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Home My WebLink AboutCity Council Packet 04-09-2019 Special Special Council Meeting 1 of 1 April 9, 2019 CITY OF PLYMOUTH AGENDA SPECIAL COUNCIL MEETING APRIL 9 , 2019, 5:00 p.m. MEDICINE LAKE CONFERENCE ROOM 1. CALL TO ORDER 2. TOPICS A. Architectural firm interviews for the Plymouth Creek Center project B. Set future Study Sessions 3. ADJOURN 1. ACTION REQUESTED: Staff is requesting selection of an architectural firm for the Plymouth Creek Center (PCC) renovation/expansion project following Council interviews with, HGA, BKV Group, and TKDA. 2. BACKGROUND: On February 12, Council authorized staff to proceed with schematic design and costing of renovation and expansion of the PCC. Staff solicited Request for Proposals (RFPs) from 21 architect firms with community/government design experience. An optional pre-submittal meeting was held at the PCC on February 27; thirteen firms and sub consultants attended. The City received a total of nine RPFs by March 8, 2019. Staff from Administration, Recreation and PCC reviewed the RFPs and recommended four proposals for Park and Recreation Advisory Commission (PRAC) to evaluate on March 21, 2019. Commissioners ranked the four firms, and the top three were recommended to Council for interviews and final selection. During the study session on April 9, 2019, the three firms will have 20 minutes for a presentation and to answer questions from Council. After the last interview, Council will have 30 minutes to deliberate and select a firm. All of these firms are highly qualified and staff has conducted reference checks and received favorable comments. Interview/Presentation Schedule for Architectural Firms 5:00-5:05 p.m. Intro from Staff 5:10-5:30 p.m. HGA 5:40-6:00 p.m. BKV Group 6:10-6:30 p.m. TKDA 6:30-7:00 p.m. Council Discussion & Selection Staff have asked Eric Blank, Plymouth’s former Parks and Recreation Director of 30+ years, and current resident, as well as PRAC Chair Tricia DeBleeckere to sit in on the interview process. n SPECIAL COUNCIL MEETING April 9, 2019 Agenda Number: 2A To: Dave Callister, City Manager Prepared by: Kari Hemp, Recreation Manager Reviewed by: Diane Evans, Director of Parks and Recreation Item: Plymouth Creek Center Architectural Firm Interviews Page 1 A Council Study Session has been scheduled for April 23 from 5-7:00 p.m. to meet with the selected architectural firm and construction manager to provide direction for the schematic design and cost estimate. 3.BUDGET IMPACT: The project will be divided into two phases. The first phase will include schematic design services and cost estimates. The anticipated amount for Phase 1 will range from $240,000 – $335,100 based on the selected architect. Phase 2 will include final construction documents and services through project completion. Phase 2 is projected to be 6-9% of the total project cost. 4.ATTACHMENTS: Request for Proposal (RFP) Page 2 Page 3 REQUEST FOR PROPOSAL (RFP) INFORMATION Request For Proposal Emailed ............................................................. February 20, 2019 Optional Pre-Submittal Meeting at Plymouth Creek Center ............... February 27, 2019, 1-3 p.m. Questions regarding RFP due prior to.................................................. March 1, 2019, 12 p.m. Submittal Deadline ............................................................................... March 8, 2019, 12 p.m. Parks and Recreation Commission Review .......................................... March 21, 2019, 7 p.m. Interviews for Selected Consultants with City Council ........................ April 9, 2019, 5-7 p.m. (Tentative) City Council Input/Design Charrette with selected firm ...................... April 23, 2019, 5-7 p.m. (Tentative) Schematic Design and Cost Estimates ................................................. TBD Completed plan specifications and bid documents ............................. TBD Construction Estimate.......................................................................... August 2020-October 2021 SEND PROPOSALS TO: Plymouth City Hall - Parks and Recreation Attn: RFP for Plymouth Creek Center 3400 Plymouth Boulevard Plymouth, MN 55447 recreation@plymouthmn.gov CONTACT INFORMATION All questions regarding this request for proposal should be submitted in writing by 12:00 p.m., March 1, 2019 and should be directed to: Kari Hemp – Recreation Manager Khemp@plymouthmn.gov 763-509-5220 OR Chris Fleck – Plymouth Creek Center Manager Cfleck@plymouthmn.gov 763-509-5281 Page 4 PROJECT BACKGROUND The City of Plymouth is seeking a qualified architectural firm to provide design services for a new addition which includes connectivity and renovation of the existing facility. The selected firm will need to have the ability to work with staff, council, commissions, stakeholders and a construction manager to take the project through final construction. In preparing the proposal it may be helpful to review the following documents. These do not necessarily represent final design of the building but rather a visual of potential spaces for consideration: 2017 Plymouth Creek Center Feasibility Study at: (Click below