ITEM 3.9 Request for Proposals-City hall and Public Works buildingOtSeCITYCF o
MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
I Administration I City Planner Licht 1 26 October 2020 1
Consent City Administrator/Finance Director Flaherty 3.9 — City Facility RFP
Streets Supervisor Lamson
Parks and Recreation Director Demant
STRATEGIC VISION
Is a strong organization that is committed to leading the community through innovative
communication.
X Has proactively expanded infrastructure to responsibly provide core services.
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
X Is a social community with diverse housing, service options, and employment opportunities.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
City staff recommends approval of a Request for Proposals to be issued for a study related to City Hall and
Public Works facilities.
No
M
The City Council has discussed as part of the Strategic Plan and Capital Improvement Plan expansion of the
Public Works portion of the existing City Hall and Public Works Building. The City Council determined the
first step in this process is solicitation of proposals to complete a facilities study to evaluate spatial needs
for both Public Works and City Hall functions. City staff has prepared the attached Request for Proposals to
be published on the City Website and League of Minnesota Cities Marketplace, and Quest Construction
Data Network. Notice will also be published in the Elk River Star News. The timeline outlined in the RFP is
as follows:
■ City Council authorizes RFP: 26 October 2020
■ Proposal submissions due: 11 December 2020
■ City Council review of proposals: 11 January 2021
■ City Council interviews: 25 January 2021
■ City Council awards project contract: 8 February 2021
The RFP states that the City reserves the right to reject all proposals at its discretion.
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■ Request for Proposals
POSSIBLE MOTION
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Motion to authorize the City Administrator/Finance Director to issue a Request for Proposals for a study
related to Public Works and City Hall facilities.
BUDGET INFORMATION
FUNDING >,
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Request for Proposals (RFP)
Architectural Design Services and Support for the
Expansion of the Public Works Building
City of Otsego
13400 901h Street NE
Otsego, MN 55330
STATEMENT OF PURPOSE
The City of Otsego is seeking proposals for architectural services that will include any and all
architectural design and engineering services necessary to have complete construction drawings
and specification documents, which are ready for bidding and construction of a rehabilitation and
expansion to its current Public Works and City Hall Facility located at 13400 90th Street NE.
GENERAL INFORMATION
Otsego is a growing Minnesota community of more than 18,000 residents located in Wright County at
the northwest corner of the Twin Cities Metropolitan Area. The City completed the construction of the
Public Works Facility in 2006. At that time, the facility was constructed to accommodate future
expansion. Since that time, the City has seen a population increase of over 50% and relocated City Hall
functions into the current building in 2013.
PROJECT OVERVIEW
The City is seeking recommendations through a facilities analysis, utilizing best practices, for the type
and size of building(s) required for current and future Public Works and City Hall operations to include
any corresponding auxiliary building(s), that would accommodate years of continued growth. The City
primary goal of this effort is to be architectural renderings, construction documents, and bid
documents related to expansion of the current facility for Public Works operations. As part of this
project, the City is also seeking input on the feasibility of expanding the current facility or constructing
a separate City Hall building.
PRE -QUALIFICATION OF WORK
The City seeks to contract with a firm that has experience in design of public works and city hall
facilities, by a core team (project leadership, architect, and designer) with a successful history
working together on the same or similar types of projects. Interested teams must have designed
two or more similar municipal facilities in the last five years and the personnel assigned to the
project shall have direct experience with municipal facility design.
DELIVERABLES
1. Facility spatial analysis to address;
Expansion of the current facility for continued Public Works and City Hall operations in
a shared facility.
b. Constructing a separate City Hall facility on the current City campus.
C. Identifying the land area required for construction of a separate City Hall facility not
on the current City campus.
2. Provide conceptual plan for the remodeling and expansion of the Public Works and future
City Hall expansion and upgrade (if determined feasible within a shared facility) that is
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consistent with the existing facility design, incorporates current best practices, and
accommodate future spatial needs.
Preparation of certain illustrative materials for public engagement as approximate
building costs are known and public finance is evaluated (e.g., renderings, both
interior and exterior), including assistance when necessity with presentation
before Council.
b. Maximum of 2 public engagement sessions.
Preparation of bid and construction documents for expansion of the current facility
based on the scope of the project as determined by the City Council, including provide
recommendations on rehabilitation and modifications relative to existing the building
and building systems such as, but not limited to, lighting both interior and exterior,
HVAC, renewable energy, security systems, energy efficiency, and green initiatives.
PROJECT SCHEDULE
The City has established the following schedule for the selection of a consultant to complete
architectural design services and support for the expansion of the public works building:
■ Proposal submissions due: 11 December 2020
■ City Council review of proposals: 11 January 2021
■ City Council interviews: 25 January 2021
■ City Council awards project contract: 8 February 2021
GENERAL INSTRUCTIONS
Carefully read the information contained in the RFP and submit by e-mail a complete response following
all requirements, specifications, and directions to:
CITY OF OTSEGO
ATTN: City Administrator/Finance Director Adam Flaherty
13400 90th Street NE
Otsego, MN 55330
Proposals must include:
1. Cover letter
2. Signed Respondent Proposal
3. Reference list
4. Firm background and qualifications
5. At least 3 examples of constructed municipal facilities that were designed by the respondent.
Though not required, successful experience with the design of public works facilities will be
given preference
6. Stated understanding of the project scope and your approach to integrating input. Describe
in detail your approach to the design process and working with the City for a product to
present to the City Council for approval of a final design and to authorize advertisement for
bids
The submittals must be received at the offices of the City of Otsego no later than 12:00 p.m. on 11
December 2020.
The City Council reserves the right to reject all proposals.
Please direct any questions regarding the project to:
Adam Flaherty, City Administrator/ Finance Director
aflaherty@ci.otsego.mn.us
763.441.4414
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