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CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
Special City Council Meeting
Tuesday, October 9, 2018
Conference Rooms A & B
1. Call to Order -7:00 p.m.
2. Update/Discuss Potential City Campus Master Plan Project/Community Center Expansion
A. 292 Design Group Presentation (Architect)
B. RJM Construction Presentation (Construction Manager)
C. City Administration Presentation
D. Project Discussion/Direction
3. Other Business
4. Adjournment
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1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO:
FROM:
SUBJECT:
DATE:
Mayor and Council Members
Jim Dickinson, City Administrator
Update/Discuss Potential City Campus Master Plan Project/Community Center
Expansion
October 9, 2018
ACTION REQUESTED
The City Council is requested to receive an update from 292 Design Group, RJM Construction
and City Staff relative to the potential expansion of the Andover YMCA Community Center.
Design/development meetings were held with 292 Design Group (architect) and RJM Construction
(construction manager) this past week with City Staff to prepare for the meeting.
The focus of the update/discussion will be on design/development progress,
partnership/stakeholder progress, current construction cost estimates, construction budgets,
construction timing for potential components, and proposed timing of needed Council decisions to
move forward.
PROJECT HISTORY
On September 19, 2017, the City Council approved soliciting Request for Proposal (RFP) for
Project 17-26, Explore Community Center Expansion. The following is the original schedule that
was provided in the RFP:
• Programming, Schematic Design & Project Budget Development Phase -
November 2017 to May 2018
• City Decision Point on Expansion Components — May/June 2018
• Design/Construction Document Phase based on City Decision Point Direction:
June 2018 to November 2018
• Issue Documents for Bids: November - December 2018
• Receive Bids: February - March 2019
• Award & Notice to Proceed: March - April 2019
• Potential Construction: May 2019 — May 2020
On December 5, 2017, the City Council approved the 292 Design Group (292) as the architectural
firm to provide architectural services to explore expansion of the Andover YMCA Community
Center. The programming, schematic design and project development phase was approved
working toward a decision point date in June 2018 as to what components of an expansion may
progress to construction documents.
On January 2, 2018, the approved RJM Construction as the construction management firm to
explore expansion of the Andover YMCA Community Center.
On February 1, 2018, City Staff and 292 held a stakeholder meeting with many of the local sports
associations, school officials, Fun Fest representatives and Andover YMCA.
On February 12, 2018, City Council and Community Center Advisory Commission was updated
on the stakeholder input and the Council & Commission provided their goals for the project.
On March 27, 2018, the City Council reviewed the estimated space needs provided by 292 Design
based on stakeholder input.
On April 24, 2018, the City Council reviewed updated planning drawings for the Community
Center based on stakeholder input.
On May 22, 2018, 292 Design Group provided preliminary schematic designs that will address the
requests of the stakeholder groups and updated the Council on engagement with the YMCA on
their potential participation in an expansion. Also, Construction Manager, RJM Construction was
available to provide their expertise and high-level budgeting for the schematic design. The Council
was asked to provide what additional information they would want for the June 26, 2018 Decision
Point meeting. The following list was provided:
• Tax impacts for construction for multiple options of components.
• Tax impacts for operations for multiple options of components.
• A presentation of deferred maintenance cost on the existing facility, prioritized.
• Break out the component options, in more detail and allocate the parking costs.
• Provide analysis on options that cover operation costs and those that do not.
• Provide stakeholder validation and more detail on justification of the need.
• An evaluation of the new School District assets and how that will impact an expansion.
• Evaluation on senior and teen services, with or without the YMCA providing the
services.
• Evaluation of the economic development impact of an expansion.
• Analysis of the City investment in like -kind sports such as: baseball, soccer, football,
lacrosse, etc.
• Review the Artificial Turf Task Force findings.
• Evaluate community growth and home turnover.
On June 19, 2018, the Andover Hockey Association made presentation to the City Council
indicating the Associations desire to contribute a $500,000 toward a multi-purpose arena. The
payment would be made over ten years.
