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1j Plans/Specs CityHall RemodelCITYOF CHANHASSEN PO Box !47 Cla~!asss~ MN 55317 Adminislralion P!' )?(} 95? 227 1106 F:x 9522271110 Building Inspections ?:r 952 2271180 F,,: 952 227 !190 Engineering ~rone %2 22X 1160 Fax: 952 237 ~170 Finance P~o~e 952 227 1140 Fi, 952 227 ~110 Park & Recreation Pnon(: 952 227 1120 Fax 952 2271110 Rec ato[ Ceu~er 2Si0 COL~ ter Boulevard P%,~- 952 227 ~400 Fax 952 2271404 Planning & Natural Resources P!ore 9522271 Fax 952 227 !110 Public Works ~591 Pa~k Road Phsr~¢; 952 227 1300 Fax %2 227 ~310 Senio~ Center P~o~¢ 952 227 1125 Web Site MEMORANDUM TO: Todd Gerhardt, City Manager FROM: Todd Hoffman, Park & Recreation Director DATE: December 2, 2003 SUB J: Approval of Plans & Specifications and Authorization for Bids; City Hall Remodeling Project On October 27, 2003, the City Council approved the revised schematic design for the City Hall Remodeling project and authorized the preparation of final plans and specifications. The Council also directed staff to include a bid alternate for a privacy wall for the kitchenette, to verify whether or not the existing restrooms are ADA compliant and the appropriateness of using the council chambers restrooms as an alternative, to look at replacing the benches with chairs, and any other cost saving measures. Attached please find the final construction documents for your review. Per City Council direction, a kitchenette screen wall alternate has been incorporated into the project. Please note that this alternate (#3) is presented as a deduct alternate in lieu of an add alternate. The Architect feels this will result in better pricing on this feature. Steve Torell, Building Official has verified that the restrooms currently available in the Senior Center do not comply with the current Minnesota Accessibility Code. The restrooms currently available outside the Council Chambers are also not accessibility compliant. The new restrooms are required on two accounts--first for additional restroom capacity to satisfy occupancy loading, and second, the need to comply with Section 1341.0411, Subpart 2 of the Minnesota Accessibility Code mandating that 20% of new construction be allocated towards accessibility upgrades. Alternate #2 is a potential deduct of the wood bench located at the north wall of the meeting room corridor. Copies of the plans have been distributed to all departments for final review prior to bid award. The proposed project schedule calls for the advertisement of the project, pending City Council approval, on December 10, with a bid opening on Thursday, January 8, 2004. Upon giving a contractor notice to proceed, a six month construction period is anticipated. This project is included in the city's 2004 Capital Improvement Program. The City of Chanhassen o ;~, (lr,3'~'vir3,~ c)rr r!~j llty '¢~[ i ,;,8ir []!~ ;,:?, ,; i: Mr. Todd Gerhardt December 2, 2003 Page 2 RECOMMENDATION It is recommended that the City Council approve the final plans and specifications for the 2004 City Hall Remodel project and authorize staff to advertise the project for bids on December 10, 2003. ACTION NEEDED A simple majority vote of City Council members present. ATTACHMENTS Report to Todd Gerhardt dated October 21, 2003 City Council Minutes dated October 27, 2003 Construction documents submittal including cover letter from KKE C.' Bruce DeJong, Finance Director Kate Aanenson, Community Development Director Steve Torell, Building Official Senior Commission KKE Architects 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 City Council Meeting - October 27, 2003 The applicant shall apply for and obtain permits from the appropriate regulatory agencies (e.g. Riley-Purgatory-Bluff Creek Watershed District, Minnesota Pollution Control Agency) and comply with their conditions of approval. o Approval of Wetland Alteration Permit ~O3-1 shall be contingent upon approval of Subdivision ~03-12. AH voted in favor and the motion carried unanimously with a vote of 5 to 0. CONSIDERATION OF BUDGET FOR FORMER LIBRARY SPACE~ LOWER LEVEL OF CITY HALL. Public Present: Name Address Pat McGough Mel Kurvers Jean Mancino Dale W. Geving 7230 Pontiac Circle 7240 Kurvers Point Road 820 Santa Vera Drive 7602 Huron Avenue Todd Hoffman: Mayor Furlong, members of the City Council. With the opening of the new library we have the vacant space next door to City Council chambers here for some remodeling. Back in August staff presented a concept plan and a preliminary budget for remodeling that space. Upon receiving the report that evening, hearing from members of the Senior Commission, the council asked that staff take additional time in developing that