or copy and paste in browser) https://www.plymouthmn.gov/home/showdocument?id=18777 2018 Community Engagement Report at: (Click below or copy and paste in browser) https://www.plymouthmn.gov/home/showdocument?id=19381 The renovation/expansion of the Plymouth Creek Center must provide the community with a sense of belonging and a place to gather. The added and improved space should flow well and provide appropriate sized spaces for a multitude of programming and recreational experiences both active and passive. Some of the potential new amenities may include but are not limited to:  Expanded outdoor activity space  Expanded deck area  Indoor playground  Gymnasium  Suspended walking track  Fitness rooms  Art rooms  Gathering areas  Senior space  Council directed spaces Some of the potential renovation considerations may include but are not limited to:  Staircase location  Elevator  Kitchen caterer access  Gathering areas  Hardscape and structural deficiencies  Building access  Defined access for fieldhouse  Mechanical systems  Bathrooms For more information about the Plymouth Creek Center, please visit the project website at: https://www.plymouthmn.gov/departments/parks-recreation/plymouth-creek-center/plymouth-creek- center-project Page 5 FACILITY LOCATION PLYMOUTH CREEK CENTER 14800 34TH AVENUE PLYMOUTH, MN 55447 Nationally recognized for its quality of life, Plymouth is located just 12 miles northwest of Minneapolis. The Plymouth Creek Center (PCC) is situated within Plymouth Creek Park which is located just west of I- 494 and north of CSAH 55 (Olson Memorial Hwy). The PCC is Plymouth’s community center, which consists of a fieldhouse and the Millennium Garden, one of the most beautiful parks in the community. HISTORY OF BUILDING The Plymouth Creek Center opened in 2000. The finished 18,000 sq. ft. space consisted of a lobby area, offices, a small conference room, two meeting rooms, bathrooms, a catering kitchen, Fireside Room, and the Plymouth Ballroom. In 2006, the lower level of the PCC was completed bringing the facility to approximately 30,000 square feet. The lower level space consists of the Black Box Theater, a conference room, a meeting room and two small music rooms. The vision and design of the Plymouth Creek Center began in 1997, with the ultimate goal of meeting the current and future recreation needs of all age groups for the next 15-20 years. Twenty years later, the PCC is still a well-used community space with over 300,000 annual visitors. Even though the PCC is valued and well utilized, it is not without its challenges. The size and types of spaces do not meet current and future needs of a growing community with an appetite for active recreation programs and services. The PCC reaches many user groups on a yearly basis including Parks and Recreation programming, paid renters and city users. In 2018, there were nearly 4,000 registered bookings at the activity center, generating over 11,880 hours in reservations. Parks and Recreation programs contributed to 80% of those total bookings, whereas paid renters and other city users provided the remaining 20%. Primary building functions include rental events with catering services, senior groups and programs, and a host of recreation programs for all age groups, including arts, music, dance, wellness/fitness, educational classes, and more. Page 6 RFP INFORMATION The purpose of the RFP and subsequent selection process is to identify and select a qualified architectural firm with experience renovating and designing community centers. PROJECT COMPONENTS The City plans to break this project up into two phases: Phase 1: Schematic design and costing for review by staff, council and the community. Phase 2: Final construction documents and services through project completion. Project components may include, but are not limited to: Schematic design with plans and cost estimates. Community engagement initiatives. Site work, structural, mechanical, electrical, interior design, landscape, etc. Parking lot expansion (including storm water management). City/State and other regulatory processes and/or permits. Final construction plans with associated costs. Bid management. Work with city selected Construction Manager to successfully develop a project budget and financially viable construction plans. DESIGN Design principles shall include: An architectural approach that is consistent with City Council’s expectations and the established project objectives and priorities. Input from City Council via Design Charrette on April 23rd (tentative). Input from stakeholders and residents. Maximizing the site with the program space and site amenities. Architecturally appealing. Design must include components of public art or dedicated space for public art. A facility with a sense of belonging and a place to gather. Space should flow well and provide rental and appropriate sized program space for a multitude of experiences both active and passive. RFP SUBMISSION REQUIREMENTS The RFP should be fully self-contained and demonstrate clearly and accurately the capabilities, knowledge, experience, and capacity of the respondent to meet the requirements of the