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HomeMy WebLinkAboutItem 06.mMarch 13, 2012 Item No RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND SETTING BID DATE FOR RENOVATION OF THE FIRE STATION 4 INTO FIRE ADMINSTRATION OFFICES Proposed Action Staff recommends adoption of the following motion: Move to approve resolution approving plans and specifications and setting bid date for renovation of the Fire Station 4 into Fire Administration Offices. Overview On February 28, 2011, the City Council was presented issues relating to Fire Administration facilities. The Fire Department staff has, over the course of the last 11 months, performed a space needs analysis with the objective of trying to maximize operational efficiencies. A Fire Administration Space Needs Analysis, which included a discussion of options, costs, and facility preliminary design, was presented to the City Council at its November 28, 2011 work session. Based on the direction provided by the City Council at the November 28 work session, Tushie Montgomery Architects, Contegrity Group and City staff have finalized the site and floor plans for remodeling Fire Station #4 As a result of these efforts, staff is now requesting the City Council to consider approving plans and specifications and setting an April 10 bid opening date with approval of contracts on April 16. Staff and consultants are confident that efforts to date will produce a well - planned facility and will do so within the budgetary guidelines established by City Council. Primary Issues to Consider (see attached) • Project budget and financing • Schedule Supporting Information • November 28, 2011 Fire Administration Space Needs Report Michael Meyer, Fire Chief Financial Impact: $215,015 Budgeted: Y Source: Building Fund Related Documents (CIP, ERP, etc.): Building Fund Notes: Analysis of Primary Issues • Project budget and financing Total $ 215,015 The project is financed from the Building Fund Budget. • Schedule Council approval of plans and specifications March 19, 2012 Bid opening April 10, 2012 Council approval of contracts April 19, 2012 Project completion July 2012 Cost Fire Station #4 Contracts $ 146,745 Architect 13,500 Construction Manager 3,338 Furniture 15,000 Other 10,000 Total Fires Station #4 $ 188,583 Fire Station #1 - phase 1 26,432 Total $ 215,015 The project is financed from the Building Fund Budget. • Schedule Council approval of plans and specifications March 19, 2012 Bid opening April 10, 2012 Council approval of contracts April 19, 2012 Project completion July 2012 CITY OF LAKEVILLE RESOLUTION NO. RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND SETTING BID DATE FOR RENOVATION OF THE FIRE STATION 4 INTO FIRE ADMINSTRATION OFFICES BE IT RESOLVED by the City Council of the City of Lakeville, Minnesota, that the plans and specifications for the renovation of Fire Station 4 into Fire Administration offices are hereby approved by the City Council. BE IT FURTHER RESOLVED that bids will be advertised as required and opened at 2:00 PM on Tuesday, April 10, 2012 at Lakeville City Hall, 20195 Holyoke Avenue, Lakeville, Minnesota. APPROVED this 19th day of March, 2012. CITY OF LAKEVILLE Mark Bellows, Mayor ATTEST: Charlene Friedges, City Clerk Lakeville ® A D ,. To: Mayor and City Council Steve Mielke, City Administrator From: Mike Meyer, Fire Chief CC: Dennis Feller, Finance Director Date: November 28, 2011 10 4 1 Re: Fire Administration Space Needs The 2011 Building Fund budget provided $190,000 of appropriations for remodeling or relocating of the Fire Administration function. The issues relating to Fire Administration was presented to the City Council on February 28, 2011. The Fire Department Staff has, over the course of the last 11 months, performed a space needs analysis with the objective of trying to maximize operational efficiencies. The analysis took into consideration the following options: A. Status Quo. Remaining in the current configuration B. Relocate to the 2 nd floor — Fire Station #1 C. Relocate to Fire Station #4 Relocating to other fire stations and city facilities was not considered an option because of adequate space to accommodate current and/or future fire administration needs. The architectural firm of Tushie Montgomery and the construction management firm of Contegrity Group assisted with the preliminary review of the various options. The following is an overview of the three options. A. Status Quo. Remaining in the current configuration The fire administration's current space utilization at Fire Station #1 is as follows: Future Asst. Fire Chief/ Training Officer 150 Fire Inspector & Plan Review 96 District Chief (shared) 150 Total future 396 Total current and future needs 952 Advantages i Minimum costs for administration to remain at lower level Fire Station 1. Disadvantages • Continue to occupy space at Fire Station 1 that was not intended to house fulltime staff as it is currently configured. Fire Administration continues to share common space with Fire Operations and Fire Station #1 functions. Otherissues i Upper and lower levels need to be updated if administration remains at Fire Station 1. Cost: The upper level of Fire Station #1 would need to be remodeled at a cost of approximately $30,000. Square Footage Current Fire Chief 120 Fire Marshal 90 Fire Inspector 60 Senior Administrative Asst. 90 Administrative Asst. 60 Meeting room 136 Commons area - Total current 556 Future Asst. Fire Chief/ Training Officer 150 Fire Inspector & Plan Review 96 District Chief (shared) 150 Total future 396 Total current and future needs 952 Advantages i Minimum costs for administration to remain at lower level Fire Station 1. Disadvantages • Continue to occupy space at Fire Station 1 that was not intended to house fulltime staff as it is currently configured. Fire Administration continues to share common space with Fire Operations and Fire Station #1 functions. Otherissues i Upper and lower levels need to be updated if administration remains at Fire Station 1. Cost: The upper level of Fire Station #1 would need to be remodeled at a cost of approximately $30,000. B. Relocate Fire Administration to the 2 nd floor — Fire Station #1 Upper level of station 1 allows is approximately 2400 square feet in size and therefore adequate for current fire administration needs. Relocating to the 2 nd floor would require installation of an elevator. The lower level would not have any fire administration