plan. Specifically that we get more input from the Senior Conunission. On September 19th a meeting involving KKE Architects, members of the Senior Commission and staff was held at City Hall. The minutes of that meeting are included in the attached schematic design package. The representatives were very appreciative of having an opportunity to state their position regarding the project. Following that meeting City Manager Gerhardt had the opportunity to meet with the Senior Men's and Women's Club to discuss the plans. Lastly with a revised schematic design package available, I had the opportunity to review that with the Senior Commission on this October 17th. The commission approved the current plan with unanimous vote. Separate motion was entertained concerning the inclusion of the kitchen appliances and that motion passed with one dissenting vote. A revised preliminary construct estimate is included in your packet. I'd like to speak to that directly prior to having the representatives from KKE step forward to discuss the layout of the plan. The base bid amount is estimated $175,760 and that includes the general construction of the space and then both the electrical and mechanical. General construction is estimated at $125,760 for mechanical and electrical both estimated at $25,000 per package. The furnishing estimate for all spaces is estimated at $50,390. Our contract with KKE has changed due to the fact of the, just the expansiveness of the plan. How involved it's starting to get. There are 2 or 3 cooling systems that we're dealing with because of the separate spaces of the building. The original construction, the second construction, so there's a variety of things that need to be done concerning planned development design, plans and specifications. So we would like KKE to perform that work for the city, including the city in construction management. Due to those changes the cost of their contract has increased to $24,460. 'That's an additional $14,160 over our original contract with KKE. The Minnesota Accessibility Code mandates that accessible restrooms be made available, or accessibility improvements be completed when accessing spaces or remodel. Currently there is no accessible restrooms available in the lower level of City Hall The space for those restrooms has been roughed in and that brings the cost of completing those 25 City Council Meeting - October 27, 2003 restrooms down significantly. The estimate for doing so is $27,950 and those are located just across the hall from the existing senior center immediately across the hall from the congregate dining kitchen. So the estimated project cost is totaling at $278,710 to date. Last time around we talked about some cost saving measures. Those have been included in this updated plan and they are the elimination of a dividing wall, which saved an estimated $13,000. And the elimination of the majority of the sheet rock in the conference room ceiling which saved an additional $7,500. There's some minor cost savings, items that have a potential and those include eliminating the tile floor from the corridor leading to the elevator. That tile is included to create a uniform appearance as you walk down that hallway. There's a potential to save $1,600 there. We could stay with the existing grid ceiling and ceiling tile in the old library to save $3,000, and there's a bench that is outside of the meeting room. We could eliminate that for an additional savings of $2,500. Staff's recommendation is that the council approve the revised schematic design submittal for the City Hall remodel project dated October 27th as submitted by KKE. There's two options being proposed to finance these improvements. 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 improvements program approval process. The option to bond for these improvements, just as a side note, only became available in the last legislative session so that allowed the council to have two options to consider. Now I'd like to have the representatives, Mr. Glen Gauger and Matt Masica from KKE to go over the plan. Matt. Matt Masica: Good evening council members and staff. Good to be here tonight. Mr. Hoffman did a great job of kind of describing where we were and what we've done since and kind of where we're at tonight so I guess I'll just kind of highlight on the plan the changes kind of between the last plan and this plan and how, what those are so you get a better understanding about the issues that were... So what we tried to do is, we starting out with the circulation corridor. We kind of cleaned up those doors that are down there. We moved those. One item that was addressed in our meeting with some of the members from