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HomeMy WebLinkAbout2.A. Discussion on Public Works Building #~ CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Discussion on Public Works Building Project DATE: August to, 2004 INTRODUCTION: This item is to discuss the preliminary design of the Public Works Building Project with the City Council and to update the Council as to the design and the costs associated with the project, and receive input from the Council on proceeding. BACKGROUND: Previously, in January of 2004, a public hearing was held on the bonding proposal to fund a Public Works Building Expansion Project up to 6 million dollars. A public hearing was held and after the hearing, City Council did approve Oertel Architects to proceed with the design of the Public Works Building Expansion Project. A Building Committee was formed to proceed with the design of the Public Works Expansion Building, using the land in which the old SPUC building was located on. The Building Committee consisted of Michael Hullander, Public Works Supervisor; Dave Rutt, Street Supervisor; Bill Egan, Park Supervisor; Gene Jeurissen, Mechanic; Jeff Oertel, Oertel Architects; Deb Brandwick, Oertel Architects; and Bruce Loney, Public.Works Director. This committee has met approximately every two weeks to look at design concepts and alternatives, as well as the features that were necessary to be incorporated into the building design. Attached to this memo are the following documents and drawings for Council review during discussion of this project: 1. January 12, 2004 cost estimate from Jeff Oertel, prior to the public hearing held in January. 2. A revised August 5, 2004 cost estimate from Jeff Oertel, based on the current design and an update of project costs that are known in the design process. 3. An overall view ofthe proposed design with the existing Public Works Building and the existing Police Station on Gorman Street. 4. Colored pictures of the building elevations. 5. New concept drawings of the preliminary design showing the location of the vehicle maintenance, office, operation and locker and vehicle storage areas. In review ofthe public hearing and Council direction, staff did proceed with design ofthe expansion to include a 50-year design using the existing building and also for future expansion. The new building design also shows future expansion areas of the vehicle maintenance, office and vehicle storage areas, as well as relation to the existing Public Works Building. The design has incorporated flexibility for the future and has looked at utilizing this site in a way that would allow both buildings to be utilized now and in the future. With the current design, . a revised cost estimate has been completed. The new proposed cost is 6.5 million dollars, which is $500,00.00 higher than previously estimated and for what the bonding was approved for by the public hearing. The main factors contributing to the increased costs are: . Increased costs of products, such as steel, drywall wood products, which has gone up 20% since the end oflast year. . The vehicle maintenance area has increased in size during the planning process approximately 2,000 square feet from the initial estimate. . The importing of fill on the SPUC building site to match the. existing Public Works Building site at an additional cost of approximately $250,000.00, that was not previously included. Staffhas also included $350,000.00 of improvements into the existing building, which is part of the 6.5 million dollar cost estimate. Some items that are not included in the cost estimate that can impact the budget is the possible relocation costs of overhead electric lines, watennain utilities and telephone duct bank which is located on the property by the SPUC building. This additional cost could be as high as $100,000.00. Discussion: Since this is a Council Work Session, staff would like to discuss the building layout design with City Council and the proposed areas of expansion to see if this is what Council is envisioning. Also, the second part of the discussion should be on the cost of the project and on whether to proceed with the design, as submitted, or to cut back in some areas to stay within the 6 million dollar budget figure. In regard to costs, Council has two options and (1) is to cut back the costs to 6 million dollar bonding amount or (2) proceed with the higher dollar amount for bidding with alternates and pay the additional amount over the 6 million dollars from the Building Fund, Capital Improvement Fund, Sanitary Sewer Enterprise Fund, Storm Drainage Enterprise Fund or General Fund balance. Since the costs of the bonding interest rate is proceeding upward, staff feels it is an advantage to bond for this project as soon as possible with a schedule to complete the design over the winter and start construction next March or April and have the building completed by January, 2006. RECOMMENDATION: 1. Discuss the building layout and design and the flexibility in expansion of the design. 