2. Prelim Plans Pub Wks Expan
CITY OF
CHANHASSEN
690 City Center Drive, PO Box 147
CiJanhntsen, Minnesotil55317
Phone 612.9371900
General Fax 612.9375739
Engineering Fax 612.9379152
Pllblic Safety Fax 612.934.2524
Wéb WWll'.ci.c!JanhaJJen.ml1,lIS
MEMORANDUM
TO:
Don Ashworth, City Manager
Charles D. Folch, Public Works Directorq,
December 8, 1998
~
The City ofChanhnsse1l. A growing commnnity with clean lakes, qnnlity schooh, a channing downtown, thriving bnsinesses, and beantiful pmks. A great place to liI,e, work, and pia}
'1
FROM:
DATE:
SUBJECT: Authorize Preparation of Preliminary Schematic Plans for Public
Works Facility Expansion Project No. 99-1
Back in November, following the proposed 1999 Public Works budget
presentation, I also presented to the City Council the Public Works facility needs
study. The goal of that study was to define the immediate and long term space
needs for the Public Works Department and review available options for relocating
to a new site or expanding at the current location of 1591 Park Road. Following
this presentation staff solicited input /Tom City Council and sought direction as to
whether further effort should be devoted to relocating to a new site or expanding
on the existing site. It is staff's understanding that the Council's preference was to
devote further effort to explore an expansion of the existing facility.
1 am certain that one of the key considerations that the City Council will need to
fully understand prior to authorizing any Public Works expansion project is how it
will be funded. The facility needs study implemented general building cost per
square foot rates to determine general cost estimates for basic planning and
comparison standpoint. However, prior to requesting the City Council's blessings
on a funding proposal for this project, I believe it is necessary to conduct an
additional investigative step to more accurately define the cost for such a project.
Next step that needs to be taken is to prepare pre-design schematic drawings for
the Phase IA expansion to the existing facility at 1591 Park Road. In preparing
these drawings this process will involve the review of the existing facility from
both building code and zoning requirements and development of a plan that is
functional, esthetically pleasing, and cost effective. The benefits of conducting this
step are: a more accurate cost estimate of construction since it will be based on an
actual plan and improvements and the development of drawings which will serve as
the basis and framework for preparing design plans and construction documents
when the project is officially authorized.
Implementing a construction management company to conduct this phase makes a
lot of sense. Construction managers are familiar with construction costs, the
Mr. Don Ashworth
December 8, 1998
Page 2
construction process and methods, cost saving techniques and materials, and
information architects will need to prepare official construction documents.
Amcon Corporation is a company that provides construction management services.
In fact Amcon was the construction manager for the City Hall expansion just two
years ago. On the City Hall expansion project, Amcon functioned as the City's
representative in coordinating the preparation of the plans and construction
documents prepared by the architect and coordinated and administrated the
construction contract with the contractors and subcontractors. Amcon' s effort in
the City Hall project is considered a success.
Amcon Corporation has prepared a proposal to conduct the pre-design services for
the City (see attachment). The proposal /Tom Amcon outlines the goals and
objectives, scope of service, an anticipated schedule, fee for conducting this
service as well as a listing of the project team. Amcon proposes to provide this
pre-design service to the City at a cost not to exceed the amount of $7,470.00.
In terms of the ability to fund this pre-design work as outlined, staff proposes two
options. The first would be to make use of some excess capital project funds from
the Coulter Boulevard pedestrian underpass project. Earlier this fall, after the
project and its City funding accounts had been closed out, the City received an
additional reimbursement ($27,407.00) from the State for engineering services.
Since the project has already been closed out, these funds will likely get deposited
into the City's capital projects fund. Seventy five hundred ($7,500) of this excess
reimbursement could be used to fund this pre-design work. The other alternative
is that staff could pull together funds /Tom the 1998 budget by delaying some work
items and reallocating dollars to this effort.
Once this work effort is completed and more defined project costs are known, staff
will then have the ability to put together an accurate funding package proposal for
City Council consideration. It is important that staff and City Council mutually
understand that authorizing this pre-designing work is in no way an authorization,
at this time, to fund this improvement project. The decision to authorize this Public
Works expansion improvement project cannot confidently be made until this pre-
design phase is conducted and a resulting funding package is developed.
It is therefore recommended, that the Amcon Corporation be authorized to
conduct the pre-construction services in accordance with the proposal dated
December 4, 1998, Project 99-1.
Attachment: 1. Proposal from Amcon dated 12/4/98
g:lpwlcharleslcclAuthorize Pre-Design PW.doc
From: Todd Christopherson To: Charles Folch
Date: 12/7/98 'Time: 9:30:22 AM
DEC-07-98 MON 09:21
AMCON CORP
FAX NO. 6128900064
December4,1998
City of Chanhas50n
690 Coulter Drive
Chanhassen, MN 55317
Attention: Mr. Charles Folch, P.E.
