HomeMy WebLinkAbout5.129 Original ContractAGREEMENT
TO FUND CONVENTION CENTER SCHEMATIC DESIGN
7) This AGREEMENT is entered into on this ,4 7 ,:9Z- 4 -day of
/,'_Cl) 1982, by and between CLALLAM COUNTY, a
political subdivision of the State of Washington (hereinafter
referred to as "COUNTY and the CITY OF PORT ANGELES, a
municipal coporation of the State of Washington (hereinafter
referred to as the "CITY
IT IS MUTUALLY AGREED AND UNDERSTOOD BY THE COUNTY AND
CITY THAT:
1. This AGREEMENT is entered into pursuant to the authority
of Chapter 39.34 RCW, "Interlocal Cooperation Act."
2. The COUNTY and CITY are each accumulating funds under
the provisions of Chapter 67.28 RCW, "Hotel-Motel Tax."
3. Pursuant to RCW 67.28.210, the "hotel -motel tax" funds
are limited in their use to the acquisition, construction, or
operation of stadiums, convention centers, and performing art
centers, and /or promoting tourism.
4. The CITY has entered into an AGREEMENT with a consultant,
Ellerbe and Associates, an engineer- architect firm, to prepare
schematic design work on the Vern Burton Memorial Community Center
in determining the feasibility in renovating and converting it into
a county /city convention center.
5. Such design assessment will benefit the COUNTY in deter-
mining the appropriate use of the funds which it holds as the scope
of work of the consultant's contract extends to all of Clallam
County.
6. The CITY has complied with all necessary legal procedures
in the selection of •Ellerbe and Associates, for performance of
this AGREEMENT.
NOW, THEREFORE, in consideration of the above representations,
and of the mutual agreements contained herein, it is agreed as
follows:
1. Provided the scope of work of the consultant is as stated
in Section 1 of an Agreement dated December 1, 1981, between the
CITY and Ellerbe and Associates, a copy of which is attached and
incorporated hereto as Exhibit "A the COUNTY agrees to reimburse
the CITY fifty percent (50%), up to Five thousand dollars ($5,000)
of the amount paid by the CITY to Ellerbe and Associates, pursuant
to Section 2 of that Agreement.
2. The CITY will provide an invoice to the COUNTY at the
time the CITY makes payment to Ellerbe and Associates, and the
COUNTY shall reimburse the CITY based on the invoice paid by
the CITY.
3. The CITY, as the administering agency of this interlocal
agreement and the Consultant's contract, shall provide the COUNTY
an opportunity to review and make recommendations at all appropriate
stages of the Consultant's work, including, but not limited to, final
acceptance, and shall consider and implement reasonable. input from
the COUNTY.
Page two
Agreement To Fund Convention
Center Schematic Design
CITY OF PORT ANGELES
OROthY Mbl\ICAN, MAYOR
ATTEST:
c5 /L„;u6
MARIAN PARRISH, CLERK DON FEELE
BOARD OF CLALLAM COUNTY COMMISSIONERS
HARRY L Y ARD, CHAIRMAN
‘.)1)
3
al
C ERK OF THE BOkRD /0
—,0100
APPRO AS TO FORM:
CRAIG D. KaUTSON
DEPUTY PROSECUTING ATTORNEY, CLALLAM
COUNTY
cc: Auditor
Prosecutor
AGREEMENT
This AGREEMENT is made this d.• day of A-Ge 1981,
by and between the CITY OF PORT ANGELES, a municipal corporation
of the state of Washington (hereafter "City and ELLERBE ARCHI-
TECTS ENGINEERS, a Washington partnership (hereafter "Consultant
In consideration of the mutual promises, covenants, terms and
conditions of this Agreement, the parties agree as follows:
PERFORMANCE BY CONSULTANT
1. The Consultant agrees to perform the following work:
1.1 Review existing drawings and reports on, and investigate,
the Vern Burton Memorial Community Center building to determine
expansion and remodeling potential.
1.2 Review the Port Angeles Convention /Community Center Study
and Program (hereafter "Program prepared under contract to the
City by Event and Facility Consultants, and work with that consultant
in identifying those portions of the Program that can be accomodated
by remodeling, and those portions which require new construction.
1.3 Prepare-preliminary designs for the remodeling, and for
new construction, reflecting the recommended spacial relationships
identified in the Program. As a part of this preliminary design,
the Consultant will prepare sight development recommendations and
exterior design solutions.
1.4 Consistent with the preliminary design, prepare recommen-
dations for phasing of the remodeling, and construction; to meet the
City's required, identify alternative methods and systems
where applicable; and prepare estimates of probable construction
costs for the project, including fixed equipment and site develop-
ment.
1.5 Assist the_City in necessary public presentations of the
project as described in the preliminary design prepared by the
Consultant.
PAYMENT TO CONSULTANT
2.1 For the work to be performed under the terms of this
Agreement, the City shall pay a lump sum, not to exceed Twelve
Thousand Nine Hundred Fifty Dollars ($12,950), which includes the
items described in this paragraph. This fee shall include all
work described in paragraph 1 of this Agreement including all
travel expenses and other reimbursable charges necessary to fulfill
the terms of this Agreement.
2.2 The basis of calculation of the fee shall be two and
one -half times direct personnel expense, plus actual reimbursable
charge s
2.3_ Direct personnel expense is defined, for the purposes of
this paragraph, as the direct salaries of all consultant personnel
engaged in the project and the cost of their mandatory and customary
contributions and benefits related to that salary, such as
employment taxes and other statutory employee benefits, insurance,
sick leave, holidays, vacations, pensions, profit sharing, and
similar contributions and benefits.
2.4 Reimbursable charges include the cost of travel and out-
of-town living expenses, long distance communications, reproduction
and mailing, data processing, photo reproduction techniques, and
any state or local taxes imposed upon the work of the Consultant.
'TIME OF PERFORMANCE
3.1 The services to be performed under this Agreement shall
be completed within four (4) months of the date of this Agreement.
3.2 If the services covered by this Agreement have not been
capable of completion_. within the term of this Agreement, through
no fault of the Consultant, the amount of compensation received by
the Consultant pursuant to paragraph 2.1 shall be equitably adjusted,
based upon direct personnel expenses and reimbursable charges
incurred by the Consultant in performance of the work.
EXTRA WORK
4.1 Any additional services beyond the scope of the terms of
this contract will be performed upon written agreement thereto by
the parties and will be compensated on the basis of two and one -half
times direct personnel expense, plus reimbursable charges.
METHOD OF PAYMENT
5.1 Consultant will be reimbursed monthly, beginning thirty
(30) days after execution of this Agreement. Consultant shall
submit an itemized invoice to the City for the work performed.
Payment by the City shall be full compensation for the work
performed and services rendered, and for all supervision, labor,
profit, supplies, materials, equipment or use thereof, and for all.
incidentals necessary to complete the work.
5.2 Payment by the City shall be made within thirty (30)
days of the receipt of the billing from Consultant.
FINAL DESIGN AND CONSTRUCTION
6.1 The time of completion and acceptance by the City of
the preliminary designs prepared by Consultant, pursuant to
paragraph 1 of this Agreement, the City will determine whether to
proceed with final design and construction. At that time, the City
will consider, prior to awarding a contract for such final design,
the knowledge and information developed by Consultant in preparation
of the preliminary design. Preparation of such final design shall
be pursuant to a separate agreement between the City and the
consultant selected for such final design.
OWNERSHIP OF DOCUMENTS
7.1 All drawings, prints, plans, field notes, and other
related documents prepared or obtained by the Consultant under the
terms of this Agreement shall become the property of the City.
FURNISHING OF DOCUMENTS TO CITY
8.1 The Consultant shall furnish to the City ten (10) copies
of the preliminary design.
ACCEPTANCE OF PRELIMINARY DESIGN
9.1 All materials to be delivered under the terms of this
Agreement will be forwarded to the City Manager
for inspection and acceptance. All materials shall be furnished
in a good workmanlike manner, and in accordance with the best
ti-
customs and standards for such work. The decision of the
City Manager
based upon the conformance of the materials to the terms of this
Agreement and the customs and standards for such work. The decision
of the City Manager shall be final. No payment for any
REVISION OF THE WORK
whether to accept such material shall be
such work forwarded shall be made by the City, until the work is
accepted by the .City Manager.