2. Discuss the project costs and provide direction based on the latest cost estimate for the current design that is being presented to the City Council. Jeff Oertel, Oertel Architects, will be present at the meeting to discuss the various factors with the City Council and the design of the building. ACTION REQUESTED: Provide staff direction in regard to the building design layout and also on the project costs that have currently been estimated. ~~ Public Works Director BUpmp ENGR/EMPLOYEEFOLDER/PPENNINIGTON/COUNCIUBLDGEXPANSION , '" ::', ,.,;t '",t,.,' / :\; ," ' .'" ,',' ',',: t', ..:;;:.':".,<; .',,:.; ~". ' >' ,'.: ,,<\"<,:'.',; '", ", , " )",;,' ,~ :t;:', ~'>,,' " ,~", " ., }'>',;" i,:, :.', "..,';:""', ','.' (:,:,;' :0;;; . ",.' " , " ' " .,', ' ',' '",- , ':";',: /,' ': ,; ".' ;,c', :,', i" ; "', ""';""": \,; :,-,;,"";. :}c .,':;' ,',',. ,.,' " "",::.",:.;,', " '., ," , ' '" :,,' 'OJ" ':';\'\~ ;:<,:::' <,""" "; ,';, ;;,:,': ',:" "",," ' ,:~' ;',t":'.:,'),,, ",:.' ':;~"\;\<';: 'I' ; "; ,'" " '," . 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'~;~I':: "", \,'; ..'''::', ':~r,;;;';'~:~i~'I,:~~~,;,'"'.:--'-:>:''' ',>' .',~."C ~,.', "'\" ,.;.", ;':""" ,.';,;:,:', ,'; , .; ;," , :;"~.:",, ',.' . ,,' ?':.\ '., '",' ";:-:'.':":',,,,--' ~ ~~':"i" ",,,,,,, "., ," ,', '", <,..,;,.:," , " \"/':\~' ":" "",'~ '\''''."''',,',, ,"",' ;'", "", ,;::>:Yi".::",\':'; I:. ',:',,~>; ,";': :: ..,/./:, ,''';. ",,' "','0 ,,'\,''';';'''',' :,.". ,;' ".":,'.::\,'1,.-,',,, ,.__'.,. <"( ":\,.;',:,', > " ",,',', e - OERTEL ARCHITECTS 1795 SAINT CLAIR A VENUE, SAINT PAUL, MN 55105 TEL: 651/696-5186 FAX: 651/696-5188 DATE: August 5, 2004 TO: Bruce Loney FROM: Jeff Oertel RE: City of Shakopee Public Works Expansion Cost Estimate MEMORANDUM The following is a summary of the costs associated with the project, based on the current design and project goals as we stand today. The last cost estimate that we prepared was on January 12 of this year. As we have discussed (not counting the utility relocations associated with SPUC) there have been three distinct items that have impacted the budget and overall project cost since that time. This includes the increased cost of certain construction materials, the increased size of the vehicle maintenance area and the desire to import a considerable amount of fill for the project site. Otherwise, the project costs remain consistent with our January estimate. As discussed, the costs of certain materials have risen dramatically, particularly for the first four months of the year. Since then, the costs seemed to have stabilized. Specifically, steel products Goists, structural steel, decking, plumbing pipe, conduit, etc.) as well as drywall and wood products, have gone up approximately 20% relative to the end of the 2003 calender year. Concerning the increased size of the building, the office area, operations space, vehicle storage and related items have remained relatively constant since the initial design. During our many discussions and working sessions, it was requested by staff that the design and size of the vehicle maintenance area be expanded by about 2,000 square feet. Note that the expanded size of this maintenance space will now meet the city's needs well into the future. We can eliminate a bay from this space to save on costs, should council choose to do so. I point out, however, that adding the additional maintenance bay in the future, to account for growth (say 10 to 15 years), will be quite complicated and costly since this area is complex and involved. We can discuss this in detail at the council meeting; 1 Concerning the added site costs, during our more detailed review of the site conditions, discussions with the Watershed District, soils exploration and related site analysis, we determined that a superior