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Home My WebLink About2010-05-05 PACKET 04.E.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 05/05/201 PREPARED BY Engineering Jennifer Levitt ORIGINATING DEPARTMENT STAFF AUTHOR COUNCIL ACTION REQUEST Award the architectural services to RVK Architects for the locker room and observation deck for $7,240.00, proceed with the design of the locker rooms and observation deck and obtain quotes necessary to facilitate constructing the project. STAFF RECOMMENDATION: Recommend the Council award the architectural services to RVK Architects for the locker room and observation deck for $7,240.00, proceed with the design of the locker rooms and observation deck and obtain quotes necessary to facilitate constructing the project. ADVISORY COMMISSION ACTION DATE REVIEWED APPROVED DENIED ❑ PLANNING ❑ ❑ ❑ • PUBLIC SAFETY ❑ ❑ ❑ • PUBLIC WORKS ❑ ❑ ❑ • PARKS AND RECREATION ❑ ❑ ❑ ❑ HUMAN SERVICES /RIGHTS ❑ ❑ ❑ ❑ ECONOMIC DEV. AUTHORITY ❑ ❑ ❑ ❑ ❑ ❑ ❑ SUPPORTING DOCUMENTS ® MEMO /LETTER: Zac Dockter and Jennifer Levitt, April 28, 2010. ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Proposal for Architectural Services. ADMINISTRATORS COMMENTS City Administrator Date / COUNCIL ACTION TAKEN: ®APPROVED ❑ DENIED ❑ OTHER OMM Background /Discussion: In January of 2010 the school district authorized expenditures of up to $150,000 from their bond referendum fund balance to construct an East Ridge Boys Hockey varsity locker room at the Cottage Grove Ice Arena. Since that time staff has been meeting regularly with both school and hockey club staff to discuss location, timeline and costs. Several potential sites for the locker room were identified. Each site had its own list of benefits to individual parties but one particular site seemed to satisfy the needs of all parties involved. While discussing the different options, four key deficiencies of the existing arena layout were identified: 1. Park boys varsity locker room is located within the East Ridge home rink (west rink) and is considerable distance from Park's home rink (north rink). 2. Placing East Ridge boys hockey club in the location depicted in the city's original conceptual design from 2008 would put them on Park's home rink (north rink) and a considerable distance from their home rink (west rink). 3. The south rink (studio rink) stairs are in dire need of repair and /or replacement due to the rusting of the structure. 4. The south rink has pedestrian flow problems due to extremely restrictive access at its entry and stairway. As a potential solution to these four items, it was suggested that existing locker rooms #1 and #2 servicing the south rink be remodeled to accommodate varsity locker room use. Two additional public locker rooms would be constructed within the south rink. The public locker rooms could be constructed in a manner that would support a mezzanine on its roof. This additional entry level space would tremendously improve traffic flow and spectator viewing areas. Finishing features would include a new stairway and radiant heat for the spectator area. Conceptual drawings have been included with this memo for your review. This project has received the endorsement of school administrators, coaches and booster clubs. Although not finalized, the recommendation is to move the Park boys to the reconstructed locker room and use the west rink locker room (currently Park boys) for the East Ridge boy's hockey program. Discussions on value of added amenities done by the Park Booster Club are currently being discussed with East Ridge to determine the value of the space as it exists and if /how a transaction between the clubs might best be mitigated. Should an agreement not be met, the option of housing East Ridge boys in the reconstructed locker room also exists. The estimated construction cost for this project is $175,000. Architect and /or construction manager service fees are estimated at $20,000 at this time leaving a total project cost of $195,000. The city requested proposals for architectural services from four firms. The results are as follows: RVK Architects = $7,240.00 L Chuck Freiberg Architect = $10,200.00 ARY = $12,812.50 S.E.H. _ $17,500.00 The recommendation is to award the architectural services to RVK Architects for the locker room and observation deck and utilize Krause - Anderson Construction Company to provide Construction Management services for the project. The school is able to contribute the aforementioned $150,000 towards the project and it would be expected of the East Ridge Face -Off Club to contribute a minimum of $20,000 to cover mechanical, electrical, hardware and flooring costs. This would be comparable with the $20,000 the Park Boys and Park Girls Booster Clubs both paid to the city in 2008 for the same room finishes. A contract with the East Ridge Booster Club would be required just as was done with the Park Booster Clubs. An option for a one -time payment or a five -year payment plan with interest would be offered by the city. Staff proposes the remaining $25,000 to be deducted from the ice arena fund balance based on the following merit: 1. The existing stairwell in the south rink is inadequate and structurally unsound for the volume of traffic flowing through the facility. The stairwell is very narrow and the steel is heavily rusted throughout the framing. Chief Building Inspector Bob LaBrosse has suggested this stairwell needs replacement regardless of the locker room construction. Estimates for replacing the stairwell alone are $25,000. 