10.1 Consultant shall make such revisions in the materials
delivered to the City as are necessary to correct errors attribut-
able to the Consultant and as required so to do by notification
from the City. Revisions of the work requested by the City after
acceptance of the work shall be paid for in accordance with
paragraph 4, Extra Work.
ASSIGNMENT
11.1 This Agreement may not be assigned without express
written consent of the City.
INDEPENDENT CONTRACTOR
12.1 The Consultant is an independent contractor, not an
employee or agent of the City.
TERMINATION OF AGREEMENT
13.1 The right is reserved by the City to terminate this
Agreement at any time upon not less than ten (10) days' written
notice to the Consulant.
13.2 In the event of the death of any member or partner of
the consulting firm, the surviving members shall complete the work.
13.3 In the event that the partnership or corporation is
dissolved, the signing principal shall complete the work.
13.4 In the event this Agreement is terminated prior to
completion, the original copies of the Consultant's report, all
drawings, prints, plans, and field notes prepared by the Consultant
prior to said termination shall become the property of the City.
13.5 The right is reserved to the Consultant to terminate
the Agreement at any time upon not less than ten (10).days'
written notice to the City if the Consultant's work is suspended
for more than two (2) months or abandoned in whole or in part.
13.6 In the event this Agreement is terminated under any of
its terms prior to completion of the work, a final payment shall
be made to the Consultant which, when added to any payments pre
viozsly made, shall total the same percentage of the amount which
would have been due if the work had been fully completed, as the
work completed at the time of completion bears to the total work
required under this Agreement.
13.7 If the total accumulated payments made to the Consultant
prior to the notice of termination equal the total amount that
would be due computed as set forth above, then no final payment
sha:Ll be due and the Consultant shall immediately reimburse the
Cite for any excess paid.
EN T':CRE- AGREEMENT
14.1 This- Agreement shall constitute the entire agreement
between the parties, and may only be modified by written document,
signed by the parties.
IN WITNESS THEREOF the parties hereto have executed this
Agreement as of the day and year first above written.
CITY OF PORT ANGELES
,l Mayor
A LV-ee.;4e) gefieht
Clerk
ELLERBE ARCHITECTS ENGINEERS
Partner
y
Board of Counts Commissioners
DICK LOTZGESyL, District I
DON FEELEY, District II
HARRY LYDIARIL, District III
FACILITY PLANNING
CLALLAM COUNTY
COMMISSIONERS' OFFICE
TO: Board of Clallam County Commissioners
FROM. Michael R. Wilson (.j
I
SUBJECT: Clallam /Port Angeles Convention Center
DATE. November 30, 1982
COURT HOUSE
223 EAST FOURTH STREET
PORT ANGELES. WASHINGTON 98362 -3098
(206) 452 -7831, Ext. 233
SCAN 575 -1234
The Economy of Clallam County is in a state of crisis and there is significant
need for the county and municipalities within the county to participate in what-
ever ways found acceptable to stipulate economic recovery. The tourism indust-
ry is perhaps the single most unexploited area of industry within our county which
coincidently lends itself to the greatest potential of economic enhancement to
the community. In addition to both the private and public sectors working to
provide a more cooperative and coordinated effort in promoting tourism in
Clallam County, the Board of Commissioners should strongly consider developing
and financially supporting a convention center in conjunction with the City of
Port Angeles.
Convnti ors business can be a big business in Port Angeles, just like it has been
these past five years in Yakima, provided it is properly planned, financed, and
managed. In order for a convention center in Clallam County to be successful,
it iS imperative we do our homework before we break ground. This would include
doing an exemplary job in market research to determine what type of activities,
events and attractions would best suit the facility and our area.
An adequate convention market research report was done by Event Facility Con-
sultants (Mr. Don Jewell) and a fine schematic design. was prepared by Ellerbe
Associates which provides for converting the Vern Burton Memorial Center into
virtliially a new 24,000 square foot convention center facility.
Although this initial effort has been conducted, it is imperative for the county
and City to select a convention center board of directors to perform further
study and planning. As soon as a decision is reached by the county and city to
proceed with this project, the board should be appointed and be charged with
the responsibility of pre -final design and pre- construction planning.
Board of Clallam County Commissioners
Page Two
I wou d recommend that the Board operate independent of Clallam County or the
City of Port Angeles governments, but provide them with fiscal accountability.
The Board should consist of either five or seven members; including a representa-
tive of Clallam County, a representative of the City of Port Angeles, and a
representative from the tourism business community_of each of the three com-
missioner districts in the county.
Every convention has a unique kind of market and appeal. The Board should ac-
tively proceed to assess the unique characteristics, geographic location, and
other special attractions of Clallam County and Port Angeles and develop a plan
based on those positive aspects. The Board should also be responsible for hiring
a (Eonvention center manager, approving the convention center budget, and
adoption of annual operation plans.
FACIL::TY MANAGEMENT
The convention center manager should be selected by the board of directors and be
on bo at least three months in advance of the facility opening. The manager
should primarily be responsible for overall administration of the facility, in-
cluding operational event planning and coordination, marketing and selling, and
budge .i ng.
The convention center manager is a very important ingredient in the formula of
success for tourism development. Therefore, it is essential the individual have
a strong tourism industry and marketing background. Consideration should be
given to having the manager responsible for tourism information and promotion
within -the county. It is important in order to have an effective tourism indust-
ry that we have a central location and individual responsible for coordinating
touri activities'in the Clallam County area. Efforts also should be made to
attract the Forks, Sequim, and Port Angeles Chambers of Commerce into the con
ventin center facility through a cooperative arrangement. The center would
serve as a satellite office for the three chambers and bring about better com-
munication and coordination of efforts to promote tourism and chamber- related
activ
"ties.
FACIL]TY FINANCING
The County and City should expeditiously move toward entering into an interlocal
cooperation agreement as to the financing and management of the Clallam /Port
Angels Cenvention Center before final design is authorized. I have prepared
a.tim table (see attached) which indicates a schedule when events should or
could occur in the development of the convention center.
In order to determine how much the facility would cost Clallam County and the
City of Port Angeles, it was necessary to prepare an estimated 1984 revenue
report (see Exhibit A), estimated budgets for 1983, 1984 and 1985 (see Exhibits
B, C and D), and a financing statement (see Exhibit E). The primary funding
sourcd for the construction of the facility would be the use of the hotel /motel
taxes;of both the county and city, plus ongoing use of hotel /motel tax monies
to pay for the capital indebtedness of the facility.
Board of Clallam County Commissioners
Page Three
The initial operation of the facility will show a deficit, perhaps $33,000 or
more in 1984; therefore, it would be necessary to use hotel /motel taxes or other
financial resources of the county and city (e.g. sales tax) to pay for this
anticipated operation deficit (see Exhibit E for financial detail). As the
activities within the convention center increase, the more revenue will be raised
to su port the facility and, of course, the more hotel /motel taxes will be gen-
erate in addition to sales taxes, gas taxes, etc. If properly promoted and
manag d, there should eventually be adequate funds between the county and city
withi their respective hotel /motel tax funds to pay for the financing of the
facility.
In calculating the figures on Exhibit E, it was determined that the county
would use 80% of its hotel /motel tax and city would use virtually all of its
existing hotel /motel funds to finance the construction of the center. Thereaf-
ter, county would use 80% of its ongoing hotel /motel tax accumulation to
support the operating deficit and bond indebtedness, not to exceed perhaps
$30,0)0.
The amount of County hotel /motel tax for the county without a convention center
is anticipated to be about $25,000 annually. With the recent Hood Canal Bridge
openi g and with a convention center, I would hope we could double that amount.
The m jor "initial" impact of a convention center on the community will be within
the c nfines of Port Angeles, but the "spin -off" effect once conventioneers are
attra ted to Port Angeles will positively impact the outlying areas and the rest
of Cl llam County through aggressive promotion.
The financial support and ownership of the convention center was determined on
a. 80% 20% split: Port Angeles 80% and Clallam County 20 The ownership
formula was based on joint ownership of the building and land improvements, but
not the land itself.
In financing the anticipated construction balance of $870,000, I would recommend
the Bard pursue a Commissioners' Bond which could be obtained, if the market
holds steady the next six months, at a rate of between 9% to 10 Because this
project-is local and backed by the county and city hotel /motel tax, the rate
we would be able to obtain should be as good as general obligation bond rates.
