Review Updated Fees for Architectural Design of New Salt Shed 

Purpose: Review updated design costs for the proposed new salt shed at the Public Works Facility.

Background: At the July 13th Council meeting staff presented a proposal from from Oertel Architects regarding the design and bidding process for a new salt shed, to be incorporated into the new PW Facility site at a cost estimate of $19,420.00.The original intent from Oertel was to bid the salt shed through the collective purchasing site Sourcewell. At the meeting Council the the direction of the council was to bid using the RFP process.  As part of that process, there will be an additional expense for architectural design, but overall expense should be somewhat lower as the project will be opened-up to numerous contractors to bid, even if they haven't submitted plans to Sourcewell.  

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The initial fee, anticipated the building design and bidding process to utilize work and documents already completed for the construction of the main public works facility. Oertel also anticipated that the procurement method for the fabric covered salt building structure would be via Sourcewell purchase exclusively, with the full design of the structure to be delegated to the building provider.

Per our discussion, the City of Ramsey staff recommends bidding this project as a separate entity from the original Public Works facility project and contracts. The City of Ramsey would also like to open up the bidding for the salt building structure to multiple vendors, in lieu of a direct purchase from Sourcewell.

As a result of those adjustments, Oertel Architects and their design partners need to adjust the contract language, scope and associated fee slightly to deliver this project.

Additional understanding of contract:

1. The timeline for this project, has reached a point where design time, review, bid procurement and construction start would not likely be feasible in the remainder of 2021, and we would recommend a revised timeline to design in the fall of 2021, with bidding in winter 2021, allowing for appropriate lead times for building materials and work to commence in the spring of 2022, when public works operations would not be disturbed in the first year of the operation of the new facility.

2. Oertel"s design process will allow for multiple manufacturers to bid the project with their proprietary shapes and sizes. The basis for design will be the gable stile profile (similar to the existing structure), but overall widths and depths may vary slightly based on manufacturers differences.

3. Oertel's design and bidding package will require additional informational sheets of drawings, such as a title page, building code page, and other informational pages from structural, civil and electrical engineering disciplines. This bidding package will also require a new set of specifications dedicated specifically to this project, with Oertel Architects developing Specification Division 01 for General Requirements, and working with the City of Ramsey to develop the necessary Division 00, for procurement and contract requirements.

4. The bidding process and construction administration of the facility, including additional shop drawing review will also have some additional time for pre-bid conference, bid review and recommendation and other contract administration during the construction process.

PW Facility Contingency Fund

Staff recommendation is to approve Oertel' additional fee request for design and bidding costs for the new salt shed not to exceed $5,690.00.  This amount includes $350.00 for reimbursable expenses.  Also, note this case only addresses  the design, bidding and construction administration costs.  Once the salt shed is bid and a contractor is selected, the final project cost will come back to council for final approval.  Oertel's fee schedule is attached to this case.

Motion to council to approve Oertel' additional fee request for design and bidding work not to exceed $5,690.00.  This amount includes $350.00 for reimbursable expenses.