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HomeMy WebLinkAbout8D - Public Works Arch. ServiceSTAFF AGENDA REPORT AGENDA #: PREPARED BY: SUBJECT: DATE: INTRODUCTION: BACKGROUND: DISCUSSION: 8D ~ FRANK BOYLES, CITY MANAGE AUTHORIZE REQUEST FOR PFIQP'OSAL FOR ARCHITECTURAL SERVICES FOR THE PUBLIC WORKS MAINTENANCE BUILDING JANUARY 3, 1995 This agenda item requests City Council authorization to solicit proposals from architectural and engineering firms for planning services for the proposed public works maintenance facility scheduled to be constructed in 1995. A Needs Assessment Study was concluded by Boarman, Kroos Architects in 1994. The purpose of the Study was to identify the city's building needs over the next 15 year period. The Study concluded that a new fire station was the first priority. The new fire station is under construction and scheduled for opening in February. A new public works facility was identified as a second priority need. The Study recommended that within 0 to five years the city undertake and complete such a project. In 1994 the city acquired a 12.6 acre site immediately adjacent to the Waterfront Passage Business Park as the location for the proposed public works maintenance facility. The funding mechanism for the public works facility is a capital facility account charge (CFAC). This is a $7.50 bimonthly charge paid by all sewer and water customers. The City's financial consultant has calculated that this account charge will be sufficient to provide the necessary cash flow to retire the debt on this construction project. Attached is a copy of a request for proposal (RFP) for the proposed public works maintenance facility. The RFP was assembled after reviewing RFP's prepared by other communities for similar projects. The services contemplated are in three phases. The first is to verify the results of the Boarman, Kroos Needs Assessment Study in terms of the types of facility requirements which should be part of the project. The second phase is to prepare plans and specifications for the project. The final phase is to conduct the construction inspection through completion of the project and approve all payment requests. The RFP sets forth a timeline for award of proposals. We expect that the Council would approve and authorize a contract with an architectural firm by March 6, 1995. Criteria are also identified for selection of the architectural firm. A committee consisting of the Public Works Director, Parks and Recreation Director and City Manager would make the recommendation to the City -1- 16200 Eagle Creek Ave., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER ISSUES: ALTERNATIVES: RECOMMENDATION: FINANCIAL IMPACT: ACTION REQUIRED: Council. The Council may wish to have two councilmembers serve on this committee as well. Direction should be provided to staff on this question. The City's capital improvement program anticipates construction of the public works maintenance facility in 1995. The total project is anticipated to be 2.5 million dollars. Approximately $400,000 of this amount would be drawn from the current fund balance previously generated from CFAC charges. The remaining $2.1 million would be incorporated as part of the bond issue as shown in the attached graphic from Juran and Moody. If the public works maintenance facility project is to take place during 1995, it is essential that the selection of an architectural firm be completed as soon as possible. Given the previous planning associated with the public works maintenance facility, its inclusion in the capital improvement program and the assignment of the CFAC charge to finance the project, it appears that this step should be authorized. Council has the' following alternatives: . Authorize staff to proceed with RFP for architectural and engineering planning services for the City of Prior Lake public works maintenance facility as recommended in this report. 2. Defer the matter for further information. Alternative #1. The financial impact has been set forth above. The CFAC charge is intended to fund all construction related costs. There will be an operational cost impact on future enterprise budgets for maintenance, utility and other costs associated with the new building. Motion and second to authorize staff to proceed with a request for proposal for architectural and engineering planning services for the City of Prior Lake public works maintenance facility in accordance with the timeline set forth in the RFP. FAG N 1 .WRT -2- REQUEST FOR PROPOSALS ARCHITECTURAL AND ENGINEERING PLANNING SERVICES FOR CITY OF PRIOR LAKE PUBLIC WORKS MAINTENANCE FACILITY January 4, 1995 GENERAL The City of Prior Lake is requesting the services of an architectural or engineering consultant to develop plans and specifications for a PUBLIC WORKS MAINTENANCE FACILITY to be constructed on property currently owned by the city in Waterfront Business Office Park, Prior Lake, Minnesota (see attached graphic). The building is projected to be a 45,000 s.f. stand alone structure which will house the street, sewer, water, and parks maintenance equipment and personnel. The city is looking for the most cost effective and modest facility meeting City ordinance