HomeMy WebLinkAboutPackets - Council Packets (1148) AGENDA
ORO VALLEY TOWN COUNCIL
STUDY SESSION
AUGUST 9, 2004
ORO VALLEY COUNCIL CHAMBERS
11,000 N. LA CANADA DRIVE
STUDY SESSION: AT OR AFTER 4:30 PM
CALL TO ORDER
ROLL CALL
1. DISCUSSION AND REVIEW OF THE PERFORMING ARTS FACILITIES
FEASIBILITY STUDY AND BUSINESS PLAN (WEBB CONSULTING
SERVICES, NEW YORK, NEW YORK)
2. DISCUSSION AND REVIEW OF PLANS AND SPECIFICATIONS
REGARDING COMPLETION OF THE ORO VALLEY PUBLIC LIBRARY —
PHASE II
ADJOURNMENT
The Town of Oro Valley complies with the Americans with Disabilities Act (ADA).
If any person with a disability needs any type of accommodation, please notify
the Oro Valley Town Clerk, at 229-4700
POSTED: 08/04/04
4:30 p.m.
rg
TOWN OF ORO VALLEY
COUNCIL STUDY SESSION MEETING DATE: August 9, 2004
TO: HONORABLE MAYOR& COUNCIL
FROM: Brent Sinclair, AICP, Community Development Director
SUBJECT: PERFORMING ARTS FACILITIES FEASIBILITY STUDY AND BUSINESS PLAN
PROGRESS REPORT AND PRESENTATION
BACKGROUND:
The Naranj a Townsite Master Plan was completed in 2002 and accepted by Town Council in November of
2002. The Master Plan included a central core area featuring an indoor performing arts center and an outdoor
fixed seat amphitheater along with a community center and plaza. Although conceptual in nature, the indoor
and outdoor performing arts facilities reflected the wants and needs of the community through an extensive
citizen participation process. Because of the complexity involved with such facilities, it was prudent to conduct
a needs assessment/feasibility study before venturing into the programming and design stage of the process.
Toward that end, the Town Council approved an appropriation of funds last December to enlist the services of
Webb Management Services to provide the Town with a professional needs assessment/feasibility study for
performing arts facilities.
The Feasibility Study was completed and presented to the Town Council in a Study Session on March 29, by
Duncan Webb, President of Webb Management Services. This was followed up by an Executive Summary of
the study complete with concise recommendations and conclusions. The Town Council accepted the Feasibility
Study on May 19 in regular session.
Staff was then directed by Town Council to proceed with the next phase of the study which is the development
of a Business Plan. Webb Management Services submitted a Business Plan Proposal which was approved by
the Town Council in regular session on May 19.
SUMMARY
The Business Plan element of this process is critical and its purpose is to determine if the recommended
facilities are economically feasible and sustainable. Some of the major elements of the Business Plan involve
developing activity profiles of the facilities, development of models for operations and governance,
development of a pro-forma operating budget, exploring funding options, assessment of economic impact and
the establishment of project timeline.
Thep urpose of Mr. Webb's visit on August 9 is to review the details of the Feasibility Study, explain the
Business Plan process and to obtain feedback from the Council. He will also meet with arts user groups at
another location following the Study Session.
A copy of the Feasibility Study and Executive Summary is attached as well as the Business Plan proposal.
TOWN OF ORO VALLEY
COUNCIL COMMUNICATION page 2 of 2
co,
Community Development Director
fr"
i
Town Manager
Attachments:
1. Feasibility Study and Executive Summary
2. Business Plan proposal
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Town of Oro Valley
Performing Arts Facilities Feasibility Study
needs a
executive summary
Following is a summary of our Performing Arts Facility Needs Assessment,
highlighting our methodology, analysis, conclusions and recommendations.
Research and Conclusions
Using information from Census 2000 we evaluated Oro Valley in terms of
age, ethnic diversity, income, population growth, and educational attainment,
and then compared those statistics with national, state and regional data
about who attends the arts and how often. Based on that research we believe
that the highly educated, upper middle class and rapidly growing population
of Oro Valley and the surrounding region has the propensity and capacity to
support additional performing arts facilities.
We have also found in our work around the country that strong leadership
behind a project is key to its success. The Town Council and administration,
as well as the Greater Oro Valley Arts Council are passionate and invested in
the idea of improving the quality of life for Oro Valley residents through
enhancing the arts. They believe, as do we, that new and improved facilities
are an important component of that improvement, and are very invested in
the idea. This strong core of leadership provides a crucial foundation to make
the project come to fruition.
We interviewed dozens of arts groups in the area regarding their interest in
using new facilities in Oro Valley. While most of these groups are based in
Tucson and already have established seasons at venues in Tucson, many—
particularly orchestral and choral groups—are interested in expanding their
seasons by one or more performances to reach new, potentially untapped
audiences in Oro Valley. Many of the local dance and smaller musical groups
were interested in studio, workshop and small performance spaces. Some of
the larger groups, including Arizona Opera and the Tucson Symphony
expressed strong interest in the idea of a climate controlled outdoor facility
that could be used up to eight months of the year.