plan would be to import fill, to raise the grade of the building by 2' to 4'. Doing this accomplishes many positive goals. Since the Watershed requires a specific minimum size and depth to the pond, we would avoid excavation of bedrock. In addition, this raised elevation would allow us to be at the level of the old public works building. Finally, because of bedrock so close to grade, coupled with the need to mine for the below-grade infrastructure, we would be better able to lay pipe on bedrock without excessive excavation of rock. It also goes without saying that the presence of the building would be that much stronger in the elevated plan. The increase in construction costs in unavoidable. The increased maintenance area and the importing of fill to raise the building are items which we can omit, if first cost is considered critical by the council. I have itemized the costs for these should council choose to scale-back our proposed design. Note that it helped our overall project cost to eliminate the drive-through automated wash. We deducted $125,000.00 from the previous budget. The following, then, is an estimate for the entire project. I also itemized specific utility costs that may not necessarily be a cost to the project and the City. First, note the following related to the assumptions and costs: 1. The exterior upgrade to the facade of the old public works building is mainly for the east facade. Not all the exterior will receive new improvements. 2. Only a minimal amount of work is estimated for the old building. From a code standpoint, if we do too much, we will need to upgrade quite (which may place more of the budget into this category than desired.) When we talked to council we de-emphasized renovation of this building. 3. Costs are in 2004 / 2005 dollars. If the project is not to be bid for several years, we would need an inflation factor. 4. These numbers are estimates. I do feel very comfortable with the cost projects and I am confident we can design and building this project for these amounts. The exact costs, however, will need to be determined when the bids are actually received. 5. The bond fees are an estimate provided by the City. 2 COST.ESTIMATE New Building Office, operations, lockers, 7,500 s.f. $ 900,000.00 Vehide Maint. / Mezzanine 17,000 s.f. $1,850,000.00 Vehide Storage 18,000 s.f. $1,250,000.00 subtotal 42,500 s.! $4,000,000.00 Old Building Interior work $ 100,000.00 Exterior facade upgrade $ 250,000.00 subtotal $ 350,000.00 Sitework Base earthwork, pond, landscape, demo $ 300,000.00 Raise building, import fill $ 250,000.00 Utilities $ 70,000.00 Paving $ 75,000.00 Fencing $ 35,000.00 Fuel island equipment upgrade $ 60,000.00 Gas island canopy and island $ 60,000.00 subtotal $ 850,000.00 Equipment Lifts $ 90,000.00 Cranes $ 40,000.00 Car wash (alt.) $ 40,000.00 Furniture and fixtures $ 60,000.00 Telecommunications $ 20,000.00 Automation, computers, etc. $ 25,000.00 subtotal $ 275,000.00 Land Land purchase cost $ 725,000.00 Soft costs 3 AlE fees, interior design fees $ 400,000.00 Additional Engineering cost for new design $ 35,000.00 Surveys, soil borings $ 25,000.00 Expenses $ 30,000.00 Special inspections $ 20,000.00 Bonding costs $ 25,000.00 subtotal $ 535,000.00 Other items Unknown or contingency $ 50,000.00 Total of all categories $6,510,000.00 POSSIBLE DEDUCTS FROM THE SCOPE OF THE PROJECT 1. Import of fill to raise grade (net after excav. costs): $ 200,000.00 2. Eliminate a full bay from maintenance: $ 250,000.00 3. Eliminate the gas island canopy and island work: $ 60,000.00 POSSIBLE ADDS TO THE PROJECT FOR UTILITIES 1. Relocation of buried telecom line: will not affect project cost 2. Partial relocation of water main: $ 25,000.00 3. Relocation of elevated electrical line: $ 70,000.00 We can discuss any of the items in more detail at the council meeting. JLO 4 -~~_.._- ----------- ----- .~---~-- _u ---- ~ <- -. .~-~ _n~ .~ " :~ ~ IJ " ~ ~ J I I f"~:~ " '. " " - - 'f7r.~:~ _.~- ~~f~~l~ ~:?P"' -ZJ7~ll:~rs-" .~-.. -, - ~ . " ;,":~" :; ;;,,:"; ::; ':. ,:t: fl' "," ~~~. ....t~--' , .. E ~ 'f ~ H-- _n .' -.'"' I ! 15 "- " '1" -'1-- 'ill " ! ,. . :i; i :l I {... I '-r, ,. " ,- - .. I . i- T" t " I ~p I i -., ~ rn.----- a1 -- - - ..-~ I ,. ,I I - .~ - ' il ,y k' :, ~ 'Ii ,. l - - :);-.'- , . . " .. .... i , . ." ".'. . . . ".:'" :' ." . ,,' · ~'<~~li~~i.~l.iril~1I ~.. 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