I hav included two amortization schedules (see Exhibit F) received from the
Seatt a law firm of Preston, Thorgrimson, Ellis Holman which reflects the current
marke .rate. If the rates stabilize at this level, the Commissioners' Bond would
seem #.o be the most attractive financing option.
ANTIC:;PATED COUNTY REVENUE
Although we can reasonably predict what the convention center construction costs
and o erating expenses should be, it is most difficult to project the revenue
the f cility will generate or the revenue the county may derive in the form of
hotel /motel tax, gas tax, sales tax, or other sources.
Since the county receives 15% of the first half cent of sales tax raised in
the city, increased business activity in Port Angeles will certainly benefit
Clall County's revenue picture. The primary benefit, however, will be the
Boar' of Clallam County Commissioners
Page Four
stimulus of tourism activity throughout the County which will generate more
spending, more jobs, and more revenue in the county. To emphasize once again,
if the facility is properly planned and operated, it is easy to conclude that
everyone should benefit.
4o
CLALLAM /PORT ANGELES
CONVENTION CENTER TIMETABLE
1. Execution of Clallam County /Port Angeles Interlocal Cooperation
Agreement December 15, 1982.
2. Select Convention Center Committee December 30, 1982.
3. Contract for Final Design January 15, 1982.
4. Final Design Completion March 31, 1982.
P
5. Call for Bids for facility construction April 15, 1983.
6. Award construction contract May 31, 1983.
7. Committee prepare 1983 -1984 Budget July 1, 1983.
8. Committee hire convention center director November 1, 1983
9. Construction completed and facility opening February 1, 1984.
r
1984 ESTIMATED OPERATING REVENUE
CLALLAM /PORT ANGELES tONVENTION CENTER
Rental Revenues
Main Hall (1)
Meeting Rooms (2)
Office Space (3)
Concessions (4)
Catering /Coffee Service (5)
Equipment Rental /Service Charges
Total
Exhibit A
40,000
5,000
3,300
12,500
22,500
5,000
88,300
Notes:
1) Assumes $400/10% rental fee; 100 uses
2) Assumes. $50 average rental fee; 100 uses
No charge to conventions using main hall.
3) Assumes $10 per square foot for approximately 550 square
feet of office space.
4) Assumes 25% of $50,000 gross receipts.
5) Assumes 15% of $150,000 gross receipts
ao
Grand Hall (14,500 square feet)
8 a.m. 12 p.m.
8 a.m. 6 p.m.
6 p.m. 12 p.m.
Room A or B (1562 square feet)
8 a.m. 12 p.m.
8 a.m. 6 p.m.
6 p.m. 12 p.m.
8 a.m. 12 p.m.
8 a.m. 6 p.m.
6 p.m. 12 p.m.
YAKIMA CONVENTION CENTER
HALL RATES
Charge With
No Food
1,045
880
880
300
250
250
600
575
575
Exhibit A
3) Room C (5,591 square feet) or Room D (5,875 square feet)
Charge With
Food
1,045
880
880
500
385
385
Personal Services:
Administrative Expense:
General Manager (2 months)
Benefits (25
1983 BUDGET
CLALLAM /PORT ANGELES CONVENTION CENTER
4,157
1,042
Total 5,199
Office Supplies 250
Communications 300
Dues and Subscriptions 0
Travel, vehicle expense, 200
Advertising and Printing. 1,500
Insurance 0
Professional- Services 0
Total
Exhibit B
2,250
7,449
Personal Services:
General Manager
Secretary /Bookkeeper (2 time)
Building Superintendent (2 time)
Part -Time Employees
Benefits (22
Administrative Expense:
Operation Maintenace Expense:
Utilities
Repairs Maintenace
Maintenance Supplies
Contract Services
1984 BUDGET
CLALLAM /PORT ANGELES CONVENTION CENTER
25,000
8,000
12,500
5,000
11,110
Total 61,610
Office Supplies "1,000
Communications 1,800
Dues Subscriptions 100
Travel, vehicle expense 1,200
Advertising and Printing 3,500
Insurance 6,000
Professional. Services 2,500
Total 16,100
20,000
3,600
5,006
3,600
Exhibit C
Total 32,200
Grand Total 109,910
Personal Services:
Administrative Expense:
Office. Supplies
Communications
1985 BUDGET
CLALLAM /PORT ANGELES CONVENTION CENTER
General Manager 26,250
Secretary /Bookkeeper (xi time) 10,000
Building Superintendent (a time) 13,125
Part -Time Employees 7,500
Benefits (22 12,512
Dues &.Subscriptions
Travel, vehicle expense
Advertising and Printing
Insurance
Professional. Services
Operation Maintenance Expense
,Total
1,200
2,000
100
1,100
4,000
7,000
3,000"
Utilities 22,000
Repairs Maintenance 4,000
Maintenance Supplies 5,500
:Contract, Services 4,000
Exhibit 0
69,387
35,500
Grand Total 123,287
I. Construction Cost:
BUILDING FINANCING
CLALLAM /PORT ANGELES CONVENTION CENTER
Proposed Building (including alternates)
Kitchen Equipment Allowance
Moveable Furnishings Allowance
7.5% Contingency
Tax on Building 6.7Q
Total Construction Cost
Final Design Fee (complete 3/31/83) 60,000.00
II. Capitalization of Project: 80% of
City County Combined
Fund Balance 3/31/83 460,000 173,000 632,000
Final Design Cost 45,000 15,000 60,000
415,000 157,000 573,000
Add:
Tax Interest Accumulation
10/1/83 50,000 13,000 63,000
Minus:
Chamber of Commerce and
Museum Commitments -6,000 0 -6,000
Fund Balance 7/1/83
Construction Cost
Minus: Combined Fund Balance
Balance left to be financed
III. County /City Contribution Toward Financing:
A. Bond Financing:
20 year $870,000 Commissioner Bond (10% interest) would
be amortized at $87,000 for the first year (1984) and an
average of $104,500.00 annual payments thereafter. (See
;Exhibit E).
t- 1984 Bond Payment
Annual Bond Payments
Thereafter
1984 Ancicipated Deficit
$33,025
(See Exhibits A C)
459,000 171,000 630,000
City (78.5 County (21.5 /1 Combined
68,295
82,074,
26,420
1,082,000.00
100,000.00
148,000.00
81,115.00
89,110.00
1,500,225.00
1,500,225.00
630,000.00
870,225.00
18,705
Exhibit E
87,000
22.479 $104,553
Operation Deficit Financing:
City (80 County (20 Combined
6,605 33,025
Startup Costs Financini
{County (80 Combined,
City (80 %1 7,449
5,959 1,490
Assuming a bond issue of $870,000 and amortization over a fifteen -year
period and an assumed
would be as follows:
Payment Date
COMMISSIONER BOND ISSUE
CLALLAM /PORT ANGELES CONVENTION CENTER
12/1/83 -0-'
12/1/84 30,000
12/1/85 35,000
12/1/86 40,000
12/1/87 45,000
12/1/88 45,000
12/1/89 50,000
12/1/90 55,000
12/1/91 60,000
12/1/92 65,000
12/1/93 75,000
12/1/94 80,000
12/1/95 90,000
12/1/96 95,000
12/1/97 105,000
$870,000
interest rate of 9.50 the amortization schedule
Principal Interest Total
87,650 82,650
82,650 112,650
79,800 114,800
76,475 116,475
72,675 117,675
68,400 113,400
64,125 114,125
59,375 114,375
54,150 114,150
'48,450.
