HomeMy WebLinkAbout10B - Fire Station #2
16200 Eagle Creek Avenue S.E.
Prior Lake, MN 55372-1714
MEETING DATE:
AGENDA #:
PREPARED BY:
CITY COUNCIL AGENDA REPORT
October 16, 2006 ~
10B (\I
Frank Boyles, City Manager X.
AGENDA ITEM:
CONSIDER APPROVAL OF A RESOLUTION APPROVING THE REQUEST
FOR PROPOSAL (RFP) AND AUTHORIZING SOLICITATION OF
PROPOSALS FOR ARCHITECTURAL SERVICES FOR THE
CONSTRUCTION OF FIRE STATION NO.2.
DISCUSSION:
Introduction
The purpose of this agenda item is to receive Council approval of the Request
for Proposal authorization to solicit proposals for architectural services for Fire
Station NO.2.
Historv
On September 12, 2006, by a two-to-one margin, the public approved a
referendum for the construction of Fire Station NO.2 and the acquisition of a
100-foot articulating aerial platform fire truck. This agenda item focuses on the
fire station. An agenda item will be presented on November 6, 2006,
requesting authorization to advertise for bids for the truck.
Prior to the September 12, 2006, referendum the City Council's fire station
committee identified what Fire Station NO.2 should contain to meet current
and future needs. The 11,000 square-foot station is to include three 22' X 88'
bays, two offices, a conference/training room, restrooms, break room, locker
room, storage room and hose-drying tower. A 1,500 square-foot mezzanine is
contemplated as well.
Current Circumstances
To move forward with the construction project, the fire station committee
considered which construction system to use: construction manager, owner's
representative, or general contractor. Considering the size of the project ($2.8
million), the cost of an owner's representative or construction manager (+/-
$80,000) and the availability of a trained engineer on the Fire Department
staff, the committee recommends the general contractor delivery system.
The next step in the process is the preparation of a Request for Proposal,
approval of that document and authorization to solicit proposals.
Attached is a Request for Proposals for architectural services. This document
was adapted from the one used for the police station/city hall project. It has
been reviewed by the committee, city attorney and six architectural firms who
may be interested in the project. Each reviewer was invited to make
recommendations to improve the document. Comments have been
incorporated in the Request for Proposals.
www.cityofpriorlake.com
I :\COU NC IL \AG N RPTS\2006\ 1 01606 ArqbflorfE!r952;lRm3001fO~9!92.447.4245
ISSUES:
ALTERNATIVES:
RECOMMENDED
MOTION:
Conclusion
The City Council should review the Request for Proposals for approval and
authorize solicitation of architectural proposals.
The fire station committee seeks to have Fire Station NO.2 in operation next
fall/winter. There is no delay in acquiring the land for the fire station as 1.3-
acre parcel has been donated.
The key issues are whether the Council is comfortable with the committee's
recommendation for the general contractor delivery system and with the
Request for Proposal document. If so, the Council should authorize solicitation
of proposals for architectural services.
1. Adopt a resolution approving the Request for Proposal document and
authorization of solicitation of proposals.
2. Take no action and provide direction to the staff.
Alternative #1.
1:\COUNCIL\AGNRPTS\2006\101606 Architectural Services Proposal.DOC
16200 Eagle Creek Avenue S.E.
Prior Lake, MN 55372-1714
RESOLUTION 06-xxx
A RESOLUTION APPROVING A REQUEST FOR PROPOSAL AND SOLICITATION OF
PROPOSALS FOR ARCHITECTURAL SERVICES FOR FIRE STATION NO.2.
Motion By:
Second By:
WHEREAS, The City's Capital Improvement Program has included the construction of Fire Station
NO.2 to provide services to Prior Lake; and
WHEREAS, A referendum was successful on September 12, 2006, for the construction of a $2.8
million project; and
WHEREAS, The City received a donation of 1.3 acres of land at Fountain Hills Road, Enclave Drive
and County Road 21 for the fire station location; and
WHEREAS, The Fire Station NO.2 committee has prepared a Request for Proposal for architectural
services for the Fire Station No. construction.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. The Request for Proposals as submitted by the Fire Station No.2 committee is hereby approved.
