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City Council Agenda Packet 07-28-2008 SpecialAGENDA SPECIAL MEETING - MONTICELLO CITY COUNCIL Monday, July 28, 2008 - 5 p.m. Mayor: Clint Herbst Council Members: Wayne Mayer, Tom Perrault, Brian Stumpf and Susie Wojchouski 1. Call to Order. 2. Facilities Planning -Request for RFP 3. Adjourn Special Council Agenda: 7/28/08 2. Consideration of authorizing distribution of request for proposals on preparation of a facility needs study City Council is asked to review the attached listing of projected facility needs in upcoming years and authorize completion and distribution of an RFP for the purpose of studying and addressing both short and long term facilities. Put another way, the City through the RFP process would be seeking a consultant that could identify our needs and prepare a plan that identifies a path for efficiently using existing and future facilities over time. The need for this plan is clear as we have a number of departments that will need to expand at some point in the near future. At the same time, we have to be careful with spending and therefore it is important that plans for facility development are well orchestrated and optimize existing land and facilities. This information is of critical importance to preparation of a sensible financial plan for the City. Attached is a summary prepared by Tom Kelly that provides a general summary of each facility need. Budget Impact Completing the RFP process in 2008 does not cost much and given time lines, it is likely that the actual study would not be completed unti12009. Therefore it is projected that the cost to complete the study would be included in the 2009 budget. We could use the RFP process to further define the cost to complete the study with actual authorization to spend the money at some point in the future. Having a clear path on facilities development could save money over time by reducing waste of existing space/facilities and by properly identifying priorities for investments. Moreover, it is possible to improve service and operational efficiency through development of well designed facilities etc. B. ALTERNATIVE ACTIONS: 1. Motion to authorize completion of a Request for Proposal process seeking a consultant to conduct a Facility Needs assessment. 2. Motion to deny... C. STAFF RECOMMENDATION: Staff recommends Alternative #1 for reasons stated above. D. SUPPORTING DATA: Facility Needs Summary. REQUEST FOR PROPOSALS: CURRENT FACILITIES AND SPACE NEEDS ANALYSIS OF CITY OF MONTICELLO FACILITIES July 29, 2008 1. SUMMARY The City of Monticello is seeking proposals from qualified architectural/engineering firms to perform a `Current and Future Facilities and Space Needs Analysis' of all City Facilities including: 1) City Hall/Administrative Offices/Meeting Spaces/Council Chambers, 2) Fire Station/Fire Training Facility, 3) Community Center/Office Space/Meeting Spaces, 4) Department of Motor Vehicle Facility, 5) Liquor Store Facility, 6) City Hall Storage Garage, 7) Library, and 8) Incorporate the recently completed Public Works Facility Analysis. These facilities are at various locations within the City. The analysis to be completed would consist of a formal report to the City Council that outlines and critically comments and makes recommendations on the following items: • Review and provide commentary on the current overall facility layouts; provide figures, layouts and summary comments on efficiencies, durability and code compliance, etc. Identify positives and negatives. • Review the Facilities with council and staff for operational space needs. • Review the City of Monticello comprehensive plan for city growth and recommend specific municipal space requirements. Identify the current building space needs, in terms of facilities available and floor area, to conduct business operations and meetings for each facility. • Review and comment on the current overall facility utility systems for possible cost savings. • Identify and prioritize what measures maybe taken for the City to use its current spaces more efficiently. • Create Facilities development plan that integrates existing land and facilities resources to meet facility needs in the most efficient manner possible. • What major improvements (e.g., roof, siding, windows, HVAC, mold protection) will be necessary in the next five to ten years, and what are their estimated costs? • What expansion opportunities are feasible at the current facilities? Please provide some rough `sketch' building layouts and rough cost estimates for these expansion opportunities. • Recommend a timeline for implementing changes identified in the analysis. It is anticipated that the firm selected will be required, at a minimum, to make site visits and conduct interviews with City Elected Officials, City Staff and other City consultants to derive a final set of recommendations. 2. SUBMISSION REQUIREMENTS Please provide the following information as part of your submission: • A narrative relating to your general approach to this project. • Company history. • Examples of work in the past five years in government and in commercial office space planning or analysis. • Resumes, including responsibilities, background, and relevant experience of key personnel that will be working directly on this project. • Names of three to five individuals that can be contacted as references concerning the professional capabilities and resources of your firm. • Any additional information or materials that you believe communicate the capabilities of your firm to perform on this project. • Your firm must be able to effectively respond to all requested information. 