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HomeMy WebLinkAboutItem 06.l(0712812010) Item No. JOINT POWERS AGREEMENT TOAUTHORIZE HIRING A CONSULTANT FOR ABLE FIRE TRAINING FACILITY Proposed Action Staff recommends adoption of the following motion: Move to authorize hiring a consultant to perform a Master Planning and Feasibility Study of the ABLE Fire Training Facility. Adoption of this motion will result in Lakeville participating in a study of the Apple Valley, Burnsville, Lakeville and Eagan (ABLE) fire training facility needs. Overview The ABLE Fire Training Facility is established under a joint powers agreement between the Cities of Apple Valley, Burnsville, Lakeville and Eagan. The current fire training structures are located in the City of Burnsville off of Cliff Road. The structures were built in 1987. Each partner city responsible for a proportionate share of the facility costs. The member cities have representation on a steering board. ABLE is seeking authorization from the four partner communities to spend up to $20,000 to hire a consultant to perform a Feasibility Study and Master Planning of the ABLE facilities due to deterioration in the condition of the "burn building ". Lakeville Fire uses this facility extensively and needs the facility to train firefighters. Primary Issues to Consider What are the estimated costs to repair the facilities? What are the concerns with the longevity of facilities? Supporting Information Staff analysis of primary issues. Proposal -- Rick Swisher Architect Inc. Michael Meyer, Interim Fire Chief Financial Impact: $ 5,000 Budgeted: Partial Source: 1300 -6143 Related Documents (CIP, ERP, etc.): ABLE JPA, 2010 Budget Notes: One half of the funds are budgeted. The remainder will be reallocated from within the Fire Department Budget. Council Report Page 2 STAFF ANALYSIS OF ISSUES • What are the estimated costs to repair the facilities? In 2009 an engineer was hired with ABLE funds to perform an evaluation of the ABLE Fire Training structures and recommend needed repairs. Recently ABLE staff obtained quotes for some of the previously mentioned burn facility repairs. The repairs would quickly exceed $100,000 • What are the concerns with the longevity of facilities? The burn facility is used for live fire training. The building is showing signs of its age due to the extreme temperature conditions it endures as well as normal wear and tear. The building may need structural repairs. I �TI Rick Swishier Architect, Inc. 700 W. Pete Rose Way, Suite 343 Cincinnati, Ohio 45203 (Tele.) 513 -621 -0111 • (Fax) (407) 621 -1185 (e -mail) david@rickswisherarchitect.com E -MAIL PROPOSAL � To: Mr. Mike Scott City of Eagan Fire Chief 3795 Pilot Knob Road Eagan, MN 55122 No. of Sheets: 5 Telephone: (651) 675 -5901 Fax: (651) 675 -5910 e -mail: MScott @cityofeagan.com CC: File: Microsoft Word rickC@rickswisherarchitect.com From: David J. Acomb, AIA LEED AP (e -mail: david @rickswisherarchitect.com) Date: July 7, 2010 Subject: Proposal: RSA — Proposal #2010.09.00.c ABLE Fire Training Center 2Master Planning & Feasibility Study Rick Swisher Architect, Inc. (RSA) is pleased to submit a proposal for the above captioned project. This proposal shall be based on the "Scope of Work" listed below and will be considered the basis of our professional services to be rendered. RSA realizes that these services are generally described but expressly includes any ancillary or reasonable inferable services necessary to provide the City of Eagan with a program, master plan and concept site analysis that may assist in the evaluation for the above mentioned project. #100 In order to better understand this proposal RSA has assumed the following: The Fire Training Facilities will be located on two properties in City of Burnsville and the City of Eagan. Four cities that have plans to share the facilities will be stakeholders and will have input into the master planning process. The final master plan will address the current condition of the existing buildings, recommend short terra and immediate requirements, and create a future concept plan with a proposed schedule for adding additional training features with an opinion of costs associated with each feature. City of Eagan. Minnesota RSA PROPOSAL #2010.09.02C Request for Proposal Page 2 of 5 ##200 RSA understands the "Scope of Work" to be as follows: 01.0 The scope shall include assessing the three current buildings located in the City of Burnsville for their future feasible use. These include a training tower, burn building and garage as well as a confined space area. The bulk of this assessment will be done by Elliott, Leboeuf & McElwain Inc. (ELM) and they have offered options for the extent of detail and services required in their assessment. The plans is for preserving the current three story tower and construct a new class "A " burn facility attached to the tower. See attached ELM proposal. 020 Survey: Prior to an in person meeting, RSA and ELM will distribute a survey to stakeholders identified by the committee. This will allow us to gather and organize relevant data and information for a programming session. This process will save time and better organize the programming session. Additionally, we understand that ABLE will be surveying regional fire departments and public safety organizations to gauge their interest in rental use or involvement with the development of the ABLE training facilities. RSA's scope will include assisting ABLE with evaluating and organizing the results of their survey. RSA Fixed Fee: $1,000.00 03.0 Master Planning I Programming Charrette: An in- person programming meeting with stakeholders identified by the committee. We will review and identify existing solutions and future training options and organize them into a written and graphic master plan. At the end of the programming session we will have developed consensus and options among the team. RSA Fixed Fee: $3,000.00 04.0 Master Planning Documents: Using the information developed in the Programming Charrette, RSA will organize the data and information provided by ELM into rendered site plan for each site accompanied by a breakdown of each training element with a conceptual opinion of probable construction costs . RSA will work with a professional cost estimator and /or local contractors selected by the Owner to determine the probable construction cost for each option and training prop. RSA Fixed Fee: $5,000.00 Concept Presentation / Illustrations: At the request of the Owner, concept illustrations of a chosen option can be generated to illustrate the potential for the project. As these renderings can be done in a variety of ways, I recommend that this scope be discussed with the Owner separately and handled as an Additional Service. I will show examples of different presentation techniques with representative costs. Optional Additional Services: Services that are not included in the Basic Scope of professional services as outlined in this Proposal, but which may be provided as an optional Additional Service if requested by the Owner, include: • Consultant preparation of site surveys and / or geotechnical / environmental testing reports. • Preparation of Architectural renderings, models & presentation drawings. • Additional meetings and 1 or presentations with city officials. City of Eagan, Minnesota RSA PROPOSAL #2010.09.02C Request for Proposal Page 3of5 The Consultant cannot author or execute any documents that would certify, guarantee or warrant the existence of conditions whose existence the Consultant has not contracted to assertion or over which the Consultant has no control. #300 Based on the above "Scope of Work" and the current information available at the time of this proposal, RSA's fees for professional services will be as follows: A. Survey / Charrette Document preparation ..................... ..............................$ 1,000.00 B. Master Planning 1 Programming Charrette: ................. ............................... $ 3,000.00 C. Master Planning Documents: ...................................... ............................... $ 5,000.00 TOTAL FOR SCOPE OF RSA WORK SERVICES ............. ..............................$ 9,000.00 TOTAL FOR SCOPE OF ELM WORK SERVICES ...................... $11,000.00 (Attached) This Proposal is valid for sixty (60) days from June 25, 2010. Attachment "A" is included as part of this Proposal. Rick Swisher Architect, Inc. appreciates this opportunity to work with the City of Eagan, the Eagan Fire Department, City of Burnsville, City of Apple Valley and City of Lakeville and ABLE stakeholders on this master plan. Respectfully yours, Rick Swisher Architect Inc. David J. Acomb, AIA LEED AP Executive Vice President Attachment A: Fee Schedule (January 01, 2010) Attachment B: Proposal Elliott, Leboeuf & McElwain Inc. CC: File: City of Eagan, Minnesota Request for Proposal RSA PROPOSAL #2010.09.020 Page 4 of 5 ATTACHMENT " A " RICK SWISHER ARCHITECT, INC. Hourly Rate Schedule as per January 01, 2010 Principal Architect ........................................................................ ............................... $ 185.00 /Hour ProjectArchitect ........................................................................... ............................... $ 125.00 /Hour Senior Project Manager ............................................................... ............................... $ 95.00 /Hour ProjectManager ..................................................................... ............................... $ 85.00 /Hour InteriorDesigner ........................................................................... ............................... $ 85.00 /Hour Senior CAD Technician ................................................................ ............................... $ 60.00 /Hour CADTechnician ........................................................................... ............................... $ 50.00 /Hour Junior CAD Technician ................................................................ ............................... $ 42.00 /Hour WordProcessor ........................................................................... ............................... $ 38.00 /Hour All In -House printing will be provided at an additional cost based on $ 2.00 per 8 1 /2" x 11" standard color copy, and $ A5 per 8 -1/2" x 11" standard black and white copy. Standard Reimbursable expenses as listed but not limited to: Long Distance Telephone Calls, Postage and Facsimile Calls (direct expense) Auto Travel to Local Site ($25 per trip) Auto Travel Outside Local Area ($ 0.50 per mile) Air Travel — Lodging - rental car (included in fixed fee) Blue Printing, Binding and CAD Plotting (direct expense) Electronic files to Disc Colored Copies (direct expense) All Consultants — Reimbursables Rick Swisher Architect, Inc. will not be responsible for errors and omissions from any consultants involved with this project and will be held "Hold Harmless" in all law suits concerning related consultant, but not limited to the specific consultants provided proposal. City of Eagan, Minnesota RSA PROPOSAL #2010.09.02C Request for Proposal Page 5of5 Project Proposal Approval Form Owner: ABLE Project Name: New Fire Training Facility Concept Analysis Proposal Date: July 16, 2010 Estimated Project Fee: RSA Fixed Fee, $ 9,000.00 plus reimbursable expenses. ELM Fixed Fee, $ 11,000.00 plus reimbursable expenses. Proposed Start Date: Upon Authorization to Proceed Owner authorizes the Consultant to proceed with the project in accordance with the attached Proposal of Professional Services. Owner approves this Proposal and grants Rick Swisher Architects, Inc. permission to proceed with this project by signing in the space indicated below. Acceptance is limited to the terms stated within the Proposal unless noted otherwise. OWNER REPRESENTATIVE Signature Printed Name Title Date David J. Acomb, AIA Executive Vice President Rick Swisher Architects, Inc. Signature David J. Acomb Executive Vice President Title 07 -16 -2010 Date Please sign both copies, keep one copy for your files and return one copy to me.