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Home My WebLink About15.A.2. Approval of Architect Firm J ~. ft . 2- , CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Approval of Architect Firm for Public Works Remodeling and Salt Storage Siting DATE: May 20, 2003 INTRODUCTION: This memorandum is for the City Council to consider approval for an architect for the remodeling of the public service building for the Public Works Department and salt storage siting for a future salt storage building. BACKGROUND: Previously, the City Council did approve a Request for Proposal (RFP) for staff to send out to four architects for architectural services associated with the Public Works Department in the remodeling of the public service building and site location for a future salt storage building. Four proposals were received by staff on April 18, 2003 from the following firms: . Bonestroo, Rosene, Anderlik & Assoc., Inc. . JEA Architects . Oertel Architects, ltd. . Short, Elliot, Hendrickson, Inc. From the four proposals received, the Selection Committee made up of the City Administrator, Assistant to the Administrator, Public Works Director and Public Works Supervisor did short list the firms to three to be interviewed, and the three firms that were interviewed as follows: . JEA Architects . Oertel Architects, Inc. . Short, Elliot, Hendrickson, Inc. The interviews were held on May 12, 2003 and the interview panel consisted of Councilor, Terry Joos; Mark McNeill, City Administrator; Tracy Shaefer, Assistant to the City Administrator; Michael Hullander, Public Works Supervisor; Bruce Loney, Public Works Director. After the interviews have been conducted and references checked, the consensus from the interview panel team was that the number one architect firm for the Public Works Department was Oertel Architects, Inc. Staff s recommendation is based on the proposal received. Their approach in proceeding with the remodeling project with a master plan and long term model and the extensive experience that Oertel, Inc. has with several public works buildings in the area, especially those Cities that are in. a growth mode or are larger than Shakopee. Some of Oertel's clients have been the City of Eagan, City of Hopkins, City of Prior Lake and many other Cities in the State of Minnesota, and their primary source of business is municipal public works buildings. Staff would recommend that a contract be entered into with Oertel Architects for the services outlined in the RFP in the future remodeling of the public works building and salt storage building siting. Funding for these services would be from the City's Building Fund. ALTERNATIVES: 1. Authorize the City Attorney to prepare a contract with Oertel Architects, Inc. for the remodeling of the public service building and salt storage building siting on the public works site, and also authorize the appropriate City officials to execute this contract. 2. Do not authorize a contract to be executed with Oertel Architects but to select another firm on the list. 3. Table for additional information. RECOMMENDATION: Staff would recommend Alternative No.1, as per the previous reasons given in the memo. ACTION REQUESTED: Authorize the City Attorney to prepare a contract with Oertel Architects, Inc. for the remodeling of the public service building and salt storage building siting on the public works site, and also authorize the appropriate City officials to execute this contract. ~~ Public Works Director BUpmp ARCHSELECTIONS . - OERTEL ARCHITECTS 1795 SAINT CLAIR A VENUE, SAINT PAUL, MN 55105 TEL: 651/696-5186 F&'X: 651/696-5188 April 18, 2003 Mr. Bruce Loney, Public Works Director Shakopee Public Works 129 South Holmes Street Shakopee, MN 55379 RE: City of Shakopee RFP for Architectural Services for the City of Shako pee's Public Works Department Dear Mr. Loney, The following proposal is organized consistent with the bullet point list in your RFP, shown as items A through I, With the addition of J, our Project Approach. Following these items is additional information pertaining to the design team and references. The proposal, then, is organized as follows: A. Firm History B. Project Personnel C. Relevant Experience D. Office Location E. Performance F Liability Insurance Statement G. Consultants H Construction Management I Fee J. Project Approach Resumes List of References List of Oertel Architects Public Works Projects Project Sheets of Selected Related Projects First of all, please note that the key members of our firm, as well as our consultants, have been involved in over three dozen different studies and completed public works projects in Minnesota. Many of these are renovations and additions. We cannot state this fact too emphatically: our team has helped to establish the state-of-the-art for maintenance and public works facilities in Minnesota, and this is something that we enjoy and do welL We make it our business to understand the details and daily functions in public works buildings, including vehicle maintenance, salt/sand storage, vehicle storage, administration requirements and operations. It is our goal to be known for our "hands-on" approach to a project and our "can-do" attitude in serving our clients. We will approach this project with the same enthusiasm, experience and innovation that has been a part of all our other maintenance buildings and public works projects. I hope this comes through in our proposal. 