7:00 P.M. BOARD MEETING. CONSENT AGENDA A. October 25th Agenda Approval B. October 11th Approval of Meeting Minutes

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1 ITEM A NOTICE OF MEETING Public notice is hereby given that a public meeting of the Board of Directors of the St. Charles County Ambulance District will be held at the District's Offices, 4169 Old Mill Parkway in St. Peters, Missouri, on Thursday October 25th, 2018 at 7:00 p.m., to consider and act upon the matters on the following tentative agenda and such other matters as may be presented at the meeting and determined to be appropriate for discussion at that time. 7:00 P.M. BOARD MEETING I II CALL TO ORDER PLEDGE OF ALLEGIANCE III PUBLIC COMMENTS IV AWARDS & ANNOUNCEMENTS V VI VII VIII IX CONSENT AGENDA A. October 25th Agenda Approval B. October 11th Approval of Meeting Minutes STAFF REPORTS A. September Financial Report OLD BUSINESS A. Archimages Change Order # 2 NEW BUSINESS A. Daniel and Henry Insurance Renewal/Brock Hendricks ADJOURNMENT Raymond Bauer Secretary of the Board of Directors Date/Time Posted: 12 noon By:

2 ITEM A NOTICE OF MEETING Public notice is hereby given that a public meeting of the Board of Directors of the St. Charles County Ambulance District will be held at the District's Offices, 4169 Old Mill Parkway in St. Peters, Missouri, on Thursday October 25, 2018 at approximately 7:00 p.m., to consider and act upon the matters set forth below and such other matters as may be presented at the meeting and determined to be appropriate for discussion at that time. I II III CALL TO ORDER PUBLIC PORTION MOTION TO CLOSE MEETING PUBLIC PORTION Pursuant to: A. Attorney Client Sec (1)RSMo (1986) ADJOURNMENT - PUBLIC PORTION Raymond Bauer Secretary of the Board of Directors Date/Time Posted: 12 noon By:

3 ST. CHARLES COUNTY AMBULANCE DISTRICT BOARD MEETING MINUTES THURSDAY October 11 th 2018 ITEM B I. CALL TO ORDER Mark Fenton called the meeting to order at headquarters at 7:00 p.m. In attendance were Mark Fenton, James Ottomeyer, Raymond Bauer, James Cooke, Teresa Reynolds (via conference) and Ronald Reguly. II. III. IV. PLEDGE OF ALLEGIANCE PUBLIC COMMENTS AWARDS AND ANNOUNCEMENTS V. CONSENT AGENDA A. Agenda Approval Ronald Reguly moved to approve the agenda for Thursday, October 11 th Raymond Bauer seconded, the motion carried 6 to 0. B. Meeting Minute Approval Ronald Reguly moved to approve the Board Minutes from Thursday, September 27, James Cooke seconded, Teresa Reynolds and James Ottomeyer abstained, the motion carried 4 to 0. VI. STAFF REPORTS A. Community Relations Quarterly Report No Board action VII. OLD BUSINESS VIII. NEW BUSINESS A. November and December Board Meeting Dates By acclimation, it was agreed by Board agreed the November 22 Board Meeting will be rescheduled for Thursday November 29 th and the December Board Meetings will remain on the originally scheduled dates, December 13 th and December 27 th. IX. ADJOURNMENT PUBLIC PORTION Raymond Bauer moved to adjourn the Board Meeting, Ronald Reguly seconded, the motion carried 6 to 0. ST. CHARLES COUNTY AMBULANCE DISTRICT SECOND BOARD MEETING/CLOSED MEETING THURSDAY October 11, 2018 I. CALL TO ORDER PUBLIC PORTION Page 1 of 2

