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HomeMy WebLinkAbout06-25-07 TC packet material Town of Westlake Memo To: Honorable Mayor and Members of the Board of Aldermen From: Trent Petty, Town Manager Subject: Regular Meeting of June 25, 2007 Date: June 19, 2007 ITEM Consider a Resolution approving a contract with Gideon Toal for architectural services of the Westlake Performing Arts and Science Center. BACKGROUND The Westlake Performing Arts and Science Center will be approximately 13,276 square feet of gross building area. The desired completed building will include a black box theater, lobby, an art classroom, kiln, three laboratories, faculty offices, conference room, restrooms and various storage and support sfaces, including space for the Westlake Historical Association Museum displays. On June 11 2007, the Board selected the south option location for the building. The Board also reviewed three proposed design options and decided on Option Two — a raw shell design with full build-out drawings to also be provided. This will allow the Westlake Academy Foundation the ability to display to donors the complete build-out design of the Center. Depending on the final budget/funding of the project, an amphitheatre may also be incorporated outdoors, adjacent to the black box theater. The architectural style of the buildings will be similar to the existing structures on campus. Gideon Toal will provide architectural services for Schematic Design, Design Development, Construction Documents, and Construction Administration within our defined scope. The Scope of Services covered by this proposal includes: Architectural Design, Structural Engineering, Mechanical/Electrical Engineering, Acoustical Consulting, Lighting Design, Furniture, Fixture and Equipment selections and Landscape Architecture. Staff has discussed the architectural design time frame with Michael Bennett. While there was talk at the last meeting that the drawings could be finished by the end of the summer, Michael has suggested that it would be better for Gideon Toal if they could have until October 22nd to complete 100%of the drawings and have them ready for bid. If the bonds were sold in mid to late November `07,this would still allow adequate time to construct the facility to be open January '09. Between the time the drawings are completed and the project is bid, Manhattan would qualify bidders and refine and format the project for bid. FUNDING The total cost of the architectural design services contract ($360,000) and the preconstruction management services contract ($60,254) is $420,254. Funding for these agreements is available from existing Visitors Association hotel and motel tax unencumbered fund balance which total $1,074,892. Since the Board has already adopted a reimbursement Resolution, all these expenditures will be reimbursed from bond proceeds once the bonds are sold. The board should keep in mind that the total anticipated bond sale is $2.5 million. The contemplated contribution from the Foundation is $500,000, totaling $3,000,000. The early anticipated cost of the option two, shell building construction is $3,962,000. The full build out of the facility was anticipated to be $5,102,000. While this process will yield a more "hard" budget prior to bidding, the Board should be conscious of the need to reduce the building scope if the shortfall is not raised prior to bids being let. Town of Westlake Memo To: Honorable Mayor and Members of the Board of Aldermen From: Trent Petty, Town Manager Subject: Regular Meeting of June 25,2007 Date: June 19, 2007 ITEM Consider a Resolution approving a contract with Manhattan Construction Company for preconstruction services of the Westlake Performing Arts and Science Center. BACKGROUND The Westlake Performing Arts and Science Center will be approximately 13,276 square feet of gross building area. The desired completed building will include a black box theater, lobby, an art classroom, kiln, three laboratories, faculty offices, conference room, restrooims and various storage and support sFaces, including space for the Westlake Historical Association Museum displays. On June 11 2007, the Board selected the south option location for he building. The Board also reviewed three proposed design options and decided on Option Two — a raw shell design with full build-out drawings to also be provided. This will allow the Westlake Academy Foundation the ability to display to donors the complete build-out design of the Center. Depending on the final budget/furnding of the project, an amphitheatre may also be incorporated outdoors, adjacent to the black box theater. The architectural style of the buildings will be similar to the existing structures on campus. Manhattan Construction Company will provide preconstruction services that include a design and engineering phase, directed preconstruction estimates, constructability reviews, value engineering and a bid award phase. Manhattan has also included the estimated rates per hour for any construction management services on an as-needed basis. Additionally, a preliminary construction budget is also included in the proposal package for your review. Staff has discussed the architectural design time frame with Michael Bennett. While there was talk at the last meeting that the drawings could be finished by the end of the summer, Michael has suggested that it would be better for Gideon Toal if they could have until October 22nd to complete 100% of the drawings and have them ready for bid. If the bonds were sold in mid to late November `07,this would still allow adequate time to construct the facility to be open January '09. Between the time the drawings are completed and the project is bid, Manhattan would qualify bidders and refine and format the project for bid. FUNDING The total cost of the architectural design services contract ($360,000) and the preconstruction management services contract ($60,254) is $420,254. Funding for these agreements is available from existing Visitors Association hotel and motel tax unencumbered fund balance which total $1,074,892. Since the Board has already adopted a reimbursement Resolution, all these expenditures will be reimbursed from bond proceeds once the bonds are sold. The board should keep in mind that the total anticipated bond sale is $2.5 million. The contemplated contribution from the Foundation is $500,000, totaling $3,000,000. The early anticipated cost of the option two, shell building construction is $3,962,000. The full build out of the facility was anticipated to be $5,102,000. While this process will yield a more "hard" budget prior to bidding, the Board should be conscious