3. That the City Manager is hereby authorized to solicit proposals for architectural services for the
construction of Fire Station NO.2.
PASSED AND ADOPTED THIS 16th DAY OF OCTOBER, 2006.
Haugen Haugen
Dornbush Dornbush
Erickson Erickson
LeMair LeMair
Millar Millar
YES
NO
Frank Boyles, City Manager
I \CO U N C I L \RE SOL UTI\ADM I N RE S \2006\1
ArChit~lt\!~~~g~~m
Phone 952.447.4230 / Fax 952.447.4245
16200 Eagle Creek Avenue S.E.
Prior Lake, MN 55372-1714
REQUEST FOR ARCIDTECTURAL SERVICES
FOR
A NEW FIRE STATION AT JEFFER'S POND
CITY OF PRIOR LAKE, MINNESOTA
October 17, 2006
REQUESTED SERVICE
The City of Prior Lake is seeking to obtain the services of a qualified architectural firm with
extensive experience in the design of Fire Station facilities to assist in the design of the new Prior
Lake Fire Station planned for the Jeffer's Pond area. The selected architectural firm will be
expected to assist the City in fmal site design, providing concept planning and developing plans
and budgets for the construction of a new Fire Station Facility. Basic services will not include
tele hone or MIS equipll1~~t,p~!will include cond .t runs. Fwm~hiI1g~ia.I'e~ot art of the basic
se chitect is expected to assist in oordination o.f'colors and
ic pt9gr~ing to esta roximatesize and space nee
ated .Htis wilI~ a satelli isting o!!Pree apparatus ba
turn-out area fc5~12ckers, et facilities. In addition th
ation m:ea.lwith a dispat<; e, two . trauveoffices, an offi!;,
ambulance crew and a small support space. The facility will also utilize a hose tower.
The City has identified a project site which fits the basic size parameters for the size of building,
required access and parking, as well as setbacks and green space that are to be evaluated as part
of the required work scope.
On September 12, 2006, the public approved a referendum to build the estimated $2.8 million
fire station. The referendum funds are to be viewed as the total available funds for this project
including furnishings, professional services and other ancillary costs.
PROJECT DESIGN AND CONSTRUCTION SCHEDULE
The project will be designed and constructed according to the schedule listed below. Proposals
should identify the proposed project schedule. If different than below, the proposal must specify
the rationale for the variance from this schedule (Le. to save construction costs or facilitate
greater competition.)
City Council Approves RFP
October 16, 2006
1:\Flre Station No.2 BuildlnglArchltect RFP.doc
www.cityofpriorlake.com
1
Phone 952.447.4230 / Fax 952.447.4245
Mail RFPs to Architects
October 17,2006
Architectural Proposals Due to the City
October 26, 2006
Review Proposals and Decide on Candidates to Interview October 27,2006
Advise Architects of their selection to Interview
October 27,2006
Interview Architects and Formulate Recommendation
To the City Council
November 1,2006
Recommendation to City Council and City Council
Authorization to Award Contract
November 6, 2006
Complete Schematic Design and City Approval
January 2,2007
Complete Design Development and City Approval
February 20, 2007
Complete Construction
d City Approval
Advertise for C
Award Construction Co
Complete Constructio
Please note that firms selected as finalists will be expected to interview on November 1, 2006.
Please adjust your schedules accordingly.
THE PROJECT
The City intends to construct the 11,000 square-foot Fire Station No.2 on a 1.29-acre parcel
located south of Fountain Hills Drive, east of Enclave Drive and west of County Road 21 (see
attached map). The station is satellite in design proposed to consist of three 22' X 88' bays, and
including the following primary rooms: two offices, conference/training room, break room,
restrooms and lockers and storage/specialty rooms. A hose-drying tower and mezzanine of
1,500 square feet is to be included. The building will be observable from all four exterior faces.