The facility inventory in the area shows a preponderance of adequate and
some excellent facilities for the performing arts in Tucson. While there are
three high schools which rent out their auditoriums for performing arts
concerts and events in the Oro Valley area, there is no high-quality facility
1
Town of Oro Valley
Performing Arts Facilities Feasibility Study
for the performing arts in Northwest Tucson. We see a gap for a small venue
that can accommodate dance, music and visual arts classes and workshops,
after-school and summer programs (which was a need strongly expressed by
several residents of Oro Valley who said there just isn't anything for their
kids to do in town) and for a larger outdoor facility in the range of 900-2,000
seats for summer festivals, touring events and symphony and opera concerts.
We believe, based on our conversations with area arts groups that these
facilities need to be distinctive from facilities currently available in Tucson,
drawing on the natural beauty of Oro Valley. The facilities need to be special
enough to draw Tucson and Phoenix audiences and groups to the area for
special performances and events. Distinctive facilities would also provide a
focal point, a gathering place and a sense of pride for residents of Oro valley
and would appeal to tourists, Tucson residents, snowbirds, and second home-
owners.
Recommendation 1: Community Arts Center
We recommend a new community arts center that should include a small,
flexible performance space (200-300 seats with a flat-floor capability),
classrooms, art studios, rehearsal rooms and support space. This
recommendation is based on the desire expressed by many members of the
community and Town leadership to have flexible, affordable facilities in Oro
Valley to support local artists and arts groups, local audiences and local
opportunities for arts education. We see this as a cultural infra-structure
project, providing the basic facility needed to encourage the creation and
presentation of the arts in the community of Oro Valley.
This facility would be focused on local groups and programs. One reason for
this is that many dance groups in the area said there are no facilities for
their performances, classes and workshops in Northwest Tucson, and that
such a facility would be both very useful and in high demand. The other
argument for this community-focused facility is that residents of Oro Valley
expressed that "there is nothing for kids to do after school or in the summer
in Oro Valley." This facility would help to meet those needs, and thus
enhance Oro Valley's draw as a family-oriented community.
Local leaders suggested that for this project to succeed, it will have to
demonstrate a significant benefit in terms of educational programs for Oro
Valley residents to get behind it, particularly in fundraising. For this reason,
in addition to the actual value of such programs, we believe it should be
developed as an educational tool, first and foremost, to create a vibrant and
useful cultural venue for Oro Valley area residents and their children.
2
Town of Oro Valley
Performing Arts Facilities Feasibility Study
Recommendation 2: Enclosed Outdoor Facility
In addition to the Community Arts Center, we recommend the development
of an enclosed outdoor facility, meaning an un-winterized but enclosed
building that would extend the outdoor season and provide a very high
quality space for performance, mostly music. This facility should be
architecturally distinctive, drawing on the natural landscape in design and
would seat 1,000 to 1,500 inside with additional outdoor lawn/picnic capacity.
Such a structure in Oro Valley that can accommodate the finest in orchestral
music, opera, popular music concerts and dance based in Oro Valley could
become an exciting regional destination, as well as a beautiful gathering
place for Oro Valley residents, visitors, snowbirds and second-home owners.
In addition to providing an ideal space for festivals (such as the annual 4th of
July celebration) and community events, this structure could also become an
iconic symbol of community pride and commitment to the arts in Oro Valley.
We would also suggest that the community consider the option of employing
some climate-control systems in the structure in order to extend the
operating season as long as possible. This might include the use of a radiant
slab.
Recommendation 3: Development Options
Our final recommendation is that the community arts center and the
enclosed performance structure should be developed together in close
proximity such that they might share spaces and encourage operating
efficiencies and reduce operating costs.
Next Steps
We stand ready to begin our second phase of work for the Town of Oro Valley,
in which we propose to develop a business plan for recommended facilities.
That business plan will determine how recommended facilities should be
owned and operated, and how they can be sustained on an ongoing basis with
some combination of earned and contributed income. We will also consider
how the private sector might participate in the financing of the project, and
the further development of the Greater Oro Valley Arts Council for the
benefit of the arts and the community.
3
WEBBMANAGEMENTS ,RV I C : SIN ., lNN O A.1 ED
April 5, 2004
Mr. Brent Sinclair
Community Development Director
Town of Oro Valley
11000 North La Canada Drive
Oro Valley, AZ 85737
Dear Mr. Sinclair:
Further to recent conversations, we are pleased to offer a revised proposal to continue
our work in Oro Valley with a business plan for recommended new facilities. Following
is a revised scope of services, study schedule and a financial proposal.