Subject: Proposal for Pre-construction Services
Dear Mr. Folch:
Thank you for the opportunity to submit our proposal for pre-<:onBtructìon services for the expansion of your
existing public works faCility on Par1l Drive. The attached proposal will outline our understanding of your
objectives for this project, our proposed scope of services, fee structure, and general qualifications and
background of Amcon. Based on this proposal and our previous work with the City of Chanhassen, we hope
that you will select Ameon to perform pre-construction services to meet your needs.
If there is any additional information which you need, please contact me. Again thank you for your
consideration of Amcon.
Sincerely
Ameon CM, LLC
Todd Christopherson. P.E.
Project Manager
Page 2 of 4
P.OI
From: Todd Chnstopl"lerson To: Charles Folch
Date: 1217/98 'Time: 9:30:22 AM
Page 3 of 4
DEC-07-9B MON 09:22
AMCON CORP
FAX NO. 6128900064
P.02
onanhaS3.n Public WOIk.S' Fd<:Jility
t:xpension .nd Renovðtion
12/10198
PRo.JECT 00.1 S AND O"'ECTIVES
We have reviewed the November, 1998 report entitleCl "Public Worlls Facility Needs study," We
unClerst¡¡nd that the expansion area identified as Phase IA is the area that is to be considered for
our services at this time. In addition to the expansion to the existing building, renovation of the
administrative aresS is also to be considered in order to provide a more functional workspace for
the Public Works Department.
ihe objective of the Publio Works Department is to study and better define the project's scope and
cost prior to requesting project funding through City Council action. By studying the design and
construction aspects of the contemplated Improvements, it is anticipated that any improvements
completed will:
· Meet the needs of the Public Works Department
· Meet Uniform BuildIng Code requirements
· Meet City of Chanhassen zoning requirements
Provide a design that is aesthetically pleasing
· Be constructed in a cost effective manner
· Allow Mure expansions to proceed efficiently
The schematic drawings that are prepared as a result of these services will serve two purposes.
First, the estimated costs of construction will be based upon an actual plan for improvements. This
will allow a more 8ccurate forecast of cost than the costs developed to date on a "per square foot"
basis. Secondly, the drawings will serve as a starting point for design development and
construction documents should the project proceed to those phases, The drawings and
programming may be used as a reference in soliciting design proposals.
SCOPS OF SERVICES
Amcon Will provide preliminary architectural design and construction cost estimating services
through a single contract with the City of Channassen. The design service5 for this pha5e will
involve study only of the facilities at the Park Drive location. Study. design. or cost estimates for
work done at the Park Place "bone yard" or other off site locations are not considered herein.
Amcon will provide the following scope of services:
· Review "as-built" drawings for existing facility
· COde study of existing facility and planned additions
· Zoning review of existing facility and planned additions
· Programming of needs for existing building and Phase IA Improvements
· Prepare schematic floor plan of existIng building and Phase IA improvements
· Prepare schematic site plan showing improvements
· Prepare schematic building elevations
· Prepare estimates of project cost
· Present drawings and cost estimates to staff and City Counciln
One set of colored renderings (2-dimensional) will be prepared for presentation to the City Council,
All drawings will be prepared on Autocad.
DRAF1'FORREVlEW
1
from: Todd Chnstopherson To: Charles Folch
Date: 1217/98 'Time: 9:30:22 AM
Page 4 of 4
DEC-07-98 MON 09:22
AMCON CORP
FAX NO. 6128900064
P. 03
cnanna$sen pu/)//c Wbrl<> Facility
EXpamlon and R$oovaUon
12//0196
SCHEDULI!
The anticipated schedule for our services is as follOWS:
· Authorization to proceed 12114/98
· Meetings, programming 12115/98 12131198
· Schematic design 1/1199 1125/99
· Cost estimates 1/28/99 2/10/99
· Prepare Summary Report 2/10/99 2117/99
· City Council presentation 2122/00
FEES
Amcon proposes 8 fixed, lump sum fee for the desi9n and cost estimating services proposed.
Listed belOW Is a breakdown of staff hours and rat~ as well as a Total Fee for profe$$ional
services. In addition to the fixed. total fee for personnel time, we will submit for reimbursement the
actual costs of drawing and report reproduction, delivery and shipping cnarges, and mileage. Fees
and reimbursable expenses will be billed to the City of Chanhassen on a monthly basis until
completion.
The hours listed are our estimate of time necessary to meet your requirements. If the actual effort
for the scope of services listed is mora than estimated, we will charge only the Total Fee listed
below along with approved reimbursable expenses. Our Total Fee will only change if a change in
the scope of services is authorized by the City of Chanhassen
Meeting6. Sohematio Coct Summary Total
Review DAign E5tirnatu Report Hours Ratc Cost
ProJeet Architect Gum: 10 60 4 74 CO 4,440
ProêCt Manager ChristDpherson 10 10 12 10 42 65 2,730
Clerical Vañes 10 10 30 300
Total Fe<> $ 7,470
AMCDN PRo.JECT TEAM
Project Manager and CO$t Estimator
Project Architect
Todd Christopherson, F.E.
Joseph Gusse, Registered Architect
(insert brief resumes)
DRAFT FOR REVIEW
2