition, the current facility does not meet many City building codes. Expenditures Construction 2009 8,300,000 8,300,000 2010 2011 2012 2013 Total 8,300,000 8,300,000 Total Funding Sources 2009 2010 2011 2012 2013 Total GO Bonds 7,000,000 7,000,000 Sewer Uti,lity Fund 700,000 700,000 Surface Water Utility Fund 400,000 400,000 Water Utility Fund 200,000 200,000 Total 8,300,000 8,300,000 Operational Impact/Other I This project may increase operational costs. However, the new facility is planned to be very utility efficient compared to the existing facility. Capital Improvement Program 2009 thru 2013 Paul Oehme Contact City of Chanhassen, MN Department Major Equipment Project # EQ-087 Type Equipment Useful Life Project Name Public Works Facility Equipment Unassigned Category Account # 1 Account # 3 Priority n/a Account #2 Total Project Cost $500,000 Description I Provides the eqiupment for the Public Works facility. This equipment includes the vehicle lifts, computer system, fiber optic connection, security system, fuel system and office equipment. Justification I Necessary for the operation ofthe Public Works facility. Expenditures 2009 2010 2011 2012 2013 Total Equipment 500,000 500,000 Total 500,000 500,000 , Funding Sources 2009 2010 2011 2012 2013 Total Capital Replacement Fund 500,000 500,000 Total 500,000 500,000 Operational Impact/Other I REQUEST FOR PROPOSALS FOR ARCHITECTURALIENGINEERING SERVICES CITY OF CHANHASSEN OPERATIONS AND MAINTENANCE FACILITY City Project #08-03 Submission Date: Submit to: Paul Oehme, P.E. Public Works Director/City Engineer 7700 Market Boulevard P.O. Box 147 Chanhassen, MN 55317 REQUEST FOR PROPOSALS City of Chanhassen Operations and Maintenance Facility 1. BACKGROUND AND PROJECT DESCRIPTION This request for proposal (RFP) outlines the nature and scope of professional services for a design concept development, plans and specifications preparation, bidding services and construction inspection/administration services. A project assessment review will be necessary to determine the fleet storage, fleet maintenance, storage, administration support and employee facility needs. 2. HISTORY OF PROJECT The City of Chanhassen staff had drafted a facility needs study that identified operational and maintenance space needs for public works. It has been determined the existing public works site is too small a parcel for expansion of the public works building. The City has also looked at purchasing property or purchasing a warehouse type facility and remodeling it to accommodate public works. The City has decided to build a new facility on land currently owned by the City. This property is large enough to accommodate the ultimate facility needs of public works. The new facility is anticipated to be approximately an 83,000 square feet as identified in the Public Works Facility Program Study - Park Place Option. 3. FACILITY NEEDS A general overview of the new facility needs are as follows: A. Administration · Public access and adequate reception and waiting area. · Meeting/conference space. . Filing and record storage. · Supervisory office space. . Plan storage and layout area. . Building security and site access control. · Energy efficient heating, ventilation, and lighting system. · Use of as much natural lighting as possible. · Fiber Optic communication system connection. B. Fleet Maintenance · Efficient/cost effective layout. . Adequate overhead lift height. . Drive-thru service bays. · Centralized parts and equipment area. . Proper ventilation and heating. . Vehicle exhaust system. . Workbench space. . Vehicle/truck hoist. · Vehicle wash facility. . Fuel island facility. . Vehicle welding facility. . Parts reception area. . Adequate work/repair space. · Use of as much natural lighting as possible. C. Employee Support Area · Adequate lunch/kitchen facilities and eating space. This area will also be used as a polling location for elections. · Men's and Ladies locker room facilities with adequate locker space. · Adequate TraininglMeeting room. · Use of as much natural lighting as possible. D. Vehicle Storage Building . Adequate Storage Space. · Energy efficient heating, ventilation, and lighting system. · Wash down capacity at parking stalls. · Use of as much natural lighting as possible. · Cold Storage (salt/sand) building will be moved to the new site by City forces. 4. SCOPE OF CONSULTANT SERVICES The general scope of the consultant services will be to verify the assumptions the City has made for current and future needs (as identified in the Public Works Program Study). The consultant will also complete the preliminary and final design of the proposed facility including; building security, ergonomics, lighting requirements, HV AC requirements, pollution control, vehicle repair facility, and computer connection to City network. The Consultant will also be responsible for construction observation activities and administration. A. Project Evaluation and Concept Development · Verify departments' needs with regard to administration, fleet servicing and repairs, streets, parks and utilities. · Organize and lead four (4) engineering & planning meetings. · Conduct necessary divisional meetings to determine employee needs. Assume two (2) meetings will be need. · Develop up to three design concepts of building layouts. · Develop a preferred recommended layout for submission to City Council and Planning Commission and other agencies as needed. · Lead and provide necessary layouts and schematics for three (3) presentations to the City Council. · Lead and provide the necessary layouts and schematics for one (1) Planning Commission meeting. . Identify equipment needed for the new facility. . Develop cost estimates for equipment and preferred facility concept. B. Plans and Specifications . Preparation of the construction plans and specifications for the selected layout. This will include all the necessary improvements for completed construction and operation of the facility which generally include: structural, mechanical, electrical, architectural, interior design, landscaping and site plans. . The City may elect to complete the site/civil work including wetland mitigation and storm sewer work "in-house". This work shall be clearly separated out in the fee proposal section. . Acquire all necessary administrative approvals and permits for all required regulating agencies. . Coordinate all necessary soils testing reports. . Preparation of bid documents for the proposed construction project. . Administer the bid process and field all questions by perspective contractors. . Design and add an alternate bid item for ground source heat pump (geothermal heating and cooling) for the general office building area. C. Construction Services . Perform pre-construction layout. . Provide construction observation and communication including