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Home My WebLink About5L - Joint Public Safety Facili CITY COUNCIL AGENDA REPORT 16200 Eagle Creek Avenue S.E, Prior Lake, MN 55372-1714 July 19, 2004 \~ ~;ank Boyles, City ManaV AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE EXPENDITURE OF $4000 FOR THE PREPARATION OF A PROGRAM AND BUSINESS PLAN FOR THE PROPOSED PUBLIC SAFETY JOINT TRAINING FACILITY. DISCUSSION: History: One of the 2004-2005 Objectives of Scott County Association for Leadership and Efficiency (S.C,A.LE,) is to "present to members a recommendation for the location, purpose and cost-sharing for a joint police / fire training facility", Accordingly, SCALE has been evaluating the utility of constructing a police and fire training facility, Fire departments have identified a considerable number of advantages in having a training facility which is close and available on a weekly basis, Police departments have also identified ways in which such a faCility could be beneficial. A few of the possible training uses include: . SCSA usage Thermal imager I rescue training Chemical applications Fire command Shoot I Don't Shoot training Self defense Special Response Team training . . . . . . A facility offering these types of training opportunities could serve the County Sheriff's office and each of the Scott County cities, As the SCALE organization reviewed this concept, it became apparent that the organization does not have people on staff to prepare the necessary information needed to determine if this project should proceed, Current Circumstances: A subcommittee of SCALE was formed, The subcommittee includes Mayor Haugen and Finance Director Teschner, The subcommittee prepared and distributed a request for proposals. Six companies responded, After reviewing all proposals, the subcommittee interviewed two companies, Attached is a memo from Shakopee Administrator Mark McNeil who is the SCALE liaison to the subcommittee. The memo recommends that SKV Groups be selected to perform work in two phases, The first phase would consist of project programming which would include a feasibility study and site needs analysis. This phase would identify the needs which the facility would serve, It would also identify the size of the building and site requirements, Finally, an analysis of costs would be completed to provide anticipated construction and operation costs and identify savings and funding sources to assist this project. www.cityofpriorlake.com 1:\CQUNCILIAGNRPTS\2004\SCALE ~b~l ~~~9,4~~IV!iY tPa9.C952,44 7.4245 The second phase of the project would be a business plan including operational issues and a recommendation for capital and operating cost-sharing, The estimated maximum costs for phases I and II are $36,000. The proposed cost sharing is $16,000 from Scott County, $4000 each from Savage, Prior Lake, SMSC and Shakopee, $1000 each from Belle Plaine, New Prague and Jordan, and $500 each from Elko and New Market. ISSUES: A joint Public Safety Training Facility for Scott County agencies is a critical tool to assure that volunteer firefighters and police officers receive the kind of training necessary to address the challenges they face, The extent of the benefits and the cost of the project cannot be known until a thorough analysis is conducted, The SKV Group would complete this analysis and report their findings to the SCALE group. The SCALE group would then have to get authority from the policy making bodies to determine when, if and at what cost this project should continue, ALTERNATIVES: (1) Adopt a Resolution authorizing the expenditure of $4000 from the Contingency Fund to complete the SKV Study. (2) Take no action. RECOMMENDED MOTION: Alternative (1), 1:\COUNCILIAGNRPTSI2004\SCALE JOINT TRAINING FACILlTY,DOC 16200 Eagle Creek Avenue S,E, Prior Lake, MN 55372-1714 RESOLUTION 04-XX A RESOLUTION AUTHORIZING THE EXPENDITURE OF $4000 TO COMPLETE A TWO-PHASE STUDY REGARDING THE PROPOSED PUBLIC SAFETY TRAINING FACILITY, Motion By: Second By: WHEREAS, the Scott County Association for leadership and Efficiency believes that it is desirable and appropriate for Scott County and its cities to evaluate the need for a joint public safety training facility; and WHEREAS, Requests for Proposals were prepared, solicited and responses provided by six vendors; and WHEREAS, two vendors were interviewed and based upon the proposals and interviews, the firm of BKY Group has been recommended in an amount not to exceed $36,000; and WHEREAS, a cost-sharing proposal has been prepared by the subcommittee and approved by SCALE; and WHEREAS, the Prior lake contribution would not exceed $4000, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA that: 1. The recitals set forth above are