CR 2003-083 Authorize Professional Services Agreements-Pavilion Mezzanine Renovation
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CITY'>,oF' .
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. May 19, 2003
Council Report 2003-083
Authorize Professional Services Agreements - Pavilion Mezzanine Renovation
Proposed Action.
Staff recommends adoption of the following motion: Move that Council approve Staff selection of
Architectural and Construction Manaqement firms for the Pavilion Mezzanine Renovation and
authorize the Mayor and City Manaqer to execute professional services aqreements, continqent on
receivinq satisfactory written commitment from the school district for a 1 O-year lease to adequately
cover city proiect costs and adopt Resolution No. 2003-050, resolution reqardinq city financinq.
Overview.
The Hopkins School District has expressed interest in partnering with the city to renovate the
Pavilion mezzanine to create classrooms and offices for the district's alternative learning center
. (ALC). The district would like the ALC area completed by the start of the next school year. After .
several meetings with school district personnel, staff anticipates the district will agree to reimburse
the city for construction costs within 5 years through facility lease payments. A final school district
decision is expected on Wednesday, May 21. The city would pay for the project, estimated at
$550,000, through the purchase of a capital note. .
City staff has completed a selection process for hiring an architectural consultant for the renovation
'. of the Pavilion mezzanine. Additionally, staff is recommending an agreement with Kraus-Anderson
· Construction Company for construction management services. City staff and the proposed
architect and construction manager have developed an aggressive project plan that will complete
the classroom portion of the project by September 10, 2003. A building addition for the elevator
shaft and additional restrooms are planned for completion by October 23, 2003. City staff now
requests City Council approval to proceed with project design and CM services contingent on
school district written agreement to pay for the project costs through lease payments.
Primary Issues to Consider.
· Consultant services fees
· Project Scope and schedule
. Project funding
Supportinq information.
· Consultant proposals
· Mezzanine Construction Cost Breakdown + Payback schedule
· Resolution 20 3-050
. v' ion dra . gs
Steven J. Stadler, Public Works Director
eFinanciallmpact: $ 550,000 Budgeted: Y/N N
Documents (CIP, ERP, etc.):
Source: Capital note
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Council Report 2003-083
Page 2
Analysis of Issues
· Consultant Service Fees
Staff received design services proposals from Bonestroo & Associates and JEA Architects, Inc.
Both proposals showed a clear understanding of the City's needs and the ability to perform based
on the unique aspects of this accelerated-delivery project. The Bonestroo fee proposal is 18% of
the construction cost + fixed fees of $12,100 (est total = $93,100). The JEA fee proposal is
$42,750 plus reimbursable expenses. City staff met with the architect, Jack Anderson, and
confirmed his understanding and commitment to the project and design schedule. City staff only
requested a construction management services proposal from Kraus-Anderson. The thought
being that K-A already has a presence here with the facilities improvement project and the project
superintendents could work together in support of each other during the period when construction
on the projects will overlap (July - October). This will result in better supervision on all the
projects. The K-A proposal includes 12 weeks of project superintendent time and 120 hours of
project manager time. The actual billed fee will be based on the number of hours required on the
~ mezzanine renovation project. The proposed hourly rates are reasonable for project
. superintendent and project manager positions. The K-A proposed fee is $63,150 with $31,200
being based on the 12 weeks of superintendent time. The architectural and CM fees are higher
than average based on the accelerated timeframe of project design and construction completion.
The construction management services will be extensive to coordinate material suppliers and
contractors and generally be much more actively involved in the construction activities. As the
project progresses, if full-time superintendent time is not needed the hours and fees would be
decreased.
· Project Scope and Schedule
The project scope is to renovate the 5,500 sf mezzanine area for classrooms, a computer lab,
teachers office and a multi-purpose room. The project also involves a building addition for an
elevator and new restrooms. The building code for number of bathroom fixtures changed after the
Pavilion was constructed. Therefore, as a part of any building renovation the restrooms must be
brought up to code requirements. Based on the building occupancy, we are short 6 toilets for
females and 5 fixtures for males plus several sinks. The project scope includes an addition
adjacent to the elevator shaft for a new men's bathroom; the current men's and women's
restrooms would be converted to just a women's restroom. There would also be a men's and
women's restroom in the mezzanine area.
