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Home My WebLink About8B - City Hall Furniture AGENDA #: PREPARED BY: SUBJECT: DATE: BACKGROUND: DISCUSSION: STAFF AGENDA REPORT ~~ANK BOYLES, CITY MANAG~~ CONSIDER APPOINTMENT OF B AN, KROOS, PFISTER, RUDIN AND ASSOCIATES TO PROVIDE DESIGN SERVICES FOR FURNITURE SYSTEMS FOR UPPER AND LOWER LEVEL OF CITY HALL NOVEMBER 21, 1994 In January, the Fire Department will relocate from the existing fire station to the new fire station next to the business office park. At that time the city council chambers will be relocated to a portion of the training room within the new fire station. The existing council chambers at city hall would then be used by the engineering department for office space. Over the past few months we have been in the process of determining how to best utilize existing and new city hall space which will become available once the fire department relocates to the new fire station. We have found a plan which would relocate the engineering department to the existing council chambers. As part of this relocation, the receptionist would be relocated to the first floor as a customer service improvement effort. The building address would also be changed to confirm that the front door faces Eagle Creek Avenue. By relocating engineering to the lower level there will be additional space for the building inspection, planning, and parks and recreation departments to redeploy their employees. Similarly, improvements can be made to the various upper level front counters by separating the planning counter from th~ building inspection counter. Given the number of people who visit these departments daily, this is a desirable change to minimize confusion when numerous people are at the counter talking to different city representatives about different topics. With the assistance of Boarman, Kroos, we have prepared the attached design sketches for City Hall. The sketches reflect the decisions I have outlined above. In order for this project to proceed in a timely fashion it is important that the services of an architectural firm be retained. Relatively speaking this is a very small project, and I thought it would be useful to simply ask Boarman, Kroos and Associates to assist us in this effort as they are providing furnishings for the fire station which were never included in that construction project. I have asked Boarman, Kroos to provide a proposal for this project. A copy of the proposal is attached. -1- 4629 Dakota St. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER ,.. .17 ~, _..~ . r - - .... ISSUES: While we have tried to keep the project simple a number of steps are necessary to ensure that the project can proceed smoothly. Boarman believes that the first task is to complete the preliminary programming to ensure that all documentation is accurate as well as to inventory existing furniture to determine which can be used. The next step is to establish work station standards and confirm the preliminary budget. A third step involves finalizing the furniture budget and the plans to insure that the two coincide. The fourth stage is to prepare contract documents which would provide for the demolition of walls as necessary, and mechanical and electrical work which would be required to allow the existing city council chambers to be used for open office landscaping. Finally, Boarman would be responsible for contract administration to assure that mechanical and electrical changes and furnishings are installed in accordance with the specifications which have been prepared. The cost for these services is not to exceed $5220 based upon an anticipated project cost of between $50,000 and $75,000. The actual costs will be based upon time and materials. We anticipate that the relocation cost would be paid as follows: 1 . 1994 buildings & plant budget 2. 1994 contingency budget 3. 1995 contingency budget - $30,000 - $30,000 -$15.000 - $75.000 ALTERNATIVES: Council has the following alternatives: 1. Authorize the firm of Boarman, Kroos to provide design services for the furniture systems for upper and lower levels of city hall at a cost not to exceed $5,220 in accordance with their proposal. 2. Request additional information. 3. Deny the request and direct staff to undertake this work on their own. RECOMMENDATION: Alternative #1. BUDGET IMPACT: The budget contemplates the completion of this project in 1994/1995 as shown above. ACTION REQUIRED: Motion and second to designate Boarman, Kroos, Pfister, Rudin Associates as the City's representative to complete design services for the furniture systems for upper and lower levels of city hall. AG8BFB.WRT -2- - C3 BKPR r9fftoMFpGR. O,r:FIC~ f Rlr,c r' -,.. I NOV . I>, ", 7 1994 ') Ijij 1i:~~~1 (II IS IV 1&' C', ,\RCHITE(~TURc . I~TERI()R DESIC,'1 ENCINEERINC November 4, 1994 Frank Boyles, City Manager City of Prior Lake 4629 Dakota S.E. Prior Lake, MN 55372 RE: Prior Lake City Hall Design Services for Furniture Dear Frank, Boarman Kroos Pfister Rudin and Associates is pleased to submit a proposal to provide design services for the furniture systems for the upper and lower levels at the City Hall. Boarman Kroos Pfister Rudin and Associates, as a service firm, is compensated on an hourly basis with a not-to-exceed fixed fee maximum. Therefore, the designer is compensated on the basis of service invested in the project work. FEE PROPOSAL The not-to-exceed fixed fee maximum for this project is based on the project tasks as outlined in the enclosed breakdown. We appreciate and look forward to the opportunity to be of service to the City of Prior Lake. We are prepared to start work immediately to expedite furniture delivery. p:\proj\pr3\b\2-dk3 BOAR,\;\,>\.'J KROOS PFISTER RUDIN & ASSOCIATES ~2~ >~orth Second Streer. ,\'inneapolis 1\,illrles\.)L1 )J41)1 . P~lofle h12-~~l)~;-)"::. Fax bJ2-J-)Q-h.2i2 fqu,d OU!l(in,.Jr1i!" ::ir:]!I)\~" - - ~- Boarman Kroos Pfister Rudin & Assoc: FEE PROPOSAL Nov. 4, 1994 Prior Lake City Hall Remodeling/Furniture Specification and Coordination $50-75,000 Furniture IBDIPROPOSAlIDRK\ 14-PR12 MECH. ELEC Project Tasks PM ARCH ID ENGR ENGR. 1) Preliminary Programming and Planning: Total Hours/$ 6 324 14 504 Survey/Document existing space Update CADD plan per field varifications Inventory existing furniture equipment to be reused Interview department heads (2) 2) Workstation Standards: Total Hours/$ 1 54 5 180 Develop workstation standards Develop preliminary budget Determine short term/long term planning 3) Space Planning: Total Hours/$ 8 432 16 576 Plans showing all walls, doors, furniture/equipment Phase I and Phase II Complete code review/ADA compliance review Finalize furniture budget direction Presentation of floor plans, furniture & finishes Assume 2 revisions 4) Contract Documents: Total Hours/$ 8 432 2 72 48 1,728 0 0 6 324 Construction Drawings Complete demolition plan Complete new construction plan/reflected ceiling, dimension drawings, details, specs for bids Complete drawings for mechanical/electrical work Furniture Package Presentation of final recommendations Complete specifications of furniture Coordinate furniture specifications/delivery with vendors Complete plans for showing new/existing furniture & equipment Prepare specs for bidding/order placement of new furniture Prepare phasing drawings for move-in coordination 5) Contract Administration: Total Hours/$ 2 108 12 432 1 54 Assume review of shop drawings Assume one weekly meeting for project duration Clarification of drawings and specs as needed Participate during punch list of construction/furniture I 1-5) Total Hours / $ 25 1,350 2 72 95 3,420 0 0 7 378 ,., is:i_ i i i << I ...: en en c( .. ~~ ~: a: w > z I- Z u :5 CL q~O QCi)OOO r a: e,j ~ w en en en Cl Z Z 0 Z j: Z (J c( W ...J CL CL en ~ w Cl c( a: ~ ,en .., ~ ~I , I , ~ !E, fl ________:1 r 111 .s- .... 0<> J; A'- .1 h Y s 1 () 0 I 0 0 [) ! 0 ::I 1lf If A , >L t lJ j I ~ 3' .;1. .. t 1 t ~ ~ j t ~. ~ .~ .~ . 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