4 ST. CHARLES COUNTY AMBULANCE DISTRICT BOARD MEETING MINUTES THURSDAY October 11 th 2018 Mark Fenton called to order the Public Portion. In attendance were Mark Fenton, James Ottomeyer, James Cooke, Teresa Reynolds (via conference), Raymond Bauer and Ronald Reguly. II. MOTION TO CLOSE MEETING PUBLIC PORTION Ronald Reguly moved to suspend the open meeting and go into Closed Meeting-Public Portion pursuant to Attorney Client Sec (1)RSMo(1986), and Personnel Sec (13)RSMo(1986). Raymond Bauer seconded; roll call vote was taken. Mark Fenton- yea, James Cooke-yea, Teresa Reynolds-yea (via conference), Raymond Bauer-yea and Ronald Reguly-yea, the motion carried 6 to 0. III. NEW BUSINESS Ronald Reguly made the motion to return to open session, Raymond Bauer seconded, the motion carried 6 to 0. IV. ADJOURNMENT PUBLIC PORTION James Ottomeyer moved to adjourn the Board Meeting. Raymond Bauer seconded, the motion carried 6 to 0. Next Regular Board Meeting October 25th, 2018 Mark Fenton, Chair Submitted by Tammy Dixon Raymond Bauer, Secretary/Treasurer Page 2 of 2

5 ITEM C

61 ITEM D Memo To: Taz Meyer, Chief; Kelly Cope, Assistant Chief From: Craig Meckfessel, Facilities Manager Date: 10/22/2018 Re: Archimages Design Contract - Change Order # 2 Archimages has submitted the attached Change order # 2 which details the services they and the design team will provide based on the revised SCCAD Campus plan. The original Archimages fee of $332, for the design of the Training Center/Base 3 Campus was approved by the SCCAD Board at the 2/8/2018 meeting. The estimated construction value for this project was $4,500, This design fee, as a percentage of the construction value, is 7.4%. Change Order # 2 reflects a revised construction value of $23,124, for the new SCCAD Campus plan. The proposed design fee for this project is $1,711, or 7.4% of construction value. This change order includes the following services which would have been additional services under the original contract: 1. Landscape Design 2. Irrigation System Design 3. Survey 4. Record Plat Navigate Building Solutions has reviewed Archimages Change Order # 2 and feels that the proposed change in scope and associated fees adequately reflects the needs of the new SCCAD Campus plan. Management is requesting approval of Archimages Change Order # 2 Proposal for Additional Services in the amount of $1,711,

62 October 16, 2018 St. Charles County Ambulance District 4169 Old Mill Parkway St. Peters, MO Attn: Mr. Craig Meckfessel RE: Change Order #2 (Additional Services) Proposed SCCAD Headquarters Campus Project # Dear Craig, Please find enclosed our proposal (C.O. #2) for modified / additional services associated with the passage of Prop Ambulance. This Change Order No. 2 is intended to be made part of the original (B ) Professional Services Agreement between SCCAD and Archimages dated February 9, The following modifications to the contract are requested: C.O. #2 Modified (B ) Contract Elements: Project Description: St. Charles County Ambulance District SCCAD Headquarters Campus St. Charles County, Missouri Note: Eliminate Base 3 new ambulance base station and training facility corner of Old Mill Parkway and Jungermann Road. Article 1.1 Approved Program Budget is: $32,702, Approved Construction Budget is: $23,124, Article Commencement of Construction date: (TBD) Fall Substantial Completion date: (TBD) 16 months from construction start Article 4.1 f. Landscape / Irrigation services provided by the Architect. Article See proposal dated 10/16/18 for breakdown of site visits during construction by all disciplines. 143 W. Clinton Place St. Louis, Missouri (314) fax (314)

63 Article Replace fee structure ($325,600.00) with revised amounts outlined below. Basic Design Services: $1,552, FFE Coordination Services: $ 58, Signage Coordination Svcs: $ 22, Survey/Record Plat $ 40, Total: $1,673, (Note: C.O. #1 is in addition to these amounts.) Building permit fees or utility fees are not included Replace value of $6, with new value of $38, Article 12 Replace last sentence with: Architect s proposal dated October 16, 2018 is attached and incorporated by reference, and further defines the Architect s scope of work. Proposal dated February 2, 2018 is not included. We appreciate your continued support and look forward to continuing our services and relationship with the SCCAD organization. Please contact our office if you should have any questions or comments regarding the information presented in this C.O. #2 proposal documents. OWNER: ARCHITECT: St. Charles County Ambulance District Archimages, Inc Old Mill Parkway 143 W. Clinton Place St. Peters, MO St. Louis, MO By: By: R. Gregory Garner Principal Date: Date: October 16, W. Clinton Place St. Louis, Missouri (314) fax (314)

October 16, 2018 St. Charles County Ambulance District 4169 Old Mill Parkway St. Peters, MO 63376 Attn: Mr.