the Senior Commission was to add some tile to the kitchenette area and to add a door leading to the conference room. Kind of putting up both spaces to each other. Moving the senior coordinator's office into the new senior center space was high on their list, and I know as Todd had mentioned, kind of...these bathrooms that are...down there was also an item that he really absolutely... So kind of a lot of what I was going to talk about tonight, Mr. Hoffman covered for me so I guess if you have any questions. Mayor Furlong: Thank you. Questions. Councilman Peterson: Couple of quick ones. On the kitchen, a net kitchen aspect of it. Was there ever any discussion of putting some kind of privacy wall between the appliances and the rest of the group? I mean you usually see that in this kind of an open space. And the merits, pros and cons of that. Matt Masica: Yeah. In our last plan we did have an option in there for the foldable partition wall. That was one of the items that was listed in order to kind of tweak the budget to, and that was one of the items that Mr. Hoffman listed off tonight as something that could be deducted from the plan. Councilman Peterson: I guess I'm speaking more, 3 or ~ feet in front of the appliances and the sink and the dishwasher. I wouldn't see that as a partition wall. I would see that as a permanent, just to block the view so people who work in back of there, and again I'm just maybe providing better feedback. The ones I've seen are, it blocks the noise and it blocks the view of some of the stuff that may be going on, which is a minor dollar amount for putting up a simple wall, but 26 City Council Meeting - October 27, 2003 something to consider Todd and maybe talking to the Senior Commission about it, but I mean you kind of have that on the other side. You have the kitchenette kind of covered but, or protected I guess and that certainly begs the other question. You've got two kitchens within 30 feet of each other, and the merit of that. Is it safe to assume then the Senior Commission is really going to vacate the old space and just kind of move over to the new space? Todd Hoffman: I think they needed both spaces during the day. And the reason for the, we talked about eliminating one kitchen but we feel that during certain times both of these being used by separate groups and cross accessing kitchens back and forth would be disruptive to the one group utilizing the other room. So that was their reason to stick with the two kitchens. They'll be used simultaneously for example during set up for congregate dining, while other activities are going on in this new senior space, and so right now we have some overlap which causes conflict between the different user groups. Councilman Peterson: Okay. My last question regarding the ADA approved restrooms. The two restrooms that are in there, I question that they aren't ADA approved now. I mean I think, as I recall the minimum is 36 inches in front of the toilet, which I believe you have in both of those respective bathrooms, but to build another set of bathrooms 15 feet away from the other ones is a little bit disturbing. I don't know whether we can use the restrooms we have back in the council chambers here to augment the space needed for that, and again I don't know whether or not you can answer that question but it certainly begs to be answered. Matt Masica: I guess in answer to your question, I haven't personally measured the existing restroom facilities. I'm basing that off of conversations with Steve Torell of the. Councilman Peterson: And again, I wasn't expecting you to necessarily know the answer but I think it certainly, you know I think it needs to be, a question asked again. I just hate to spend $27,000 on a bathroom, unless we need more physical space, and why couldn't we use the restrooms back here in the city hall? City chambers restrooms. City Council Chambers restrooms. Todd Gerhardt: I think we need to verify to see if they are ADA compliant or not. I think Steve had reviewed it at one point and found that they were not. They can be converted to ADA compliant from what Steve explained to me but you would lose the urinal in the men's bathroom, and one of the toilets in the women's to make the one stall bigger. But I think we need to verify--'- if it's 36 inches or 48. Matt Masica: Yeah, we were looking at this kind of this afternoon and looking at the IBC Code. There was a question raised between Glenn and myself of whether or not the bathrooms would have to be finished out just for the additional use, occupancy use of that space. I think you will end up adding a significant amount of people in that area, and kind of our conclusion was