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Home My WebLink About7.1 Request Bids Civic Center 87-9 600-35- CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: October 26, 1987 SUBJECT Authorization to Request Bids - Dublin Civic Center - Contract 87-9 EXHIBITS ATTACHED o Cost Check dated October 7, 1987 by Adamson Associates o Excerpts of Minutes from City Council Meeting of June 8, 1987 o Copy of Site Plan o Design Development Draining for Clocktower o Final Plans & Specifications will be available at the meeting RECOMMENDATION o Approve Final Plans and Specifications and authorize solicitation of bids on the Dublin Civic Center o Provide direction with regard to clocktower alternate FINANCIAL STATEMENT: The Cost Estimator has prepared an estimate of $8.165 million for the project. DESCRIPTION At the regular City Council meeting on June 8, 1987, the Architect was directed to proceed with the development of Final Working Drawings and Specifications . Staff was directed to review the various financing mechanisms available to supplement the proceeds from the 1985 Certificates of Participation. Plans & Specifications The Architects and members of their Design Team have issued a final set of drawings and specifications . The Civic Center complex consists of two semi-circular wings containing a Police Facility and Council Chamber and Administrative Offices . The base of the exterior walls will be split face concrete block with Arizona Sandstone covering a larger portion of the wall . The walls will also contain special accent stones to create an attractive pattern. The interior courtyard can be viewed through a window wall from the administrative offices . Concrete block has been used extensively on several walls of the Police Facility. One example is the vehicle sallyport . In addition to providing office space for government operations, the Civic Center will offer important public amenities which are now lacking in the community. The following are examples of public areas; a City Council Chamber with seating for 150, a large regional meeting room, smaller conference rooms and meeting space and an Emergency Operations Center. The exterior grounds also contain areas for public events . The site will include a central courtyard and a large public plaza. Both of these areas are accented by water elements . The design of the Civic Center will support a variety of uses at a central location. In addition to the current project, additional property will be available for future development south of the Police Facility. The total gross enclosed area for the project is approximately 53, 000 square feet. The City Offices and Council Chamber wing accounts for approximately 33, 320 square feet and the Police Facility totals approximately 19, 680 square feet. Due to the type of construction required within a secure facility, the police facility is designed to accommodate future growth. The building will also have space which could be utilized for dispatching purposes if this were desirable. The City Offices will be improved to accommodate anticipated staffing levels in the near term. It also contains 4, 578 square feet which can be leased to a compatible tenant until such time ---------------------------------------------------------------------------- COPIES TO: George P.Iiers, GMA Bill Hoffmann, GMA ITEM N0. Jim Parmley, Harris & Associates AGENDA STATEMENT: Authorization to Request Bids - Dublin Civic Center Page 2 as the City' s needs require additional space. Since the precise use and layout of this area is unknown at this time, the plans and specifications do not contain interior improvements for the tenant space. The provision of room for future growth is an important investment. All of the surrounding cities are undertaking expansion plans to accommodate City services . Plan Review The plans and specifications have been reviewed by the Building Official for compliance with code requirements, and the City Engineer has reviewed and commented on the site improvements and grading plans . The City has also worked with representatives from the Dublin San Ramon Services District and Alameda County Flood Control and Water Conservation District - Zone 7. In addition, Staff members from each department have been provided with an opportunity to comment on the proposed plans. Harris & Associates was hired by the City to assist with Construction Management. Their firm has completed two reviews of the plans and specifications, and the Architects have been requested to incorporate the comments . The Design Team has worked with the City Council subcommittee and City Staff throughout the final drawing phase. Mayor Jeffery and Councilmember Moffatt have provided input on various design schemes and details included in the final documents . The subcommittee members may have additional comments and will be available to respond to specific questions. Financial The previous total cost estimate based on design development drawings and presented at the June 8, 1987 meeting was $8, 350, 000. This figure included contingencies for design development changes and inflation. Also, included was a 5% Construction Contingency totaling $397, 738. The most recent