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12/21/1993 - City Council Special AGENDA SPECIAL CITY COUNCIL MEETING Tuesday December 21, 1993 5:00 p.m. Eagan Municipal Center Lunchroom I. ROLL CALL & ADOPTION OF AGENDA II. MUNICIPAL CENTER/POLICE BUILDING PROJECT III. OTHER BUSINESS IV. ADJOURNMENT MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: DECEMBER 20, 1993 SUBJECT: SPECIAL CITY COUNCIL MEETING A Special City Council meeting is scheduled for 5:00 p.m. on Tuesday, December 21, 1993 in the lunchroom of the Municipal Center building. The purpose of the meeting is to review a revised description of the schematic design,per efforts of the Steering Committee, architect and construction manager, and the revised budget as directed by the City Council. Since the December 7 City Council workshop, the Department Heads met on December 10 and an all day Steering Committee meeting was held on Monday, December 13. The budget considerations and schematic design revisions for the Municipal Center/Police Building Project were divided into two (2) categories, essential and options. Essential Basic Police •Space to Year 2010 needs •Minimal basement •Precast concrete and brick in lieu of stone •Minimal mechanical/electrical systems Basic City Hall •Space to 1993 needs •New entry/lobby from south •Minimal basement remodeling •Precast concrete and brick in lieu of stone Options •Design Police for future expansion on second floor (structural cost) •Increase quality of Police mechanical and electrical systems •Stone screen wall around generators on west side of Police •New Council room at entry level -new mechanical space -lunchroom on top related to community room •Future expansion -full basement under Police (add 12,000 square feet) -Phase III expansion for City Hall (add 4,000 square feet) •Fitness center in lower level of City Hall with showers/lockers •Sunken courtyard with lunchroom in lower level •Material options -Use stone in lieu of precast concrete on exterior •Police options for reductions beyond basic -Reduced use of burnished block -eliminate raised floor in Dispatch •City Hall options for reductions -Reuse existing lighting in ceiling system The architect, Mr. Dewey Thorbeck of Thorbeck Architects, has provided detailed information in a document entitled "Report to the City Council" that includes: 1) Phase I Police building schematic design; 2) Phase II City Hall schematic design; 3) Phase III City Hall addition; 4) Fire Administration; 5) budget consideration; and 6) site plan, building elevations, a flow chart and additional drawings that lay out the office space and functions. This information is enclosed and referenced as page numbers / through / 9 Cost Analysis Mike Stowe, E& V,was confident that detailed cost estimates could be developed to create a budget for consideration by the City hCouncil at Tuesday's workshop. Unfortunately, , Mike's brother passed away Wednesday evenin g, December 1 5, which has taken him out of state to LaCrosse, Wisconsin and Chicago, Illinois to be with family. The funeral is today, Monday, December 20. Project Coordinator, Doug Reid, has been working with other personnel in Mike's office in an effort to assemble the budget information in Mike's absence. The final numbers will be reworked Tuesday, December 21, and presented to the City Administrator tomorrow afternoon in preparation for the Special City Council meeting. Due to the funeral and the fact that Mike has been the lead person, having attended the all day Steering Committee meeting, we were unable to provide the budget revisions in time for the Administrative packet. Summary The Steering Committee had an excellent meeting on Monday, December 13. Department Heads, the architect and the construction manager provided many good ideas that will maintain excellence in service delivery, both internal and external, while reducing the cost impact of the overall building program. By dividing the project into essential and options, the choices are for the City Council to make regarding a separate community room that provides service to the community, additional building expansion in 1994 as opposed to some later date, and many other considerations. This information r n s will be presented ted at the meeting on Tuesday in hopes that direction can be given to the architect and construction manager regarding the proposed building project. /S/ Thomas L. Hedges City Administrator Thorbeck Architects Ltd. Report to the City Council CITY OF EAGAN December 21, 1993 To: City Administrator Tom Hedges Mayor Tom Egan Councilmember Patricia Awada Councilmember Shawn Hunter Councilmember Sandra Masin Councilmember Ted Wachter From: Dewey Thorbeck PHASE1 - POLICE BUILDING (SCHEMATIC DESIGN) General The Police Building has been carefully designed for maximum efficiency of operations for patrol,detention, investigative,and administrative functions. A number of meetings with Chief Geagan,Captain Swanson, Staff,and Steering Committee have been held to develop the Schematic Design,as well as several previous reviews with the City Council in it's selection of Alternate#5A. Based on the Alternate#5A footprint,the Police Building has been designed to physically connect with the existing Municipal Center building and uses the same brick,stone,and pre-cast concrete to harmoniously create the appearance of a single building with multiple parts. Even