CITY COUNCIL: Schematic Design of Forest Theater Renovation Project

Meeting Date: 7 July 2009
Prepared by: Rich Guillen

City Council
Agenda Item Summary

Name: Receive a report and provide policy direction on the schematic design of the Forest Theater renovation project.

Description: Richard McCann of RFM Architects has nearly completed the schematic design for the Forest Theater Renovation Project. To complete the schematic design he must still do a field survey of the trees and obtain manufacturing information to determine whether the audience benches should be built on-site or fabricated off-site.

Overall Cost:
City Funds:
Performance Related Accommodations = $ 2,104,071
Audience Related Accommodations = $ 936,395
Site Infrastructure Related Accommodations = $ 319,248
Grant Funds: N/A

Staff Recommendation: Provide policy direction.

Important Considerations: RFM is prepared to continue as the renovation project architect. If they should remain the project architect, a contract must be approved by the City Council for design development.

Decision Record: At its April 7, 2009 meeting, the City Council requested that the project be separated into phases. RFM Architects has submitted a construction phasing proposal as part of the completed the schematic design.

Reviewed by:

__________________________ _____________________
Rich Guillen, City Administrator Date

CITY OF CARMEL-BY-THE-SEA
STAFF REPORT
TO: MAYOR McCLOUD AND COUNCIL MEMBERS
FROM: RICH GUILLEN, CITY ADMINISTRATOR
DATE: JULY 7, 2009
SUBJECT: RECEIVE A REPORT AND PROVIDE POLICY DIRECTION ON THE SCHEMATIC DESIGN FOR THE FOREST THEATER RENOVATION PROJECT

RECOMMENDATION
Provide policy direction on the schematic design for the Forest Theater Renovation
Project.

BACKGROUND
Richard McCann of RFM Architects has nearly completed the schematic design for the
Forest Theater Renovation Project. All that is needed to complete the schematic design are: 1) a field survey of the trees and 2) manufacturing information to determine whether the audience benches should be built on-site or fabricated off-site.

At its April 7, 2009 meeting, the City Council requested that the project be separated into phases. RFM Architects has submitted a construction phasing proposal as part of the completed the schematic design.

STAFF REVIEW
RFM prepared a construction phasing proposal based on interrelated uses:
1. Performance Related Accommodations - stage (including grade level additions for CET) and seating are interrelated;

2. Audience Related Accommodations - audience support facilities for ticket sales, toilets, concessions, and site paths of travel are interrelated; and

3. Site Infrastructure Related Accommodations - electrical power, sound and lighting are interrelated.

RFM prepared cost packages for the above interrelated phases. The City Council choice on how to phase the renovation project can be based on either cost alone or according to need. For instance, the need for public ADA may exceed the need for other improvements.

FISCAL IMPACT
RFM prepared cost estimates for the above three interrelated phases:
1. Performance Related Accommodations = $ 2,104,071
2. Audience Related Accommodations = $ 936,395
3. Site Infrastructure Related Accommodations = $ 319,248

The construction phases are essentially cost packages that collectively make up the entire project. The City Council may decide to complete one, two or all three of the
construction packages. If the renovation project is to proceed, the next phase will be design development. The recently adopted Triennial Budget does not include any
funding for the design development phase of the project. Based on the City Council’s policy direction, the City must amend the budget to include the next phase of the project.

SUMMARY
RFM is prepared to continue as the renovation project architect. If they should remain the project architect, a contract must be approved by the City Council for design development.

PERFORMANCE RELATED ACCOMMODATIONS
Project: Forest Theatre – Selected Adaptations
Date: June 19, 2009

Item No. Description Basis of Allowance Allowance Cost
1.1 Constr Demolition & Excavation 1,800 SF @ @ $12.00/SF $ 21,600

1.2 Seating Slab Grading Allowances 6,050 SF @ $22/SF $ 133,100

1.3 Bldg Pad Grading & Prep Allowances 1,800 SF @ $9/SF $ 16,200

1.4 Seating Form Platforms, Steps, Rails 6,050 SF @ $50/SF $ 300,000

1.5 Paths/Hardscape (Other than Seating Form) 675 SY @ $ 10.00/SY + Labor $ 13,500

1.6 Site Piped Utility Allowance Storm Drainage Water Sanitary Sewer Fire Sprinkler
See Audience Accommodations Incl w. audience