estimate totals $8, 165, 000 and is outlined in the attached document. Staff would recommend that this estimate be used as the official Engineer ' s Estimate in the Bid Request Documents . Harris & Associates has recommended that following award of the bid, the City should budget a separate Construction Contingency for changes made during the course of work. They have indicated that an appropriate range would be 2% - 5% of the bid amount. If the City receives a low bid equal to the current estimate, the total project construction cost, including a construction contingency, would range from $8, 328, 300 to $8, 573, 250. This range reflects both a 2% and a 5% construction contingency. Harris & Associates feels that a 2% contingency is not unreasonable and is consistent with other projects they have managed. The current estimate has been prepared attempting to take into consideration all economic factors . As with most public works projects, it is likely that the bids received will not exactly match the estimate. However, the Design Team and Cost Estimators feel that the estimate is a responsible calculation of the cost of the project. The Architects have cross checked the cost estimators pricing on key items and obtained favorable comparisons . As the City Council is aware, Staff is currently working with an Underwriter and Bond Counsel to evaluate financing mechanisms . The Financing Team is currently collecting data and preparing documents required to obtain financing. The current schedule anticipates sizing the issue based on the funds required. Therefore, the course of action will not be determined until after the bid award. This will allow the City to have a more precise figure of the construction costs . The bid documents contain a bid opening date of December 10, 1987 . Alternates The Bid Documents contain three alternates on which the bidders will be requested to submit bids . Depending on the bids received for the project, the City will be able to determine whether these features should be added. The following outlines the three options : AGENDA STATEMENT: Authorization to Request Bids. - Dublin Civic Center Page 3 1 ) Construction of a three-sided 65 foot clocktower on the east side of the entry road adjacent to the new Sports Grounds parking lot. The structure would be constructed with sandstone and metal panel cladding. The additional estimated cost to add this element is $215, 000 . (Further discussion of this item will occur below. ) 2) The second alternative involves the addition of wood slats on the acoustical panels along the Council Chamber walls . This is an aesthetic feature which would increase the amount of wood within the Council Chambers. The estimated cost of this alternate is $27, 000. 3 ) The current design of the structure includes a low cement plaster fascia above the sloped glazing in the courtyard. The Architects have suggested obtaining costs for completing the fascia with metal panels . This will be consistent with the sloped metal panels on the remainder of the building. The alternate requests the cost for curved panels and flat panels . The estimated additional cost of this alternative is as follows : a. Curved Panels - $65, 000 b. Flat Panels - $45, 000 All of the estimates for alternatives include General Contractor '.s mark-up, overhead, profit and Design Contingency. Clocktower Mr. Miers has worked with the subcommittee to review various design schemes for a clocktower. The intent is to provide a vertical element which is both functional and a visual component which fits in with the entire project. Mr. Miers has designed a clocktower which would be clad in the same stone as the building. It can also provide a staging background for sports team photos and other public events . As noted above, the clocktower is currently shown as an alternate. Given the estimated cost of the structure, it appeared appropriate to consider this as an addition to the project. If the City receives bids substantially less than the estimate, the item may be added. However, if the cost is undesirable, the remainder of the project can proceed. The cost of this element was not included in the estimate provided at the Design Development stage. Given the scope of this element, the Architects have only prepared Design Development Drawings . If the. City Council feels it is appropriate to at least obtain an actual bid based on the current design, Mr. Miers will complete the detailed drawings and issue them as an addendum. We have reviewed this approach with the Construction Manager and the Architects and sufficient time remains to provide the bidders with detailed drawings at the mid-point of the bid period. George Miers & Associates and other members of their Design Team have indicated that additional fees would be requested to complete the design detail of this element. The design development cost to this point have been incurred at no additional charge under the basic agreement . The current design scheme includes a free standing structure which is separate from the building. This creates a larger workload than construction of an element attached to the building. The maximum estimated cost of these services would not exceed the