though the entrance is oriented toward the new public entrance to City Hall,the Pilot Knob and Westcott elevations are designed to be attractive "fronts"as much as service and staff entrances. A landscaped tree windbreak is proposed at the corner of Pilot Knob and Westcott to orient the public to the entrance boulevard and shield the police parking from winter winds. Night lighting is proposed to highlight and dramatize the Municipal Center as the symbol of government service for the people of Eagan. The Entry Level contains all of the uniformed officer functions,detention area,lobby,and dispatch. The second floor contains the administrative,investigative,Drug Task Force,lunch room and conference rooms. The two floors are integrally locked together for functional and security reasons,so that activities on the second floor can relate vertically to functions below. For example,if someone is arrested in the investigations area,they can be brought down directly to the detention area without moving through other functional areas. An electronic file relates the clerical area on the 2nd floor with dispatch on the 1st floor. As currently designed,the Police Building,from a functional point of view,would rank with the best police facilities in the Twin City area.From a cost point of view,the facility has been designed more in the average price range for durability and low maintenance cost,yet uses common materials which will be attractive initially as well as in the long-run. Mike Stowe,the Construction Manager,has been closely involved in value-engineering of the design and related costs. The design contemplates the following materials and systems: SITE (being developed separately by the City) 1. There are several entrance and exits to the police parking lot to insure immediate access and egress to and from the site if one of the entrances is temporarily blocked. 2. There is public parking located near the public entry. 3. Parking for 75 cats are to be located in the police parking areas that provide some security from vandalism. It should be well lighted and have plugs for 20 cars(10 posts), with TV surveillance. The design purposes 45-50 spaces for squad cars and employees on the north side and 25-30 spaces on the south side. 1409 Willow Street / Minneapolis, Minnesota 55403 / 612-871-7979 / Fax: 612-871-8088 4. A lighted flag pole should be near the public entrance. 5. An illuminated building identification sign should be installed. 6. Exterior lighting should enhance the night-time appearance and functional use of the Police facility by the public during night-time hours. ARCHITECTURAL 1. For security and sound control,all interior partitions should carry to the underside of the structure above. Sound isolate all offices and conference rooms. 2. Vision panels in all office doors. 3. All interior circulation areas to have a hard,scuff resistant surface to just above belt height or above. Burnished concrete block is proposed for the Entry Level,and gypsum board partitions with a wood gun rail is proposed for the Upper Level. 4. All main corridors will be 6'or more wide. 5. Exterior glass on the entry level will be laminated safety glass. Venetian blinds will be provided for night-time control of vision into the police facility. 6. Windows are to be placed so that the occupants will not be silhouetted as they work. 7. Carpet to be used throughout for floors in offices,corridors,briefmg,lockers,etc. 8. Six compartment gun lockers are to be located next to all doors entering the detention area. 9. All doors are to be solid wood and sound proofed between administration and processing areas. Utilize heavy duty hardware throughout. 10. Sound transmission from the detention area to other parts of the building will be prevented. 11. Durable,easily cleaned floor materials,like quarry tile,should be provided in the lobby, and in corridors connecting the staff entry to lockers,report writing,and detention. 12. A raised floor system to be used for dispatch to permit easy access for maintenance and modifications. 13. Systems furniture and partitions to be utilized in the clerical,investigative,and drug task force areas. 14. Provide a 2 x 2 square edge lay-in acoustic ceiling system with 2 x 2 parabolic,energy efficient light fixtures throughout. 15. An electronic file system is proposed for active and"hot"files to vertically connect dispatch with clerical on the 2nd floor. 16. Millwork is extensive throughout the project for proper storage in the garages,detention, evidence preparation,lobby,briefing,and report writing. It is less expensive in most cases,to design millwork rather than to purchase ready-made equipment. 17. Exterior to be brick,stone,and pre-cast concrete similar to existing Municipal Center. Curtain wall to be used at Lobby and 2nd floor office area for aesthetic and image reasons to portray Police as friendly,open,and service oriented. Aluminum window frames are proposed throughout. Z 18. Lobby interior is proposed to have quarry tile floor,wood paneling on walls,with built in millwork to match. 19. Provide signage system throughout consistent with interior design concept. 20. Toilets to have full height 2 x 2 ceramic tile on walls and floor with metal partitions and mill work vanities. 21. Provide hydraulic elevator-2 stop,2,500#(assuming no full basement). 