HomeMy WebLinkAbout[09a] Design Sevices C[TV OF ST. JOSE1'H Council Agenda Item 9(a)
MEETING DATE: April 5, 2012
AGENDA ITEM: Programming and Schematic — Government Center
SUBMITTED BY: Administration
BOARD /COMMISSION /COMMITTEE RECOMMENDATION: The facilities committee interviewed consultants to
program and design a government campus using the current property holdings of the City and recommended the
hiring of Hagemeister Mack.
PREVIOUS COUNCIL ACTION: The Council accepted the recommendation of the facilities committee and
authorized staff to move forward with the contract for services for phase one.
BACKGROUND INFORMATION: The contract has been reviewed and will be modified slightly. The cost for
services will be stated at $ 20,000, not to exceed $ 25,000. The charge for services after $ 20,000 will be billed at
their billing rate which will be attached to the scope of work.
Hagemeister Mack can start immediately with the field work and meetings with the facilities committee and team
members will follow.
BUDGET /FISCAL IMPACT: Up to $ 25,000 (paid through the funds set aside for architectural services)
ATTACHMENTS: Request for Council Action
Scope of Work Fees
REQUESTED COUNCIL ACTION: Authorize the Mayor and Administrator to execute the contract for the scope of
services identified with Hagemeister Mack
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Cover '",-
Letter
March 29, 2012
City of St. Joseph fi
25 College Avenue North ,
P 0 Box 6682
St. Joseph, M 56374 �¢`"
Attn: Judy Weyrens, City Administrator ,
k
Re: Proposed Government Center Campus
St. Joseph, Minnesota
Dear Ms. Weyrens,
your co
Thank you for yonfidence in Hagemeister Mack Architects with the selection of
our firm for the design of your new /expanded City Government Offices and Com-
munity Center. We are truly excited to be involved in the project and look forward to
working with you, your staff, the City Council and the community of St. Joseph.
You asked that I outline a proposed scope of work and related fee schedule for the
initial programming and schematic design phase for the City Government Campus
Project. Attached you will find an outline of proposed tasks and related fees for your
review. Please feel free to contact me with any questions or concerns.
Once again, thank you for the opportunity to serve you and the City of St. Joseph.
Sincerely,
-Z.L.,.......
Mu y A. M. k, AIA, L E E AP
H meister ack Arch ts, Inc.
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Scope of
Work / Fees HMA anticipates an initial space programming and schematic design phase for the St. Joseph Gov -
' ernment Center Campus Project (SJGCC).We believe the following concerns will be specifically
addressed during this initial programming and design phase:
• Analysis of the existing site
• Analysis of the existing building including: functionality, structure & MEP systems
• Analysis and formulation of a building program to address current and future needs
• Formulation of schematic options that address programmatic needs including phasing options
• Analysis of project costs
• Analysis and recommendation for a project schedule
• Assistance with the selection of a CM or related construction consultant as needed
•
The above issues will be addressed through a process of communication with City staff and com-
munity of St. Joseph members as outlined by the City.The following is a list of anticipated tasks
to take place.This list is not meant to be all- inclusive but roughly defines what tasks our team
expects to complete and how that relates to the proposed professional design services fees.
• Secure drawing backgrounds of the existing building if available
• Verify existing conditions with backgrounds and produce updated building CAD backgrounds
• Take photo inventory of the existing building and site
• Request the City to complete and updated site survey if one is not available (at City cost)
• Conduct a Kick -off meeting to discuss project tasks, goals, responsibilities, schedule, etc.
• Ask that City provide a preliminary space needs program if available
• Conduct space programming meeting with identified City team members
• Document findings and begin analysis of program with site.
• Conduct meeting to outline and discuss first round of space programing and options
• Review City ordinances and code issues relative to schematic options
• Make revisions to first round schematics
• Provide rough SF cost estimates based on options / phasing
• Work with City on selection of a negotiated CM or similar construction consultant
• Presentation to City Council on findings to date and general direction
• Focus on 1 -3 schematics for development
• Refine cost estimates, phasing options and schedule
• Meeting with design team to refine option with goal of presenting a specific design to
Council
• Presentation to Council on findings to date with recommendations
• Finalization of schematic, cost estimates, phasing and schedule for
• Formalize findings into written and graphic presentation for final presentation and approval
by Council
• Final presentation to City Council on overall plan, cost, phasing, schedule for approval to
move to next phase
• Services and fees for Phase!! design services to be determined based on scope of project
developed during phase 1.
• We anticipate approximately 3 months for the completion of the above noted work.
The following fees are proposed based upon the above noted tasks and scope of work.
$25,000 for services at outlined plus reimbursable expenses.We are not anticipating retaining
any mechanical electrical or structural engineers for the initial programming and schematic phase.
Nor do we include any specialty consultants such as energy analysis, food service or technology
for phase 1 services. If needed, we could retain specific specialty consultants during phase I on an
hourly basis.We expect that SEH will assist as needed regarding civil engineering concerns.
If the above services and related fees are acceptable to the City will simply add a signature sheet
to this document for signature by the architect and the City.We look forward to moving forward
with this interesting and challenging project.
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