12. Award Contract - Central School RenovationAgenda -April 28, 1997
AGENDA ITEM 12 - AWARD CONTRACT FOR CENTRAL SCHOOL RENOVATION FOR
ARCHITECTURAL SERVICES
BACKGROUND/CONSIDERATION: I have enclosed a memo from Ross
Plambeck reviewing the status of the selection committee for the
Central School Renovation Architect. The Committee reviewed
proposals and interviewed the proposals submitted by three firms.
RECOMMENDATION: The committee recommends Jones R. McDonald
Architects. At the time of compiling this report we do not have a
contract negotiated. If this is complete at the Work Session, we
will review with you the terms. If we do not have this process
completed at that time, we will hope to have an updated report
covering the terms of contract for the regular Council Meeting.
ACTION REQUIRED: A MOTION to approve the contract will need to be
approved to enable us to continue the Central School project. As
a reminder, the commitment to move ahead with this item at this
time will mean that we are committing to architectural design
contract with only a lease option available. This means the funds
expended for the planning is done prior to having assurances that
the Society has the $250,00 cash required to operate for two years.
interoff ice
to: Clarence Krepps, City Manager
from: Ross Plambeck, Redevelopment Manager
subject: Award Contract for Architectural Services for Central School Renovation
date: April 24, 1997
On April 23, the Selection Committee, appointed by the City Council, critiqued the proposals
made by three architectural firms for renovating Central School as a museum. The three firms
interviewed were:
James R. McDonald Architects (Missoula)
Gabbert/Manthey Architecture & Kenneth J. Williams Architects (Seattle & Whitefish)
Walter H. Hinick & Associates
The Selection Committee's mandate to the architectural firms were to develop a proposal that
will renovate Central School as a "usable building" for museum purposes for under $2.5 million,
including all fees and costs. The term "usable building" was defined as the minimum renovation
,- necessary to provide compliance with life/safety code issues, handicapped accessibility,
structural integrity and adaptation for museum use. The three presentations were excellent and
gave the Selection Committee the opportunity to select the best of the best to recommend to City
Council. The final selection was made by secret ballot and was a unanimous decision by the
committee.
Recommendation:
Please request the City Council to authorize entering into a contract for architectural services
with the firm of James R. McDonald Architects. The fee for professional services to prepare
construction documents, cost estimate, bid specifications and contract administration are in the
process of being negotiated. It is anticipated a Scope of Services and a Schedule of Fees will be
be available for the April 28 workshop.
Meroff ice
M E M O R A N D U M
to: Clarence Krepps, City Manager
from: Ross Plambeck, Redevelopment Manager IZ-F
subject: Award Contract for Architectural Services for Central School Renovation
date: April 30, 1997
At the April 28th City Council Workshop, the Selection Committee's recommendation to
contract with James R. McDonald Architecture was presented along with his Architectural Fee
Proposal.
The fee represents approximately 11% of the estimated total project cost to renovate the building.
Mr. McDonald is highly experienced in this type of renovation work and consistently provides
accurate estimates based on current bidding quotes. Several independent architects confirmed
the reasonableness of the proposed fee as being at the low end of the range for renovation work.
Council members asked what previous commitments they had made to the Historical Society to
renovate the building as a museum. A Memorandum of Understanding and Intent between
School District #5 and the City was developed when title to the land and building was transferred
to the City of Kalispell. The Memorandum stated: "Specifically, the Northwest Montana
Museum and Historical Society will become an active participant in seeking solutions to the
redevelopment and reuse of the property. " The City Council adopted the document on
December 19, 1994.
The Council also reaffirmed its support at the time of authorizing Requests for Qualifications for
Architectural Services. On an 8 to 1 vote, the Council approved the motion "to reaffirm the
Central School Museum as a TIF project and give the staff the guidance they are lacking at this
point and they would proceed with the lease agreement with the Northwest Historical Society. "
(Minutes of January 21, 1997)
Recommendation:
Please request the City Council to authorize entering into a contract for architectural services
with the firm of James R. McDonald Architects. The fee of $245,000 for professional services to
prepare construction documents, cost estimates, bid specifications and contract administration
represent approximately 11% of estimated project cost.
