COURT
FACILITIES AND
OCTOBER 7, 2009
** NOT APPROVED **
Members Present: D. Pullen, G. Benson, D. Fanton,
T. Hopkins, C. Crandall; (Absent: W. Hall, T. O'Grady)
Others Present: D. Burdick, W. Dibble, A. Finnemore, M.
Kukuvka and P. Mashtare (LaBella Associates), J. Margeson, T. Miner,
Call to Order: 4 p.m. by Committee Chairman David
Pullen.
Approval of
Minutes:
The minutes of September 2, 2009, were approved following
a motion made by Legislator Hopkins, seconded by Legislator Fanton and carried.
The minutes of the special meeting on September 14, 2009,
were approved following a motion made by Legislator Fanton, seconded by
Legislator Benson and carried.
The minutes of the special meeting on September 28, 2009,
were approved following a motion made by Legislator Hopkins, seconded by
Legislator Fanton and carried.
Court Facilities Project Estimate Update – LaBella
Associates:
Mark Kukuvka, from LaBella Associates, provided committee
members with their latest budget estimate for the Court Facilities Project,
which is at the construction document phase, or what Mr. Kukuvka referred to as
the “80 percent” estimate. The previous
estimate was for the design/development phase.
(Copy of handout attached to original minutes.) Two summary sheets were included, the first
for the base project, and the second for project costs with additional scope. Items that Mr. Kukuvka highlighted for each
section were:
Base Project
Costs: (completed as a benchmark for
what the Legislature approved, does not include Treasurer, Information
Technology, or Real Property Tax spaces)
Construction
Basic Costs -
·
Construction
costs are separated out for addition and renovation.
·
Design contingency
has been lowered from five to one percent, due to the documents being more complete
at this stage.
·
Projected
construction cost on bid day is estimated to be in the $12 million range.
Consultants
and Miscellaneous Costs (Soft Costs) -
·
Architect/Engineer
hard and soft costs, other related project costs, such as geotechnical – many
of these have not changed from the previous estimate. There are still some items that the County
needs to finalize.
Owner Costs
-
·
Allowances that
have been included: miscellaneous owner
costs at $200,000, and the owner general contingency was lowered a little to $100,000.
Total Projected Base Project Costs - $13.786 million, or just slightly under budget.
Project
Costs with Additional Scope: (ground
floor finished shell space and ground floor renovation, including space for
Treasurer, IT, Real Property Tax, and DSS)
Construction
Basic Costs -
·
Design
contingency has been lowered from five to one percent, due to the documents
being more complete at this stage.
·
Projected
construction cost on bid day is estimated to be $12.7 million.
Consultants
and Miscellaneous Costs (Soft Costs) -
·
Remaining soft
costs are very similar.
Owner Costs
-
·
Contingencies
have been adjusted and allowances were pointed out as before.
Total Projected Project Costs with Additional Scope - $14.5 million, or about $700,000 over what the Legislature
approved for bonding.
Mr. Kukuvka noted that the remainder of the handout
contains a detailed breakdown (Bovis Lend Lease was hired by LaBella to prepare
the estimates). The sections are broken
down into new addition and renovation costs for each of the major trade areas (general
construction, electrical, mechanical, and plumbing). From the base project, LaBella worked hard
with OCA and the County to stay within the initial budget.
Bid Alternates:
Mark Kukuva and Penny Mashtare presented information on
several bid alternates (handout attached to original minutes). These alternates are additional items LaBella
will be asking the contractors to provide break-out prices for in the event
that money is available. When the bids
come in, LaBella will review the alternates and make recommendations to the
committee. OCA may want to be present,
because the first four items were additional things that they wanted, and they
may be able to provide funding for them.
The six alternates include:
1.
Polish Brass
Light Fixtures (in existing Ornamental Courtroom and Law Library)
2.
Light Fixture
Removal/Replacement (in existing Hearing Room, replace with pendant lighting)
3.
Strip and
Refinish Pew Seating & Jury Box Seating (existing Ornamental Courtroom)
4.
Enlarge Existing
Ornamental Courtroom Bench (clerk's counter space)
5.
Replace Existing
Fan Coil 3-Way Control Valves with 2-Way Control and Add VFD Pumping (in
existing Courthouse building, also remove existing circulating pump motors,
replace with Inverter duty rated motors and variable speed drives)
6.
Solid Surface
Lavatory Two Station (in lieu of base bid required laminate counter with two
porcelain sinks in public restrooms)
Alternate No. 5, the heating unit, may result in some
energy savings. When this was reviewed
previously, the payback period was not that great (seven to ten years), but
there is more energy efficiency. The
cost estimate for the heating unit was somewhere between $70,000 and
$100,000. Alternate No. 6, solid surface
lavatories in the public restrooms, would be more durable for the higher level
of use.