Scope of Services
Our first phase of work recommended the development of new indoor and outdoor
facilities in Oro Valley. We would now offer to initiate a business plan for these
facilities, helping the Town consider how recommended facilities should be operated
and sustained for the long term. While the Town is generally enthusiastic about the
prospect of new facilities, the timing of the project is somewhat uncertain. Thus we
have adjusted our scope for the business plan in the event that the project is delayed by
offering to come back and update projections within a reasonable period of time.
Business Plan Scope of Services
Define Goals and Practices: Define the vision and operating goals for proposed
facilities, covering such areas as community access, cost-recovery objectives and
maximizing utility.
Activity Profile: Prepare an activity profile for recommended facilities, listing types and
levels of use by specific regional organizations and identifying other uses and users for
the recommended facilities. This is an important first step in the development of pro-
forma operating budgets, and will include projections of activity for proposed new
spaces.
Governance and Operations: Propose an operating model for recommended facilities,
addressing ownership, governance, staffing requirements, and operating issues such as
community access, scheduling and presenting. On a parallel track we would look at the
evolution of GOVAC and consider how that organization should be advanced in order to
support the development of the arts and culture in Oro Valley.
a .
Scheduling Charrette: Once operating policies and practices have been developed in a
preliminary form, invite key potential users of facilities to participate in a planning
charrette, at which policies, practices and activity estimates are tested and refined.
Pro-forma Operating Budget: Construct a pro-forma operating budget for a base year
(usually the second year) of operations in recommended facilities, identifying all sources
of operating revenues and expenses, an appropriate capital reserve and the likely result
of operations. Also estimate operating revenues and expenses in the opening year and
the two years prior to opening.
Funding Options: Develop a preliminary strategy to raise funds for the construction
and continuing operation of new facilities from identified sources, including local and
regional government, federal government, corporations, foundations and individuals.
Offer preliminary guidance on the creation of a funding plan, and how to use the study
as a fundraising tool.
Economic Impact: Forecast the economic impact of new facilities, including the impacts
of construction, operation and ancillary spending associated with attendance at
facilities. Use the RIMS II model developed by the Bureau of Economic Analysis to
estimate the direct and indirect impacts of the project on the market area, including
outputs, increased earnings and employment.
Project Plan and Timeline: Outline next steps for the project and a realistic timeline
determined by economic conditions, fundraising potential and leadership development.
This will also address the potential phasing of the development project.
Final Report & Presentation: Present the findings and recommendations of the study
and deliver a final report including all findings, conclusions and recommendations.
Business Plan Update
As a subsequent piece of work, Webb Management Services would offer to update the
business plan if the project is significantly delayed. That update would include the
following:
0 Updating the activity profile based on new surveys and follow-up conversations
with user groups.
0 Updating the proforma operating budget based on revised estimates of earned
income and operating expenses.
0 Updating the economic impact analysis based on revised inputs.
This offer to update the business plan would be valid for three years after the end of the
business planning work, and could be completed without any travel to Oro Valley.
Page 2
Financial Proposal
Professional Fees.We would propose a lump-sum fee of$15,000 plus expenses to
complete the business Plan. We would then propose an additional fee of$3,500 to come
back and update the business plan within three years, at the discretion of the Town.
Expens
es.Billed in addition to fees, for trips to the region and communications (i.e.,
telephone, fax, courier, printing) related to the assignment. We would estimate those
expenses as follows:
Estimated Cost
Phase 2: 3 person trips (at $1,000/trip) $3,000
Communications (at $300/month) $300
$3,300
Billing.Fees would be billed each month based on the progress of the study. Expenses
are billed as incurred.
Proposal Term-This proposal is valid for a period of four weeks, starting April 5, 2004.
Schedule:We are ready and able to begin the assignment today. We would ideally seek
three months in which to complete the Business Plan.
If thisro osal is acceptable, please acknowledge your acceptance of the terms and
p p
conditions by signing below and return a signed copy to our office.
Yours sincerely,
Duncan M. Webb, CMC
President
AGREED AND ACCEPTED BY:
Signature
Pa - Loo kW* 061.-W
Name &Title
—01-/
Date
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RESOLUTION NO. (R)04-4-
A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF
ORO VALLEY,ARIZONA,APPROVING AND AUTHORIZING AN
AGREEMENT WITH WEBB MANAGEMENT SERVICES FOR A BUSINESS
PLAN FOR PERFORMING ARTS FACILITIES AT NARANJA TOWN SITE.
WHEREAS,the Town of Oro Valley has master planned the Naranja Town Site and features proposed
for the site include performing arts facilities; and,
WHEREAS, a Business Plan is necessary to understand if such facilities are economically feasible and
sustainable in Oro Valley; and,
WHEREAS the firm of Webb Managements Services specializes in the performance of these type of
plans.
NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF
ORO VALLEY,ARIZONA:
1. That staff is authorized to separately enter into an agreement with Webb Management Services
top erform a Business Plan for performing arts facilities at Naranja Town Site for an amount not
to exceed$18,500.
PASSED AND ADOPTED by the Mayor and Town Council of the Town of Oro Valley, Arizona this
19th day of May , 2004.
