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HomeMy WebLinkAboutJuly 5, 2005 Work Session 590 40th Avenue N.E., Columbia Heights, MN 55421-3878 (763) 706-3600 TDD (763) 706-3692 Visit Our Website at: www.ci.co/Ul11bia-lzeights.I11Il.US Mavor Gary 1. Peterson Councilmembers Robert A. Williams Bruce Nawrocki Tammera Ericson Diehm Bruce Ke/zenberg City ManaCler Walt Fehst CITY OF COLUMBIA HEIGHTS ADMINISTRA TlON NOTICE OF CITY COUNCIL MEETING ************ to be held in the CITY OF COLUMBIA HEIGHTS as follows: Meeting of: Date of Meeting: Time of Meeting: Location of Meeting: Purpose of Meeting: COLUMBIA HEIGHTS CITY COUNCIL JUL Y 5, 2005 8:30 P.M. CONFERENCE ROOM 1 WORK SESSION AGENDA 1. Status Review ofMSC Building Plans (w/Architect) The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activities. Upon request, accommodation will be provided to allON individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for handcapped persons are available upon request when the request is made at least 96 hours in advance. Please call the City Council Secretary at 706-3611, to make arrangements. (TDDI706-3692 for deaf or hearing impaired only) THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER City of Columbia Heights Public Works Department Work Session Discussion Item Work Session Date: July 5th, 2005 ~ Prepared by: Kevin Hansen, Public Works Director/City Enginee~ ITEM: Design Development Review ofMSC Building Plans Background: The MSC building was generally well designed and has served the needs of Public Works and the City. Based upon meeting future City needs, demands, and Public Works operations, a major expansion of the primary facility is not anticipated. But over the course of the last 4 - 7 years, staff has identified significant deferred maintenance and other deficiencies in the MSC building. Addressing theses needs in one comprehensive project is intended to maintain and preserve the use of the facility for the next 25 years, and correct current maintenance deficiencies of the facility. To accomplish this, Public Works has been contributing to the Capital Improvement - General Government Buildings Fund 411 over the last five years to establish funds to provide for the identified maintenance needs for the Municipal Services Center (MSC). As presented in past budget discussions, Public Works proposed to set aside approximately one half the cost of the necessary work and then proceed to plan preparation and construction. Staff has estimated the total cost of the project at $755,000, with more than half or over $400,000 of that now established in the Building Fund. The proposed project schedule has construction plan development early summer, mid summer bidding, and a fall 2005 construction project with completion by the end of the year. A detailed roof analysis was conducted in 2004 that details why the roof cannot be repaired and is in need of replacement. The City also conducted an HV AC study that details the problems we are having with our system, especially in the negative pressures that exist in the building. (Both of these reports were previously distributed to the Council) The Building Official also commented that the negative pressures could draw moisture into the building envelope, further contributing to the exterior degradation of the masonry. Our current electrical service into the building is overburdened and does not have any space for any additional circuits nor expansion. The original project budget only focuses on what we feel are absolute essentials and is not all inclusive of the staff identified, or complete maintenance needs of the building. What is not included in the project budget is environmental issues and hard surfacing of the basement floor, window replacement in the shop repair bay areas, replacing fueling pumps and dispensers, correcting the welding bay ventilation, inadequate on-site conference room space (space needs study recommendation) and replacing the galvanized water lines in the entire building. Analysis/Conclusions: The architectural firm of Buetow & Associates was hired by the City to complete the schematic, design, bidding documents and construction inspection phases of the project. The schematic and design development are now complete and the architect is ready to prepare the construction bidding documents. The schematic and design development has identified a comprehensive list of deferred maintenance needs, HV AC system inadequacies, ADA/code issues and structural needs. These have been categorized in Architectural, Mechanical and Electrical sections. The project architect from Buetow will provide an executive summary review of these items at the Work Session. Work Session 7/5/05 Design development Review of MSC Building Plans Page 2 The architect's team (including mechanical and electrical engineers) reviewed the Building Needs listing and updated the estimated costs. Based upon the architect's estimate of probable cost, staff underestimated the exterior building repairs, HV AC system and balancing, and main building