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Home My WebLink About05(E) - Resolution Approving a Work Order with CNH Architects for Design and Construction Administration Services for Club Prior Renovations Report€0&\1 - ?CITY COUNCIL AGENDA REPORT :So'\�MEETING DATE: PREPARED BY: PRESENTED BY: November 20, 2023 Andy Brotzler, Public Works Director/City Engineer Andy Brotzler ITEM: SE AGENDA ITEM: Resolution Approving a Work Order with CNH Architects for Design and Construction Administration Services for Club Prior Renovations RECOMMENDED ACTION: Adopt a resolution approving a work order with CNH Architects for design and construction administration services for Club Prior renovations. BACKGROUND: The renovation of Club Prior has been planned for over the past several years. Proposed work includes the replacement of the flooring and room separating folding door, updating of the kitchen area, and the remodeling of the Club Corner space (formerly The Twisted Loop) to accommodate recreation programming. Staff was originally intending to quote and manage the completion of this work; however, based on the quotes received totaling over $200,000, the development of formal contract documents for public advertisement and bidding is necessary. The estimated total project cost is $250,000. CNH Architects, a reputable architecture firm with substantial experience in design and construction administration for similar projects, has submitted a proposal in the amount of $23,900 to provide the design, bidding and construction administration for this project. A master service agreement with CNH Architects is included as a separate item on this Consent Agenda. Assuming the master service agreement is approved, the execution of this work order will follow. FINANCIAL IMPACT: The funding for this work order will come from Fund 440. A combination of funds budgeted for this project ($185,000) combined with savings from other planned projects that are not moving forward will be utilized to fund the proposed project. The project savings include $25,000 for the Fire Station #2 Infrared Tube Heater project and $100,000 from the elimination of the Fire Station #1 Vehicle Exhaust System project. ALTERNATIVES: 1.Motion and second as part of the consent agenda to adopt a resolution approving a work order with CNH Architects for design and construction administration services for the Club Prior renovations. 2.Motion and second to remove this item from the consent agenda for additional discussion. ATTACHMENTS: 1.Resolution 2.Work order with proposal Error! Hyperlink reference not valid. City of Prior Lake I 4646 Dakota Street SE I Prior Lake MN 55372 Page 1 of 2 Public Works Consultant Pool Work Order Club Prior Renovations CNH ARCHITECTS This work order (“Work Order”) is issued on this 20th day of November, 2023 by the City of Prior Lake (“City”) pursuant to the Public Works Consultant Pool Master Agreement dated November 20, 2023 (“Contract”) between the City and CNH Architects (“Consultant”). Based on the mutual promises and covenants set forth herein, the sufficiency of which are hereby acknowledged, the City and Consultant agree as follows: 1. Scope of Work Order. Consultant agrees to provide, perform and complete all the services requested by the City in this Work Order and attached Exhibit 1 (“Work”), which Work shall be subject to the terms and conditions of this Work Order and the Contract. 2. Term of Work Order. All Work requested by this Work Order shall be completed in accordance with a schedule to be determined by both parties upon commencement of the project. 3. Compensation for Work Order. City agrees to pay the Consultant a fixed sum of $23,900 as full and complete payment for the Work requested by this Work Order. 4. Consultant Representative. Consultant has designated Quinn Hutson to manage the Work Order subject to the supervision of Consultant’s representative. ISSUED BY CITY OF PRIOR LAKE Mayor City Manager RECEIVED AND ACCEPTED BY CNH ARCHITECTS Signature Title Page 2 of 2 Exhibit 1 – Scope of Work Order 7300 West 147th St, Suite 504, Apple Valley, MN 55124 | 952.431.4433 | www.cnharch.com | Page 1 PROPOSAL FOR ARCHITECTURAL SERVICES PROJECT: Senior Center Remodel CNH NO.: 23039 CLIENT: City of Prior Lake October 2, 2023 Mr. Nick Monserud Mr. Andy Brotzler City of Prior Lake 4646 Dakota Street SE Prior Lake, MN 55372 DESCRIPTION This project is to remodel the senior center portion of the Prior Lake Library building. This area represents approximately 5,400 square feet of remodeled area including the former coffee shop, lobby, and senior center space. GENERAL We propose to perform our services in the following parts: PART I - SCHEMATIC DESIGN Our services for this part of the work consist of a preliminary design to establish a concept of size, scope, layout, and appearance of the project. SERVICES PROVIDED Schematic floor plan options Preliminary review of building codes Refinement of floor plan selected Preliminary landscape plan One meetings with city officials Meetings with Client as required SERVICES NOT PROVIDED (In this phase) Mechanical/Electrical design Structural design (no structural changes anticipated) 7300 West 147th St, Suite 504, Apple Valley, MN 55124 | 952.431.4433 | www.cnharch.com | Page 2 PART II – DESIGN DEVELOPMENT This portion of the work includes further development of the detailed elements of the building design. SERVICES PROVIDED Further development of floor plan Interior millwork and interior elevations Interior material selection Preliminary mechanical / electrical design Meetings with Client as required SERVICES NOT PROVIDED Structural design (no structural changes anticipated) PART III - CONSTRUCTION DOCUMENTS Our services for this part include providing a set of drawings and specifications for construction and review by city building officials. SERVICES PROVIDED Final mechanical / electrical design Overall and enlarged floor plans Interior elevations Millwork and other interior details Room and door schedules Door, window and wall types Final review of building codes Project specifications Meetings with Client as required SERVICES NOT PROVIDED Structural design (no structural changes anticipated) PART IV – BIDDING Our services for this part include support of the bidding process. SERVICES PROVIDED Distribute bidding documents electronically including hosting project website Answer bidder questions Write addenda if required Review product substitution requests Review bid results with Client Write Contractor – Client contract PART V - CONSTRUCTION ADMINISTRATION Our services for this part include construction phase support, submittal, and site review. SERVICES PROVIDED Every other week site review and client construction meetings Shop drawing review Monthly pay application review Preparation of construction administration documents as needed (Supplemental Information, Proposal Requests, and Change Orders) Answer contractor questions (Request for Information) Final punchlist review 7300 West 147th St, Suite 504, Apple Valley, MN 55124 | 952.431.4433 | www.cnharch.com | Page 3 Review of project closeout documents One site review by Mechanical / Electrical Engineer SERVICES NOT PROVIDED Special inspection Continuous or extensive site review, beyond amounts indicated above FEE We propose the services indicated above for a fixed fee of $23,900, plus reimbursable expenses as indicated below. This proposal fee is valid for 90 days from the date of this document. INFORMATION TO BE PROVIDED TO US In a timely manner: Original construction documents or remodels, in pdf or dwg format. AGREEMENT The fee is due within 30 days of monthly invoices. A finance charge of 1.5% per month will be charge to unpaid bills after 30 days. We understand that payment is not contingent on project financing, land closings, payment from others, governing ordinance approvals and/or any other contingency not incorporated into this agreement. REIMBURSABLE EXPENSES Reimbursable expenses include the following items and will be billed as they occur: Miscellaneous B&W and color printing at cost Miscellaneous postage, and shipping at cost Mileage, at IRS designated rate SCHEDULE Due to our current scheduled project deadlines, CNH Architects would be available to begin this project in mid- December and work with you to determine a schedule from the selected start date. We appreciate being asked to provide this proposal and look forward to the opportunity to work with the City of Prior Lake. Sincerely, Quinn S. Hutson, AIA, LEED AP Principal CNH Architects, Inc ACCEPTED BY: Signature: _____________________________ Name: _____________________________ Title: _____________________________ Date: ____________________________