3. FEES & TIMELINES Please submit the fee for your services on this project. The City requires that a maximum fee for the service be provided in the response to this RFP, but will additionally consider alternative fee structures. Please submit your proposed timeline for these services. The City requires that all final reports shall be presented to the City at 505 Walnut Street, Suite 1, Monticello, MN 55362 not later than calendar 90 days from formal acceptance, via written notice, and approval of a proposal. Completion in less than 90 days is preferable. Payment will be made to the selected firm upon satisfactory completion of the analysis. Please direct all questions to: Tom Kelly, Finance Director: 763-271-3211. 4. SUMBISSION TIMEFRAME AND PROCESS A. Submission deadline and requirements Please send seven original spiral bound and one unbound copies of your response to this Request for Proposal. These are to be received at the offices of the City of Monticello not later than 4:00 p.m., August 20th, 2008. Proposals should be directed and delivered to: City of Monticello Attn Tom Kelly 505 Walnut Street, Suite 1 Monticello, MN 55362-8831 B. Selection process Following the review of the received Request for Proposals by the City, firms maybe contacted for additional information or to participate in an interview process. General evaluation criteria: • A demonstrated understanding of the requirements of this project. • Project approach and schedule. • Qualifications and expertise of key personnel assigned to the project and their proven ability to efficiently complete similar projects. • Experience of the firm and project team, directly relating to this project. • Comment and opinions of references. • Firm possesses resources required to complete this project. • Clarity, consciousness and organization of the proposal. • Cost of the proposal. DISCLAIMER: This request for proposal is only a solicitation for information. The City is not obligated to enter into a contract nor is it responsible for any costs associated with the preparation of proposals and interviews. Proposals received after the deadline may be disqualified from consideration. The City reserves the right to reject any and all proposals and to interview firms, which in the City's judgment, will best meet City needs. Facility Needs 1. Public Works The City has already conducted a facility needs assessment of the public works operations. Approximately 19 acres of land was purchased near the Feather Stone development and to fully implement the recommendations anadditional 5 to 10 acres of land would need to be purchased. This should be incorporated into any other facility needs assessment as it maybe possible to move some of the other facilities needs to this location, thus possible save some funds in the future. 2. Fire Department The Fire Department has also begun to out grow its current facilities, for garage space, equipment storage, training rooms and office space. In addition the traffic flows of Hwy 25 may create a need to house an auxiliary station on the south side of I94. The auxiliary station could be incorporated into the new public works site, which may require purchasing the 10 acres or maybe a little more, or could be on its own at a different location, or could be combined with one of the other facilities if relocated to the south side of the City. The future growth of the City should also impact the possible best future locations and facility needs of the department. Currently the fire hall needs painting or new siding. Depending on how long the City feels the department should be housed there, the City may not want to spend a lot of funds on maintaining this facility now or into the future. 3. City Hall The current space for city hall appears to be sufficient for now, however the addition of a human resource manager and the replacement of economic development director will fill all available offices and cubical space. There is space available to create another office or work space by the head building official, but that could reduce the area available and needed for plan reviews. There is also plans that once the headend building for the City's fiber project is completed to move the various computer equipment from the back room to the headend building, which will free up space for possible storage or additional office space. Also the Sheriff s deputies currently use one of the office spaces and if a different space were made available for them this would free up additional space for city hall functions. Finally the Mississippi room is not really designed as a council chamber and in a new facility a council chambers could be designed to better serve this function. 