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HomeMy WebLinkAboutItem 07 - Concourse and Pro ShopMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: AUGUST 1, 2023 SUBJECT: CONCOURSE/PRO SHOP ENHANCEMENTS PROPOSAL RECOMMENDATION: City Council to consider approval of preliminary design of the Concourse and former Pro Shop enhancement; an agreement for for preparation of design and construction documents and administration from Oxley Williams Tharp Architects; and an ordinance to appropriate funds. FUNDING SOURCE: Funds are available in the Convention & Visitors Bureau Fund upon approval of the appropriation ordinance in the amount of $177,500 for design and construction documents. BACKGROUND: The Concourse Meeting facility and original Golf Pro Shop were constructed over 40 years ago. With the opening of the new Pro Shop and the upgrade needs of the Concourse facility, these buildings have been taken out of service. Earlier this year, the Convention and Visitors Bureau (CVB) hired Oxley Williams Tharp Architects to prepare preliminary conceptual drawings to upgrade these two facilities for current market conditions usage. The proposed conceptual plan consists of altering the Concourse facility to create a larger meeting room, smaller warming kitchen, re -configured restrooms, a green room/office and storage space. The adjacent Pro Shop is recommended to be re -purposed to create a primarily open-air venue, where only the existing roof structure, structural support, and foundation will remain. Restrooms, a warming kitchen, storage and other support facilities will be constructed within this space. In addition, a new entry will be constructed to connect pedestrian flow between the two existing buildings. These enhancements offer an excellent opportunity to provide additional space for tournaments, banquets, and activities such as weddings, corporate events and reunions. To ensure consistency of the project, Oxley Williams Tharp Architects provided a proposal to provide design development, preparation of construction documents, mechanical, electrical, plumbing, civil engineering, landscape design, structural engineering and contract administration services for $177,500 (see attachment). The design and construction drawing phase will take approximately 20 weeks to complete. The total estimated cost of this project is estimated to be in the range of $3.2 to $3.6 million and will be funded with CVB Fund Balance reserves. The City Council Facilities Committee has reviewed the conceptual plans Staff recommends approval. EXHIBIT A OXLEY WILLIAMS i HARP July 6, 2023 Mr. P.W. McCallum Executive Director Grapevine Convention and Visitor's Bureau 636 S. Main Street Grapevine, Texas 76051 Dear P.W., Thank you for allowing us the opportunity to present the following proposal for phase two, the construction documents and construction administration of the Concourse building and former ProShop/Mulligan's building alterations at 3800 Fairway Drive. Project Description: Prepare design development and construction documents for alterations to two buildings of approximately 12,000 and 7,000 sf respectively. The existing Pro Shop/"Mulligan's" building will be re - purposed to create a primarily open-air event venue. The existing roof structure and foundations will remain. Restrooms, a warming kitchen, storage, and other support facilities will be constructed within this space. The neighboring Concourse building will be altered to create a larger catering kitchen, more meeting space, a green room, re -configured restrooms, and more storage space. In addition, a new entry structure will be constructed between the two existing buildings. It is anticipated that most of the existing pavement will need to remain due to budget constraints and will only be modified as necessary to provide an ADA compliant accessible path to the building. Budget: The Owner's anticipated construction cost for the project is $3.2m. DESIGN DEVELOPMENT (10 weeks) Our Services will include: • Topographic survey with trees limited to the area immediately in front of buildings to the parking lot. • Up to three meetings with the Owner to develop and coordinate the design. • Update architectural site plan, floor plan and building elevations. • Preparation of building sections • Preparation of Life Safety Plans • Preparation of door and window schedules • Preparation of roof plan. • Preparation of interior design drawings including finish plans, elevations and details. • Preparation of electrical, mechanical, and plumbing drawings • Preparation of structural foundation and framing details. • Preparation of grading plan, utility plan and drainage plan. • Landscape Plan. • Specification Manual • Preliminary Comcheck reports • Update Opinion of Probable Cost CONSTRUCTION DOCUMENTS (10 weeks) Our Services will include: • Up to three meetings with the Owner to coordinate the design. • Further develop architectural site plan, floor plan and building elevations. • Further develop building sections. • Preparation of wall sections and section details. • Further develop Life Safety Plans • Update door and window schedules. • Prepare door hardware schedule. • Further develop roof plan. • Further development of interior design drawings. • Further develop electrical, mechanical, and plumbing drawings • Further develop structural foundation and framing drawings. • Prepare structural engineering framing and foundation details. • Further develop grading plan, utility plan and drainage plan. • Preparation of civil engineering details. • Preparation of erosion control plan. • Update Landscape Plan. • Preparation of Landscape