It will have to conform in style, materials and architectural design to the Jeffer's Waterfront
standards (to be provided at a later date, although it is expected that the building will be
primarily Class I materials). In addition to drive aisles for the apparatus, 20 vehicle parking
stalls will be included.
1:\Fire Station No.2 BuildinglArchitect RFP.doc
2
The station will be used by the Prior Lake Fire and Police Department and Allina Ambulance.
Typically, the Police Department will use as an office or meeting room to meet with city
residents who might live in this area. Allina will use the building 24/7 for locating one or two
ambulance rigs in the half bay and two to four attendances in the break room of 10' XIS'. The
project must address the needs of each user.
PROJECT DELIVERY SYSTEM
The project will be designed and constructed utilizing a General Contractor System. The City of
Prior Lake has selected firefighter Rick Kathan to be the main liaison between the selected
Architectural firm and the City Staff. Mr. Kathan will interface with the selected Architectural
firm and have the authority to act on the City's behalf as authorized by the Building Committee
consisting of the Mayor, a Councilmember, the City Attorney, the Fire Chief, City Manager, City
Engineer and City Council. Mr. Kathan's primary role through the project design is to oversee
the development schedule and monitor and control the project budget. He will chair weekly or
bi-weekly project design meetings (as required), review proposed building systems and design
solutions and facilitate the final approvals to keep the project on its intended schedule and within
i udget as C01l&tl:1J.ction proceeds.
PE OF SERVICES:
iew/Concept DevelopmentIProgram Conti
ake will request the selected firm to perform
1. Review the existing fire department space needs program, and offer a final
recommendation to meet the City of Prior Lake's long range needs. Includes one ore
more meetings with: 1) the Building Committee and 2) the City Council which will give
final approval.
2. Develop up to two building options for the selected site, to include building placement,
parking, image and alternate building options.
3. Create a minimum of two concept schemes in accordance with the City's proposed image
which can be constructed within the project budget. These schemes shall include
building exterior elevations, an outline of material and system specifications, and
building cost.
4. Prepare preliminary cost estimates based on the concept level plans.
5. Attend scheduled meetings with Mr. Kathan, the Building Committee, City Staff and/or
City Council, as needed. Please specify the number of meetings included at each phase.
1:\Fire Station No.2 BuildinglArchitect RFP.doc
3
PHASE II: Building Schematic Design, Design Development and Construction Documents
The selected firm shall complete schematic design, design development, construction documents
in accordance with the approved schedule and based on the approved concept design.
Deliverables will be provided to the City according to the project development schedule and the
selected firm will attend meetings as necessary to explain the design to neighborhood groups,
city staff and/or the City Council. Additionally, the design team may be required to attend one
or more one-hour video sessions to tape a program which may be aired on the City's cable
television channel broadcasts regarding the Fire Station No.2 project.
PHASE III: Construction Phase
During the construction of the project the selected firm will function in a traditional role of
architect, providing contract administration and inspection services throughout key steps in the
construction process. The presence of Mr. Kathan is intended to augment, but not relieve the
Architect of any of his duties or responsibilities for construction quality or adherence to the
project drawings and specifications or contract requirements.
participate as part of a pro
epartment nnel, Co
and construction experie
similar size, quality and
3. A demonstrated ability to achieve value, attractiveness and quality in design, and remain
within project budget limitations.
4. A demonstrated ability to integrate the concepts of sustainability into the project. This
includes energy efficiency, use of environmentally sound building materials and construction
methods, construction waste management and prevention, and creating a healthy indoor work
environment.
5. The architectural firm must be willing to work as a partner with elected officials and/or
designated individuals in the design and planning of the facility.
CONTENTS OF PROPOSAL
Interested firms should submit a proposal that contains the following information, organized in
this manner:
1:\Fire Station No.2 BuildinglArchitect RFP.doc
4
1. FIRM BACKGROUND
a. Describe the qualifications of your firm. Include the size of firm, number of
employees by job category, the areas of specialization for which your firm is
recognized, and any key features that might set your firm apart.
b. Describe your experience in working with a staff representative, Building
Committee and a General Contractor on comparable municipal projects in the
recent past.