1 A. Firm History Firm: Oertel Architects, ltd Incorporated: 1996 President: Jeffrey L. Oertel Address: 1795 St. Clair Avenue St. Paul, MN 55105 Telephone: 651-696-5186 Fax: 651-696-5188 E-Mail: joertel@oertelarchitects.com Web Site: www.oertelarchitects.com Oertel Architects was first established in January 1996 as an uptown Minneapolis firm focusing on a few key project types. Since then, the firm has grown and relocated to the west side of St. Paul. Over the years, Oertel Architects has been privileged to work on a number of important commissions from key agencies, owners, and developers, including numerous cities and counties across the state of Minnesota as well as neighboring states. B. Project Personnel Following are the key personnel who will be assigned to this project. Individual resumes are attached. Jeffrey Oertel: Project Manager, lead architect and primary designer Debra Brandwick: Project Architect Harry Menk: Structural Engineer. Darg, Bolgrean, Menk, Inc. Shane Albertson: Mechanical Engineer. Albertson Engineering Dan Paulson: Electrical Engineer. Paulson and Clark Engineering, Inc. Jon Horn: Civil Engineer, Kimley-Horn and Associates, Inc. All employees of Oertel Architects have experience with Public Works projects, and with a small firm, everyone is familiar with all current projects and able to step in and help out as needed. With our consultants, we have several times been through the process of a lead engineer leaving his/her current firm during a project. With this situation, our plan of action is to compensate the engineer and/or their new firm, to complete the project. This plan continues the best flow of information and makes use of the knowledge base one acquires through the project process. 2 C Related Experience The individuals proposed to work on this project have considerable directly related experience for more than five projects each. Please refer to attached list of projects to get a better idea of the depth of experience. CITY OF MINNETONKA AND HENNEPIN COUNTY OPERATIONS AND MAINTENANCE FACILITY , Proiects Date Operations & Maint. Facility Study 2000 Operations & Maintenance Facility 2003 Contact Number Brain Wagstrom, Department Head 952/988-8403 Scope This is a state-of-the-art project for the City ofMinnetonka, that includes vehicle and staffing space for Hennepin County. The 78,000 square foot facility includes maintenance bays, offices, operations, storage, vehicle storage, welding bay, shop space, automated wash bay, gas island and related spaces. The study included analyzing options of re-using the existing buildings, adding-on to the existing, or starting over with a complete new building. In the end, the shops building remained, with a major addition and several existing buildings were demo' d. These are options that should be looked at in Shakopee when estimating the cost of remodeling to meet not only current, but future needs. Cost Estimate Actual Cost $6,300,000 $5,500,000 ($77.00/s.f) Jeffrey Oertel Project Manager Debra Brandwick Project Architect Harry Menk Structural Engineer Dan Paulson Electrical Engineer 3 CITY OF HOPKINS PUBLIC WORKS FACILITY "'""'-~--~ Proiect Date ~~~llre~~~- - '''''''-~ Building Renovation. and Expansion 2003 ~ IG,r, _ ( ~~1f~* ~ ~:~- k~tl~ """ " lfr,"'" Contact Phone ~ ~ Steve Stadler, Public Works Dir 952/939-1382 ,-._,~",.=__,"""...........c..."-,,-,".,_.........~......,.,.-,,,---,-....,.,..._._._:..;..l..___.., Scope This project includes a major renovation and expansion of vehicle storage, various shops, garbage truck storage, an elevator, mezzanine and related spaces. This is a similar project scope to your plans through future phases. The office is being remodeled to accommodate changes in staffing and create a more user/employee friendly atmosphere. The main office / vehicle maintenance building will have an updated look from the existing plain concrete panels, with entry vestibules added to provide thermal comfort to the interior spaces and a visual cue to entry location. There is also a vehicle storage and shops addition with an elevator to make the existing mezzanine ADA accessible. Cost Estimate Actual Cost $3,600,000 $3,000,000 ($70.00/s.f.) Jeffrey Oertel Project Manager Debra Brandwick Project Architect FRIDLEY PUBLIC WORKS FACILITY Proiect Date Public Works Expansion 2002/2003 Prime Contacts Number Jon Haukaas, Public Works Director 763/572-3550 Scope Project includes lockers/restrooms, offices, conference, lunchroom, IT and related. A goal of the project was to improve the appearance of the existing building. As the design of the addition progressed, items such as painting and metal banding were added to the existing building to tie into the addition and update the look of the entire complex. Cost Estimate Actual Cost $630,000 $700,000* ($115.00/s.f.) *(Budget number known to be low prior to bid - no official cost estimate provided) Jeffrey Oertel Project Manager Harry Menk Structural Engineer Shane Albertson ~echanicalEngineer Dan Paulson Electrical Engineer 4 PRIOR LAKE MAINTENANCE CENTER Proiects Date Maintenance Center 1996 Salt/Sand Building 1997 Prime Contacts Phone Al Friedges, Super. of Parks 952/447-9892 Scope