Agenda Item No. V. B. 6.

Washburn University Board of Regents





SUBJECT: Award of Contract for Washburn Endowment Association Project



BACKGROUND:



A Building Committee was formed and a program statement for the WEA project was completed in the summer of 2003. At its July 23, 2003 meeting, the Board of Regents approved the project program statement with a not-to-exceed amount of $2.0 million to be funded from University reserves.



In August 2004, the University acquired property at 1729 SW MacVicar and began the process to have the property rezoned from "R-1" Single Family Dwelling District to "PUD" Planned Unit Development District (U-1 use group). This rezoning application was approved by the City of Topeka Planning Commission on May 16, 2005, then by the Topeka City Council, with the final certification of master PUD plan approval being granted on July 15, 2005.



At its meeting of October 8, 2004, the Board of Regents approved the project at the MacVicar site to be funded from University reserves and authorized the University to hire architects for the final design. After a review of proposals submitted, four (4) architectural firms were interviewed for the project with William Sheahan & Associates being awarded the contract.



At its September 9, 2005 meeting, the Board of Regents approved the schematic design package submitted by William Sheahan & Associates, and authorized the architect to begin the Design Development and Construction Document phase of the project. At its November 11, 2005 meeting, the Board of Regents authorized William Sheahan & Associates to conclude the Design Development and Construction Document phase of the project and to proceed to bidding.



DESCRIPTION:



Following Board approval to bid the project, invitations to bid were released by the university on December 5, 2005, and sealed bids submitted by seven (7) general contractors were publicly opened on January 5, 2006.



University staff and project architects analyzed the bids. Alternates were considered based upon cost and value added to the project. After careful evaluation, the decision was made to recommend two (2) alternates. The recommendation of alternates does not change the low bid. The lowest and best bid of $1,546,000, including recommended alternates, was submitted by

D. F. Osborne Construction. (Summary of all bids attached.)



FINANCIAL IMPLICATIONS:



Preliminary budget estimates from November were as follows:



Minimum Maximum

Construction costs including contingency $1,420,557 $1,608,407

Reroute sewer line 40,000 40,000

Architectural and engineering fees 113,645 128,673

Total $1,574,202 $1,777,080



Note: The estimated cost of two bid alternates - (1) reducing the building size on the North, and (2) using a shingle roof rather than standing metal --- are excluded from the minimum project cost and included in the maximum project cost.



Based on the bids received, the project budget is summarized as follows:



Base Bid $1,542,500

Selected Alternates (#2 and #4, net) 3,500

Total $1,546,000

Soft Costs, IT and Construction Contingency 334,600

Reroute Sewer Line 27,500

Total Cost $1,908,100

Competitive bids were approximately $81,000 greater than the November base construction cost estimates excluding contingency. Expansion of high speed computer and telecommunication connections are desirable and have been added to the total project cost ($50,000) which is included in the Soft Costs line. Bids for rerouting the sewer were less than projected. Contingencies and fees have been adjusted to reflect cost based on the total construction bid of $1,546,000.



In accordance with the University's Memorandum of Understanding with the Washburn Endowment Association, the University is to provide space for WEA. Funding for the project is to come from University reserves.





RECOMMENDATION:



President Farley recommends the Board of Regents approve the base bid and alternates recommended in the amount of $1,546,000, and approve the University administration to enter into a contract for $1,546,000 with the low bidder, D. F. Osborne Construction.







______________________________ ______________________________________

Date Jerry B. Farley, President


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