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LEXINGTON• _COMIXUNITY CENTER MI M.., ..,„„ Board o elect ne March 10 , 2014 -._.. .iik _ LEXINGTON COMMUNITY CENTER— March 5, 2014 Steffian Bradley Architects United States•United Kingdom•Canada•China Analysis Since213/14 Board of Selectmen Meeting • BR+A developed two equipment options to deliver environmental requirements (temperature & ventilation) with both options including new digital controls. • Option 1 ) Reuse boiler & chiller, add energy recovery ventilation (ERV) and variable refrigerant flow units for additional cooling capacity requirements • Option 2) Replace boiler and chiller with newer, higher efficiency units, new fan coils (ECM), and energy recovery ventilation (ERV) • SBA contracted Shawmut Construction to perform constructability analysis of 1/24/14 DD plans, as approved by AhCCAC, and add both equipment options 1 & 2. This includes construction estimate, schedule, and value engineering suggestions. • SBA contracted BR+A to perform a building energy model and life cycle costing analysis for implementing option 2 and to add higher insulation values in the walls and ceiling. • SBA, BR+A, Shawmut and Town of Lexington met January 29, 30, February 5, 7, 12 (with Energy and Sustainability Committee members), 13, 26, and March 3 to discuss the options, costs, and schedule impacts of the various scenarios. LEXINGTON COMMUNITY CENTER— March 5, 2014 Steffian Bradley Architects United States•United Kingdom•Canada•China Findings • The technical analysis found that implementing the project in one phase instead of two should only extend the occupancy date by 4 to 6 weeks, with an opening of the first week in March. • The capital costs to perform the work in two phases increases direct costs approximately $382,000, increasing project costs $484,000. • The existing building has good insulating properties, and adding additional insulation does not improve comfort or enough energy savings to justify the expense • Replacing the chiller and boiler with more efficient, newer equipment would result in a simple pay back of 27 years LEXINGTON COMMUNITY CENTER— March 5, 2014 Steffian Bradley Architects United States•United Kingdom•Canada•China Recommended Budget Lexington Community Center Total Project Recommended STM 11/4 31512014 ss� � d a.. �. «. �, ,..�,....�,. .., Direct Cost Subtotal $1,765,000 $3,675,000 Direct Cost Markups and Contingencies General Conditions, General Requirements. Insurance &Fee 232% $409,000 232% $853 000 Price and Design Contingency 18% $326,000 12.5% $459.000 Escalation Contingency 0% $0 0% $0 Estimated Construction Cost $2,500,000 $4,987 000 Construction Change Order Contingency 7.5% $187,000 5.0% $249 000 Total Estimated Construction Contract $2,687,000 $5,236.000 ": A&E Design Development& Construction Documents 6.5% $162,000 7 0% $349 000 A&E Bidding& Construction Administration 2.5% $62,000 2.5% $125 000 FF&E $75,000 $125 000 Transition Costs $0 $50,000 Consultants (legal, testing) $10,000 $10,000 Commissioning $15,000 $50 000 Total Estimated Soft Cost for Phase 1 $324,000 $709,000 Hard Cost+ Soft Cost $3,011,000 $5,945 000 Project Contingency 3.0% $88,000 3 0% $175 000 $3,099,000 $6,120,000 Other Considerations Sidewalk Design $20,000 $20,000 Sidewalk Construction $100 000 Additional Fees(Constructability & Carriage House Evaluation) $50,000 $80,000 � `—c i *t a r+r+s,n �� ,� � -. „�� e l r c n.:.. ,. �Mta _ �, +,. fi,sh3w"v'. ..'