On June 26, 2018, the City Council received an update from 292 Design Group relative to
exploring the expansion of the Andover YMCA Community Center. Focus of the
presentation/discussion was responding to question list generated at the May 22"d City Council
workshop. RJM Construction provided their expertise and high-level budgeting for the schematic
design, the preliminary estimate cost for all components and site work ranged from $18,350,000
to $21,100,000. City Staff provided analysis and the tax impacts of the various options for a
potential expansion. Stakeholders also provided input at the meeting.
The Council agreed to move forward with design/development plans of all the components for
future review. City Staff was also directed to explore the use of Park Dedication as a potential
source of funding.
Design/development will continue the work started under the original contract with 292 Design
Group in December 2017. The work will develop the drawings for proposed expansion to a level
that RJM Construction can provide comprehensive cost estimating and budget recommendation,
and carefully define the proposed expansion. Design/development will include refinements to the
existing plans to more accurately meet the city's goals for the expansion and resolve how the future
expansion integrates with the existing building. The documents will be completed to a level that
are complete enough so that if the project is delayed for any reason the documents can be used in
the future with clear understanding. Also included is constructing a 3D Revit model of the existing
building. This will bring the existing drawings up to current design and drawing standards and
more accurately define how the potential additions and remodeling fit with the existing building.
On July 19, 2018, City Administration provided an update to the Park & Recreation Commission
on where the City Council is in the process of determining components of a potential expansion
of the Andover/YMCA Community Center and discussed the merits using park dedication funding
as a possible funding source.
On August 16, 2018, the Park & Recreation Commission discussed the merits using park
dedication funding as a possible funding source of a potential expansion of the Andover/YMCA
Community Center (multi-purpose arena). The Commission voted to contribute $1M of future
park dedication toward the facility expansion.
On August 28, 2018, the City Council received an update from City Administration on the
design/development process and a review of the most recent component drawings. Council
discussion focused on teen and senior programming and the partnership with the YMCA.
On September 25, 2018, the City Council received a brief update from City Administration on the
design/development process for the potential expansion of the Andover/YMCA Community
Center. Administration advised that on October 9, 2018 a Special City Council meeting has been
scheduled for an update/discussion on the design/development progress, partnership/stakeholder
progress, current construction cost estimates, construction budgets, construction timing for
potential components, and proposed timing of needed Council decisions to move forward.
Administration also reviewed that the YMCA was meeting on their side, various possibilities the
YMCA is looking to do was discussed.
NEW DISCUSSION
Consultants:
For the October 9, 2018 discussion, 292 Design Group (architect) will be referring to the attached
drawing dated September 17, 2018. This drawing will be used to facilitate the discussion at the
meeting with the Council.
For the October 9, 2018 discussion, RJM Construction (construction manager) will be referring
to the attached drawing dated September 17, 2018. This drawing will be used to facilitate the
discussion at the meeting with the Council. Also, this is the drawing that RJM has used to produce
their most recent cost estimate which is attached. Please note, that it takes approximately two
weeks for RJM to secure vendor feedback and estimates on the drawings once distributed.
Administration comments on the drawing dated September 17, 2018 based on last week's review:
As you look at the drawings the biggest change you will notice from previous drawings is the
change to the addition to the Fieldhouse down to only one gymnasium from two. The YMCA is
contemplating one gymnasium as a possibility for their expansion in a location closer to their
current operation, that is triggering a shifting of the southerly road to the existing facility, but then
could limit the impact to the northerly road with a smaller fieldhouse expansion.
Other changes to the drawings are the fine tuning of all the spaces with further design/development
discussions with City staff and stakeholders and the connection of the west parking lot to the
Veterans Memorial Boulevard extension project.
Administration comments on RJM's cost estimates dated October 5, 2018:
RJM's most recent cost estimate does outline costs in total and for various component breakouts
to match the color -coded drawings from 292 Design, as listed below:
No.
