Council PKT 11-02-2004 Special
AGENDA
FEDERAL WAY CITY COUNCIL
Council Chambers - City Hall
N ovem ber 2, 2004
(WlYW. ci tyoffede ra(way. com)
* * * * *
SPECIAL MEETING - 5:00 p.m.
I. . CALL MEETING TO ORDER
II. COM.MUNITY CENTER UPDATE
III. ADJOURNMENT
"
City Council Study Session Agenda
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Tuesday November 2,2004
5:00 p.m.
New Community Center 500/0 Design
I. Responses to Council questions following October 14th Study Session
II. Design Process Overview - Scott Tomlinson, Vanir CM
III. 50% Design Presentation - BRS Architects
IV. Discussion and direction for Regular Council meeting following the
Study Session
~_.-
Responses to Council question following October 14th Study Session
1. The goal of Council is to include all bid alternates in the final construction
of the Community Center. How can this be accomplished?
. All bid alternates will be included in the construction drawings and bid documents
if approved by Council.
. Funding options include 1) design contingencies remaining at 85% design, 2)
favorable bid results, 3) additional funding if authorized by Council.
2. What are the savings and impacts of reducing the six lane pool to a four
lane pool?
. Potential Cost Savings - The estimated value between a 4-lane and 6 lane x 25
yard pool is approximately $200,000 for the pool and structure.
. Program Impact - High School and club Competitive Team Events use a
minimum of six lanes for swim meets and four would most likely not meet their
needs for practice because the teams are too large. The associated revenue
impact is about $23,000 annually. Lap swim would be reduced by 30% or
approximately $9,000 with fewer lanes. With six lanes you can provide teaching
in 3-4 lanes and keep 2 open for lap swim or have two classes with three lanes
each. Three lanes minimum are needed to accommodate class size. If we went
to 4-lanes there could be only one class and one lap lane or just one class at a
time for larger classes. It would affect the number of classes that are held from a
potential of two per time slot to one per time slot. Approximate impact could be
$3,500.
· Revenue Impact - Total reduction is about $35,500 annually.
3. Can the roof be lowered to reduce costs without negative visual or program
impacts?
· Ceiling heights were scrutinized and lowered during the value engineering
process just completed. The corridor to the gym has been lowered 8ft and
simplifies. The estimated value of this change is approx. $20,000. The entry
lobby ceilings and Forest Room have been simplified to set a continuous roof
height and structural system. The estimated value of this change isapprox.
$8,000. The Multi-Purpose Room ceiling varies from 13' to 25', reduced from 15'
to 27' formerly. The value is estimated at approx. $8,000. The high end of the
room is set by the minimum slope the roofing manufacturer will allow for a
warranted application. This is a very economical roof system and lower-slope
alternates would not likely result in savings.
· Ceiling heights in the community wing are 10'-0" at this time.
· Two areas will be further scrutinized for adjustment as the project proceeds: the
multi-purpose room and the building lobby. The ceiling in the multi-purpose room
slopes from 12' to 25'; the lobby ceiling is 23'
4. How do we address the desire to purchase non-metal (phenolic) lockers?
· The added value or the phenolic lockers is approx. $50,000.
. Savings could be realized by direct contract as part of the equipment budget to
avoid general contractor mark-up. Funds could also be available after
construction out of the construction contingency.
5. What are the options for addressing the desire to have an outdoor
amphitheater outside the community rooms?
· The design team will continue to work with staff to clarify the needs for this space
by the arts community to develop a satisfactory venue
. The revised plan indicates a lawn area in excess of 7,000 SF with room for both
a sloped seating area and a flatter stage area for performances
6. How does the proposed 50% design with and without bid alternates
compare to Advisory Group Programs submitted during the public
process?
1 2 3 4
PROGRAM SPACE COMPONENTS Base Advisory Advisory Group Proposed 50%
Group Program Priority Program Council Approved
(storage and support spacfis included in 7/2003 7/2003 Program 8/2003 Design @ Budget
totals shown) 10/14/2004
-'.'-...... .. Totall?uildingA~ _.. .. 51,15? ... 65,1_00 77,540 60,310 I
...--.......