64 October 16, 2018 St. Charles County Ambulance District 4169 Old Mill Parkway St. Peters, MO Attn: Mr. Craig Meckfessel RE: Change Order #2 - Proposal for Additional Services Proposed SCCAD Headquarters Campus Project # This agreement authorizes Archimages, Inc. to provide Architectural, Interior Design and/or Planning Services for the project named above. The general Scope of Work and Fee basis is as described below. Based on passage of PROP Ambulance in August of 2018 we have outlined our modified scope and fee structure for the Proposed SCCAD Headquarters campus design and documentation effort. The modified scope assumptions below are based on facility program documents, block plan adjacency diagrams, and site test fits developed to date. This document replaces our 2/2/18 proposal originally attached to the AIA B contract dated February 9, (Basic Services) Scope Modification Assumptions: 1. Revised Project Description: ,000 sf ambulance / training / administration facility located on an approximate acre site (TBD) in St. Charles County, Missouri. Federal, State and local code adoptions as of the date of this contract are to be utilized for all disciplines. The facility will be mixed use occupancy with single and two story configurations. 2. Basic Services: a. Services included are Planning, Architectural, Interiors, Civil, Landscape / Irrigation, Structural, Low Voltage Design (AV, Data, Fire Alarm, Telecom, and Security), Mechanical, Electrical, Plumbing, Fire Protection services. Fire Protection services will provide performance criteria specifications for a design build approach. Team to provide estimating assistance for (MEP, LV) systems. Provide FFE/Signage design and coordination which is further defined in this proposal. b. Space Programming / Block Plans: Initial space programming and block plan analysis has been accomplished during the (Change Order #1) master planning phase. We have included two (2) additional reviews and adjustments to these documents with the Steering Committee during this phase of work. 143 W. Clinton Place St. Louis, Missouri (314) fax (314)

65 c. Code Analysis: IBC code reviews for mixed use/essential services facility will be conducted by all disciplines. We have anticipated review sessions, with local AHJ s, to confirm code interpretations and confirm design assumptions. d. Design Team is responsible to coordinate necessary submissions / approvals regarding City Planning & Zoning process. e. Design Team assumes all utilities will be available at the site perimeter and of adequate capacity for the project. No off site extensions or easement processes should be required. No off site road work or signalization is included. f. District to provide contact and vendor information regarding simulator operations and built-in requirements. g. Site retaining walls, if required, will be designed and permitted by retaining wall contractor. General location of proposed retaining walls will be shown on the site plans submitted by Archimages. 3. Design process and deliverables: Schematic Design: (approximate 6 week process) a. Based on approved programming, site test fits, and block plan analysis, Archimages will further develop and refine site and floor plan elements. Exterior massing elevations will be developed to illustrate general architectural style and scale. b. MEP, FP Engineering disciplines will coordinate requirements for the MEP, FP and Technology systems to be included in the building. Single line drawings will be produced to document scope of design. c. Archimages will define options for material and color selections for the building exterior and interior elements. Critical interior elevations will be produced. d. Structural sketches of building framing system will be provided. Selected structural details and calculations will be developed, as required. e. Civil Engineer will assist the District with submittal and acquiring site development plan approvals from local municipality, utility, roadway and storm water agencies. Landscape concepts are included. f. We will assist the CM with MEP, FP and low voltage budget development. g. Archimages will present our schematic design package to the District for approval. Design Development: (approximate 12 week process) a. Based on approval of submitted schematic design and cost package our team will develop a comprehensive Design Development Package including: Refined site and floor plans. Interior reflected ceiling plans. Critical interior elevations. Exterior building elevations. Critical wall sections and details. Door and hardware schedules. Structural foundation / framing plans and details. Civil site development, grading and utility plans. MEP, FP, low voltage refined plans and schedules. Exterior / Interior color and material selections and samples. 143 W. Clinton Place St. Louis, Missouri (314) fax (314)