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. Council Report 2003-083
Page 3
The project schedule is as follows:
May 21: Authority to proceed with design
June 5: Bid Package No.1 (elevator and floor topping) delivered to CM
June 12: Bid Package NO.2 (HVAC units + ductwork and register plan) delivered to CM
June 25: Bid Package NO.3 (mezzanine renovation) delivered to CM
July 15: Award BP # 3
July 16: Bid Package NO.4 (elevator shaft & restroom addition) delivered to CM
Sept 10: Mezzanine classrooms and offices completed
October 20: Elevator and restroom addition completed
'. · Project Funding
The city will pay for the project through the purchase of a capital note. The city will then set a
facility lease rate with the school district that will payoff the capital note and interest in five years
plus cover operational costs. Staff will also seek an annual amount from the school district to
cover future building system replacement needs.
The school district has requested that the city pay $50,000 towards the bathroom upgrade, as this
work would be required prior to any facility improvement.
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RESPONSE TO.
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'. REQUEST FOR PROPOSALS
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JACK EDWARD ANDERSON ARCHITECTS. INC. .
. 6440 FLYING CLOUD DRIVE. SUITE 202,
, EDEN PRAIRIE. MINNESOTA ',55344,
. PHONE (952) ~35-5164' . F~ (952)935-2102
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IPNDSCAPE DESIGN
May 15, 2003
Steve'Stqdler ,
PublicWorks Director i
City of Hopkins' ,
101.0 First Street South
'Hopkins,MN 55343.
Re: Response to Request for Proposals
to the city of Hopkins for the Hopkins Pavilion Mezzanine Remodeling Project
Dear Mr. Stadler:
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Thank you for this opportunity' to present.our proposal for the Hopkins Pavilion' Mezzanine Remodeling
, Project. We, welcome theopportunityto,work with the City on thisp~oject., "
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111 working'with City,Staff,and researching the projett, we have identified thefdllowing key issue~:
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(1) . Productive Partnership:
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We have an inclusive proc~ss that facilitates a productive
. partnershipwith the city (and School District). ,This approach
. will result in a successful project.
We will work to provide an.architectural solution thatis
functional, cost effective, and harmonious with the existing
building. . '
(2) Project DesiglJ:
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, . Work early to ~erifY design layout and code issues
. Add Restrooms as necessary . .
, . Coordinatewith the Construction Manager ,
,'We will meet with the City and Construction Manager to
, establish a schedule, developing,a timeline that incorporates
team methods" insuring on-time completion of the project. We
will work closely with staff In developing realistic and '
,appropriate options that adhere to the budget set by the, City. '
We have routinely worked with municipalities in providing creative, accountable and responsible
,solutions. I will personally,be responsible for preparation of the project and coordination of the , , ' "
engineering disCiplines and production team. This project is important to our firm, and we are prepared to .
immediately commence, work 'and commit the time and attention thatthi~ project demands., '
(3) Scheduling/Budget:
, JACKEDWARD ANDERSON ARCHIrECTS, INC, 6440 FLYING CLOUD DRIVE, SUIrE 202 EDEN PRAIRIE, MN 55344 (952) 935-5164 FAX (952) 935-2102
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, Steve Stadler
, Public Works Director
M~y, 15, 2003
, Page 2
In addition you can be assured that my 29 years of experience will be puUo good use in accomplishing'
and managing the work. This will assure quality; detailed drawings and specifications that translate into
mor~ accurate bidding and thereby resulting in fewercchange;orders. Our record for change orders is .,
historically; very low." ,"
" We look forward tohearing from you regarding the Hopkins Pavilion Mez~anineJ~emodeling Project.