Project includes office, operations, shops, maintenance, vehicle storage, wash bay, conference room and lockers. The Salt building was built a year later. The facility was for a similar sized, and growing, conununity with operations and needs similar to the City of Shakopee. Cost Estimate. Actual Cost $2,650,000 $2,600,000 Main Building ($65.00 s.f.) $ 80,000 $80,000 Salt/Sand Building Jeffrey Oertel Project Manager Dan Paulson Electrical Engineer (with BKBM Engineers) EAGAN PUBLIC WORKS BUILDING -. Proiects Date Cost Equipment Storage B1dg & Dock 1996 $800,000.00 Maintenance Building Office Exp. 1989 $550,000.00 Salt 1 Sand Building Expansion 1989 $50,000.00 Contacts Phone Arnie Erhart, now retired 651/681-4300 Tom Colbert, Public Works Dir. 651/681-4600 Scope Multiple projects were designed for this public works department. This project was planned and designed to be constructed in multiple phases as is your current plan. Also, the area waslis growing and therefore planning for future space needs was paramount. Cost Estimate Actual Cost $800,000 $800,000 Equipment Storage Bldg and Dock $560,000 $550,000 Maintenance Building Office Exp. $50,000 $ 50,000 Salt/Sand Building Expansion Jeffrey Oertel Project Manager with BRW, Inc. 5 D. Office Location Oertel Architects, Albertson Engineering and Kimley-Horn all have their offices in St. Paul. Darg, Bolgrean, Menk is located in Golden Valley and Paulson & Clark in White Bear Lake. Owner meetings and many design team meetings will occur at the project site, with some design team coordination meetings occurring at the office of Oertel Architects. E. Performance There is a simple answer to this item. For all of the public projects we have designed, we have met all client requested design and bidding schedules and deadlines. Please call our references. F. Liability Insurance Statement Oertel Architects has professional liability insurance in the amount of $2,000,000 annual aggregate, $1,000,000 per claim, with no claims against it. G. Consultants Structural: Darg, Bolgrean, Menk, Inc. 7575 Golden Valley Road Golden Valley, MN 55427 763.544.8457 763.554.8914 Fax Oertel Architects arid Darg, Bolgrean, Menk have worked together on dozens of projects including the City ofMinnetonka Operations and Maintenance Facility, Fridley Public Works Addition, and the Dakota County Transportation Facility. Mechanical: Albertson Engineering 2198 Goodrich Avenue St. Paul, MN 55105 651-699-5083 651-699-5084 Fax Oertel Architects and Albertson Engineering have worked together on several projects including the Fridley Public Works Addition, City of Minneapolis Parks projects and the Richfield Community Center Remodel. 6 Electrical: Paulson and Clark Engineering, Inc. 2352 East County Road J White Bear Lake, MN 55110 651-407-6057 651-407-6476 Fax Oertel Architects and Paulson and Clark have worked together on numerous projects including City ofMinnetonka Operations and Maintenance, Fridley Public Works Addition and the Dakota County Transportation Facility. Civil: Kimley-Horn and Associates, Inc. 2552 University Avenue St. Paul, MN 55114 651-645-4197 651-645-5116 Oertel Architects and Jon Horn have worked together on several dozen projects including the Washington County Master Plan, City ofMinnetonka Operations and Maintenance Facility, and Woodbury Public Works. H. Construction Management Oertel Architects is familiar with the construction manager method of project delivery. We are currently working successfully with Kraus Anderson Midwest on two public works project, City of Hopkins Public Works Expansion and Remodel and St. Anthony Village Public Works and Fire Station. Construction managers can be very helpful with controlling costs by providing detailed cost estimates at crucial decision making phases, but seem to be most cost effective with large projects that require coordination of multiple budgets. L Fee The project construction cost stated in the RFP is very small compared to the amount of work outlined in the SEH study. A great deal of effort will be spent looking at options and alternates to accomplish as many of your goals as possible while meeting the budget. Therefore, following is our fee structure based on a percentage of final construction cost: Fee: //9% of construction cost which includes master plan and long term model. Reimbursable expenses: * Mi~e $ 400 Delivery $ 400 Plotting $ 300 Printing $ 2,000 Other $ 200 TOTAL $ 3,300 *Does not include costs for soil borings, ad-for-bid( stle)urvey or special inspections. 