113,450
42,275 117,275
35,150 35,150 =r =115,150
27,550 TT 117,550
19,000 114,000
9,975. 114,975
$822,700 $1,692,700
Assuming the same bond issue, but payable over twenty years with -a 10%
interest rate, the amortization schedule would be as follows:
Payment Date Principal Interest Total
_12/1/83 -0- 87,000 87,000
12/1/84 $15,000 87,000 107,000
12/1/85 20,000 85,500 105,500
12/1/86 20,000 83,500 103,500
12/1/87 20,000 81,500 101,500
12/1/88 25,000 79,500 104,500
12/1/89 25,000 77,000 102,000
12/1/90 30,000 74,500 104,500
35,000 71,500`_ 106,500
12/1/92 35,000 68,000 s 103,000
12/1/93 40,000 64,500 104,500
12/1/94 45,000, 60,500 105,500
12/1/95 50,000 56,000 106,000
12/1/96 55,000 51,000 106,000
12/1/97 60,000 45,500 105,500
12/1/98 65,000 39,500, 104,500
12/1/99 70,000 33,000 103,000
12/1/00 80,000 26,000 106,000
12/1/01 85,000 18,000 103,000
12/1/02 95,000 9,500 104,500
$870,000 $1,198,500 $2,073,500
The 80% 20% contribution formula was based on the following data:
r
.,Bond financing
OWNERSHIP FORMULA
CLALLAM /PORT ANGELES CONVENTION CENTER
County
Exhibit G
City Combined
Capital Investment 186,000 501,000 690,000
Property value (Building
Only) 425,260 425,260
Total 186,000(16L7%1 929,260(83.3 $1,115,260
445,800 $1,627,700 78.5% $2,073,500
Grand Total 631,800 (19.8 $2,556,960(80.2 $3,188,760
Area Code 206
457.8575
Mr. Dave Flodstrom, City Manager
City of Port Angeles
140 West Front
Port Angeles, WA 98362
Dear Dave:
WAS:cb
cc: Don Sleeper
Frank Thayer
April 23, 1982
Sincerely,
Port Angeles Public Schools
SCHOOL DISTRICT NO. 121
Superintendent
1 57'
1
J
I have been watching the progress the City has been making towards
plans to convert the former Roosevelt gymnasium into a convention
center. If the Roosevelt gym is converted into a convention center,
I would assume that the bleachers in the gym would be removed.
We are in need of bleachers at both middle schools Stevens and
Roosevelt. We had planned to put bleachers in each middle school
building during construction, but we were short of funds and have
had to delay installing bleachers. The bleachers in the old Roosevelt
gym would be ideal for our two middle schools, with one -half of the
bleachers going to each middle school.
I would appreciate it very much if the City of Port Angeles would
consider donating the bleachers to the Port Angeles School District.
If this approval is granted, the School District would promptly re-
move the bleachers at your direction. Since our school facilities
are now also serving the community by being used and scheduled by
the City for city recreation programs, the citizens would continue
to have use of the bleachers and also it would fulfill a real need
for the School District.
We do appreciate the fine cooperation we have with the City of Port
Angeles.
Wifliam A. Serrette
Superintendent of Schools
5.129
216 East Fourth Street
Port Angeles, Washington 98362
I
AGREEMENT
e.g d. /as
e e 4. /q
This Agreement is made the day of
/I '7. 7. Sr
do vivo., ferlacfab
1981
by and between the CITY OF PORT ANGELES, a municipal corporation
of the state of Washington, (hereafter "City and CLALLAM COUNTY,
a political subdivision of the state of Washington (hereafter
"County
REPRESENTATIONS:
1. This Agreement is made pursuant to the authority of
Chapter 39.34, RCW, the Interlocal Cooperation Act.
2. County and City are each holding funds gathered under the
provisions of RCW 67.28.180 through .210, commonly known as the
"hotel -motel tax."
3. Pursuant to RCW 67.28.210, these funds are limited in
their use to the acquisition, construction, or operation of
stadiums, convention centers, and performing art centers.
4. The City has entered into an agreement with a consultant,
Event and Facility Consultants, Inc., for a determination of need
and potential utilitzation of a conference or convention center in
Port Angeles.
5. Such study will be of benefit to the County in determining
the appropriate use of the funds which it holds, as the scope of
work of the consultant's contract extends to all of Clallam County.
6. City complied with all necessary legal procedures in the
selection of Event and Facility Consultants, Inc., for performance
of this agreement.
AGREEMENTS:
Now, therefore, in consideration of the above epresentations,
and of the mutual covenants and promises contained herein, IT IS
AGREED as follows:
1. Provided that the scope of work of the consultant is as
stated in Section 1 of an Agreement dated June 4, 1981, between the
City of Port Angeles and Event and Facility Consultants, Inc., a
'copy of which is attached hereto as Exhibit "A" and incorporated
by this reference, County agrees to reimburse the City fifty (50%)
percent, up to Two Thousand Five Hundred ($2,500.00) Dollars of
the amounts paid by the City to Event and Facility Consultants,
Inc., pursuant to Section 2 of that Agreement.
2. City will provide an invoice to County at the time that
City makes payment to Consultants, and County shall reimburse City
based on the invoice paid by City.
CITY OF PORT ANGELES
(i- PCB!cice fX
Clerk
BOARD OF LLAM •UNTY
COMMIS
Conu issione
issioner
6ommis on
71) /(-A 2 -ev(if4
cc :Cus d P11
AGREEMENT FOR CONSULTING SERVICES
BE IT KNOWN, that effective on -the
day of
19 the City of Port Angeles, whose address is 140 West Front Street,
Port Angeles, Washington, 98362 (herein sometimes referred to as "City
and Event Facility Consultants, whose address is 4205 SW Downsview
Court, Portland, Oregon, 97221 (hereinafter sometimes referred to as
"Consultant do hereby enter into a professional services contract
under the following terms and conditions:
WITNESSETH:
EXHIBIT A
WHEREAS, the City requires the services of Consultant with respect
to the determination of needs and potential utilization of a conference/
community center in Port Angeles; and
WHEREAS, Consultant by reason of his experience and expertise is
capable of rendering such consulting services; and
WHEREAS, such services are professional and non competitive in
nature.
NOW, THEREFORE, the City and the Consultant for and in considera-
tion of the covenants and agreements hereinafter set forth, mutually
agree as follows:
Section 1
Consultant hereby agrees to perform the following Scope of Work:
Advise in the final refinement of the overall project objec-
tive.
Verify assumptions regarding the convention market in the
State of Washington; identify potential competition; undertake
sufficient market surveys to confirm attitudes and probable
use by state associations of the Port Angeles or Clallam
County area as a convention site.
Draft the most appropriate program of proposed spaces to
accomplish desired goals.
Estimate probable operational costs and revenues.
Recommend alternatives such as project phasing, development of
a totally new center, or abandonment of the entire concept.
Recommend a planned phasing process permitting City /County
officials an opportunity to make go or no -go decisions at
appropriate junctures.
Identify benefits to the unincorporated areas of Clallam
County should a convention /community facility be constructed
and operated in the Port Angeles area.
-1- AGREEMENT FOR CONSULTING SERVICES
Section 2
In consideration of the services described above, the City hereby
agrees to pay Consultant on the basis of monthly statements for time
billed, including travel time, at the rate of Fifty -five Dollars
($55.00) per hour, plus out -of- pocket expenses, not to exceed Five
Thousand Dollars ($5,000.00) without prior authority by the City or its
duly appointed representative.
Section 3
This contract may be terminated by either party upon thirty (30)
days written notice.
Section 4
The Consultant shall not assign any interest in this contract and
shall not transfer any interest in same (whether by assignment or nova
tion) without prior written consent of the City, provided, however, that
claims for money due or to became due to the Consultant from the City
may be assigned to a bank, trust company or other financial institution
without such written consent. Notice of any such assignment or transfer
shall be furnished promptly to the City.
Section 5
Travel undertaken by Consultant and other out -of- pocket expenses
will be reimbursed at cost upon submittal of a list of such expenditures
with appropriate documentation.
Section 6
The City shall make payments of monthly billings submitted by
Consultant by approximately the 15th of a given month providing said
billing is submitted to the City no later than the first of said given
month.
Section 7
All notices to the parties shall, unless otherwise requested in
writing, be sent to the City and the Consultant at the addresses shown
above.
-2- AGREEMENT FOR CONSULTING SERVICES
9
IN WITNESS WHEREOF, the parties have caused this Agreement to be
executed on the day and year first above written.
WITNESS:
Title:
WITNESS:
-3- AGREEMENT FOR CONSULTING SERVICES
CITY OF PORT ANGELES
By: 4';.m /fe.rt.4.1
Date: C, i
EVENT FACILITY CONSULTANTS, INC.