project. Respondents are encouraged to utilize methods they consider appropriate in communicating the required information. The City of Plymouth reserves the right to reject any or all submittals presented. The City reserves the right to eliminate from further consideration any submittal that is deemed to be substantially or materially unresponsive to the request for information. There is no expressed or implied obligation for the City to reimburse responding firms for any expenses incurred in the preparation of submissions for this request. Receipt of Request For Proposals (RFPs) does not obligate the City to hire an architectural firm. Page 7 Any changes made to the RFP will be made by addendum. The City of Plymouth may, at its discretion, request additional information or clarification from any or all proposers and to allow for corrections of errors or omissions. The Consultant shall be responsible for, and shall act as prime coordinator for all sub-consultant services, and shall allow sufficient time to review and correct the work of sub-consultants prior to submission to the City. All meetings that the Consultant is required to attend shall also include sub-consultants as appropriate. In order to be considered, all requested information below must be submitted. All material shall be presented in a succinct manner in the same order as presented in this RFP. The City will not be responsible for proposals delivered to a person/location other than that specified above. At a minimum, the following is required: 1. FIRM DESCRIPTION: Provide an overview/description of your firm.  Name, address, telephone number, e-mail address and website address  Length of time in business 2. PROFESSIONAL SERVICES AVAILABLE: Provide information on professional services that your company will provide as a part of this process to enhance the end project. (virtual, 3-D, etc.) 3. STAFF: Identify proposed key project staff by roles and responsibilities specific to this project through completion. For each person, provide qualifications and experience relevant to this project. Identify who on your team will be the project lead and who will be present at all meetings. 4. PREVIOUS PROJECT EXPERIENCE: Provide documentation for successful design, coordination and construction administration of a community center facility renovation, addition, or new construction (including multi-disciplined efforts of civil, mechanical, electrical, and structural engineers). The projects must be 12,000 square feet minimum and project budget over $5 million. Please include:  Documentation for a minimum of three, no more than 9 construction projects that have been completed within the last 10 years.  Client references for each project submitted.  Experience working with Construction Managers.  Knowledge with Minnesota GreenStep Cities initiatives. 5. FEE: Phase 1: Schematic Design services as outlined in the RFP. This fee must be a flat rate amount with a not to exceed stipulation. Phase 2: Final Construction services as outlined in the RFP. This fee/rate (less Phase 1 Schematic Design services) must include a not to exceed stipulation. Page 8 6. MEETINGS Proposal should include the suggested meetings (public, stakeholders, staff, Council, Commissions, etc.) for each Phase through project completion. Consultants must submit ten (10) hard copies & one (1) electronic proposal no later than March 8th at 12 p.m. Plymouth City Hall - Parks and Recreation Attn: RFP for Plymouth Creek Center 3400 Plymouth Boulevard Plymouth, MN 55447 recreation@plymouthmn.gov SELECTION PROCESS This RFP is being distributed to a list of consultants who have expertise in related areas as well as listed in publications. RFP’s will be reviewed and evaluated by staff and Parks and Recreation Advisory Commission members. The committees will convene and shortlist 3-4 firms for interview by City Council. The City will select one firm to further develop and complete the project in the best interests of the City. The City will define a final project scope and budget with the selected firm. The firm selected for a contract will provide a RFP that is responsible and most advantageous to the City, as determined by the City in its sole discretion. Issuance of this RFP does not compel the City to award a contract. The City reserves the right to reject any or all proposals wholly or in part and to waive any technicalities, informalities, or irregularities in any proposal at its sole option and discretion. The City reserves the right to request clarification or additional information. The City reserves the right to award a contract, or to re-solicit proposals, or to temporarily or permanently abandon the process. The City intends to award a contract to the best overall valued firm. The City reserves the right to negotiate and further refine the scope of work which may impact the final contract amounts. Page 9 REGULAR COUNCIL MEETING April 9, 2019 Agenda Number: 2B To: Mayor and Council Prepared by: Dave Callister, City Manager Reviewed by: Item: Set Future Study Sessions Pending Study Session Topics (at least three Council members have approved the following study items on the list):  Snow/ice removal policy (suggest June 25 at 5:30 p.m.)  