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13.A.1. Results of Fire Station Feasibility Study
)3.8 City of Shakopee MEMORANDUM TO: Mayor and City Council Mark McNeill, City Administrator FROM: Rick Coleman, Fire Chief Kris Wilson, Assistant City Administrator SUBJECT: Results of Fire Station Feasibility Study DATE: July 15, 2010 Introduction The Council is asked to review the results of the feasibility study regarding construction of a replacement fire station and authorize proceeding with the project. Background At its June 1 st meeting, the City Council authorized the hiring of Oertel Architects to complete preliminary design work and prepare a cost estimate for the construction of a new fire station in the southeast corner of Lion's Park. This fire station would replace the current Fire Station along 2 nd Ave. in downtown Shakopee. A replacement fire station is needed for several reasons, including: 1. As the City has grown, the existing building is no longer centrally located. The response time out of this station serves the Minnesota River and wetlands north of the river very well, while leaving the new high school and the new Jackson Elementary, as well as their surrounding residential neighborhoods, outside of the desired response time for the Fire Department. 2. The existing station has exceeded its useful life and is approaching the need for another round of HVAC investments in 2012. It also suffers from a lack of space around the building, which requires blocking the street to back -in fire trucks, stretching out hose on the sidewalks, etc. The City Administrator, Assistant City Administrator and Fire Chief have met with Oertel Architects several times to arrive at the attached concept plan for the replacement station. Preliminary Design The proposed design includes a conference room, small office area, locker rooms, dispatch area, dayroom and future sleeping area that can be used as a fitness room in the meantime. The proposed design also includes space for a small office and indoor parking to be rented to Allina for their ambulance crew. The proposed design includes 5 bays that are 20' x 50' each. These are basically single -depth bays, rather than the double -depth bays at the current station on Vierling Dr. A layout showing how the Department's existing apparatus would be housed at the new station is attached. The total square footage of the proposed design is 12,300; with 5,100 being office and support areas and the remaining 7,200 devoted to the bays, shop and hose tower. In comparison, the current Vierling Drive station is 24,392 square feet. Cost Estimate The cost estimates prepared by the architect are also enclosed for Council's review. Taking into account the current bidding climate, the estimated cost for the proposed design is $2,507,000 for construction of the actual building plus $475,000 in related project costs (architectural and engineering fees, furnishing, telecommunications, etc.) for a total project cost of $2,982,000. A memo from the Finance Director outlining several options for funding this cost is attached. Timeline The proposed timeline for the project is as follows: Final Design, Soil Borings, & Preparation of Bid - Documents Late Summer & Fall of 2010 Council Approval to Seek Bids December 2010 Bid Project January 2011 Award Project February 2011 Groundbreaking Spring Thaw — 2011 Occupancy Late 2011 This timeline, with bidding of the project scheduled for January of 2011, is structured to yield the best possible prices for the City. Next Steps The next steps in this process would be to proceed with final design, surveying and soil borings and preparation of bid documents. Prior to the final preparation of bid documents, staff and the architect would return to Council later this fall for review of the final design, including drawings of the exterior appearance of the building. Council would then be asked to authorize seeking bids for the project construction. If the Council supports proceeding to final design, a decision needs to be made regarding architectural services. The City could issue a Request for Proposals (RFP) for architectural services or we could proceed with Oertel Architects. In addition to preparing the preliminary design and cost estimate, Oertel was the architect for the City's Public Works Building and the Aquatic Park support building. The City received quality work from them on these projects and staff has been pleased with their work to date on the preliminary design. Additionally, they