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2006-09-06 Regular Meeting [5) ~ ~_JE_...~._ -:~ ~ lnl JA N .. I, 2o:J lW BOROUGH CLER~<'S OFFICE IY Minutes Architectural/Engineering Review Board Regular Meeting Interviews of AlE Firms for New ADF&G Fac 6 September 2006 - 5:30 p.m. KFRC Main Conference Room The meeting was reconvened at 6:02 pm. The Chair welcomed the firm USKH and introduced Jerry Neubert who, along with Gary Poll, gave their presentation and addressed questions from the ARB Members. The Chair welcomed the firm RIM and introduced James Dougherty who, along with Steve Kushner, gave their presentation and addressed questions from the ARB Members. The Chair asked the ARB Members if they would like to continue this evening to discuss the presentations or reconvene the next day at noon. The consensus was to reconvene at noon the next day. J. White offered his ranking: PIT 4th, ECIIHyer 3rd, RIM 2nd and USKH 1st. He said all the firms were good and he could work with anyone of them. Meeting recessed at approximately 10:45pm. Notes from interviews attached. \\dove\Departments\EF\Architectural Review Board\ARB Minutes 2006\Minutes ARB 060906.doc Page 1 of9 USKH J. Neubert began by introducing the design team: Gary Poll - Fairbanks PM. He was also the PM for the Fish & Game building in Fairbanks. Steve Keller - Project Architect. He was the architect for the Visitor Center in Coldfoot, Alaska. USKH has its own roofing department - this group has done work all over the state. They are familiar with climates throughout the state. There is a geotechnical group. Cost estimation will be done by Jay Lavoe. Mechanical and Electrical engineers are in house. Structural engineers as well as civil engineers are in the Fairbanks office. USKH is an employee owned company with 170 employees. For each project a focus group is selected based on their individual expertise. Recent projects have been tourism and hospitality buildings. G. Poll. went on to say that USKH has the right team, they have the right methodology and focus. The same team that accomplished the Tok Information Center and the Fairbanks F&G Bldg is being used because both these projects dealt with multi agencies which gives the team familiarity with the kind of project that the New ADF&G Building will be. He went on to say that USKH has a wealth of resources. There are 8 offices throughout Alaska and the Northwest. They have all the resources of a large company and there are several different departments, but at the same time they offer personal service, hands on, face to face approach. All the components of the company are networked together. The firm has worked on a project in Denali - Pioneer Park in Fairbanks - another multi agency project. Working with different groups is familiar to them. For the Coldfoot Visitors Center - there were several entities involved - Fish and Wildlife - Forestry Department and others. USKH worked with the different groups and came up with a facility that is very successful. The Tok Visitors Center was a similar project - collaborative effort between the State of Alaska and US Fish and Wildlife, the local community, Department of Commerce. USKH has experience in Kodiak. They have worked with the Natives of Kodiak, the USCH and the City. They have done a very detailed design for the City Police Station, the US Postal building and the new library. They targeted their design for both current needs and future needs [to 15 years]. USKH did a comprehensive site search at Near Island - very familiar with the area - utilities, etc. and are fully conversant on the issues of designing on Near Island. \\dove\Departments\EF\Architectural Review Board\ARB Minutes 2006\Minutes ARB 060906.doc Page 2 of9 Their most relevant project is the Fish and Game Building in Fairbanks. The existing building was overloaded - power systems not enough for technology that had come along. USKH did a needs assessment. They had to consider the needs of the space, the impact on wildlife - it was built on a bird sanctuary. They wanted the design to be a blending in with the site. They had to do an addition while the building was occupied which called for strategy. The project was very successful. G. Poll said that USKH has been around a long time. They do have the right team for this project. They have done a lot of maritime work, have all the resources and have a proven team that works very well together. There is team, depth, experience and highly skilled expertise. USKH employs an interactive method using work sessions. These sessions are critical especially in the early phases. This is where the projects are defined. This becomes the foundation that is built on and the team maintains this interaction throughout the process. They strive to have a cooperative relationship with all the parties involved. Gary P. said they have studied this project and are excited about the potential - the site is fantastic - there are challenges and USKH is excited about those too. J. Neubert noted that the final site selection will go to the City Council and that he has worked with this group. He is familiar with them and comfortable working with