Citizen Survey  Oversight of the watershed districts (financing of projects) – joint meeting with EQC  IOCP Affordable Workforce Housing Tour Other Council requests for Study Session Topics: None at this time. Staff’s requests for Study Sessions: Budget, Utility Study, and CIP:  August 20 at 5:30 p.m.  August 27 at 5:30 p.m.  September 3 at 5:30 p.m. (if needed)  November 12 at 5:30 p.m. (if needed) Others:  Cancel July 9 Regular Council meeting  Review social service agency contributions (during budget discussions) Page 1 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 5:30 PM SPECIAL COUNCIL MEETING Interview Ward 1 Council candidates Parkers Lake Room 17 18 19 20 21 22 23 24 25 26 27 28 29 30 April 2019 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000 Fax: 763-509-5060 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Medicine Lake Room 4:30 PM to 7:00 PM Hennepin County Open Book Meeting Parkers Lake Room 7:00 PM PLANNING COMMISSION MEETING Council Chambers SUN TUES MON WED THUR FRI SAT CHANGES ARE 5:00 PM SPECIAL COUNCIL MEETING Discuss design of Plymouth Creek Center with Architect Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers 5:00 PM SPECIAL COUNCIL MEETING Interview Architects for Plymouth Creek Center renovation Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM HOUSING AND REDEVELOPMENT AUTHORITY MEETING Parkers Lake Room 5:30 PM SPECIAL COUNCIL MEETING Review Ward 1 Council applicants & vacancies on PRAC, Bassett and Elm Creek Water-shed Management Commissions Parkers Lake Room 7:00 PM PLANNING COMMISSION MEETING Council Chambers 5:30 PM SPECIAL COUNCIL MEETING Economic Development Discussion (Part 1) Medicine Lake Room 9:00 AM-11:00 AM City Sampler Maintenance Facility 14900 23rd Ave. N. Page 2 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 May 2019 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000 Fax: 763-509-5060 7:00 PM PLANNING COMMISSION MEETING Council Chambers 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Medicine Lake Room 7:00 PM PARK & REC ADVISORY COMMISSION MEETING Council Chambers 7:00 PM PLANNING COMMISSION MEETING Council Chambers 7:00 PM HOUSING AND REDEVELOPMENT AUTHORITY MEETING Parkers Lake Room SUN TUES MON WED THUR FRI SAT MEMORIAL DAY CITY OFFICES CLOSED 5:30 PM SPECIAL COUNCIL MEETING Economic Development Discussion (Part 2) Medicine Lake Room 5:30 PM SPECIAL COUNCIL MEETING Discuss BRT option for Highway 55 Medicine Lake Room 7:00 PM REGULAR COUCIL MEETING Council Chambers 5:30 PM SPECIAL COUNCIL MEETING Fire Station Space Needs Assessment & Design Recommendations Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers Page 3 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 7:00 PM PLANNING COMMISSION MEETING Council Chambers 20 21 22 23 24 25 26 27 28 29 June 2019 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000 Fax: 763-509-5060 5:30 PM SPECIAL COUNCIL MEETING Discuss Boards and Commissions Medicine Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Medicine Lake Room 7:00 PM PARK & REC ADVISORY COMMISSION MEETING Plymouth Creek Center 7:00 PM PLANNING COMMISSION MEETING Council Chambers SUN TUES MON WED THUR FRI SAT CHANGES ARE NOTED IN RED 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM HOUSING AND REDEVELOPMENT AUTHORITY MEETING Parkers Lake Room 30 Page 4 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 7:00 PM PLANNING COMMISSION MEETING Council Chambers 18 19 20 21 22 23 24 25 26 27 28 29 30 31 July 2019 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000 Fax: 763-509-5060 SUN TUES MON WED THUR FRI SAT 7:00 PM HOUSING AND REDEVELOPMENT AUTHORITY MEETING Parkers Lake Room 7:00 PM REGULAR COUNCIL MEETING Council Chambers INDEPENDENCE DAY CITY OFFICES CLOSED 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Medicine Lake Room 5:30 PM - 10:30 PM Music in Plymouth Hilde Performance Center Page 5 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 August 2019 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000 Fax: 763-509-5060 7:00 PM PLANNING COMMISSION MEETING Council Chambers 7:00 PM HOUSING AND REDEVELOPMENT AUTHORITY MEETING Parkers Lake Room SUN TUES MON WED THUR FRI SAT 7:00 PM REGULAR COUNCIL MEETING Council Chambers CHANGES ARE NOTED IN RED 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM PLANNING COMMISSION MEETING Council Chambers 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Medicine Lake Room Page 6 SUN MON TUE WED THU FRI SAT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 September 2019 3400 Plymouth Boulevard Plymouth, MN 55447 OFFICIAL CITY CALENDAR Phone: 763-509-5000 Fax: 763-509-5060 7:00 PM ENVIRONMENTAL QUALITY COMMITTEE MEETING Medicine Lake Room 7:30 PM PLANNING COMMISSION MEETING Council Chambers SUN TUES MON WED THUR FRI SAT CHANGES ARE MADE IN RED LABOR DAY CITY OFFICES CLOSED 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM REGULAR COUNCIL MEETING Council Chambers 7:00 PM HOUSING AND REDEVELOPMENT AUTHORITY MEETING Parkers Lake Room 7:00 PM PARK & REC ADVISORY COMMISSION MEETING Park Maintenance 7:30 PM PLANNING COMMISSION MEETING Council Chambers Page 7