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Home My WebLink About[10c] St Joseph Proposal for Facilitation ServicesMEETING DATE: AGENDA ITEM: SUBMITTED BY: June 24, 2014 Facilitation Services Administration Council Agenda Item 10[c] BOARD /COMMISSION /COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: At the June 10 City Council Workshop, the Council discussed the status of the Government Center and facility needs. At this workshop the Council discussed the use of RA Morton as a facilitator conducting stakeholder meetings gathering input from the community. The Council requested that a scope of service and cost be brought forward at the June 24 City Council Meeting. BACKGROUND INFORMATION: During the LMC conference a couple of Council Members attended a session whereby WSB was part of a discuss that discussed resolving issues to move projects forward. Scott Mareck of WSB contacted the City Office on Friday to discuss making a presentation to the City Council and providing the same service as outlined in the proposal from RA Morton. Mareck indicated that they would not be available to attend the meeting on the 24"', but would welcome an opportunity to meet with the Council in July. BUDGET /FISCAL IMPACT: ATTACHMENTS: $ 5,500.00 Request for Council Action RA Morton Proposal REQUESTED COUNCIL ACTION: Provide direction to staff This page intentionally left blank 3315 Roosevelt Road • Suite 100 St. Cloud, MN 56301 Bus 320.251.0262 Fax 320.251.5749 www.ramorton.com CONSTRUCTION MANAGERS June 12, 2014 RE: Proposal for Facility Planning Services City of St. Joseph Mr. Rick Schultz, Mayor Ms. Judy Weyrens, City Administrator 25 College Avenue North P.O. Box 668 St. Joseph, MN 56374 Dear Mr. Schultz and Ms. Weyrens, Thank you for the opportunity to introduce our team and submit our proposal for facility planning. R.A. Morton is an agency construction management that specializes in facility planning. We have a clear understanding of the scope of service requested by the City for this project. We have recently completed many projects that are very similar to your needs We sincerely look forward to the opportunity to provide The City of St. Joseph with the service and quality that you expect. Thank you for your consideration and the opportunity to present our TEAM qualifications. The following pages include an Executive Summary of why R.A. Morton would be a great fit for this project. Please feel free to contact me with any questions concerning our proposal, experience or fee structure. Sincerely, Preston Euerle President /CEO R.A. Morton & Associates, Inc. Executive Summary City of St. Joseph Government Center — Community Stakeholder Process R.A. Morton operates under the Agency Construction Management delivery method with full transparency and without any conflict of interest. Our scope of services is catered specifically to meet your needs and objectives. Our process and approach is specifically created to promote the successful execution of capital projects as the owner's representative. Few cities maintain the staff resources necessary to pay close, continuing attention to every detail - -yet these details can "make or break" a project. The use of our services to oversee the planning, design and construction process is recognized in both the public and private sectors as the most effective and efficient means of achieving successful delivery of a building project while yielding the greatest possible benefit for the owner. Our community stakeholder planning and construction management experiences tell us successful community construction projects have these common elements: Customer Service, Communication and Community Focus. The project team that keeps these elements in focus will be successful. Selecting the appropriate team for your facility planning will be the most important thing the City will do. Every project is unique. Acknowledging this is a key to our success and getting every project "Right from the Start" is our primary focus. Our qualifications are very strong and simply stated: 1. OWNER'S ADVOCATE RELATIONSHIP Our TEAM understands how to provide quality customer service. We know the success of each project is realized by building strong TEAM relationships among the stakeholders including City staff, City Council and Community members. Our customer service is focused on what is in the best interest of the City. We will ensure that your needs are met by eliminating any conflict of interest with the construction trades, approaching the project as if it is our own. The people you meet will be the people working on your project, all with a high level of integrity. 2. IDENTIFYING OPTIONS DURING DESIGN AND CONSTRUCTION Our quality personnel assigned to this project have a clear understanding of the construction process, including new construction, additions, remodeling and phasing of projects. Our strong TEAM is very good at determining and communicating material and pricing options that meet the objectives and budget, ensuring your project is "Right from the Start ". 2 3. OPEN BOOK AND FULL DISCLOSURE POLICY We provide direct and honest communication without fail. Direct honesty is the single most important factor in building relationships with all of the stakeholders of this project. 4. EXPERIENCE AS AGENCY CONSTRUCTION MANAGERS We strongly believe that Quality of Service outweighs quantity of projects. Our Planning and Agency Construction Management experience has led to extremely positive references. Our "Right from the Start" process and early involvement in projects has enabled us to clearly identify the project objectives and work closely with our customers and teams of consultants. 5. SAVING MONEY THROUGH A COMPETITIVE BID PROCESS This is an important community based project. Our aggressive and comprehensive bid process enables all qualified local contractors and suppliers (including the area general contractors) the opportunity to bid and be part of this project at their true cost, not a marked up bid. A local opportunity for contractors is not only good community stewardship, but also returns better bid results. Because we are thorough, fair and aggressive, we receive the most competitive bids in the marketplace. R.A. Morton markets to local community contractors better than any other firm. The actual results of past projects have proven that the project cost savings generated by our bid process are greater than the fixed fee of our construction management services. 