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Regular City Council Meeting Monday, April 10, 2017 Page 4 Mayor Roe referenced Attachment B detailing the scope of services and delivera- bles for Task 1(Design Development) and Task 2 (Construction Documents) in HCM’s proposal; and final cost estimates as part of the scope of work for Task 2. Mayor Roe asked that the work be phased, with Tasks 1 and 2 and their respective costs separated for City Council approval per phase rather than as a final delive r- able of the contract. Mayor Roe asked if Phase 1 would provide more of a co m- fort level as to costs for the City Council rather than the proposed action being re- quested. Parks & Recreation Director Lonnie Brokke reviewed City Council action and d i- rection to staff on March 20, 2017 to obtain solid numbers for architectural costs versus cost estimates in order to proceed; with staff’s intent to get as close as pos- sible to actual costs, even though there may be some variability once bids come in. Mayor Roe asked how much firmer those numbers would be at the end of Task 2 than those of Task 1 or if it would be possible to get an estimate as part of Task 1 through expending $55,000 but not the entire amount until those numbers are closer to reality. Mr. Brokke advised that each stop would get closer to the final bid step and be- yond current architect estimates as presented on March 20th; and as designs be- come more detailed and numbers can be updated. Mr. Brokke clarified that the design and specification process could be phased at the City Council’s discretion. To the concern raised by Councilmember McGehee specific to the decision not t o seek an RFP for an architectural firm, Mr. Brokke reiterated the comments made by City Manager Trudgeon in the choice of HCM and their work and comparable percentage of the total project cost for this phase of the design work. Specific to Councilmember McGehee’s comments about and energy efficiency, Mr. Brokke advised that there had not been a full solar study done to -date for this proposed building, but clarified that it had been considered and investigated with some of the park buildings, but had been found due to their size, it would not be practical or cost-effective. As far as sustainability, Mr. Brokke pointed out that it had been considered for the park buildings constructed as part of the Park Renewal Pr o- gram, and would be for this project as ava ilable under current building code. City Manager Trudgeon sought clarification as to whether the intent of checking in after Task 1 was a request for additional information or if that was a decision point for the City Council. Mayor Roe clarified that he intended it as a decision point as numbers became available beyond the first square footage dollar estimates based on building size, but somewhat more refined with two phases.