requirements that will also meet the city's needs for the next 15 years but must include space for future expansion. The City's present budget will allow for a facility costing approximately $2.5 million dollars which would encompass all project related costs including, but not limited to: architectural/engineering costs, b~_~i_!ding costs, the building's physical plant, and necessary appurtances such as offices, office furnishings, hoists, exhaust systems, lifts, secured storage and container storage, fuel dispensing and salt/sand storage. SERVICES REQUESTED Regarding architectural/engineering services, the project will be divided into three distinct phases: -PHASE I-Verification of the City of Prior Lake's maintenance facility needs and the development of a conceptual plan for client review based upon previous work completed by BKPR & Associates (available at City Hall). -PHASE II-Preparation of the plans and specifications for the project. -PHASE III-Construction inspection through completion of the project. SCOPE OF SERVICES The scope of services would include the following at a minimum: PHASE I -Verify the City's present and future needs equipment storage and repair facility; with regard to an -Identify all equipment, specialized and other, required for the new facility; -Develop three conceptual plans of layout and b~ilding designs. Develop costs estimates of all building options examined, including physical plant and specialized equipment costs; -Assist owner in selection of option for Phase II. PHASE II -Preparation of plans and specifications for the facility developed under Phase I for building purposes and for City approval; -Preparation of all bid documents for the proposed new building and any specialized equipment to be installed in it; -Administer the bidding process; The City of Prior Lake can provide the consultant with a site plan including elevations at a scale and size appropriate for the consultants work. The City of Prior Lake can also perform soil tests to determine soil conditions at the site. PHASE III -Perform on-site inspections and staking of all phases of the work; -Process pay estimate requests; -Administer change orders and problems in construction; --Advise City of Prior Lake on construction progress and any changes required. -Recommend acceptance of project and assure punchlist completion. SUBMITTALS Include the following items in your submittal at a minimum: 1. Name, address, and brief description of your firm. Include information on financial profile. 2. Statement as to firm's particular abilities and qualifications related to this project. 3. Resume's of key personnel to be assigned to this project. Include information on any outside consultants that may be used for this project. 4. Identify construction management services your firm will provide throughout the project to evaluate the most cost effective systems, materials and architectural configurations and day to day construction management. Would you propose a team with a construction management firm? 5. Identify examples and expertise in similar projects completed by this firm and key personnel who were assigned to that project. Include reference contact information for completed and/or current projects. 6. You may include a one page subjective statement regarding your interest in and the understanding of this project. 7. A specific cost estimate of the services to be provided for each phase of the project. 8. A proposed schedule for completing the three phases of the project. All information shall be submitted in a professional 8-1/2" x 11" bound format. It is requested that extraneous information be excluded from the submittal. Ten copies of the proposal shall be supplied Any proposals not meeting the above requirements may be rejected. SCI-IE~DUI,E FOR AWARD OF PROPOSAl, The tentative project schedule is as follows: RFP Moiled to vendors RFP submittal deadline Proposal review Interview of candidates Selection of Firm Contract approval and award January 4, 1994 January 20, 1995 February 3, 1995 February 17, 1995 February 22, 1995 March 6, 1995 SELECTION CRITERIA The final selection of a consultant will be made by the City Council based on the recommendation of the Selection Committee following submission of material and an interview. The evaluation criteria is proposed to be based on a point system as follows: Previous related experience Proposed approach to Project Capacity to perform work, coordinate with City Location and accessibility of personnel Client references Estimated cost of services Adequacy of Proposed Construction Management Services 25 10 15 5 10 25 10 TOTAL POINTS 100 The City of Prior Lake reserves the right to modify the selection criteria prior to the submission deadline. If additional information is requested by a consultant prior to the submission date, the information will be supplied to all consultants. GENERAL This Request for Proposal may be amended or modified prior to the submission deadline. The final Scope of Services, fees, contract document, and method of payment will be determined by negotiations prior to the execution of a contract for consulting architectural/engineering services. I~P~HP l=l l~l I l ll{ I~, il I