Paul H. Loomis,Mayor
ATTEST:
Kat ? E. Cuvelier,Town Clerk
APPROVED AS TO FORM:
Mark Langli , To to ,,=
TOWN OF ORO VALLEY 2
COUNCIL STUDY SESSION MEETING DATE: August 9, 2004
TO: HONORABLE MAYOR& COUNCIL
FROM: Mary Hartz-Musgrave, Library Administrator
Brent Sinclair, AICP, Community Development Director
SUBJECT: DISCUSSION AND REVIEW OF CONSTRUCTION PLANS AND SPECIFICATIONS
REGARDING COMPLETION OF THE ORO VALLEY PUBLIC LIBRARY
HISTORY OF THE LIBRARY:
Initially, what is now the Oro Valley Public Library was proposed as a library co-located with Ironwood Ridge
High School at Naranja and Shannon. Funding was to be provided soley by Pima County through the 1997
Pima County Bond Issue. This project was delayed for many months primarily because of Pygmy Owl issues at
the proposed Ironwood School site. Because of the uncertainty and delay, the Town Council requested an
alternative location. The current location at the Town Hall Complex was agreed upon in February 1999. All
discussions between the Town and County pointed to an affiliate library within the Town Limits of Oro Valley,
operationally integrated with the Tucson Pima Public Library (TPPL) system, managed and staffed by Oro
Valley employees and operational and maintenance expenses split 50/50 between Town and County. The
following provides a bullet-point synopsis of the events leading to present day:
• In July 1999 the Town and County assembled a broad based Library Technical Advisory Committee
composed of Oro Valley citizens, staff from Oro Valley, Pima County and City of Tucson (TPPL). The
purpose of this committee was to lead the planning and design process for the library.
• An Intergovernmental Agreement between Oro Valley and Pima County was approved in August 1999
with Pima County obligating to pay $2,000,000 for the construction cost of the library and Oro Valley
obligating to pay the balance. The IGA also stated a future IGA would be developed to address the
operations and maintenance of the library.
• The Library Technical Advisory Committee (LTAC) established project parameters and interviewed
architects for the project. After an extensive review and interview process, the LTAC recommended the
architectural firm of BurnsWald-Hopkins to proceed with the programming and design of the library.
• On December 1, 1999, the Town contracted with Burns Wald-Hopkins to plan and design the library.
• The next 15 months consisted of monthly public meetings, open houses, pubic hearings and
presentations conducted by the LTAC.
• The Town Council approved the plans and released the project for bid in early 2001.
• The project consisted of a 25,000 square foot library; 15,000 square feet operational on opening day and
a 10,000 square foot shell that was to be finished out at a later date.
• The project went out for bid and was awarded to Carnes Construction Company in May 2001.
• Construction was completed in July of 2002 and the Grand Opening was August 17, 2002.
• In June 2003, the Town contracted with the architectural firm of Burns Wald-Hopkins to program the
10,000 square foot shell and provide an estimate of cost for the professional design services and total
construction cost.
• Programming involved meeting with library staff, TPPL staff, Pima County staff, Friends of the Oro
Valley Library and various user groups to develop a space allocation concept addressing the needs of the
TOWN OF ORO VALLEY
COUNCIL COMMUNICATION Page 2 of 2
library. The concept was then refined to a schematic that graphically represented the floor plan of the
finished library.
• Programming was completed and the Town contracted with Burns Wald Hopkins in January 2004 to
prepare final construction plans and specifications.
SUMMARY OF THE COMPLETION:
Construction plans and specifications for the library building have been completed. Please refer to Attachment
B which provides a full color coded library floor plan. Some exciting features of this plan include a new
Children's Area and Teen Zone. Both of these areas will be state of the art learning centers for these age
groups. Active patrons within these groups were invited to work along with the interior designer to select and
layout furnishings and colors (within reason) within their respective areas. The existing Children's Area will be
converted into an intergenerational popular library area. This area will include the new book releases,
paperback best sellers, a book sales area and possible minor concessions. In addition, new seating areas have
been added, new stacks to accommodate at least 40,000 more books and materials have been added and more
computer stations have been added. A full presentation and description of all these features will be provided at
the Study Session.
PROBABLE COST AND FISCAL IMPACT:
Our current estimate of probable cost for the entire project is $1.1 million and is broken down in categories
below. A more detailed breakdown for the building construction is listed in Attachment A. These estimates
were obtained in April and may be revised as we move closer to a bid date. The building will be bid separately
from the parking lot. Furnishings are purchased sole source to ensure compatibility with existing furnishings
and can be obtained on the State of Arizona Purchasing Contract. Altogether the 1.1 million dollars allocated in
the Pima County Bond package should cover all expenses for the project.
