HomeMy WebLinkAbout12-08-08_Award of Bid for Phase I Renovation of the Story Mansion1
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: James Goehrung, Director of Facility Services
Chris Kukulski, City Manager
SUBJECT: Award of bid for Phase I Renovation of the Story Mansion to R&R Taylor
Construction.
MEETING DATE: December 8, 2008
RECOMMENDATION: Consider authorizing the City Manager to sign the award of bid to
R&R Taylor Construction as the General Contractor/Construction Manager (GC/CM) in the
amount of $1,071,242.00 and direct staff to bring back the necessary budget amendment.
This award is for a guaranteed maximum price, with work scheduled to be completed in order to
meet the May 31, 2009 deadline for the Save America’s Treasures (SAT) federal award of funds.
The total project costs for phase I are $1,342,062.00 (see table on page 4.)
BACKGROUND: The Commission decision to retain the Story Mansion for public use
necessitates rehabilitating the facility and converting the Mansion to assembly occupancy. A
commitment was made to use the $493,840 in Save America’s Treasures money and match this
with $493,840 from various City sources.
Comma-Q Architecture Inc. was hired to develop a rehabilitation plan for the Mansion. The
scope of work in the contract included: identification of the improvements needed to convert the
building to assembly use, improvements needed to address the building code; ADA and zoning
requirements; a logical starting and stopping place for Phase I renovations that will allow public
use of the main floor and future uses of the second floor of the building.
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R&R Taylor construction was hired as the General Contractor/Construction Manager (GC/CM).
Working in conjunction with the Architect, a detailed scope of work and budget was prepared for
the renovation of the Mansion.
On December 3, bids were opened for the renovation of the Story Mansion. The total dollar
amount of the bids, contractor mark-up, and building permit is $1,071,242. This work will
accomplish the following:
o Address accessibility to meet the requirements for a public building under the
American’s With Disabilities Act.
o Construct a handicapped accessible restroom on the main floor.
o Structural strengthening to accommodate increased floor loads for an assembly
use building.
o Address life safety concerns with door swings, panic hardware, emergency
lighting, and exit signage.
o Upgrades to mechanical, plumbing, and electrical systems to meet anticipated
uses and current code requirements.
o Installation of a fire suppression system throughout the building and a new 4 inch
fire line, from Willson Avenue
o Second exit from the basement and construction of basement restrooms to meet
occupancy requirements.
o General interior space restorations and improvements.
o Modifications to the site to provide adequate parking and fire access per code.
Other costs associated with the renovation include:
o Architectural and professional fees $ 155,380
o Construction Manager preconstruction fees $6,200
o Project Contingency $83,210
o Impact fees $26,030
TOTAL SOFT COSTS $270,820
In summary, total cost for Phase I renovation to the Story Mansion is $1,342,062.
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The SAT grant was awarded to the City in 2005, in the amount of $493,840. The term of the
grant has been extended through May 31, 2009, with project close-out needing to occur by
August 31, 2009. SAT grants are administered by the National Parks Service and require a 50/50
match of local dollars. They may generally be used for preservation work designed to keep
significant historic buildings standing and in good condition. Interior repair to the historic fabric
of the structure and other restoration work is all eligible for SAT funding. Building Code, life
safety, and ADA work are also SAT eligible if done in conjunction with restoration projects.
Certain aspects of the Phase I project will not be eligible for SAT funding. These items include:
o Elements of the catering kitchen; and
o Elements of the technology infrastructure; and
o Parking lot improvements.
The National Park Service, based on a review of the bid documents, has confirmed that $988,773
worth of expenses qualifies for SAT-approved funding, of which the grant will pay $493,840.
The balance of funding for the Phase I renovations will have to be paid for from other sources
outside the scope of the SAT grant dollars and match.
FISCAL EFFECTS: To construct the described renovations, the City has the following
sources of funds:
Sources of Funds: Amount Notes:
Save America’s Treasure’s
(SAT) Grant
$493,840 Must be matched 1 for 1.