Alternates 0 0 0 10,314
.--. ---.."." u
Total BuildinQ Area with Alternates 51,157 65,100 77,540 70,624
PROJECT ADJUSTMENT STRATEGIES
~:!_-Fro!~~p~;sent~~-_!O Councii-C)ctober 14-------.--
~~~~~!!tCom'!'~']!~yC_:l1ter _____._________ ____
1 O/28120.Q~_________m_ __ ____________ _u___________
[j~~~!il?!!.0!~_(oL~~y arjjlJs/,!!e,!/s. incorpo!CJI~_d./9!!1ee/ proj~c!?Y!!Jl(!J:_~ee de/ailed jis.I._~9.~11_ (aLa/her i/e!!!s.~
Item
1. BUllDlNGI & SITE REDU.~_!!QN - MI!'l.~MALI NO pr~QGRAM CHANGE
Division 2--Sitework
" -.---.--- --.-----....
Landscape Items
.Re.duce .Multi-Purpose patio, steps and amphitheater - A 30 foot-wide terrace with stepped Sei.lting has
been revised to a 12.foot patio with sloping grass amphitheater to accommodate outdoor seating and
performances.
.---....-..-........-...-.-------.---..------..."'.-..
-Oci(;t;--pool deck and fence.: The fenced oufdoor patio was revised to grass planting. This provides for future
installation of the concrete pool deck.
_._...______n________.__
Delete arts & crafts patio. The fenced outdoor patio was revised to grass planting. This provides for future
installation of the concrete patio,
"______... _._ ._n... __...._ _.. ..____ __....__._______ .un ......_. _.__._...
Revised landscaping. Planting has been revised to focus more expensive planting areas adjacent the
building, reducing the cost and still meeting landscape requirements.
. ..___._........_____.___.._.._ ._ n_..__..
_"!2 _ Deh::~e n()_rt!",_parking lot" may bEl required it all bid alternate~ accepted.
Division 4--Masonry . .. .. ... .... u
_'1..~_:_~i!_~~.~:exterior masonry. E-xterior masonry has been r~duce_d_and located in keYPLl~licar~a~:_
Division 5--Metals
.. .-.---.-..------..--..-...
5 Use gypsum board guardrail at jog-walk track. The steel mesh guardrail has been revised to a painted wall
____~~h_""<?od cap. n .._ _._m_ _.__ .....__.__..__....____
6 Use gypsum board guardrail at fitness area - The steel mesh guardrail has been revised to a painted wall
n .vyith wood cap. __nmn______
Division 6..Wood and Plastics
.:!.~?__.IMI~~ij~Tl;s-til)ents to casework have been incorporated..
Division 8..Windows and Doors
I&~.J'3edLJce_glass scope - Exterior and interior glazing have been reduced. Views out, light inpreserved.
Division 10-.Specialties
1 ../Ir:;sia-ll-gooiJ.quality metal lockers in lieu of preferredpheil(;iic; product.- Ptlenolic lockers will be included as
an alternate
. n.. .._..... n_............ _... .. _ .. _. .._..... .n...._._ ...........__.........._. _. ... ._. .._ ..__ .. .
Division 15--Mechanical
1"-- -n-IDel-ete -air conditioning in gym - Venltiatio-nnw-Ilh 100% outside air is able to pro~ide-comfort for-significant --
__ _____[Q<?rtIO~ ?f year _ _ _ _ _ _ _ _ _ _
Division 16..Electrical
2'.4 Public address system is simpii-fied and provides- for building-wide paging trom control desk, Supplerrlental
paging capabilities can be added later,
Reduce interior ornamental lighting . Decorative lighting concepts have been rcline(j and used primarily on
Multi.Purpose Room.
