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VII.4. Approve Design Services Agreement – Hopkins Pavilion Upgrade project; Stadler (CR2017-073)� �-i. �� •�� , •�� .--- - 1 • � • �-•• 1 1 Approve Design Services Agreement — Hopkins Pavilion Upgrade project Proposed Action Staff recommends adoption of the following motion: Move that Council approve a design services agreement with Stevens Engineers for the final design and construction-related services regarding the Hopkins Pavilion Building and Mechanical System Improvements and authorize the Mayor and City Manager to execute the agreement in the amount of $408,200. Overview At its April work session City Council approved the scope and budget of the 2018 Hopkins Pavilion Upgrade project. The Stevens design services agreement was developed based on that approved project scope. The City has also secured funding partners for this project, $1 M— Hopkins Public Schools; $1 M— Hopkins Youth Hockey Association (HYHA). The estimated total project cost is $5.7M. The project funding is a combination of these two contributions, Park Improvement Fund and 2018 Tax Abatement Bonds. Staff is hopeful that this project will qualify for a$400,000 !!/lighty Ducks grant �or replacemen� of t�e R-22 direct refrigeration system. Stevens Engineers is a highly reputable ice arena engineering consultant having completed numerous ice arenas and community/sports centers across the country and wit�in the Twin Cities area in the past 10 years. Staff now seeks approval to enter into the final design/construction services with the Stevens Engineers project team. The City Attorney will review & approve the final design services agreement prior to executing the agreement. Primary Issues to Consider • Project scope • Project funding • Project schedule Supportinq Information • Stevens Engineers Design Services Proposal, pgs. 36-45 • Schem tic Facility Floor Plan �teven J. S�adier, Public Vliorks Dire�tor Financial Impact: $ 408,200. Budgeted: Yes Sources: City bonding, Park Improvement Fund, outside funding partners r • ��• � � � �, ^ . Analysis of Issues r Project Scope: New Refrigerafiion Equip., Arena Floor, Dasher Board Replacement • Remodeled, enlarged and additional locker room space � • Outdoor Rink Ice Resurfiacer Garage e Shower rooms e Expanded Pavilion lobby • Remodeled office and concession stand • Park Services Space (warming house) replace the current 50 year old park building • Restroom facilities to service both the Paviiion and the Park • �'ark utility space � • Roof Replacement - • Restroom/Lobby Floor Improvemen� • Overhead Door (mprovement '� • Skate Tile Replacement • Entry and Lobby Door Replacement . • Paint Exterior Building • Painting the Arena Ceiling and Bar Joist , Project Funding: $1,000,000 HYHA contribution . $1,000,000 Hopkins School Qistrict con�ribu�ion $600,0�0 Park Fund $3,10�, 000 2018 Tax Abatement Bonds ($403, 000 2� 17 C I P& 2,676, 440 2018 CI P) �Ifi a Mic�htv Ducks Grant is awarded to the city, the city's contribution could be lowered � bv $400, 000) $5,700,000 Total funds P��j�� S��du6ey April 2017: determine project scope May/June 2017: City Councii approve design services agreement � June — September 2017: Design underway September 2017: Apply for Mighty Ducks grant Ocfiober/November 2017: Advertise project December 2017/January 2018: Award contract March -- September 2018: �onstruction i s �� HOPKINS PAVILION ICE SYS7'EM REPLACEMENT PROPOSAL � � � As a continued efFortto irnprovethe operations and financial success ofthe Hopkins Pavilion, the City of Hopkir�s is seeking proposals from professional engineering and archtectural services for building and mechanical improvements to the facility. The City of Hopkins has a solid tradition of providing ice-related and dry floor activities. The ice arena facilities host many different events. In the fall and winter the facility is us�d for skating activities such as learn to skate, open skating, youth and adult hockey, and is home to the Hopkins Hockey Association, Girl's and Boy's High School Varsity and JV Hockey Teams. During the spring months, the facility is in the turf mode serving programs for adult and you�h soccer, youth lacrosse and rugby. In the summer the facility hosts dry floor events such as in line skating, summer sports camps, community events, etc. The Hopkins Pavilion was constructed in 1990. The exisfing Hofmsten direct ice system has r�ached i�s useful, expected, and safie life and needs to be replaced. In addition, the R-22 refrigerant used in the sysiem wi(I be phased out of. p�roduction by 2020, which has