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HomeMy WebLinkAbout10.E.1. Quarry Lake Park Large Shelter Construction General Business 10. E. 1. Sl-IAKOI'EE TO: Mayor and City Council FROM: Jamie Polley, Parks & Recreation Director DATE: 08/18/2015 SUBJECT: Quarry Lake Park Large Shelter Construction (A, B) Action Sought Determine if the large shelter at Quarry Lake Park should be included in the building bid package for the construction of the park. Background On September 2, 2014 the City Council authorized a contract with WSB & Associates to design Quarry Lake Park, develop plans and specifications, bid the project and conduct construction administration. As part of the contract, WSB hired Hagen, Christensen & Mcllwain Architects (HCM) to design the buildings and develop plans and specifications for the small shelter only. On December 2, 2014, the Council directed staff to design the large shelter as a fully-enclosed, multi-purpose shelter that could be used for rentals, events, programs and classes. On December 16, 2014 the City Council approved the final concept plan for the park and authorized the development of the final plans and specifications for the park construction not including the large shelter. On May 19, 2015 the City Council approved the final concept plan for the large shelter. The development timeframe of Quarry Lake Park is to bid the project this winter for construction to begin in the spring of 2016. The park will be bid in three separate bid packages including a site package, building package and pedestrian bridge package. The City Council is asked to determine if the large shelter should be bid as part of the building package. Discussion The large building design has been completed and WSB and HCM are now working on finalizing the plans and specifications for the park development and small shelter. The approved concept plan for the large shelter includes a gathering space for 150-250 people, a catering kitchen, storage, bathrooms to serve the shelter users and bathrooms to serve the park users. The construction cost estimate of the shelter is $2,011,000. The funding for the large shelter is not included in the $1,700,000 allocated in the Park Reserve CIP for the construction of Quarry Lake Park. The final cost estimates of the park construction are still to be determined and will be presented to the City Council prior to bidding the project. The PRAB and City Council recently reviewed the status of the Park Reserve Fund. Based on anticipated park dedication fees for 2015, the Park Reserve Fund may have a balance of$500,000 at the end of the year. The PRAB had recommended to the City Council that the complete buildout of Quarry Lake Park be a priority project and that the large building should be constructed utilizing current and future park dedication fees. Emerson Process Management Emerson Process Management has been extremely interested in the development of Quarry Lake Park since they first looked at locating their corporation in Shakopee. To assist with the completion of the large shelter, Emerson Process Management has approved a contribution of$500,000 over five years. The offer of the contribution is good for six months. If the City Council accepts this generous contribution, the City will provide: 1. Naming rights of the large building 2. Shelter use at no charge for corporate functions; A. Weekdays (M-TH) - Maximum of 12 times per year B. Weekends (F-SU) - Maximum of 3 times per year 3. Shelter rental for Emerson Process Management (after no charge uses) - 25% discount 4. Shelter rentals for employees (personal use) - 25% discount With Emerson Process Management being a neighbor of the park, this is a strong partner to assist in developing Quarry Lake Park as a destination park. At the time that the shelter construction is approved and the donation from Emerson is accepted, staff will bring forward to the City Council a formal resolution to recognize their generosity. If the shelter is completed, it will be a great asset to the park and will generate revenue through rentals for corporations, weddings, reunions, etc. It is anticipated that the shelter fee (which Council will determine within the fee schedule at a future date) could be $500-$1000 for 3-6 hours. At this time the City does not have an enclosed shelter that can accommodate a large event such as a wedding reception. Budget Impact To complete the plans and specifications and bid the shelter, $114,000 would be required to retain HCM to complete this work. If the shelter is constructed an additional $51,000 will be required for the Construction Administration services. As stated, the current contract with HCM though WSB is to complete plans and specifications and bid the small shelter only. Staff is recommending that the funds to complete the shelter come from the building fund to be paid back as park dedication fees are collected. If the Council chooses to not move forward with the construction of the large shelter, the Council is asked to determine if the small shelter should then include restrooms. If restrooms are to be included in the small shelter, a change of$8,500 would be required in the HCM contract. In addition, utilizing the remaining amount in the park reserve fund and future park dedication funds will postpone any other park development projects until park dedication fees are available or an alternate funding source is identified. Relationship to Vision A. Keep Shakopee a safe and healthy community where residents can pursue active and quality lifestyles. B. Positively manage the challenges and opportunities presented by growth development and change. Recommendation If the Council concurs, 1. Authorize the appropriate City staff to enter into a contract with WSB to increase the contract with HCM by $114,000 to complete the plans and specifications and bid package for the large shelter. 2. Authorize funds from the Building Fund to be utilized for the construction of the large picnic shelter to be paid back through future park dedication fees. Attachments: Design Interior Design Elevation 1 Design Elevation 2 I a II w a E 'o d ii E 2 s' a m i i 5 UC ' •- OU f ' W U 1 _ u 1 = w , z N H s y r ,� � o o L',' � o Z v 0000000000 0 e ,--2.. .oa di ii , Y a, a, O LL I I a o a m' I OSI m Y x r____._....,._.7.7. ._I Iiiinlilinim 13 a. 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