City Hall Project Update; Lenz
CITY OF HOPKINS
Memorandum
To: Honorable Mayor and Council Members
Mike Mornson, City Manager
From: Ari Lenz, Assistant City Manager
Date: November 13, 2018
Subject: City Hall Project Update
_____________________________________________________________________
PURPOSE
Wold Architects and Engineers and Krause Anderson will be present to give an update
on the status of the City Hall project and to receive any feedback from the Council.
INFORMATION
The project team has been working to finalize the plans and construction documents for
bidding. They will provide an update on the plans and review the budget (attached). Below
are some updates on the project.
Timeline
12/4/2018 - Bid Documents
12/18/2018 - Council Award Bids
12/20/2018 – Raspberry Room will shutdown
12/26/2018 – Mail services will transition to Fire Hall
12/31/2018 – Big Move Day! City Hall closed.
1/2/2019 – Doors at City Hall closed during day.
1/2/2019 – Last Council Meeting in the Chambers
1/3/2019 – Council Chambers shutdown
Council, Park Board and Planning Commission meetings will be at the Fire
Hall during the project.
MAC meetings will be at the Police Department.
1/14/2019 – ICA and Resource West will pick up donated items.
1/21/2019 – Remove remaining items for project
1/28/2019 – Project begins
8/2019 – City Hall reopens
Administration
Temporary Office Locations
Employees will have regular phone numbers and email during project
Moving of staff 12/21 – 1/7 (plan to take advantage of holidays to lower impact)
Fire Hall
Inspections
Chris Kearney
Brian Stevens
Justin Arries
Elizabeth Page
Susan Zasada
Maria Jimenez
Planning
Jason Lindahl
Courtney Pearsall
Finance
Mary Lein
Administration/Community Services
Mike Mornson
Ari Lenz
Laura Wolfson
Amy Domeier
Kelsey Baumann
Kristen Stacey
Pavilion
Planning
Jan Youngquist
Kersten Elverum
Finance
Nick Bishop
Katelyn Lindbery
Jackie Thoennes
Depot
John Guertin
Public Works
Engineering
Nate Stanley
Eric Klingbeil
Vance Campbell
Facilities
Thomas Conrad
Police (IT Office)
IT
Alex Hepp
Below is a summary of the current estimate provided by Kraus-Anderson for the project.
In line 2, Staff is recommending an increase in PEG funding revenue to pay for some of
the technology being proposed for the project. More details on provided below.
OVERALL PROJECT BUDGET
HOPKINS CITY HALL RENOVATION
PROJECTION
REVENUE
1 Construction Budget - Base + Alternates w/ Bond Issuance Fees $4,395,000.00
2 PEG Funding, Additional $66,511.00
3 Total Available Dollars $4,461,511.00
CONSTRUCTION COSTS
4 Construction
5 Construction Contracts & KA Services, Fees & General Conditions $3,609,574.00
6 CONSTRUCTION COSTS SUB-TOTAL $3,609,574.00
81%
OWNER COSTS
7 Owner Construction Contingency - 5% $180,000.00
8 Design Fees and Reimbursable - Wold Architects $223,750.00
9 Plan Review Fees, Utilities, Surveys, Testing, Inspections, Abatement & Misc.
Items $168,300.00
10 Bond Issuance Fees $125,000.00
11 Furniture, Equipment & Technology Allowance $308,306.00
12 OWNER COSTS SUB-TOTAL $1,005,356.00
23%
13 PROJECT GRAND TOTAL $4,614,930.00
14 BALANCE ($153,419.00)
Communications & PEG Funding
The City receives funds from our cable providers as part of our franchise agreement with
the providers. The budgeted balance at the end of 2018 is $569,524. A portion of that
funding called PEG (Public, Educational, and Governmental) fees are for limited uses
relating to capital investments for PEG purposes. The City’s project PEG fund balance at
the end of 2018 is $160,729. Staff is recommending several items of the proposed project
come from the limited PEG funds and communications funds generally.
Staff had previously proposed $150,000 of the project come from the communications
fund but had not designated how much of the project would be PEG funds versus general
communications funds. Staff’s recommendation is for any funds that are eligible for PEG
to use PEG funds first. Based on conversations with Morecom, the City’s AV consultants,
Staff is making the recommendations to increase the contribution by $66,511 to cover
some additional scope and to pay for the following items with communications funds.
City Hall Estimates Included in Project
Council Chambers AV 112,875 PEG FEES
Conference Room Scheduling 12,580 PEG FEES
IT Conference Rooms 20,000 PEG FEES
Lighting for Council Chambers 27,250 PEG FEES
SUB-TOTAL 172,705 PEG TOTAL
Morecom Consulting Fee 43,806 COMMUNICATIONS FUND (General)
Total 213,705 Total
The additional items added to the scope include moving to HD (new cameras, software,
etc. and reorganizing the cable room with the new equipment). We also moved a portion
of the lighting cost for the Council Chambers to PEG funds since these are specially
formulated lights for the broadcast system.
Reasons for the recommendation to increase the scope include:
It is more cost effective to make these changes at one time.
There will be no additional service impact or downtime because the Council
Chambers is already closed. Some of the projects if done separately would have
major service impacts on the Council Chambers and broadcasting abilities.
With an unknown future for cable and associated franchise fee revenues having
made the large investments already will lower potential impact.
The City is overdue to make the HD investment and continuing to try to replace
items without being HD is becoming increasingly difficult and costly.
Communications Fund
2018 Projected
2019 Projected
w/project included
PEG Balance $ 160,728.77 $ 16,293.77
Non-PEG Balance $ 408,795.41 $ 326,005.78
Projected Fund Balance $ 569,524.18 $ 342,299.55
FUTURE ACTION
The project will be going out to bid with a bid opening date on December 4. We will be
asking council to approve bids on December 18.