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Home My WebLink About6.n. Professional Services Contract for Architect Services – Family Resource Center Expansion EXECUTIVE SUMMARY City Council Regular Meeting: October 16, 2018 AGENDA ITEM: Professional Services Contract for Architect Services – Family Resource Center Expansion AGENDA SECTION: Consent PREPARED BY: Dan Schultz, Parks and Recreation Director AGENDA NO. 6.n. ATTACHMENTS: Concept Plan and Proposed Professional Services Agreement APPROVED BY: LJM RECOMMENDED ACTION: Motion to recommend the City Council approve entering into a professional services agreement with CNH Architects to provide design and construction administration services for the Family Resource Center expansion. ISSUE Staff is requesting that the City Council consider contracting with CNH Architects to provide the necessary design and construction services to complete the construction of the expansion of the Family Resource Center (FRC). CNH Architects has worked on two previous remodeling projects at the FRC that included the use of Community Development Block Grant funds, and they have a long history of working on projects receiving funding through the state of Minnesota. Attached is a proposal from CNH Architects that outlines the services they will offer to the City for this expansion project. The total cost of the services to be provided by CNH Architects is an amount not to exceed $72,600. Any services not covered by CNH Architects that are required for this project can be provided by a civil engineering firm in our pool. BACKGROUND In the summer of 1997, the City of Rosemount received a Youth Initiative Grant from the Minnesota Department of Children, Families and Learning in the amount of $214,900. This grant, along with other smaller grants and donations, allowed the construction of the Family Resource Center which is approximately 1,600 square feet in size. In December of 1998, 360 Communities and the City of Rosemount agreed to have 360 Communities lease the facility. 360 Communities would then provide their services and also share space and encourage other service providers to use the facility. The lease states that the facility will be used for serving children and families in the community through services such as crisis intervention, providing food, clothing, housing assistance, parenting support, academic support through mentorship, child care assistance, violence prevention outreach and recreation. The Center officially opened in February of 1999. A new 10 year lease was agreed to in November of 2008. At the March 9, 2016 City Council work session staff reported to the City Council that we had met with representatives from 360 Communities to discuss the possibility of expanding the Family Resource Center (FRC). The City Council provided staff with the direction to hire an architect to design expansion plans for the Center. 2 The concept plan, elevation drawing and estimated project budget were completed and reviewed by the City Council. The proposed expansion plans would add 3,320 square feet to the facility and could cost up to $900,000. In 2018, staff pursued the opportunity to be get funding for the FRC expansion through State’s bonding bill. In the spring of 2018, staff was notified that we had been awarded $450,000 for the expansion. The remaining funding is identified in the City’s CIP budget. RECOMMENDATION Staff is recommending the City Council approve a professional services agreement with CNH Architects for the necessary design and construction services to complete the plans and specifications for the expansion of the Family Resource Center. Concept Plan 7300 West 147th St, Suite 504, Apple Valley, MN 55124 | 952.431.4433 | www.cnharch.com | Page 1 PROPOSAL FOR ARCHITECTURAL SERVICES PROJECT: Rosemount Family Resource Center CNH NO.: 18071 CLIENT: City of Rosemount September 16, 2018 Mr. Dan Schultz Park & Recreation Director City of Rosemount - Parks & Recreation 13885 South Robert Trail Rosemount, MN 55068 DESCRIPTION This project is for the addition and remodeling of the existing Rosemount Family Resource Center based on the previous design done in 2016 by CNH Architects. This project includes approximately 3,200 square foot addition to the existing 1,500 square foot building to be remodeled. The building will function as a food shelf and community service location operated by 360 Communities. The building and addition is one-story, wood framed structure with wood siding, masonry, and detailing as shown in the concept sketch developed with the earlier design. GENERAL We propose to perform our services in the following parts: PART I - SCHEMATIC DESIGN Our services for this part of the work consist revising the previous concept design to address changes in operational approaches to the food shelf and adjustments in office / training layout as presented at the update meeting on July 30, 2018. SERVICES PROVIDED Schematic floor plan revisions Preliminary review