1:
Multipurpose Arena Breakout
No.
2a:
Multipurpose Breakout #1 - Adjacent to Arena
No.
2b:
Multipurpose Breakout 42 - Adjacent to Fieldhouse
No.
3:
Fieldhouse Breakout
No.
4a:
Sitework-West Side Breakout — parking lot
No.
4b:
Sitework-East Side Breakout — parking lot
As indicated, the drawings used for the estimate are dated September 17, 2018 and since that date
finer tuning has taken place through additional design/development discussions. Those
discussions (value engineering) have the potential to yield cost savings in the following areas:
-Precast Plank & Wall Panels
-Storefront & Glazing Systems
-Plumbing
-Electrical (primarily fixtures)
-Landscaping & Irrigation
-Parking Lot (size — performance parking)
M
It should also be noted the estimate does not include deferred maintenance items for which a
separate estimate is attached for review. Those items are estimated as if they were stand-alone
projects, but maybe able to be delivered at a lesser cost if wrapped into an expansion project. For
example, the cost of converting the existing ice sheet from R-22 to ammonia, as a deferred
maintenance item is listed at a cost of $1,086,323, but if paired with an expansion project, RJM
believe it to be an add of $550,000.
Administration comments on construction financing, new revenue, operational analysis and
property tax impact:
Financing:
Consulting with the City's Fiscal Advisor, Ehlers and Associates, the City would obtain the best
possible interest rates and overall borrowing cost for a Community Center expansion, as well as
the most control over debt repayment and prepayment terms, via a competitive bid offering of
General Obligation (GO) bonds. Minnesota Statutes provide cities with two options for GO bond
financing of community/recreational facilities: (1) GO Referendum bonds, and (2) GO Tax
Abatement bonds. Interest rates would be the same with either option, as investors would look to
the City's GO pledge and credit rating, and not the specific GO bond authority used. For GO
Referendum bonds, a vote of the residents would need to be coordinated, and for GO Tax
Abatement bonds the Council would just need to approve a resolution to move forward. The City
has already used GO Tax Abatement bonds in 2012 to refinance the 2006 and 2007 EDA Lease
Revenue refunding bonds on the current Community Center.
New Revenue:
The Park & Recreation Commission after discussing the merits using park dedication funding as
a possible funding source of a potential expansion of the Andover/YMCA Community Center
(multi-purpose arena) did vote to contribute $1M of future park dedication toward the facility
expansion.
The Andover Hockey Association has indicated Associations desire to contribute a $500,000
toward a multi-purpose arena. The payment would be made over ten years.
Finance Department Operational Analysis & Property tax Impact:
Now that Finance has an updated construction estimate, identified expansion project component
changes (reduced fieldhouse), and additional revenue sources the financial model and tax impact
analysis for a potential expansion project is in the process of being updated. The financial model
and tax impact will be discussed at the October 9`' meeting.
ectfully submitted,
im ickinson
Attachments
- 292 Design Drawings
- RIM Construction Cost Estimates
SCOPE OF WORK
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COMMUNITY CENTER & YMCA
OVERALL FIRST FLOOR PLAN BASED ON DRAWINGS DATED SEPTEMBER 17, 2018
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MULTIPURPOSE BREAKOUT #1
YMCA BREAKOUT
MULTIPURPOSE ARENA
MULTIPURPOSE BREAKOUT #2
FIELDHOUSE BREAKOUT
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292 DESIGN
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SCOPE OF WORK
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CITY OF ANDOVER
COMMUNITY CENTER & YMCA
OVERALL SECOND FLOOR PLAN BASED ON DRAWINGS DATED SEPTEMBER 17, 2016
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MULTIPURPOSE ARENA BREAKOUT
292Desic
392 DESIGN
CITY OF ANDOVER
COMMUNITY CENTER & YMCA
292 Desic
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OVERALL SITE PLAN BASED ON DRAWINGS FROM SEPTEMBER 17.2018 292 DESIGN 0, 11.1 E. a.E sMx uwxE S.
