01-27-25 - 2- Council WS and Regular Meeting

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PROJECT APPROACH BASIC PROJECT UNDERSTANDING The Public Works department currently occupies the existing Public Works Building (Built in 1971) and the former City Hall offices as well as several pre-engineered metal buildings, sheds, and mobile buildings. The City would like to make improvements to the operation within a set budget, schedule, and scope parameters. The primary goal for the project is to provide a consolidated facility, sized appropriately for operational needs. The benefits of this goal include: 1. Vehicles kept inside are less problematic in cold weather conditions and require less start-up time and prep in a snow and ice event. In addition, staff are better able to troubleshoot and address concerns and problems as they arise in a controlled environment. 2. The condition, maintenance requirements, security, and longevity of the fleet will be improved. 3. Consolidating operations in one building eliminates the need to maintain separate mechanical/electrical systems in multiple buildings. Newer buildings are dramatically more energy efficient in terms of insulation, lighting, water use, etc. making the operating cost per square foot lower. 4. A newer building addresses current code and OSHA compliance issues within the existing operation. There are several items on -site that have been identified as key considerations in previous study and planning exercises. These include: 1. The existing salt and brine building 2. Cell phone tower 3. Emergency generator/vault 4. Adjacent city -owned property (including ball fields and park) 5. Buried septic and well Any site review effort should consider how best to save and utilize these on -site features. However, the project will allow for the removal and/or relocation of some or all of these to accommodate the long-term vision of the department. In addition, while the design team and Construction Manager will carefully plan for and consider careful phasing of the project, the City does have a realistic expectation that some operations will have to move off -site temporarily to facilitate new construction. PROPOSED APPROACH Our team approach to your Public Works project will include "Preliminary Design": Pre -Design, Schematic Design, Design Development, "Design for Construction": Construction Documents, Bidding, and Construction Administration. In the following pages we have provided a summary of the process and the critical tasks which will be accomplished throughout the phases of the project. We have also outlined a proposed schedule, following the project approach summary, with associated meetings and milestones for your consideration. We would like to emphasize that the schedule is an initial proposal and the dates noted are flexible to meet the needs of all the City Stakeholders. Some key design factors include: 1. Provide space programming that includes long-term planning forecasts to right size the facility for current and potential future needs. 2. Site access, vehicular circulation, and overall traffic flow. 3. Provide natural lighting throughout the facility. 4. Provide comfortable finishes and furnishings while maintaining a high-level of durability. 5. Provide adequate air ventilation, specifically at the vehicle areas. Ensure proper separation between vehicle and office/staff areas. 6. Overall office, shop, wash bay, and maintenance operational needs. 7. Vehicle and equipment storage requirements. 8. Provide safe but usable "common sense" security measures for staff, equipment, and materials. 9. Conveys the message of being a community service. 10. Provide design flexibility to adapt to the changing nature of the Public Works over time. The project represents an important step for the department and for the City. It is critical that the entire project team is confident from a programmatic and financial standpoint before moving forward with the design. One way to accomplish this is to engage in a structured predesign phase prior to schematic design. This predesign phase is like a master planning exercise where the team reviews the project holistically to establish design parameters and metrics for all future decisions. We have had the good fortune to work with a number of cities, states, counties, and agencies who employ a predesign process which outlines the critical and important issues to ensure a successful project, and we have developed our own workflow based on these experiences. The first step is direct engagement with staff through department interviews. These interviews establish a baseline of spaces and design criteria including: • Space Size • Adjacencies • Fixtures and Equipment • Architectural Finishes • Lighting • Mechanical/Electrical Systems • Technological Requirements • Special Criteria PROPOSAL FOR PROFESSIONAL SERVICES FOR THE LINO LAKES PUBLIC WORKS FACILITY OERTEL ARCHITECTS- 10