66 Draft level specifications. b. Provide required coordination with local AHJ s for plan compliance elements. c. We will provide MEP, FP and low voltage budget development. d. Archimages will present design development package to the District for approval. Construction Documents: (approximate 12 week process) a. Based on the approved Design Development package, Archimages will develop a set of construction documents and specifications of all disciplines for District approval, permits, bidding, and construction purposes. b. Our construction documents will include working drawings and technical specifications sections as required in a Revit format (LOD 300). 3D BIM modeling will be used for design and coordination efforts only. c. All audio visual systems/equipment and data systems / cabling will be specified and installed as part of the bid documents prepared by the design team. Design team will coordinate the data/phone system design requirements with the District s IT Consultant / Carrier. d. All security system and equipment will be specified and installed as part of the bid documents prepared by the design team. e. Structural Foundation Design assumed to be standard spread footings. No specialty design is anticipated or included at this time due to lack of geotechnical information. f. All service center lifts and equipment to be selected by the Owner. We have included coordination with vendors for shell building infrastructure elements. g. We anticipate 30%, 60%, 90% review sessions (total of 3) with the District. h. We will assist the CM with budget and schedule/phasing development. i. We have anticipated that CD s will go out in one phased construction package for permits, bidding, and construction. We have included a potential early site package if desired by the Owner. Bidding Phase: (approximate 5 week process) a. All disciplines will answer bid period questions and produce any necessary addenda during the bid process. CM to facilitate the bid advertisement process. b. We have included one pre-bid meeting. c. We will aid the CM / District with analyze and comparing the bids for completeness. One (1) round of Contractor interviews is included. d. CM will aid the District in notification to the bidders of an award of contract and will assist in the execution of the final contracts. Construction Administration: (approximate 16 month process) a. All disciplines will review shop drawings and submittals, answer contractor requests for information (RFI s). b. Site observation trips will be made during construction (total of 32 assumes 16 month construction period) by Archimages for observation of the construction progress and to answer any contractor questions as well as review certification of any pay applications. On non-site visit weeks we have included a conference call with the CM / Contractor for coordination purposes. All meetings may not be required and any additional meetings over this amount may be considered an extra service to the contracts. MEP Engineer visits 12 total Structural Engineer visits 6 total Architectural/Interior visits 32 total (28 site visits, 2 sub completion, 2 final walk-through) Civil 4 total 143 W. Clinton Place St. Louis, Missouri (314) fax (314)

67 c. As-built record drawings will be provided by the GC. d. Attendance a one (1) pre-construction meeting. 4. Meetings included: a. All necessary meetings and coordination with authorities having jurisdiction including City planning and zoning process. b. All meetings with the District, as required, to complete the scope of work. Four (4) board meetings included. c. No community meetings or presentations are included. 5. Supplemental Services: 1. New/Existing Furniture/Fitness Equipment Coordination: a. Prepare bid documents for relocated furniture / new furniture / fitness equipment including a designation reference document, cut sheets. b. No inventory of existing furniture items is included (dimensions, locations, etc.). c. Assist District with RFQ distribution to potential vendors and assist with review and evaluation of submittals. d. Once vendor is awarded contract, make final finish selections including fabrics, metal, wood stains. e. Two (2) meetings with the approved vendor. f. Two (2) site visits are included during furniture installation process. Punch list of final furniture installation is included. g. Actual purchase of all furniture and equipment will be between the District and approved vendors. 2. Signage: a. Design and Coordination of new interior/exterior signage included. All signage construction and permit documentation by the selected vendor. Design and Coordination of the following signage elements included: Exterior signage (building/monument/directional) Building directory General interior signage wayfinding Exterior signage wayfinding Conduct and participate in coordination and installation meetings conducted by selected vendor. b. Assist District with distribution of design documents to potential vendors and assist with review and evaluation of submittals. c. Notes: Dedication plaques or design of other specialty custom/donor pieces is not included in this scope, but can be provided under separate contract. Purchase of all signage will be between the District and approved signage vendor but will be coordinated by the Design Team. Exterior/interior signage design documents, shop drawings and permit documents to be provided by the vendor. 6. Following services not included or contracted directly by the District: 143 W. Clinton Place St. Louis, Missouri (314) fax (314)