staffing. Advantages • Fire Administration remains within main city campus. • Public will not be confused on location of administration. • Creates a separation between fire administration and fire station #1 operations. • 2nd floor has enough space to accommodate future needs. Disadvantages • Costs for administration to move upstairs (elevator $152,000). • Public would be required to use elevator or stairs for access to the administration level. • There would be no staff on the lower level to greet the public as they enter the building. • Elimination of department training room at station 1. • Security or limiting public access to lower level. Cost: $320,000 to $340,000 C. Relocate to Fire Station #4 and remodel Fire Station #1 The administrative function would be relocated to the north east section of Fire Station #4 which currently serves as a garage and staff quarters for ALF Ambulance (Allina Medical Transportation) and offices for the fire relief and training officers. A draft layout of the proposed administrative functions is attached as Exhibit A The proposed space utilization at Fire Station #4 would be as follows: Future Asst. Fire Chief/ Training Officer 143 Fire Inspector & Plan Review 130 District Chief (shared) 156 Total future 429 Total current and future needs 1,533 Advantages • Fire Administration remains on ground floor. • Cost is lower for remodel and relocation of administration of Fire Stations 1 & 4. • Sufficient space for future growth. • Creates a separation between fire operations and administration. • Fire training room remains in the 2 nd level at Fire Station #1. • Decrease in response times for daytime calls being located in the center of the city for administration staff. Square Footage Current Fire Chief 156 Fire Marshal 143 Fire Inspector 130 Senior Administrative Asst. 88 Administrative Asst. 88 Meeting room 299 Commons area 200 Total current 1,104 Future Asst. Fire Chief/ Training Officer 143 Fire Inspector & Plan Review 130 District Chief (shared) 156 Total future 429 Total current and future needs 1,533 Advantages • Fire Administration remains on ground floor. • Cost is lower for remodel and relocation of administration of Fire Stations 1 & 4. • Sufficient space for future growth. • Creates a separation between fire operations and administration. • Fire training room remains in the 2 nd level at Fire Station #1. • Decrease in response times for daytime calls being located in the center of the city for administration staff. Disadvantages • Fire Administration is moved away from main city campus. • Will be some confusion for public on where administration is located. • Access to /from Ipava Avenue requires traversing the Water Treatment Facility Parking lot. Access to /from 185 Street is limited. Otherissues • ALF Ambulance (Allina) would need to relocate to the Water Treatment Facility. • Fire Relief office would remain at Fire Station 4. • Training Officer -office would remain at Fire Station 4. Architectural services Proposals for Architectural Services were obtained from Tushie Montgomery and Hay Dobbs Associates. Tushie Montgomery designed Fire Station #4 in 2004. Because of their familiarity with the current facility, staff sought their advice in developing the proposed layout, configuration and analysis of Fire Station #4. Tushie Montgomery submitted a proposal of $13,500 for design of Fire Station #4. The firm has provided architectural services for many of Lakeville's city facilities and fire stations in other communities. Hays Dobbs Associates has experience with designing fire stations in other communities. The firm submitted a proposal of $9,800. Construction Management Services Proposals for Construction Management Services were also obtained from Contegrity Group because the firm has already been retained for the Heritage Center project. Contegrity Group submitted a proposal of $3,337 which includes contract development and bid analysis. There would be no cost for inspection services if the project is constructed simultaneously with the Heritage Commons project. Fire Station #1 remodeling If the administration function relocates to Fire Station #4, staff recommends Fire Station 1 be remodeled in 2 phases. The scope of work for phase I is primarily focused on the upper level training area as follows: • Demo of upper level kitchen /storage and bunk room. • Remodel of upper level bathroom. • Build new storage closet, cover all walls with drywall and finish. • Install new carpeting and ceiling tile grid for areas that were remodeled. The scope of work for phase 2 is primarily related to the lower level. It would include the following: • All interior walls in lower level office area be covered with drywall that is finished. • Demo kitchen area and install new cabinets and counters. Existing appliances would be reused. • Update bathrooms with tile, suspended ceiling and lighting. • New suspended ceiling, duct work, and lighting in existing office area. The estimates for remodeling were based on discussions with Stahl Construction and D & D Inspections & Renovations Inc. The estimated cost of phase 2 is approximately $70,000. The staff recommends phase 2 remodeling of Fire Station #2 in 2014 or thereafter, as funding becomes available. Cost: Total 215,015 Cost Fire Station #4 Contracts $ 146,745 Architect 13,500 Construction Manager 3,338 Furniture 15,000 Other 10,000 Total Fire Station #4 188,583 Fire Station #1 - phase 1 26,432 Total 215,015 The Building Fund budget provided $190,000 in 2011 for the remodeling project. Staff is recommending the funds be re- appropriated (carry forward) to 2012. In addition, the proposed 2012 Building Fund provides $25,000 for the retaining wall repairs at Fire Station #3; staff is recommending the funds be re- appropriated to the Fire Station #1 and #4 remodeling project. The Fire Station #3 retaining wall would be completed in 2014 or as funds become available. Recommendation: 1) City Council authorization to proceed with relocation of fire administration functions to Fire Station #4 and phase 1 remodeling of Fire Station #1 in 2012. 2) Retain Tushie Montgomery for architectural services because of their experience with City facilities and especially Fire Station #4. 3) Retain Contegrity Group for construction management services. 4) Fire Station 1 - Phase 2 - remodeling and the retaining wall at Fire Station #3 would be in 2014 or thereafter subject to the availability of funds.