02/17/2000 - Minutes Library Construction Committee
Meeting Minutes
Thursday, February 17, 2000
The Library Construction Committee met on Thursday, February 17, 2000, at 6 p.m. in the
Red Rock Creek Conference Room.
Members Present: Curtis Tigard, George Burgess, David Chapman, Tony Greiner, Gus
Duenas, and Bill Monahan-.
Also present were representatives of BML Architects: Richard Brooks and Gary Larson.
Opening discussion centered on the need to develop a scope of initial activities for BML
to assist the Committee. At the outset, BML and the Committee will focus on the
programming phase and needs analysis for the Library as well as site selection. At the
request of the City Council, initial site selection will focus on the downtown area. BML
will meet with the Community Development Department staff to obtain information from
the GIS system on available sites and to gain information on the development standards
that will be applied to a new library. In addition, Tony Greiner distributed to BML a copy
of the draft minimum library standards developed by the Oregon Library Association.
During the discussion, it was determined that the initial efforts will help to first define
the library that is needed by the community before selecting a site. The Committee is
open to the consideration of collocation of library functions with commercial uses. Such
collocation could be temporary or long term in nature.
BML distributed a revised project schedule dated February 15, 2000. Gary Larson noted
that Cynthia Ripley will start the initial-needs analysis. Then the sites identification will
take place. After that, the needs analysis will be plugged into the site information. Gary
Larson will work with City staff to gather demographic information. Then, focus group
discussions, led by Cynthia, will be held with a number of groups throughout the
community to get a flavor of what the community identifies as the need.
Tony Greiner noted that he has demographic information that he can share with BML.
Tony will also provide information to BML on the WCCLS formula and governance. It was
noted that our service area is approximately 49,000 people.
Library Construction Committee Meeting Minutes - 2/17/00 - Page 1
The schedule will be as follows:
• From the end of February to the end of April, the programming phase will take
place including the meetings with focus groups.
The programming and site selection phases will coincide during March through May.
The scheduling indicates up to four months will be needed to secure asite, however, it
could take less time. Once the site deal is in place, design could proceed and then design
review could be initiated. BML will need about three weeks to do the analysis of
demographics and then begin to look at sites in mid-March.
Rich distributed a potential budget for a 25,000 square foot-building with a $750,000
real estate acquisition fee. The project costs exceeds $7 million. This was based on
$135 per square foot with 1-1/2 acres of land. Rich noted that this is a draft merely to
give everyone an idea of all the costs associated with construction. As specific
information is gained, he will regularly update the potential budget.
Rich provided a draft contract that BML proposes for this project. It is based upon the
City's standard agreement and includes suggested changes, which BML included in their
original proposal. Gus Duenas will review the suggested changes and discuss them with
our City Attorney's office. BML has also provided information on the insurance coverage
that they have for this project.
Over the next two weeks, Gus will work with the Attorney's office on the contract and
submit a revised draft to BML. After two weeks, BML will provide us with a revised
scheduled. Focus groups will likely take place at the end of March.
The next meeting of the Committee will be held on Thursday, March 16, at 7 p.m. in the
Red Rock Creek Conference Room.