electrical by approximately $145,000 when originally estimating the work. Therefore, staff recommends preparing a base bid at the original project scope and preparing bid altemate(s) for the total recommended work. A cost summary is as follows: Based upon the Architect's building review, investigation and design development, an update of the project cost estimate is as follows: Descriotion 1. Complete Roof Replacement: 2. Building Exterior: a. Repair Deteriorated Masonry, Exterior b. Repainting/coating of Exterior: c. Replace Flashings 3. Gender, ADA and Security Needs: a. Add 3-level elevator b. Add Main Floor Women's Restroom! Changing area c. Add Wash Bay to Basement (Heavy Equipment): d. Building security: card reader system control 4. HV AC System / Balancing Needs: 5. Interior Repairs and Public Access / Electrical: a. Electrical Panel upgrade b. Reconfigure main entrance lobby (Secure access) 6. Architectural: Plans/Inspections 2004 Original Staff Estimated 2005 Architect's Estimate $250,000 $140,000 240,000 200,000 $225,000 260,000 $55,000 $30,000 90,000 55,000 $55.750 Total: $755,000 VI /0 Elevator: 55.750 $900,750 $775,750 (PrOVided bv the Finance Director) Project funding will be from Fund 411- Capital Improvement General Government Building Fund. This fund was originally established in 1986 to cover miscellaneous building, roof and HV AC improvements for the City Hall, Library, and Municipal Service Center. At that time fimds were transferred in from fund balance to cover these projects. When the projects were completed the remaining funds were left in this fund and we continued to make annual transfers into this fund with the intention of building a fund balance to cover future improvements to City Buildings. In 2002 the State Auditor issued a report criticizing cities for maintaining General Fund Balances in excess of 50% of their General Fund budgets and indicated that funds in excess of 50% should be accounted for in a more appropriate manner such as setting up capital or other funds that would account for these reserves in the manner that they would be used in the future. With this directive we reviewed the General Fund balance and transferred $1,140,052 into the Building Fund. In addition to this for the last 5 years (2001 through 2005) there have been annual transfers from the Municipal Service Center fund in the total amount in excess of $400,000 to set aside additional money for the needed repairs on the building. When all is said and done the ending fund balance in the Capital Improvements General Government Buildings Fund as of 12/31/2004 is $3,373,547. It should be noted that of this amount approximately $15,000 is reserved for Murzyn Hall roof replacement. This is money we received from insurance hail damage. Recently, the Library roof, HV AC at City Hall, and the Police Department roof all used this fund to pay for building repairs/maintenance. Attached is a copy of an email from the Building Official regarding the elevator and concrete in the basement floor. While staff supports both of these items, we are recommending the inclusion of the elevator in this work and concreting the basement floor at a later time, possibly in phases. Based upon the Architect's design development report, staff recommends preparing plans and specification with a base bid, without the elevator, with separate add-alternates for the elevator and HV AC radiant heating. Recommended Motion: Authorizing the preparation of final plans and specifications and advertisement for bids for the Municipal Service Center Maintenance Project, City Project 0503. '.'J~'~g~J'il [K~yI6.,H~D:~~6:~'E:~.~([~~~~iE~::~~iI~(6:g,":::.~.:^:,:.,::.~::,":.::::.:::"::,:',' ""'-" From: To: Date: Subject: Larry Pepin Kevin Hansen 6/30/2005 12:22:54 PM Public Works Building Hi Kevin, The requirements for the basement floor being a hard surface comes from the city ordinance which requires hard surfaces for parking vehicles. Bituminous will not be allowed because it is considered a combustible material and the building code requires that garage floors be made of non-combustible material. So in order to meet both requirements concrete is required. We are remodeling the interior space of the public works building to meet the handicapped requirements of the code. This being the toilet rooms and showers. Under this premise it would be wise to make the entire building accessible for the public. Why are we going to the expense of meeting the ADA requirements of the code if the access to the building and spaces does not meet the requirements? An elevator is strongly recommended to be installed. One law suit for ADA compliance could erase all savings for not installing the elevator. You may also want to look at another aspect of providing the elevator. I assume the city is an Equal Opportunity Employer. If this is the case how can you hire support staff with disabilities without making the building accessible? I hope this addresses your questions. If you have any more questions please let me know. Peace, Larry cc: Bob Streetar