Construction cost: $ 567,445
Parking lot 60,000
Professional services: 30,000
Telecommunications &Technology: 200,000
Furnishing/Fixtures/Equipment: 194,000
Total: $1,051,445
Contingency @5% 52,572
Total: $1,104,017
TOWN OF ORO VALLEY
COUNCIL COMMUNICATION Page 3 of 2
NEXT STEPS:
The next step is to review and approve an Intergovernmental Agreement with Pima County to secure the
$1,100,000 Bond Issue funds. Pima County staff is in the process of preparing the IGA and we will forward it
to the Town Council as soon as we receive it.
Once the Town Council and County Board of Supervisors have approved the IGA, the next step is to advertise
the project for competitive bidding. Bids are normally advertised for 20-30 days, followed by a bid opening.
Bids are then evaluated by staff and the Architect and a recommendation is made to the Town Council to award
the bid to the lowest responsible bidder. In short, the bid process from advertising to award generally takes 45-
60 days. The construction period is projected to take 120 days.
Ably
-
Libr. Mministrat
Come unity Development Director
Town Manager
Attachments:
1. Attachment A: Detailed Building Estimate
2. Attachment B: Graphic Layout of the Library
ATTACHMENT A
Town of Oro Valley
ORO VALLEY LIBRARY EXPANSION
DESIGN DEVELOPMENT OPINION OF CONSTRUCTION COST
04/19/04 B&W 0402.00
Division 2 -Sitework $ 9,239
Division 3-5 Structural $ 12,695
Division 6 -Wood and Plastic $ 2,228
Division 7 -Thermal and Moisture Protection $ 500
Division 8 - Doors and Windows $ 25,465
Division 9 - Finishes $ 108,265
Division 10 - Specialties $ 1,830
Division 11 - Equipment $ -
Division 12 - Furnishings $ -
Division 13 - Special Construction $
Division 14 - Conveyances $ -
Division 15 - Mechanical and Plumbing $ 150,000
Division 16 - Electrical $ 105,000
Subtotal $ 415,220
Design Contingency @ 10% $ 41,522
Escalation and Phasing @0% $ -
General Conditions @ 10% of total $ 45,674
GCO & P@6.5% $ 32,657
Bond @ 1% $ 5,351
Taxes at 5% $ 27,021
Subtotal Construction Cost $ 567,445
Town of Oro Valley 1
ORO VALLEY LIBRARY EXPANSION
DESIGN DEVELOPMENT OPINION OF CONSTRUCTION COST
04/19/04 f
B&W 0402.00
Unit Cost/Unit Quantity Extension
DIVISION 1 - GENERAL REQUIREMENTS - See Summary Sheet
'DIVISION 2 -SITEWORK
Demo existing walls sf $ 1.75 1512 $ 2,646
Site Work
sidewalk sf $ 3.50 355 $ 1,243
curb cut . ea $ 350.00 1 $ 350
_utilit adjustments] _ -�- Is $ 5,000.00 1 $ 5,000
$ 9,239
DIVISION 3-5-STRUCTURAL
sawcut and patch for new toilets at Children's Is $ 1,250.00 1 $ 1,250
sawcut for new windowsIf $ 40.50 169 $ 6,845
infill existing door in masonry � sf $ 30.00 25 $ 750
lintels for new windows __- _ _ Is $ 3,850.00 _ 1 $ 3,850
Subtotal $ 12,695
DIVISION 6-WOOD AND PLASTIC
Relocate section of S-bookcase Is $ 850.00 1 $ 850
New countertop at break room cabinets . If $ 65.00 14 $ 878
Relocate break room cabinets Is $ 500.00 1 $ 500
Subtotal $ 2,228
DIVISION 7-THERMAL AND MOISTURE PROTECTION
Joint sealers I Is $ 500.00 1 $ 500
Subtotal $ 500
DIVISION 8- DOORS AND WINDOWS
Hollow metal frames-sng 1 ea $ 181.50 8 $ 1,452
pair -_ i-—— ea $ 203.50 2 $ 407
Flush wood doors- prefinished maple ea $ 233.00 I 11 $ 2,563
Hollow metal door i-_— ea $ 293.00 1 $ 293
Aluminum storefront-interior sf $ 21.00 500 $ 10,500
~
exterior . sf $ 25.00 137 $ 3,425
^
Aluminum doors----�------------ -�
single ea $ 1,000.00 2 $ 2,000
---double
-- 1.- _.._._. -.- - - -1- -- -, ---
double � ea $ 1,500.00 1 $ 1,500
Finish hardware i
interior single doors ea $ 225.00 7t $ 1,575
exterior exit door ea $ 1,150.00 1 $ 1,150
-----
interior pairs ea $ 300.00 2 $ 600
Subtotal $ 25,465
DIVISION 9- FINISHES
Drywall ceilings on suspension system ' sf $ 3.25 411 $ 1,334
5/8"drywall studs w/batts 1 sf 1 $ 3.99 3387, $ 13,514
Town of Oro Valley i 1
ORO VALLEY LIBRARY EXPANSION
DESIGN DEVELOPMENT OPINION OF CONSTRUCTION COST
studs w/battsI sf $ 2.89 _ 357 $ 1,032
drywall soffits l
, -`_--- sf $ 3.07 1752 $ 5,379
texture existing drywall sf $ 0.50 1860 $ 930