7 Hourly Rates are as follows: Architectural: Principal $ 98.00/ hr Project Architect 80.00 I hr Job Captain 60.00 I hr Architectural Cad 48.00/ hr Structural: Principal Engineer $125.00 I hr Staff Engineer 95.00 I hr Draftsman 65.00/ hr Administration 45.00 I hr Mechanical: Mechanical Engineer $ 95.00 I hr Electrical: Principal in Charge $125.00 I hr Sr. Systems Designer 125.00 I hr Senior Engineer 110.00 I hr Senior Designer 80.00 I hr Designer III 70.00 I hr Drafter 55.00 I hr Civil: Principal $ 180.00 I hr Senior Project Manager 130.00/ hr Proj ect Engineer 90.00/ hr Planner II 85.00 I hr Senior Cad Technician 75.00/ hr 8 J. Approach Stated very briefly, our approach is as follows: Collectively, we will review the current program, prepare a site master plan while designing and creating a functional, flexible and workable environment using our experience, intenJiews, design options, 3-D models, work sessions with staff, value engineering and intensive field administration. We are determined to make this project a success. In order for this project to be a success, we will need to make sure that we are maintaining a strong communication line with the public works department and key staff members. We will rely on interviews, building reviews, follow-up discussions, layout meetings and progress set reviews to ensure that the department is comfortable with, and understanding of, the final design. Our understanding ofthis specific project is that there is an emphasis on function and practicality and future flexibility. There are many more needs listed in the facilities study than it apperars your budget will cover, so careful planning will be needed to ensure critical items are taken care of now while not duplicating any costs that are designated for the future addition. In reviewing the existing site, observing the conditions and in discussions with staff, it is our understanding that the initial project includes a remodel of the entire police department area for Public Works use, along with remodel of the current public works office area and siting for a new salt/sand building. Following, stated in brief notation, are items that will need to be addressed during design: ADA is not met in numerous areas -Addition oframps and proper hardware will remedy most problems. The existing police mezzanine is currently problematic but offers some possibilities for re-use -The addition of an elevator would allow unlimited use of the mezzanine, but is quite costly. If all office spaces will fit on the main floor of the current police department area, the mezzanine could be used for public works storage and an elevator would not be needed. Public works could also partner with another department to provide storage space. -Certain areas of the mezzanine could be opened up to allow better use of the first floor space in areas such as the carpentry shop. 9 The existing wood mezzanine is a fire and safety hazard -Space should be reserved in the remodeled area for the items currently stored on the wood mezzanine, and the mezzanine removed. This is an ideal use of the police mezzanine. - The carpentry shop could move into the space of the wood mezzanine and be sectioned off for two-story shop space. There is a general lack of storage everywhere -Again, the police department mezzanine could alleviate the need. There is a general lack of supervisor space and privacy -Individual offices should be provided in the remodel for all management / supervisory positions. The amount of space will depend of the organizational study which is currently underway. Locker areas are compromised -The men's locker area needs to be expanded just to adequately accommodate the current number of employees and thought needs to be given to future growth of the department. - The women's locker room is severely undersized. While currently few women work for the department full time, there are several summer temporary female employees with a trend in public works to a small but growing number of women. Lunch room is undersized -Moving the lunchroom to the current police area will allow an opportunity to provide adequate space and provide a modified layout that would allow access to the kitchen area without interrupting a meeting or training session in the seating area. The site is adequate in size with space for vehicle maintenance and storage expansion and new salt/sand building -A site master plan will need to be developed to adequately plan for the proper main entrance, employee entrance, parking areas, traffic flow, etc. 10 A new membrane roof structure is proposed to replace the existing wood salt/sand building whi8ch is inadequate in size and structure -Siting of the building will be a concern not only for optimal traffic flow, but also to orient away from winter winds, shield the adjacent residential area from noise associated with sanding operations procedures, and to properly control runoff. The trend we're seeing is toward legislation requiring sheltering not only the storage, but the loading and mixing operations also. This is an expense that is not yet necessary, but planning for an addition and proper control of runoff can save a great deal of expense in the future. -Screening of the entire public works site with berming or landscaping will reduce sound and site nuisances for adjacent residents. -We have designed several projects with the membrane style roof successfully. This type of structure is very cost effective. Vehicle fumes are entering office areas -The existing hvac system needs to be reviewed in depth to identify sources and solutions for re-balancing the system to eliminate the fume problems. - The study mentions replacing the hvac in the office areas with a furnace system. We would not recommend this as furnace systems are more difficult to create positive pressure with in the office areas and can create worse problems with fume migration. Many mechanical and electrical items require code compliance updates - The items are identified in the existing study. The key will be to plan ahead for the future expansion and provide mechanical units or