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Home My WebLink About7.a. Architectural Scope of Services for City Hall RemodelingCITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION CITY COUNCIL MEETING DATE: January 4, 2000 AGENDA ITEM: Architectural Scope of Service for AGENDA SECTION: City Hall Remodeling OLD BUSINESS PREPARED BY: Thomas D. Burt, City Administrator AGEND ATTACHMENTS: Letter of Proposal APPROVED BY: At previous Council work sessions remodeling has been discussed and the need to improve work areas to accommodate improved customer service as well as add space to accommodate existing and future growth. All city staff has reviewed the plans and has had the opportunity to give input into the plans. The next step is to formalize the process and enter into a formal agreement with the Architect to perform work needed to prepare plans and specifications. Funds for the remodeling have been included as part of the 10 year Capital Improvement Plan. Before you this evening is a proposal from the Architectural firm of Vanney Associates, which outlines the scope of work to be preformed by the Architect, and identifying the phasing of the remodeling. Once this is approved they will begin by taking the conceptual plans and preparing final drawings. Prior to biding the project the plans will come before the Council for your review. The work plan is to prepare the plans and specs during the winter, bid it out in late winter and have the remodeling begin in spring. RECOMMENDED ACTION: Motion to authorize staff to enter into an agreement with Vanney Associates for architectural services for remodeling City Hall. COUNCIL ACTION: Dec -16 -99 03:20P Vanney Associates 651 222 4642 P.02 Vanney Associates Architects 15 December 1999 Mr. Tom Burt City Administrator City of Rosemount 2875 145th Street West Rosemount, Minnesota 55068 -0510 Dear Mr.Burt: LETTER OF PROPOSAL Planners The following shall constitute letter of proposal to the City of Rosemount, hereinafter referred to as the Owner, and Vanney Associates ,Inc., hereinafter referred to as VA, for provision of Professional Design services to remodel the existing city hall office space, remodel the police department, add office space over the existing police department garage and add an eight car one story, 5,500 sq.ft. (approx.) garage to the north side of the existing city hall building in Rosemount, Minnesota. Scope of Work Phase IA: Add floor structure in the existing city council chambers to create a 2nd floor. The new floor space will become the new council chambers. The lst floor space (former council chamber) will become the new reception and office space for the police department. Phase IB: Const7ruct a new 9 car, 70'x 78' police department garage north of the existing garage. The new garage will have a partial second floor for storage and future office expansion. An alternate fee is included as part of this proposal to add a second floor above the entire garage. Add a second level above the existing police department garage for expansion of the existing office space. Phase It: Remodel the city hall front offices and reception area. Add a new floor structure in the two story entry to Create additional second floor space. separate the front office functions for the building /planning departments from the licensing /utilities /finance departments, ;)6Ij Horth Ao6et0 $CXe suite iGl S&I"t Paul, Xinneaetn (651)222 -4643 rAX (651}222 -3034 65101 Dec -16 -99 03:20P Vanney Associates 651 222 4642 15 December 1999 Mr. Tom Burt City of Rosemount Page 2 Scope of Work (cant.) Phase III: Renovate the existing second floor city office space to create more offices and work spaces. Design spaces to create better functional adjacencies between individuals and departments. Evaluate the existing lighting and HVAC systems and redesign the lighting and HVAC to accomodate the new design and better serve the existing