them. J. Neubert continued - the fist thing for this project would be evaluating data using the assessment that was done 4 years ago. They would look at the site, everything around the area. They would look at the weather, appropriate materials, maintenance - systems, etc. They would focus on interaction of the people who would use the building so that the building becomes what it needs to be. Cost estimating would occur along the way - it is a tool and is used from beginning to end. The design team needs to know budget and the goals. Then USKH puts together a strategy - need to assess the cost every inch of the way. USKH can employ additive alternates, bid options - value engineering. Total life cycle costs need to be considered- they use a holistic approach to cost control. J. Neubert said he felt confident that they have put the right team together. The team is experienced in Kodiak, experienced with this kind of facility. They want to design a building that is energy efficient, flexible, suitable for expansion, inviting to the public. USKH has a good track record doing this kind of work. At 7:10 pm the Chair began the Q&A portion of the interview. See attached questionnaire for reference. 1. Principals that guide - building for a long period of time - 40-50 years - long term value is important. Cannot be driven by first time costs, the shell, roofs etc. are the long term concerns. Flexibility is next and this is a key issue - access and proper site planning are important - good access for the public, employees and \\dove\Departments\EF\Architectural Review Board\ARB Minutes 2006\Minutes ARB 060906.doc Page 3 of9 deliveries. Need to know what the budget is and then test it. You want to know within the first month or two if the budget is going to work. Then comes the scheduling. The quicker the building is built the less costly [because of inflation]. 2. Off island - USKH does projects all over the state. They use a wide variety of communications - face to face is the best and they have a website, pdf files, email - combination of technology and actual trips. 3. Success and failure - Hutchison Career Center was a complex, multi entity project of about 140,000 sf. The success was in getting a design that everyone agreed to coupled with working with a limited budget. The project was done on time, even with a complicated schedule. The users love it - and that's the good part. The bad part was a problem in the welding area, airframe shop, paint spray booth - there were problems with the complex ventilation system. USKH went in and redesigned the systems - worked with owners and retrofitted both systems. The rework was costly, but it was the right thing to do. 4. USKH's rapport with Owner's PM will require good communication, getting to know the person - being straightforward. 5. ICBO question - usually avoid problems by good early design and would involve one of their specialists - get 2D opinion. Generally don't get into problems with building codes because they work with the code people early on. 6. QC - in house review. USKH has capability built into the firm organization. There is also another level of review - construction specialists. There are different tiers of quality control review depending on the level of the project. USKH also does quality control on cost estimates. 7. Schedule for Design - Depending upon funding, would start design work now to be bid ready by March. Probably looking at 14-16 month construction period - least expensive building is the one beginning the earliest. Would help develop schedule w/milestones. 8. Litigation - No. 9. Tech vs existing staff - Would want to construct with maintenance in mind - technology, although complex, is helping solve problems - things can be analyzed remotely and assistance given to local person. USKH likes to deal with facility people to find out what their preferences are in terms of systems, etc. The maintenance people are part of the user group - they are part of the interactive process - standardize stocked parts - filters, lights, etc. 10. Energy costs - They look at LEED checklists. These checklists contain valuable points of consideration. You can go through the checklist and determine what things you can potentially use - efficiency of systems, heat exchangers - \\dove\Departments\EF\Architectural Review Board\ARB Minutes 2006\Minutes ARB 060906.doc Page 4 of9 mechanical systems, electrical systems - all can be made to be more energy efficient. You can use day lighting strategies - types of lighting - balance with all of these systems. 