electrical panels that can accommodate expansion. Lighting in the maintenance areas and other areas is not adequate - Thought should be given to changing out the type of lighting, or simply adding more general and task lighting for employee safety and increased productivity. The new skylights in the vehicle maintenance area to the quality of light and work environment. Thought should be given to adding natural light to other work areas. The existing maintenance area is not adequate for maintaining fire department vehicles. -While this will most likely be addressed in a future phase, space needs to be planned now for a large maintenance bay to handle this equipment. One option is a maintenance pit bay such as was provided in the City of Plymouth maintenance area. Proper layout for such a space is critical as a drive-through space is highly recommended, remote location for safety due to depth of pit, and proper ventilation of pit need to be coordinated. 11 The building is minimally insulated _ The original documents show only one inch of rigid insulation in the office areas and only sand filled block in the vehicle areas. This creates larger than necessary utility bills and decreased comfort for employees. Walls in remodeled areas should be evaluated for additional insulation needs. Additionally, any remaining original single glazed windows should be replace. While there is limited public use, the entries are not user friendly -A reception area needs to be provided so guests have a destination point and are not wondering through the building creating safety and security issues. The current tight conditions limit use, performance and efficiency -The added space from the police department area will greatly ease the space needs for office functions, but the cramped vehicle areas will still be of concern. A great deal of efficiency is lost with double stacking vehicles and equipment which requires moving multiple units to get to the needed equipment. Also, with the many exterior doors on vehicle storage, all of the heat is lost at the beginning and end of each day when all the doors are opened at once. More typical to public works departments is a double loaded drive through parking bay which limits exterior doors and controls traffic flow through the building and site. Building appearance is outdated -Minor modifications can update the building, help with site circulation by identifying the entrance(s) and be planned to coordinate with a future addition. See information on Hopkins Public Works and Fridley Public Works Addition. As with other projects, the first thing we like to do is take a step backward, to re-examine the . thoughts and ideas that played into the study, identify the good and less desirable aspects to the current schematic plan, andintroduce new ideas and concepts. The list below itemizes what we do within the process: Evaluate existing facilities: ADA compliance, system conditions, OSHA compliance, etc. Verify documentation on existing building conditions including M/E items Discuss the code concerns and city standards with the building department including extent of ADA updates and fire suppression system requirements Review space needs in conjunction with current ongoing organizational study findings Perform a site analysis and consider current and potential layouts Review payback of increased energy upgrades Propose state-of-the-art equipment and potentials Prepare alternate schemeslconcepts based on client program and our experience Schedule regular meetings with staff and key staff to communicate ideas and options 12 Prepare a final plan and present to staff or key department heads Prepare cost comparisons between various plans I options Identify alternates to ensure the project comes in on budget Lead the field administration and monitor the work closely Our process and approach to planning, design and construction of public works projects is important. The key to our success is not only experience, but a hands-on approach to the project, with the key players staying involved throughout the entire process. In addition to the specific project approach listed below, we also point out that our temn offers the following: It- Strong and determined leadership throughout the process J> Listening to the client and helping them to achieve their needs J> "Hands-on" involvement It- State-of-the-art public works design J> Building upon a team-oriented process with clear communication lines ~ Using our depth of technical and construction expertise It- Using a problem-solving approach to design Unlike many other firms, our lead people are also the people that monitor the bidding and field work: YouwilLwork withthe same key people from start to finish. Just ask our current and past clients. Conclusion Being members of the Minnesota Public Works Association, we understand the strong network of municipal members. We strongly urge you to contact all of our references. We are confident in our reputation among all of our past clients. We hope to have the opportunity to meet with you, to further emphasize our interest in your project, and to demonstrate our ability to work with you to make this a success. Again, please contact us with any questions. We hope to hear from you soon. Sincerely, ~lt!--- ~<- Debra Brandwick, AlA Associate c; 13