HomeMy WebLinkAbout#07 - Brookfield Building Fit Test-AnalysisSTAFF REPORT
DATE: February 7, 2018
CONSENT #7
AGENDA ITEM: Consultant for Building Fit Test/Analysis
SUBMITTED BY: Kristina Handt, City Administrator
BACKGROUND:
At the January 16th meeting, Council directed staff to obtain quotes for a building fit test/analysis for the
Brookfield building with respect to using it as a fire hall and city hall in the future. The building fit
test/analysis is one of the contingencies in the purchase agreement for 3880 Laverne Ave N. The city has
90 days (April 18th) to complete their due diligence with respect to the contingencies.
ISSUE BEFORE COUNCIL:
Who would Council like to do the fit analysis of the Brookfield site?
PROPOSAL:
Staff was able to obtain quotes from two architecture firms-Leo A Daly and Buetow 2 Architects Inc.
Copies of their proposals are included in your packet.
The proposals are similar in scope of work, timeline (4-6 weeks) and price ($4,750 and $4,900 respectively).
Both firms have done work previously in Washington County on municipal fire stations and city halls.
Staff is recommending Leo A Daly for this project. Since the city has a limited time to complete the work
staff is further recommending Council authorize the Mayor and Clerk to execute a contract for the services
after it has been reviewed by the City Attorney.
RECOMMENDATION:
If removed from the consent agenda:
“Move to direct staff to prepare a contract with Leo A Daly for a building fit test/analysis and authorize
the Mayor and City Clerk to execute the contract after legal review.”
ATTACHMENTS:
• Leo Daly Proposal
• Buetow 2 Architects, Inc Proposal
730 SECOND AVENUE SOUTH
SUITE 1100
MINNEAPOLIS, MN 55402-2455
TEL 612.338.8741
FAX 612.338.4840
www.leoadaly.com
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January 19, 2018
Kristina Handt
City Administrator
City of Lake Elmo
3800 Laverne Avenue North
Lake Elmo, MN 55042
Dear Kristina:
Thank you for inviting LEO A DALY to assist the City of Lake Elmo as you continue your plan to
improve the City’s services and facilities. We are pleased to present this proposal for
professional services based upon our recent and continued conversations.
PROJECT BACKGROUND / UNDERSTANDING
LEO A DALY understands the City of Lake Elmo has nearly completed a municipal facilities
space needs assessment for its City Hall, Fire Station No. 1, and Fire Station No. 2. This study
investigated each building’s physical condition, assessed the space requirement needs for City
Hall and the Fire Department, as well as proposed several conceptual master plan options
which address the growing capital improvements required and solve the shortage of space for
each department. In doing so, creating a civic presence and improving or maintaining the Fire
Department response times were also examined.
Concurrent to the assessment, the City began negotiations for the purchase of the Brookfield
Office Building and its 2.5 acres adjacent to City Hall. An agreed purchase price is in place,
and they City has contracted with SEG to conduct a due diligence review of the building and
property prior to closing on the agreement.
PROJECT OBJECTIVE
Upon purchase, the City will be the landlord until the last of the existing leases expire in June of
2022. In the meantime, the City will move City Hall functions, less the Council Chambers, into
this building. The scope of our proposal is to synthesize all the programming and asset
evaluations completed to date, as it pertains to the Brookfield building and site, into a concept /
fit design and implementation plan. LEO A DALY proposes utilizing a client driven design
charrette process to create and develop up to three options for the site.
We have organized our proposal based upon assessing the results of the future open house,
affirming the space needs report, reviewing the site and building due diligence report,
developing concept alternatives, and presenting creative options to provide a road map for
funding and project delivery. Our approach is as follows:
PROJECT APPROACH
PART A – UNDERSTANDING OF THE EXISTING PHYSICAL CON DITIONS
· Collect and review previous studies from CEG and BKV.
· Analyze the site and its surrounding context in relation to parking, ingress, egress,
separation of user groups, and the civic presence of the site within the city.
· Conduct kick-off meeting to identify goals, schedules, and participants.
LEO A DALY
January 19, 2018
Kristina Handt
Page 2
PART B – FACILITY NEEDS CONFIRMATION (SPACE PROGRA M CONFIRMATION)
· Review and refine the existing program as it relates to possible city department
and staff located at the Brookfield building and site with key leadership.
PART C – CONCEPTS, COSTS, AND FUNDING (SYNTHESIS)
· Host design workshop / charrette with key staff which vets:
o Re-purposing the Brookfield building,
o Site concepts addressing proper site access for various users (general
public, city hall staff, fire department staff, etc.)
o Friendly parking strategies for users and neighbors alike.
o Complementary programmatic relationships inter-departmentally,
between the Brookfield building and any addition, and externally to
the site.
· Develop preliminary costs and implementation schedules.
· Package all information into a clear report for implementation.
· Present to key leadership and city council.
COMPENSATION
Lump Sum Fee: $4,750 (including reimbursable)
SCHEDULE
Part A: Start: February 12 (or upon notice to proceed)
Duration: One week after notice to proceed and receipt
of currant studies
Part B: Start: March 5, or upon completion of Part A
Duration: One to two weeks
Part C: Start: March 12 or March 19
Duration: Two to three weeks
If this meets with your approval, please contact Todd LaVold at LEO A DALY via mail or email
for contract development. We appreciate this opportunity and look forward to working with you.
Sincerely,
LEO A DALY
Todd LaVold
Associate, Senior Architect
tblavold@leoadaly.com