2. The investments made into the south rink over the past 12 years have made this a true asset to the facility. The south rink has a very large customer base and continues to gain popularity each year due to its unique features. The single largest complaint of the south rink is the lack of spectator areas with clear viewing lanes and heat. This project would nearly eliminate those complaints. 3. This project would greatly improve accessibility for all patrons of the facility. Currently, handicapped spectators must use the elevator at the far end of the arena and then back track to the south rink to watch the on -ice activities, resulting in a nearly 100 yard traveling distance from the front entry to the south rink. The proposed remodel would now give those same spectators a birds -eye viewing experience of ice activities within 12 yards of the front doors. Recommendation: The recommendation is to award the architectural services to RVK Architects for the locker room and observation deck for $7,240.00, proceed with the design of the locker rooms and observation deck and obtain quotes necessary to facilitate constructing the project. 1849 LAMPLIGHT DRIVE WOODBLRY, MINNESOTA 66126 April 28, 2010 Ms. Jennifer Levitt, City Engineer City of Cottage Grove 8635 West Point Douglas Road South Cottage Grove, Minnesota 55016 -3318 RE: Proposal for Architectural Services Cottage Grove Ice Arena Locker Room Addition and Remodel Dear Ms. Levitt: 612-867-6394 Thank you for the opportunity to present this Proposal for Architectural Services for the above referenced Project. We have read the Request for Proposals dated April 20, 2010 as well as having visited the site and believe that we have a firm understanding of the needs and requirements of the City of Cottage Grove and its Park Department for this Project. Our Project History combined with the experience we have gained in working with several Parks and Recreation Departments gives us the confidence that we, together with the Project Team, can deliver a successful solution for this Project. We are familiar with this building type and the materials required to withstand the test of time in this environment. By reference, we incorporate the Work of the Project as described in the Request for Proposals into this Proposal for Architectural Services. As a part of this proposal for Architectural Services we will provide for the required Professional Services of Structural Engineering. The Professional Services of Mechanical and Electrical Engineering, should they be required, are to be the responsibility of the respective Mechanical or Electrical Contractor thm the Design -Build process. We will provide guidelines and background drawings as may be required to facilitate the Design Build and Bidding process for the Mechanical and Electrical components of the Project. We propose to devote the time necessary to complete each Phase of our Work in a timely manner as well as attend required meetings so as to allow for Final Completion of the project by October 1, 2010 in accordance with your Proposed Schedule as put forth in the Request for Proposals. UIX-3ul URE PLANNING INTERIOR DESIGN April 28, 2010 Ms. Levitt— Cottage Grove Ice Arena Page Two We propose to provide the following Architectural Services for our Phases of the Work: 1.) Confirmation of Owner Furnished Building Program and Schematic Design 2.) Design Development Phase 3.) Construction Documents Phase 4.) Bidding and /or Negotiations Assistance 5.) Construction Observations and Punch List We propose that Compensation for the above Architectural Services be based upon the Fixed Fee, including reimbursables, of Seven Thousand Two hundred Forty Dollars and 00 /100, ($7,240.00). We understand that the City is reviewing the option to have a traditional bid package for the Project or to have a Construction Manager run the Project and we propose that this Fixed Fee shall remain the same with either of these two options the City may select. Compensation shall be due and payable monthly based upon the percentage of completion of the various Phases of our Work. Should