caused the price of R-22 to rise significantly over the past few years. Stevens has been working closely with the City and the Hopkins Youth Hockey Association since 2013 in studying numerous options for repairing and improving the Hopkins Pavilion and ihe adjacent outdoor rink facility. This scope of this projecfi includes; the replacement �of the ice system, Option D building expansion and improvements developed on February 8, 2017 from the Study, with a few exceptions and CIP items as outlined below. �ption D Building Expansion and� Improvements: • Building expansion which includes: 3 new team rooms, Zambonis path through, expanded refrigeration room, expanded (obby, and offices, new concessions, new warming house, new restrooms, utility room, storage and janitor closet. � Th� bui(ding improvements shal) be designed wi�h the future redevelopment of the park and ball fields in mind. • Replacement of ice system to include a new refrigeration system, new concrete ice _ rinkfloorand dasher board system, improvementstothe equipment room such as new ventilation system and vestibule. The refr�geration system will be upsized for serving a future outdoor rink. Space in the equipment room may be reserved for a future r�frigeration system to serve a future skating trail. • The scope of this projeet does not include the outdoor ice rink or skating trail. However, space will b� allocated accordingly. � The scope of the project does not include the second level improvements discussed in t�ption D CIP Items for existin f� acility: � Restroom and (obbyfloor improvements • Overhead door improvernents � Roof replacem►ent • Skate tile replacement • Entry and lobby door replacement • Paint exterior building • Painfi arena ceiling and bar joists This project presents numerous challenges, all of which the Stevens Team has extensive experience with such as: renovation and design of recreation and park facilities; building expa,nsion and renovation; site and storm water design; renovation of existing mechanical systems and building components; routing of new piping systems; ammonia and related life safety concerns; enhanced confiro(s and interfacing with building management system; maximizing the use of waste heat; and proper system design, and flowrates.for a new rink floor. 3� �' ; HOPKINS I'AVILI4N ICE S�YSTEI�I REPL.ACEMEl�TT PROPOSAL � -, �� / � I Using a proven, vveli-defined, step-by-step approach, vve vvill work closely with the Cityof Hopkins, facility personnel and otherstakeholders throughoutthe duration of the project. Th� Stevens Team will be led by Mr. Scott Ward who has extensive knowledge in ice arena facilities; project development, funding applications, and the design and construction processes and is very familiar with the Hopkins Pavilion. Torr� Betti with 292 will have a lead role in the discussion and design for the building improvements and Jason Raverty with Stevens will be lead ice system and civil design engineer. A11 rneetings and discussions wil( be documented and meefing minutes will be distributed in a tir�nely manner We will provide a project schedule that meets the �ity's goals for the project. The Proposed Work Plan for the design and construction phases of the project is presented in this section. � 1 � _ � . / � ' � , r � Ta maximize the producl.ivity of our first meet�ng, our team will review the following: T�S� B: Ii1V�St1��tlt�.I1 �.11�. IYlltl�.� I�if.}�i�1i111i111i�; I�il�.SE This work will be completed over a 1-day period and will include the step-by-step , approach�outlined below. STEP 1: Preliminary Walk-through of the Faci�ity The StevensTeam is alreadyveryfamiliarwith thefacility butwould liketo walk through the facility again priorto ourfirst meeting. STEP 2: Project Kick-off Meefing (DESIGN MEETING 1) Introductory meeting with the City of Hopkins, facility personnel, and other stakehoa�ders ta discuss the fi�llovving: • Introducfion of all stakeholders and Stevens team members • Project goals • List of desired improvements and seope of project • Project schedule. STEP 3; Introductory Discussion on Ice System Options The purpose of this step is to introduce the City of Hopkins, facility personnel, and other stakeholders to the potenfia) options available, at this time, for replacing the refrigeration system, the replacement of the rink floor, dasher board system and related systems. 