By:
Don Jewell
Title: PRESIDENT
Date:
July 2, 1981
MEMORANDUM
TO: City Council /Manager
FROM: City Attorney
RE: Contract with Clallam County
Reimbursement of Convention Center
Consultant Study
Attached is an Agreement between the City and the County, whereby
the County agrees to contribute up to $2,500.00, or 50 of the
cost of the study being performed b Event and Facility Consultants,
Inc. This is to put into effect an agreement reached earlier this
spring, which the Council directed the City Manager to pursue with
the County.
1/
Dear Mr. Jewell:
Mr. Don Jewell, President
Event and Facility Consultants
4205 S. W. Downsview Court
Portland, Oregon 97221
DF/jh
cc: Councilmembers
Clallam Co. Commissioners
Don Frizzell, Dir. of Parks Rec.
Rob Orton, Dir. of Admin. Serv.
•42e, yOrErv-/- i9
S.
TOURIST MECCA OF THE NORTHWEST
140 WEST FRONT STREET PORT ANGELES, WASHINGTON 98362
June 5, 1981
The City Council, at its June 2nd meeting, reviewed your May 18th letter and
the attached contract. Upon completing that review, the Council approved the scope
of work for_Phase II of the. Convention/Community Center study and approved the
signing of the contract; however, the contract has been amended from the one which
you initially sent me. The amendment comes in Section 6, the last sentence of that
section. I have removed from the signed copy of the contract the reference to a 15%
penalty for late payment. This item was removed simply because it is a deviation
from the standard agreement which the City has used in the past and feels is appropri-
ate for contracting of professional services. With the exception of that one minor
change, the Council is comfortable with the contract and eager to proceed with the
second phase of the work.
As suggested in your letter of May 18th, I would also propose that we immediately
begin with the market verification activity and at the time you have determined that
we have sufficient response to indicate the marketability of Port Angeles as a conven-
tion site, that we would then meet with all interested parties to discuss the findings
and hopefully, to discuss the next step in the process.
Don Frizzell has indicated to me that he has talked with you about the material
to be mailed out about the market verification analysis. If there is need for add-
itional contact, I encourage you to continue to work through Don. If he is unavailable
for whatever the reason, please feel free to contact me.
Again, I look forward to the opportunity of working with you and have been very
encouraged by the progress made in the first phase of this study. See you soon.
Sincerely,
y J. -A ter
Dave Flodstrom, P.E.
City Manager
AGREEMENT FOR CONSULTING SERVICES
BE IT KNOWN, that effective on the l t' day of
19 the City of Port Angeles, whose address is 140 West Front Street,
Port Angeles, Washington, 98362 (herein sometimes referred to as "City
and Event Facility Consultants, whose address is 4205 SW Downsview
Court, Portland, Oregon, 97221 (hereinafter sometimes referred to as
"Consultant do hereby enter into a professional services contract
under the following terms and conditions:
WITNESSETH:
WHEREAS, the City requires the services of Consultant with respect
to the determination of needs and potential utilization of a conference/
community center in Port Angeles; and
WHEREAS, Consultant by reason of his experience and expertise is
capable of rendering such consulting services; and
WHEREAS, such services are professional and non competitive in
nature.
NOW, THEREFORE, the City and the Consultant for and in considera-
tion of the covenants and agreements hereinafter set forth, mutually
agree as follows:
Section 1
Consultant hereby agrees to perform the following Scope of Work:
Advise in the final refinement of the overall project objec-
tive.
Verify assumptions regarding the convention market in the
State of Washington; identify potential competition; undertake
sufficient market surveys to confirm attitudes and probable
use by state associations of the Port Angeles or Clallam
County area as a convention site.
Draft the most appropriate program of proposed spaces to
accomplish desired goals.
Estimate probable operational costs and revenues.
Recommend alternatives such as project phasing, development of
a totally new center, or abandonment of the entire concept.
Recommend a planned phasing process permitting City /County
officials an opportunity to make go or no -go decisions at
appropriate junctures.
Identify benefits to the unincorporated areas of Clallam
County should a convention /community facility be constructed
and operated in the Port Angeles area.
-1- AGREEMENT FOR CONSULTING SERVICES
Section 2
In consideration of the services described above, the City hereby
agrees to pay Consultant on the basis of monthly statements for time
billed, including travel time, at the rate of Fifty -five Dollars
($55.00) pr hour, plus out -of- pocket expenses, not to exceed Five
Thousand Dollars ($5,000.00) without prior authority by the City or its
duly appointed representative.
Section 3
This contract may be terminated by either party upon thirty (30)
days written notice.
Section 4
The Consultant shall not assign any interest in this contract and
shall not transfer any interest in same (whether by assignment or nova
tion) without prior written consent of the City, provided, however, that
claims for money due or to become due to the Consultant from the City
may be assigned to a bank, trust company or other financial institution
without such written consent. Notice of any such assignment or transfer
shall be furnished promptly to the City.
Section 5
Travel undertaken by Consultant and other out -of- pocket expenses
will be reimbursed at cost upon submittal of a list of such expenditures
with appropriate documentation.
Section 6
The City shall make payments of monthly billings submitted by
Consultant by approximately the 15th of a given month providing said
billing is submitted to the City no later than the first of said given
month.
Section 7
All notices to the parties shall, unless otherwise requested in
writing, be sent to the City and the Consultant at the addresses shown
above.
-2- AGREEMENT FOR CONSULTING SERVICES
IN WITNESS WHEREOF, the parties have caused this Agreement to be
executed on the day and year first above written.
WITNESS: By:
�z a'a Y Title:
WITNESS:
Date:
-3- AGREEMENT FOR CONSULTING SERVICES
CITY OF PORT ANGELES
EVENT FACILITY CONSULTANTS, INC.
By:
Don Jewell
Title: PRESIDENT
Date:
;�:.ri1_+.CIr
1. X11 agC r
City •1 of Port Angeles
140 "L Front St1 eet
P W i,uge es, WA 93362
Dear Mr. Flodst -o m:
+f
r •ai
1 s mss
4 C q• iR
tie are in receipt of your letter dated 12 May 1981 and are pleased to
learn tha t the City of Port Angeles and Cl al l am County are prepared to
prc Ted with further study pertaining to a proposed conference /community
center.
In reviewing the Scope of Work as outlined, ned, hl e there z a
1 oiv..ti L r tfrer_ arm_ c�rta i n
items on which we need clarification. Perhaps we should also outline
for your approval our assumed plan for accomplishment of the tasks
involved.
Market Verificatilon We will prepare a survey form that can be
repradoced in your ofrice. We will then provide a list OF appropriate
state /regional organizations to which this questionnaire should be
mailed, along with a staelped, self-addressed return envelope. Replies
will be received by your orrice but forwarded to us for tabulating and
evaluation.
Functional Prot ?ram We will prepare a verbal program of the necessary,
and desired areas for the proposed facility. Any illustrative sketches
or schematic plans requested will be billed as an extra cost.
Financial Estimates We will be responsible for estimating probable
opera'ing costs and revenues. Remodeling and /or new construction
costs most be the responsibility of an architectural firm of your
choice.
Tine Frame 142 are prepared to begin work on this project wi thin two
weeks following receipt of your approval to proceed. It appears to inc
that the market verification should be our first undertaking. As soon
as we have sufficient response to indicate the iliarketability of Port
Angeles as a convention site (or lack of it) we will then develop our
reconnendations for an architectural program.
At this point, it would seem we would have achieved sufficient direction
to warrant a meeting of all concerned parties for an interig report
and review of progress. This will also give Council (Members and
-'ir:•' i to El ods tr•cin
V`38l
71'J 11 l "ii, l to rl' \'v .�r l i' V \J' i, h it _i'
"r. sugge; i, Li ,1 ic: fl C .S O s to 1y
1 lien- J.,'.+?t upon the res: \l is o th i initill I "1?c ?ng we would o
a ..ic'
procding with the ba ance of t;i: report, ,:_Csi sting in develo�en
i T..
pro able construction costs and finally, e r
i41 perhaps one rival meeting to
present our findings and conclusions.
There may also be the need to meet in Port Angeles with the architect,
and /or perhaps the need to schedule one additional review session in
Port Angeles. However, judging from the tone of your letter, you are
suggesting that travel costs he kept to a minimum.
Assuming this plan will meet with your approval, we are enclosing
herewith a draft agreement for your consideration. Should some addi-
tional form be more desirable, please feel free to make any changes
necessary.
