City Hall Proposal

City Hall ProposalTeam Presentation

November 12, 2013

1TeamCity of Palm CoastBrian Rothwell, Purchasing Manager Team LeaderStephen Flanagan, Utility Development ManagerCarl Cote, Construction ManagerDianne Torino, Contracts & Risk ManagerChristopher Quinn, Finance DirectorVirginia Smith, City ClerkBeau Falgout, Senior Planner

C.T. Hsu & Associates, Inc.Jim Hughes, PrincipalTim McNicholas, Principal

Gilbane Building CompanyJoe Frisco, Senior Project Executive

2City Council ParametersAppropriate Project Size and ScopeNo Increase in Existing Residents TaxesUse Existing Financial ResourcesBuilding Permit Fund ReservesSR100 CRA (Town Center) Tax Revenues3Presentation OverviewProject Size and ScopeSpace Needs AnalysisConstruction Management ProcessProject Cost AnalysisFundingCurrent CostsFunding SourcesCapital Improvement PlanCity Council ParametersAction ItemsTimeline4Project Size and Scope

5Space Needs Analysis OverviewPast ExperienceTypical Process Palm Coast Program AnalysisPlan for Growth But Build for Immediate NeedsComparison with Other City Halls6Past ExperienceSince 1984, C.T. Hsu & Associates, Inc. has delivered extensive design services to public agencies in over 20 city hall, county and state administrative facilities

City Hall Projects FeatureWinter GardenDeland ClermontKissimmee

7Sizing Standards

Space Needs Analysis ProcessValues & Goals Confirmation1Preliminary & Final Reports

4Information GatheringLiterature Search & ReviewInterviewingObservationQuestionnaires & SurveysGroup Sessions2Data AnalysisPerformance & Design CriteriaSpace Requirements & RelationshipsCirculationSafety & SecurityFlexibility

3

Matrix Diagram

Bubble Diagram

Zoning Diagrams12348Palm Coast Space Needs AnalysisCity Hall Offices1st FloorPlanningBuildingCode EnforcementCustomer ServiceBACBusiness Tax ReceiptsHuman ResourcesCity Hall Offices2nd FloorAdministrationCity ClerkFinanceEngineeringInformation TechnologyPurchasingComm. & MarketingCentral Park Community AreasCommunity Meeting Rooms (City Council Chambers)Office Area11,48110,448-Public Areas1,9671,414454Meeting Rooms1,1352,0706,028Support Space1,4812,0691,519TOTAL (rounded)32,0008,0009Space Needs Analysis Comparison

10Construction Management OverviewPast ExperienceConstruction Management at RiskProject Cost Analysis11Past Experience

12Construction Management at RiskTradesTradesOwnerConstruction ManagerConstruction ManagerArchitect / EngineerTradesTrades13Benefits of CM at Risk14Cost Analysis15Project Cost AnalysisCity Hall Offices

32,000 square feet2-Story Office Building

Central Park Community Areas

Community Meeting Rooms (Council Chambers)Central Park PavilionAdditional Parking

Construction Costs $ 5,925,000 $ 1,819,000 Related Project Costs $ 980,000 $ 368,000TOTAL $ 6,905,000

Available funds from CRA (Town Center) Refinancing & Building Permit Fund $ 2,187,000

Future CRA (Town Center) revenues as available16Funding17Current City Hall Office CostsCity Hall Office Lease PaymentsFirst 6 Years (through 9/2014)$1,365,000Estimated Next 5 Years (2014-19)$1,435,000Estimated Additional 5 Years (2019-24)$1,510,000

TOTAL$4,310,000

Source of FundsGeneral Fund Revenues18Project Funding SourcesCity Hall Offices

CRA (Town Center) Refinancing $5,792,000Repayment of inter-fund loan from CRA to Capital FundReceived 3 proposals that result in significant savings City Manager (or designee) finalize terms and conditions

Building Permit Fund Reserves $1,113,000Total $6,905,000

Central Park Community Areas

Future CRA (Town Center) Funds $2,187,000

19Capital Improvement Plan

20CRA Capital Improvement Plan

21City Council ParametersAppropriate Project Size and ScopeBuilt for Immediate NeedsNo Increase in Existing Residents TaxesNo Future Lease Payments paid from Property TaxesNo Additional Property Tax Burden on Residents for Project CostsUse Existing Financial ResourcesUse Building Permit Fund Excess RevenuesTown Center (SR100 CRA) Tax RevenuesRepayment of SR100 CRA (Town Center) LoanFuture Tax Increment Revenues (Town Center) for Central Park Community Areas22Action Items23Action ItemsSR 100 CRA BoardAuthorize City Manager, or Designee to Negotiate Refinancing of Inter-Fund Loan (related)CRA Budget Amendment (related)Authorize CRA Central Park Community Area ExpensesCity CouncilSR 100 CRA ItemsAuthorize City Manager, or Designee to Negotiate Refinancing of Inter-Fund Loan (related)CRA Budget Amendment (related)Capital Projects Budget AmendmentArchitectural Services ContractConstruction Management Services Contract

24Action Items Budget AmendmentsNo effect on Property Tax RatesSR 100 CRA Budget AmendmentReflect CRA Loan Refinancing and Repayment of Inter-Fund LoanCity Capital Projects FundAppropriate CRA Loan Repayment of $5,792,529 to City Hall Offices Project Budget

25Action ItemsArchitectural Services ContractRFQ-CP-11-02 City Hall Architectural Services CCNA Process17 Qualification Packages were Received5 Firms were selected to provide Formal PresentationsC.T. Hsu & Associates, Inc. was the top-ranked firm26Action ItemsArchitectural Services ContractScope of ServicesProvide design and construction administration servicesFee for ServicesIn general, design fees range from 7%-12% depending on size of building and services selectedContract FeesBase Fee = $585,500 (7.1%)Specialty Services (Sub-Contracted) = $196,720Optional LEED Silver Certification = $62,000Optional Energy Star Label = $11,000City Hall Comparison Projects (2007-2009)Deland (47ksf/$10.7M):$771,249 (7.5%) Winter Garden (44ksf/$11.4M):$772,998 (7.1%) Lauderhill (40ksf/$13.5M):$1,125,000 (8.3%) Collier County (137ksf/$19.2M):$1,344,000 (7.0%)

27Action ItemsConstruction Management Services ContractRFQ-CP-11-03 City Hall Construction Management Services 18 Qualification Packages were Received4 Firms were selected to provide PresentationsGilbane Building Company was the top-ranked firm

28Action ItemsConstruction Management Services ContractScope of ServicesProvide pre-construction and at-risk construction phase servicesFee for ServicesIn general, CM fees range from 4-7% depending on size and magnitude of costContract FeesPre-Construction Phase Services = Lump Sum $41,890Construction Phase Services = 4.25% of the Cost of the WorkCM Comparison Projects (2013)Eustis Elem. ($12.7M):$722,627 (6%) Cypress HS ($42M):$1,837,868 (4.5%) Little River Elem. ($9.3M):$416,972 (4.5%)

29Timeline30TimelineDesignJan. Aug. 2014PreliminaryFeb. 2014Final Aug. 2014BiddingSept. 2014ConstructionNov. 2014 Sept. 2015OccupancyOctober 201531