have experience with Fire Stations for other metro cities and by proceeding with them we would avoid repeating work that has already been completed as part of the preliminary design. Recommendation Staff recommends that Council authorize proceeding with final design, surveying and soil borings, and preparation of bid documents and that Oertel Architects be hired to provide continued architectural services for the project. If the Council concurs, staff would return at the next meeting with a draft contract with Oertel. Relationship to Goals This item supports Goal A: Keep Shakopee a safe and health community where residents can pursue active and quality lifestyles; and Goal B: Positively manage the challenges and opportunities presented by growth, development and change. Requested Action If Council concurs, it is asked to offer a motion authorizing proceeding with final design, surveying and soil borings and preparation of bid documents for the construction of a new fire station at the southeast corner of Lion's Park and direct staff to return with a contract to hire Oertel Architects for architectural services for the project. "�^ 8 6 6 9 Q, p ®® ®o E O m ®M ®® ®Q ®®� ®®©®Po o O g o E1 2 0 0 0 0 0 ®o S ©o o I ES' p p, : a j . \ . . . . . . . . . 7S -4 .u■■ .■ uu■.■ g i Ei 111110 ir .::.:.. : _ . Oa 1 a=p' Orm I hI pa �D • • • - — I 9 I =a f om: Y I M _J — — — — i . • i i 1 0 : `a I ° 1 I oVJy D Z �N ffi I 5, 0 - -- - -- 13 i 1 . • , - -- n - -- i.. 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"•••:•::•:•.:••:..:.::.• h :::..::::.:,.:.::•:......,:•:.:.:.... ...., .. ....... •••• • • ...a.,... • • .... rel 42 ::::•;•:' .• • • rt ,..111111411 .3 MI tikda ii \Ira F3 • ,.••,.:,::•:••••.• • rfi"÷er' t. IllEn c•P." Ns, ifirW4'm.' .111111,,' • 1 _ l .4 11) — • ( OERTEL ARCHITECTS 1795 SAINT CLAIR AVENUE, SAINT PAUL, MN 55105 TEL: 651/696 -5186 FAX: 651/696 -5188 DATE: July 8, 2010 RE: City of Shakopee Fire Station Study Project cost estimate MEMORANDUM The following is our cost estimate and budget for the fire station, which includes both option A (4 deep apparatus bays) and option B (5 shallow apparatus bays). Included for each are estimated construction costs, broken down by category, and a budget for all other associated project costs. Please note the following assumptions: 1. It is assumed that this building will be almost entirely of masonry construction, including many of the interior walls. Decorative concrete block was included, as opposed to drywall, for longevity and maintenance reasons. Some cost can be saved, if desired, should drywall be substituted for many of the interior concrete block walls. 2. The estimated costs are based on today's construction costs, so a favorable bidding climate was already taken into account. If this project would have been bid a few years ago, the costs would have been at least ten percent higher. 3. The finishes and quality are assumed to be middle -of -the road, nothing too high end but durable and appropriate for a municipal fire station. 4. It is assumed that certain energy saving systems will be included and that sustainable construction is a part of the design. With that said, we did not include any extravagant items such as wind energy, solar panels or a geo- thermal heat system. 5. Since the project is far from a complete design, and a 3 dimensional model has not been prepared, we made assumptions in preparing the cost estimate. 6. We also assumed that the project would be bid in the winter of 2010/2011, with construction starting in late March of 2011, and completed by the end of the year. This will take advantage of an ideal bidding condition and eliminate temporary heat and other special requirements related to winter construction. 7. As you know, we worked with the four bay design from the onset of the study. I suggested that we simply look at a five bay design, with shorter bays, as it might be a less costly option. As indicated elsewhere, this option B is less expensive, but not by much. 8. Cost of bonds is not included in the project budget. 