breakdown shown below: George Miers & Associates $ 8, 200 Structural/Landscape/Electrical Consultants 8, 700 Total 16, 900 This would require the preparation of an amendment to the current Architectural Services Agreement. The Architects and their consultants will be required to devote the manpower necessary to complete the construction drawings in a short time frame in order to provide the contractors with sufficient time to submit their bids . City Staff would work with the Architects. to negotiate a fee within the parameters noted above. Staff would propose that the City Council review and select one of three alternates regarding the clocktower shown below: AGENDA STATEMENT: Authorization to Request Bids - Dublin Civic Center Page 4 1) Authorize the Architect to proceed with detailed design plans for use in the bid process . This will allow the bidders to submit a bid to construct the element at this time. The City would still have the option to not include this as a part of the current Civic Center Project. Staff would negotiate the final design fee and prepare an amendment to the Architect ' s agreement for consideration at the next meeting. 2) Delete the Clocktower item as an alternate in the bid documents. No further work would be completed and the bidders would not provide a bid for this element. 3) Direct the Architect to replace the current clocktower design with a more simple design. The Architect may request additional design fees, depending on the amount of work required and the need to involve consultants . Recommendation Staff would recommend that the City Council approve the Final Plans and Specifications and authorize the solicitation of bids on the Dublin Civic Center. The City Council should also provide direction as to the preferred direction for the Architect to proceed on the clocktower. Representatives of George Miers & Associates and Harris & Associates will be available to answer any questions. CONSTRUCTION COST PLANNING AND MANAGEMENT RECEIVED OCT 20 1987 GEORGE MIERS&ASSOC. October 7, 1987 George Miers and Associates 420 Sutter Street San Francisco, California 94108 Attention: Bill Hoffman Dublin Civic Center AA 87/1726 Dublin, California Gentlemen, In accordance with your instructions, we enclose our Cost Check for the referenced project based on drawings received August 31 through September 16, and review sessions held during the first week of October, 1987. We shall be pleased to discuss the figures with you at your convenience. Very truly yours, 1.Z-1 Peter H. Morris PH:cp Enclosure ADAMSON Associates 170 Columbus Avenue San Francisco,CA 94133 ✓✓✓•��i Telephone:4151981-1004 COST CHECK for Dublin Civic Center Dublin, California George Miers & Associates 420 Sutter Street San Francisco, CA 94108 (415) 896-0305 October 7, 1987 ADAMSON Associates 170 Columbus Avenue San Francisco,CA 94133 ✓✓✓111 Telephone:415/981-1004 Dublin. Civic Center AA 87/1726 Dublin, California 07-Oct-87 CONTENTS Page References 1 Inclusions and Exclusions 2 -3 Areas 3 Control Quantities 4 Alternates 5 Component Summary 6 Component Budget 7 - 18 V 1 Dublin Civic Center AA 87/1726 Dublin, California - 07-Oct-87 Cost Check prepared from: Drawings Dated Received Architectural A.01, 1.1, 2.10, 3.10-12, 5.2-3 09/14-87 09/16/87 A2.1-9, 3.1-9, 4,1-5 08/24/87 " A5.1-3, 5.6, 6.1-5.7-1 08/24/87 " A 8.1-2, 8.4, 8.6, 9.5-7 09/14/87 " Structural S1-17 09/14/87 " Civil C1 08/24/87 " Mechanical M1-10 09/14/87 " Plumbing P1-6 09/14/87 " Electrical E1-14 09/14/87 " Security and Data Communication Comm 1-15 09/14/87 " Landscaping L1-17 09/04/87 " Council Chamber and Main Lobby 13 sheets 09/01/87 Triangular Clock Tower DD95 09/08/87 09/17/87 Outline Specifications Discussions with the Architects and Engineers -1- Dublin Civic Center AA 87/1726 Dublin, California 07-Oct-87 Cost Check includes: Site preparation and construction of a two-story City Hall and Police Facility Building in Dublin, California. Foundations are reinforced concrete spread footings, wall footings and grade beams. The structure consists of reinforced concrete slab on grade, steel moment frames with metal deck and lightweight concrete topping at upper floors and roofs. Exterior cladding consists of Arizona sandstone, slate, cement plaster and single glazed tinted windows, window walls and sloping curved glazed skylights. Roofing is built-up to flat areas and preformed metal roofing to sloped areas. Interior construction includes metal stud and gypsum board partitions, folding partitions, concrete block walls, doors, floor, wall and ceiling finishes. Acoustical fabric wall panel at Council Chamber. Function equipment include plastic laminated cabinets, countertops and reception desk. Council chamber furniture, kitchen appliances and equipments. Toilet partitions, shower stalls and accessories. Including security type benches/bunks and accessories. Window shades and louver blinds. Three hydraulic elevators and 6 staircases. Plumbing includes sanitary fixtures, connection piping and roof drainage. Air conditioning includes air handling equipments, distribution ductwork and zone control . Electrical includes life safety alarm system, telephone and data conduits , and emergency substation. Fire sprinkler system throughout. Site development includes asphalt and concrete paving, reinforced concrete planters, fountains, site lighting, storm drainage, site utilities, landscaping, planting and irrigation. -2- Dublin Civic Center AA 87/1726 Dublin, California - 07-Oct-87 Cost Check excludes: Moveable furniture and equipment except as specifically listed. Off-site utilities and connection fees. City sidewalks, curbs and gutter. Professional design, management, topography survey, inspection and testing fees. Legal and financing cost. Fire and all risk insurance. Construction management fees. Premium time cost for work performed outside regular trade work hours. Change order contingency. AREAS Gross Enclosed Area SF City Hall - First Floor 22,750 - Second Floor 10,570 Police Wing - First 'Floor 13,560 - Second Floor 6,120 TOTAL GROSS AREA 53,000 -3- Dublin Civic Center AA 87/1726 Dublin, California _ 07-Oct-87 CONTROL QUANTITIES QUANTITY UNIT RATIO TO GROSS AREA Gross Area 53,000 SF 1.000 Volume 662,500 CF 12.500 Gross Wall Area 51,445 SF 0.971 Retaining Area Wall 790 SF 0.015 Finished Wall Area 50,655 SF 0.956 Window or Glazing Area 15,630 SF 0.295 Roof Area 34,240 SF 0.646 Interior Partitioning Length 4,650 LF 0.088 Fully Finished Floor Area 42,200 SF 0.796 Elevators (x10,000) 3 EA 0.566 Plumbing Fixtures (x1,000) 112 EA 2.113 Maximum Electrical Load 1,600 KW 30.189 Site Area 505,000 SF 9.528 Finished Site Area 467,900 SF 8.828 -4- Dublin Civic Center AA 87/1726 , Dublin, California 07-Oct-81 Cost Check 10/07/87 Component Summary $M 1. Foundations 164 2. Vertical Structural Members 253 3. Floors and Roofs 658 4. Exterior Cladding 1,529 5. Roofing and Waterproofing 206 6. Interior Partitions 596 7. Floor, Wall and Ceiling Finishes 412 8. Function Equipment and Specialties 403 9. Vertical Transportation 200 10. Plumbing 279 11. Heating, 'Ventilating & Air Conditioning 600 12. Electrical 506 13. Fire Protection 80 TOTAL BUILDING CONSTRUCTION 5,886 14. Site Preparation 28 15. Site' Development 1,134 16. Utilities 110 TOTAL SITE CONSTRUCTION 1,272 General Contractor's site establishment, supervision, equipment, temporary services, job expense and performance bonds 7 % 501 General Contractor's Fee or Overhead & Profit 4 % 306 Planned Construction Cost, October 1987 53,000 SF 7,965 Contingency for Design Development and allowance for Rising Costs to Mid-point of Construction 200 Recommended Budget for Construction Commencing January 1988 $M8,165 October 7, 1987 ADAMSON Associates 170 Columbus Avenue San Francisco.CA 94133 ✓✓✓111 Telephone:415/981.1004 Dublin Civic Center AA 87/1726 Dublin, California - 01-Oct-87 ALTERNATES * $M* 1. Clock tower: Including reinforced concrete foundations, vertical structures, sandstone and metal panel cladding, lighting and clock mechanisms. ADD 215 2. Council chamber: Install wood slat with acoustical panels backing in place of fabric wall panels ADD 27 3. Fascia above sloped glazing: Install prefinished metal panels in place of cement plaster at vertical fascias ADD 65 A. Curved panels ADD 45 B. Flat panels * Prices include General Contractor's mark-up, overhead, profit and Design Contingency. -6- RESOLUTION NO. 38 - 87 ADOPTING A MITIGATED NEGATIVE DECLARATION OF ENVIRONMENTAL SIGNIFICANCE FOR THE SUBDIVISION MAP (TENTATIVE MAP 5777) REQUEST FOR A PROPOSED SINGLE FAMILY RESIDENTIAL DEVELOPMENT OF 25 LOTS PROPOSED OVER AN 8.4+ ACRE PROPERTY FRONTING ALONG THE SOUTH SIDE OF THE TERMINUS OF BETLEN DRIVE, REQUESTED UNDER PA 87-051 PULTE HOMES CORPORATION and RESOLUTION NO. 39 - 87 APPROVING ON APPEAL TENTATIVE MAP REQUEST PA 87-051 PULTE HOMES CORPORATION BETLEN DRIVE FOR A PROPOSED SINGLE FAMILY RESIDENTIAL DEVELOPMENT OF 25 LOTS PROPOSED OVER AN 8.4+ ACRE PROPERTY FRONTING ALONG THE SOUTH SIDE OF THE TERMINUS OF BETLEN DRIVE RECESS A short recess was called. All Councilmembers were present when the meeting reconvened. * * * * CIVIC CENTER COMPLEX - DESIGN DEVELOPMENT Staff advised that the Civic Center Advisory committee has been working with the Architects for several months to refine the approved schematic design for the Civic Center facility. The Architect has prepared an updated cost estimate which requires an additional appropriation if the current program and building scheme is to be followed. The initial base cost of the building identified by the Architect' s Independent Estimator was approximately $6. 2 million. This was prepared in January and closely approximated the preliminary estimate of $6.106 million issued to the City Council in November. The estimate did not include contingency factors for changes in the economic conditions between the time of the estimate and the actual construction date. Also, no contingency is shown for change orders which may occur. The City' s Construction Manager feels it is prudent to include these items in order to adequately fund the project. The estimate also excluded the addition of the cable television space . Staff estimated that the project will require an additional $3 . 