typical partition-3-5/8"25 ga. studs/batts sf $ 5.09 3860 $ 19,645
double wall at plumbing chase 7 sf $ 6.19 180 $ 1,114
2x2 Iayin ceilings-standard grade sf $ 2.00 1 570 $ 1,140
2x2 layin- upgrade
sf $ 3.25 4497 $ 14,614
ceiling treatment at teen room
sf $ 5.00 360 $ 1,800
metal screens at teen room sf $ 8.50 420 $ 3,570
ceramic tile base for walls If $ 6.50 12 $ 78
---- -----
Wall the sf $ 7.50 456 $ 3,420
floor tile sf $ 7.00 136 $ 952
carpet i sy $ 25.00 1020 $ 25,500
linoleum flooring sf $ 4.50 948 $ 4,267
weld seams j If $ 2.25 110 $ 248
rubber_base ____; - If $ 1.75 783 $ - 1,369
paint soffits and framing sf $ 0.75 1567 $ 1,175
Paint interior walls j sf $ 0.60 9287 $ 5,572
Paint_drywall ceilings _ sf $ 0.65 2163 $ 1,406
Paint HM doors ea $ 30.00 1 $ 30
Paint HM frames If $ 1.00 176 $ 176
i I Subtotal $ 108,265
DIVISION 10-SPECIALTIES
New fire extinguishers ea $ 250.00 2 $ 500
Wardrobe lockers ' opening $ 245.00 4 $ 980
Toilet accessories_ __
mirrors i ea $ 85.00 2 $ 170
toilet paper disp
ea $ 25.00------------ --2 $ --------50-
paper towel dispensers ' - — ea $ 65.00 2 $ 130
Subtotal $ 1,830
DIVISION 11 - EQUIPMENT- NA
DIVISION 12-FURNISHINGS-NA
DIVISION 13-SPECIAL CONSTRUCTION-NA
DIVISION 14-CONVEYANCES- NA
I
DIVISION 15-MECHANICAL and PLUMBING
Plumbing, Fire Protection and HVAC Is $ 150,000 1 $ 150,000
Subtotal $ 150,000
DIVISION 16- ELECTRICAL
Rework shelving/lig_hting - _ _ -- Is $ 10,000.00 1 $ 10,000
Electrical Work j - ! - sf $9.50 10000 $ 95,000
i Subtotal $ 105,000
END OF ESTIMATE 1 I
TOWN OF ORO VALLEY 2
COUNCIL STUDY SESSION MEETING DATE: August 9, 2004
TO: HONORABLE MAYOR& COUNCIL
FROM: Mary Hartz-Musgrave, Library Administrator
Brent Sinclair, AICP, Community Development Director
SUBJECT: DISCUSSION AND REVIEW OF CONSTRUCTION PLANS AND SPECIFICATIONS
REGARDING COMPLETION OF THE ORO VALLEY PUBLIC LIBRARY
HISTORY OF THE LIBRARY:
Initially, what is now the Oro Valley Public Library was proposed as a library co-located with Ironwood Ridge
High School at Naranja and Shannon. Funding was to be provided soley by Pima County through the 1997
Pima County Bond Issue. This project was delayed for many months primarily because of Pygmy Owl issues at
the proposed Ironwood School site. Because of the uncertainty and delay, the Town Council requested an
alternative location. The current location at the Town Hall Complex was agreed upon in February 1999. All
discussions between the Town and County pointed to an affiliate library within the Town Limits of Oro Valley,
operationally integrated with the Tucson Pima Public Library (TPPL) system, managed and staffed by Oro
Valley employees and operational and maintenance expenses split 50/50 between Town and County. The
following provides a bullet-point synopsis of the events leading to present day:
• In July 1999 the Town and County assembled a broad based Library Technical Advisory Committee
composed of Oro Valley citizens, staff from Oro Valley, Pima County and City of Tucson (TPPL). The
purpose of this committee was to lead the planning and design process for the library.
• An Intergovernmental Agreement between Oro Valley and Pima County was approved in August 1999
with Pima County obligating to pay $2,000,000 for the construction cost of the library and Oro Valley
obligating to pay the balance. The IGA also stated a future IGA would be developed to address the
operations and maintenance of the library.
• The Library Technical Advisory Committee (LTAC) established project parameters and interviewed
architects for the project. After an extensive review and interview process, the LTAC recommended the
architectural firm of BurnsWald-Hopkins to proceed with the programming and design of the library.
• On December 1, 1999, the Town contracted with Burns Wald-Hopkins to plan and design the library.
• The next 15 months consisted of monthly public meetings, open houses, pubic hearings and
presentations conducted by the LTAC.
• The Town Council approved the plans and released the project for bid in early 2001.