. ..tom"•'�.` ",P r*a'k s�r- f .e ,-`" ��' ',vim ' . ,...," . '°� 'm:. - 3 �,,..'t'' at -� � � $3,169,000 $6,320,000 LEXINGTON COMMUNITY CENTER — March 5, 2014 Steffian Bradley Architects United States•United Kingdom•Canada•China `Recommended Schedule- 2015 March April May June July August September October November December Januar! Februay Mara to Recommended 1. yv o c e r ,V- V' `l vp V r V .P- nr sr V' V ! a' T P r p u� u� u� 0 { a � � � r a vv a � � � � b a ar= oE � 458 fl t2 � .- � t25 u2 til o � � � a`o a � w m i; o � � ao m I U .` N m a a .'+� m fl `" a Wm m •n Project Schedule coI � , � � P. NMt P ; Ig .- mgV § 0000 — � � aaa N '; ; ; N MM 6 M M FA M @' :ii: 'V' C IA TiN IA tO f0 !O (� !O f� F. � � m � m (A � � V. 01 f� � a b Y m 3 Start Finish I ( I I 'Construction Documents Current 4/14/14 I AhCCAC Meeting-Scope/Costs 1 3/5/14 I User Group-Kitchen -I 3/12/14 ( I User Group-Workshop I 3/13/14 I ( I I I User Group-Council for the Arts I 3/14/14 4- _ I_II I _ User-Group-Board of Health I 3/19/14 I I I I — User-Group-Fire:&Police-Depts I 3/20/14 I I I I I I AhCCAC Meeting-Technology 1 4/2/14 ♦ I I I I I ' AhCCAC Meeting-Safety I 4/7!14 Bid--Filed-Sub Bids 1,3 4/14114 5/5114 I I 1 I I I I Bid--GC 14 4/14/14 5/12/14 I II I I I I I I I I —►— Contract Award 2 5/12/14 5/26/14 — I I 71• 1, - 1 I Peimit 4 5/26/14 6/23/14 I 1 II I i Construction 27 6/23/14 12!29/14 I I KIM'..: .°' `l. -01- :. .1:low:gisormit Maw wileMvik I I I i I Commissioning 5 12/29/14 2/2/15 —.— �I Occupancy -4 2/2/15 3/2/15 I I I I I I I I I I I I Rip,..p-4. II I I I i II II I I I I I LEXINGTON COMMUNITY CENTER— March 5, 2014 Steffian Bradley Architects United States•United Kingdom•Canada•China What Is Includedin Recommended Scope • Lighting fixtures approximately 50% LED. New Philips InstantFit LED lamps are not recommended at this time. • Sufficient cooling capacity to cool rooms to 74 degree F, per Town guidelines • Sufficient heating capacity to heat rooms to 70 degree F, per Town guidelines • New energy recovery ventilation to provide efficient ventilation for offices and assembly areas as recommended per American Society of Heating, Refrigeration, and Air-conditioning Engineers Standards • An accessible entrance into the Mansion from the patio, and replacement of the patio stones with an accessibility compliant surface. • A sidewalk extending from Marrett Road to the existing Community Center sidewalk • Repairs to building envelope including trim/facia/sealants LEXINGTON COMMUNITY CENTER— March 5, 2014 Steffian Bradley Architects United States•United Kingdom•Canada•China What Is Not Included in Recommended Scope • Neither a 250 kw generator nor a 450 kw generator (required to maintain environmental conditions) since the installed cost of the small generator exceeds $500,000. • An integrated manual transfer switch with distribution for connection of a portable 250 kw generator, as installed cost exceeded $250,000. • Additional insulation in wall cavities. It was estimated that, due to the amount of wood trim and detailing, opening the walls, replacing the insulation with foam to increase the R value from 19 to 30 would cost over $850,000, but yield only $47/yr in savings • Similarly, adding additional batt insulation above the ceiling to increase R- value from 30 to 50 would cost approximately $50,000 and yield only $10/yr in savings LEXINGTON COMMUNITY CENTER— March 5, 2014 Steffian Bradley Architects United States•United Kingdom•Canada•China Life Cycle Cost Analysis of Option 2 ., New Chiller and Boiler Plants, New Fan Coils (ECM), New ERVs DDC Compared to Existing Chiller and Boiler Plants,New ERVs and VRF, DDC -,minimommim Option 2 NPV Additional Investment 100,000 , Annual Operating Savings (Year one rates 0 - - ,s s4': a , ` } ;" ri" x` Simple Payback Period " ' ,i (100,000) Return on Investment , i ', , ; ,, _ .f- T ,(200,000) 'n Option 1 Net Present Cost cn 1'300,000) = E Option 2 Net Present Cost z 1400,000) 20 Year Net Present Savings 1500,000) 20 Savings to Investment Ration* k` _ (600,000) Discounted Payback Period (years (700,000) __,, . , ,. .,_ Internal Rate of ReturnYear • Remaining useful life of boiler and chiller is on the order of six to ten years. LEXINGTON COMMUNITY CENTER — March 5, 2014 Steffian Bradley Architects United States•United Kingdom•Canada•China "Lower Level Floor Plan CHILLER LER ROOM .J -i L__J L__J L_-J L__J L__J �� _ r•--_I r---J 1----I r---I r---I IMI .1 L__J L---J L__J L----I L----I rl ELEC.Room . f � a' ETRgYp7Y gpLAyBE 1 I I L__J L__J I FilmElir L__J $' ze�wao LJ +y r---1 r-----1 r-- P---E r---I ar---1 r--� r--� r--l r--� —1' L__J L__J I----J L__J L-_J -. Raman/ND FITNESS L J L J L J 1, 870 SF 11��l qt. TIE SF CORRIDOR JJ 1 I I 1 I! )1 Y3p7A611NCAt J - i fTORAS,E LSTEt. pg a_,_. S ® .iN ROOY STAIR CORRIDOR ELM .. _ ___ `J{SNETQR CLOSET MAME 8715RME II, '_' 770 EF 7'M EF 1[8 ,,,,.E- .' BEY'_ il) _,...em,\rl ,.—.... ..,-. --...._7 Ir 1"--• S TO R __ 11 0 ii ELEN. , _ .. I 4!99111 I SHOP I 1..................,-... "' G.11 SF c STORAGE 326 SF r ':. NEW MECHANICAL AREAWAY LOCATION LNRE9 ACCESS _ 1 1 I El s7Mil ® ® - LAMED ACCESS p90,AMU" 1 I `r1 59 L..® 1$DR IF ETQSARE +118 EF -1 CI ® o fj"1 IIr;��. �� I^ O PIYOPQeSO ryY' a n 794 IF I dil Jv,.. .,._.......__ LEXINGTON COMMUNITY CENTER— March 5, 2014 Steffian Bradley Architects United States•United Kingdom•Canada•China First Floor Plan I r.-----i-,-:----:-.=.-------------- - L. 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WI SF 2224 LOJINCE‘V' .."9/5111:1,,,,i .1 0 i .--4-, FICC42 IMPART ' RAMP WISE I 1° IIIIII Di eV IF 'NI FOYER D NEW ACCESSIBLE RAMP LOCATION 4 ( •111211011111INC4> * 1 i 1 IIINIIIIIIII 1 •• ' 11.M.11 " " 1 i I 717 1-' t3 9..., ] ID L.1* OD., .,,,••.------, „,. taw zak. 1 r .. _ • L._ _--. -_...___, '47,11 ' 0 1 MANSION AREA. LEXINGTON COMMUNITY CENTER— March 5, 2014 Steffian Bradley Architects United States•United Kingdom•Canada•China Second .Floor Plan ._. ._ ._. . 1 r .gig = iiii 1 sn SF a _1 PUBLIC. II IIIIIIpos,,_ I .�'■ri' y� 08 VESTIBULE ;i /'�.'+l`Ri l ri . wr - 21 EF S }�ylltyl�dy�}y�y�y R Y�{1iir fp sEATN6M - _. IGLO t�:'1'I LILIL_IUJLJI_I !!//if 7}1 !!I II tuna= T `, a BB C1F9f9Firit91=1=11=1F11=11) S NAM : LVL IL S L 11 1 ti M°T4AlIRPOUIF II n�n=' ?Bi SF Ski GGI r....„._.... >-..-a.r ,_...,R..� I �id F=k�dkiFJk ldl-J4dke BEM te SF Sa�ILTwuRPate ] I I I— I I I 1 nr nt1 ,Ii._ ,wo.. * . _ _r_ ,. _L I I � / /per fig} NUL74PURP0E I PROD aroR I I I WORSE , .! SE �� 1-1.4 N W d-I E mat I �' I at 161 4' `. ETAS v CORRIDORL9 I:I MIR/RUM w D es I 1 LY9SY ,----- -11-1____t a L1 L___J II ` I warm _._-. STNua c iii..41 I� SIII T( }F rum L. I SS IF i/6EF Flo I E V Ca PURPOSE CD IL, AS6lF}� g I COPY/FILE R—��1� .. 1 NDN Ili71 EI NEW MECHANICAL SHAFT LOCATION I �, 0--11 . i i I\11 SEAS YOUT ,.a.. ,. Uu 1 ST. P LEC EiliS s -.:COOH0. pREK10R � ��� II ywLIC1 - - f♦ f SSIRECTOR Yib DIRE ST j.teGi£CTpt y i4 PROOW W DIR _ r 40S 8F NIBOZFL1 iFA Y _12 W 1-PRIF � SI� I LEXINGTON COMMUNITY CENTER— March 5, 2014 Steffian Bradley Architects United States•United Kingdom•Canada•China Summary • Project can be implemented at a lower cost and without disruption to program in one phase. • With HVAC scope of work now identified, the schedule impact of adding this additional work to the project only extends the schedule about 4 to 6 weeks • Additional funding of $3, 151 ,000 is required at the March 24, 2014 Special Town Meeting to fund the project • This additional funding is estimated as $100,000 from general fund for FF&E and transition costs, and $3,051 ,000 from CPA funds • Opening of the Community Center is project to be the first week of March 2015. LEXINGTON COMMUNITY CENTER— March 5, 2014 Steffian Bradley Architects United States•United Kingdom•Canada•China _.. _-.;_,_:-. _'fib._' i". .s =. 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I. .k N��r, �- -��. _ _ . __ _ _ _ __ _ _ - _ - ._... _:-a,fio- _z ,t'a_- �. ,><. .It xk _ �_. - ..�-' �'l5'ai i-�i.?$'}�' N�? vii x - - __ ,..s .- .. c .,.. _ -= r-+1�. _ __ _ ._ _ ._.�4f .a. a_ ..-. -.-_ _. ...- .ate. •_ _ .. fs .. _ .x _ _ __ _ EE it Fe1M1-�r„7%13'•r.J_ :'€'-. . - :c: ,,,. .s.etT.i _ ,. xa d' ,,,� ,., a.._...�«fc m„ . r.G,. u..:�:..3:=-' .`-'i'.�A�f ra .:an-..':' --,�,:en�'m�:<,ei:..._.ET ,a-._ :`F< .:. ........ :..�'�::r5:r< >, ... ,�r�._-, ,: r ,._, ,._. ..=a._ ...;a;"9 „ -.=..... -: ., :,:ww. .'rr•=" _ CPA Fund - Projected Revenues and Expenditures - (A) (B) (C) (D) (E) (F) (G) (H) (I) (J) I Projected Revenue j Estimated Resources on Hand at 2014 ATM FY2015 FY2016 FY2017 FY2018 FY2019 FY2020 FY2021 (1) Property Surcharge ,-.4 $ 3,907,000 $ 4,043,745 $ 4 185,276 $ 4,331 761 $ 4,483,372 $ 4,640,290 $ 4,802,701 (2) State Match.' 3 $ 927,310 $ 959,766 $ 993,358 $ 1,028,125 $ 1,064 110 $ 1 101,353 $ 1 139,901 (3) Investment Income 2 -$ $ 14,000 $ 14,490 $ 14,997 $ 15,522 $ 16,065 $ 16,628 $ 17,210 (4) Undesignated Fund Balance (5) Total $ 3,428,334 $ 4,848,310 $ 5,018,001 $ 5,193,631 $ 5,375,408 $ 5,563,547 $ 5,758,271 $ 5,959,811 I Projected Allocations into Reserves and Claims Against Reserves (6) Open Space $ 484,831 $ 501,800 $ 519,363 $ 537,541 $ 556,355 $ 575,827 $ 595,981 $ $ (504,800) S (519,363) $ (537.541) $ (556 355) S (575.827) $ (595,981) (7) Historic Resources $ 484,831 $ 501,800 $ 519,363 $ 537,541 $ 556,355 $ 575,827 $ 595,981 $ (82,427) $ (194.905) $ (501,800) $ (519,363) $ '537 541) $ (556.355) $ (575,827) S (595,981) (8) Community Housing use of resources on hand to fund • $ 484,831 $ 501,800 $ 519,363 $ 537,541 $ 556,355 $ 575,827 $ 595,981 historic resources,community housing and recreation projects at $ (388 455) $ (484,831) $ (50-,800) $ (519.363) $ (537,54 S (556.355) $ (575.827) $ (595,981) (s) Other Projects 2014 ATM $ 484,831 $ 501,800 $ 519,363 $ 537,541 $ 556,355 $ 575,827 $ 595,981 $ (1 149) 5 (483.351) $ '501 800` $ (519.363) $ (537,541) $ (556 355) $ (575,827) $ (595,981) Unbudgeted Reserves $ 2,908,986 $ 3,010,800 $ 3,116,179 $ 3,225,245 $ 3,338,128 $ 3,454,963 $ 3,575,887 Source=Undesignated Fund $ ('77,265) (10) Administrative Expenses Balance($1,875,731), $ ('50.000) $ (150 000) $ ( 50,000) 5 (150 000) 5 '150,000) $ (150 000) $ (150,000) Unbudgeted Reserve (11) Marrett Rd.Construction Phase IA ($576,991)and Historic $ (2,500 000) Resources Reserve(47,278) (12) Residual Balance $ 279,038 $ 3,535,223 $ 2,860,800 $ 2,966,179 $ 3,075,245 $ 3,188,128 $ 3,304,963 $ 3,425,887 I Projected Debt Service-10 Year Term @ 4%(Visitor Center-5 year term) 1 Amount AIM Action I-Y2014 FY2015 FY2016 FY201/ I-Y2018 I-Y2019 l-Y2020 I-Y2021 (13) Wright Farm(actual debt service)3 $ 2,950,000 2012 $ 434,633 $ 424,800 $ 410,050 $ 395,300 $ 380,550 $ 365,800 $ 351,050 (14) Marrett Rd.Purchase(actual debt service)' $ 7,390,000 2013 $ 1,089,774 $ 1,065,100 $ 1,028,100 $ 991 100 $ 954,100 $ 917 100 $ 880,100 (15) Marrett Rd.Construction Phase IA 3 $ 551,000 2014 $„. $ 11,250 $ 77 140 $ 74,936 $ 72,732 $ 70,528 $ 68,324 $ 66,120 Cary Memorial Hall Construction(including $ 8,241,350 2014 $ 168,261 $ 1 153,789 $ 1 120,824 $ 1,087,858 $ 1,054,893 1,021,927 988,962 (16) Contingency) (17) Visitor Center Construction $ 675,727 2015 $ 15,767 $ 162,174 $ 156,769 $ 151,363 $ 140,551 $ 135,145 (18) Potential Center Pool 4 $ 1,200,000 2016 $ 168,000 $ 163,200 $ 158,400 $ 153,600 (19) Potential Center Track Project 4 $ 2,400,000 2017 ". _ . _ , _ $ 336,000 $ 326,400 $ 316,800 (20) Total Projected Debt Service $ - $ r r' • , 36,596 $ 2,796,084 $ 2,871,759 $ 3,110,634 $ 2,998,503 $ 2,891,777 (21) Residual Balance Net of Debt Service $ 1,910,505 $ 1,831,306 $ 124,205 $ 170,094 $ 203,486 $ 77,495 $ 306,460 $ 534,109 (22) Application of Residual Balances .-$ 1,910,505 3,866,015 4,036,110 4,239,595 $_____4,317,090 $____,..0.4,623,550 (23) Net Balances Available $ 2,034,710 4,036,110 $ 4,239,595 $ 4,317,090 4,623,550,-T 5,157,659 1 FY15 figure derived from an assumed 25%reimbursement rate. 2 FY15 figure based on historical experience. FY15 to FY21 assumes a 3.5%annual increase based on assumed growth in the CPA surcharge of 3.5%annually. 3 Given that these projects constitute preservation of historic resources,the annual debt service payments could be applied to mitigate or meet the 10%threshold required under the CPA,thus precluding the need to set-aside a portion or all of the amounts shown in row 7 above.Relatedly,debt service for Wright Farm could be applied to mitigate the 10%threshold for open space shown in row 6 above. 4 Current Estimate of total project cost.Recreation Enterprise Fund retained earnings is a potential source to mitigate project costs. CPA Financial Model 3/7/201411:26 AM