of building codes Schematic site plan revisions Schematic exterior image revisions based on any changes to building exterior Meetings with Client as required SERVICES NOT PROVIDED IN THIS PART Mechanical/Electrical design Structural design Civil design 7300 West 147th St, Suite 504, Apple Valley, MN 55124 | 952.431.4433 | www.cnharch.com | Page 2 PART II – DESIGN DEVELOPMENT This portion of the work includes further development of the detailed elements of the building design. SERVICES PROVIDED Further development of floor plan Further development of site plan Further development of exterior elevations Interior millwork and interior elevations Interior material selection Preliminary structural design Preliminary civil design with grading, paving, utilities and stormwater piping Preliminary landscape plan Preliminary mechanical / electrical design City site plan review submittal Two meetings with city officials (Planning Commission and City Council) Meetings with Client as required SERVICES NOT PROVIDED Survey Stormwater ponding design PART III - CONSTRUCTION DOCUMENTS Our services for this part include providing a set of drawings and specifications for construction and review by city building officials. SERVICES PROVIDED Structural design, final drawings and details Landscape design, final drawings and details Civil design, final drawings and details Mechanical / electrical design, final drawings and details Site plan and details Overall and enlarged floor plans Building and wall sections, details Interior elevations Millwork and other interior details Room and door schedules Door, window and wall types Roof plan and details Final review of building codes Project specifications CD cost estimate Meetings with Client as required SERVICES NOT PROVIDED Fire Suppression (Sprinkler) System design, we assume this will not be required or will be done design/build by the fire suppression contractor Structural design to review and upgrade existing trusses for fire suppression if required (can be provided as an additional service if needed) Stormwater ponding design (this can be provided as an additional service if needed) Survey 7300 West 147th St, Suite 504, Apple Valley, MN 55124 | 952.431.4433 | www.cnharch.com | Page 3 PART IV – BIDDING Our services for this part include support of the bidding process. SERVICES PROVIDED Distribute bidding documents electronically including hosting project website Answer bidder questions Write addenda if required Review product substitution requests Manage public bid opening Review bid results with Client Write Contractor – Client contract PART V - CONSTRUCTION ADMINISTRATION Our services for this part include construction phase support, submittal and site review. SERVICES PROVIDED Every other week site review and client construction meetings Shop drawing review Monthly pay application review Preparation of construction administration documents as needed (Supplemental Information, Proposal Requests, and Change Orders) Answer contractor questions (Request for Information) Final punchlist review Review of project closeout documents Up to one site review by Structural Engineer Up to one site review by Landscape Architect Up to one site review by Civil Engineer Up to two site reviews by Mechanical / Electrical Engineer SERVICES NOT PROVIDED Special inspection Continuous or extensive site review, beyond amounts indicated above FEE We propose the services indicated above for a fixed fee of $72,600, plus reimbursable expenses as indicated below. This proposal fee is valid for 90 days from the date of this document. INFORMATION TO BE PROVIDED TO US In a timely manner: Survey with topography and utilities in AutoCAD format. Soil test results. AGREEMENT It is assumed that a standard AIA B101 (Owner – Architect Full Scope) Agreement is incorporated in this agreement except as modified herein. The fee is due within 30 days of monthly invoices. A finance charge of 1.5% per month will be charge to unpaid bills after 30 days. We understand that payment is not contingent on project financing, land closings, payment from others, governing ordinance approvals and/or any other contingency not incorporated into this agreement. 7300 West 147th St, Suite 504, Apple Valley, MN 55124 | 952.431.4433 | www.cnharch.com | Page 4 REIMBURSABLE EXPENSES Reimbursable expenses include the following items and will be billed as they occur: Miscellaneous B&W and color printing at cost Miscellaneous postage, and shipping at cost Mileage, at IRS designated rate SCHEDULE A project schedule has not been determined at this time. We will work with you to determine a schedule when the project is ready to proceed. We appreciate your using us for this work and look forward to proceeding with the project. Sincerely, Quinn S. Hutson, AIA, LEED AP Principal CNH Architects, Inc ACCEPTED BY: Signature: _____________________________ Name: _____________________________ Title: _____________________________ Date: ____________________________