Draft Project Schedule:
Mr. Kukuvka and Ms. Mashtare presented a draft project
schedule, which has also been bound into the bidding documents for the
contractors. The handout included the
following:
Start Finish Task
10/06/09 01/05/10 BID PHASE
10/06/09 10/08/09 CD Documents to Print & Code Enforcement for Building
Permit
10/05/09 10/07/09 Advertise for Bid
10/08/09 11/12/09 Contractor Bidding Period
11/12/09 11/12/09 Bids Due
11/13/09 11/19/09 Bid Review & Recommendation to Legislature
11/20/09 12/08/09 Legislature Bid Awards
12/08/09 01/05/10 Fully Execute Contract
12/08/09 01/05/10 Bond & Insurance
01/05/10 01/05/10 Contractor Notice to Proceed
01/05/10 06/24/11 CONSTRUCTION
01/05/10 02/10/10 Mobilize on Site
01/19/10 04/12/10 Shop Drawings & Submittals
01/05/10 12/27/11 COURTHOUSE ADDITION
03/02/10 05/03/10 Foundations
03/02/10 03/31/10 Structure
04/01/10 08/18/10 Building Envelope
04/01/10 08/30/10 MEP Rough In
08/19/10 09/23/10 Interior Framing and Partitions
09/25/10 12/27/10 Finishes
11/27/10 12/27/10 Punch List
12/27/10 01/05/11 Move In Period
01/05/11 06/24/11 EXISTING COURTHOUSE RENOVATIONS
01/05/11 02/08/11 Demolition
02/09/11 03/11/11 New Framing & Partitions
02/19/11 04/11/11 MEP Rough In
04/04/11 06/20/11 Finishes
05/24/11 06/24/11 Punch List
05/24/11 06/24/11 Site Work Completions
06/25/11 06/30/11 Move In Period
Ms. Mashtare highlighted the following points. Bidding documents will be available to
contractors October 8, with bids due back November 12. A pre-construction bidders' walk-through is
scheduled for October 22 at 10 a.m. Bids
will be opened here on November 12, in the Legislative Chambers, at 2 p.m. LaBella will have a week for bid review and
recommendations, then awarding of bids will take place between late November
and early December. Execution of
contracts and bonding will occur between December 8 and January 5, 2010, with
notice to proceed on January 5. There is
a twelve-month period of time for construction of the addition, with a built-in
"move in" period suggested by the Courts for the period between
Christmas and New Year's when they typically close down. Renovations will begin January 5, 2011. Job completion is planned for June 30, 2011. This
schedule has been put into the bid specifications after the summary of work as a
guideline for the contractor. We are
looking at 535 days of construction.
Legislator Fanton expressed concern about beginning the
project in January. Mr. Kukuvka noted
that this project lends itself well to that.
There are shop drawings, lead time for materials, site prep, demolition,
mobilization, setting up temporary power - things they can do in cold weather. It helps them to have that time because three
months are needed for shop drawings; if they can use that three months to
correct any coordination issues, then as soon as spring breaks, they can hit
the ground running. Foundations will be
going in between March and May.
Mr. Kukuvka commented that in order to stimulate interest
in the bidding market place, bid documents will be scanned onto a website to
allow view-only access by sub-contractors prior to purchasing. They can also view the plan-holder list,
making it easier for them to make contacts.
Mr. Kukuvka noted that the PLA, including all signatures, has been bound
into the bidding document. Contractors
will be aware of the PLA and that we are looking for a single prime contractor.
Legislator Benson questioned the January 5 date for
execution of contract, as a new Board will be in place on that date. Mr. Kukuvka replied that the legislative
award of bids will take place at a Board meeting sometime between late November
and early December; the rest is administrative with the
Mr. Kukuvka suggested that the committee may want a
special meeting with LaBella prior to Board consideration of bids. The first Board meeting in December is the
14th, so the committee could meet on December 2 to hear LaBella's
recommendations on contract bids.
Construction Management / Clerk of the Works Services:
Mr. Pullen noted that proposals for Construction Management
and Clerk of the Works services have been reviewed and interviews were held. We are at the point where we need to decide
how to proceed. Discussion was held at
the committee meeting on September 28, at which time Mr. Pullen stated he felt
it was to our advantage, although not the cheapest option, to retain the
services of a Construction Manager. A
decision needs to be made so that whoever is retained can be involved in
reviewing the bids when they are received.
Executive Session:
A motion was made by Legislator Fanton, seconded by
Legislator Benson and carried to enter into executive session to discuss the
performance history of particular corporations.
Following discussion, a motion was made by Legislator Fanton, seconded
by Legislator Hopkins and carried to end the executive session and return to
the regular meeting.
No action was taken on the retention of a Construction Management
firm, but the issue will be considered at a special meeting of the committee on
Tuesday, October 13, at 1:30 p.m.
Next Meetings: Special meeting, Tuesday, October 13,
2009, 1:30 p.m.
Regular meeting, Wednesday, November
4, 2009, 4 p.m.
Adjournment: The meeting
was adjourned at 4:55 p.m. following a motion made by Legislator Fanton,
seconded by Legislator Hopkins and carried.
Respectfully submitted by
Adele Finnemore, Journal
Clerk