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1987-10-12 Regular Meetingr` . Kodiak Island Borough ARCHITECTS PRE -MEETING October 12, 1987 6:40 p.m. Robert MacFarlane, Facilities Coordinator, met with John Kumin of Kumin Associates, Inc., Jerry Myers of GDM & Associates Inc., and Paul Selberg of Selberg Associates Inc. Numbers were drawn for order of presentations. Paul Selberg is to present first, John Kumin second, and Jerry Myers third_ Mr. MacFarlane reviewed the "Elements of Scope of Work" for the high school remodel. A list will be developed with preliminary cost estimate of items to be presented to the assembly. The project is budgeted at $900,000--this to include administrative fees, testing fees, contingencies, construction costs, and architect fees. There will be a possible two -stage financial stage. There may be additions to or deletions from the list. There are priorities. Mr_ MacFarlane went on to explain the selection procedure. A selection should be made tonight. That will be presented to the school board and then a recommendation to the borough assembly. Each presentation is allowed thirty minutes including a question and answer period. t ARCHITECTURAL REVIEW BOARD MEETING OCTOBER 12, 1987 MINUTES The Architectural Review Board regular meeting of October 12, 1987, was called to order at 7:12 p.m. by Chairman Heinrichs. The following were present: VOTING MEMBERS NON -VOTING Arthur Bors Ann Barker Cliff Ford Bill Rieth Robin Heinrichs Pam Smith Reed E_ Oswalt Donna Smith Dennis Nicholson Jerome Selby (arrived at 9:10) Robert MacFarlane Bill Beaty (arrived at 7:25) Wayne Coleman (arrived at 7:30) 0 iofk, Joann Hall Suzanne Hancock Voting Assembly Representative (none designated at this time) Approval of February 10, March 25, and May 20 minutes was called for. The minutes were distributed for review_ Mr_ MacFarlane gave of review of the current projects: Architectural Review Board Page 2 The LandQ l-_r_iP99o_gt contract included several schedules of wort:: as bid. -'The latter three schedules were awarded to Frontier, and in the next few days he will be starting the work which will substantially close-out the old landfill. f-' rt. Licr�_-8cr!a_1. is proceeding very nicely with 25% completion status. There have beer- some Problems with the site being wet., so extra work: on draining the site has been done. The foundation is nearly completed and the all-weather wood walls in the crawl space are being put. in. Lar.,w,ar!„-,D y,•, c�c_ol, is a little bit further along. The foundation and the all-weather wood crawl space is complete. Some of the first floor- trusses are in place, and the sheeting for the first floor is being worked � .,ri now. Progress there is about. 25% finished. E�_t_-Elernert. ry_-_cf_!g_1 is substantially framed in, and mechanical and electrical rough -in is being done. This job is about. 40% complete. Qgeital design drawings of construction documents is about. 50% c -rnpae+-.e,The hospital site drawings are out to bid now --bids on site -work: tomorrow. The hospital board has determined not to go ahead with psychiatric ward at. this time. Mr. MacFarlane was asked how the local hire was working out.. He replied that it is working very well in Port. Lions, somewhat: less well. in Larsen Day. Between eight and twelve local people are being hired. MOTION_; were made and seconded toap prove submittedtsubmittedminutes of previous meetings. seconded CARRIED by unanimous voice vote, Robert. MacFarlane, Facilities Coordinator, stated there were thirteen (12) Request for Proposals (RFP) received for the High School Remodel Project., Mr. MacFarlane did an Evaluation Criteria on each. RFP which resulted in three candidates: Selberg Associates Inc., Kurnin Associates, Inc., and GDM & Associates Inc. Mr. MacFarlane explained the High, School. Remodel Elements of `cope of Work; out -.line. This list is the basis for the architectural program for the job. The way the RFP was wr-it.t.err, was instead of having four normal phrases which would be schematics, design development., construction documents and con- struction, that there was another- pre -schematic phase where a list like this would be developed and preliminary estimates made of the work:. There is certainly more work: than funds Architectural Review Board Page 3 a available to build_ The list will be pared down to slightly over construction budget on the job_ There is $900,000 total project funds which includes all of the project costs --design fees, administrative fees, contingencies, and actual construction. There seems to be no equipment needed for this project. The borough assembly will determine what part of this wish -list will be developed by the architect. It is prudent to develop a list somewhat larger than the architect estimates the project to be. There are a couple of items on the list that have already been developed --the gym floor, bleachers, mezzanine, and maintenance facility. They are alternates in other projects that will be incorporated into this project if those are the items selected for construction. After the architect is selected by the borough, fee negotiations are entered into_ If the fee appears correct, a contract is then signed. In this particular instance, Mr. MacFarlane is going