6 million appropriation, if the current estimates and project scope are maintained. This figure is derived by subtracting the COP proceeds, interest earned on the COP proceeds and General Funds already expended on the project, from the estimated cost. At the last CCAC meeting, the Architects presented various changes which would reduce the cost of the project. The areas of the largest savings involve program modifications or changes which would impact the image of the project. Since that meeting, the Architects have continued to look for @*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@*@ CM-6-178 Regular Meeting June 8, 1987 r additional savings . Again, many of the proposals result in changes to the program, or substantial changes to the public amenities. Due to the large deviations, Staff felt that it was appropriate to obtain City Council input on the desire to maintain the approved program. In any case, the Design Team is continuing to evaluate cost savings which will not impact the functioning of the complex. Staff presented three basic options for Council consideration : 1. Direct the Architects to proceed with the complex as proposed. Staff would be directed to evaluate funding options including, refinancing of the COP issue, use of reserves, or a combination of funding sources . The Architects will continue to evaluate cost saving measures which do not affect the program. 2 . Direct the CCAC to develop recommended program cuts within the existing design scheme, which will reduce the building cost. If this approach is taken, it may be appropriate for the City Council to conduct a special meeting in which it could prioritize various elements of the program. For example, are the Council Chambers more desirable than the public/regional meeting room? The Architect estimates that these efforts would not eliminate the need for additional appropriations . 3. The Architect can be directed to redesign the entire complex. This would start the design process over and the form of the building may take a different form. This would result in an additional delay. Staff recommended that the City Council receive a brief presentation on the Civic Center Complex Design and the proposed public amenities, discuss the project and pursue Option 1. George Miers introduced Bill Hoffmann of his staff, a representative from Adamson & Associates, the cost estimating firm and Brian Danley with the construction management firm. Mr. Miers indicated that the Civic Center will be a focal point and source of civic pride. The police facility will be absolutely state-of-the-art. In terms of public areas, this project conveys a very public-usable facility. People will begin to find more and more uses as it becomes more established. The regional meeting room is an important program item which is public- oriented. The Council Chambers will seat approximately 160 people, and will also be state-of-the-art. The acoustics will be such that a microphone system probably will not be needed. Landscaping plans and designs were shown and described by David Gates . City Manager Ambrose indicated that we are trying avoid the problem of 7 to 10 years from now, the Council and residents having to consider adding onto a facility. Future growth projections and expansion space are being built into the project initially. The possibility of refinancing is still being investigated. Mr. Ambrose reported that Staff just finished the Update to the Five-Year Capital Improvement Program and the Budget, and there are a lot ore projects than funding sources . C14-6-179 Regular Meeting June 8, 1987 Cm. Moffatt staled we need either more money or less building. Mayor Jeffery indicated that we have worked on this for a long time and she felt there were really only 2 choices - either we look at refinancing or we basically start over. This will be much more than a mere building, it is an image. Cm. Hegarty felt that if we had come up with the need for more money 2 ' years ago, then there would be no question. Perhaps we were too conservative in the beginning and some of the elements were misleading. He did not feel we would be overextending ourselves by increasing the certificate issue, but we should question everything. At the present time, we are dealing with unknown factors which will be unknown until we go out to bid. We should build what I want to build according to the City's goals. We will be money ahead 20 years from now. On motion of Cm. Snyder, seconded by Cm. Vonheeder, and by unanimous vote, the Council approved Option 1 which would direct the Architects to proceed with the complex as proposed. Staff was directed to evaluate funding options including refinancing of the COP issue, use of reserves, or a combination of funding sources .- The Architects will continue to evaluate cost saving measures which do not affect the program. * * * * CM-6-180 Regular Meeting June 8, 1987 c • � ail _\ D blip BIVd .tooeuia I` L J � 1 � i:iniat � �1 � putiDt p •� O Daruka tlnt `4 G � .i.aer..t o • O ' .1i.l1Ot Parking Undeveloped Property For Future Use ® �: - • _• _� IUriLJr'1� ,t,.n..n un Intestate SSO -•••••-••• uo�or..de CITY of DUBLIN CIVIC CENTER ' E- poutftEp vpL"Lr6s--rgv- p HTS;P MerAd- Z-L - GEORGEMIERS DESIGN DEVELOPMENT DRAWING &ASSOCIATES PROPOSED CLOCKTOWER ALTERNATE Amdaecb"lPbv*V DUBLIN CIVIC CENTER 4 20 Sorter Street San FracwQCAW108 OCTOBER 22, 1987 (I15)8%-OX5 —