2. EXPERIENCE AND REFERENCES
List at least three similar Fire Station facilities recently completed by your firm within
the last five years.
a. For all of these projects, list the date of completion, the total square footage, total
project cost, the construction time frame, the project designer, and project
manager. State whether or not the persons responsible for each project are still
employed by your firm.
b. For those projects list the preliminary budget and final costs and whether the
project was completed on time. Also, describe any unique needs or challenges
which occurred and how you resolved them.
c. For eac rojects, list a mun.!cipal refere
AAJ1tact p lephone numl)~r, and identi
d. L~$~any won by yourIUm within th
p"'ect ard.
APPRO CH
a. Describe
mvolvem
.escribe
functio , cono , ability, and aeSthetic! tural appeal a.n.dhow
these values will support the delivery of high-quality services to the public.
c. Describe the philosophy of your firm regarding the approach to external facility
design, project design on a campus with limited space. How do you mtegrate
your design with adjacent uses, landscaping, and parking or parking ramp, which
is not under your control?
4. PROJECT TEAM
a. Identify the project team that you will commit to this project for its duration, and
list their relative experience and current workload. Describe any other personnel
who will be involved in the project.
b. Identify any specialty consultants who will be a part of this team and identify their
firm, experience and areas of expertise.
c. Discuss how you will perform engineering services. Identify the key staff that
will be committed to the project, their qualifications, experience, and specific
areas of expertise.
d. Discuss your firm's role in site management and supervision; specify any
personnel who would be committed and how you would propose to work with the
staff representative and general contractor.
1:\Fire Station No.2 BuildinglArchitect RFP.doc
5
5. ADDITIONAL REQUIRED INFORMATION
a. Has your firm been the subject oflitigation, mediation, or arbitration during the
last five years? If so, give details of the issues and resolutions; provide names of
clients involved, with contact names and telephone numbers. Involvement in
litigation will not necessarily disqualify an architectural firm; however, failure to
provide accurate information will render the submittal as disqualified from further
consideration.
b. Has your firm ever been requested by a client to retire or been terminated by a
client from a project? If so, explain the details.
6. FEES
a. Describe your method of fee calculation and the services provided.
b. Fees should include all meetings with staff representative, building committee,
and public meetings with the City Council and/or Planning Commission. Please
specify the number of meetings included in the proposal by phase.
c. Fees should be quoted as "Not to Exceed."
d. Fees should include copying costs throughout the project including plans and
specifications.
RAC
unde od by submitting a pr
ct document provided by thef
>- ..-....-_.-.-....-.--- H!;I::
uccessful firm shall provid
ce in the limits required
into a
The following information is provided to assist you in preparing your proposal:
1. Number of copies needed: 10
An authorized representative of your firm who can be held accountable for all
representations must sign each proposal.
2. Due Date: Thursday, October 26,2006 by 4:00 PM
3. Mail or deliver ten (10) copies of your proposal to:
Mr. Frank Boyles
City Manager
City of Prior Lake, Minnesota
16776 Fish Point Road
Prior Lake, Minnesota 55372
4. If there are questions about the preparation of your proposal, please contact:
Frank Boyles, City Manager
tboyles@cityofpriorlake.com
1:\Fire Station No.2 Building\Architect RFP.doc
6
All contact made with the City of Prior Lake regarding this proposal be made solely
through the Owner's Representative. Any contact with the City personnel may result in
disqualification of the offending firm.
5. The City intends to select one or more firms for further consideration through an
interview process. The interviews will be conducted on November 1, 2006.
DISCLAIMER: This request for proposals is only a solicitation for information. The City of
Prior Lake is not obligated to enter into a contract nor is it responsible for any costs associated
with the preparation of proposals and interviews. Proposals received later than 4:00 PM local
time on October 26, 2006, may be disqualified from consideration. The City reserves the right to
reject any and all proposals and to interview firms which, in the City's sole judgment, will best
meet City needs.