Attachments: Architectural Fee Proposal from James R. McDonald Architecture
Memorandum of Understanding and Intent
.TAMES R. MCDONALD ARCHITECTS
25 April 1997
Mr. Ross Plambeck
Redevelopment Manager
Planning, Economics, and Community Development Department
The City of Kalispell
P.O. Box 1997
Kalispell, Montana. 59903-1997
Re: Architectural Fee Proposal
Central School Project
Dear Ross:
The fee proposal for the referenced project is based on the basic services of
Architectural, Structural, Mechanical and Electrical Engineering. In addition we have
included approximately $6000.00 for environmental consulting and some museum curator
review of the project. The proposed fee is as follows:
Charrette and Programming (5%)
$12,250.00
Schematic Design (15%)
36,750.00
Design Development (20%)
49,000.00
Construction Documents (30%)
73,500.00
Bidding and Negotiations (5%)
12,250.00
Inspection and Contract Administration (25%)
61,250.00
z Natal Proposed Fe z ,-
$245,000.00
The schedule of work is reflected in the proposal that we left with you at the
sons 4UO /11 Jots / If= 4UO,/1[ Jdd! nx
9 ' f ,
To: Bill Cooper, Superintendent
Hoard Members, School District #5
From: Bruce Williams, City Manager
Kalispell City Council
Date: September 22, 1993
Subject: Memorandum of Understanding and Intent between the City of Kalispell and
School District #5 for the Central School Property Analysis and
ReEise/Restoration Study
P 1! rpose
The purpose of this Memorandum of Understanding and Intent is to outline the level of
responsibility, participation and/or actions to be undertaken by >o l the City of Kalispell and
School District #5. Also, it is to document the mutual expectation of benefits to be derived by
participating in the Central School Property Analysis and Reuse Restoration Stutly, as
described in this Memorandum.
The City and School District recognize that Central School has both historical and cultural
significance to the residents of Kalispell because it represents a substantial role in the
development of Kalispell as the first permanent school building.
Built in 1894 at a very low cost of $20,000, the building is an excellent example of
Richardsonian Romanesque style of architecture. Central School was one of the first county
high schools in Montana with an enrollment of 75 students. In 1927, the City's "14th Annual
!'Water Deparluieut Report" states:
"Although it is not well designed for a grade school, it is still giving excellent service,
and, with (lie one -room annex, houses about 365 children. There is much waste space
in (lie building to heat, to clean and to maintain, but it is so well built that it stands as
a monument to the contractor who built it. It is said that he lost money on his contract,
yet there is evidence throughout the building of an old-time thoroughness and pride in
his work for its own sake that is worthy of emulation."
Central School
City/School District #5
Memorandum, September 22, 1993
Page 2
School District # 5 and the City are mutually concerned and agree that it is not in the best
interest of either party for Central School to remain an empty, non -productive building. It is
not wise to allow it to remain as a potential liability to the School District, neither contributing
to the space needs of the School District, nor (lie City of Kalispell or other government agencies.
It should be restored and rehabilitated and adaptively reused to either satisfy the growing private
sector demand for space, house public agencies, become a diverse center for public and private
activities, a combination of such uses allowing it to function as a true asset to the commwiity;
or, it should be demolished and the land redeveloped. The building does not currently contribute
to improving either the density of the Kalispell Central Business District or its tax base, primary
goals of the Dowtttowtt Redevelopment Plan, Ordluatice #933.
Therefore, it is mutually agreed it is in the best interest of School District #5, and preservation
and downtown revitalization efforts, to develop all economic plan for the restoration/rehabili-
tation, adaptive reuse and/or occupancy of Central School; or as an alternative, to prepare a plan
for redevelopment of the land and its use by public agencies, (lie private sector, or both.
The City has adopted Ordinance No. 933 THE DOWNTOWN REDEVELOPMENT PLAN
as an official Urban Renewal Plan authorized by Title 7, Chapter 15, MCA. The law
authorizes the City to undertake "Urban Renewal Projects" within established boundaries and
to utilize (lie incremental increase in ad valorem taxes (tax increment) to finance projects within
the urban renewal area. "Urban Renewal Projects" may include:
"...undertakings or activities of a municipality in an urban renewal area for (Ile
elimination and for the prevention of. the development or spread of blight and may
involve redevelopment in an urban renewal area, rehabilitation or conservation in an
urban renewal area, or any combination or part (hereof in accordance within urban
renewal plan."