6. MORE THAN JUST A PROJECT Our focus is to create Iona -term relationships. We are excited to serve the City of St. Joseph by providing a high degree of quality and value through our efforts. Our success will be graded by your willingness to recommend us for future projects or to other clients. This is evident by the willingness of past customers to refer us for other projects. We have a solid understanding of quality design and function while providing a healthy checks and balance approach. We are very good at listening, understanding and meeting the needs of all project stakeholders and have found that our clients have a great appreciation for our abilities to work with your staff and community representatives ... a TEAM. Our experiences and customer references are substantial. We encourage you to contact any of our references to inquire about the quality of our services and success while working with their organizations. Through our unique process of Customer Service, Communication and Community Focus the expectation of building the best possible facility within a stated budget becomes a reality. 3 Proposal Background The City of St. Joseph is in the planning stages for the potential reprogramming and renovation of the existing facility to house the city's Administration and Police department. Additional planning may include planning for a community center facility which may be a topic during the planning process but will not be the focus. City Participants Input from the Administration, Police Chief, Council and other City stakeholders are necessary for a successful process. Summary of services for the St. Joseph Community Stakeholder planning process are as follows: 1. Meet with Administration and Police department heads to review their space programing needs. 2. Conduct up to three community listening sessions to establish community perceptions of the City's public services. 3. Conduct up to four community task force meetings to establish potential options for consideration. 4. Establish concept option budgets. 5. Review with the department heads to confirm the option programming and adjacencies of spaces. 6. Prepare a recommendation to the City Council. Proposed compensation = $5,500 This amount would be credited back to the City if R.A. Morton is retained for construction management services for any project resulting from the study. R.A. MORTON CLIENT REFERENCES — AGENCY CONSTRUCTION MANAGEMENT SERVICES: Sauk Rapids Government Center - Mr. Ross Olson, City Administrator (320) 258 -5300 Rolson @ci.sauk - rapids.mn.us St. Cloud Police Headquarters - Ms. Susan Stawarski, Assistant Police Chief (320) 650 -3802 Susan .Stawarski @ci.stcloud.mn.us Lake City Marina - Mr. Robert Keehn, City Planning Director (651) 345 -6806 RKeehn @ci.lake- city.mn.us St. Cloud Fire Stations #2 & 5 - Mr. William Mund, Fire Chief (320) 650 -3517 BILL.MUND @ci.stcloud.mn.us Avon Township Hall & Maintenance Facility - Mr. Richard Bresnehan, Township Supervisor (320) 363 -2930 rbresnahan @csbsju.edu 4 Au��r�1sQ, Community Stakeholder Process Outline 1. INTRODUCTION MEETING TO COUNCIL a. Introduction of RA Morton Staff b. Overview listening session process c. Overview of Community Stakeholder process and schedule d. Overview establishment process for Task Force 2. RA MORTON PREPARATION a. Internal review of current support documentation (Studies, Surveys, etc.) b. Tour of City Facilities C. Listening Session Preparation 3. CONDUCT LISTENING SESSIONS a. Introduction of attendees b. Review Community Stakeholder planning process C. Review previous programs, planning studies and facilities assessment d. Obtain views of the City e. Obtain thoughts of previous options f. Obtain thoughts of what needs to be done g. Obtain thoughts of what will be supported h. Identify suggestions on how to keep the City residents informed i. Identify potential task force members j. Recap results 4. RA MORTON TO DRAFT A REPORT TO THE CITY LISTENING SESSION CONCLUSIONS 5. TASK FORCE MEETING NUMBER ONE a. Introductions b. Define Process C. Establish meeting dates d. Role /Responsibility of Task Force and members e. Overview of Listening Sessions f. Review previous options and information g. Review Existing Facilities and /or schedule tour of facilities h. Establish project criteria /objectives i. Prioritize criteria /objective j. Develop concept schemes 6. TASK FORCE MEETING NUMBER TWO a. Review Task Force Meeting Number One b. Review what Task Force Members are hearing through discussion with friends, family, neighbors, etc. C. Review the criteria /objectives d. Review the concept schemes e. Compare concept schemes to criteria /objectives f. Establish homework for the next meeting Information provided is the property of R.A. Morton & Associates, Inc. Use of this information is prohibited without the written consent of R.A. Morton Au��r�1sQ, 7. TASK FORCE MEETING NUMBER THREE a. Review Task Force Meeting Number Two b. Review what Task Force Members are hearing through discussion with friends, family, neighbors, etc. C. Review preliminary costs for concept schemes d. Establish preliminary tax impact e. Open discussion of concept schemes f. Compare concept schemes to criteria /objectives g. Narrow concept schemes to two for further definition 8. TASK FORCE MEETING NUMBER FOUR a. Review Task Force Meeting Number Three b. Review what Task Force Members are hearing through discussion with friends, family, neighbors, etc. C. Present updated concept schemes d. Present update of cost estimates of concept schemes e. Establish Pros / Cons of each concept scheme f. Compare concept schemes to criteria /objectives g. Task Force confirmation of final scheme h. Recommendation to City 9. TASK FORCE MEETING NUMBER FIVE a. Open date held for optional meeting if needed 10. RECOMMENDATION SUBMITTED TO CITY COUNCIL INCLUSIVE OF: a. Listing of objectives /criteria b. Concept Plan c. Concept Estimate d. Proposed Timeline 11. INFORMATIONAL MAILING 12. COMMUNITY INFORMATION MEETINGS 13. INFORMATION POSTED ON CITY WEB SITE 14. TASK FORCE LETTERS TO THE EDITOR Information provided is the property of R.A. Morton & Associates, Inc. Use of this information is prohibited without the written consent of R.A. Morton