Consider Strategy for Future Public Works Campus Planning Process

PURPOSE
Provide direction to Staff on how to move forward with planning for a replacement Public Works Campus.
BACKGROUND (Public Works Campus)

1. The Public Works department moved from it's original location on Hwy 47 and 142nd Ave to it's current location at 14100 Jaspar St in 1995. The buildings were originally constructed for a company called Minnesota Sawdust in 1984.  At the time of the move, we employed 7 full-time maintenance workers and 2 seasonal workers. Today, we employee 17 full time maintenance workers and 8-12 seasonal workers.
2. In 2002 the City of Ramsey purchased the property at 14210 Jaspar St and converted that building  to what is now our utility department and sign shop.
3. In 2005 the the Public Works department was granted a interim use permit for a temporary construction trail to house our administrative offices and lunch room. 
5. In 2006 we constructed covered storage to protect our winter road salt supply.
6. Since approximately 2007, we have been using off site storage buildings to house seasonal or less frequently used equipment, due to the lack of secure storage space at our campus.

 
BACKGROUND (Process)
Please see the attached process outline.  At this point, the City is at Step 1 (of 5) in the process to plan for, and construct, a replacement Public Works Campus (Space Needs Analysis Stage).  The City budgeted $20,000 for this work in 2015 (to be completed in 2015).
 

NA

Please review staff recommendation first.  If the Council is concerned with the Staff recommendation, below are alternatives to consider:

1. Competitively Bid Step 1 of the attached process (rather than select BKV Group now).
2. Don't budget for Step 2 in 2016 at this time (wait until 2017 or later).
3. Oppose planning for the reconstruction of a replacement Public Works Campus altogether in 2015 (or later).

General Fund and Enterprise Funds

1. Consider Staff recommendation on how to proceed with the space needs analysis (Step 1 of process).
Typically, Staff would recommend completing a RFQ (Request for Quotes) for this type of work.  However, a RFQ on a space needs analysis can easily turn into a bidding war between engineering firms; which motivates firms to "undercut" their bid on the space needs analysis in an effort to "buy" later steps of engineering/ architectural services (steps 2-5 outlined in the attachment).  Unless a solid reason exists, Cities select the lowest quote on any given project.  This situation can result in a lack of service/ quality in work delivered.  Additionally, it should be noted, a space needs analysis can be a fairly ambiguous in terms of several items (not easy to compare apples to apples--and challenging to draft a very clear RFQ).

As a result of the information outlined above, Staff would feel more comfortable allowing an architectural/ engineering firm that has a good track record with City to complete Step 1 of this process.  Then, when it comes to Steps 2-5, staff would recommend architectural/ engineering services for this project be competitively bid (i.e. a standard RFQ process).  NOTE: in order for the City to receive quality competitive bids for steps 2-5, the space needs analysis needs to be thorough and of high quality (will make the RFQ very clear).  This work is not required to be competitively bid via State Statute.

Attached to this case is a proposal from BKV Group for a space needs analysis (not to exceed $19,500).  Staff would recommend awarding BKV Group this work.  BKV Group has a solid track record with the City (Fire Station #2 and the Ramsey Municipal Center).

2. Consider Staff recommendation to budget $65,000 for preliminary design in 2016 (Step 2 of process).
As the Council knows, in order to complete a project in 2016, we need to budget for that project in 2015.  If the Council is interested in moving this project along in 2016, Staff would recommend budgeting for Step 2 (Preliminary Design) now.  Staff was provided a "preliminary/ budgeting" estimation of $55,000 for this work by BKV Group.  Staff would recommend the City Council budget $65,000 for Step 2 in 2016.

Motion to: