Agenda Item No. V. B. 5.
Washburn University Board of Regents
SUBJECT: Architect Contract for Washburn Greek Village
The Washburn University Greek system is an important asset to the University and the community. The emphasis on leadership, scholarship, fellowship, and multigenerational involvement makes the Greek system an important component of the traditions and culture of the campus. The University wants the Greek system to thrive.
We are at a crossroads where some of the houses are in excellent condition and need little for them remain comfortable and competitive. Other houses are in need of improvement not only to meet competitive standards of student living but to meet functional and safety needs. Some have expressed an interest in creating new or newly remodeled space. Some have approached the University about building additional houses on campus. Some may have the capability to privately raise substantial portions of the cost of new or vastly improved facilities while others may not.
Every Greek organization has a slightly different set of circumstances. The University's challenge is to treat individual houses, the Greek system, and the University fairly. This task presents a complicated challenge.
We engaged Treanor Architects, a nationally recognized consultant on Greek housing, to help us gather, sort and aggregate data. They have done an admirable job consulting with each organization to allow each to voice their dreams, opinions and concerns. We listened carefully.
We have tried to look at this from many different perspectives, exploring a multitude of options, and think possibilities exist for how we can help improve Greek housing.
Every Greek organization is an important partner with the University. We think there are reasons why some of the Greek organizations, but probably not all, will want to redefine their partnership with the University through a new housing development.
A new approach to Greek housing on campus is a big undertaking. The budgets run into the millions of dollars. Projects will need to be financed for decades, and the facilities will need to perform for many decades beyond that. Any solution is a long term commitment. Like all housing projects on campus, any project would need to be financially sound and self-sustaining.
With that in mind, we think there are advantages for Greek organizations considering housing projects with the University.
Land in a designated and specific area near existing on-campus fraternities that is ready for development.
WEA will assist with fundraising to assist each organization meet its goal for the project.
Washburn can finance the project with double tax exempt Municipal Revenue Bonds (like those used for both LLC and Washburn Village) with favorable interest rates.
Washburn has considerable favorable experience in both managing large complex building projects and managing facilities.
Washburn builds quality facilities to high standards of both durability and aesthetics. The living accommodations will meet or exceed the quality other university housing and have the services like phone, cable television and internet connections provided in all campus housing.
Both Washburn and the Greek organization will need each other more than ever to ensure strong Greek organizations for decades into the future.
Washburn will provide professional housing management to ensure the high standards of housing quality both students and their parents expect.
Each Greek organization has the potential to have new facilities at a fraction of the cost each would need to raise individually to provide similar space.
Washburn respects the programmatic and ritual requirements of each Greek organization and understands the need for chapter spaces that meets the needs of each organization.
Greek organization participation:
Participate in design
$1 million fundraising
Agree to University housing management, maintenance and housing rates
Contract for 95% occupancy and non-residential member usage fee
Maintain general liability insurance.
All four fraternities have signed a letter of intent to confirm their interest in pursuing the Greek Village Project. Two sororities have indicated they are not planning new facilities, but want to remain in the flow of information.
WEA has considered the opportunities for fundraising and has been in direct consultation with some of the Greek groups at the group's request.
The Board of Regents Project Management Process calls for:
1. Assessment of the need and program statement involving work by constituents of the project and consultants when necessary to priorities needs, wants, and create a framework for preliminary cost estimates and financing schemes.
2. Fundraising Feasibility Study - investigate the potential of fundraising viability
3. Recommendation to request Architect selection - requires Board of Regents action.
4. Architect selection - requires Board of Regents action.
Design, bidding and construction follow according to the process with intermediate Board approvals along the way.
The Board of Regents at its meeting on March 17, 2006, approved the project and authorized the University Administration to begin architect selection.
A Request for Qualification Proposals was issued on March 28, 2006 to thirty-two (32) architecture firms used by other universities for Greek Village type housing. Responses were received from six (6) firms on April 12, 2006. These responses were reviewed by university staff, and four (4) firms were selected for interviews. Interviews were conducted on May 1, 2006 with the following firms:
Trivers Associates, architect of record, project management, architectural design and interior design; Latimer, Sommers & Associates, mechanical, electrical and plumbing engineering; Finney & Turnipseed, structural engineering; and Bartlett & West Engineers, civil engineering and landscape architecture.
Horst, Terrill & Karst Architects (HTK), architect of record, complete architectural services; Mackey Mitchell Associates, specialized housing consultant; Hoss & Brown Engineers, mechanical, electrical and plumbing engineering; Finney & Turnipseed Engineers, structural engineering; and Bartlett & West Engineers, Inc., civil engineering and landscape.
Schwerdt Design Group, Inc., architect of record, architectural design; KSQ Architects, P.C., design consultant; Bartlett & West Engineers, Inc., civil engineering and structural engineering; Latimer, Sommers & Associates, mechanical, electrical and plumbing engineering; Schwerdt Contract Interiors, interior designer.
Treanor Architect, P.A., architect of record, architectural design; Latimer, Sommers & Associates, mechanical, electrical and plumbing engineering; Bob D. Campbell & Company, structural engineering; and Bartlett & West Engineers, civil engineering.
The interviews were attended by the project building committee members. Each committee member was given a rating sheet (standard AIA format) for each firm interviewed. Based on the interview/presentation ratings and reference checks, fee negotiations were conducted with HTK.
The standard State of Kansas rates are as follows:
Amount Exceeding Amount Not Exceeding
7.00% of $0 $2,250,000
6.25% of 2,250,000 4,500,000
5.50% of 4,500,000 6,750,000
5.00% of 6,750,000 ----
Varying degrees of project complexity may result in a higher negotiated fee. The
maximum increase for complexity of an architectural services contract is 4%.
Architecture fees are normally computed and paid based on total construction cost, not total project cost. However, HTK has proposed a fixed fee for their services of $556,000.
For comparative purposes, since we do not have a refined budget for this project, we are computing the comparable architecture fees based on $6,800,000 which is 85% of the total project cost of $8.0 million (based on estimate of $2.0 million per fraternity with four (4) fraternities participating).
Based on the State of Kansas rates, architecture fees would be:
7.00% x $2,250,000 = $157,500
6.25% x $2,250,000 = 140,625
5.5% of $1,800,000 = 99,000
2.25% complexity x $6,800,000 = 153,000
Total Fee $550,125 Average Project Fee: 8.1%
The project will be financed by $1.0 million to be raised from each of the fraternities participating, led by and in cooperation with WEA, for a total of $4.0 million. The remainder of the project ($4.0 million) will be financed by self-supporting revenue bonds issued by the University. On-going operating costs will be funded from the revenues generated by the Greek Village complex.
President Farley recommends the Board of Regents approve a contract for professional services for the Greek Village Project with Horst, Terrill & Karst Architects (HTK) in the amount of $556,000.
Date Jerry B. Farley, President