07/19/1994 - City Council SpecialAGENDA
SPECIAL CITY COUNCIL MEETING
TUESDAY, JULY 19, 1994
5:00 P.M.
I. ROLL CALL AND ADOPTION OF AGENDA
II. REVIEW BUDGET FOR REMODELLING AND EXPANSION
OF MUNICIPAL CENTER BUILDING
REVIEW BUDGET FOR PHASE II SITE DEVELOPMENT
III. OTHER BUSINESS
IV. ADJOURNMENT
MEMO TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: JULY 15, 1994
SUBJECT: SPECIAL CITY COUNCIL MEETING /REMODELLING EXPANSION
MUNICIPAL CENTER BUILDING
INTRODUCTION /BACKGROUND
The Steering Committee has been on a dual track to 1) prepare the final design cost and
proceed with bids for the Police Facility addition and 2) work on design and development
and a budget for the remodelling and expansion of the Municipal Center Building.
A separate track the Steering Committee is reviewing pertains to site development. Phase
I of site development was primarily restricted to the footprint for the Police Facility
addition. Phase II of site development incorporates the new parking lot, new roadway
through the municipal campus, storm water utility improvements and the rough grading for
the civic arena site. In addition, demolition of the Orr house and modifications to the
access for the Dakota County Library are included with the site development Phase II.
MUNICIPAL CENTER EXPANSION
The architect, construction manager and Steering Committee have worked in concert to
design the Municipal Center Expansion remodelling consistent with 1) the Police Facility
addition and 2) direction from the City Council. For example, the administrative office
space in the existing building and new addition will be basic sheet rock construction with
carpet, similar to the office space as it exists in City Hall at the present time. The City
Council Chambers and lobby space on both levels of the Municipal Center Building will
have wood wall treatment and upgrade in floor surface to 1) accommodate the heavy traffic
by the public and 2) a statement for a public building. Materials are consistent with those
being constructed in the Police Facility.
The total budget for the Municipal Center remodelling expansion is $2,316,000. This
includes demolition of the Police Department level, a 4,000 square foot expansion on the
north end of the building, new City Council Chambers and remodelling of all lobby and
office areas. Upon completion of the architects drawings, our construction manager, Mike
Stowe prepared a detailed budget analysis. Without any revisions, the project cost for the
remodelling and expansion of the Municipal Building exceeded the budget by $331,623.
Without impacting the integrity of the project any further, the architect and construction
manager were asked to share reasons for the additional cost which appeared to be in the
heating, ventilation and air conditioning (HVAC) in the amount of $180,000. A major part
of the reason for the increase in the HVAC is a direct result of the addition to the north
side of the building. There are also some additional structural improvements not originally
anticipated which, in addition to the HVAC, total a net increase of $389,000 to the original
budget. These improvements include a curtain wall at the north elevation, additional square
footage in the lobby and Council Chambers area, relocation of toilet rooms and other
additions. The increase for HVAC and for additional renovation in the basement totalling
$230,000 is the most significant reason for the budget increase. Every effort was made to
use the existing HVAC system; however, in detailed design the Mechanical Engineers have
advised changes resulting in the increase. The remainder of the budget overage, totalling
$101,623, could be largely eliminated by the following building plan reductions:
• Reduce retaining wall east of building $30,000
• Delete Drug Task Force renovation $25,000
• Pay C.C. Dais from franchise fees $15,000
• Transfer kitchen equipment to FF & E $ 5,000
• Reduce renovation in lowest level $20.000
Total $95,000
Other reductions the construction manager, architect and Steering Committee considered
were as follows:
• Omit stone on Council Chambers Wall - change to brick $32,000
• Reduce amount of wood panelling and replace with
gypsum board in public space areas $40,000
• Delete curtain wall on north side of building and
replace with brick and windows $46,000
• Reduce VAV boxes from one per two offices to ten to
fifteen total $30,000
SITE DEVELOPMENT
The site development, Phase II, includes site preparation, grading, utilities, paving,
landscaping and other (entrance canopy structure and plaza). A total budget allocation of
$800,000 was established in 1992. Considering a 4% annual inflation adjustment through
the 1994/95 construction budget, the community investment fund expense would be
$900,000. It should be noted that the Police Facility basement excavation, callonade
structure and water quality improvements were not considered as a part of the original
budget allocation. These items have been added to the site development, Phase II.
At the special City Council meeting on Tuesday, a scematic design and cost estimate will
be presented for all site work for the north half of the project, which includes the police
facility and municipal center building. Ablob futduregCOmmunity center will also
portion of the site, ice arena, wading pool
be presented.
4T TMMARY
The Steering Committee has been extremely sensitive to the budget throughout the entire
project. The general administration area, as previously tatty d, is
a basic of fi sp 23, B s
adjusting the budget for the Municipal Center
previously stated, the revised budget is $2,552,623. There has not been an effort to use
dollars set aside for FF & E or contingency which amount to $308,000.
Mike Stowe, E & V Construction and Dewey Thorbeck will both be present to discuss the
pro'ee t in furt detail at the meeting on Tuesday.
City Administrator