37 � � �� ,�� "�� ' � � � � �" ` � m� �� _;-�'- �= ' - - - -- „� � � �� Ice .system replacement and renova�ion discussion items include: • System designs, type and quality of equipment • Evaluate feasibility of upsizing refrigeration system to serve outdoor rink. • Primary and secor�dary refrigerant options such as: * Current EPA phase out schedules - * Halocarbon blends, ammonia, and COz * Brine and glycols * Related effici�ncies and operation and maintenance • Basic waste hea� recc�very options such as: * Subfloor heating system and snow melt pits for al) 3 rinks • Enhan�ced heat rec�o�rery options such as (evaluate payback and reliability of eacht�: *:Preheat domestic hot water or resurfacer water * Prehe�� ar�na +�rotherspace * Dehumidifi�atic�n, etc. • lce rinlcfl��r desi�n opfions 5uch as: �` Multi �r single p�urpose * Piping material� and �onnections * H+eader sys�em designs - - __ _ ._ _ ._ . _ : . - - . _ . _ _ ___ - _ _ _ - * How it a11 r�lates tc� refrigeration and performance � Dasher b+aard syst�rn options: * Framing and �hielding materials and systems * Space alloc�tion and programming � * Accessibilityd Playablilit� �,' * Enhan�ced pl�yer safiety feat�ures � * Spectator saf�ety and �iewing * industry tr�nds�and�innovation � ��* Approache� t�o bi�dding �proprietary system�, etc � � �� ` ��Er�alua�e �pt��n��for ��rn�vin� �dash�r board loacation f�om perimeter to on �� tl�e rjnk fl��r� � � � � � � � � � �� • Temporary �hi�er�yst�m �connec�it�ns ifi ne��ded � �� * Fr��ming �n�d �1�ieldir�g mate�ria�ls and �yste��m� � �� * �p��ce ��I��at��n �nd pr�grammin:g � � � � � *� � Ac��essibili�y, �'�a�ablility � �� * � Benefit��ft�r �pt�mizing system operat��►n and ene�rgy reduction � � • Electri�cal 5yst�m� �u�ch ��: _ * I�e equipment ro�m ��ectrical systems * L'ighting in ice �quipment r�aom • Ice Equipment R�om: ___ ___ _�_ --Size�f_�exi�tti-ng ro�m_and h.�w_it �rv�rl�s with..new-equipment _ _ _ � � Ventilation requiren�ents *�ode related requir�men�s with ammonia refrigerant, vestibule, etc. * Electrical requir�ments, etc. * Expand room ifi upsizing equipment for outdoor rink • Lifie Safety Systems: * Life safety �ystems will be reviewed and evaluated with each system OPKIl�TS P.�VILIC7N ICE S�STEIVI REPLACEMENT PROPOSAL STEP 4: Intr�ductory Dascussio� of t�lechanical and Electr�cal Related Syst�rn� During this step, we wilf discuss the mechanica) (HVAC, etc.� and electrical systems thatr�vill be required forthe building expansion and improvements. This will also include the relocating of existing irrigation lines and electrical services for Central Park that run through the existing warming hause. STEP 5: Introductory Discussion of Building and Site Related Systems Duringthis step, we wi[I discuss Option D from the study�the expansion of locker rooms, the refrigeratin room, and the newwarming house) for renovating and expar�ding the facility and the Capital Improvement Projects (as outlined in the project understanding of this proposal) that are included in this project. This will includ� related site work and utilfies such as: the removal of the exisfing sanitary and w�ter ufilfiies to the existing warming house; the removal of the exisiting warming house �tructure; and the removal and relocation of the existing stormwater utilties, narth of the warming house, as needed. � STEP 6: Discussion Delivery �ptions 1Ne underst�nd this project to be a traditional design-bid-build project. We have been involved in projects that have used all of these defivery methods and can thoroughly and aceurately discuss the advantages and disadvantages of each method as it specifically applies to ice system renovation projects if desired. � Design^Bid-Build • Design-Build . ' • Construction Management Performance Contracting or Comprehensive Solution models STEP 7: Complefion of In-depth Field Investigation After completing a thorough discussion on the existing facility and its syst�ms as well as, initial discussions on desired improvements, we will complete a field investigation of the existing facilities by each discipline and specialty required for scope of project, which mayinclude anyorall ofthefollowing: • ) ce Syste m e Mechanical (HVAC) � Electr.ical • 6uilding Systems �► 1.ife Safety STEP 8: Interviews of Facility Personnel No one knows the faeility and systems better than those who operate and maintain therr�. `fhe unique desi��, character, and age of each ice arena facility make this informaiion all the more valuable in completing a comprehensive study. Even though Steuens knows your faci[ity very well, we never stap learning. These interviews or discussions may be infiormal and take place over a period of time eith`er in person, telephone or through electronic communicafions. Potential interviewees include: • Facility manager�s) � Equipment operation and maintenance