11. Delete 12. Cost reduction strategies - Size plays a part, and the more fine tuned and efficient the building can be designed, both in terms of quality and quantity and site design, the more efficient the building will be. 13. Life cycle costs - USKH designs for a 50 year building - roof, exterior walls, windows, various mechanical systems, all should be designed for long term life not initial costs. Finishes can vary - you look at how the building will be reconfigured over time and pick the best materials that will work for the long term. J. Friend - Funding - USKH is a large firm. They can work as fast or accommodate delays if necessary. The firm has flexibility. Would participate very actively - public presentations - statewide contacts. S. Arndt - Corrosion [KFRC building] Perhaps there is a high sulfur content in oil - some simple redirection of flow of water could solve that -if the flow could be redirected to overhang - attention to water flow off roof - as far as flashing - lower flashing pieces rusting - salt spray could cause this - could talk to manufacturers - looking for good warranties - go to industry and explain environment. Always want to look for materials that will last. J. Friend - Build to current codes - Would be designing to 2003 Codes. Would also look at local building codes. Would not expect a lot of changes. Would recommend only going to 65% design since funding isn't in place yet. Would wait to see if there were any code changes. R. Oswalt questioned their use of solar design. Already answered. J. Neubert questioned the selection of the site. B. Cassidy noted that the City Council has been approached. Access is critical and there is not a lot of access to the coastal site. The Borough's first choice would be adjacent to the KFRC building. Discussions are being held on the pros and cons. The Chair thanked the group for their presentation and Jerry Neubert thanked the ARB for having them. \\dove\Departments\EF\Architectural Review Board\ARB Minutes 2006\Minutes ARB 060906.doc Page 5 of9 RIM Architects J ames Dougherty began by giving a history of his firm. They have been in business for 20 years and have a history of a strong service oriented philosophy. There are 6 partners with a firm of 47. RIM has offices in Anchorage, Guam and Hawaii. They have done military and government work, architectural and design, master planning, construction administration, development work with private entities, both public and private institutional/medical projects. RIM sees projects from cradle to grave. J. Dougherty continued listing project types - civic, cultural, worship, hospitality, industrial, justice, medical office and commercial buildings. They have worked with partnerships, accomplishing a full range of projects and have won numerous awards. RIM's philosophy - client satisfaction, sustaining Alaskan communities, doing sustainable design. Design begins with client's needs The people at RIM are hard working, efficient, dedicated and passionate. They are very community focused and environmentally responsible. J. Dougherty continued his presentation by showing a flow chart of team members. Dowl Engineers, MBA consulting engineers, Land Design North - landscape architects, HMS will do cost/constructability review. RIM has developed a good working relationship with Reid Middleton. They are structural engineers with strong coastal design experience. RIM also employs the services of interior and exterior design experts. HMS is will do the cost estimation from the beginning. RIM then has a second cost controller who is a contractor - this allows for a reality check from a construction point of view. Project Understanding. J. Dougherty said that learning about the entities involved allows for a better understanding of how the project needs to be designed. RIM is sensitive to using money wisely, designing for ease of maintenance and energy efficiency - all of which leads to reduced operational costs. The firm sees this [Near Island] as a great location to conduct fisheries programs -part of the spirit of the place. J. Dougherty said he sees the architecture of such a facility as a building block of community spirit. He went on to review the inadequacies of the current facility. RIM specializes in crafting a building to allow for good working conditions. Project examples Alaska Islands and Ocean Visitor Center - award winning - dealt with partnerships - 2 different agencies - state and federal - and they were able to incorporate into the building all aspects of the design and come up with a total turnkey operation. \\dove\Departments\EF\Architectural Review Board\ARB Minutes 2006\Minutes ARB 060906.doc Page 6 of9 This project site overlooked the coast. All tenants got a view. The RIM architects worked through all the issues to find solutions that supported research. The process used was open and collaborative communication. The firm provided opportunities for the public to see the work being done. RIM had to deign ensuring respect for the wetland area and they paid particular attention to working on the sustainability of the facility. Visitor Services Camus, Denali National Park & Preserve - received a Green Building Rating System which is quite an honor - designed for sustainability - generates its own electricity - built with reclaimed wood - grows out of the land - runoff water is captured and treated. J. Dougherty showed a second Visitor Center Project in Denali. This building is under construction presently. He noted that the building is on tract to receive platinum level LEED certification. There are only 5 other buildings in the country with this certification. Steve Kushner, Intern Architect with RIM, continued the presentation showing some of his recent projects - a residential