Central School (aka Montana flail) is located within the urban renewal area, an officially
designated "blighted area." As it stands today, Central School constitutes an economic or social
liability and/or is detrimental or constitutes a menace to the public health, safety, and welfare
by reason of substantial physical dilapidation, deterioration, defective construction, material, and
arrangement, and/or age obsolescence of building, or improvements; and thus, may be
considered blighted and in need of special efforts to be made whole and productive once again.
The law allows the City to exercise its powers as an urban renewal agency: (7-15-4233)
...(c) to prepare recommended modifications to all urban renewal project plan;
(d) to undertake and carry out urban renewal projects as required by the local governing
body;
(e) to make and execute contracts as specified in 7-15-4251, 7-15-4254, 7-15-4255, and
7-15-4281...
Central School
City/Sch(wl District #5
Memorandum, September 22, 1993
Page 3
(h) to enter any building or property in any urban renewal area ill order to ake surveys
litapprilisals in (lie planner specified In 7-15-4257;
(i) to blin'oye. QIcaar. Qr t3rtft?arc for redeyel moment any real or personal DroDerty in all
urban renewal area;
(k) to effectuate the plans provided for in 7-15-4254;...
(ill) (o prepare R19113 for carrying out of voluntary or compulsory repair and
rdiabi(itation of buildings and improvements;
(n) to condilpt. appraiaal5,c eys, studies. and other I' in Ins n
work necessaryo f undertaking o b t a pro c� lg•,".
(o) L negotiate for (jig purcltgse of land; (emphasis added)
The Urban Renewal Law also contemplates cooperation between government bodies. Section
7-15-4267, MCA calls for and allows for Cooperation by public bodies for the purposes of
aiding in and planning, undertaking or carrying out of an urban renewal project located within
the area in which it is authorized to act. T le law slates:
....any public body authorized by law or by this part or part 43, upon such terms
or wilhout considergtion, gs it may € e ermine (emphasis added), may: (the following is
a partial list of relevant powers)
(a) dedicate, sell, convey, or lease any of its interest in any property or grant easements,
licenses, or other rights or privileges therein to a municipality;...
(e) do any and all things necessary to aid or cooperate in the planning or carrying out of
an urban renewal plan;...
(e) enter into any agreements (which may extend over any period, notwithstanding any
provision or rule of law to the contrary) with a municipality or other public body
respecting action to be taken pursuant to any of (lie powers granted by this part or part
43, including the furnishing of funds or other assistance in connection with an urban
renewal project;
(0 causr, to be furiiialiedis buildings nd Dublic fggilities.including r
playgroundso jecreational.community c ioii drainage c'li i
or anv other works which it is other Wise empowered to undertake -...(emphasis added)
(2) Any sale, conveyance, lease, or agreement provided for in this section shall be made
by a public body with appraisal, public notice, advertisement, or public bidding in
accordance with provisions of 7-15-4263."
Section 7-15-4263 of the Urban Renewal Law contains the procedures required to dispose of
property to private persons, giving municipalities reasonable and flexible authority to: "(3)
...consider all redevelopment or rehabilitation proposals and (lie financial and legal ability of the
persons making such proposals to carry thein out. The municipality may accept such proposals
as it deems to be in the public interest and in the furtherance of (lie purposes of this part and
part 43..." In other words, the City of Kalispell probably has more statutory "flexibility" in
Central School
City/School District #5
Memorandum, September 22, 1993
Page 4
disposing of real estate than School District #5; therefore, it may be to (lie Districts advantage
to consider transferring Central School to the City of Kalispell and allowing the city to explore
disposition alternatives.
The City and School District No. 5 share a history of working together to solve mutual problems
and for community benefit. This Memorandum of Understanding and Intent between the City
and the School District, to encourage the renovation and adaptive reuse of Central School,',will
encourage and guide that continued cooperation.
School District #5 understands that before the City may proceed with a Request For Proposals
(RFP) to perform the real estate analysis of Central School, the School District (SCHOOL) and
CITY must mutually agree on a Task Order, hereinafter referred to as "ORDER", which shall
direct (tie performance of certain tasks or services to be undertaken by each entity. Each such
ORDER shall contain a description of the services to be performed and a Scope of Work there-
fore, a time schedule or period of performance, and the source and use of funds.