that, or our recommendation was that based on the type of use that this area has to be slated for, it was our recormnendation to proceed with that. Mayor Furlong: So it was necessary more from a use of the facilities as opposed to ADA compliant issue? Matt Masica: A little of both. Mayor Furlong: Or both. Okay. 27 City Council Meeting - October 27, 2003 Todd Gerhardt: Mayor, when I did speak to the senior men's and women's group, bathrooms were an issue brought up by that group, and needing more of them in a convenient location was expressed by that group. Councilman Peterson: Well this certainly wouldn't be convenient to the new portion. The City Council chambers restrooms would probably be closer than the new ones so, I don't know if we've accomplished that goal. Mayor Furlong: Other questions. Councilman Ayotte: For the HVAC. Did you say you're running two additional HVAC to handle the tech room and then. ~ Todd Hoffman: Yeah, we're modifying the existing system. Two different systems to accommodate the new space. So modify two existing systems to. Councilman Ayotte: Okay. Add that and the controls, does that include modification of the control systems? Temperature control to accommodate the new space. Matt Masica: Yeah, it should include that... Councilman Ayotte: So if we're going to be affecting the two existing systems then, you would be the...GC, responsible for re-cormnissioning the entire, all of the HVAC. Matt Masica: Our engineers would provide the on site coordination for conservation of that installation. Balancing that... Councilman Ayotte: Well let me re-state it then. Whoever's going to GC this will ensure that there's a total integration of, and the total system will be balanced. Matt Masica: Yes. Councilman Ayotte: That's all I got. Mayor Furlong: Okay. Other questions? Just some clarification. The few items that were listed- as possible additional savings, and Mr. Hoffman, Mr. Masica. One was the tile floor leading to the corridor. Is that a linoleum tile that you're using or is it something? Matt Masica: It's a vinyl tile. Mayor Furlong: A vinyl tile, okay. Alright. The cost didn't seem that significant I guess so I was curious on the materials. What is the condition of the existing tile in the ceiling tile in the old library. When was that put in and is that. Todd Gerhardt: 1980. Councilman Peterson: It's marginal to below average. Mayor Furlong: Alright. So that's a potential $3,000 savings. And then the bench seating outside the meeting room. I assume that's the long bench or what I see here. Is there a bench outside the conference room and at that angular wall both? 28 City Council Meeting - October 27, 2003 Matt Masica: Yeah there is. Mayor Furlong: Alright. Councilman Labatt: Where's the bench? Mayor Furlong: At the angular ,wall and then also across from the council chambers. Mr. Gerhardt, I think you spent a lot of time on this with Mr. Hoffman. From a utility of the area, do you see that bench seating as, nothing's required I guess but from a functionality standpoint, and I guess Mr. Masica too in terms of the use of the facility. All these questions relate to the three items listed, it's about $7,000 out of $300,000 and I'm curious if there's a penny wise and pound foolish nature to it. I'm not going to spend money we don't have to spend, but if what I'm seeing here is everything's been pulled out possible except for a couple $3,000 items, or a couple thousand dollar items, is that really what we're dealing with? These are the only potential cost savings? Todd Gerhardt: Mayor, Council members. What I would suggest that you do those as a bid alternative. If you're going to bid it out, let's get the true price. Nothing against our architects but that's their best guesstimate of what it would cost to do that, so if we do it as a bid alternative, you have a true cost in determining if you want to go ahead with that item or not. Mayor Furlong: And I think that's a great suggestion. Are there other items then, and maybe this is something we don't have to come up with tonight but I challenge the staff and the architect to see if there are other items that might be listed as bid alternatives that we could look to in case it comes in over what we think the budget might be, and if it comes in significantly less. Councilman Peterson: One example of that would be, instead of a bench where you would normally only have 2, maybe 3 people sitting at. In that same space you could probably have 4 to 5 chairs, which people would comfortably sit next to somebody in a chair, but they won't sit comfortably next to somebody in a bench, and that would be a lot cheaper to have chairs then it would be $2,500 bench. Mayor