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1j Preliminary Plans for Public Works Facility Expansion CITY OF CHANHASSEN 190 City Center Drive, PO Box 147 Chanhassen, Minnesota 55317 Phone 612.937.1900 General Fax 612.937.5739 Engineering Fax 612.937.9152 Public Safety Fax 612.934.2524 iffeb www.ci.chanhassen./fln./IS ~' ~ MEMORANDUM TO: Don Ashworth, City Manager Charles D. Folch, Public Works Directorq December 8, 1998 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 from 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. I 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 . City of Chanhassen. A growing com/flunity with clean lakes, quality schools, a chmming downtown, thriving businesses, and beautiful parks. A great place to lil'c, work. and play. 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 from 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. +--'~;,1(1;~ 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 from the ] 998 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:\pw\charles\cc\Authorize Pre-Design PW.doc From: Todd Christopherson To: Charles Folch Date: 1217/98 Time: 9:30:22 PM Page 2 of 4 DEC-07-98 MON 09:21 AMCON CORP FAX NO. 6128900064 P.01 December 4. 1998 City of Chanhassen 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 pf9-COnstruction services for the expansion of your existing public works facility on Park 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-construetion 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 eM, LLC Todd Christopherson. P.E. Project Manager DEC-07-98 MON 09:22 AMCON CORP FAX NO. 6128900064 P.02 Cflfmhassfln Public Work.! Facility Expansion ifnd Renovation 12/10198 PRo.JECT GOALS AND OLJECTIVES We have reviewed the November, 1998 report entitled "Public Works Facility Needs study." We understand 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. The objeotive 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 future expansions to proceed efficiently The schematic drawings that are prepared as a result of these services will serve two purposes. First, tho estimated costs of construction will be based upon an actual plan for improvements. This will allow a more accurate 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 Ameon will provide preliminary architectural design and construction cost estimating services through a single contract with the City of Channassen. The design services for this phase 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. Ameon will provide the following scope of services: Review "as-built" drawings for existing facility COCIe 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 Council One set of colored renderings (2-dimensional) will be prepared for presentation to the City Council. All drawings will be prepared on Autocad. . . . . . . . . . DRAF-T FOR REVIEW 1 from: Todd Chnslopherson To: Charles Folch Date: 1217/98 Time: 9:30:22 /WI Page 4 of 4 DEC-07-98 MON 09:22 AMCON CORP FAX NO. 6128900064 P. 03 cnanna~sen PUf)llc WorK:li Facility EXpamlon and ReflOvation 12/10/98 SCHEDULE The anticipated schedule for our services is as follOWs: · Authorization to proceed . Meetings, programming · Schematic design · Cost Estimates · Prepare Summary Report · City Council presentation 12/14/98 12/15/98 1/1199 1/28/99 2/10/99 2/22/99 12/31/98 1/25/99 2/10/99 2/17/99 FEES Ameon propose$ a fixed, lump sum fee for the design and cost estimating services proposed. Listed below Is a breakdown of staff hours and rat~ as well ilS 3 Total Fee for professional 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 more 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. SchematiG Co~ Summary Tot31 Review DNign Estimates Report Hours Rate Cost Project Architect Gusse 10 60 4 74 60 4,440 ProjGet Manager Christopherson 10 10 12 10 42 65 2,730 Clerical Varies 10 10 30 300 Total Fee $ 7,470 AMCON PRo.JECT TEAM Project Manager and Cost Estimator Project Architect Todd Christopherson, P.E. Joseph Gusse, Registered Architect (insert brief resumes) DRAFT FOR REVIEW 2