We have included $5,000 as a not-to-exceed figure, but understand that
we will be expected to complete the work in the most economical fash-
ion possible.
Please feel free to call or write if you have any questions or sug,es-
ti ohs
Sincerely,
EViiLNT FACILITY CONSULTANTS
Don Jewell, CFE
President
DJ /ba
(IPC W01/0)
Enclosures
r
'EN ENT FOR CO, aTING ERVICES
e. rective on the day or
1 40 L Front SCreet.
cnr 08362 (herein s r`_t:,:es rafe ryr=A to as "City"),
1 isultants, Ar-sai address is 4205 SW Co nsv je,
.17221 .sometimes ?fer1'oa to as
enter into a ;r_ ssio:,ol services contract
,:;3 t2r;i!-s and conditio,is:
WITNESSET
WE =AS, the City requires the services of Consultant with respect
to th e determination of needs and potential utilization of a conference/
community center in Port Angeles; and
WHEREAS, Consultant by reason of his experience and expertise is
capable of rendering such consulting services; and
WHEREAS, such services are professional and non competitive in
nature.
NOW, THEREFORE, the City and the Consultant for and in considera-
tion of the covenants and agreements hereinafter set forth, mutually
agree as follows:
Section 1
Consultant hereby.agrees to- perform the following Scope of Work:
Advise in the final refinement of the overall project objec-
tive.
Verify assumptions regarding the convention market in the
State of Washington; identify potential competition; undertake
sufficient market surveys to confirm attitudes and probable
use by state associations of the Port Angeles or Clallam
County area as a convention site.
Draft the most appropriate program of proposed spaces to
accomplish desired goals.
Estimate probable operational costs and revenues.
Recommend alternatives such as project phasing, development of
a totally new center, or abandonment of the entire concept.
Recommend a planned phasing process permitting City /County
officials an opportunity to make go or no -go decisions at
appropriate junctures.
Identify benefits to the unincorporated areas of Clallam
County should a convention /community facility be constructed
and operated in the Port Angeles area.
-1- AGREEMENT FOR CONSULTING SERVICES
Section 2
In ct nsideration of the r2rvi^'; describe] ..11't:V the City hereby
agrees to pay Consultant cn the td i s of monthly ra th ll nn �s for time
billed including travel t im_',, at the rate oF Dollars
(:i;55.0Q) per hour, plus out -o: -pv'=,.._ t expenses, `1.;;: to exceed Five
Thousar' i Dollars ($5,000.00) wi t(,ou nor authority �y Ln, City or its
duly %ipo;n`.ed representot:
Section 3
This contract may be terminated by either party t:pon thirty (30)
days written notice.
Section 4
The Consultant shall not assign any interest in this contract and
shall not transfer any interest in same (whether by assignment or nova
tion) without prior written consent of the City, provided, however, that
claims for money due or to become due to the Consultant from the City
may be assigned to a bank, trust company or other financial institution
without such written consent. Notice of any such assignment or transfer
shall be furnished promptly to the City.
Section 5
Travel undertaken by Consultant and other out -of- pocket expenses
will be reimbursed at cost upon submittal of a list of such expenditures
with appropriate documentation.
Section 6
The City shall make payments of monthly billings submitted by
Consultant by approximately the 15th of a given month providing said
billing is submitted to the City no later than the first of said given
month. A late payment fee of 15% on any balances in excess of 30 days
may be charged by the Consultant.
Section 7
All notices to the parties shall, unless otherwise requested in
writing, be sent to the City and the Consultant at the addresses shown
above.
-2- AGREEMENT FOR CONSULTING SERVICES
IN WITNESS 1 .-;JE;:E07 ttil pr .s have caused nis Agreent to be
,,;,2c.u?:.2.1•1
cm th. :!ay ar c aove wrinei
WITNESS:
-3- AGREEMENT FOR CONSULTING SERVICES
CITY OF PORT ANGELES
Title:
Date:
EVENT FACILITY CONSULTA:ITS, INC.
By:
Don Jewell
Title: PRESIDENT
Date:
501,;: OF Cot.:{-i1 Y S5i( ;;ER.,
St-'t-
Ms. Susan Moore
President
Forks Chamber of Commerce
Box 1249
Forks, Washington 98331
Dear Ms. Moore:
May 19, 1981
Re: Convention Center Funds
We are in receipt of your letter of May 6, in which
the Forks Chamber suggested that convention center funds
...should not all be used for one project in Pt. Angeles."
We concur with the Forks Chamber position, at least
in part. We do not believe that all the convention center
funds should be spent in a Port Angeles facility. We have
authorized the spending of $2500 for a consultant, Don
Jewell, to perform an analysis of the potential costs/
benefits accruing from construction of a facility either
in Port Angeles, or elsewhere in the County. Included
in the contract retaining Mr. Jewell are explicit provisions
for him to carefully analyze the benefits possible to the
unincorporated County areas by construction of a facility.
Upon receiving the facts available from his research, we
will proceed to take further action on this matter. Mr.
Jewell has been asked to work with the Forks and Sequim
Chambers and Councils as part of his research.
Susan Moore
Forks Chamber of Commerce
Page Two May 19, 1981
We hope this appr.oach will enable all concerned to look
at this matter from a factual viewpoint. If the Forks Cha„'Ci.,. r
has further ideas on this matter, we would be glad to discuss
them with you.
BCC /BGS /slc
cc: Forks Town Council
Sequim Chamber of Commerce
Sequim City Council
C C,
Yours sincerely,
BOARD OF 9T4LAM
COUNTY 01 SSIQNERS
Chairrnan,
Dqn Feeley
Dick/ ?otzceserl'
HarTy Lydiard
P
Amei
[i'y
Mr. Don Jewell, President
Event and Facility Consultants
4205 S. W. Downsview Court
Portland, Oregon 97221
Dear Mr. Jewell:
TOURIST MECCA OF THE NOR IIIµESI
May 12, 1981
-1
140 WEST FRONT STREET PORT ANGELES, WASHINGTON 98362
At a special council meeting April 28, 1981, the City Council, Port
Angeles Park and Beautification Board and the Clallam County Commissioners
reviewed your letter of conclusions and impressions dated April 13, 1981.
In summary, the Council formulated the overall project objective which
reads "a project to broaden and diversify the economic base of the com-
munity, developed as the focal point of the county and the Olympic Peninsula
and enable the center to serve a broader segment of community interests
As you will note, they objectively and selectively eliminated any further
consideration of active sports events in the facility. With the establish-
ment of their objectives, the Council is now ready to proceed with the
next planning development phase. Therefore, the City Council and the
County Commissioners have defined the second phase scope of work to be:
1.) The final refinement of the overall project objective. This to be
done working with the City Council, the Clallam County Commissioners,
Forks and Sequim City Council representatives and members of other
interested groups;
2.) Verify the assumptions regarding the convention market in the state
of Washington; identify potential competition; undertake sufficient
market surveys to confirm the attitudes and probable use by state
associations of the Port Angeles or Clallam County area as a conven-
tion site;
3.) Draft the most appropriate architectural program, including special
relationships to accomplish desired goals.
4.) Develop an estimated financial program for construction and an esti-
mated operation cost of the facility.
5.) Examine and make recommendations on all alternatives, such as phasing
the project, development of a totally new center, or abandonment of
the entire concept;
:SEAL
Mr. Don Jewell
May 12, 1981
Page two
6.) Develop a planning process that is phased in such a manner as to
permit City and County officials an opportunity to make "go" or
no go" decisions at appropriate junctions as further factual data
becomes available.
7.) Identify benefits to the unincorporated areas of Clallam County
should a convention /community facility be constructed and operated
in the Port Angeles area.
It would be the City's intention to enter into the second phase with
your firm, based on the above outlined scope of work, at the earliest
possible time, at a cost of between $2,500 and $5,000. The City of Port
Angeles and Clallam County will be jointly participating in the funding
of the second phase. We are anticipating performing as many functions
which you feel appropriate in order to maintain the cost at as low a level
as possible and still accomplish the tasks necessary to make decisions
which must be made.
In closing, I would like to say the City Council and members of the
community you met with on your first visit here, were impressed with a
your knowledge of the convention industry and truly appreciate your
ability and willingness to discuss the uniqueness of Port Angeles and
Clallam County as a convention community.
