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8. Budget for Library SpaceCITY OF ~o: Todd Gerhardt, City Manager C SEN 7700 Market Boulevard FROM: Todd Hoffman, Park & Recreation Director PO Box 147 - Chanhassen. MN 55317 DATE: October 21, 2003 Administration Phone: 952.227.1100 SUB J: Consideration of Budget for Former Library Space, Fax: 952.227.1110 Lower Level of City Hall Building Inspecti0ns Phone: 952.227.1180 Fax: 952.227.1190 On August 25, 2003, staff presented a concept plan and preliminary budget' estimate for the remodeling of the old library space. Upon receiving this report Engineering Phone: 952,227.1160 and hearing from members of the Senior Commission, the City Council directed Fax: 952.227.1170 staff to take additional time in developing the plan. The Council specifically encouraged staff to solicit additional input from the Senior Commission. Finance Phone: 952.227.1140 Fax: 952.227,1110 On September 19, a meeting involving KKE Architects, members of the Senior Commission, and staff was held at City Hall. The minutes of that meeting are Park & Recreation included in the attached schematic design package. The Senior Commission Phone: 952,227.1120 Fax: 952,227.1110 representatives were very appreciative of having the opportunity to state their Recreation Center positions regarding the project. Following this meeting, you had the opportunity 2310 Coulter Boulevard to meet with the senior men's and women's clubs to discuss the project. Lastly, Phone: 952.227.1400 with the revised schematic design submittal drawn, I had the opportunity to Fax: 952.227.1404 review it with the Senior Commission on October 17, 2003. The Commission Planning & approved the current plan with a unanimous vote. A separate motion was Natural Resources entertained concerning the inclusion of the kitchen appliances. This motion Phone: 952.227.1130 passed with one dissenting vote. Fax: 952.227.1110 Public Works The revised prelimary construction estimate is broken down by category. The 1591 Park Road base bid amount of $175,760 includes general construction, mechanical and Phone: 952.227,1300 Fax: 952.227.1310 electrical work. The furnishing estimate for all new spaces is $50,390. The scope our work with KKE has changed to include additional design services to Senior Center accommodate a competitive general construction project. Design fees are now Phone: 952.227. t 125 Fax: 952.227.1110 proposed at $24,460, an increase of $14,160 over our original contract with KKE. The final item accounts for the finishing of two accessible restrooms Web Site across the hall from the existing congregate dining kitchen. Minnesota v^,av, ci.chanhassen.mn.us Accessibility Code mandates that accessibility restrooms be made available when alterations are made to an existing space. Currently, no accessible restrooms are available in the lower level of City Hall. The space for these restrooms had been roughed in with plumbing during an earlier City Hall remodel project. The estimated cost to complete the restrooms is $27,950. These items bring the total estimated project cost to $278,710. The Ci'l¥ of Chanhassen ,~ A growing cornmunily with clean lakes, quality schools, a charming downtown, thriving businesses, winding trails, and beautiful parks. A great place to live, work, and play. Mr. Todd Gerhardt October 21, 2003 Page 2 Two cost saving measures presented in the first proposal have been incorporated in the updated plan. These include elimination of a divider wall, saving an estimated $13,000, and elimination of the majority of the sheetrock in the conference room ceiling, saving $7,500. Additional potential cost saving measures include: eliminating the tile floor in the corridor leading to the elevator ($1,600), not replacing the existing ceiling tile and grid in the old library ($3,000), elimination of the bench seating outside the meeting room ($2,500). RECOMMENDATION The two options being proposed to finance these improvements are the sale of bonds or the use of excess cash from the sale of the bowling alley, which is estimated at approximately $300,000. The two financing options should be considered as a part of the 2004 Capital Improvement Program approval process. The option to bond for these improvements only became available in the last legislative session. It is recommended that the City Council approve the revised schematic design submittal for the City Hall Remodel project dated October 27, 2003. ACTION NEEDED: A simple majority vote. c: Bruce DeJong, Finance Director Kate Aanenson, Planning Director Senior Commission KKE Architects KKE Architects, Inc. 300 first avenue north minneapolis, mn 55401 612/339-4200 612/342-9267 fax www. kke.com minneapolis newport beach Memorandum K K Project Name: Chanhassen City Hall Project Number: KKE 0307.1220.01 arch itects To: Chanhassen City Council Members and Staff From: Matt Masica KKE Architects Date: 10/27/03 Subject: Revised Schematic Design Submittal Dear Council Members and Staff, KKE Architects would like to thank the City of Chanhassen for the opportunity to work on