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Home My WebLink About05(F) - Resolution Approving a Work Order with CNH Architects for a City Hall and Police Station Maintenance Evaluation 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: SF AGENDA ITEM: Resolution Approving a Work Order with CNH Architects for a City Hall and Police Station Maintenance Evaluation RECOMMENDED ACTION: Adopt a resolution approving a work order with CNH Architects for a City Hall and Police Station maintenance evaluation. BACKGROUND: The 2023-2027 CIP includes $2,060,500 for anticipated building maintenance at City Hall and the Police Station in 2026. Both buildings were constructed in 2006, meaning much of the scheduled maintenance is based on a 20-year benchmark for recommended maintenance rather than actual condition or need. To get a better understanding of what the actual maintenance needs are, staff is recommending Council approve a work order with CNH Architects for a preliminary evaluation to determine the scope and estimated cost of recommended maintenance items. CNH Architects, a reputable architecture firm with substantial experience in this area, has submitted a proposal in the amount of $34,200 that will include the following work items: •Evaluation of condition and needs •Estimated cost • Recommended schedule for improvements Some of the anticipated maintenance at City Hall includes: •Numerous HVAC updates •Flooring replacement (carpet and tile) •Glass door replacement Some of the anticipated maintenance at the Police Station includes: •New roof •Overhead door replacement •Front entry security update •Numerous HVAC updates 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. City of Prior Lake I 4646 Dakota Street SE I Prior Lake MN 55372 ALTERNATIVES: Item 5F Page 12 1.Motion and second as part of the consent agenda to adopt a resolution approving a work order with CNH Architects for the City Hall and Police Station maintenance evaluation. 2.Motion and second to remove this item from the consent agenda for additional discussion. ATTACHMENTS: 1.Resolution 2.Work order with proposal Page 1 of 2 Public Works Consultant Pool Work Order City Hall and Police Station Maintenance Evaluation 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 $34,200 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: City Hall & Police Facility Assessment CNH NO.: 23039 CLIENT: City of Prior Lake October 8, 2023 Mr. Nick Monserud Mr. Andy Brotzler City of Prior Lake 4646 Dakota Street SE Prior Lake, MN 55372 DESCRIPTION This project is to develop a Facility Assessment evaluating current conditions and future maintenance for the major components of the Prior Lake City Hall and Police Department buildings. The study will evaluate the condition of each major system, completing life-expectancy calculations for each major component, developing a current replacement cost for each component , photograph each element if photos have not been provided, and assemble the information into a final report. GENERAL We propose to perform our services in the following parts: PART I – INFORMATION GATHERING Our services for this part of the work consist of visiting each facility to review and gather information related to major components in the facility including type, condition, and general extents. While touring we will photograph major elements to record typical system conditions and include in future report. SERVICES PROVIDED Visit each facility to determine major components or systems using the Uniformat system extending down to Level 3 categories, with some Level 4 elements when relevant (see attached Uniformat sheet) Evaluate condition of each component or system preparing to rate that system Photograph typical element of each component or system 7300 West 147th St, Suite 504, Apple Valley, MN 55124 | 952.431.4433 | www.cnharch.com | Page 2 PART II – COST ESTIMATING AND REPORT Our services for this part of the work consist of developing a cost for each component or system. With all the data now determined, CNH will enter the data into the standard spreadsheet developed by CNH and write an overview report of each facility, showing a photo of each component and a short description. SERVICES PROVIDED Develop a cost estimate for each major component or system listed for each of the buildings Enter all data into spreadsheet creating the CIP data for future years Develop a draft layout of report document for staff review including photo and brief description of each component or system Enter all data into report document format for each building listed FEE We propose the services indicated above for an hourly fee not to exceed $34,200, 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 The following information to be provided to the extent it is available to the city: Information on items replaced since original construction Floor plans of each facility, to extent available 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 7300 West 147th St, Suite 504, Apple Valley, MN 55124 | 952.431.4433 | www.cnharch.com | Page 3 SCHEDULE Due to our current scheduled project deadlines, CNH Architects would be available to begin this project in mid- December and would anticipate completion within approximately 90 days of beginning. 