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HomeMy WebLinkAbout15.F.2. Scott County Association for Leadership and Efficiency (SCALE) Joint Public Safety Facility-Cost Participation /5: P,~, CITY OF SHAKOPEE Memorandum CONSENT TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Cost Participation - SCALE Joint Public Safety Facility DATE: July 1,2004 INTRODUCTION: The Council is asked to endorse City participation in a joint law enforcement training facility, and authorize the allocation of$4,000 as the City's share of funding the first phase of the feasibilitylbusiness plan study. BACKGROUND: The Scott County Association for Leadership and Efficiency (SCALE) was formed over a year ago in an effort to provide more effective governmental expenditures, through cooperation between the eight incorporated cities in Scott County, and Scott County itself. There are also non-voting representatives from the Township Association of Scott County. Recently, representatives from the schools in Scott County have also been attending meetings. The first "brick and mortar" projects that is being investigated is the construction of a joint Public Safety Training Facility that would serve the various police and fire departments, and Scott County Sheriffs Department. Of highest priorities currently are a practice burn facility for the fire departments, and a shooting range for the law enforcement personnel. A six-member steering committee to study the various alternatives has been formed. Shakopee is represented on the steering committee by Councilor Joe Helkamp, and myself. A memo dated June 21 st is attached. In it, it describes the selection process that ultimately chose BKV Group to do the first phase of a study for the joint public safety training facility. BKV is, of course, the architect that did both the Shakopee Library and Police buildings. Their responsibilities under the first phase would be to make . recommendations regarding the size of the facility, address environmental concerns, and outline design criteria. One thing that set BKV apart from the other architectural applicants in the selection process is their inclusion of a professional firm which would also establish a "business plan". The Business Plan would study and make recommendations regarding not only the cost participation for construction of the facility, but also look at the long-term operational costs. In this manner, each city will have an idea as to what the annual cost will be to participate. At this point, we have only very wide ranging estimates as to the scope of the facility in terms of dollars - it could range from as little as $1.5 million, to as much as $8 million. Phase 1 - The Phase 1 costs, which will include the scoping investigation and the business plan, are projected to be $36,000. The cost participation of the $36,000 would be as follows: Scott County $16,000 Savage, Prior Lake, SMSC, Shakopee $ 4,000/each $16,000 Belle Plaine, New Prague, Jordan $ 1,000/each $ 3,000 New Market, Elko $ 5001 each $ 1.000 $36,000 Note that Shakopee's requested participation is $4,000, all of which is to be needed in FY 04. BUDGET IMPACT: The $4,000 is not budgeted. We recommend that come from the Council contingency budget. RECOMMENDATION: I recommend that the Council endorse City participation in Phase 1 of SCALE's joint Public Safety Training Facility, and further authorize payment of $4,000 as its share of the cost participation. ACTION REQUIRED: If the Council concurs, it should, by motion, authorize City participation in the Phase 1 feasibility/scoping study ofthe SCALE Joint Law Enforcement Training Facility, and further authorize payment of$4,000 as the City's participation in funding. J~I/Ilef/JuJJ Mark McNeill City Administrator MM:th ,; , June 21,2004 City Administrators - Scott County Dave Unmacht, County Administrator Bill Rudnicki, Business Manager SMSC RE: SCALE Public Safety Building Programming/Business Plan As you are aware, at the SCALE meeting of June 11th it was directed that a contract be negotiated with BKV Group for programming and business planning for the proposed Public Safety Joint Training Facility building. This would be the first brick and mortar venture that the SCALE Group would enter into. Once constructed, it will meet pressing needs for fire training and law enforcement shooting facilities. SELECTION PROCESS: Six applications were received from Architectural fIrms seeking to provide these services. On June 8th, two of those firms were interviewed by the Law Enforcement Facility Steering Committee; of that, BKV was the recommended choice. BKV is an architectural group from Minneapolis which has worked with both the cities of Prior Lake and Shakopee on municipal facilities. A particular attraction of their proposal was the inclusion of the firm ofRDG Planning and Design, which could perform a business plan for the facility. It is the opinion of the Steering Committee that a business plan will be an important study to undertake, first to establish a realistic funding participation for construction, but also to address ongoing operation and maintenance costs once the facility is constructed. SERVICES TO BE PROVIDED: The BKV services will be provided in two phases: Phase I will consistof programming, including a feasibility study and a discussion of site needs. There would be a report on the physical size of the building and site, provide a possible layout diagram, and comment on city water and sewer requirements. There would also be a review of needs from interviews with police and fire chiefs and County sheriff, and law enforcement personnel. Regarding finances, it would report on revenues currently being expended for training, provide anticipated construction and operational costs, and a report on the possible use of 501.c3 Foundation laws to assist in addressing costs. Phey.e II would be the business plan, including an operational plan, and recommendation regarding agreements for cost sharing. The result of this phase will be to provide the SCALE usefs with a realistic understanding of what ongoing costs will be, and how much of the facility -, v will be self supporting, how much might be available through outside funding sources, and how much tax subsidy will be needed. BUDGET: At the June 11th meeting, a preliminary budget of $31 ,000 was recommended. This was less than what had been proposed by BKV for Phase I and Phase II, and also reimbursable expenses. After subsequent negotiations, the recommendation of the Steering Committee is that a budget of $36,000 be established. It is felt that any amount less than that will necessitate a reduction of what will be key components of the study. It is the desire of the Steering Committee to be fiscally prudent, but also be careful not to reduce the scope of services so that there would be an unacceptable programming and business plan resulting from this. Therefore, it is the recommendation of the Steering Committee that cost participation be divided as such: Scott County $16,000 Savage, Prior Lake, SMSC, Shakopee $ 4,000/each $16,000 Belle Plaine, New Prague, Jordan $ 1,000/each $ 3,000 New Market, Elko $ 500/each $ 1.000 $36,000 Note that this asks that Scott County, SMSC, and the three larger cities each contribute $1,000 more than originally suggested. The five smaller city contributions would remain unchanged. It is expected that if the SCALE Group approves the contract on July 9th, that BKV will begin working soon thereafter. The anticipated date of completion will be late October, 2004. ACTION REQUIRED: A contract for services based upon a standard Institute of Architects (AlA) contract will be presented to the SCALE Group at the July 9th meeting. What is needed from each jurisdiction prior to that time is a commitment of funds for 2004 in the amount listed above. ~ .. If you have questions about this, please contact either Chief Deputy Rob Boe (496-8304) or me (496-9662). Sincerely, Mark McNeill Shakopee City Administrator MM:th CC: Steering Committee