• The project consisted of a 25,000 square foot library; 15,000 square feet operational on opening day and
a 10,000 square foot shell that was to be finished out at a later date.
• The project went out for bid and was awarded to Carnes Construction Company in May 2001.
• Construction was completed in July of 2002 and the Grand Opening was August 17, 2002.
• In June 2003, the Town contracted with the architectural firm of Burns Wald-Hopkins to program the
10,000 square foot shell and provide an estimate of cost for the professional design services and total
construction cost.
• Programming involved meeting with library staff, TPPL staff, Pima County staff, Friends of the Oro
Valley Library and various user groups to develop a space allocation concept addressing the needs of the
TOWN OF ORO VALLEY
COUNCIL COMMUNICATION Page 2 of 2
library. The concept was then refined to a schematic that graphically represented the floor plan of the
finished library.
• Programming was completed and the Town contracted with Burns Wald Hopkins in January 2004 to
prepare final construction plans and specifications.
SUMMARY OF THE COMPLETION:
Construction plans and specifications for the library building have been completed. Please refer to Attachment
B which provides a full color coded library floor plan. Some exciting features of this plan include a new
Children's Area and Teen Zone. Both of these areas will be state of the art learning centers for these age
ou s. Active patrons within these groups were invited to work along with the interior designer to select and
groups.
layout furnishings and colors (within reason) within their respective areas. The existing Children's Area will be
y
converted into an intergenerational popular library area. This area will include the new book releases,
paperback best sellers, a book sales area and possible minor concessions. In addition, new seating areas have
been added, new stacks to accommodate at least 40,000 more books and materials have been added and more
computer stations have been added. A full presentation and description of all these features will be provided at
the Study Session.
PROBABLE COST AND FISCAL IMPACT:
Our current estimate of probable cost for the entire project is $1.1 million and is broken down in categories
below. A more detailed breakdown for the building construction is listed in Attachment A. These estimates
were obtained in April and may be revised as we move closer to a bid date. The building will be bid separately
from the parking lot. Furnishings are purchased sole source to ensure compatibility with existing furnishings
and can be obtained on the State of Arizona Purchasing Contract. Altogether the 1.1 million dollars allocated in
the Pima County Bond package should cover all expenses for the project.
Construction cost: $ 567,445
Parking lot 60,000
Professional services: 30,000
Telecommunications &Technology: 200,000
Furnishing/Fixtures/Equipment: 194,000
Total: $1,051,445
Contingency @5% 52,572
Total: $1,104,017
TOWN OF ORO VALLEY
COUNCIL COMMUNICATION Page 3 of 2
NEXT STEPS:
The next step is to review and approve an Intergovernmental Agreement with Pima County to secure the
$1,100,000 Bond Issue funds. Pima County staff is in the process of preparing the IGA and we will forward it
to the Town Council as soon as we receive it.
Once the Town Council and County Board of Supervisors have approved the IGA, the next step is to advertise
theJro j ect for competitive bidding. Bids are normally advertised for 20-30 days, followed by a bid opening.
p
Bids are then evaluated by staff and the Architect and a recommendation is made to the Town Council to award
the bid to the lowest responsible bidder. In short, the bid process from advertising to award generally takes 45-
60 days. The construction period is projected to take 120 days.
ry
-,...���'
Libr. A:'mini strat 4
1
Com. unity Development irector
Town Manager
Attachments:
1. Attachment A: Detailed Building Estimate
2. Attachment B: Graphic Layout of the Library
ATFACHMENT
Town of Oro Valley
ORO VALLEY LIBRARY EXPANSION
DESIGN DEVELOPMENT OPINION OF CONSTRUCTION COST