mortgage office building, a National Park Service Headquarters. He said what he enjoys is making a building that is specific to the site and to the use. He noted that it is the users' work that dictates how to tailor building. Themes can make a building meaningful. Arctic Slope Regional Corporation Office Tower - This project was a 10 story office building. They designed the building keeping a simple theme, but using dynamic forms to describe what was happening - native influence - interior decor crafted to metaphorically show the culture. Cook Inlet Tribal Council Headquarters - This building was designed with a theme - want to make a connection between the building and the people and what is important to them - users feel empowered when they go to work - enriching - productivity is increased - creating healthy workplaces - the design team works hard from the beginning to find something people are interested in. Credit Union 1 Headquarters - conceived because administrative functions were spread all over - needed to be more cohesive. Clearly there was a public side and then a more private side that was needed. The firm was able to deal with different kinds of spaces that needed integration but also needed privacy and wanted to integrate a child care area. S. Kushner said that he had selected the examples presented because they were all challenging, varied and delivered differently - had good success with design/build approach. They are experienced in working in raw climates. \\dove\Departments\EF\Architectural Review Board\ARB Minutes 2006\Minutes ARB 060906.doc Page 7 of9 Professional Balance Technical excellence, creative design and effective project management - this is the balance RIM offers. A successful project is a collaborative process, is within budget, easy to maintain, catalyst for a productive, happy and healthy end user - positively contributes to the growth, development and pride of the community. Q&A 1. Explore alternative procurement methods - time is money - every month put off is a $1 M escalation - 2. Off island question - new technology coming along -RIM has website handling enormous quantities of information- have an IT staff - on the cutting edge of IT - can be here in an hour and a half - faster than they could get to Homer - have built an effective communications system - effective working with web based sites. 3. Unsuccessful projects? None 4. Arch rep/our PM? Like to have weekly progress meetings w/team - like to include PM in those work sessions - need to engage in conversation with PM. 5. ICBO - be proactive - meet w/building professionals early on in the design phase 6. QC -basic process begins with who they hire - want people committed - want people who want to do a good job - have a lot of teaching going on in the firm - do it right the first time - double check your work - check lists are in place - have written quality review plans based on the size of the project - have many levels of reVieW processes. 7. Schedule for design - can have a design in 2 weeks - another project took 11 years - function of patience and money - would like to see a brief design project 1 year - could be shortened to 6 months, but then would have to eliminate some of the lengthy decision making processes. 8. Litigation? There was a dispute with a contractor - more north you go condensation is a problem - contractor didn't put vents in - when owner sued contractor - contractor turned an sued RIM - will be settled this year - totally without merit 9. Tech v staff - want to bring appropriate technology - mating correct technology withe building/users/operators. 10. Energy efficiency - would work with appropriate consultants. Alaska's climate is not a climate where big dollars can be saved - but would look for ways. 11. Delete 12. Constructability experts - look at not just cost but the right type of materials for this environment 13. Life cycle costs -this is what sustainability is all about - look at all the factors. \\dove\Departments\EF\Architectural Review Board\ARB Minutes 2006\Minutes ARB 060906.doc Page 8 of9 J. Friend - Funding. RIM is rock solid - more repeat clients - have a sustainable practice - so delays would not be a problem. S. Arndt questioned RIM's thoughts on the corrosion [at KFRC] - could be incompatibility of materials. He would want to engage a corrosion control expert - sometimes moisture is a problem - don't know the particulars of this building. J. Friend questioned designing to which code. Would design to a developed conceptual level - would design flexibility into the building - codes haven't changed all that much - so you keep the flexibility - always well aware of what's being discussed in terms of what might be coming along the code road. J. Friend - do you see a role in help funding? Deal with all kinds of financial institutions - there are different ways of financing - do have a lot of relationships and have been party to some interesting ways of getting projects financed - in the business of making things happen. The Chair thanked them for their presentation. \\dove\Departments\EF\Architectural Review Board\ARB Minutes 2006\Minutes ARB 060906.doc Page 9 of9