Furlong: Well and I think, you know to your point Councilman Peterson with regard to a wall or a privacy wall by that kitchenette area there, and design, that might be something from an alternative standpoint. Councilman Peterson: Yeah, I would agree. And again to clarify, that's not a full wall. It's maybe a three-quarters wall or something that just again hides the nasty nature of. Mayor Furlong: And that could be permanent or it might be a partition wall or something. Temporary as well from a furnishing standpoint. Todd Gerhardt: Matt was the bench, did that include the display case with the bench? Matt Masica: There's two different bench areas right now in our plan. One is at this node here, and that one is currently showing the display case. This iR another bench here, which I think also has a great opportunity to be a display case, but at this point, as we're trying to kind of scale things back, we didn't want to add to the project. Todd Gerhardt: That's something we can add later on too? 29 City Council Meeting - October 27, 2003 Matt Masica: Yeah. Todd Gerhardt: For your costs associated with the deduct, did that include the display case as a part of the bench or were they separate? Matt Masica: The deduct was for this long bench, which did not include the display case. Todd Gerhardt: Alright. Matt Masica: In this particular area of the corridor, it's kind of the, some 'of the thought behind that space is that it's really maximizing the existing space that's down there, so really all you're doing is cutting one hole into the wall for that new door, and all the other walls are staying. So you end up with a little bit wider corridor and so it kind of presents itself as an opportunity to kind of be a design feature or highlight area along that corridor. Mayor Furlong: One question I have, and this regards the financing so I don't know if you can answer this Mr. Masica or not. And that, I don't know that we need to decide this tonight Mr. DeJong, but the issue was raised whether we use cash or finance. Any idea what the potential costs, financing costs would be, one. And two, is if we move forward next year with equipment certificate, is there a possibility, even though there are different types of debt instruments that we can consolidate them to reduce financing costs, if we choose to go with a financing route? Bruce DeJong: Mayor Furlong, I don't honestly know if we can combine those into one financing effort or not. I know that we have done joint financing of bonds issued under a couple of different statutes at one other time but I don't know if it works in this instance. Not had time to discuss that with anyone at Ehlers. Mayor Furlong: Okay, and we don't have to decide that tonight. I assume. Bruce DeJong: Yeah. Mayor Furlong: I mean I think what staff has done here, which we asked them to do, was come back with some possible funding sources which they've done. Bruce DeJong: Now certainly I think that the furnishings would be under any other capital equipment bonding that we would do, but I'm not sure about the physical alterations. Mayor Furlong: Alright. Very good, thank you. Any other questions for staff at this time? Point of clarification. The recommendation is to approve the schematic design. Are we going to be requested at our next consent agenda or future meeting then to authorize solicitation of the bids? Todd Hoffman: Yes. Mayor Furlong: Okay. Alright, very good. Any other questions? If not, thank you. Gentlemen, I'll bring it back to council for discussion. Councilman Peterson: Mr. Mayor, I think it's a space that we have a proven and defined need for existing improvements and additional space for the seniors that we can use in concert with other citizen groups for the space. Obviously they have priority but as we talked about before, there will be other opportunities for other organizations and such to use the space, along with city staff. 30 City Council Meeting - October 27, 2003 I think all of us are reticent to spend money but this is one of those things where it's for a good public purpose that will last for years and years into the future so I'm supportive of moving ahead with the caveat that the commentary that we've made tonight would be integrated into the alternative bids. So that's it. Mayor Furlong: Thank you. Other cQmments? Councilman Ayotte: I agree. Councilman Labatt: Ditto. Mayor Furlong: Okay. Councilman Lundquist: I would second Councilman Peterson's comments on needed space, especially for large meeting rooms in this city. I guess I'll be interested to see what the financing options come in at, and how that affects where we stand. I think we got some positive news on cash flow, cash availability for next year, but $300,000 is still a large chunk of change so I'm comfortable going ahead to, with the design and to look for some bids and hopefully also we can get some competitiveness to come out and lower that cost as well. Mayor Furlong: Very good, I agree. Comments well made. I think the, what I'll add too is, I'll commend the staff and the Senior Commission, a number of the members are here this evening, for working together to come up with a plan that's mutually agreeable, and it took a little bit longer than I think people had hoped, or some people had hoped, but at least we worked through the process and got something that works well. The price tag keeps going up so if we refer this back for more, I'm concerned that we'll see a higher number next time so, at this point I feel comfortable going ahead with this. I think this is an asset that we need to utilize. It's going to cost some money to remodel it so that it can be utilized, but it is for the public good. I agree with Councilman Lundquist. I'm hopeful that we'll get some pleasant news when we go out for bid, but let's see what that comes back at. That will give us time to make some decisions with regard to the source of funding as well. Any other comments on this? If not, is there a motion to approve the revised schematic design as submitted and proceed? Councilman Labatt: I'll move that we approve the revised schematic design with the Peterson caveat. ~ - Mayor Furlong: Very good. And we'll have to rely on... Yeah, let's state it specifically. Councilman Peterson: I think it was bid alternatives for the privacy wall for the kitchen. It was the, to verify that the bathrooms are ADA requirement and the appropriateness of essentially using the council chambers restrooins as the alternative, and look at the benches as a bid alternative to replace them with chairs. I think that was it. Mayor Furlong: Perhaps broader, any other bid alternatives in terms of cost savings. Councilman Peterson: Yes, certainly. Councilman Labatt: Yep. Mayor Furlong: Thank you. Is there a second? 31 City Council Meeting - October 27, 2003 Councilman Peterson: Second. Mayor Furlong: Is there any discussion? Councilman Labatt moved, Councilman Peterson seconded that the City Council approve the revised schematic design submittal for the City Hall Remodel project dated October 27, 2003, with the caveat of bid alternatives for the privacy wall for the kitchen, to verify that the bathrooms are ADA compliant and the appropriateness of using the council chambers restrooms as the alternative, to look at replacing the benches with chairs, and any other cost saving measures. All voted in favor and the motion carried unanimously with a vote of 5 to 0. Mayor Furlong: Thank you everyone. COUNCIL PRESENTATIONS: Councilman Labatt: The only comments I'll make is, Westwood had their dedication ceremony yesterday. I attended one of the sessions with the Mayor and Tom did a fantastic job in his speech. Really. It was nice. Mayor Furlong: Thank you. Councilman Labatt: Just want to pass along a word from, I had a conversation with Joel Johnson, the Pastor on how much he appreciated working with Kate and Bob, Sharmeen, engineering staff and Lori Haak and the inspectors, and they had a good experience. They really appreciated the staff's work so Joel wanted me to pass along the thanks, so thank you. Mayor Furlong: Thanks. Councilman Ayotte: I attended the round house activity this past Saturday. Very positive. Not limited to the round house renovation itself, but there was a real sense of community and our residents felt good about themselves so that's what I was very pleased about. Mayor Furlong: Thank you. Anyone else? Had an opportunity on Friday to meet with the-- mayors of Chaska and Victoria, and this is the third time this year that we've done that. It's just something that Mayor Van Ely, Mary Vaugh and I have wanted to do just to establish relationships and it's interesting how much we have in common, and how little we don't agree on in terms of issues and matters that are affecting all our cities so just wanted to share that with everybody, that that's something that we will continue to do every 2 to 3 months as well, so if there are ever any issues or something, just a good way to establish those relationships. So when matters come up we have someone that we can work with. Very good. Any other items for council presentations? ADMINISTRATIVE PRESENTATIONS. Todd Gerhardt: The Mayor and I will be giving the State of the City Address tomorrow at the Chamber luncheon, so if you're not doing anything between 11:30 and 1:00, we will be doing that. Councilman Peterson: At the Legion? 32