We look forward to your response and also to working with you on the
next phase of this most exciting project.
DF/ jh
cc: City Council members
Clallam County Commissioners
Don Frizzell, Dir. of Parks Rec.
James Dinan, Mayor of Sequim
Warren Paul, Mayor of Forks
Sincerely,
Dave Flodstrom
City Manager
4
a-ea-g-°
�.41c4L
MEMO: MAY 5, 1981
TO: MAYOR, CITY COUNCIL AND CITY MANAGER
FROM: DON FRIZZELL, DIRECTOR OF PARKS AND RECREATION I%
SUBJECT: CONSIDERATION OF PHASE II FOR THE CONVENTION /CIVIC CENTER
Attached hereto, please find the draft letter to Mr. Don Jewell, Event
and Facility Consultants, which reflects a summary of the special meet-
ing held by._the Council to consider further direction of the project.
Should the Council agree with the content of the letter, staff will
react accordingly.
DDF /jh
5. 5, P/
Mr. Don Jewell, President
Event and Facility Consultants
4205 Southwest_Downsview Court
Portland, Oregon 97221
Dear Mr. Jewell:
P
iii e es
TOURIST MECCA OF THE NORTHWEST
140 WEST FRONT STREET PORT ANGELES, WASHINGTON 98362
At a special Council meeting, April 28, 1981, the City Council and
Park Commission reviewed your letter of conclusions and impressions,
dated April 13, 1981. In summary, the Council formulated the overall
project objective which reads "a project to broaden and diversify the
economic base of the community, developed as the focal point of the
county and the Olympic Peninsula and enable the center to serve a
broader segment of community interests As you will note, they
objectively, selectively eliminated any further considerations to
encompass sport events in the project.
With the establishment of their objectives, the Council is now
ready to proceed with the next planning development phase. Therefore,
the City has defined the next Scope of Work to be undertaken.
1.) To further refine the'overall project objective.
2.) Verify the assumptions as presented in the April 13, 1981
report by the Event and Facility Consultants.
3.) Draft the most appropriate architectural program, including
special relationships to accomplish desired objectives.
4.) Recommend features necessary for efficient and economic
operations of the facility.
5.) In conjunction with the five objectives and with the archi-
tectural firm, selected by the City, determine probable
costs of remodeling and /or new construction. Estimate probable
equipment costs.
6.) Based on the architectural and engineering comparison findings,
draft a facility program that can be reasonably accomplished
through a.) remodeling or b.) new construction.
Page two
Mr. Don Jewell
May 1, 1981
DDF /jh
7.) Examine alternatives such as phasing the project, a total new
center, abandonment of the entire concept.
8.) Develop a financial program for construction and operation of
the facility.
It would be the Council's intention to enter into the Second Phase
with your firm, based on the above outlined Scope of Work, at the
earliest possible date, at a cost of between $2,500 and $5,000. The
City,_as performed through the First Phase, would be willing to
accomplish as much of the necessary work items in advance for you, which
may result in reducing City cost. It would appear those items the City
could accomplish would have to be identified by you prior to starting.
We look forward to your response and working with you in the next
phase of this most exciting project.
Sincerely,
DF /jh
3
MEMO: FEBRUARY 27, 1981
TO: MAYOR, COUNCIL AND CITY MANAGER
FROM: DON FRIZZELL, DIRECTOR OF PARKS AND RECREATION
SUBJECT: CONSULTANT SELECTION FOR VERN BURTON MEMORIAL COMMUNITY CENTER
As a result of the last countil meeting, staff has submitted a letter
to the three finalists asking them to reappear before the council to
further address the following unanswered questions:
1. Is it possible for the City to have a convention and recreation
multi purpose center jointly? If so, what types of activities
are compatible and what types of activities should be placed
in other more appropriate facilities?
2. What is a market analysis? Why do we need the analysis or is
it even necessary? What will it tell us and would it aid in
final determintation to design scope?
3. Specifically why should the City hire your firm? What and how
would your firm approach this project resulting in the best
possible end product meeting the City's needs within its capa-
bilities?
4. Could your firm and would your firm approach the project
through a two contract arrangement; 1.) conduct the market
analysis and determine a general design scope and; 2.)
final design and construction development? If so, could you
break down each contract by elements and cost?
If the council agrees with this direction and sets the next interview
date, staff will schedule the firms to appear.
II
NOTICE OF MEETING
The Port Angeles City Council and Park Board will hold a special
meeting on Tuesday, April 28, 1981 in the Council Chambers at 134
West Front Street.
The purpose of the meeting is to discuss objectives and alternatives
associated with the convention /community center.
The Park Board meeting will convene at 6:30 P.M., to be followed by
a joint City Council /Park Board meeting at 7:00 P.M.
Distribution: Mayor Council
Park Board
City Manager
Department Heads
The Daily News News Editor
The Chronicle News Editor
KONP Radio Station
KAPY Radio Station
4/27/81
Marian C. Parrish
City Clerk
I 1ll Event t Facility Consultants 8 21,
4205 SW DOWNSVIEW COURT
PORTLAND. OREGON 97221
503/ 292 8910
April 13, 1981
Mr. Dave Flodstrom, City Manager
City of Port Angeles
Post Office Box 1150
Port Angeles, WA 98362
Dear Dave:
In accordance with your request, we are pleased to summarize
some of the comments presented at the special meeting of the
Port Angeles City Council on April 8, 1981.
The conclusions and impressions discussed at that meeting were
based primarily on existing market data, interviews conducted
in Port Angeles on April 6, 7 and 8, 1981 and our own exper-
ience in similar projects.
No priority is intended in listing the following items:
A firm decision is needed by the City Council regarding
the community's long -range objectives before the
highest and best use for Vern Burton Memorial Com-
munity Center can be determined.
Possible objectives in development of plans for the
Center could include:
A A project to broaden and diversify the economic
base of the community.
B A project which will enable the Center to serve
a broader segment of community interests.
C A project to help Port Angeles develop as the
focal point of the County and the Olympic Peninsula.
D A project to improve the Center as a community
sports facility.
It is our opinion that Port Angeles could attract a
number of state and regional conventions annually if
the Center were developed to provide adequate meeting
accommodations.
A strong committment and support from the private
sector, particularly members of the hospitality
industry, will be needed to insure the proper marketing
of the Center, if remodeled.
Page Two
April 13, 1981
Mr. Dave Flodstrom
It is our judgement, at this point, that the highest
and best use of the Center would be its conversion
and expansion into a conference /community center with
recreational activities limited to those of a passive
nature.
The attraction of ten conventions annually to the
City of Port Angeles could have an economic impact
of $1,890,0,00.
Minimum spatial requirements for a conference /community
center call for a large central room of 10,000 to 15,000
square feet,; 3,500 to 5,000 s.f. of meeting rooms plus
a lobby or pre-function space, kitchen, storage space
and other necessary support features.
Any attempt to combine active sports such as basketball,
volleyball or badminton with meetings and /or social
activities can be expected to substantially increase
both capital improvement and operational costs.
State and regional conventions /conferences are not
expected to occupy the Center more than 30 to 45 days
annually during the first few years of operation.
Substantial' utilization of the facility by local
citizens for cultural, civic and social events can
be anticipated.
Use of the Center as a site for events designed to
attract visitors to Port Angeles should be a part of
overall planning.
Further involvement of Event Facility Consultants in moving
forward on the community center project could include the
following:
1. Assist in determination of the most appropriate objectives
for the Center.
2. Verify assumptions regarding the convention market in the
State of Washington; identify potential competition; undertake
sufficient market surveys to confirm the attitudes and probable
use by state associations of Port Angeles as a convention site.
3. Draft the most appropriate architectural program, including
spatial relationships, to accomplish desired goals.
4. In conjunction with an architectural firm selected by the
City, determine probable costs of remodeling and new construc-
tion. Estimate probable equipment costs.
Page Three
April 13, 1981
Mr. Dave Flodstrom
5. Examine
totally new
6. Develop
operational
alternatives such as phasing the project, a
center, abandonment of the entire concept.
a financial program for construction and
costs of the facility.
7. Finally, it is our recommendation that the planning
process, as outlined, be phased in such a manner as to
permit City officials go or no -go decisions at appropriate
junctures as further factual data becomes available.