I
2
3
4
2
2. SPACE REDUCTION - MINIMAll NO PROGRAM CHANGE
.~~....~ _"-~-."_"m"
~_ ~!!.c:t~_~~_IJ_na and one family locker room; S!eam room and five family locker rooms remain
:?__ n~Jtj~p_~rpos~ vving area reductions - revised to maximi7E~ th(; efficiency of .sIJPpo~tsp(:lCes
.L____!:>~l1iorLounge and Forest Room have been inteBf_a!r:d tCJ maximize use. 140;', below program target.
4 Upper floor area reduction - Fitness and Aerobics rooms reduced slightly from program target, corridor and
support spaces made more efficient.
5 .._ Q~l~~eJ\~s.~nd C!alts Room. Programs to be accommodcltcd in otr18r facility. t;pa.~_es,_u
6 _'3_~~..!'(:.~~r_e:!,l of pool enclosure. Water slide and configuration dlaQge allo,^,_gr_~atgr(;f!i.cienc~.
., Reduce Leisure pool surface area. - All feature elements have been retained. Pool area reduced by 20%,
redesigned with staff input to maximize use and capacity.
..-----.--.---.--....-..- .-... .-. -
8 Delete unise~)~.il~.t!.!:',,(:ommunity wing. Famil changing rooms available,
3. SPACE DELETIONSI BID ALTERNATES - PROGRAM CHANGE
1~c!~.!hi~d. 9Xm bay . _
2 __~<!~~_~~/w_~k_t~a_~k i_n 2 bay gym
~_...__._~~d<<:;~~'E_,?!~g wall installation
4 J\C!~.~lilll~~9__~~1I encl~~_,:,re
5 !\dd East_ Multi Purpose bay
VANIR
ConstrucfwJ) Mallag(~l))('nf, Jl)C,
Prepared By: Scott Tomlinson
Design Process Overview
The following is a summary of design process issues, design contract requirements and other
clarifications to assist in the decision making process on design approval.
1. )ksign Process Overview: The design process by contrad betwcen Barl<er H inker Scacat
Architecture omS) and the City of Fcderal Way includes a series of sllbmissions, along with design to
cost reconeiliation rcquiremcnts at various Sl(\gcs of design. By contract. thc slJbrnissions for approval arc:
J. Completion of Schematic Dcsign Phase 0= (30% Design)
2. Completion of Design Devclopmcnt Phase = (50% Design)
3. Completion of Construction Documents Phase = (85% Design)
'fheses submissions are the checks and balanecs to secure that BHS is moving in the right direction on its
design and that the design can be constructed with the funds allocated. BRS contractually is responsible
to design a building that can be built within the fimds stated in its contract. The City of Federal Way is
required by contract to work with BRS to allow for the design to fluctuate so that the design can be
constructed within the funds allocated. Presenlly the fbnds available for construction are being reduced
by increases in mitigation and soft costs.
2, Estimating the Costs of Construction and l)(~sign Con'ingcnd(~s: As stated above, BRS is required
to provide cost estimates at least three times. During this estimating process BHS will work to establish
realistic cost estimates to verify that its design can be constfllcted with available funds. Estimates start
out as conceptual and move into greater and greater detail as the design develops. A typical practice in
estimating is to estimate what is shown and place a design contingency to encompass details and systems
not shown. Design eontingencies start high at the beginning and arc substantially removed once the
design is going out 10r bid. Currenlly the design tearn is carrying approxinHI1ely $800,000 in design
contingencies within its estimate based on 5% of the estimated costs. This does not include the $170,000
in Projeet/Sofl Costs Contingency allocated in the budget.
At the end of Construction Documcnt phase thc design contingencies will be substantially removed to
approximately J % or less of thc estimated costs of construction. What typically happens is that the
estimated costs go up and the design contingencies go down, with the total estirnated value remaining the
same. The City of FecleraJ Way should nol rely on the design contingencies to enhance the scope of work
until the final estimate at 85% of design. Howevcr, cost savings c(\n be reali/,ed even in the eonstfllction
document phase. The project team should continue to review and find costs savings on the project
whenever possible. This wjll help compensate for additive scopes of work that are required thus lowering
the overall estimate.