Submitted by:
Bill Monahan, City Manager
Date: �2_ /-7 i /ori
I:\ADM\BILL\LIBRARY CONSTRUCTION COMMITTEE MINUTES 2-17-OO.DOC
Library Construction Committee Meeting Minutes - 2/17/00 - Page 2
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Owner costs
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Real Estate/Acquisition $ 750,000
Direct Construction Costs
Sitework $ 300,000
Demolition $ 35,000
General Construction $ 3,750,000
General conditions $ 612,750
GC Fee@ 5% $ 234,888
Const. Contingency @ 10%w/o GCFee $ 469,775
Other $ -
Subtotal: $ 5,402,413
Permit/Agency/Development Fees
Pre-application Conference $ 240
Community Development Code Review $ 252
Planning & Development Fee $ 3,780
Traffic Impact Fee $ 26,394
ODOT Inspection Fee $ 500
Water Resources Review-Type 2 -add to P&D Fee $ 30
Sesitive Lands Review-Type 2 -for storm outfall $ 149
Water Quality Fee $ -
Water Quantity fee $ 5,603
Sewer Connection Fee $ 9,200
System Development Fee $ -
Facility Development Fee $ -
Erosion Control Review Fee $ 673
Erosion Control Fee $ 1,036
Site Fire Life Safety Review Fee $ 566
Site Permit Review Fee $ 368
Site Permit $ 1,414
Building Permit $ 11,814
Building Permit Review Fee $ 7,679
Building Fire Life Safety Review Fee $ 4,726
Demolition Permit- Included in General conditions $ -
Plumbing Permit - Included in General Conditions $ -
Mechanical Permit - Included in General Conditions $ -
Electrical Permit- Included in General Conditions $ -
State Surcharge 8%combined permit fees $ 1,058
Other $ -
Subtotal: $ 75,482
Design Fees
Entitlement Services $ 15,000
Programming Services $ 37,500
Site Selection Fees $ 22,000
Design Fees $ 400,000
Reimbursable Expenses $ 18,000
FF&E Selection $ -
ALTA survey $ 11,000
Soils Enginering $ 7,700
Level 1 Haz Mat Survey $ 2,200
Topo Survey $ 6,600
Subtotal: $ 520,000
Off-Site Improvement Costs Included above
Street Improvements $ -
Others $
Subtotal $ '
Legal Fees
Agreements -Arch, CM/GC $ -
Insurance $
Other $ '
Subtotal $ '
Owner's Representation Services estimate
Services $ 60,000
Reimbursibles $ 3,000
Subtotal $ 63,000
Testing/Inspection
Materials - UBC Required $ 12,_000
Other $ -
Subtotal $ 12,000
Moving Expenses
Move-in $ -
Other $ -
Subtotal $ -
Owner Construction, Furn. & Equip. estimate
Furniture $ 50,000
Shelving $ 60,000
Appliances _$ -
Other $ -
Subtotal $ 110,000
Project Sub-Total $ 6,932,894
Project Contingency @ 2.5% $ 173,322
TOTAL: OWNER COSTS $ 7,106,216
i
CITY OF TIGARD LIBRARY PROJECT
December Janus FebruaryMarch it Ma June Jul A ust Se tember October
iD Name Duration 11121 1128 12/5 12/12 12119 12126 12 119 1/16 123 1130 2/6 2113 220 227 3/5. 3/12 3/19 3126 42 4/9 4/16 4/23 4/30 W/ 5/14 521 5/26 &4 &11 6118 625 712 7/9 7/16 723 7/30 &6 &13 820 827 9/3 9/10 9/17 924 10/1 10/8
1 2nd release of Request for Proposal 0 days 1123
2 2nd Pre-proposal conference and Tour 0 days 12n '
-- -3 Wetland Setback Determination 0 days 12119 '
4 ..ys � 12121 1
Deadline for Proposals 0 days
5 Library Expansion Committee Review 28 days 128
(
' 6 Consultant Interviews 0 days �112
- - ---
7 Selection of BML Architects 0 days en2
8 Proof of Insurance and Contract Award 7 days 2121
- -. ......_._-- ;
9 Programming Phase 60ays Pr 1
_- dogramming Phase i - — -- 5115 ,
c
10 Needs Assessment 30 days : 413
Diagrams 20 days 5/1
12 City Review Period 10 days ® 5/15
13 Site Selection 95 days Site selection 724
- -
14 Site Prototype Analysis 5 days
3120 .
15 Site Location Criteria 5 days : ® 3120 ;
16 Identify Candidate Sites 10 days ® 413
17 Preliminary Negotiations with Property Owners 30 days : 5/15
18 Recommendations to City Council 0 days sns
19 Final Negotion with Selected Property Owner 30 days : 61i6
20 Geotechnical Investigation 15 days ® 615 ;
21 level 1 Hazardous Materials Survey 15 days
&s
22 Flood Plain Delineation 15 days ?i%?7�'7�
. G &5
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23 Wetland Delineation 15 days615
24 Final Approval from City Council 0 days : 626
25 Purchase Site 20 days
Ina
26 Schematic Design 30 days ;
Sctxrratic Design 8t7 ;
35
Design Development 20 days
Design Development 914
43 Site Development Review 105 days
Site Development Review 10
53 Contract Documents 95 days
Contract Documents
62 Building and Site Construction Permit Review 50 days
ee Bidding 40 days
71 Building and Site Construction 180 days
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