to recommend it be some kind of two stage process with just the first phase being entered into as a fixed -priced contract_ The architect will participate in developing how the latter phase will be spent. If the selected firm's fee is more than the borough is comfortable with, the next selected would be probably be assigned_ The construction documents should be finished so bids can be taken about March 15, 1988, awards made April 1, 1988, and construction to proceed the day school is out. The first presentation started with Paul Selberg. Pamphlets were passed out for the board to review. Work with the Kodiak Island Borough was started in 1982, most current is East Elementary School. Management techniques were explained that work was to be performed under the Kodiak Island Borough staff with Mr. Selberg as the center maintaining the most control and delegating to his engineers and employees_ The contractor would be in contact with him and the Kodiak Island Borough. Mr_ Selberg is then able to track the project from start to finish. He showed pictures of projects that were similar to the project being proposed and explained the procedures in selecting the work that needed to be done. This was done by listing and prioritizing architectural deficiencies, code deficiencies, and handicapped deficiencies_ A cost estimated was done on each deficiencies. Major clients have been the Kodiak Island Borough, University of Alaska, State of Alaska, and Mat -Su Borough. Questions were asked of Mr_ Selberg regarding change orders_ He explained that his projects usually come in at less than 2% over construction_ These are usually done because the client wishes to do so. He was asked about his schedule for this kind of project, and he felt he would be able to donate a great amount of his time on the project as it would be a very im- portant project. The second presentation was made by Jonathan Kumin. His slide Architectural Review Board Page 4 I presentation covered many of the projects his firm has done_ He has done a fair amount of work in Kodiak, just recently for the borough. He has done a great many schools and many with remodels. Because of the projects already in Kodiak, there would be economy in piggy -backing trips_ A lot of detail and flexibility is put into classrooms, and teachers respond positively. A great deal of time is spent with engineers to keep mechanical system as simple and effective as possible. The reason they do schools is for the kids that go there and the teachers that teach there_ Questions were asked of Mr_ Kumin regarding cost overruns and change order ratios. Mr_ Kumin replied that a typical range is in the two to four percent. He is a firm believer in contingencies He stands behind any mistakes and works to solve them_ The third presentation was by Jerry Myers who was presenting for Jim Hutton_ Mr. Hutton would be the project manager; he is in Adak today finishing a project there. The firm is set up so each architect would be involved in design projects --in-house capabilities with structural, engineering, mechanical engineering, interiors, and architectural_ Firm did the locker room at the Kodiak High School with some problems with the floor and the lighting ballast. It appears the challenge for this project is the time element_ He presented a schedule of time frames_ GDM is able to do this kind of work in a very expeditious manner because of their in-house staff. Mr. Myer was asked how many schools GDM had done. He gave a list with the University of Alaska being the largest_ Concern was expressed of the amount of time Mr_ Hutton would have for this project; Mr. Myer said he would be able to give 100%_ More of the in-house staff was explained. The staff is full-time and works together. Mr. Heinrich opened the board for discussion_ Feelings were Mr. Selberg has a very good track record, and Mr. Kumin is very school orientated. Many had a problem with the fact that GDM's project manager wasn't here to give the presentation, although the in-house staff is a plus_ A MOTION was made by Mr_ Beaty and seconded to put GDM on the list as number three. Motion CARRIED by unanimous hand vote. Mr. MacFarlane was asked questions of his experience with Mr_ Selberg and Mr. Kumin. He indicated he has been satisfied with both firm's work. A MOTION was made by Mr. Coleman and seconded to place Kumin Associates, Inc_ number one (1) and Selberg Associates Inc. number two (2)_ Motion CARRIED by hand vote_ Architectural Review Board Page 5 Old Harbor Schematics were discussed. Mr. MacFarlane stated there were problems putting an addition on the existing school_ The adjusted schematic puts the addition on the flat spot above the existing building with a retaining wall. The retaining wall was explained and general consensus felt it would work with the suggestion that the left retaining wall be extended to the right to make a reasonable walk -around access around the building_ The residents of Old Harbor agree with the schematic. A MOTION was made by Mr. Beaty and seconded to recommend the Old Harbor schematic as shown_ Motion CARRIED by unanimous voice vote. Meeting ADJOURNED at 9:55 p.m. Robin Heinrichs, Chairman Minutes prepared by: Donna Smith, Facilities Secretary Architectural Review Board Page 6