of the need to reduce the building scope if the shortfall is not raised prior to bids being let. Will"G Oel q �o �, Town of Westlake Memo To: Honorable Mayor and Members of the Board of Aldermen From: Trent Petty, Town Manager Subject: Regular Meeting of June 25, 2007 Date: June 19, 2007 ITEM Consider a Resolution approving a contract with Gideon Toal for architectural services of the Westlake Performing Arts and Science Center. BACKGROUND The Westlake Performing Arts and Science Center will be approximately 13,276 square feet of gross building area. The desired completed 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, including space for the Westlake Historical Association Museum displays. On June 11 2007, the Board selected the south option location for the building. The Board also reviewed three proposed design options and decided on Option Two — a raw shell design with full build-out drawings to also be provided. This will allow the Westlake Academy Foundation the ability to display to donors the complete build-out design of the Center. Depending on the final budget/funding of the project, an amphitheatre may also be incorporated outdoors, adjacent to the black box theater. The architectural style of the buildings will be similar to the existing structures on campus. Gideon Toal will provide architectural services for Schematic Design, Design Development, Construction Documents, and Construction Administration within our defined scope. The Scope of Services covered by this proposal includes: Architectural Design, Structural Engineering, Mechanical/Electrical Engineering, Acoustical Consulting, Lighting Design, Furniture, Fixture and Equipment selections and Landscape Architecture. Staff has discussed the architectural design time frame with Michael Bennett. While there was talk at the last meeting that the drawings could be finished by the end of the summer, Michael has suggested that it would be better for Gideon T oal if they could have until October 22nd to complete 100%of the drawings and have them ready for bid. If the bonds were sold in mid to late November `07,this would still allow adequate time to construct the facility to be open January '09. Between the time the drawings are completed and the project is bid, Manhattan would qualify bidders and refine and format the project for bid. FUNDING The total cost of the architectural design services contract ($360,000) and the preconstruction management services contract ($60,254) is $420,254. Funding for these agreements is available from existing Visitors Association hotel and motel tax unencumbered fund balance which total $1,074,892. Since the Board has already adopted a reimbursement Resolution, all these expenditures will be reimbursed from bond proceeds once the bonds are sold. The board should keep in mind that the total anticipated bond sale is $2.5 million. The contemplated contribution from the Foundation is $500,000, totaling $3,000,000. The early anticipated cost of the option two, shell building construction is $3,962,000. The full build out of the facility was anticipated to be $5,102,000. While this process will yield a more "hard" budget prior to bidding, the Board should be conscious of the need to reduce the building scope if the shortfall is not raised prior to bids being let. Town of Westlake Memo To: Honorable Mayor and Members of the Board of Aldermen From: Trent Petty, Town Manager Subj ect: Regular Meeting of June 25, 2007 Date: June 19, 2007 ITEM Consider a Resolution approving a contract with Manhattan Construction Company for preconstruction services of the Westlake Performing Arts and Science Center. BACKGROUND The Westlake Performing Arts and Science Center will be approximately 13,276 square feet of gross building area. The desired completed building will include a black box theater, lobby, an art classroom, kiln, three laboratories, faculty offices, conference room, restrooms and various storage and support sXaces, including space for the Westlake Historical Association Museum displays. On June 11 2007, the Board selected the south option location for the building. The Board also reviewed three proposed design options and decided on Option Two — a raw shell design with full build-out drawings to also be provided. This will allow the Westlake Academy Foundation the ability to display to donors the complete build-out design of the Center. Depending on the final budget/funding of the project, an amphitheatre may also be incorporated outdoors, adjacent to the black box theater. The architectural style of the buildings will be similar to the existing structures on campus. Manhattan Construction Company will provide preconstruction services that include a design and engineering phase, directed preconstruction estimates, constructability reviews, value engineering and a bid award phase. Manhattan has also included the estimated rates per hour for any construction management services on an as-needed basis. Additionally, a preliminary construction budget is also included in the proposal package for your review. Staff has discussed the architectural design time frame with Michael Bennett. While there was talk at the last meeting that the drawings could be finished by the end of the summer,Michael has suggested that it would be better for Gideon Toal if they could have until October 22nd to complete 100% of the drawings and have them ready for bid. If the bonds were sold in mid to late November `07, this would still allow adequate time to construct the facility to be open January '09. Between the time the drawings are completed and the project is bid, Manhattan would qualify bidders and refine and format the project for bid. FUNDING The total cost of the architectural design services contract ($360,000) and the preconstruction management services contract ($60,254) is $420,254. Funding for these agreements is available from existing Visitors Association hotel and motel tax unencumbered fund balance which total $1,074,892. Since the Board has already adopted a reimbursement Resolution, all these expenditures will be reimbursed from bond proceeds once the bonds are sold. The board should keep in mind that the total anticipated bond sale is $2.5 million. The contemplated contribution from the Foundation is $500,000, totaling $3,000,000. The early anticipated cost of the option two, shell building construction is $3,962,000. The full build out of the facility was anticipated to be $5,102,000. While this process will yield a more "hard" budget prior to bidding, the Board should be conscious of the need to reduce the building scope if the shortfall is not raised prior to bids being let.