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CONSTRUCTION
October 5, 2018
Andover Community Center Team
City of Andover
1685 Crosstown Blvd NW
Andover, MN 55304
Re: Andover Community Center
Dear Andover Community Center Team,
RJM Construction is pleased to present an estimate for the Andover Community Center project located in Andover,
Minnesota. Together with The City of Andover and 292 Design Group, we can work as a team to deliver the project
goals of cost, schedule and quality. Our estimate is based upon drawings dated September 17, 2018.
CLARIFICATIONS:
No. 1: Breakouts 2a, 2b, 4a, and 4b are for accounting purposes only.
Thank you for the opportunity to provide this estimate. Our team is experienced and competent in your market; this
applied knowledge will assist the team in obtaining the best possible project value. Please feel free to contact RJM if
you have any questions or need additional information.
Sinceerrely,
L.
Eric Sonnenberg
Estimator
Total Project Estimate:
$18,976,377
BREAKOUTS:
No, 1:
Multipurpose Arena Breakout
Included
$11,016,838
No. 2a:
Multipurpose Breakout #1 - Adjacent to Arena
Included
$1,006,679
No. 2b:
Multipurpose Breakout #2 - Adjacent to Fieldhouse
Included
$1,578,642
No. 3:
Fieldhouse Breakout
Included
$2,193,720
No. 4a:
West Side Breakout
Included
$2,052,382
No. 4b:
East Side Breakout
Included
$543,479
CLARIFICATIONS:
No. 1: Breakouts 2a, 2b, 4a, and 4b are for accounting purposes only.
Thank you for the opportunity to provide this estimate. Our team is experienced and competent in your market; this
applied knowledge will assist the team in obtaining the best possible project value. Please feel free to contact RJM if
you have any questions or need additional information.
Sinceerrely,
L.
Eric Sonnenberg
Estimator
CONSTRUCTION
ESTIMATE SUMMARY
ESTIMATE DATE:
October 5, 2018
PROJECT:
Andover Community Center
ARCHITECT:
292 Design Group
DRAWING DATE:
September 17, 2018
DESCRIPTION Notes
Base
Estimate
$/sf
80,065
Construction Costs
Demolition
$159,906
$2.00
Concrete & Masonry
$1,675,52
$20.93
Precast Plank & Wall Panels
$1,427,673
$17.83
Structural Steel & Misc Metals
$1,020,760
$12.75
Carpentry
$352,353
$4.40
Waterproofing
$17,170
$0.21
Metal Panel
$30,421
$0.38
Roofing
$536,128
$6.70
Joint Sealants
$12,897
$0.16
Doors, Frames, Hardware
$140,346
$1.75
Overhead Doors
$39,390
$0.49
Storefront & Glazing Systems
$768,577
$9.60
Gypsum Drywall
$97,536
$1.22
Tile
$60,569
$0.76
Acoustical Ceilings
$69,262
$0.87
Carpet & Rubber Flooring
$311,282
$3.89
Flooring Moisture Mitigation System
$29,301
$0.37
Painting & Wallcovering
$205,119
$2.56
Specialties
$46,695
$0.58
Ice Equipment
$1,767,500
$22.08
Athletic Equipment
$32,825
$0,41
Window Treatments
$0
$0.00
Elevators
$85,850
1.07
Fire Protection
$214,283
$2.68
Plumbing
$730,356
$9.12
HVAC
$947,280
$11.83
Electrical
$1,219,825
$15.24
Earthwork
$656,343
$8.20
Asphalt Paving
$535,842
$6.69
Site Concrete
$209,597
2.62
Landscaping& Irrigation
$184,190
$2.30
Site Utilities
$225,129
$2.81
Surveying
$36,314
$0.45
ESTIMATE DATE: October 5, 2018
PROJECT: Andover Community Center
ARCHITECT: 292 Design Group
DRAWING DATE: September 17, 2018
