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.
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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.