A. Upon receipt and acceptance of such ORDER, CITY AND SCIIOOL shall
promptly undertake the performance thereof in accordance with the instructions contained
therein.
R. SCHOOL shall provide, at no expense to CITY, such books, maps, records,
plans, reports, studies, statistics, or other data or information as it currently has in its
possession and as may be reasonably required to assist CITY and its consultant perform
the task of services specified in the ORDER.
C. SCHOOL shall designate a Representative with authority to act on its behalf with
respect to each such ORDER, who shall be named in the ORDER, and CITY shall be
entitled to rely on the directions given by such Representative.
D. SCHOOL shall promptly review all documents, plans, reports, studies or other
submittal's from CITY, and shall not unreasonably withhold its consideration and
approval of an implementation plan to encourage the restoration and rehabilitation and
adaptive reuse of Central School. Said implementation plan may include plans to:
1. Sell trade or exchange the land and building to private persons, non-profit
organizations or the CITY OF KALISPELL, at a price to be determined by a Fair
Market Appraisal and as required by the Montana Urban Renewal Law.
2. Sell trade or exchange Elie land and building to the CITY OF KALISPELL for
"other valuable consideration," compensation or project activities as mutually agreed
upon by SCHOOL AND CITY and as permitted by the Montana Urban Renewal Law.
Central School Page 5
City/school District #5
Memorandum, September 22, 1993
D. CITY shall be fully responsible for the services it shall agree to perform under
any ORDER mutually executed and made part of this Memorandum.
Ajwysis of Build'-- - Ac iacent Land: (including (lie possible closure of 1st Street East.)
The City will advertise for requests for proposals from qualified engineering firms to conduct
an engineering study of Central School and will then contract for and fund an architectural and
engineering study to determine (lie feasibility of renovating the existing structure for adaptive
re -use. Such factors to be studied will include at a minimum:
A complete and accurate survey of the building and surrounding site to prepare an
inventory of materials and detailed floor plans upon which to prepare alternate studies
and schematics
The need and types of mechanical systems (i.e. heating, electrical, plumbing, air
conditioning)
Structural integrity and upgrades required, including an analysis on compliance with
seismic requirements for historic structures
Analysis and recommendations for additions and modifications for handicapped
accessibility per (lie requirements of the Uniform Building Code and the Americans Willi
Disabilities Act.
Preliminary schematic drawings and cost estimates to implement the proposed changes
and recommendations.
The City will also conduct a preliminary market analysis to identify the most likely and probable
highest and best adaptive reuse of the structure and land. It will consult Willi the School
District, flathead County, City of Kalispell, Flathead Valley Community College, Northwest
Montana Museum and Historical Society, and other public and quasi public agencies to
determine their space needs. The Kalispell Development Corporation and its planning
committees will be asked to express their views on how the building may benefit file entire
community. Consideration will be given to private redevelopment and reuse of the asset so that
it may contribute to the goals of the Downtown Redevelopment Plan, (Ordinance #933.
llowever, such consideration is in no way intended to exclude or discourage public and/or
public/private partnership redevelopment and reuse of the property. Specifically, the Northwest
Montana Museum and historical Society will become an active participant in seeking solutions
to (lie redevelopment and reuse of the property.
Central School
City/School District #5
Memorandum, September 22, 1993
Page 6
Both parties acknowledge it may be necessary to engage a qualified real estate appraiser to
express an opinion of value. The appraiser will be acceptable to both the District and the City,
however the cost of any appraisal will be paid by the City.
All of the information available will be analyzed by both parties and become (lie basis for 'file
Central School Redevelopment Project & Plan, to be adopted by both parties and implemented
by (lie City. Neither party may unreasonably withhold its approval of the Project & Plan, and
agrees that it should be implemented during FY 1994. `
This INTER -AGENCY MEMORANDUM WAS PASSED AND APPROVED BY THE
BOARD OF TRUSTEES, SCIIOOL DISTRICT #5, KALISPELL, MONTANA, ON
SEPTEMBER 9, 1993; AND, BY TILE CITY COUNCIL AND MAYOR OF TILE CITY OIL
KALISPELL, SEPTEMBER 20, 1993.
Douglas D. Rautlie, Mayor
ATI'EST:
Ainy II. Robertson
Finance Director
Stephen C. Berg, Chairman Board of Trustees
ATTEST: