HomeMy WebLinkAbout2 AM Steele and Freeman
Town of Westlake
Memo
To: Honorable Mayor and Members of the Board of Aldermen
From: Troy J. Meyer, Director of Facilities and Recreation
Subject: Regular Meeting of September 15, 2008
Date: September 11, 2008
ITEM
Consider a Resolution authorizing the approval of a contract with Steele & Freeman, Inc. for
construction manager at-risk service for the phase I arts and science building project located on
the Westlake civic campus; establishing a guaranteed maximum price (GMP) at $4,115,221.00;
authorizing issuance of a notice to proceed with phase I construction; approve funding sources as
proposed; and authorize town staff to make funding changes not to exceed $25,000.00 on this
project.
VISION POINT AND KEY RESULT AREAS
This item supports the following Vision Point and Key Result Areas:
; We are Leaders
o Premier educational facilities and programs
o Producing well educated future leaders and thinkers
o Business partnerships with Westlake Academy
BACKGROUND
The Westlake Arts and Sciences Center building phase I and 2 will be approximately 13,476
square feet of gross building area. This building will include a black box theater, lobby, an art
classroom, kiln, three laboratories, faculty offices, conference room, restrooms and various
storage and support spaces.
On June 11, 2007, the Board selected the south location vs. the north location. Of the three
conceptual options proposed, the Board agreed to pursue the option that displayed what the
project would look like when fully built out. This would allow the Foundation to show potential
donors the facility’s complete build-out. Depending on the final site of the project, an outdoor
amphitheatre may also be incorporated adjacent to the black box theater. The architectural style
of the buildings will be similar to the existing buildings on campus. Budget considerations will
dictate alternate construction materials and systems.
Gideon Toal has provided architectural services for Schematic Design, Design Development,
Construction Documents, and Construction Administration within our scope. The Scope of
Design Services covered by their proposal includes: Architectural Design, Structural
Engineering, Mechanical/Electrical Engineering, Acoustical Consulting, Lighting Design,
Furniture, Fixture and Equipment selections and Landscape Architecture.
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In February 2008, the Board authorized staff to solicit requests for qualifications (RFQS) for
Contractor at Risk services for the Arts and Sciences Centers located at the Civic Campus.
There were eight RFQ's submitted on March 20, 2008. After review by Town staff and the
project’s Building Committee, three Construction Management at Risk contractor’s presented
their services to the Board of Alderman on April 14, 2008. The firm of Steele & Freeman, Inc.
was selected by the Board the preferred contractor. On April 23, 2008, the staff met with Steel &
Freeman to negotiate these services.
The ground breaking ceremony was held on June 5, 2008. The gas, water and sewer relocation
began the following week. The utility relocation was completed by July 1, 2008.
S & F presented cost estimates for hard and soft cost to complete the center in three phases
beginning in June 2008. Phase I would include three science labs, lobby and slab for the black
box and art room for $4.7M. Phase II includes three science labs, lobby and the shell for the
black box and art room for $5.6M. Phase III included 100% completion of the center for $6.4M.
The bid packages were due back on August 21, 2008 and S & F presented the results to the
Building Committee on August 28. The cost to complete Phase I came in at $5.3M. S &F was
instructed to review the numbers to get the project within their original $4.7 million dollar
estimate. This has resulted in total project cost being reduced to $5.1 million.
If the Board approves this agreement and gives S & F the notice to proceed on September 15th,
2008, current bid prices on the major items would be locked- in. Mobilization of subs-
contractors would then proceed to begin work on September 22, 2008.
FUNDING
Recommended funding for this project is as follows: Total cost of project $5,189,389
- G.O. Bonds $2,467,000.00
- Margaret Lee gift $500,000.00
- Texas Student Housing Authority $500,000.00
- Interest $28,325.00
- Westlake Academy Foundation Donations $641,447.00
- Westlake Academy Foundation Pledges $431,890.00
- Utility relocation from utility fund $211,000.00
- FF& E paid by Academy operating budget $200,000.00
- Future Donation and/or grants $209,727.00
- Total funding $5,189,389.00
The General Fund balance will be utilized, as necessary, to cover unreceived pledges and/or grants.
RECOMMENDATION
Approve the resolution granting approval of the contract with Steele & Freeman, Inc. for
construction manager at-risk service for the phase I arts and science building project located on
the Westlake civic campus; establishing a guaranteed maximum price (GMP) at $4,115,221.00;
authorizing issuance of a notice to proceed with phase I construction; approve funding sources as
proposed; and authorize town staff to make funding changes not to exceed $25,000.00 on this
project.
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ATTACHMENTS:
1. AIA document A121, Amendment number 1 establishing the $4,115,221 GMP
2. Detailed information on key exhibits to the S & F contract
3. Information on project funding dated September 08, 2008
4. Resolution No. 08-52