Preconstruction
$36,512
$0.46
Project Reimburseable Expenses
$462,951
$5.78
General Conditions
$171,492
$2.14
Temp Services
$163,121
$2.04
Cleaning and Waste Management
$90,648
$1.13
General Liability Insurance
$190,339
$2.38
Builders Risk Insurance
$48,450
$0.61
Building Permit
$169,388
$2.12
Bonds/Sub Bonds
$107,585
$1.34
Subtotal Construction Costs
$15286728
$190.93
Escalation
$455,374
$5.69
Design Contingency
4.00% $607,166
$7.58
Construction Contingency
4.00% $625,381
$7.81
Contractors Fee
$328,908
$4.11
Total Construction Estimate
$17,303,556
$216.12
Owner Costs
Fixtures, Furniture, and Equipment
Allowance
$150,000
$1.87
SAC/WAC
Allowance
$100,000
$1.25
Soil Borings
$15,000
$0.19
Phone and Data
Allowance
$75,000
$0.94
Auidio System
Allowance
$50,000
$0.62
Zamboni
$150,000
$1.87
Scoreboard
Allowance
$10,000
$0.12
Environmental Disposal
$0
$0.00
Soil Correction
$0
$0.00
Owner Moving Expense
$0
$0.00
Owner Artwork and Signage
SO
$0.00
Subtotal Owner Costs
$550,000
$6.87
ESTIMATE DATE:
October S, 2018
PROJECT:
Andover Community Center
ARCHITECT:
292 Design Group
DRAWING DATE:
September 17, 2018
Design Fees
Arch. Design Fees
$1,122,820
$14.02
Subtota/Design Fees
$1,122,820
$14.02
Contingency
Owner Contingency
$0
$0.00
Subtotal Contingency
$O
$0.00
Total Project Estimate
1 $18,976,377
$237,01
DEFFERED MAINTENANCE ITEMS
ESTIMATE DATE:
October 5, 2018
PROJECT:
Andover Public Works - Deffered Maintenance Items
ARCHITECT:
292 Design Group
DRAWING DATE:
N/A
RJM Construction has prepared the following pricing options for consideration. We would welcome the opportunity
to analyze the alternates and other potential value options with your project team if required.
CIP - BOND ITEMS:
ICE ARENA ITEMS:
* No. 1: Replace the existing R-22 refrigeration system with an ammonia $1,086,323
refrigeration system and new dasher boards.
No. 2: Prep any rusted areas and repaint the exposed decking throughout the $192,836
ice arena.
FIELD HOUSE ITEMS:
No. 1: Remove approximately 2,500SF of Polastic flooring, remove & replace $272,519
concrete floor, install 2,500SF of new Polastic flooring and pour a new top
coat and restriping of the entire field house Polastic floor surface.
MISCELLANEOUS ITEMS:
No. 1: Replace the existing roof at the community center. (Remove membrane, $1,220,966
existing insulation to remain and provide new 1-1/2 insulation, provide
new 60 -mill membrane and ballast)
No. 2: Allowance to upgrade security camera system with a new digital camera $40,000
system. (Includes upgraded cameras and server with capacity for future
expansion)
No. 3: Allowance to update Ice Arena and Community Center controls. $85,000
$2,897,645
* Note: If multi-purpose arena is built, reduce to $550,000.
CIP - OPERATIONAL ITEMS:
No. 1: Sand/Scrape off any loose paint on the main cylindrical ductwork in field $32,950
house.
No. 2: Cut out and recaulk exterior precast panel joints at the community center. $46,996
No. 3: At the interior street, strip the existing floor sealant and apply a high $36,284
quality penetrating concrete sealer and guard application. (Includes
Datchino & reoairino of anv soallina. cracks and Dits)
$116,230