22. Detention area to be Class III,Municipal Facility, and have vinyl tile in all areas except cells. Cells to have concrete beds,and concrete floors and ceilings with epoxy paint.Provide panic alarm kick strip in corridors,and surveillance cameras,all as approved by Department of Corrections. 23. The lower level will be minimal for tactical training,mechanical room,electrical room,radio equipment,and boiler. A corridor will connect to the lower level of City Hall. ELECTRICAL 1. Use CRT type light fixtures,if budgets allows,in office areas to minimize glare and reduce eye strain. 2. Use indirect lighting in office and public space where space and budget permits. This would allow lower light levels and yet create a better working environment. 3. Dispatch lighting would include dimming control for all fixtures. This would allow each worker to set their level of preference to reduce stress. 4. Emergency diesel generator with sound attenuated enclosure and critical exhaust silencer. Remote monitor panel would be installed in Dispatch Room. Equipment to be served by generator unit will be determined in the Design Development stage. 5. Occupancy sensors would be used in individual office space for lighting control and energy saving as an add alternate in the bidding. 6. Multi-level corridor switching would allow for low level lighting during night time hours. This would permit free circulation in building. 7. Fire alarm system would be used through building. System would meet Americans with Disabilities Act(ADA)requirements. System would consist of heat and smoke detectors, manual pull stations,horn/strobe units with main control panel in Dispatch Room. 8. Provide space in main distribution switchboard for building completion of unfinished basement. 9. Building auxiliary systems. A. Rough-in for several building auxiliary and outlet boxes only for the following systems: 1) Telephone 2) Cable TV 3) Computer 4) Security Cameras and Monitor 5) Radio Transceiver System Systems would be furnished and installed by others. 3 B. The following auxiliary system would be built with building: 1) Garage Door Monitor-Release System 2) Cell Door Monitor System 10. Clocks to be 24-hour dial battery type. Clocks to be located in the Design Development Phase floor plan. 11. Transient voltage surge suppresser receptacles would be used for office type electronic equipment. This would eliminate the individual portable power taps at each desk. 12. New electric service and switchboard for Police Station Building only. MECHANICAL 1. Plumbing A. Internal roof drainage system to storm sewer 5 feet beyond building foundation. B. Internal overflow roof drainage system to storm sewer 5 feet beyond building foundation. C. Sump pump for building drain tile system with discharge to storm sewer. D. Sump pump for elevator hoistway with discharge to sanitary drain. E. Sanitary waste and vent system for detention area to include correction facility type stainless steel combination fixtures and floor drains with flushing system and accessible traps. Domestic water supply system with separate soft water heaters. (Soft water will be provided from existing City Hall system). Piping system risers will be accessible for servicing from outside the cell. Separate shutoff isolation valves will be provide for each fixture. F. Sanitary waste vent and domestic systems are to be provide for flush valve type ADA plumbing fixtures in all other areas. G. Area drains to a flammable waste and sand trap at garage areas. 2. Automatic Fire Sprinklers A. Complete facility will be sprinklered. B. Separate system riser will be used for the detention area. All detention area heads area to be security type. C. A pre-action system will be used for the Dispatch Area Rooms. 4- 3. HVAC A. Two(2)hot water boilers for air handling unit coils,VAV zone damper coils and baseboard radiation at the second floor curtain walls. B. Chilled water cooling with air cooled cold generator/remote evaporator. C. Constant volume air handling unit for detention area with smoke removal sequence. D. Constant volume stand-alone air conditioning unit with remote dry cooler for Dispatch Area and support moms. Raised floor plenum supply air distribution system with high return(s). E. Variable air volume air handling unit with ducted positive return for other finished areas with VAV valves and zone area hot water coils to obtain reasonable comfort levels. Options to Reduce Costs 1. Burnished concrete block is proposed throughout the Entry Level. Costs could be reduced by using burnished block on the corridors and gypsum board partitions between the offices. 2. Costs could be further reduced by utilizing gypsum board partitions throughout the Entry Level accept in corridors and in the detention area. This will result in higher maintenance costs. 3. Reductions in Mechanical and Electrical Construction costs by 10%. 4. Eliminate raised floor in Dispatch. 5. Use pre-cast concrete instead of stone at entrances. 6. Eliminate second floor structural design for future expansion/planting. 