HomeMy WebLinkAbout10.F.1. City Hall Feasibility Study General Business 10. F. 1.
SHAKO! F.
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Kris Wilson, Assistant City Administrator
DATE: 07/15/2014
SUBJECT: City Hall Feasibility Study (F)
Action Sought
The Council is asked to authorize the hiring of BKV Group to conduct a City Hall feasibility
study at a cost not to exceed $30,000.
Background
At its April 29 workshop meeting, the Council discussed future plans for the City Hall building,
including the pros and cons of staying in the current location on a long-term basis versus building
a new facility adjacent to the Police Station. A majority of the Council felt moving City Hall to
the City-owned land next to the Police Station at some point in the future was the preferred option
and staff was directed to gather additional information and return to discuss potential next steps.
Staff has met with representatives of BKV Group, who designed the police station, library, fire
station#1 and soccer complex buildings, and located the attached site plan showing both the
police station and a future City Hall on the Gorman Street property.
To help move the discussion forward, staff has obtained the attached proposal from BKV for a
feasibility study which would:
•Evaluate the City's current and future space needs;
•Examine the potential and estimated costs for remodeling the existing City Hall building;
•Examine the estimated costs of constructing a new City Hall adjacent to the Police Station.
•Outline and analyze legal alternatives to the traditional low bid process for the bidding and
construction of public facilities.
•Provide a timeline for design, bidding, and construction of a remodeled City Hall at the
current location or a new City Hall at an alternative location.
The study would be informed by a sub-study by David Unmacht of Springsted, Inc. Mr. Unmacht
will provide input as to trends impacting local governments that may impact the needs of a new
City Hall. He will also assist with an analysis of current and future staffing levels and
organizational structure to help ensure that any new or remodeled City Hall can meet the needs of
our growing community.
The study can be limited to just comparing the feasibility and costs of the current Holmes St.
location versus the potential Gorman St. location, or it could also include evaluating the feasibility
and costs of building at other sites in the downtown area. The Council is asked to provided
direction as to the preferred scope of the study.
Finally, it should be noted that the hiring of BKV Group to perform a feasibility study in no way
commits the City to hiring them as the architect for a remodeling or construction project that may
ultimately result from the study. The Council will have the opportunity to select from a range of
qualified architects who work in this area, if and when the time comes that the City is ready to
proceed.
Budget Impact
The quoted cost of the proposed study is $29,000. This would come from the Government
Buildings Internal Service Fund.
Relationship to Vision
This item relates to Goal B: Positively manage the challenges and opportunities presented by
growth, development and change.
Recommendation
I recommend proceeding with the proposed study as it will provide sound information upon which
the Council can then make decisions regarding the future of City Hall. BKV Group and Mr.
Unmacht are experts in their respective fields and both have a strong, working knowledge of
Shakopee as a result of previous projects.
Requested Action
If the Council concurs, it is asked to offer a motion to retain BKV Group to conduct a
comprehensive City Hall feasibility study at a cost not to exceed $30,000.
Attachments: 2002 Site Plan
Proposed BKV Feasibility Study
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B K v July 3, 2014
G R O U P City of Shakopee
Architecture 129 Holmes St. S
Interior Design Shakopee, MN 55904
Landscape Architecture
Engineering Attention: Kris Wilson,Assistant City Administrator
Boatman
Kroos RE: Professional Service Proposal for City Hall Feasibility Study
Vogel
Group Dear Kris:
Inc.
222 North Second Street Kelly and I enjoyed meeting with you on June 16th to discuss some of the current
Minneapolis. MN 55401 planning topics that the City is reviewing. Per our discussion, the following is a
Telephone: 612.339.3752 proposal to assist the City with a feasibility study for the City Hall. City Halls and
Facsimile: 612.3394212 municipal facilities have been a focus at BKV Group since we founded our practice
www.bkvgroup.com
FOE in Minneapolis 36 years ago. We have developed a great relationship with the City
of Shakopee having assisted the City with Fire Station 1, the Police Station, Public
Utilities, Soccer Complex and Public Library The goal of the study will be to identify
current and long range planning options that will support operational efficiency and
develop a detailed report providing the City with an appropriate, clear, and long
range vision to help determine how best to proceed.
We propose the following approach for the feasibility process:
A. Staffing Projections —At the start of the study we will meet with you and
each department to discuss the past, current and projected staffing. We will
examine historic staffing trends and look at 20 year projections based on
potential changes in the community and/or changes of services.
B. Existing Space Analysis — Our planning team will tour and document the
existing spaces being utilized by the departments. We will develop plans
that show the existing areas and identify the current functions of those
spaces.
C. Space Program — After the staffing review, a space program and space
standard diagrams will be prepared. This will provide a detailed breakdown
of each department's area and specific space. This will provide a basis of
understanding for the overall square footage for each departments
operational needs.
D. Master Planning — Program and staffing information will be used to
develop master plan options. We will identify all feasible options with the
City. A pros and cons analysis will be developed with the City exploring the
advantages and disadvantages for each option proposed.