testing scheduling. . Review and comment on shop drawing. . Administer change orders. . Coordinate all inspections necessary for the project. . Coordinate regular construction meetings (assume meetings will be weekly for the duration of the project). . Advise City on construction progress. . Process pay requests. . Prepare project close out punch list items. . Final out project. . Obtain all necessary as-built drawings as determined by the City. 5. SELECTION SCHEDULE The City is anticipating an accelerated consultant selection process. The anticipated schedule is as follows: RFP to Consultants RFP back to City Proposal Review Complete Consultant Interviews (if needed) Consultant Selection Council Approval August 6, 2008 August 22, 2008 August 29,2008 Week of Sept. 1, 2008 September 8, 2008 September 22, 2008 6. RFP CONTENT. ORGANIZATION AND SUBMISSION A. General Information 1. Identification of the offering firm(s), including name, address and telephone number of each firm. 2. Acknowledgement of receipt of RFP addenda, if any. 3. Name, title, address, email address and telephone and fax numbers of contact person during period of proposal evaluation. 4. Identify the firm's legal status (i.e. corporation, partnership, etc.). B. Firm Qualifications 1. History and background of the firm. 2. Years in business. 3. Number of professionals in the firm by work description and available support staff. 4. Statement of the firm's focus, values and strategic goals. 5. Client reference list with contacts and telephone numbers. 6. List any subcontracted professionals that will be used on this project. C. Statement of Project Understanding 1. Describe the understanding of the project and the methodology for satisfying the project requirements. 2. Outline the approach that will be used to identify project needs and Issues. D. Proposed Time Line Provide a proposed timeline with projected completion dates. The City's expectation is to having the facility occupied by the first quarter of 2010. E. Comparable Projects List all similar projects that have been completed or undertaken by name, location, project scope, construction cost, compliance with budget, and client names and telephone numbers. F. Resume of Key Staff 1. List anticipated project staff by title and discipline. 2. Provide Individual resumes. G. Financials 1. Provide billing rates for all project personnel and anticipated billable hours that are estimated for this project. 2. The Consultant shall provide a detailed cost breakdown, in spreadsheet format, for performing the work including time, hourly rates for each personnel, materials, equipment and subcontractors required. Costs shall be broken out into project scope areas as indicated in Section 4. The estimate shall clearly identify any additions, overhead, reimbursable expenses and profit. A total cost, not to be exceeded, for all work shall be included. 3. Specialty testing shall be contracted separately however the consulting firm shall acquire at least two (2) quotes for City review and approval for each testing contract required. An estimate for specialty testing services shall be included in the proposal. 4. The consultant contract shall be at an hourly rate with a maximum not to exceed amount. H. Additional Information Provide any other additional information to the City to help them make the selection of a consultant in regard to any special considerations or reasons why your firm should be selected for the project. At the end of the proposal, your firm may include any other related project information that is relevant to this proposed project. This information shall be condensed to only a few pages. I. Addenda/Clarifications Any changes to this RFP will be made by written addendum. Verbal modification will not be binding. J. Submission The Consultant shall submit five (5) copies of the RFP proposal by 4:00 p.m. on August 22, 2008. Please direct them to: Paul Oehme, P.E. Public Works Director/City Engineer City of Chanhassen 7700 Market Boulevard, P.O. Box 147 Chanhassen MN 55317 K. Pre-Contractual Expenses Proposal should be prepared simply and economically, providing a clear concise description of services offered that meet the requirement of this request for proposal. The City will not be responsible for any pre- contractual expenses. Pre-contractual expenses are defined as expenses incurred by the Consultant in: 1. Preparing its proposal in response to this RFP; 2. Submitting that proposal to the City of Chanhassen; 3. Negotiating with the City of Chanhassen any matter related to this proposal; or 4. Any other expenses incurred by the Consultant prior to the date of execution of the Proposed Agreement. 7. CITY CONTACT Firms are requested to direct all questions and inquiries about this RFP to: Paul Oehme, P.E. Public Works Director/City Engineer City of Chanhassen 7700 Market Boulevard, P.O. Box 147 Chanhassen MN 55317 (952) 227-1169 poehme@ci.chanhassen.mn.us 8. PROPOSAL EV ALVA TION AND SELECTION A. Evaluation Proposals will be reviewed by an evaluation panel. The panel will use the following criteria to rank the proposals: Item Staffing Project understanding and approach Relevant experience and design innovations Ability to provide AlE services Client References AlE Consultant fees Points 10 10 25 10 15 30 100 Points B. Interview The City may decide to interview a select group of firms to make an oral presentation to demonstrate the consultant firm's capacity, understanding and approach to completing this project. Proposals with the greatest point total will be the firms invited to give an oral presentation to the evaluation panel. The panel will then rank the firms in the order of preference. 9. EXCEPTIONS AND DEVIATIONS. The consultant may include other services outside the scope of this proposal that the firm feels maybe needed. The consultant also may propose cost-saving items. Any exceptions to the requirements in this RFP, including the language in the contractual terms, must be included in the proposal. If the Consultant proposes changes to the scope of work, include a description, reason for the change and added/deducted engineering costs. Segregate all exceptions as a separate element of the proposal under the heading "Exceptions and Deviations". 10. CITY RIGHTS Issuance of this RFP and receipt of proposals does not commit the City of Chanhassen to award a contract. The City of Chanhassen reserves the right to postpone opening for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with other than the selected Consultant should negotiations with the selected be terminated, to negotiate with more than one Consultant simultaneously, or to cancel all or part of this RFP. Final authorization to execute an agreement can only be made by the City Council and until that occurs there are no commitments by the City.