any additional Architectural Services be required due to substantial changes in the Scope of the Work, additional Compensation shall be based upon the Hourly Rate of $130.00 per hour for an Architect and $85.00 per hour for a CAD Tech or a previously agreed upon Lump -Sum Amount. All Additional Services and /or significant Direct Expense items shall be authorized by yourself or your designated representative prior to commencement of the Work or incurrence of the expense. Again, we thank you for the opportunity to present this Proposal and we look forward to working with you and your departments towards the successful completion of your Project. Should you have any questions regarding this Proposal or desire additional information, please do not hesitate to contact me. Respectfully submitted, 6 Richard V. Krumm, Architect ARCHITECTURE PLANNING INTERIOR DESIOV City of Cotta Grove Department of Public Works Minnesota 8635 West Point Douglas Road South / Cottage Grove, Minnesota 55016 -3318 651458 -2808 Fax 651458 -6080 vmv.wnage- grove.org TDD 651458-2880 April 20, 2010 The City of Cottage Grove is accepting cost proposals for architectural services for a locker room remodel at the Cottage Grove Ice Arena. The remodel includes the following components: • Demolition of the existing stair case from lobby to studio rink floor. . • Addition of two locker rooms approximately 16'x20' and 16'x19' in the northeast corner of the studio rink. • Each locker room has 1 door • Skate the flooring • Painting • Electrical (fighting and outlets) • HVAC— assume extension of existing system into new locker rooms. • Accessories — benches, hooks, locker room signage and dry erase boards. • A mezzanine viewing area shall be constructed above the proposed locker room expansion with precast concrete planks and top leveling slab. o The viewing area shall have a railing style and color to match the existing west rink. • The new stair case shall now terminate at the new mezzanine viewing area. • Removal of a doorway from the existing locker room into the studio rink and painting. • Demolition of an existing wall in the eastern locker room. The estimated construction cost for the project is $175,000. The architectural services shall provide for the structural engineering needs for the proposed mezzanine viewing area and staircase. The proposal shall assume one kick -off meeting and one final review meeting with staff. Proposals shall include all reimbursable expenses in the lump sum price for the project. Proposals shall include responding to questions during bidding (or quoting), responding to any RFis during construction, and review of shop drawings. Proposals shall assume attendance of a preconstruction meeting, one site visit during construction and one final punch list walk through. The City is reviewing the option to have a traditional bid package completed for the project or to have a Construction Manager (CM) run project and the divisions of work would be quoted out separately. The CM route would provide for additional time in the construction phase. Proposals shall include pricing for both options. Traditional Bidding Method Proposed Schedule: Award architectural services— May 5, 2010 Kick -off meeting — Week of May 10` Fina I review meeting — Week of June V t . EQUAL OPPORTUNITY EMPLOYER Council approve plans and specifications —June 16, 2010 Bid date - July 15, 2010 Council award contract —July 21, 2010 Notice to proceed — Assume August 2, 2010 Final completion — October 1, 2010 Construction Manager Schedule: Award architectural services — May 5, 2010 Kick -off meeting — Week of May 10 Final review meeting — Week of June 1" Quotes distributed —June 9, 2010 Award Service Agreements —July 7, 2010 Notice to proceed — Assume July 19, 2010 Final completion — October 1, 2010 All proposals shall be submitted by April 28, 2010 at 1:00prn to Jennifer Levitt, City Engineer (emailed proposals are acceptable). Questions regarding the proposal shall be directed to Jennifer Levitt, City Engineer at 651- 458 -2890 (office) or 651- 497 -0794 (cell) or ilevitt@cottage- grove.org For a site visit, please coordinate with Zac Dockter, Ice Arena Manager at 651- 458 -3415 or zdoc kte r@ cottage -g rove.o rg a '9� �'YiaAte � `Ad1LNaXJ ®2 O ' � , AE r a � V Gu'c£L 677% AV C L 'i .h, Qrty IF - p: K8'6LOCK VENT .. 4N/ H t560VP ltlgh': LJNT6c eCnl :G .\1.18'_5 1p I i� 4 : _f"iHfIEK�Ra2i?Ps r': rasa 0 Hao <5 4 _ A16 . P'"/"- s �FSY ' � A T.T�F1 � I 'i � F � R6✓o th 'q 4 � f W T F q �r 1 124 gEND(N 4! F 7 V r H}CG MIN£5 ` ' ° d i '' f Ali x F J r '/"IGxS 5LLC1C vcN 20 � A'lo .rS i s r t l:p •,. -a" All '`� q -j z i t intr tJ�it 6"` . —., . v � 0 �_ f '@ =o" tK \ 6• 80' 3t4 3.. 1WnL:1_ 0 4"NiC,v .. .� r.: ..� GOKC. -ee A3A 'A30 t .' .tLlr:n C� IV 1 V Y A4 z I C 'A5 I �/LPftNTEO C A ' 2AG1FLK64H i ff A-1 S`e