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Jack Anderson,AIA, CID
, , President
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SCOPE OF WORK
'I. : Pavilion Remodelinq
A. . The Project consists of the'followil')g m~jor 'elements: /
1. Tenant improvements(5,500 SF) onfheexisting mezzanine level (for School District270)
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2. Elev'ator/Restroom Addition
3. Provision of Elevator Equipn:,ent, Room
4. Remodeling existing main restroom core, if necessary .
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B. The project will be completea utilizing~o-three b'id packages, working with-the City's
Construction Manager. The ,bid packages are as follows: ' .
1. Bid Package #1 -.Elevator Equipmeht,
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2. Bid Package: #2 - Roof Top Units." .
3. Balance of the Project
C. Review the future growth and improvements d the facilitY.
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,D. Verify and integrate ;zoning, building and .accessi~ility codes relative to the Project.
E. '. We have included time to detail millwo~k item~ (i.e., counte~& andc~bjnets) trat may be .
necessary. "
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F.' This work will involve Architectural Design and $tructural, Meehanical'and Electrical.
Engineering with the following phases of work:' " .' .' I' .
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The fOllowing phases are typical of Project Development:
Schematic Design
Design Development
.Construction Documents/Bidding ~
. Construction Administration
Creation of optional design solutions that are
responsive to the p'rogramand in harmony with
!he critical specific,ations of a projecL. '
Develop,selected design andtechhology
solutions and confirm' that budget and
scheduling requirements c;:an be met." .
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Our level of detail and document quality will help "
to insure good bid results and a cost-effective .
project. i . .
Monitor all construction to insure document,
complIance. ,"
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Additional Notes
A.' " VYe'will work closely with the City's Construction Manager.
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,/ . B. We will .review the cost estimate and schedule of the project provided by the Construction
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C. . Per our review with the Construction Manager, we feel that the September 1 schedule will
most likely have tobe'movep to a later completiondate (Le., October 1-1,5). This will, of, .
course, have to be reviewed and verified at the initial kickoff meeting. . ,
D.
'During bidding, the documents will be delivered 'from our office to the reproductioncompariy
, . and then distributed by the reproducfioncompany as per instructions 'from the Construction
ManaQer.
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ESTIMATED ARCHITECTU RAL SERVfcE FEE
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A., Archltectural'Service Fee
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Based on'an estimated'project cost of' $400,000 - $450,000 (to be verified), we pr~pose our Architectural
.' Service Fee to be ,$38,250 plus reimbursables, for the .Hopkins Pavilion RerrlOdeliilg Project.
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, B." Reimbursables' .
. Reimbursables ~equired will be billed at ,1.15 times' cost unlesslndicated otherwise, These items include:
1. , 'Reproduction ($2.00 per 24 x 36 sheet and $0.25 per 8 % x 11 copy)
2. Messenger/delivery
-,3. .; Travel ($OAO/mile) . /
4., Faxes '($1.00/page)
,5. Long distance telephone calls
6. Photography' . , .
7. Consultant Reimbursables '
'C. Notesr.
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) 1. .Additi~nal costs include pdditionalservice reimbursables (mileage, prints, photocopies, etc.)
2. . Additional services would be provided on an hourly basis, atthe rates ,listed below:."' .
3. Testing of existing materials (such as hazardous, structural orexlsti!lg roofmaterials), if required,
will be provid~d by the City.:' ., \ ,,' ",
4; Site survey will be provided by the City., ,
5.' Existing building information will be provided by the City.' "
. 6. 'JEAArchitects Will enter into the AlA agreement appropriate forthe project.
7. ~ Hourly rates schedule attached. . '" .
8. The City's Construction Manager will provide cost estimating and scheduling for the Project.
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p..AdditionaINotes
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1.. ,Theabove fees are negotiable and we could look at reductions based Lipon~ a review with the City
. and commensurate ~eductions in the proposed Scope of Work. For ex~mple: . . ,
. a. , We have included within the fee, one contract document sheet of details for millwork
, . (collnters, cabinets, etc.), if needed. '. .