1 ion r n J ' 06„ OPTION A (4 bay design) O a co ryl,,r , ne - if ae Gl l Building / site: S 5 2 63 i • General conditions $ 250,000.00 Insurance, bonds, profit $ 180,000.00 Excavation, site work $ 175,000.00 Utilities $ 45,000.00 Paving, site concrete $ 125,000.00 Landscaping $ 15,000.00 Concrete, plank $ 110,000.00 Masonry $ 450,000.00 Steel $ 120,000.00 Misc. steel $ 30,000.00 Carpentry, millwork $ 45,000.00 Insulation $ 20,000.00 Roofing $ 70,000.00 Doors and hardware $ 25,000.00 Overhead doors $ 45,000.00 Windows, glazing, etc. $ 70,000.00 Framing, drywall $ 35,000.00 Tile $ 15,000.00 Ceilings $ 10,000.00 Flooring $ 12,000.00 Painting $ 30,000.00 Accessories $ 20,000.00 Specialties and equipment $ 60,000.00 Misc. Items $ 35,000.00 Fire protection $ 40,000.00 Mechanical $ 320,000.00 Electrical $ 210,000.00 Sub -total of all items: $2,562,000.00 Related project costs: A/E fees $ 220,000.00 Expenses $ 20,000.00 Survey, borings, inspec. $ 40,000.00 Telecom/ security $ 35,000.00 Furnishings $ 40,000.00 Contingency $ 120,000.00 Sub -total of all items $ 475,000.00 Total project cost estimate $3,037,000.00 2 OPTION B (5 bay design) D'iLyy\ - b Yew ��c„, Building / site: � . l IA-5 re 1001 s General conditions $ 240,000.00 e t.i °'e- not 6 Qp • This Insurance, bonds, profit $ 170,000.00 cif, �S � Excavation, site work $ 175,000.00 J� Utilities $ 45,000.00 k -er5 UE ctitkofe- Paving, , site concrete $ 125,000.00 &V (S e5+ Qd. C0 Landscaping $ 15,000.00 J1 -� e . Concrete, plank $ 100,000.00 Masonry $ 450,000.00 Steel $ 100,000.00 Misc. steel $ 30,000.00 Carpentry, millwork $ 45,000.00 Insulation $ 20,000.00 Roofing $ 65,000.00 Doors and hardware $ 25,000.00 Overhead doors $ 55,000.00 Windows, glazing, etc. $ 70,000.00 Framing, drywall $ 35,000.00 Tile $ 15,000.00 Ceilings $ 10,000.00 Flooring $ 12,000.00 Painting $ 30,000.00 Accessories $ 20,000.00 Specialties and equipment $ 60,000.00 Misc. Items $ 35,000.00 Fire protection $ 40,000.00 Mechanical $ 320,000.00 Electrical $ 200,000.00 Sub -total of all items: $2,507,000.00 Related project costs: A/E fees $ 220,000.00 Expenses $ 20,000.00 Survey, borings, inspec. $ 40,000.00 Telecom /security $ 35,000.00 Furnishings $ 40,000.00 Contingency $ 120,000.00 Sub -total of all items $ 475,000.00 Total project cost estimate $2,982,000.00 JLO 3 CITY OF SHAKOPEE Memorandum TO: Mayor and Council Mark McNeill, City Administrator FROM: Gregg Voxland, Finance Director SUBJ: Funding for New Fire Station DATE: July 22, 2010 Introduction Council has several options for funding the construction of a new fire station. Background The possible sources of funding for the construction of a fire station are as follows: Balance as of 5/31/10 OPEB Fund $ 577,355 (Other Post - Employment Benefits) Building Fund 2,431,969 REC /Telecomm close out +1,094,988 Capital Improvement Fund 3,617,938 State Aid fund 4,371,049 2010 Projects (902,000) 2010 revenue 345,940 General Fund Balance 2,600,000 Current tax levy Debt (bonding /borrowing) 3,000,000 1. OPEB fund is available for any use but it is better to hold funds here than in General Fund balance. 2. Building fund is not in good condition and therefore not recommended. 3. Capital Improvement fund is available for this purpose. Previous recommendation was to leave $1,000,000 balance for unanticipated projects, but that would still leave slightly more than $2.6 million available. 4. State Aid Fund is recommended to merge into Capital Improvement Fund. If this is done, the fire station costs could comfortably be accommodated while still leaving the recommended fund balance. 5. General Fund balance is recommended to be used plus a current operating levy amount. Reducing the size of the fund balance to the target level is desirable in case the state looks at local fund balances as a method of easing its budget problems. The current levy issue is presented further in the debt levy memo. If Council wants to transfer funds into the Park Reserve fund for park projects, or another building project, that amount should come out of the General Fund balance first, and any amount further needed for the fire station project should come from the Capital Improvement fund. 6. Debt — under current conditions, debt is more expensive than paying cash and therefore is not recommended unless council wants to preserve cash for another project (Le. part of community center expansion) and issue debt for the fire station instead. Recommendation Council has some cash built up in the Capital Improvement fund, State Aid fund and General fund. The recommendation is to pay cash for the fire station construction project. This is less expensive than borrowing at this time. Funding would be from the balance in the General Fund or the Capital Improvement fund, plus part of the current operating tax levy (in order to stabilize the total levy). See separate memo on debt levies. Action Discuss and give staff direction. Gregg Voxland Finance Director H: \Finance\