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Item No. 07D Meeting Date: September 14, 2015 Type of Business: CB City Administrator Review: ______ City of Mounds View Staff Report To: Honorable Mayor and City Council From: Brian Erickson, P.E., Public Works Director/City Engineer Item Title/Subject: Resolution 8453, Approving Public Works Facility Space Needs Study Request for Proposals Introduction The existing Public Works facility was constructed in the early 1960’s and expanded in the late 1980’s. This facility, although functional, is significantly undersized for the existing fleet and staff that work out of this building. Some examples include an undersized maintenance bay, a wash rack cannot be closed during washing operations, and a garage space that is barely large enough to contain the existing fleet. As an example the jet-vac is blocked such that a minimum of 3 other pieces of equipment need to be moved in order to remove it from the building. This delays timely response in the event of an emergency. Discussion As a result, the current Capital Improvement Program (CIP) contains an item for ‘Demo./Const. New Public Works Maint. Facility.’ The design phase is scheduled to begin in 2016, with construction scheduled in 2017. One of the keys to an economically successful design is being able to clearly delineate the size of the facility to be constructed. By performing a space needs study prior retaining a designer; the City of Mounds View will also have a better idea of size and cost for the construction of a new facility. The attached Request for Proposals (RFP) presents a list of tasks that should be accomplished as part of this study. These tasks include: • Task 1 – Review existing facility and fleet. • Task 2 – Prepare a draft study which includes a moderate future planning factor. • Task 3 – Review the draft study with staff. The draft study will be presented at a City Council work session. • Task 4 – Finalize the study and provide final copies to the City. Should City Council decide to approve the RFP, the Public Works Director will forward the proposals to a number of selected consultants. Upon receipt of the proposals, staff will rank them and make a recommendation to the City Council for award. As part of the recommendation Staff will return with a resolution recommending award and amending the budget to fund this work. At this point in time, it is anticipated that the Special Projects fund will be used to complete this project. There is sufficient fund balance to cover this expenditure. A rough schedule for this project has been drafted and is shown below. September 14, 2015 – City Council approves the Request for Proposals (RPF) for the Space Study.