It is not the intent of the budget estimator to verify the lowest bid amount but wherc the average bid
amount will come in at. This helps in preventing the costs of re-bidding the project when that targeted
low bid is not found.
3. Alternates: Alternates arc used to insert non-mandatory seopes of work into the project at competitive
prices. )f the target is the avcrage bidder then this projeet could sec a range of approximately $200,000 to
$750,000 available to be used for alternates. It is important to understand though, that if market
conditions change, the project's low bid could come very close to the allowable funds. The City of
Federal Way needs to be in position by hid day (May 2005) to move forward with the base contract scope
October 26, 200tJ
Page] of2
VANIR
Construction Managem(~))t, lnc.
)
Prepared By: Scott 'romlinson
only or secure additional funds to ensure that the alternates can be selected. An alternate should not be
regarded as a mandatory requirement for the project.
The analysis after the bid to insert alternates into the project will be based on the lowest responsible
bidder's bid, the reasonableness of the costs of the alternates on the bid form, the budget and the
possibility of additional funds to help secure as many alternates as possible.
By having BRS design the proposed alternates, as they have begun, the potential to secure them will be
retained until the construction contract is finali;wd. Based on the Preliminary Master Schedule the
construction contract will be finalized by June 200'L
4. Jmportancc of Time: 'fhere is a direct relationship on almost any project regarding the management
of time and the costs of the project. Cost escalation plays a key role to the costs of construction. The
eonstructionindustry is currently going through a spike in cscalation. For the past few years the
escalation rates were about 3.5% per year. The current escalation posted in Engineer's News Hecon1 is
8.5% for the Seattle area. In general, this escalation equates to approximately $ LO million added to the
project per year. It should also he stated that if the project stays on schedule it will be bid in a time frame
that will allow for the primary dirt excavation to commence prior to the rainy season (October] 5, 2005).
'fhis will result in cost sayings and mitigate the possibility of claims. Keeping on track and mitigating
delays is an important clement to the overall budget.
V 3niJ"s Recommendations:
]. All proposed program alternates should be desi[~ned to allow for future flexibility.
2. Care should be taken by all team members to ensure lhat additional cost sayings arc realized as
the design develops. This will mean more available funds for the program alternates.
3. The City of Federal Way may want to consider obtaining additional funds to secure the placement
of the program allcrnates into the project if possible. These alternates will be Jess expensive and
will be less disruptive to operations if they are constructed with the original construction than at a
future date.
4. All parties should work to keep on track and to rnitigale lime delays where possible to reduce
cosls.
October 26, 2004
Page 2 of 2
SA R KERr: ~NC ~~~_; ~:~: ~ ~
October 29,2004
Ms. Donna Hanson, Director of Parks and Recreation
P.O. Box 9718
Federal Way, Washington 98063
Re: Estimates at 50% Design
Federal Way community Center
Dear Donna:
We are writing to confirm our opinion that the "Proposed 50% Design" project presented at
the October 14 council meeting can be constructed within funds available. The project is
described by drawings and a detailed list of reduction strategies presented and dated that
day. Funds available are as defined on the detailed estimate dated 10/14/04 prepared by
Vanir CM. We have, with our Seattle based estimator DLA, prepared detailed estimates for
the work and savings strategies that have been proposed to meet budget.
We understand we will incorporate bid alternates for a climbing wall, a third gym bay, a jog-
walk track, a third multi-purpose room bay and a north parking lot expansion. We will prepare
another detailed estimate for review at 85% Design. We also understand that all efforts will
be made during construction documents to seek additional reduction strategies acceptable to
the City.
We hope to receive formal approval from the City November 2 to proceed to Construction
Documents.
Sincerely,
~
Bruce Flynn,
Managing Principal
Barker Rinker Seacat Architecture
2300 Fifteenth Street, Suite JOO
Dellver, Colorado 80202
303-455-1366 Fax 303,455.7457
www.brsarch.colll
letter 1 029dhanson.doc
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