HomeMy WebLinkAboutItem 3c: Design/Build Request for Proposals for the Musuem Education Center.
[Type text]
DATE:
March 5, 2013
TO:
HonorableMayor and City Council
FROM:
Jason Kruckeberg, Assistant City Manager/Development Services Director
SUBJECT:
REPORT, DISCUSSION, AND DIRECTION CONCERNING RELEASE
OF DESIGN/BUILD REQUEST FOR PROPOSALS FOR THE MUSEUM
EDUCATION CENTER
Recommendation: Approve Release of Request for Proposals
SUMMARY
In 2009, the City Council approved, in concept, a proposed Museum Education Center.
At that time, no additional City funds were committed for the project and fundraising to
pay for the building was the responsibility of Museum support groups. Currently, over
$500,000 has been raised and/or pledged toward the construction of this building. While
it is likely that additional funds may be necessary to meet all design objectives for the
building, the amount cannot be known without formally moving into the design phase of
the project. At the November 6, 2012, meeting, the City Council authorized the use of
the Design/Build process to proceed with moving into design and ultimately toward the
construction phase for this project. Staff, along with representatives of the Museum
Foundation, have developed a Request for Proposals (RFP) and is poised to submit the
document to interested Design/Build contractors.
BACKGROUND
The Museum Education Center was first conceived by the Arcadia Historical Museum
Commission in 2006 to address a need for additional space due to increased
programming at the Museum. An architect was hired to create a conceptual design for
a building of approximately 1,000 sq. ft. with one large room of 864 sq. ft. plus a storage
area, and an outdoor patio area. The need for a larger and more flexible classroom
space continued to grow as the programs of the Museum developed and attendance
increased. In addition to the Museum’s needs, the Recreation and Community Services
Department also began looking for more conveniently located classroom space for their
popular and well-attended programs.
Museum Education Center RFP
March 5, 2013
Page 2
In 2009, the staffs of the Department of Library and Museum Services and the
Recreation and Community Services Department met and determined that replacing the
shuffleboard courts with a multipurpose space addressed the programming interests
and demands of the community. It was proposed that the Museum would have first call
on the use of the space, and Recreation and Community Services would have use of
the space whenever the Museum did not need it. The current proposal is for a 2,600
square foot building with a large outdoor covered patio. This concept was approved by
the City Council on January 20, 2009.
DISCUSSION
The plans originally developed for the Museum Education Center were conceptual, and
did not provide the level of detail necessary to pursue a typical plan-based bidding
process. As such, the Design/Build process is being utilized to provide flexibility to the
City and Museum Foundation in the selection of an appropriate contractor. The City’s
Staff has worked with representatives of the Museum Foundation to develop detailed
technical specifications to include in the Design/Build RFP (attached as Exhibit A).
These technical specifications outline the key building components desired for the
project, the minimum level of construction quality necessary for the building, and the
finishes, materials, and furnishings required to make this a building all parties, and the
community, will be proud of.
The building will include classroom space that is divisible into two distinct “rooms”, an
entry way or hallway, restrooms and utility rooms, an appropriately sized storage area, a
large outdoor patio area, and a small workstation area. A conceptual rendering of what
the building could look like is attached as Exhibit B. The technical specifications allow
for flexibility in design, and request cost differentials for the provision of desired
components of the building, such as Leadership in Energy Efficiency and Design
(LEED) Certification, wood-based flooring, and exterior brick and roofing to match the
Community Center building.
Fundraising for the building is under the direction and oversight of the Museum
Foundation and approximately $500,000 has been raised or pledged to date. In
November 2012, the City’s cost estimator, Cumming Construction, reviewed the
conceptual plans and the project was estimated to cost just over $1 million. Since that
time, the scope of work has been refined and it is anticipated that the final cost will not
approach this level. Nevertheless, it appears that the current $500,000 will not be
adequate to cover the cost of the building. As such, additional City monies, such as
Park and Recreation Impact Fee funds, will likely be needed to fund the building in its
entirety. The benefit of the Design/Build process is that once bids are submitted, the
project team can work with the selected contractor to remove or modify aspects of the
project to fit the desired budget.
Museum Education Center RFP
March 5, 2013
Page 3
It is recommended that the City Council authorize the Staff to release the Design/Build
RFP to begin this phase of the project. In addition, the City Council should consider the
amount of additional funding (if any) to pledge toward the project at this time, and the
source of such funding.
FISCAL IMPACT
Assuming that the final project cost is more than the $500,000 currently raised and/or
pledged, the City could allocate additional funds toward the cost of the building. Until the
Design/Build bids are returned, it is unknown what the shortfall may be. The City
Council could identify an amount of funding to allocate toward the project, and could
identify the source of such funding. Alternately, the Council could wait until bids are
returned to consider an appropriate amount to be allocated to the project. Funding could
come from Park and Recreation Impact Fees or from the General Fund, and/or
additional fundraising could be pursued for the project.
RECOMMENDATION
Approve the release of the Design/Build Request for Proposals for the Museum
Education Center and consider the use of Park and Recreation Impact Fees toward
funding the project.
Attachments: Exhibit A – Draft Technical Specifications for Museum Education Center
Exhibit B – Rendering of Building Concept
EXHIBIT A
MUSEUM EDUCATION CENTER
TECHNICAL PROVISIONS
A. INTRODUCTION
The project is to build a Museum Education Center for the community. The project will be owned and
operated by the City of Arcadia. The building will be used for classroom purposes, receptions, exhibits
and showings, speakers, dinner parties, language, art, and music classes, and other flexible uses. The
project site is located between the existing Arcadia Community Center and the Gilb Museum of Arcadia
Heritage. The land is owned by the City and has been designated for this purpose. The Center is planned
at approximately 2,600 square feet in size with one large classroom hall that can be divided into two
separate areas. The building will have two bathrooms and will include storage space and one small
workstation. The building will have catering kitchen facilities. An internal hallway or entry area will be
provided on the north portion of the building, which could be used as a reception area. A covered porch
of approximately 1,200 square feet will also run the length of the building on the north elevation.
Graphics of the project site and a conceptual elevation of the proposed building can be found in Section
III.B, “Project Sketches”. It is important to note that drawings of the building are truly conceptual and
are considered reference documents only. The Contractor is encouraged to include the required building
elements in the most effective and cost efficient manner possible.
B. GENERAL BUILDING INFORMATION AND USE
As stated in the INTRODUCTION above, the use of this building will be multi-faceted. General targets for
the expected occupancy of the building at any one time include:
30-35 for classes and get-togethers, Girl and Boy Scout events, etc.
50-70 for lectures and larger classes
85 (seated) to 150 (including exterior areas) for dinner parties or receptions
General square footages of the desired components of the building are provided below. These square
footages are estimates only. The City is interested in proposed building floor plans that provide the
components below in a creative and effective manner. The areas shown below are NOT minimums, nor
are they prescriptive, they are shown for reference only to assist in the design process.
Overall Interior Floor Area: approximately 2,600 square feet (approximately a 60 x 40’ building)
Classroom: 1,000 square feet, to be divisible into two halves by automated divider
Hallway/Entry area and small workstation: 420 square feet
Two (2) ADA bathrooms, including janitorial closet(s): 450 square feet
Storage Area and Data Closet: 530 square feet
1
Catering Kitchen (counter space, drawers below, cabinets above, space for oven, cooktop,
refrigerator, utility sink): 200 square feet
Exterior Area Covered Porch: 1,200 square feet (60’ x 20’)
The City is interested in a building that will be LEED eligible. The Contractor is encouraged to explore
creative options in design and development to qualify the building as LEED certified. This, however, is
not a requirement. The Contractor should provide an expected cost differential (if applicable) should the
building be built to be LEED certified. Elements such as solar panels, cool roof systems, and water
infiltration systems are encouraged for consideration.
The building will be registered with Edison’s “Savings By Design” program for electrical savings and
rebate consideration. Information on the Savings by Design Program, including the City’s letter of intent,
can be found in Section III (Reference Documents).
C. SITE WORK
The project site currently contains shuffleboard courts, an overhead trellis, and ancillary hardscape
features, landscaping, and irrigation. Please see the aerial photo in Section III.B. All existing
improvements in the site area shall be demolished by the Contractor.
A geo-technical report and soils testing is required to be submitted for review and approval prior to any
grading or excavation activities. The Contractor is responsible for all phases of grading, excavation,
backfilling, and landscape fills.
The Contractor is responsible for submitting a grading and drainage plan, including a Storm Water
Pollution Prevention Plan (SWPPP) for review and approval prior to or along with the Building Permit
application. The grading and drainage plan shall include a focus on infiltration of runoff.
The Contractor will be responsible for temporary utilities, temporary toilets, and construction lay-down
area.
The Contractor will make the City aware of any necessary tree trimming or pruning to facilitate
construction. The City will complete any necessary trimming or pruning work.
The Contractor shall propose basic re-landscaping of the area directly surrounding the building (site
area). The landscape proposal may include grading of the surrounding turf area. Proposed landscaping
shall be comprised of drought-tolerant plants, and a drip irrigation system shall be utilized. The existing
Cal-Sense Controller shall be utilized for landscape irrigation.
The Contractor shall propose concrete pathways to connect the building to the existing parking lot,
Community Center, and Museum. The ultimate goal is for the three buildings to relate to each other
much like a campus.
2
D. UTILITIES
The building shall have connection to water, sanitary sewer, electrical, gas, communication lines, Wi-Fi,
and fiber optic system.
The City’s Public Works Services Department shall install a water connection and meter at the property
line. The City shall install the Fire Department service and pipe to POC (Riser). The City shall install the
required backflow device.
The Contractor shall tie the building into the existing sewer lateral on property.
Electrical service installation shall tie into the existing switch gear at the Community Center parking lot.
Gas service shall be provided by tying into the existing gas service at the Museum.
A T & T is the current phone provider; the building should have Cat 6 phone and data cable as well as
coax cable for television access. Cable must be pulled into the building and conduit installed within the
walls. Conduit should be large enough to accommodate future expansion of data and/or phone lines as
well as wire for the public address system and projector. The building must have 6 strand Fiber optic
cable for data and telephone, to be tied into Community Center and Museum.
The building will have one small workstation area that should be equipped with required computer and
phone hookups.
E. BUILDING CONSTRUCTION
Proposed Use:
Occupancy Group: E (Educational)
Construction Type: V/B Automatic Fire Sprinkler System/Fire Alarmed
Concrete Slab/Wood Frame
The governing codes for this project are:
2010 California Building Code
2010 California Plumbing Code
2010 California Electrical Code
2010 California Mechanical Code
2010 California Green Building Standards Code
2010 California Energy Code
Wall Framing- Wall Heights shall be a minimum of 10’0”. Ceiling heights shall be appropriate to
adequately accommodate projection for all manner of set-up configurations.
3
Insulation Values- Walls shall be a minimum R-15 or greater, ceiling shall be minimum R-38 or greater.
Drywall utilized in the building shall be 5/8” minimum.
Exterior Finishes: Stucco with Exterior Brick to match or be compatible with Community Center. Stucco
finish exterior on covered patio and eaves.
The covered patio shall include skylights to provide natural light, shall be wired for audio (PA system),
and shall be wired for electrical to be lit for night use.
Roofing- Tile roofing material to be compatible with Community Center.
Windows- Dual Glazed Bronze Aluminum.
Doors - Exterior Doors shall be steel and a Minimum of 7’0” in height. Interior Doors- Minimum 7’0” in
height, shall have windows, and shall not be hollow core.
Flooring Materials –A wood or engineered wood product is desired for the classroom area, however a
cost differential shall be provided between a wood or engineered wood product and a laminate surface
for the classroom area. Bathrooms shall be tile flooring. The hallway/entry area can be laminate or
polished concrete material, and the exterior porch polished concrete.
Ceilings - T-Bar Ceilings with acoustic tiles. Grid shall be ACT-1-2x2 CMC #200/1210/1202 or equivalent.
Ceiling tile shall be ACT 1-2x2 Certain Teed Symphony M #1222-OVT-1B or equivalent. Hard lid ceiling
shall be provided in bathrooms.
Bathrooms- Separate Male and Female bathrooms shall be provided with full ADA compliance. Material
shall be tile flooring, with tile backsplash on plumbing fixture walls, Corian or equivalent surface for any
counters, and hard lid ceiling. Fixtures are specified under “Plumbing” below.
Kitchen- Corian or equivalent surface for countertops. Additional information under “Kitchen facilities”
below.
Interior Trim and Cabinetry shall be Paint Grade.
Complete ADA Compliance- Building, Parking lot, and Path of Travel shall meet ADA requirements.
4
F. MECHANICAL, ELECTRICAL AND PLUMBING
Electrical
Exterior lighting provided for the building shall be LED. Interior lamps to be used are to be T-8 32w
(Sylvania). Fixtures shall be recessed 2x4 light fixtures (Lithonia or equivalent) and Daylight harvesting
fixtures (Lithonia or equivalent). Emergency lighting fixtures shall be provided for all classrooms and/or
common areas.
Room sensors shall be provided.
Ample outlets in walls, floor, exterior porch area, and catering kitchen area to serve breadth of uses.
Must have dedicated circuits for phone and data equipment.
Mechanical
The HVAC system shall be rooftop package units or split system (Carrier EER rated) and shall include air
balance, Andover controls, roof exhaust fans, ceiling exhaust fans, diffusers, registers and grills, and
louvers. Should duct detectors be required they shall be monitored by the building fire alarm system.
Fire and Life Safety Service
A fire sprinkler system shall be provided for the building and covered patio area. The system shall be
monitored by a listed fire alarm panel.
A fire alarm system shall be provided with notification devices located in all classrooms and common
areas.
Fire extinguishers shall be provided as required by the Fire Department.
Plumbing
The building shall be equipped with sanitary sewer and vent system, roof and floor drains, cleanouts,
hose bibs, backflow prevention device, water hammer arrestors.
Potable water lines shall be copper.
Fixtures shall include Automated Sloan valves, waterless urinals, low flow toilets, Chicago faucets,
American Standard sinks, Bobrick partition hardware.
G. FURNITURE, FIXTURES, AND EQUIPMENT
The building will be used for a wide range of set-ups. As a result, the “classroom” area should be viewed
as multi-purpose and transferable to many different uses. The building shall have one automated divider
roughly in the middle of the classroom area to be able to separate the room into two distinct halves.
The small workstation will be equipped with a desk.
5
Catering Kitchen Facilities
Catering Kitchen facilities shall be provided, including counter space with cabinets overhead and
drawers below. Ample electrical outlets are required for the placement of future appliances such as
microwave, hot plates, etc. Fixtures shall include large utility sink, oven and cooktop, and refrigerator
and freezer. The catering kitchen is intended only to be used for the warming and storage of food and
beverages, not for food preparation.
Storage area
A storage area must be included within the design large enough to house the furniture listed below. The
storage area is estimated at approximately 530 square feet, but the Contractor should propose the most
efficient method of storing at least the sample of materials listed below and the typical classroom and
audio-visual related items.
150 Arm chairs with enough carts to hold them.
15 72” Mity Lite Round Tables (or equivalent) with enough carts to hold them
20 6’ Mity Lite Adjustable Tables (or equivalent) with enough carts to hold them
30 Tot Chairs with enough carts to hold them.
A small area will be needed to house data and phone lines/wires. This area must be air conditioned.
Cannot be near electrical panels/conduit. Walls must have fire rated plywood for mounting of data and
phone equipment. Room should be a minimum of 6’ x 6’.
Audio Visual
An audio-visual system shall be installed in the building, including a public address system with
microphone and speakers to be heard in the classroom, hallway, and exterior porch, a hard-wired
projector system, and automated viewing screen (one side of the room only). All lights in the Classroom
area must have dimmer settings.
H. COMMUNICATIONS AND DATA
The building shall be equipped with floor electrical and data lines for ease of access in multiple formats.
Banking shall be provided for computer hookups at key locations. Wi-Fi shall be installed. The project
shall tie into the existing fiber optic system at the Community Center.
I. SAFETY/SECURITY
A security system shall be installed in the building which will be a basic keypad style system armed on
exterior doors. The system shall include basic fire alarm and remote access to tie into server. The system
shall be compatible with the Community Center’s Post Alarm System.
6
Door locks and related hardware shall be Schlage entry door locks and a Primus keyway system. Exit
doors shall be provided with either panic or lever type hardware.
J. ENTITLEMENTS AND PROCESSING
The project is subject to a Conditional Use Permit, which will be processed by Staff from the City’s
Development Services Department. The Contractor shall work with the staff to provide the relevant
drawings and information for use through the Conditional Use Permit Process. This process will include
the submittal of the required environmental clearance for the project per the California Environmental
Quality Act (CEQA) and a public hearing with the City of Arcadia Planning Commission.
The project is subject to a Building Permit, which will be processed by the City of Arcadia and the City’s
contract plan check firm, Van Dorpe Chow and Associates.
The selected contractor and sub-contractors are required to obtain City of Arcadia Business Licenses.
7