spaces. Phase IV: Renovate the existing first floor poli::e departmezit office space to create mare offices and work spaces. Design spaces to create better functional adjacencies between individuals and uses. Evaluate the existing lighting and HVAC systems and redesign the lighting and HVAC to accomodate the new design and better serve the existing spaces. This proposal shall be based on the providing VA a complete set of construction documents for the existing city hall building. These drawing shall include topography, site plan wih property lines, architectural, structural, mechanical, plumbing and electrical drawings. VA will provide a bid set of construction documents. This proposal does not include sprinkler Engineering, traffic studies, platting services, landscape design, or engineering /specifying emergency communication systems. A. VA SERVICES A.1 VA shall provide the following professional services. Each service within the described scope of work will be referenced as a phase. * Client Meetings - Meetings with Department * Programming W Meetings with City Management & Department Heads. * Conceptual Design * Schematic Design. * Attended all required Planning Commission and City Council Meeting. * Design Development. * Color and Material Selection. * Contract Documents /Bidding. * Civil Engineering. * Survey & Topography. * structural Engineering. * Electrical Engineering, * Mechanical Engineering. P.03 VANN6V AS30CIATLC (561)222 -4-`42 Paz {651)222 -3074 360 North kOD+rt Street, Sulte FPS 0sint P2U1, M1nn * &otn 55167. 0.ac -16 -99 03:21P Vanney Associates 651 222 4642 15 December 1999 Mr. Tom Burt City of Rosemount Page 3 A. VA SERVICES (cont.) * Construction Administration /Observation (which includes the following number of site visits and hours fox - construction observation); Architectural visit. - civil Engineering visit. -- structural Engineering visit. M.E.P. Engineering . visit. 8 visits @ 3 hours per 3 visits @ 3 hours per 3 visits @ 3 hours per . 3 visits @ 3 hours per * Contractor Submittal Review. * Project Closeout. A.2 VA shall not provide the following services under this agreement: * Architects or Consultants Attendance at Weekly or Monthly Construction Meetings * Wet Land Delineation * City Submittals related to Wet Lands, * Applications or Submittals to MPCA, Watershed District, Health Department, County or State Access, DNR, Army Corp of Engineers or Any Railroads. * Earthwork Quantity Takeoffs or Balance. * Traffic Study. * Sprinkler Engineering (Design Build), * Soil Testing. * Special Inspections as Outlined in the UBC. * Furniture Selection. * Furnishing Selection. * Equipment Selection. * Design /Selection of Emergency Communication Systems. * Design /Selection of Calbe TV or Intercom Communication Systems. * Design /Selection Fire Alarm or Security Monitoring Systems. * Selection of Fire Alarm or Security Monitoring Service. * Platting Services. * Landscape Design. P. n4 VANNEX ASBOCIATEB (44tl)222 -4 642 P az (651)722 -In3 360 firth Robert StrOOt, Autt& 201 Bain! PAul, Kinnasota 55101 Dec -16 -99 03:21P Vanney Associates 651 222 4642 15 December 1999 Mr. Tom Burt City of Rosemount Page 4 S. THE OWNERS RESPONSIBILITIES The Owner shall provide vA with the following: * Designate the Owner's representative at beginning of project * Program material sufficient to clearly establish design goals * A description of any special requirements, regarding functional prerequisites, or similar constraints which the owner considers absolutely essential to its program * Existing conditions plan which includes topography, utilities, survey information, and soil tests. * A complete set of construction documents For the existing city hall building. These drawing shall include topography, site plan with property lines, architectural, structural, mechanical, plumbing and electrical drawings. * Special Inspections as outlined in the UBC. * Designate completion