DEPARTMENT: Facilities Management
FILE TYPE: Consent Action
TITLE
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Authorization To Amend Professional Services Contract With Leo A. Daly LLC For Wentworth Library Renovation
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PURPOSE/ACTION REQUESTED
Authorize amendment of a professional services contract with Leo A. Daly LLC to provide additional design services for the Wentworth Library Renovation.
SUMMARY
The 2024–2028 Building Capital Improvement Program Adopted Budget included a program to renovate the Dakota County branch libraries through a cycle over the next decade. After 17 years since the last major renovation in 2008, the Wentworth Library in West St. Paul will be the first to undergo renovation in this new cycle. Renovation work was intended to address mechanical and electrical system upgrades or equipment replacements, general interior upgrades such as furniture, fixtures, equipment, and finishes, code compliance and accessibility improvements, and other identified issues.
Capital Projects Management staff developed a Request for Proposals (RFP) to hire a design consultant for the project. This RFP included a preliminary project schedule for all project phases, including a five-month duration for construction work. This schedule was used by proposing design consultants as the basis for their fee proposal. After a unanimous decision, Leo A. Daly LLC was recommended to receive a professional services contract for this project. This selection was approved by the Dakota County Board of Commissioners through Resolution No. 24-105 (February 27, 2024).
A Core Planning Group, comprised of County staff, worked with Leo A. Daly LLC to confirm the project needs and work scope. The project schematic design was developed to include substantial interior renovation to meet new functional needs and substantial infrastructure upgrades to prolong building systems. The schematic design was presented to and approved by the County Board through Resolution No. 24-461 (September 24, 2024).
Following this approval, the remaining design work was completed, and the project was bid for construction in February 2025. Authorization to award the bid and execute a construction contract with Ebert Companies was approved by the County Board by Resolution No. 25-146 (March 25, 2025). Once the general contractor started efforts and provided a construction schedule for the project, staff realized the construction work would take longer than originally anticipated in the original proposal. The contractor’s construction schedule demonstrated a construction duration of nine months which aligns with the overall schedule for the renovation work and communication to the public. After review and consideration of the total work scope, it was determined that this longer construction duration was warranted and reasonable. To align with the longer construction schedule and the necessary construction administration services required, Leo A. Daly LLC has submitted a proposal for additional fees for the construction phase totaling $58,446 (Attachment: Additional Services Request Letter).
After on-site construction work started, the true condition of some equipment and building elements was discovered. Contractors also discovered discrepancies between the bid documents and the actual conditions of underfloor plumbing and piping. To align with the project intent of updating major infrastructure and prolonging building life, Leo A. Daly LLC was directed to review and design replacements for select items, including mechanical side stream filters and exterior door assemblies, and to adjust the design for discovered underfloor piping conditions and necessary plumbing fixture changes. This work exceeded the original work scope, and thus, Leo A. Daly LLC has submitted a proposal for additional design services totaling $9,105.
Together, Leo A. Daly LLC’s additional services request totals $67,551. This aligns with the hourly rate schedule provided by Leo A. Daly LLC as part of their original fee proposal. Based on the necessary construction phase duration increase and the work scope increase, staff believe this additional service request is reasonable.
RECOMMENDATION
recommendation
Staff recommends that an amendment to the professional services contract with Leo A. Daly LLC to provide additional design services for the Wentworth Library Renovation be authorized in an amount not to exceed $67,551, bringing their total contract value to $569,351.
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EXPLANATION OF FISCAL/FTE IMPACTS
The total current project budget includes a project contingency and has sufficient funding to cover this contract amendment. This project is funded by recently issued County debt.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, the 2024–2028 Building Capital Improvement Program Adopted Budget includes a project to renovate the Wentworth Library as part of the next cycle of library renovation work; and
WHEREAS, Capital Projects Management issued a Request for Proposal to hire a design consultant that included a preliminary project schedule showing a five-month duration for construction; and
WHEREAS, proposing design consultants were asked to base their proposed fees on the project schedule included in the Request for Proposals; and
WHEREAS, Leo A. Daly LLC was selected and recommended to receive a professional services contract and was approved by the County Board by Resolution No. 24-105 (February 27, 2024); and
WHEREAS, a Core Planning Group and Leo A. Daly LLC confirmed the project needs and work scope and developed the schematic design; and
WHEREAS, the project schematic design was presented to and approved by the County Board by Resolution No. 24-461 (September 24, 2024); and
WHEREAS, the remaining design work was completed, the project was bid for construction, and the County Board approved the bid awarded to Ebert Companies by Resolution No. 25-146 (March 25, 2025); and
WHEREAS, the general contractor provided a construction schedule that demonstrated a nine-month duration for construction work, which was deemed to be reasonable; and
WHEREAS, upon the start of construction work, the true condition of existing equipment and building elements was discovered, along with discrepancies between the bid documents and the actual conditions; and
WHEREAS, County staff directed Leo A. Daly LLC to review and design replacements for select items to align with the project intent of updating major infrastructure and prolonging building life; and
WHEREAS, Leo A. Daly LLC has submitted a proposal for additional fees for the longer construction phase duration and additional requested design services totaling $67,551; and
WHEREAS, sufficient funds exist within the current project budget.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Facilities Management Director to execute a contract amendment to the professional services contract with Leo A. Daly LLC, 730 Second Avenue South, Suite 1300, Minneapolis, MN 55402, to provide additional design services for the Wentworth Library Renovation project, in an amount not to exceed $67,551, subject to approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
24-105; 02/27/24
24-461; 09/24/24
25-146; 03/25/25
ATTACHMENTS
Attachment: Additional Services Request Letter
BOARD GOALS
☐ Thriving People ☐ A Healthy Environment with Quality Natural Resources
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Mike Lexvold
Author: Patricia Bremer