5 PHASE II - CITY HALL (SCHEMATIC DESIGN) General The existing Municipal Center building is proposed to be remodeled and renovated in Phase II(after completion of the Police Building)to provide a new public entrance from the south oriented to a new public g) P P p parking/plaza area related toward a future community center south of the interior boulevard. A new two-story lobby has been created with a large and gracious stairway connection from the Entry Level to the Upper Level. A new information desk/switchboard is proposed to be located in the new lobby adjacent to the public entrance. Public access to departments is proposed through a glass door opening to an inner lobby and open service counter on each floor. The existing elevator can be reused(with minor ADA modifications)as a public elevator. The new lobby and corridor extensions on both floors are proposed to have quarry tile floors and wood paneling on the walls. Signage,display cases,waiting areas are proposed to be built-in using matching materials. Lighting will be carefully integrated to enhance the night-time appearance and functional use by the public. The overall ambiance will be a warm,friendly space reflecting its purpose to serve the public. The office areas are proposed to have a new 2 x 2 acoustical tile ceiling with CRT Type energy efficient and glare reducing light fixtures. Offices that need sound attenuation will have gypsum board partitions extending to the structure above. Maximum use of systems furniture is proposed for flexibility and efficiency. On the Entry Level(formerly the police area)new windows will be cut into the walls to match windows on the second floor. Aluminum frames are proposed for all new windows. The Lower Level(basement)will be minimally remodeled only as necessary to meet programmed used with maximum re-use of existing walls and finishes. An option sunken courtyard is proposed on the south side to bring natural light and access to an outdoor space for potential functions and human uses on the Lower Level. This courtyard will also allow flexibility for common functions like City Hall lunch room/meeting space, community meeting rooms,or leased space to civic organizations. The lower level is connected by a corridor to the lower level of the Police building. Phase II will provide space for 1993 space needs as follows: Existing 1993 2010 Administration 1143 2008 2128 Finance 1321 1828 2304 Parks and Recreation 826 2088 2264 Engineering 1189 2700 3286 Community Development 1723 328. 3684 6202 11,628 13,666 11,628 Net Square Feet x 1.22= 14,186 Gross Square Feet,which is what is provide in the Schematic Design. It is proposed that space for 2010 be provide in the Phase III Expansion. Several options are available for City Council decisions: 1. Option for a new City Council Room on the entry level. This option will make the City Council room much more accessible to the public,provide better television coverage,and symbolically locate this public meeting room at the apex of the Municipal Center complex. The existing Council Room is proposed to be converted into a community/meeting room with kitchen and storage facilities for tables and chairs to provide multi-use flexibility. 2. Option to construct a City Hall lunch room partially over the Council Room,with a connection to the Community Room and shared use of kitchen facilities. 3. Option to include sunken courtyard to the Lower Level. This option provides natural light which will provide flexibility for human uses now and in the future. 4. Option to utilize the existing ceiling and lighting system in lieu of new ceiling and lighting. This could also include reuse of exiting doors,toilet fixtures,and the like. We do not recommend this option. The current cost estimate for City Hall is based on materials and systems as follows: SDI, (being developed separately by the City) 1. Illuminated signs to clarify public entrances to Municipal complex and parking areas. 2. Boulevard and parking lot lighting. 3. Landscaping to set and example for Eagan commercial buildings. ARCHITECTURAL 1. Excavations,new planting and sod,and brick faced retaining walls as necessary for providing windows into occupied space on the entry level on the east and north sides. 2. Exterior brick,stone,and pre-cast concrete to match existing building and Police facility. 3. All doors to be solid wood with heavy duty hardware. 4. Durable,easily cleaned floor materials in public areas. 5. Good quality carpet in all office areas. 6. Toilets enlarged to meet ADA requirements with full height ceramic tile,new partitions, vanities,lighting, and fixtures. 7. Millwork for service counters and special storage requirements. 8. Systems furniture and partitions to maximum extent. 9. New 2 x 2 acoustic ceiling with 2 x 2 parabolic light fixtures. 10. Revamp existing elevator as required for ADA. 11. Glass doors separating outer lobby from inner lobby on each floor. ELECTRICAL 1. Change all fluorescent light fixtures to new units with higher efficient lamps and electronic ballasts. 2. Use CRT type fixtures in office area to minimize glare and eyestrain. 3. Existing generator would be reused to serve building. 4. Install more light switches in building to help reduce energy costs. 5. Connect new air conditions to main switchboard. New fused switch will be required. 6. Replace fire alarm system to comply with ADA. 7. Add time delay to existing transfer switch for flexibility and change. 8. Add shunt trip system to existing elevator feeder. 9. Replace exit lights to comply with new energy standards. 10. Upgrade outlet system to accommodate systems furniture. MECHANICAL 1. Plumbing A. Revise Plumbing system to accommodate new toilets for entry and upper levels and upgrade fixtures to meet ADA requirements. 2. Automatic Fire Sprinklers A. Revise coverage and heads at lower level required by new interior design. Add sprinkler zones and distribution system for entry level and upper level. 3. J-IVAC A. Revise existing heating and cooling zones,air and hot water distribution system and terminal devices to accommodate new interior design each level and provide additional control areas for improved comfort. B. Upgrade existing air handling systems to meet current codes and standards for ventilation air,indoor air quality,energy efficiency and to improve space comfort. C. Add additional HVAC equipment for new Council Room(if included)and new lobby area. D. It is expected that additional boiler capacity,cooing capacity and ventilation air may be required. E. Additional study of existing systems is recommended to allow for greater utilization of existing mechanical equipment. 2 PHASE II1 - CITY HALL The Schematic Design drawings illustrate a 4,000 SF addition on the north side of City Hall for expansion of offices to the year 2010 on the Upper Level for City Administrator,Finance,and Parks and Recreation; and on the Entry Level for Engineering and Community Development. Space could also be provided for a possible Legal Department with this expansion. This expansion is recommended to be on two levels in order to provide horizontal connection to each department for efficiency of operations. This addition also provides the opportunity for a new glass exterior expression on the north side of the City Hall to create a stronger visual image toward Westcott Avenue,and visually connect with the Police facility. It should be noted that the cost for construction of Phase III on the north side of the existing City Hall is about the same as constructing finished basement space under the new Police building. FIRE ADMINISTRATION OFFICES (FUTURE CONSIDERATION) General The Fire Department needs approximately 8,000 GSF of space for the year 2010 and would like to be included as part of the Municipal Center with their Administrative offices and training facilities. As stated in their November 18, 1993 memorandum to the City Council,their first preference is a new facility south of the new Police building with a common lobby shared with Police. They state that this decision could be delayed up to 5 years. There may be some poor soil under this location and soil borings will verify the condition. The current budget estimate for this alternative is$770,000. Two other alternatives have been discussed: 1. Leave Fire Administration where it is and remodel and add to the building. Currently the Fire Department is utilizing 3,950 GSF of the 5,974 GSF building. A 30 x 100 addition could be added on the north end providing and addition 3,000 SF for a total of 6,950. This is smaller than the year 2010 needs,but could be remodeled with a new addition in the$400,000 budget estimate range. 2. Locate Fire Administrative Offices in the lower level of the City Hall building. The space is adequate,but rejected by the Fire Department. This option is no longer being considered. to BUDGET CONSIDERATIONS In order to provide budget and design options for the City Council,the cost estimates being prepared by E&V Inc.are being organized as an E,sential Basic Police Building,and Essential Basic City Hall remodeling. The Options are listed for City Council Consideration which add to the basic package,along with several items which would further reduce the basic package. ESSENTIAL OPTIONS Basic Police • Design Police for Future Expansion on 2nd Floor(Structural Cost) • Space to Year 2010 needs • Increase Quality of Police Mechanical • Minimal Basement and Electrical Systems • Pre-Cast Concrete in Lieu of Stone • Stone Screen Wall Around Generators on • Minimal Mechanical/Electrical Systems West Side of Police • New Council Room at Entry Level - New Mechanical Space Basic City Hall - Lunch Room on Top Related to Community Room • Space to 1993 needs • Future Expansion • New Entry/Lobby from South - Full Basement Under Police(Add • Minimal Basement Remodeling 12,000 SF) • Pre-Cast Concrete in Lieu of Stone - Phase III Expansion for City Hall (Add 4,000 SF) • Fitness Center in Lower Level of City Hall with Showers/Lockers • Sunken Courtyard with Lunch Room in Lower Level • Material Options - Use Stone in Lieu of Pre-Cast Concrete on the Exterior • Police Options for Reductions beyond Basic - Reduced Use of Burnished Block - Eliminate Raised Floor in Dispatch • City Hall Options for Reductions - Reuse Existing Lighting and Ceiling System The Schematic drawings illustrate Thorbeck Architects'recommendation for Phase I,II,and III which makes most sense utilizing the same criteria that the City Council used in selecting the Alternate 5A footprint. 1. Public/Customer Service • Accessibility to Departments • Image of public service • Parking availability • Availability of meeting rooms to public Il 2. Function/Staff Operations • Department organization • Security • Efficiency of operations • Quality of work environment • Availability of Staff parking/vehicular access 3. Costs • Balances needs with budgets • Short-term vs.long-term • Quality and durability 4. Site/Community Image • Fit with Master Plan ter as P an conce pt • Views from Pilot Knob &Westcott • Clear site circulation • Usefulness b y community • Image comparable to quality in Eagan 5. 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