Architecture details. • Specification Manual. • Comcheck calculations. • Prepare Opinion of Probable Cost at 90% complete. BIDDING AND NEGOTIATION (4 weeks) Our Services will include: • Preparation of bidding documents. • Administering the bid process. • Conduct Pre -Bid meeting • Answering contractor's questions and issuing addenda. • Review and summary of bids. CONSTRUCTION ADMINISTRATION (9-12 months) Our Services will include: • Review of shop drawings and product submittals. • Answering contractor's Requests for Information. • Issuing drawing revisions. • Review of pay applications and proposed change orders. • Up to 18 site visits to observe the construction for adherence to the construction documents. COMPENSATION Architectural design: $92,500 Mechanical/Electrical/Plumbing Engineering: $23,800 Structural Engineering: $35,500 Civil Engineering/Landscape Architecture: $18,700 Cost Estimating: $7,000 TOTAL: $177,500 EXCLUSIONS • Environmental assessments. • Platting • Record drawings • Energy modeling • Commissioning of Mechanical or Electrical systems. • Fire Alarm and Fire Sprinkler Design (Performed as delegated design by Contractor) • Asbestos or Hazardous materials survey or reports. • Acoustical engineering. • Food service design. • LEED certification. • Low Voltage (IT, Security, Phone systems) design. • Audio/Visual design. • Signage and wayfinding. • Selection and specification of fixtures, furnishings and equipment. • Applications fees associated with regulatory approvals. OTHER CONSIDERATIONS Design Schedule: We can begin immediately upon return of this proposal and expect the remaining design phase to take approximately 20 weeks to complete. The final design schedule will depend upon the complexity of the project as the schematic design evolves. Reimbursable Expenses: Travel beyond the Dallas Fort Worth Metroplex. Other reimbursable expenses include: printing (drawings will be made available in PDF format), all submittal fees associated with regulatory approvals. Food Service Design: We have excluded food service design. It is our understanding that the kitchen is to be a warming kitchen with no cooking equipment. Payment Terms: Invoicing will be monthly based on the percentage of work completed through the end of the month. Payment is due within 30 days of invoice statement date. Non-payment within the 30 days may result in suspension of the work described above. Summary and Acceptance: By signing below, you accept the general terms of this proposal and authorize us to prepare a more formal AIA contract. P.W., if you have any questions or comments, please call my cell, 817-718-3350. Again, we are very thankful to have the opportunity to work with you on what will be an exciting project! Sincerely, Richard Williams AIA Principal Oxley Williams Tharp Architects, PLLC. Accepted by: Date The Texas Board of Architectural Examiners has jurisdiction over complaints regarding the professional practices of persons registered as architects in Texas. TBAE, P.O. Box 12337, Austin, Texas 78711. 512-305-9000 ORDINANCE NO. 2023-042 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, INCREASING ESTIMATED RECEIPTS IN THE AMOUNT OF $177,500 IN THE CONVENTION AND VISITORS BUREAU FUND OBTAINED FROM UNENCUMBERED FUND BALANCE; AUTHORIZING THE APPROPRIATION OF $1777500 IN THE CONVENTION AND VISITORS BUREAU FUND FOR THE PURPOSE OF PRELIMINARY DESIGN FOR THE REMODEL OF THE GOLF CONCOURSE AND PRO SHOP; DECLARING AN EMERGENCY AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City of Grapevine wishes to begin the design process for the remodel of the Concourse and Pro Shop at the Golf Course; and WHEREAS, the City of Grapevine Convention and Visitors Bureau Fund has sufficient available fund balance; and WHEREAS, all constitutional and statutory prerequisites for the approval of this ordinance have been met, including but not limited to the Open Meetings Act and Chapter 211 of the Local Government Code; and WHEREAS, the City Council deems the adoption of this ordinance to be in the best interests of the health, safety, and welfare of the public. NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS: Section 1. That all matters stated hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. Section 2. That the City Council hereby authorizes an increase in estimated receipts in the amount of $177,500 in the Convention and Visitors Bureau Fund. Section 3. That the City Council hereby authorizes an amount of $177,500 be appropriated for expenditures in the Convention and Visitors Bureau Fund for the purpose of designing the remodel of the Concourse and Pro Shop at the Golf Course. Section 4. That the terms and provisions of this ordinance shall be deemed to be severable, and that if the validity of any section, subsection, word, sentence or phrase shall be held to be invalid, it shall not affect the remaining part of this ordinance. Section 5. That the fact that the present ordinances and regulations of the City of Grapevine, Texas, are inadequate to properly safeguard the health, safety, morals, peace and general welfare of the inhabitants of the City of Grapevine, Texas, creates an emergency for the immediate preservation of the public business, property, health, safety and general welfare of the public which requires that this ordinance shall become effective from and after the date of its final passage, and it is accordingly so ordained. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 1st day of August 2023. APPROVED: William D. Tate Mayor ATTEST: Tara Brooks City Secretary APPROVED AS TO FORM: Matthew C.G. Bole City Attorney Ordinance No. 2023-042 2