2. We have included within th~ fee the following site visits/meetings during'construction. .
a.' 5 Architectural plus 1 final walkthrough
b. ' 1. Structural
c.' 1 Mechanical plus 1 final walkthrough
. d.1 Electrical plus 1 final walkthrough
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,HOURLY COMPENSAtiON OF INDIVII)UALS ,
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PrinCipal/Project Manager
Project Architect
Senior Technician
, Technician' ,
Clerical/Technician II
$105
$85
$65
,$45
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'MECHANICAL/ELECTRICAL ENGINEER
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Project Engineer ^ .
Designer
Drafter
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,$80
$65
, $55
STR'UCTURAL ENGINEE~
Project Manager' ^ '
project Engineer
/ Designer
Drafter
$100
"$85
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$45 '
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REIMBURSABLES
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Reim,bursables required will be billed !'lf1.15 times, cost unless i'ndicated,othenivise. These items include:
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1.~ Reproduction ($2.00 per 24 x 36~heet and $0.25 per 81/2 x11 LCOPY)
2. Messenger/delivery . ' . " , .
,3. Travel ($OAO/mile) ^ . ,
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, '5. long distance telephone calls
6., PhotOgraphy ,
7. . .consultant Reimbursables
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05/19/2003 21:55
9529352102
JEA ARCHITECTS
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I.JWDSCIlPE DESIGN
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SPACE PLANNING
May 20, 2003
Steve Stadler
Public Works Director
City of Hopkins
1010 First Street South
Hopkins, MN 55343
RE: Schedule Commitment for the Hopkins Pavilion Mezzanine~Remodelin9 Project
Dear Steve;
Based on our meeting of May 16,2003, we are prepared to complete the following schedule for the
Hopkins Pavilion Mezzanine Remodeling Project. These are completion dates for architectural/
engineering drawings and specifications:
May 21, 2003
Project Start Up
July 9, 2003
Bid Package #1 (Elevator equipment and concrete leveling)
Bid Package #2 (Roof top register and grills)
Bid package #3 (Tenant leasehold improvements)
Bid package #4 (Lobby elevator shaft, restroom. two floor addition)
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June 5, 2003
June 12, 2003
June 25, 2003
As per our conversation today, it is my understanding that the School District will not be moving into the
space until September 10,2003 at the earliest (whiCh is after the start of school).
We look forward to hearing from u to receive the" - ead" to work on this project. Please feel free to
call with any quest" s.
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JACK EDWARD ANDEflSON ARCHITECTS. INC e4AO FLYING CLOUD ORNE. SUJ'TE 202 EDEN PPAIRIE, MN 55344 (952) 935-5164 FAX (952) 935.2102
05/19/2003 21:56
9529352102
JEA ARCHITECTS
PAGE 03
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lJlNDSOAPF. DESIGN
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SFr.o.CE rtANNING
May 20.2003
Steve Stadler
Public Works Director
City of Hopkins
1010 First Street South
Hopkins, MN 55343
Re: Amendment to Fee Proposal to the
City of Hopkins for the Hopkins Pavilion Mezzanine Remodeling Project
Dear Mr. Stadler:
This is an Amendment to our Fee Proposal dated May 8, 2003 regarding the above-referenced project.
Based on our review and discussion of the project on May 16"" the following are cost adjustments relative
to work scope adjustments:
1. Input of existing portions of the building into
CAD (based on existing drawings) $ 1,290
. 2. Additional design and detailing work (Arch/Eng) regarding
restroom upgrades to existing building (prior to this meeting,
it was unclear as to what would be done in this area) $ 1,940
3. AddItion of one bidding period due to increase from three
to four bid packets $ 1.270
Total Increase in Fee $ 4.500
Original Fee 38.250
GRAND TOTAL FEE $ 42,750
In addition, per our conversation with Rick Davidson. the existing building occupant load will be provided
to us from the City.
Please feel free to call if you have any questions regarding this Amendment.
Thank you!