1.7 Electrical Service/Distribution Public Assembly T-24 $25,000 Distrib, Emerg Power, AutoTrans Equip $ 25,000

1.8 Lighting & Sound Stage & Booth Power (exclude stg dims & equip) $40,000 Co Switches $ 40,000

1.8 Lighting Audience Seating incl T-24 (Other than Th Prod)$10,000 Fixt Allowance +
Labor + Conduit $ 10,000

1.9 New Bench Type Theatre Seating 1120 LF @ $250/LF + Labor $ 350,000

1.10 New Shrubs/Trees 00,000 T.B.D.

1.11 Planting Mulch 00,000 T.B.D.

1.12 New Sprinkler Irrigation 00,000 T.B.D.

1.13 Seating Aisle Lighting T-24 $8,000 + Labor $ 14,000

1.14 Plumbing Fixtures & Piping Infrastructure 4T+ 9L $ 30,000

1.15 New Bldg Pad Slab on Grade Allowances 1,800 SF @ $30/SF $ 54,000

1.16 New Bldg Superstructure Constr (stg level only, incl doors, mirrors) 1,800 SF @ $187/SF $ 387,000

1.17 New Bldg Roof Systems 1,800 SF @ $20/SF + Labor $ 72,000

1.18 HVAC Allow $ 48,000

1.19 Fire Sprinklers Allow $ 9,200

1.20 Guard & Hand Rails Allow $ 12,000

1.21 New Wd Stairs Allow $ 1,400

1.22 Floor Covering Allow $ 11,500

1.23 Dressing Counters 50 LF @ $130/LF $ 6,500

1.24 CET Adaptations (Exist space renovation incl seating for 55 seat studio theatre) 2,256 SF @ $50/SF $ 112,800

1.25 CET Additions (New toilets, dressing spaces, code exits) 579 SF @ $215/SF $ 124,485

1.26 PIT (New specific orch pit, excav, floor, walls, stage extension) not CET related 1,353 SF @ $44/SF $ 60,000

1.27 Stage Ltg Towers, Trusses 4 Sets @ $4,500/Ea $ 18,000

1.28 Subtotal Perf Accommodations $1,870,285

1.29 Contingency 12,5% $ 233,786

1.30 Bond T.B.D.

1.31 Insurance T.B.D.

1.32 Prime Contractor Fee T.B.D.

1.33 Indicated Perf Accommodations $2,104,071

AUDIENCE RELATED ACCOMMODATIONS
Project: Forest Theatre – Selected Adaptations
Date: June 12, 2009

Item No. Description Basis of Allowance Allowance Cost
1.1 Constr Demolition & Excavation 2,295 SF @ $12.00/SF $ 27,540

1.2 ADA Off-Loading & Load-in Drive 154 SY @ 12.00/SY $ 1,848

1.3 Bldg Pad Grading & Prep Allowances 1,347 SF @ $9.00/SF $ 12,123

1.4 Paths/Hardscape (Other than Load-in Drive) 324 SY @ 10.00/SY $ 3,240

1.5 Site Piped Utility Allowance Storm Drainage Water Sanitary Sewer Fire Sprinkler
$ 4,000.00 $ 6,500.00 $11,000.00 $ 8,500.00 $ 30,000

1.6 Electrical Service/Distribution See Perf Accommod incl

1.7 Lighting Interior incl T-24 $11,500 Allowance $ 11,500

1.8 Lighting Exterior Pathway $ 8,000 Fixt + Labor $ 12,000

1.9 New Shrubs/Trees $16,000 Allowance $ 16,000

1.10 Planting Mulch $12,000 Allowance $ 12,000

1.11 New Sprinkler Irrigation $ 5,000 Allowance $ 5,000

1.12 Electrical - General Incl with Performance $ incl

1.13 Low Voltage Systems (incl fire alarm, security, page, cctv) $ 8,500 $ 8,500 1/14 Plumbing Fixtures & Piping 14T+7U+8L $ 41,000

1.15 New Bldg Pad Slab on Grade Allowances 1,550 SF @ $30/SF $ 46,500

1.16 New Bldg Superstructure Allowances 1,550 SF @ $210/SF $ 325,500

1.17 New Bldg Roof Systems 5,200 SF @ $40/SF $ 208,000

1.18 HVAC Allow $14,600 $ 14,600

1.19 Fire Sprinklers Allow $ 8,500 $ 8,500

1.20 Pathway & Ramp Rails & WC Guides Allow $32,000 $ 32,000

1.21 Tile Flooring Allow $10,500 $ 10,500

1.22 Sales Counters & Deal Plates Allow $6,000 $ 6,000

1.23 Subtotal Audience Accommod $ 832,351

1.24 Contingency 12.5% $ 104,044

1.25 Bond T.B.D.

1.26 Insurance T.B.D.

1.27 Prime Contractor Fee T.B.D.

1.28 Indicated Audience Accommod $ 936,395

SITE INFRASTRUCTURE RELATED ACCOMMODATIONS
Project: Forest Theatre – Selected Adaptations
Date: June 19, 2009

Item No. Description Basis of Allowance Allowance Cost
1.1 Selected Tree Work, Surface Grading Allow $ 20,000

1.2 Parking-1 Surface & Sub Prep 4,234 SF @ $1.35/SF $ 5,716

1.3 Parking-2 Surface & Sub Prep 6,076 SF @ $2.80/SF $ 17,012

1.4 Drive Strip Surface & Sub Prep 4,938 SF @ $1.35/SF $ 19,752

1.5 Parking-1 Edge Gutter 211 LF @ $14/LF $ 2,954

1.6 Parking-2 Edge Gutter 303 LF @ $14/LF $ 4,242

1.7 Site Drainage Allowance $ 35,000

1.8 Site Run Off Retention & Edge Retaining Walls for Fence 00.00 $ 50,000

1.10 Electrical Service/Distribution Ref Audience & Perf Accommodations incl

1.11 Parking Lot Illumination Allowance + Labor + Conduit $ 16,000

1.12 Site Furniture T.B.D.

1.13 Shrub/Tree Supplement Allowance $ 40,000

1.14 Planting Mulch T.B.D.

1.15 Landscape Sprinkler Irrigation T.B.D.

1.16 Parking Lot Illumination & Power Allowance $ 22,000

1.17 Site Enclosing Wd Fence (Grape Stake) 1,150 LF @ $14/LF $ 16,100

1.18 Entry Arch Replacements Allowance $ 32,000

1.19 Site Signage Allowance $ 3,000

1.20 Subtotal Site Infrastructure $ 283,776

1.21 Contingency 12.5% $ 35,472

1.22 Bond T.B.D.

1.23 Insurance T.B.D.

1.24 Prime Contractor Fee T.B.D.

1.25 Indicated Site Infrastructure $ 319,248