incorporated herein, 2, The Mayor and City Manager are authorized to enter into a contract with BKV Group for the purpose of preparing a report in conformance with their proposal to SCALE, 3, An amount not to exceed $4000 is hereby allocated from the Contingency Fund for this purpose, PASSED AND ADOPTED THIS 19TH DAY OF JULY, 2004. YES NO Haugen Hauaen Blombera Blombero LeMair LeMair Petersen Petersen Zieska Zieska City Manager, City of Prior lake www.cityofpriorlake.com Phone 952,447,4230 / Fax 952.447,4245 June 21,2004 City Administrators - Scott County Dave Unmacht, County Administrator Bill Rudnicki, Business Manager SMSC RE: SCALE Public Safety Building Programming/Business Plan As you are aware, at the SCALE meeting of June 11 th it was directed that a contract be negotiated with BKV Group for programming and business planning for the proposed Public Safety Joint Training Facility building, This would be the first brick and mortar venture that the SCALE Group would enter into, Once constructed, it will meet pressing needs for fire training and law enforcement shooting facilities, SELECTION PROCESS: Six applications were received from Architectural firms seeking to provide these services. On June 8th, two of those firms were interviewed by the Law Enforcement Facility Steering Committee; of that, BKV was the recommended choice, BKV is an architectural group from Minneapolis which has worked with both the cities of Prior Lake and Shakopee on municipal facilities, A particular attraction of their proposal was the inclusion of the firm ofRDG Planning and Design, which could perform a business plan for the facility, It is the opinion of the Steering Committee that a business plan will be an important study to undertake, first to establish a realistic funding participation for construction, but also to address ongoing operation and maintenance costs once the facility is constructed, SERVICES TO BE PROVIDED: The BKV services will be provided in two phases: Phase I will consist of programming, including a feasibility study and a discussion of site needs, There would be a report on the physical size of the building and site, provide a possible layout diagram, and comment on city water and sewer requirements, There would also be a review of needs from interviews with police and fire chiefs and County sheriff, and law enforcement personnel. Regarding finances, it would report on revenues currently being expended for training, provide anticipated construction and operational costs, and a report on the possible use of 501,c3 Foundation laws to assist in addressing costs, Phase II would be the business plan, including an operational plan, and recommendation regarding agreements for cost sharing. The result of this phase will be to provide the SCALE users with a realistic understanding of what ongoing costs will be, and how much of the facility will be self supporting, how much might be available through outside funding sources, and how much tax subsidy will be needed, BUDGET: At the June II th meeting, a preliminary budget of$31,000 was recommended, This was less than what had been proposed by BKV for Phase I and Phase II, and also reimbursable expenses, After subsequent negotiations, the recommendation of the Steering Committee is that a budget of $36,000 be established, It is felt that any amount less than that will necessitate a reduction of what will be key components of the study, It is the desire of the Steering Committee to be fiscally prudent, but also be careful not to reduce the scope of services so that there would be an unacceptable programming and business plan resulting from this, Therefore, it is the recommendation of the Steering Committee that cost participation be divided as such: Scott County Savage, Prior Lake, SMSC, Shakopee Belle P1aine, New Prague, Jordan New Market, Elko $ 4,000/each $ 1,000/each $ SOO/each $16,000 $16,000 $ 3,000 $ 1,000 $36,000 Note that this asks that Scott County, SMSC, and the three larger cities each contribute $1,000 more than originally suggested, The five smaller city contributions would remain unchanged, It is expected that if the SCALE Group approves the contract on July 9th, that BKV will begin working soon thereafter. The anticipated date of completion will be late October, 2004, ACTION REQUIRED: A contract for services based upon a standard Institute of Architects (AlA) contract will be presented to the SCALE Group at the July 9th meeting, What is needed from each jurisdiction prior to that time is a commitment of funds for 2004 in the amount listed above, If you have questions about this, please contact either Chief Deputy Rob Boe (496-8304) or me (496-9662), Sincerely, Mark McNeill Shakopee City Administrator MM:th CC: Steering Committee