JEAlkda
JACK EDWARD ANDERSON ARCHnF..GTS, INC- M40 FLYING CLOUD DRM:, SUITE 202 EDEN PRAIRIE, MN 55"..M (952) 935-5164 FAX (95?) 935.21 O?
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~ KRAUS-ANDERSON.. CONSTRUCTION COMPANY
~ CONTRACTORS & CONSTRUCTION MANAGERS
May 15,2003
Mr. Steve Stadler
City of Hopkins
Department of Public Works
11100 Excelsior Boulevard
Hopkins, MN 55343
Re: Hopkins Facilities Improvements Project
Hopkins, Minnesota
KAMW #90009
Dear Steve,
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Weare pleased to receive your request to provide Construction Management services for the Classroom
Fitup of the Ice Arena mezzanine area. The project will include approximately 5,500 square feet of
existing unfinished space converted to classroom/multipurpose space, new restrooms, an elevator, and
renovation of existing restroom to ADA compliance. There will be several bid packages including
concrete topping slab, elevator, mechanical equipment package, exterior concrete and masonry, interior
space finishes, and ice arena restroom renovations. The project schedule will require a concentrated
effort by all parties to complete the work as soon as possible. We estimate the construction will cover
approximately three months to complete all work.
The scope of our service will include attend a design meeting, issue bid packages, receive and analyze
bids, issue contracts, schedule the work, hold progress meetings, provide full-time on site supervision,
manage the payment process, supervise the punch list completion, provide as-built and closeout
documents, and assist in the Owner's acceptance and move in to the completed space.
We propose to provide construction management service for this project for a not-to-exceed cost of
SIXTY-THREE THOUSAND ONE HUNDRED FIFTY AND NO/lOO DOLLARS ($63,150.00) as
outlined in the attached proposed schedule.
We appreciate your continued interest in working with Kraus-Anderson Construction Company, Midwest
Division and would appreciate your favoring us with the award ofthe additional work.
Very truly yours,
KRAUS-ANDERSON@CONSTRUCTION COMPANY
MIDWEST DIVISION
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David A. Chase
Project Manager
Midwest Division
8625 Rendova Street, Circle Pines, MN 55014
Phone: (763) 786-7711 Fax: (763) 786-2650
Equal Opportunity Employer
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Fee
Based on the project description and parameters as described in our cover letter, we propose a fixed fee of
$15,000.
FEE TOTAL:
$
15,000
This fee is compensation for basic construction management services as follows:
· Pre-Construction Phase Project Management
· Cost Estimating and Budgeting
· SchedulinglPhasing Coordination
· Value Engineering
· Bid Packaging and Trade Contractor Awards
· Accounting and Bookkeeping at Home Office
· Punchlist and Final Close-Out
· One Year Warranty
· Enforcement of Manufacturers/Suppliers Warranties
· Home-Office Support/Overhead and Profit
Personnel
Project Manager
Superintendent
Administrative Assistant
120 hours @ $75
480 hours @ $65
60 hours @ $30
$
$
$
9,000
31,200
1,800
PERSONNEL TOTAL:
$
42,000
Reimbursables
Site Office
MileageNehicles
Telephones/Fax
Office Equipment
Postage/Courier
Office Supplies
Included With Other Project
3 months @ $ 1,000
3 months @ $ 800
Included With Other Project
3 months @ $ 250
Included With Other Project
$ No Charge
$ 3,000
$ 2,400
$ No Charge
$ 750
$ No Char.2;e
REIMBURSABLES TOTAL:
$
6,150
Total Proposed Compensation
(not-to-exceed)
$ 63,150
riD KRAUS~ANDERSONlI CONSTRUCTION COMPANY
CONTRACTORS & CONSTRUCTION MANAGERS
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Mezzanine Finishing/Elevator-Restroom Addition