date of project (occupancy) * Instruct VA as to whom to send invoices C. COMPENSATION The owner shall compensate VA on fixed fee basis for Professional Design Services in the amount as follows; • Architectural Services . . . . . . • Architectural Services . . . . . (Alternate to add 2nd flr. above new • survey /Topography . . • • • • • . • civil Engineering . • . . • . . • Structural Engi.neering(Base Fee) . • structural Engineering . . . (Alternate to add 2nd fir. above new • Mechanical & Electrical Engineering (Base Fee) • Mechanical & Electrical. Engineering (Alternate to add 2nd flr. above new • Soil Testing . • • . • . $69,950.00 $6,850.00 garage) $ 1,500.00 $ 9,200.00 $14,500.00 $1,250.00 garage) . $23,500.00 $2,875.00 garage) $2,200..00 P . 0,5 If the work is abandoned or suspended, VA shall be compensated for the work performed up to the point of suspension based on the percentage of work completed. ( 651 )222-4642 FhH (651)222-XJ VANHLY ASSOC' Saint Paul, xirsfOSOES 551J 360 N.rbh Vob+rt Street, SVIt& 2431 De` -16 -99 03:21P Vanney Associates 651 222 4642 P.06 15 December 1999 Mr. Tom Burt city of Rosemount Page 5 C. COMPENSATION (cant.) VA shall be compensated on an hourly basis for additional services described in C.2 at a rates listed in the Hourly Rate Schedule in section C.l. The owner shall reimburse VA for reimbursable expenses as described in Section C.2 at a rate of 1.15 times the direct cost of the expense. VA shall invoice the Owner on a monthly basis. The amount of the invoice shall be due and payable within fifteen (15) days of the date on the invoice. Interest on the unpaid balance of the invoice shall accrue at a rate of 1.5 % per month simple interest. The invoice amount shall be based on the percentage of work Completed during the month. Payment to VA shall not be contingent on project funding by the Owner or withheld pending the Owner securing funds from a financial institution. C.1 Architectural Hourly Rate Schedule * Principal . . . . . . . . . . • . . . . . $100.00 /Hour * Architect . . . . . . . . . . . . . . . . $75.00 /Hour * CAD Time . . . . . . • . . . . • • . . . $60.00 /Hour * Draftsman . . . . . . . . . . . . . . . . $45.00 /Hour * Clerical . . . . . . . . . . . . . . . . $25.00 /Hour Structural Engineers Hourly Rate * Principal Engineer . . . . . . . . . . . $90.00 /Hour * Project Engineer . . . . . . . . . . . . $75.00 /Hour * Design Engineer . . . . . . . . . . . . . $60.00 /Hour * Technician . . . . . . . . . . . . . . . $45.00 /Hour * Drafter . . . . . . . . . . . . . . . . . $35.00 /Hour Mechanical and Electrical Engineers Hourly Rate • Principal . . . . . . . . . . . . . . . . $90.00 /Hour • Engineer . . . . . . . . . . . . . . . $ 75.00 /Hour • Senior Designer . . . . . . . . . . . . . $60.00 /Hour • Designer . . . . . . . • . . . • . . . . $48.00 /Hour • Drafter . . . . . . • . . . . . . . . . $38.00 /Hour • GAD Station . . . . . . . $10.00 /Hour Civil Engineers Hourly Rate • Registered Land Surveyor . . . . . . . $75.00 /Hour • Senior Technician . . . . . . . . . . . . $55.00 /Hour • Technician . . . . . . . . . . . . . . . $40.00 /Hour • Two -Man Survey Crew . . . . . . . . . . . $88.00 /Hour • Three --Man Survey Crew . . . . . . . . . . $111.00 /Hour • Registered Engineer . . . . . . . . . . . $75.00 /Hour • Wetlands Specialist . . . . . . . . . . . $65.00 /Hour • Engineer . . . . . . . . . . . . . . . . $55.00 /Hour • word Processing . . . . . . . . . . . . . $28.00 /Hour • Mileage . . . . . . . . . . . . . . . . . . $0.35 /Mile VARNEY ( 631)222 -4642 F *Y (651)222.7034 360 14orth Robert etra *a, auita 2o1 Saint PAµl, Kienaaota 55101 Dec -16 -99 03 :21P Vanney Associates 651 222 4642 15 December 1999 Mr. Tom Burt City of Rosemount Page 6 C.2 The Owner shall pay VA additional compensation for the following: • Changes in the scope of work requested by the owner occurring after acceptance of the work in a previous phase. The