4. Community Center The community center needs more office space for its management staff. This could be achieved by expanding the current office space into the warehouse/teen center or the space vacated by the computer equipment in the back room. If the office space is expanded into the warehouse/teen center there would be loss of space for that function and some redesign of that space to fit the offices. If city hall were to move out of the community center, the existing city hall space could be remodeled to fit the community center space needs and the community center could possibly take advantage of renting out more meeting room time, which city operations currently use. The added space could be used for other community center improvements/enhancements or the space could be used to house other City functions, such as DMV/food/clothing shelter or a more visible sheriff s office. The Community Center would also like to utilize the southwest outside area better in the future. If the fire hall was relocated to some other location in the future, it is possible the Community Center to use the space/area currently occupied by the fire hall There could be other services provided by the Community Center in the future, which they currently can not offer due to lack of space that should be included in any facility study. 5. DMV The DMV is currently out growing its existing facility. The building is in need of repairs, which will need to be completed some time in the near future unless the building is demolished once the DMV and food shelter is relocated. To tuck point and stucco the building would cost between $28,600 and $56,000. The entrance space needs improvement. In the winter when people enter the building the first window/counter area is hit with any wind gusts and cold air from the outside. There is a need for expanded lobby space, an office space for the manager, a possible staff meeting room, and additional counter area or space for a camera station for driver licenses. A drive through window in the future may also be something to consider for a new facility. Another consideration for a DMV location is the parking area, which needs space for large vehicles and vehicles with trailers. The food/clothing shelter would also like some additional space and could see some benefit to expanding into the DMV space if the DMV were relocated. This would still require the building to be repaired. Also the area which the DMV building is located some day may be redeveloped and cause the DMV/Food shelter to relocate. 6. Liquor Store A liquor store facility needs study was completed in 2001. This study looked into expanding the existing facility and the possibility of adding a second store. While there may appear no changes to the existing facility or additional stores are needed, expanding the existing store could provide additional storage and/or display areas in the store. The expanded storage area may allow for the store to take advantage of quantity discounts which are currently unavailable due to available space. At the very least, the 2001 study should be incorporated into any new study the City conducts. 7. Library Again the existing facility appears to be meeting the needs of the community, however there maybe some improvements to the existing facility which would help improve services. 8. Sheriff's Office Currently the sheriff uses one office in city hall and at times the conference rooms. Providing them with a different space option could provide them with greater community visibility and more privacy for conducting interviews/investigations. This could be designed as part a new fire facility, city hall facility or a separate facility. 9. Waste Water Treatment Plant (WWTP) The WWTP is near its current capacity and an expansion will be necessary in the near future depending on growth of the city's residential, commercial and industrial areas. Also the Bio-Solids facility is a future project. 10. Storage/Garage Building The building department utilizes the garage space next to the fire station for storing building inspection vehicles because of its location to city hall. In addition this building is used to house older city files/records and store some MCC equipment. This space is at or near capacity right now and relocation of city hall could make this building less convent for these uses. Also the construction of other new facilities may satisfy file/records storage needs. 11. Other Facilities The Farm, Compost site, As new and expanded facilities are studied, other considerations should include easy access to the facilities by users, does the city want to create a sort of campus or area where all city services are located in one location, future growth of the community and the service needs that growth will require/desire, are there facilities that if placed in downtown could help revitalize the downtown area, and if the city relocates some of the city functions what could be done with their existing facilities or the land vacated by demolishing old facilities. The facility needs study should also look at existing facilities utility usage and provide recommendations for improvements that would result in less energy usage resulting in cost savings in the future. All new facilities proposed should also consider energy efficiency. A facility needs assessment of all city functions could be financed in part from the $160,000 that was budgeted in 2007 and never spent and reserved for future building improvements with in the General Fund. In addition the Water, Sewer, MCC, DMV, and Liquor funds could pay a proportionate share of the needs assessment.