the City Hall Remodel project. Attached is our schematic design package for your review. If you have any questions during your review please give me a call. Once again KKE Architects is thankful to be of service, Sincerely, KKE Architects Inc. expanding the vision KKE Architects, Inc. 300 first avenue north minneapolis, mn 55401 612/339-4200 612/342-9267 fax www. kke.com minneapolis newport beach Meeting Minutes K K ~i Project Name: Chanhassen City Hall Remodel Project Number: KKE 0307.1220.01 architects To: File, All Present From: Matt Masica Date: 09/19/03 Subject: Schematic Design Review Meeting Present: Todd Hoffman - City of Chanhassen Todd Gerhardt - City of Chanhassen Dale Geving - Senior Representative Tom Faust - Senior Representative Jean Mancini - Senior Representative Roxanne Decoster - KKE Architects Matt Masica - KKE Architects Number Item Action 1 The following items were discussed as desirable for the kitchen area of the new senior center space: · A microwave · A dishwasher · A refrigerator · Both upper and lower cabinetry to run the entire length of the wall between the new senior center space and the new conference room space. · Tile near the countertop space is preferable for cleaning purposes. There was a discussion about the possibility of placing a door between the new senior center space and the new conference room but it was agreed that more countertop space and better acoustical separation between these rooms would be more desirable. 2 Senior Coordinator Office · Shelving and file storage space is needed. · A Iockable drawer would be desirable in the senior coordinator's office. 3 Furniture · A mix of round and square tables with rolling casters expanding the vision : : Schematic Design Review Meeting 09/19/03 KKE 0307.1220.01 Page 2 Number Item Action would be desirable · Tables to seat 4 people comfortably; 6 would be preferable · Tables need to be foldable to clear space for different functions. · Chairs for the new conference room to be similar to the conference room chairs at the new library. · Chairs for the new senior center space to be lightweight, stackable and preferably with arms. 4 Misc. Items · Eight copies of updated plans will be delivered to Chanhassen City Hall C/O Sharmine to be distributed to the senior commission for review at their Friday meeting. · Glenn Gauger from KKE Architects to contact Todd Hoffman regarding potential reformatting the parameters of the agreement and scope of the project Please review the above for errors and omissions. Notify this office immediately with any comments or corrections. After 10 days of receipt, these minutes will become part of the KKE main file. Copy to: KKE Architects, Inc. 300 first avenue north minneapolis, mn 55401 612/339-4200 612/342-9267 fax www. kke.com minneapolis newport beach Memorandum K K ~i Project Name: Chanhassen City Hall Remodel Project Number: KKE 0307.1220.01 architects To: Todd Hoffman From: Matt Masica Date: 10/27/03 Subject: Revised Preliminary Construction Estimate Dear Mr. Hoffman, Based on the attached drawings and description of the Chanhassen City Hall Project KKE would estimate the following breakout of packages and their estimated associated costs. These numbers have been revised to reflect changes made from a September 12, 2003 letter from Todd Gerhardt and from the September 19, 2003 schematic design review meeting held at Chanhassen city hall. Base Bid General Construction $125,760 Mechanical $ 25,000 Electrical $ 25,000 Construction Total $175,760 Furnishings $ 50,390 Design Fees $ 24,460 Total project cost $250,760 Alternate #1 General Construction $15,450 Mechanical $10,000 Electrical $ 2,500 Alternate #1 Total $ 27,950 Alternate #1 reflects finishing out the restrooms located near the existing kitchen area. expanding the visions" KKE Architects, Inc. 300 first avenue north minneapolis, mn 55401 612/339-4200 612/342-9267 fax www. kke.com minneapolis newport beach Memorandum K K ~" Project Name: Chanhassen City Hall Remodel ~r~ Project Number: KKE 0307.1220.01 architects To: MJM From: Roxanne DeCoster Date: 14 August 03, Revised 9/24/03 Subject: Furniture Opinion of Probable Cost This opinion is based on revised drawings and meeting 9/18/03: Description of Product Quan Unit Price Extended Cost SENIOR CENTER Stackable, upholstered, w/arms, wood legs 42 $250/ea 10,500 Table, laminate top, wood edge, casters, flip top, 42" x 42" 4 500/ea 2,000 Table, laminate top, wood edge, casters, 42" x 42", drop leaf, opens to 60"dia 6 1,100/ea 6,600 Sign-in table, 24" x 48", casters 1 500/ea 500 COORDINATORS OFFICE Desk 1 700/ea 700 Safe I 100/ea 100 Desk Chair I 300/ea 300 File - 2 drawer I 400/ea 400 CONFERENCE ROOM Wood leg, stackable 12 400/ea 4,800 Caster based chair, mid back 17 500/ea 8,500 Conference Table (3 sections) 1 10,000/ea 10,000 Desk for note taking 1 800/ea 800 Poduim 1 600/ea 600 Sub total $45,800 10% contingency 4,580 expanding the vision '. MJM 14 August 03, Revised 9/24/03 KKE 0307.1220.01 Page 2 TOTAL $50,390 Includes freight and installation. Does not include tax. Copy to: