As you know, the project to implement improvements at the Recreation and Aquatics Center was originally advanced in conjunction with the adoption of the Fiscal Year 2014-2015 Capital Improvement Project Budget.
Also, as you already know, since that time the specific scope of the improvements to be completed in association with the project has been deliberated. For purposes of clarity, I offer the following timeline which provides an accounting of some of the critical decision points related to the project:
February 3, 2015- Kimley-Horn and Associates, Inc. was contracted by the city to perform the architectural design services related to the project. The scope of the project involved the establishment of an expanded fitness center and child care area, renovation of the existing fitness area, aquatic deck expansion and enhancements, establishment of a drop-off area with additional parking and the construction of two activity rooms. The purpose of the proposed scope was to offer expanded and more beneficial programs to the community as well as to create potential revenue sources for the facility.
March 17, 2015- The City hired Hennessey Construction Services to provide construction management services in relationship to the proposed project. The purpose of hiring a construction manager was to compliment the traditional project team of owner and architect by adding a player that has professional expertise in the specialized areas of cost estimating, systems analysis, value engineering, scheduling of construction activities, procurement, coordination and contractor supervision. Incidentally, this delivery system has proven to be vital as we navigate our way through the process to define the final scope of the project.
July 21, 2015 - Keith Greminger on behalf of Kimley-Horn and Associates made a presentation to the City Council on the proposed improvements to the Recreation and Aquatics Center. The proposed project components were introduced in detail and specific approvals were solicited. Mr. Greminger reported an expected preliminary cost estimate of $2,470,549 and indicated that the design work would be concluded in August of 2015. He additionally indicated that the construction would likely span a six to eight month period of time.
September 15, 2015 - At a regularly scheduled meeting of the City Council it was determined that a pro forma should be performed in order to more accurately assess the value of the proposed improvements to the city.
October 7, 2015-Hennessey Construction Services provided a report to city staff that the project bids had been received. The result of which yielded a guaranteed maximum price of $2,384,487 for the project which at the time included all of the proposed project elements as presented on February 3, 2015 and July 21, 2015.
October 27, 2015 - City Council conducted a work session to evaluate the costs associated with the various project elements. At the conclusion of the presentation and the ensuing discussion it was agreed that the project cost needed to be constrained and staff was given specific direction in that regard from the members of the City Council.
December 3, 2015 – City staff, along with Kimley-Horn and Associates and Hennessey Construction Services, proposed that the following elements of the project be deleted in order to minimize the overall project budget:
· Drop-off area and additional parking
· Aquatic deck expansion and enhancements and
· Various improvements to the existing building i.e.- glass storefront at lobby, reception desk and covered walkway
January 19, 2016 - The Sports Facilities Advisory and The Sports Facilities Management (SFA/SFM) Group was contracted to perform a Market Study, Facility and Operations Audit and a Pro Forma relating to the financial implications and the economic impact of the proposed improvements at the Recreation and Aquatics Center.
April 21, 2016 – City Council conducted a work session where Evan Eleff and Thomas Parker of SFA/SFM provided an update on the status of their work and introduced preliminary recommendations on the operations, programs and physical facility in relationship to the proposed project.
August 1, 2016 - A work session was held so that SFA/SFM could present their final report and financial forecast and also respond to specific questions from City Council. At the meeting, SFA/SFM advanced several operational suggestions and presented recommendations related to the proposed physical facility improvements as well. In short, SFA/SFM indicated their support of the following five recommendations for the physical facility:
· Relocate and expand the Fitness Center to the front of the building
· Add a child watch area
· Establish a one room addition to be used as multi-purpose space
· Update the furniture, fixtures and equipment at the pool deck and
· Open the Skate Park
Additionally, SFA/SFM indicated their support of the value driven project recommendations as contemplated on December 3, 2015 and affirmed that the budget appeared to be realistic for the identified improvements.
November 18, 2016 - Final bid documents were received by Hennessey Construction Services for the amended scope of the project. The total guaranteed maximum price for the project was $2,714, 601 which is $330,114 higher than the bid that was originally received for the project in October of 2015.
December 2016 - City staff worked with our consultants on the project, Kimley- Horn and Associates and Hennessey Construction Services, to establish a revision to the Guaranteed Maximum Price of the project. The purpose of which was to reduce the project budget by instituting several value based project changes. The changes resulted in a savings of $280,264 and included items such as:
· Delete Main Entrance Walkway Canopy
· Delete New Curtainwall and Auto Sliding Doors at Main Entrance
· Delete 58 Linear Feet of Sun Louvers at Roof Overhang
· Delete Monument Sign
· Delete Electrical Work for Site Monument Sign
The project Guaranteed Maximum Price with the above referenced contract revisions results in a project budget in the amount of $2,434,337.
January 2017 – City staff along with our consultants on the project identified some additional considerations by which to reduce the total cost associated with the project. The items are as follows:
· GMP Revision #1, December 2016
· Delete Drop-Off Drive and Parking
· Delete Pool Deck Enhancement and Amenities
· Delete Activity Room Addition and Build One in Existing Administrative Space
· Reduce Contingency Account to 5%
If all of the considerations are implemented then the project budget would be reduced by an additional $576,372 and the revised project budget would be $1,857,965.