staff • City of Hopkins design or engineering staff • Outside service contractor (if it makes sense), etc 39 '�`� ��' �' � �' � 1 �'� �� ., . � �� . � y �� . ; , - . � � i� � � ``� We would be excited to organize and gu�de the City of Hopkins, facility personnel and other interested stakehofders on a tour of any number of the Stevens Team's successful ice arena building renovation projects and ice system projects including many local ammonia-based ice rink projects. This will provide you with the opportunity to see ice systems in operation and get feedback from fiaci(ity staff. Many of the community based facilities that we have successfully completed and are similar in size, function, and programm�ngtothe Hopkins Pavilion, are located in the Twin Cities. A list of potential projects to tour will be provided to you upon the start of the project. T.�� I�: �r��rr�. ��v�lopm�r�t a.r�d ��e ��nfi�rr��.ti�� 1�a�� With the collection of material and information complete a thorough process of analyzing and evaluating the information on the exis�ing facility and proposed new systems will be performed. STEP 1: Analysis and Evaluafion of Existing Facility, Systems and Alternatives During this step the Stevens Team will: • Evaluate building expansion and improvement options related to Option D and related mechanical and electrical systems keeping in mind the future park renovation and the facility's future roll and presence in regards to that expansion. � • Evaluate refrigerant and refrigeration system and equipment options, waste heat re cove ry syste m s a n d ot h e r syste nn s. • Evaluate optionsforthe ice r�nkfloordesign and dasher board locations (on or off the rir�k floorj. .. , • Confirm the existing facility's ability to support the systems. • Evaluate options on typical energy use, cost, life cycle, and life safiety. • Evaluate impacts such as safety and environmental considerations and product quality. � Upsize refrigeration system including expandin� the existing refrigeration room by approximately 300 square feet if approved by the City, • Evaluate site desi�n options keepin� mind potential future outdoor rink, skatin� trial and park �mprovements. • Meet with the City to discuss our findings in detail. � � � �, ... • � � � •, 1 � � � � •; � , � T.AS E� ��. ria�� After acceptance of the Prograr� Develop/Scope Confirmation Phase by the C�ty of Hopkins we will confinue into the design phase. The stated compensation in this proposal is based on one design package. STEP 1: Preliminary Design Phase With a defined scope, we will prepare preliminary design phase documents. Durir�g this step we will: • Prepare Preliminary drawings for all systems and improvements. • Prepare draft of procurement and Division 1 documents. • Prepare opinion of probable construction costs. � Update project schedule. • Meet with the City of Hopkins to review the drawings, schedule and opinion of probable construction cost. • Revise preliminary design phase dacuments, opinion of probable construcfion cost after meeting with the City of Hopkins. • Prepare a storm water pollution prevention plan as required by the MPCA NPDES • Prepare a storm water management plan in accordance with the City of Hopkins, Nine Mile Creek Watershed District and the Minnesota Pollution Control Agency NPDES requirements. The amount of site disturbance is assumed to exceed 1-acre and will triggerthe storm water management requirements of the regulatory agencies. In addition, we will provide storm sewer pipe hydraulic sizing calculations for all new storm sewer pipe systems. � Attend mee�ings as necessary. Step 2: Final Design Phase After acceptance by the City of Hopkins of the Preliminary Design Phase Documents we will: • Develop specifications for improvements. • Prepare fina! procurement and City documents. � Provide a final opinion of prQbable construcfion costs. � Update project schedule. • Meetwiththe Cityof Hopkinsto reviewthefinal plans, projectschedule and esfimate of probable construction costs. • Revise bidding documents according to comments by the City � Provide final plans, specifications, and opinion of probable construction. � Attend city council meetings as necessary. Step 3: Adverfise for Bids � Prepare advertisement for bid for the City to review and to provide to legal ne�nrs publication and other trade magazines. Step 4: Bidding Phase During this s�ep vve �nrifl: • Provide recommendation on bidding and award schedule. � Provide three (3} copies of the bid documents �o the City ofi Hopkins for the City's use. • Provide three �3) copies of the bid documents to the City of