HomeMy WebLinkAbout5-12-08_Construction Manager at Risk for the Story Mansion
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: James Goehrung, Director of Facility Services
Chris Kukulski, City Manager
SUBJECT: Construction Manager at Risk for the Story Mansion Renovation
MEETING DATE: May 12, 2008
RECOMMENDATION: Direct Staff to advertise for a General Contractor/Construction
Manager (GC/CM) and select a firm to assist the Architect in developing detailed cost estimates
for the rehabilitation of the Mansion.
If you elect to take this approach, please decide if you want a Commissioner represented on the
selection committee; and decide who will serve on the committee.
BACKGROUND: Construction-wise this is a fairly small project and some might question
the need for a construction manager for a project of this size. The primary reason for the
recommendation is the amount of “front end” work that we are asking the contractor to perform.
The firm we select will work closely with the Architect during the Schematic Design Phase of
the project to develop accurate cost estimates and a scope of work that reflects the amount of
money we have to spend on the project. All this work will be done without the contractor even
picking up a hammer.
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The primary benefit of a GC/CM approach is that we can select the contractor based on
experience and past performance, rather than relying strictly on price. The contract will be a two
stage contract with the design work a negotiated fee that will take us through Design
Development and preparation of the Bid Document. Once this work is finished the project will
be bid.
The General Contractor/Construction Manager will then participate in the bidding phase of the
contract and will either be the successful low bidder for portions of the work or will accept the
successful bidders as Sub-contractors.
FISCAL EFFECTS: The contract will be drafted to avoid, wherever possible,
duplication of services with the Architect or other sub-contractors.
ALTERNATIVES: The alternative for this approach is a straight bidding process. In
this instance we accept the proposals by price based on the lowest responsible and responseive
bidder. This is not the best recommendation for this project because of the importance of all the
historic preservation concerns related to the Mansion. Others as suggested by the City
Commission.
Respectfully submitted,
_________________________________ ____________________________
James Goehrung Chris A. Kukulski, City Manager
Director of Facility Services
Attachments:
Report compiled on May 7, 2008
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Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: James Goehrung, Director of Facility Services
Chris Kukulski, City Manager
SUBJECT: Architectural Contract for the Story Mansion Rehabilitation
MEETING DATE: May 5, 2008
RECOMMENDATION:
1a. Direct staff to finalize the contract with Comma-Q Architects in the amount of
$49,149.00 for a complete Schematic Design analysis of the Mansion and authorize the
City Manager to sign the contract.
Or if the Commission wants a final review of the contract:
1b. Direct staff to finalize the contract with Comma-Q Architects in the amount of
$49,149.00 for a complete Schematic Design analysis of the Mansion and bring the
contract back for Commission approval.
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2. Direct staff to advertise for a General Contractor/Construction Manager and select a firm
to assist the Architect in developing detailed cost estimates for the rehabilitation of the
Mansion.
In the event that eligibility for SAT funding of all contract costs has not been confirmed by
meeting time, such direction should be made contingent on eligibility for SAT funding.
BACKGROUND: The Commission decision to retain the Story Mansion for public use
includes a plan to rehabilitate the facility and convert the Mansion to an assembly use. A
commitment was made to use the $500,000 in Save America’s Treasures money and match this
with $500,000 from various City sources. Based on the Federal procurement requirements staff
has selected an architectural firm to begin the necessary design work to address the life safety,
and code requirements, needed to open the Mansion for public use.
On January 31, 2008, Comma-Q Architects presented an estimated project cost for the
renovation of the Mansion. The scope of work included in this estimate for main floor
restoration included – Mechanical, Electrical and Fire Protection; Floor Strengthening; General
Renovation, and a 15% contingency. The total estimated dollar cost of this work was $1.3 to
$1.5 million. Consultant services were not included in these construction figures, nor were any
of the remodeling costs associated with second or third floors of the Mansion.
Based on the Commission decision to commit $1 million dollars to the project, this reduced
dollar amount will change the scope of work for the rehabilitation of the building. If all the
identified components outlined by the Architect are not accomplished in this round of funding,
there is still a good deal of design work that will need to be conducted. Future stages of the
project will need to be planned out on the front end so that work that is done does not have to be
re-done or torn out with future phases.
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The proposed architectural fees are based on the probable construction cost for the full project, a
mid-point between the high and low-projected construction costs. A full contract will be
negotiated at the beginning of the project so we have a defined price. Staff will structure the
contract so that we have the ability to negotiate the fees for the amount of work that we can
afford.
For example, we will need to commit to 100% of the Schematic Design work for upfront
planning. Should we elect not to proceed upon completion of this work, the contract could be
severed at this point. If we move ahead with the $1 million in approved funding, chances are
good that we would pay the bulk of the Design Development fees, but we would look at a
percentage of fees based on the construction budget, and therefore a reduction of architectural
fees for this phase of construction. The balance of the fees would be tied to, and paid, when
future phases are conducted.
In order to assure that all renovation costs are identified, the Architect and yet to be hired
Construction Manager, will complete a full analysis of all the work that would need to be done to
allow assembly uses on the main floor, office uses on the second floor and open meeting space
on the third floor. This analysis will then be broken down into manageable phases for both the
dollar amounts available for construction, and a work packages that have a logical starting and
stopping point for the most cost effective approach.
The proposed time line for this work is:
May – Formalize Architectural contract and advertise for the Construction Manager.
June, July – Select the Construction Manager and conduct the analysis of the scope of
work and cost estimating for renovation of the Mansion, Schematic Design.
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August – Detailed scope of work and cost estimates for the first round of improvements
that will utilize the SAT dollars and City Match.
September through July 2009 – Bidding and construction of Phase I improvements.
FISCAL EFFECTS: A clearly defined scope of work will be the primary element that will
move this project forward and make the best use of the $1 million we have to spend. The
activities that are allowed in the building, and on the grounds, will determine whether certain
improvements have to be made to the building. The burden will be on the City, as the owner, to
identify the work that we want to accomplish for the money we have to spend.
ALTERNATIVES: As suggested by the City Commission.
Respectfully submitted,
_________________________________ ____________________________
James Goehrung Chris A. Kukulski, City Manager
Director of Facility Services
Attachments: Project Summary costs from Comma-Q
Report compiled on April 30, 2008
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The Historic T.B. Story MansionThe Historic T.B. Story MansionBozeman, MTRenovation and Addition Project Summarystatement of probable construction costsstatement of probable construction costsApril 30, 2008square feet sf low sf high low highSitework Allowance $150,000.00 $225,000.00Main House 11,800 170.00$ 200.00$ $2,006,000.00 $2,360,000.00,,,,,Access Tower Addition 1,800 180.00$ 220.00$ $324,000.00 $396,000.00Probable Construction Cost (Mansion Only/No Permits or Fees)$2,480,000.00 $2,981,000.00Phase 1 Construction$1,366,000.00 $1,546,150.00Remaining Construction Budget (for basement 2nd, 3rd)$1,114,000.00 $1,434,850.00total probable cost (no permits or fees)$2,480,000.00$2,981,000.00total square footage13,600 13,600average probable $/sf$182.35 $219.19Fees & Permits 15%$372 000 00$447 150 00Fees & Permits 15%$372,000.00$447,150.00total project cost w/permits & fees $2,852,000.00 $3,428,150.00Preliminary Architectural Fee Summary12% Fee Based on Average of Probable Costs$327,660.0012% Fee Based on Average of Probable CostsProposed Fee by PhaseSchematic Design15% $49,149.00Design Development 20% $65,532.00Construction Documents 35% $114,681.00Bidding5%$16,383.00$327,660.00Bidding5%$16,383.00Contruction Administration 25% $81,915.003058