SF Const. Cost C&D Total
Class/Meeting Rooms 1,800 $72,000 $14,400 $86,400
Teachers Office 250 $10,000 $2,000 $12,000
Computer Lab 300 $12,000 $2,400 $14,400
Elevator Equipment $50,000 $10,000 $60,000
Elevator Shaft 120 $9,000 $1,800 $10,800
Lobby, Hallway, Other 2,870 $114,800 $22,960 $137,760
Restrooms (ADA singles) 80 $12,000 $2,400 $14,400
Restrooms (Addition) 400 $60,000 $12,000 $72,000
Restrooms (Existing-Remodel) 330 $24,750 $24,750 $49,500
Construction Management $60,000 0 $60,000
Architectural Desian Services Q $40,000 Q j)40,000
Totals 6,150 $464,550 $92,710 $557,260
5 Year Payback of Construction Costs
3% Annual Increase to Operational and Replacement Expenses
Construction Payback Based on a 5% Interest Rate
. $40,$75,$150 PSF and 20% Contingency and Development for Construction
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Total Annual
Const. Payment Operational Replacement Payment
Year 1 $126,000 $13,223 $9,225 $148,448
2 $126,000 $13,619 $9,502 $149,121
3 $126,000 $14,028 $9,787 $149,815
4 $126,000 $14,449 $10,080 $150,529
5 $126,000 $14,882 $10,383 $151,265
Year 6 $15,329 $10,694 $26,023
7 $15,788 $11,015 $26,803
8 $16,262 $11,346 $27,608
9 $16,750 $11,686 $28,436
10 $17,252 $12,037 $29,289
11 $17,770 $12,398 $30,168
12 $18,303 $12,770 $31,073
13 $18,852 $13,153 $32,005
14 $19,418 $13,547 $32,965
15 $20,000 $13,954 $33,954
16 $20,600 $14,372 $34,972
. 17 $21,218 $14,803 $36,022
18 $21,855 $15,248 $37,102
19 $22,510 $15,705 $38,215
20 $23,186 $16,176 $39,362
21 $23,881 $16,661 $40,543
22 $24,598 $17,161' $41,759
25 $25.336 $17.676 $43,012
Total $630,000 $429,108 $299,378 $1,358,486
Operational Expenses 6.150
Utilities @ $0.25PSF(6 month) $9,225
Staffing ($0.30PSF) $1,845
Maint./Supplies ($0.35PSF) $2.153
Total $13,223
Mezzanine Costs- Summary
.ote: Construction based on: $40 PSF For Finishing Mezzanine
$75 PSF For Restrooms & Elevator Shaft
$150 PSF For Restroom Addition
Contingency and Development based on 20% of Construction Costs
Operational and Replacement have a 3% increase annually
Based on a Five Year Payback of Construction Costs
SF
6,150
Operational!
Const. Cost Replacement
$557,000 $22,500
Year One
$148,000
Year 6
$26,000
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CITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION 03-050
DECLARING THE OFFICIAL INTENT OF THE CITY OF HOPKINS TO
REIMBURSE CERTAIN EXPENDITURES FROM FUTURE FINANCING
PROCEEDS TO BE ISSUED BY THE CITY OF HOPKINS
WHEREAS, the City expects to incur certain expenditures which may be financed temporarily
from sources, other than financing sources, and reimbursed from future financing proceeds;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
HOPKINS (THE "CITY") AS FOLLOWS:
1. The City intends to incur expenditures for the project described in Council Report 03-083
for renovation of the mezzanine at the Pavilion, ("project"), and intends to reimburse itself for
such expenditures from future financing proceeds to be issued by the City in the maximum
principal amount described in the "project".
.
2. The City Manager is authorized to designate additions to the "project" in circumstances
where time is of the essence, and any such designation shall be reported to the Council at the
earliest practicable date and shall be filed with the official books and records of the City.
3. This resolution is intended to constitute a declaration of official intent for the purposes of
future financing and any law, regulation, ruling or amendment pertaining thereto.
Approved by the City Council of the City of Hopkins this 20th day of May, 2003.
Eugene Maxwell, Mayor
ATTEST:
Terry Obermaier, City Clerk
.
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