Hopkins for permit review. • Distribute copies of bid documents to the contractors. • Answer questions from contractors, suppliers, and the City during the bid opening and record bid results. • Attend pre-bid meeting and bid opening. � Review the bid results and recommend award of cons�ruction contract, • Prepare construction contracts for review by the Gity. 41 � , � � a • � � � � � • � • � � r ;• � � .K � �., 5. r �� z � � ' " r � F o- . . � . , , i ,. dT, . . . _ ��,,, ��m ' Proper installation of the ice (refrigeration, ice rink floor, dasher board, system and related building, mechanical and electrical systems plays a significant role in th� econ�mic and socia( success of the facility. Experienced ice arena specialists provide a higher leve[ of confidence that the installation has been done right and the final product has been constructed as the design intended. We will provide the construction administration phase services necessary to monitor and document the construction of the project �for the City and to help assure the project is very successful. There are numerous variables that will determine the number of inspections for the project including the scope of the project experience level and performance of the contractor. An outline of the construction phase services we will prov�ded byourteam and presented below. � Pre-construc�ion Conference — To discuss the p.roject requirements, expectations, communicatian, schedule, testing procedures, submittals, inspections, payment estimates and change order procedures. � Pragress Meetings - Coordinate and attend regular progress meetings. • Sit� Vis�ts — The Stevens Team wil) visit the site during the key construction activities. Outlined below examples of some of the more important milestones for the ice system and building addition: * Demo��tion and exposure of existing conditions. * Subgrade preparation of rink floors, footings, foundaiions, utilities. * Fc�oting and foundafion installation; utility installafion. * Rink floor sub-floor heat piping systems beneath the rink floors. * Rink floor insulafion — Discuss with contractor the method of instal�ation fQr the insu�ation for the rink floors and header trenches. * Rink floar p�ping — Observe beginning installation of the ice rink flaor pip�n� to a.ssure proper procedures are being followed regarding pipe connections, pipe supports, placement of outside pipe ring, eonnections ta header p�pe and reinforcement placement. This is also the time to start checkir�g vertical and horizontal tolerances of the floor piping. * Rink floor concrete floor pour/equipment inspection - Check final installation of rink piping, header pipe, reinforcement, expans�on joint, ., and discuss bench mark location for each rink. Conduct a pre-pour meeting approximately one week prior to the concrete pour to thoroughiy d�scuss the details of the pour. * Refirigeration equipment inspect�on - Observe installation of refrigeration equipment, piping, controls, and other systems within the mechanical room. Check equipment and piping clearances, pipir�g supports, material conformance, etc. Perform a preliminary check of the dasher board instailation after the concrete ice floor has been installed and cured. * Building system installation including walls, roof, flooring. * Mechanical and electrical system installations. * Final inspection/equipment start-up - Perforrn a final walk through of the systems generating a list of items (punch list) to b�e completed. Review start up and shut down procedures. Review �peration and Maintenance manuals provided by the contractor. • ContractAdministration-Wewill also provide shop drawing reviewof equipment and materials used on the project. We will perform construction administration tasks such as reviewing and processing pay requests, change orders and documentingthe project's progress. We wi11 providethe �ifiywith a Field Observation report for each site visit. 42 . �� HOI'KINS PAVILIOleT ICE S�STEM REPLACEMENT PROPOSAL � ,�:� . � � � � � � Stevens can provide the services described in this ,��oposal to the City of opkins for the followir�g fee compensation. Vl/e c�nderstand the total constrc�ct�'on budg►et to be Ice Rink Engineers approximately �5.316M and total project cost to be approximately �5.9M as discussed on April 17, 2017 and outlined in our May 4, 2017 email to Don Dlson. � 22110'Neil Road Hudson, Wisconsin 54016 Go n�a ct Scott Wa rd, P. E. Principal, Vice President Phone: 651.436.2075 Mobile: 651049201376 sward�stevensengineers.com www.stevensengineers.com . . . .