• $450,000 matched with cash (below.)
• $43,840 matched with in-kind labor.
Story Mansion Construction Fund
$450,000 From FY08 & FY09 City Budgets
• $50,000 FY08 General Fund
• $283,500 FY08 Vacancy Savings
in General Fund
• $116,500 FY09 General Fund
National Trust for Historic
Preservation Grant
$7,000 For Architectural (Schematic Design)
Fees. Must be matched 1 for 1. Can
be matched with SAT Grant money.
Total Cash Available: $950,840
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Total project costs are listed below.
Uses of Funds: Amount Notes:
Architectural & Professional Fees $155,380 Through end of construction.
Construction Manager –
Preconstruction Services
$6,200
Impact Fees and Building Permits $26,030
Project Contingency (Owner
Managed)
$83,210 10% of bidder construction costs.
Phase 1 Bids $1,071,242
Total Cash Required: $1,342,062
The shortfall between dollars available and total project costs is $391,222.
Some Commissioners have asked about the impact of funding this difference with General Fund
dollars. The General Fund’s Unreserved Fund Balance at the end of FY09 is estimated at $4.1
Million. Utilizing $391,222 of this money for the Mansion Renovations would leave
$3,743,186, which is 17.9% of FY09 revenues. The City’s Budget Ordinance requires the City
Manager to propose a budget with no less than a 12% of budgeted revenues in Unreserved Fund
Balance in the General Fund for the end of the fiscal year.
ALTERNATIVES: Others as suggested by the City Commission.
Respectfully submitted,
_________________________________ ____________________________
James Goehrung, Director of Facility Services Chris A. Kukulski, City Manager
Attachments: bid summary sheet, recommendation of award from R&R Taylor, NPS memo
Report compiled on December 4, 2008
General Fund Projected Unreserved Fund Balance – FYE June 30, 2009 $4,134,408
As a % of FY09 Operating Revenues 19.8%
General Fund Projected Unreserved Fund Balance – After
Mansion Renovation $391,222 contribution
$3,743,186
As a % of FY09 Operating Revenues 17.9%
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Story Mansion Renovation - City of Bozeman
Estimate Low Bid Estimate Low Bid Estimate Low Bid Estimate Low Bid
Bid Package Base Bid Base Bid Alt. 1 Alt.1 Alt 2 Alt 2 Alt 3 Alt 3
Package 1 - Selective Demolition $67,568 $0 $560 $0 $825 $0 $0 $0
Package 2 - Earthwork $58,406 $0 $0 $0 $0 $0 $0 $0
Package 3 - Landscaping $16,240 $0 $0 $0 $0 $0 $0 $0
Package 4 - Concrete $43,088 $0 $882 $0 $1,229 $0 $0 $0
Package 5 - Masonry Restore/Patchg $1,636 $0 $0 $0 $2,525 $0 $0 $0
Package 6 - Metals $16,766 $0 $0 $0 $660 $0 $0 $0
Package 7 - Steel Installation $12,873 $0 $0 $0 $250 $0 $0 $0
Bid Package 8 - Wood & Plastics $132,782 $0 $0 $0 $0 $0 $0 $0
Bid Pagage 9 - Insulation $778 $0 $0 $0 $0 $0 $0 $0
Bid Package 10 - Membrane Roofing $9,785 $0 $0 $0 $0 $0 $0 $0
Bid Package 11- Doors $28,949 $0 $0 $0 $0 $0 $0 $0
Bid Package 12 - Glass & Glazing $30,080 $0 $0 $0 $0 $0 $0 $0
Bid Package 13 - Wood Windows $7,415 $0 $0 $0 $0 $0 $0 $0
Bid Package 14 - Stained Glass $16,867 $0 $0 $0 $0 $0 $0 $0
Bid Package 15 - Gypsum Wall Bd $8,333 $0 $0 $0 $0 $0 $0 $0
Bid Package 16 - Taping & Painting $41,028 $0 $0 $0 $0 $0 $0 $0
Bid Package 17 - Veneer Plastering $16,665 $0 $0 $0 $0 $0 $0 $0
Bid Package 18 - Flooring & Tile $46,768 $0 $0 $0 $0 $0 $0 $0
Bid Package 19 - Specialties $8,539 $0 $0 $0 $0 $0 $0 $0
Bid Package 20 - Fire Sprinkler $43,514 $0 $0 $0 $0 $0 $0 $0
Bid Package 21 - Mechanical $137,300 $0 $0 $0 $0 $0 $0 $0
Bid Package 22 - Electrical $78,919 $0 $0 $0 $0 $0 $870 $0
Bidders Subtotal $824,299 $0 $1,442 $0 $5,489 $0 $870 $0
C.M. Direct Job Costs (Div. 1)$164,014 $0 $0 $0 $0 $0 $0
Permit $5,500 $0 $0 $0 $0
Insurance $7,000
C.M. Fee 6.0%$49,458 $0 $87 $0 $329 $0 $52 $0
SUB TOTALS $1,050,271 $0 $1,529 $0 $5,818 $0 $922 $0
Bond (1.2%)$12,603 $0 $18 $0 $70 $0 $11 $0
SUB TOTAL $1,062,874 $0 $1,547 $5,888 $933
GRAND TOTAL $1,071,242
Recommended Bid Contingency - 10%$83,210
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H36(2256)
Ms. Allyson Bristor
City of Bozeman
20 East Olive Street
PO Box 1230
Bozeman, MT 59771-1230
Dear Ms. Bristor:
The National Park Service has reviewed the plans and specifications and scope of work change
submitted for the Story Mansion, prepared under Save America’s Treasures Grant Number 30-04-
ML-0046. Those plans, dated September 25, 2008, were received in our office on November 3,
2008.
The NPS-approved scope of work is now:
a) Architectural/engineering services
b) Water service lines
c) Structural work to floor/framing
systems
d) Foundation strengthening
e) Fire suppression
f) Mechanical/plumbing/HVAC
g) Electrical upgrades, including historic
lighting fixtures
h) Wood window repair
i) Masonry repair
j) Woodwork repair/refinishing
k) Interior refinishing (wallpaper,
painting, wood)
l) Plaster repair/finishing
m) Interior door repair/replacement
n) Stained/leaded glass restoration
o) Wood floor
repair/refinishing/replacement
p) ADA toilet rooms
The NPS-approved Work/Cost Budget is hereby revised:
Budget Category Previous Changes Approved
Personnel 42,841.00$ (42,841.00)$ -$
Supplies and Materials 2,455.00$ (2,455.00)$ -$
Consultant Fees 137,100.00$ 18,280.00$ 155,380.00$
Construction/Conservation Materials 815,589.00$ 17,804.00$ 833,393.00$
Equipment 375.00$ (375.00)$ -$
TOTAL 998,360.00$ (9,587.00)$ 988,773.00$
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NPS finds that the work prescribed meets the Secretary of the Interior’s Standards for the
Treatment of Historic Properties, thus fulfilling Special Condition #18 of your grant agreement,
NPS Review of Architectural Plans and Specifications
. We must receive notification that the State
Office has also approved the plans prior to any construction taking place. Please note that any
further changes to these approved plans must be submitted to both NPS and the State Office for
review prior to construction. If more detailed specifications are submitted please send those for
review.
If you have any questions about this letter, please feel free to contact Megan Brown of my staff by
phone at 202-354-2062, or by email at megan_brown@nps.gov.
Sincerely,
Hampton Tucker
Chief, Historic Preservation Grants Division
bcc: 2256- Tucker, Brown
FNP:MBrown:mb:354-2062:12/4/08
M:SAT/2004/Earmark/Story Mansion P&S
Basic File Retained in 2256
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