04/19/04 B&W 0402.00
Division 2 -Sitework $ 9,239
Division 3-5 Structural $ 12,695
Division 6 -Wood and Plastic $ 2,228
Division 7 -Thermal and Moisture Protection $ 500
Division 8 - Doors and Windows $ 25,465
Division 9 - Finishes $ 108,265
Division 10 - Specialties $ 1,830
Division 11 - Equipment $ -
Division 12 - Furnishings $ -
Division 13 - Special Construction $
Division 14 - Conveyances $ -
Division 15 - Mechanical and Plumbing $ 150,000
Division 16 - Electrical $ 105,000
Subtotal $ 415,220
Design Contingency @ 10% $ 41,522
Escalation and Phasing @0% $ -
General Conditions @ 10% of total $ 45,674
GC 0 & P @ 6.5% $ 32,657
Bond @1`)/0 $ 5,351
Taxes at 5% $ 27,021
Subtotal Construction Cost $ 567,445
Town of Oro Valley 1
ORO VALLEY LIBRARY EXPANSION
DESIGN DEVELOPMENT OPINION OF CONSTRUCTION COST
04/19/04 i
B&W 0402.00
Unit Cost/Unit Quantity Extension
DIVISION 1 - GENERAL REQUIREMENTS - See Summary Sheet
- ------- --T-------.._- ---
1
1
DIVISION 2 - SITEWORK
Demo existing walls sf $ 1.75 1512 $ 2,646
Site Work
sidewalk _ f sf $ 3.50 355 $ 1,243
___
curb cut ea $ 350.00 1 $ 350
utilit adjustments Is $ 5,000.00 1 $ 5,000
9,239
DIVISION 3-5-STRUCTURAL
sawcut and patch for new toilets at Children's Is $ 1,250.00 1 $ 1,250
sawcut for new windows If $ 40.50 169 $ 6,845
infill existing door in masonry i _ sf $ 30.00 25 $ 750
lintels for new windows I Is $ 3,850.00 1 $ 3,850
Subtotal $ 12,695
DIVISION 6-WOOD AND PLASTIC
Relocate section of S-bookcase Is $ 850.00 1 $ 850_
New countertop at break room cabinets If $ 65.00 14 $ 878
Relocate break room cabinets Is $ 500.00 1 $ 500
Subtotal $ 2,228
DIVISION 7-THERMAL AND MOISTURE PROTECTION
Joint sealers Is $ 500.00 1 $ 500
Subtotal $ 500
DIVISION 8-DOORS AND WINDOWS
-Hollow metal frames-sng ea $ 181.50 8 $ 1,452
,
ea $ 203.50 2 407
pair ---------�--- -- --
Flush wooddoors-prefinished maple ea $ 233.00 11 $ 2,563
Hollow metal door ► ea $ 293.00 1 $ 293
Aluminum storefront-interior sf $ 21.00 500 $ 10,500
exterior -1 sf $ 25.00 137 $ 3,425
Aluminum doors --~
single ea $ 1,000.00 2 $ 2,000
double I ea $ 1,500.00 1 1,500
Finish hardware
interior single_doors ea $ 225.00 7 $ 1,575
exterior exit door ll� ea $ 1,150.00 1 $ 1,150
--- — I
interior pairs ea $ 300.00 2 $ 600
—- Subtotal $ 25,465
DIVISIO N 9- FINISHES
Drywall ceilin son sus ension system ' sf $ 3.25 411 $ 1,334
5/8"drywall studs w/batts j sf $ 3.99 3387, $ 13,514
Town of Oro Valley l I I 1
ORO VALLEY LIBRARY EXPANSION
DESIGN DEVELOPMENT OPINION OF CONSTRUCTION COST
studs w/batts ! sf $ 2.89 357 $ 1,032
drywall soffits ( sf $ 3.07 1752 $ 5,379
texture existing drywall sf $ 0.50 1860 $ 930
typical partition-3-5/8"25 ga. studs/batts _ sf $ 5.09 3860 $ 19,645
double wall at plumbing chase' 7 sf $ 6.19 180 $ 1,114
2x2 layin ceilings-standard grade sf $ 2.00 570 $ 1,140
2x2 layin- upgrade sf $ 3.25 4497 $ 14,614
ceiling treatment at teen room j I sf $ 5.00 360 $ 1,800
metal screens at teen room sf $ 8.50 420 $ 3,570
ceramic the base for walls If $ 6.50 12 $ 78
Wall tile sf $ 7.50 456 $ 3,420
floor tile sf $ 7.00 136 $ 952
carpet sy $ 25.00 1020 $ 25,500
linoleum flooring 1 sf $ 4.50 948 $ 4,267
weld seams If $ 2.25 110 $ 248
rubber base If $ 1.75 783 $ 1,369
paint soffits and framing sf $ 0.75 1567 $ 1,175
Paint interior walls I sf $ 0.60 9287 $ 5,572
Paint drywall ceilings sf $ 0.65 2163 $ 1,406
Paint HM doors r ea $ 30.00 1 $ 30
Paint HM frames ' If $ 1.00 176 $ 176
Subtotal $ 108,265
DIVISION 10-SPECIALTIES
New fire extinguishers ea $ 250.00 2 $ 500
Wardrobe lockers ! opening $ 245.00 4 $ 980
Toilet accessories—____ _
mirrors ea $ 85.00 2 $ 170
toilet paper disp - ea $ 25.00 2 $ _ 50
paper towel dispensers ea $ 65.00 2 $ 130
Subtotal $ 1,830
DIVISION 11 -EQUIPMENT- NA
DIVISION 12-FURNISHINGS- NA
DIVISION 13-SPECIAL CONSTRUCTION- NA
DIVISION 14-CONVEYANCES- NA
1.
DIVISION 15-MECHANICAL and PLUMBING
Plumbing, Fire Protection and HVAC Is $ 150,000 1 $ 150,000_
T _ Subtotal $ 150,000
DIVISION 16- ELECTRICAL
Rework shelving/lighting _ Is $ 10,000.00 1 $ 10,000
Electrical Work J _ _ _ sf $9.50 10000 $ 95,000
i Subtotal $ 105,000
END OF ESTIMATE 1 1