owned' and VA shall sign off at each appropriate stage of design. (See Section A. VA SERVICES). • Any perspective, plan and other presentation materials requested by the Owner. • Printing plans, reproduction, postage and deliveries • Travel and Lodging • Mileage, parking, and any other authorized expenses • city submittals related to preliminary and final platting and site plan review. • Construction observation beyond the hours listed in section A.l. • Attending Planning Commission & City Council Meetings. D. TERMINATION Either party to this agreement may terminate it at any time. Such termination shall be in writing and shall take effect upon receipt. At that time, all compensation shall be due and payable based on the percentage of work completed to date of receipt of termination in writing. o6ubmitt,ed by: Vanney `associates, Inc. BERT F. V ZAI ESIDENT DATE: S ' Accepted by: City of Rosemount Mr. Tom Burt City Administrator DATE: P.(`7 VANH!'Y J�EdOCIATCB (651)222 -4342 PAX (661 222 -313. 160 North 20)+Art 9trnet, SU1t0 201 6aa int Pav1, »innw�PC+ ani��i Rosemount Community Center 13885 South Robert Trail Rosemount, MN 55068 (651)322 -6000 ADMINISTRATIVE OFFICE HOURS OPERATING HOURS Monday - Thursday 7:30a.m. - 10:00p.m. Friday, Saturday and Sunday hours are dependent upon scheduled activities The Rosemount Community Center and National Guard Training Center are available for rent. Facilities available for rental include an auditorium, banquet room, gymnasium, ice arena and meeting rooms. Audiovisual equipment is available upon request. All fees are dependent on activity, group type, facility requested and special services and /or equipment needed. Facility Rental Information Ice Arena Ice rental during September 1 — March 31 may be purchased at a rate of $140 for prime time ice and $110 for non -prime ice time. Off - season ice during April 1 — August 31 may be purchased at a rate of $110 per hour. (All rates are subject to sales tax if applicable) Skate rentals are not available at this time. For Arena reservations call (651) 322 -6001 Fee Class Definitions: Class 1 City Sponsored Activities. Class 2 Residents, Resident Civic, Non - Profit Groups and Rosemount Schools. Class 3 Non- Residents, Non- Resident Civic and Non - Profit Groups, Remainder of School District #196 and other Governmental Agencies. Class 4 Commercial Groups. Auditorium Class 1 Fees based on set -up and clean up of event Class 2 $35 per hour /$250 for 8 hours or more Class 3 $40 per hour /$300 for 8 hours or more Class 4 $60 per hour /$500 for 8 hours or more Banquet Room Class I Fees based on set -up and clean up of event Class 2 Saturday: $500; Friday: $450; Sun -Thur $175 Class 3 Saturday: $600; Friday: $550; Sun -Thur $225 Class 4 Saturday: $700: Friday: $650; Sun -Thur $300 *Add $100 for Sun -Thuts events past 10:00pm. Auditorium, Banquet Room & Lobby Class 1 Fees based on set -up and clean up of event Class 2 Saturday: $650; Friday: $600; Sun -Thur $225 Class 3 Saturday: $750; Friday: $700; Sun -Thur $275 Class 4 Saturday: $850; Friday: $800; Sun -Thur $550 *Add $100 for Sun - Thurs events past 10:00pm. Meeting Rooms Class 1 Fees based on set -up and clean up of event Class 2 $25 per 3 hours Class 3 $30 per 3 hours Class 4 $30 per 3 hours Gymnasium Full Gymnasium Daily Usage Class 1 Fees based on set -up and clean up of event Class 2 $30 $200 Class 3 $40 $250 Class $60 $550 Groups of 50 or more will be charged at $15 per hour custodial charge. Gymnasium Kitchen rental available for $50 per day. For reservations, additional rental information, or to schedule a tour, please call the Rental Coordinator at (651) 322 -6002 during the Community Center's administrative office hours. 1 1 wff: 11 t offn • • www -wwwle — n i l w•_w —m= r��wwwll ■ww -w!f �www11 BEE -0 ■ .wrwa _ vwwrau - wwl wmwuw 1 ■-w: ■v ■ 1r. -ai 1 ■�rw _ w,...dn w��r _ — wiwwwll ■:w_ _��i�uun i -tll �1 II 1 ME � t LS r3 i