� . . .t , . � � � � :r • , � � � . � � -� - ` ! '' �'1 i ` � � ' Professional Fee: Design and Construcfion Phase Services �Tasks A-F) Lump Sum $408,200 This fee does not include a topographic survey of the site. This wil/ be provided in separate letter proposal. The fee also does not include land surveying and Iand ac- quisition services as will be required to o�tain sch,00l property. Conditions of Proposed Fee: • FEE - The fee is based on 7.5 percentage of the $5.316M construction budget plus civil engineering fees. If the final construction cost, plus all other work designed bythe StevensTeam includingalternate bids, change orders, etc. whetherornot incorp�rated in th� project, increases by nnore than $200,000 overthe $So3161V1 budget, the fee shall be adjusted by muatiplying 7.5% by the dif�erence in the final construction cost plus all otherwork designed bythe Stevens Team and the $5.31.6M budget. The fiee is inclusive of ice sys�em, mechanical, electrical, structural, and civil engineering, and architectural services required for this work. • EXPENSES - Reimbursable expenses will be invoiced in addifion to the fixed fee services and in accordance with our standard fee schedule. • Taxes not included in fee. • PAYMENTS — All payments due to STEVENS shall be made within 30 days after receipt of invoice. Services will be invoiced once per month. Finance charges will be applied to all payments not received within 30-days of invoicing. STEVENS shall have the right to suspend work on the project upon invoice past due more than sixty (6Q} days from presentation, unless or until SiEVENS is satisfied that payment is forthcoming. � � ADDlT14NAL SERVICES — Additional Services, if authorized in advance, wil) be billed in accordance with our standard fee schedule. � FEE SCHEDULE --The hourly rate and reimbursable expenses schedules are valid A,S VVlth �V�i" �'O��C�, through December 31, 2017. Any services furnished after December 31, 2017 y p J i h ou 2018 fee schedule. We wil( not �ncrease VV� VUOUI� � reciate �l�e w�� be charged in accordance w t r pp an item on the fee schedule b more than 5% for work erformed �n 201.8. The 0 or�unit ta discuss our y y p pp � percentage fee will not change. fees and �f�cir� deveioprr�en� . UALIFICAT(ONS — The ro osed construction administration fee is based on the , Q p p �� y�u� City hiring an experienced ice rink contractor meeting the qualifications o� Stevens standard Secfion 131811-- Ice Rink General Requirements and in general states S�U�kt �1��'d, P.Ee that the contractor must have successfully completed five (5) similar ice rinks in Vice President � the pastfive (5� years. • FACILITY TOURS (Task C): Stevens will not charge the City of Hopkins fior time, expenses, or any other costs incurred by members of the Stevens Team for acfivifies in Task C— Tour of other facilities i i � 1 ;,, � �. • '''� � ♦ •; �' � � � � Assurnpfions: ihis proposal is based or� the follovving assurr�pfions, • GETTI(�G SiARI"ED - Prior to starting the �vork, STEVE�IS �rill be provided �� full information regarding the City's requirements including any special oa� extraordinary considerations for the Project or special services needed ar� -�11 be provided with all pertinent existing data. • INFORMATION - STEVENS will be relying on CAD files and topographic sur��,> :� ,_� completed and prepared by others. STEVENS assumes no liability for the accuracy of such drawings or surveys; • EXCLUSIONS - ln preparing this proposal, certain items have been exclude{; ��,-��m the scope of services that may or may not be required. Should these ser�.�� f-,��-��:� becorne necessary, STEVENS can provide them as Additional Services. Th� fo�lowing services have been exc(uded from this proposal: * Permit applications; '� Design of future phased improvements including new Fobby, outd�-. _� �,��nk and warming house improvements, etc. Stevens will provide a sep�},�--��r�� proposal for �his work. * Energy calculations; * Information for energy rebate applications; � City code review meetings; � System or material tesiing or sampling; * Environmental reviews, reports or permits; * Commissioning of systems; * Record drawings; and '� Project advocacy beyond the normal standard of care. � This document serves as record of the basicterms of our agreement. Up�� approval of this proposal, we will prepare a draft copy of �n EJCDC Standa�� rm Agreement Between Owner and Engineer which we propose as the final f��-� � of our agreement. • This proposa[ is based upon complefion of our services by December 31, 2�� . 45 �.,� � � � �� `� � ; � � � � � ��.� � �� -+� �, � �� ` � � � � "`�.� r':� " � ��` r� �. �� ''� � � K