68 a. All Environmental Testing & Abatement (Phase One report to be made available to the design team). b. All Geotechnical testing and design by others. c. Traffic Studies or Signalization Design by others. d. FEMA storm shelter design. e. Hydraulic design for fire loop systems not included. f. Move Management Services by others. g. Acoustical Design not included. h. LEED Certifications i. Enhanced Commissioning. (Code required commissioning is included) j. State or Federal Grant process. k. Flood studies. l. Artwork coordination. m. Construction staking. n. Artist renderings. 7. Survey Scope: A. Salt River Road ALTA Survey Lot (±31.2 acres) Provide the necessary office and field work to provide an ALTA/NSPS Land Title Survey with contours of Lot 32 Premier Parkway. Topographic limits to extend 50 feet onto adjoining properties and to the opposite edge of pavement on Premier Parkway. The survey will show one-foot contours with planimetric features, utilities marked by Missouri One Call, easements as listed on the title work and items outlined in the attached Table A. Commitment for Title Insurance, schedule B documents and vesting deed shall be provided by Owner. Record Plat Provide a boundary survey of the parent parcel acres. Prepare a record plat showing the division of the parent parcel tract into two separate lots. Plats will be submitted to the City of St. Peters, MO for review and approval. A current title commitment of the parent parcel will be reflected within the surveyed area limits. Client to provide current title commitment, vesting deed and listed exceptions. *Notes 1. Survey does not include surveying any other parcels adjacent to the parent tract as indicated above. 2. Survey does not include any design required for offsite work including roadway improvements or offsite utility design. If offsite improvements are required, they shall be billed on a time and expense basis at the rates included with this proposal. 3. Note: Should additional surveying services be required in response to comments during the review process, or revised scope, the additional surveying shall be provided at the rates included with this proposal. 4. Lot consolidation is not required for this site. 8. Compensation: Fee structure below outlines compensation levels for basic and supplemental services. The fees are presented as a lump sum amount. Reimbursable expenses are 143 W. Clinton Place St. Louis, Missouri (314) fax (314)

69 over and above these fees. Proposal fees dated 5/9/18 (C.O. #1) are in addition to these amounts. Additional Fee Structure: Basic Services: $ 1,552, Supplemental Services: Furniture Coordination: $ 58, Signage Coordination: $ 22, Survey/Record Plat $ 40, Reimbursable Expenses $ 38, TOTAL $ 1,711, Reimbursables will be an additional charge at cost and includes, but is not limited to, printing, mileage, long distance phone calls, photographs, courier, plots and artist renderings. Invoices are sent monthly and due upon receipt. All AHJ submission, review and permit fees to be paid by the District and are not considered a reimbursable expense. Charges will be due within thirty (30) days of the invoice date. Interest will be charged on unpaid balances at the rate of one and one-half percent (1-1/2%) per month compounded monthly. Thank you for allowing us the opportunity to submit this proposal. Please do not hesitate to call with any questions. OWNER: ARCHITECT: St. Charles County Ambulance District Archimages, Inc Old Mill Parkway 143 W. Clinton Place St. Peters, MO St. Louis, MO By: By: R. Gregory Garner Principal Date: Date: October 16, W. Clinton Place St. Louis, Missouri (314) fax (314)

70 ITEM E

BOARD MEETING OVERVIEW November 16th, 2017

BOARD MEETING OVERVIEW November 16th, 2017 I. CALL TO ORDER - The meeting will be held at District Headquarters and is scheduled to begin at 7:00 p.m. II. III. IV. PLEDGE OF ALLEGIANCE AGENDA APPROVAL