In accordance with Uniform Municipal Contracting Law M.S. 475.345, architectural services are
a "Professional Service." Accordingly, this document does not constitute a bid but a request for
information. The City reserves the right to consider various factors in selecting the firm to
perform the Professional Services contemplated herein.
ect or waive any informalities
dvantageous to the City. F
many or all firms submitti
e in its best interest.
T not be liabteTor any expen urred oposingfirm includi ,
limited to, expenses associated with the preparation of the proposals.
1:\Fire Station NO.2 BuildinglArchitect RFP.doc
7
I
- ---.-....-.---....-.......--.----..--..---...-.......-.......---..----..-.........--.....-
_._~~._-- ---- ----- ---.-
o .-.--..-..-- ......-._............__ t,io ..._..._..._........_.......__ 110 .__....__
-- ......- o'
I
.
j
{
o
...\-
~
d
,
o
c>
.
....,...----
"'Ah,. "....~..........
---_.~
!
\
\
---~~..----....._--
,.-........
-~............-.
"".,.~..
-'
'.....
.........
.........
_ft.......
.-...,.........,.,..
/.
'o.
"
/
I
(
"\
.-'
II
Iff- T
I - ~~i'il
IIf!f~ I
j I ~!cn,
f I !
. f !
: r .
t
i
I
J
t,
-Ia
~:5
IJlo
.1
~
I
I
('.'
I
I
-,...
I
..
I
,I.
...I
CD
f
f
i
i
,
I
f
...
i
~
-i
Ii
i !
-r-
I
j
I
i
-
i
1
,
---
j
I
--1.-
I
......................... .
i
~...............
I
..........,....
i
r-.'
J
I
J
~
--...........
I
I
r..............
.......,....... ,
r
JEFFERS POND 3RD ADDITION
AMENDMENT #2
~ T
GRAPHIC SCALE IN FEET
....."IIltiIftITI-----------
....
....
.......,
I
'., ~~---,L~/J)
.'-'::;; ~ .=
'""-"- ..---
~
.~ '. -
/"<::~~I~ ~II'LS. -
I ........~ RIVF
I ........ '" .=:---___
I "'", '-- ---- 1\
~ / ESllMAlED PROP~..~:sr~-=-~
I IMPER\1 'lll~ ri~'--- " . -~
/ ~~
~/
& / 1 ~
(j I "
/
t ' II1I1I11111
(jl
.t~," IIIIIIIIJJ ~ ~ /
_"'I ~
/,1'- --------.--ooMic---;.:.,\\
a (f,l/ fi .~ rL .H~ 1
~ , I !, 2 3. ! !.. ..L ..JL 9 10' I
! L.P LU -c~ w L LW : I
_J 1 rh rh BlOCK 2 : r: h r rh ~ I
!~" 12 .13"~ 1'1 ;w M~;9 2U~ Ih J ~l i
/ ~l
-+---.-----------OUllOT c -- ~ .
II KI ~ ~Iii' II 1: I I ~ D; l:iifi Iii Ir.i
I~ ~
I ! 1 2 ~ L-i. 56! I 7 8 ~ l..m 11 12 !
I LW I-J L LW 13 LW W L LW /
f- ~------_ BLOCK 3 " I
I
~
I
or:
----- - ."",.
,'"7
,<
,
I
I
,
"'0;;
~ ~ 0;; 0;; 0;;
~~ ....
......
"')
I
BLOCK 1
...
I
..,
,
1:
o
U
I
8
..
..
\--n~
I I~ \1\\\
- Single family Setbacks---
_ \.01 SIZE - IlOIlt
"""
""" _lloo Ie .... -ZO'
c..,. _'100 ,. ....,........,. _10'
...... -- .. .... --
...-.. __ I' .... torIdnt ...,. -Ill'
S_I.... I. II-o-lr .25'
, __ Ie 11-0-" -Z$'
...
...-
..... ,_ Ie ....... ,_lloo _IS"
--
1I
I..."...
'P~
(/)
<(
W
I
J-
a::
o
z
w
::::>
z
w
>
<(
~
W
W
0::::
\U
w
-.J
c.=>
<(
w
'-'
..--
N
0
Z
:::c
<(
(f)
U :
I