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: ____________________________ LEVELS ONE THROUGH THREE NUMBERS AND TITLES ELEMENT A10 FOUNDATIONS A1010 Standard Foundations A1020 Special Foundations A20 SUBGRADE ENCLOSURES A2010 Walls for Subgrade Enclosures A40 SLABS-ON-GRADE A4010 Standard Slabs-on-Grade A4020 Structural Slabs-on-Grade A4030 Slab Trenches A4040 Pits and Bases A4090 Slab-On-Grade Supplementary Components A60 WATER AND GAS MITIGATION A6010 Building Subdrainage A6020 Off-Gassing Mitigation A90 SUBSTRUCTURE RELATED ACTIVITIES A9010 Substructure Excavation A9020 Construction Dewatering A9030 Excavation Support A9040 Soil Treatment ELEMENT B10 SUPERSTRUCTURE B1010 Floor Construction B1020 Roof Construction B1080 Stairs B20 EXTERIOR VERTICAL ENCLOSURES B2010 Exterior Walls B2020 Exterior Windows B2050 Exterior Doors and Grilles B2070 Exterior Louvers and Vents B2080 Exterior Wall Appurtenances B2090 Exterior Wall Specialties B30 EXTERIOR HORIZONTAL ENCLOSURES B3010 Roofing B3020 Roof Appurtenances B3040 Traffic Bearing Horizontal Enclosures B3060 Horizontal Openings B3080 Overhead Exterior Enclosures ELEMENT C10 INTERIOR CONSTRUCTION C1010 Interior Partitions C1020 Interior Windows C1030 Interior Doors C1040 Interior Grilles and Gates C1060 Raised Floor Construction C1070 Suspended Ceiling Construction C1090 Interior Specialties C20 INTERIOR FINISHES C2010 Wall Finishes C2020 Interior Fabrications C2030 Flooring C2040 Stair Finishes C2050 Ceiling Finishes C2090 Interior Finish Schedules A SUBSTRUCTURE B SHELL C INTERIORS 12 UniFormat LEVELS ONE THROUGH THREE NUMBERS AND TITLES ELEMENT D10 CONVEYING D1010 Vertical Conveying Systems D1030 Horizontal Conveying D1050 Material Handling D1080 Operable Access Systems D20 PLUMBING D2010 Domestic Water Distribution D2020 Sanitary Drainage D2030 Building Support Plumbing Systems D2050 General Service Compressed-Air D2060 Process Support Plumbing Systems D30 HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) D3010 Facility Fuel Systems D3020 Heating Systems D3030 Cooling Systems D3050 Facility HVAC Distribution Systems D3060 Ventilation D3070 Special Purpose HVAC Systems D40 FIRE PROTECTION D4010 Fire Suppression D4030 Fire Protection Specialties D50 ELECTRICAL D5010 Facility Power Generation D5020 Electrical Service and Distribution D5030 General Purpose Electrical Power D5040 Lighting D5080 Miscellaneous Electrical Systems D60 COMMUNICATIONS D6010 Data Communications D6020 Voice Communications D6030 Audio-Video Communication D6060 Distributed Communications and Monitoring D6090 Communications Supplementary Components D70 ELECTRONIC SAFETY AND SECURITY D7010 Access Control and Intrusion Detection D7030 Electronic Surveillance D7050 Detection and Alarm D7070 Electronic Monitoring and Control D7090 Electronic Safety and Security Supplementary Components D80 INTEGRATED AUTOMATION D8010 Integrated Automation Facility Controls ELEMENT E10 EQUIPMENT E1010 Vehicle and Pedestrian Equipment E1030 Commercial Equipment E1040 Institutional Equipment E1060 Residential Equipment E1070 Entertainment and Recreational Equipment E1090 Other Equipment E20 FURNISHINGS E2010 Fixed Furnishings E2050 Movable Furnishings E EQUIPMENT AND FURNISHINGS D SERVICES 13 LEVELS ONE THROUGH THREE NUMBERS AND TITLES ELEMENT F10 SPECIAL CONSTRUCTION F1010 Integrated Construction F1020 Special Structures F1030 Special Function Construction F1050 Special Facility Components F1060 Athletic and Recreational Special Construction F1080 Special Instrumentation F20 FACILITY REMEDIATION F2010 Hazardous Materials Remediation F30 DEMOLITION F3010 Structure Demolition F3030 Selective Demolition F3050 Structure Moving ELEMENT G10 SITE PREPARATION G1010 Site Clearing G1020 Site Elements Demolition G1030 Site Element Relocations G1050 Site Remediation G1070 Site Earthwork G20 SITE IMPROVEMENTS G2010 Roadways G2020 Parking Lots G2030 Pedestrian Plazas and Walkways G2040 Airfields G2050 Athletic, Recreational, and Playfield Areas G2060 Site Development G2080 Landscaping G30 LIQUID AND GAS SITE UTILITIES G3010 Water Utilities G3020 Sanitary Sewerage Utilities G3030 Storm Drainage Utilities G3050 Site Energy Distribution G3060 Site Fuel Distribution G3090 Liquid and Gas Site Utilities Supplementary Components G40 ELECTRICAL SITE IMPROVEMENTS G4010 Site Electric Distribution Systems G4050 Site Lighting G50 SITE COMMUNICATIONS G5010 Site Communications Systems G90 MISCELLANEOUS SITE CONSTRUCTION G9010 Tunnels ELEMENT Z10 GENERAL REQUIREMENTS Z1010 Price and Payment Procedures Z1020 Administrative Requirements Z1040 Quality Requirements Z1050 Temporary Facilities and Controls Z1060 Product Requirements Z1070 Execution and Closeout Requirements Z1090 Life Cycle Activities F SPECIAL CONSTRUCTION AND DEMOLITION G SITEWORK Z GENERAL 14