TO: Mayor and City Council
THROUGH: Steve Powers, City Manager
FROM: Peter Fernandez, PE, Public Works Director
SUBJECT:
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General obligation bond-funded project to renovate the Salem Public Library
Ward(s): All
Councilor(s): All
Neighborhood(s): All
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ISSUE:
Update on the project to renovate the Salem Public Library using bond funds approved by the voters in November 2017.
RECOMMENDATION:
mmendation
Information Only.
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SUMMARY AND BACKGROUND:
In November 2017, City of Salem voters approved an $18.6 million bond measure to construct critically needed improvements at the Salem Public Library located on the Civic Center campus. Staff have prepared a project delivery plan and schedule for design and construction of the Library renovation project.
FACTS AND FINDINGS:
Project Delivery Plan
The primary goal of the project is to seismically retrofit the building structure, shelving, and adjacent parking structure to withstand a catastrophic earthquake. The nature of the structural improvements planned for the Library will impact all of the major building systems, providing an opportunity to make needed repairs and upgrades to the plumbing, lighting, HVAC, electrical, window, and roof systems. Americans With Disabilities Act (ADA) upgrades and interior and exterior revitalization improvements will complete the project.
A City project manager has been assigned to lead the effort and will be supported by an Owner’s Representative firm that has specialized expertise in managing building design and construction. Building renovations will be designed by a full-service architectural team that includes structural, mechanical, plumbing, and electrical engineers, and interior designers.
At a future City Council meeting, staff will recommend that Council authorize an alternate contracting method known as Construction Manager/General Contractor (CM/GC) for constructing the improvements. This is due to the time constraint of the schedule and the highly coordinated nature of the work. This method allows both price and qualifications to be used when selecting a contractor instead of the standard low-bid award process. It also allows the contractor to join the project team during design activities so the City and contractor can work together in a more collaborative manner.
Schedule
A project schedule has been prepared to coordinate all of the critical work activities. At a high level, major project phases:
• 2018 - Select and hire Owner’s Representative, Project Architect, and CM/GC firms. Begin building design and develop a strategy for moving Library operations to a temporary facility.
• 2019 - Complete building design and secure a temporary facility for Library operations.
• 2020 - Move Library operations to a temporary facility and begin building construction.
• 2021 - Complete building construction and move Library operations into the renovated building.
Current Status
Several initial activities are already underway and many more are planned:
1. The sale of the bonds is planned for late March 2018. The closing date sets the target to spend 85 percent of the bond funds within three years.
2. A project charter is under development to define specific goals and objectives, as well as define roles and responsibilities for the project team. Public involvement will be a key component identified in the document.
3. A Request for Proposals (RFP) will be issued in February 2018 to obtain Owner’s Representative services. The Owner’s Representative will assist the City project manager throughout design and construction activities.
4. An RFP for design services will follow later this spring to select the best Architectural/Engineering design team for the project.
5. Discussions on a strategy to temporarily relocate Library services and identify a suitable location or locations will begin later this spring.
6. Cost escalation in the construction industry is impacting projects throughout the country. The project team will develop a prioritization system for the proposed improvements to respond to anticipated budget impacts.
Brian D. Martin, PE
City Engineer
Attachments:
None