Some of the initial options we discussed include:
1. Remodeling the existing City Hall
2. Remodeling and potential vertical expansion of the existing City Hall
3. Relocation of the City Hall to a new location in the downtown area
4. Build a new City Hall on the Police Station site
With each option we'll examine all associated issues that could impact cost,
schedule and building limits such as property cost, zoning, setbacks,
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parking requirements, utility locations and possible development for those
areas.
The physical needs of city facilities are immediately affected by the staffing and operational
requirements. The BKV team will work with each departments and from historic information, the
questionnaire and interviews review and understand the anticipated staffing needs based on service
requirements as well as anticipated calls for service projections.
In addition to our experience David Unmacht has assisted on studies and provides an enhanced level of
analysis. David's experience in city and county government brings an inside understanding of operations
from his previous experience as being county and city administrator. David works with the City to review
current operations and possible changes that could improve staff productivity, satisfaction, training and
retention.
E. Planning Options — Once appropriate planning approaches have been agreed upon concept plans will
be developed identifying possible remodeling and / or new building planning. The preliminary plans will
be developed to better understand and explore how the City Hall departments could be configured to
promote space and operational efficiency as well as enhance public service and security.
F. Project Cost— Project cost estimates will be developed for each of the selected options. This proposal
anticipates four (4) options being reviewed. Based on the possible building materials, size and types of
systems a preliminary construction budget will be determined. In addition to construction cost, project
soft cost can be estimated. Some of the typical types of soft costs associated with a project are:
1. Architectural/Engineering Fees
2. Survey/Topography
3. CM/Project Management/Owner's Representative Fees
4. FF&E (Furniture, Fixtures, and Equipment)
5. SAC/WAC (Sewer and Water Connection Fees)
6. Plan Review& Permit Fee
7. Bid Advertising Cost
8. Testing (Geo Technical, Construction)
9. Document Printing
10. Utility Re-Routing
11. Soil Remediation (if required)
12. Mechanical Systems Commissioning/Monitoring
13. Builders Risk Insurance
14. Data/Telecom Wiring
15. Best Value Process Fees
If bonding is determined to be a viable option for a project we will assist the City's bond council in
developing data to explore financing and possible tax strategies.
G. Schedule — Selected planning options schedules will be prepared that identify standard time frames
associated with design, bid, award and construction. The timing of a possible construction project could
be based on specific financing and implementation strategies with the City. Those issues along with
possible financing options will be reviewed and incorporated into the final report to help provide the City
and Council with a total picture.
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The steps identified above will be compiled into a final report along with an executive summary. We will
review each section of the study with the City as well as the final draft and incorporate comments and
suggestions into the final version. The deliverables will be the sections of the study as mentioned during
the course of the study and final bound books of all of the sections at the completion. We would
anticipate 3 to 4 months to complete the study. However, at the start of the study one of our first tasks
will be to meet with the City to discuss timing, meetings and overall schedule.
Our objective is to provide the City with a comprehensive feasibility study that will serve as a well-
defined road map for the long range planning of the City Hall. To execute that we will utilize our
experienced senior staff with the experience in City Hall planning during the process. I will lead the study
and will be the main point of contact for the City. Our fee goal is to establish fees that are appropriate
and fair for the services provided and within the City's budgetary goal. In addition we tailor each
proposal to fit the needs, goals and objectives of each client.
Based on the scope of services stated above our proposed fee, for the feasibility study by phase, is as
follows:
A. Staffing: $2,200
B. Existing Space Analysis: $3,800
C. Space Program + Space Standards: $3,200
D. Master Planning: $4,400
E. Planning Option Development: $3,400
F. Cost Estimates: $2,400
G. Schedule: $800
Sub-Total = $20,200
Reimbursable expenses include printing, travel and shipping. While we estimate $1,800 for a study of
this type, this is a maximum not to exceed amount and we will invoice for only the amount spent with no
overhead or profit applied.
Our total proposed not to exceed fee is$22,000.
In addition to the above stated fee if the City selects the option to have Dave Unmacht assist in the study
for the staffing analysis the additional fee for his services would be$7,000.
We would anticipate in the study process meeting with the City staff on a regular basis to review the
developed information. We also would anticipate presenting to the City Council to provide progress
updates at intervals directed by City Administration. And additional part of our approach can involve
community outreach to help inform and involve the citizens in the process.
Thank you for the opportunity and we look forward to continuing our longstanding relationship with the
City Shakopee. And to assist in creating e a City Hall feasibility study that will serve the City well.
If the proposal is acceptable please sign below as your approval and acknowledgment to proceed with
the work described above. Upon receiving an approved copy we will make arrangements with you to
immediately begin the process.
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B K V eeeasr
G R O U P Enpwep{
Please feel free to contact me at your convenience should you have any questions.
Sincerely,
BKV Group, Inc.
Bruce Schwartzman,AIA
Partner- Managing Architect
City Approval Date
Q\City of Shakopee—City Hall Feasibility Study-NE proposal_2014-7-3.doc
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