Until such time as the Scope of Work to be undertaken can
be developed it is impossible to give you a cost estimate
for the next phase of study. However, from our earlier
correspondence dated March 10, 1981, I believe you have a
general idea of our broad estimates.
If it appears the Council is desirous of moving ahead with
the Community Center project, we will be pleased to assist
in any manner which may be appropriate and look forward to
hearing from you at your convenience.
It was a pleasure working with you, Don Frizzel, the Mayor
and others. I want to thank you for your cooperation and
express my best wishes for the ultimate success of the
project.
Sincerely,
EVENT FACILITY CONSULTANTS
Don Jewell, CFE
President
DJ /ew
BOARD OF COUNTY COMMISSIONERS
C a am County
State of Washington
PORT ANGELES 98362
Phone 452.7831
Mayor Sam Haguewood
City of Port Angeles
P. O. Box 1150
Port Angeles, Washington 98362
Dear Sam:
April 16, 1981
Re: Convention Center Funding
We enjoyed having the opportunity to meet with Mr.
Jewell recently, as he was able to provide us with inter-
esting information in a number of areas that were of concern
to us regarding the proposed convention center.
We look forward to receiving additional information
as to the benefits accruing to all County citizens through
construction of the convention facility. We continue to
be interested in supplying some portion of the County's
convention center funding toward the proposed facility.
BCC /BGS /slc
Yours sincerely,
BOARD OF C ALLAM
COUNTY C ISSIONRS
Chairman Disk
Don Feeley
Harry L. Lydiard
gesell
I CALL TO ORDER
II ROLL CALL
Members Present:
Members Absent:
Staff Present:
CITY COUNCIL MEETING
Port Angeles, Washington
April 8, 1981
III V Suspended.
VI LEGISLATION
1. MARKETING ANALYSIS FOR CONVENTION CENTER: D. JEWELL
R
5,129
The special meeting was called to order by Mayor Haguewood at 5:00 P.M.
The purpose of this meeting is to discuss a marketing analysis for a potential
convention center in Port Angeles.
Mayor Haguewood, Councilmen Hordyk, Polhamus, Quest.
Councilmen Boardman, Buck, Duncan.
Manager Flodstrom, Deputy Clerk Headrick.
D. Frizzell, R. Orton.
Parks Director Don Frizzell introduced Mr. Don Jewell to the Council and
audience. Mr. Jewell, President of Event and Facility Consultants, has
been in Port Angeles for the past several days in an attempt to identify
and profile the potential convention /meeting market for the City. He
has viewed the Vern Burton Memorial Community Center to determine its
feasibility as a convention center, and met with several groups which
may have an interest in a convention /sports /community center.
Mr. Jewell then addressed the Council to give a brief presentation on his
impressions over the past several days, based on previous findings and
studies. The City, Mr. Jewell pointed out, has several alternatives for
development of the Vern Burton Memorial Community Center property. But
regardless of which alternative the City chooses, the Center must have
a strong commitment from the City, County and private sectors (i.e the
Chamber of Commerce). Mr. Jewell reviewed several charts which contained
"conservative" statistics on the total convention center market for Washing-
ton State, and the range and amount of convention "draw" that Port Angeles
may expect. He also outlined the economic advantages of a convention center
X in Port Angeles (which could amount approximately $2,000,000 per year);
alternative uses for a community center when it is not being used for con-
ventions; how the main exhibition space and outlying support space can best
be utilized in a convention center; the role of the Chamber of Commerce in
marketing a convention center; and steps the City should take in planning
and developing a convention center.
There were several questions from the Council, staff, and audience in regard
to whether the 4th Street location and isolation of Port Angeles would be a
disadvantage to the success of a convention /recreation /community center;
the staff which would be needed for a "Meeting Planner possible problems
which could arise from a wooden floor, as in the Vern Burton Memorial Corn-
y._ munNyt Center; the County -wide benefits of a convention center; the
feasibility of a self- supporting facility (beyond the hotel /motel tax);
regional and national trends in convention going; the incompatibility of
a combined sports /convention facility; funding for renovation of the Vern
Burton Memorial Community Center and whether it would be better to borrow
funds and build a total facility, renovate on a phase -to -phase basis, or
tear down the existing building and a completely new facility;
expanded planning for the entire area surrounding a convention center;
and the different types of equipment, lighting, etc. which would be needed
for a multi purpose facility.
6
CITY COUNCIL MEETING
April 8, 1981
Page -2-
VI LEGISLATION
2. PAYMENT TO EVENT AND FACILITY CONSULTANTS
VII ADJOURNMENT
Councilman Polhamus moved the Council authorize payment of $2,500 to Event
and Facility Consultants for services performed by Mr. Don Jewell. The
motion was seconded by Councilman Quast and carried.
The meeting adjourned at 6:20 P.M.
1
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1
4/6/81
NOTICE OF MEETING
The City Council of Port Angeles will hold a special meeting on
Wednesday, April 8, 1981 from 5:00 P.M. to 7:00 P.M. in the City
Council Chambers at 134 West Front Street. The topic of discussion
is the Marketing Analysis for renovation of the Vern Burton Memorial
Community Center.
Distribution: Mayor and Council
Clallam County Commissioners
City Manager
County Administrative Coordinator
Department Heads
The Daily News News Editor
The Chronicle News Editor
KONP Radio Station
KAPY Radio Station
Marian C. Parrish
City Clerk
I. CALL TO ORDER
II. ROLL CALL
III V. SUSPENDED
VI. LEGISLATION:
AGENDA
Port Angeles, Washington
Special Meeting
April 7, 1981
5:00 P. M.
1. Presentation by Mr. Don Jewell on Convention Center potential
in Port Angeles.
2. Payment of $2,500 to Event Facility Consultants for services
regarding proposed convention facility (Mr. Don Jewell)
VII. ADJOURNMENT
MEMO: APRIL 8, 1981
TO: MAYOR, COUNCIL AND CITY MANAGER
FROM: DON FRIZZELL, DIRECTOR OF PARKS RECREATION
SUBJECT: PAYMENT TO MR. DON JEWELL FOR SERVICES RE: CONVENTION/
COMMUNITY CENTER
Attached hereto please find for your consideration and approval
a payment, in the amount of $2,500., for the performed services by
Mr. Don Jewell as agreed by the City Council.
Thank you for your time and consideration.
DF /jh
To City of Port Angeles:
Post Office Box 1150;
Port Angeles, Washington 98362
Attn: Don Frizzel
Farm ML 5 N72 the Draw■ng Board Inc Bo, 505, Data, re,os
EVENT FACILITY CONSULTANTS
4205 S.W. DOWNSVIEW COURT
PORTLAND, OREGON 97221
(503) 292 -8910
DATE
STATEMENT:
Professional services per agreement regarding
proposed convention /community facility for the
City of Port Angeles, including travel to
Port Angeles and return, April 5 9, 1981.
1 April 1981
SUBJECT Convention Hall Study
$2,500.00
-rr r4. 4.7.Pr
Sp yi /8 /t
19 8/ fi y
I have attached Mr. Jewell's meeting schedule for April 6, 7, and
8. Several times are available for the Council to meet with Mr. Jewell
besides the night of the 8th.
As we discussed at the last Council meeting, a special meeting of
the City Council has been set for Wednesday, April 8th at 5:00 PM.
The 5:00 PM time was chosen to eliminate any conflict with the
Planning Commission meeting at 7:00 PM and to accomodate Mr. Jewell's
needs.
Mr. Jewell will be conducting the activities which he identified as
Phase I activities in his letter of March 10th. (also attached).
MEMO: APRIL 3, 1981
Mr�a�C�t A,u 4Lys,S -*02,013,5
TO: MAYOR AND CITY COUNCIL
3£)E V4 c r l/ 47 r0Ai SoLT_
FROM: DAVE FLODSTROM 44U -}S.
SUBJECT: MR. DON JEWELL'S VISIT TO PORT ANGELES
DON JEWELL INTERVIEW SCHEDULE
Monday, April 6, 198T
8:30 9:30 Meet with City staff
9:30 11:30 Community introduction
:1:30 2,30 Hotel /Motel Managers
2:45 3:45 Restaurant Owners /Managers and Catering services
4:00 5:00 Recreational Agencies -YMCA, County Parks, City Parks,
Badminton, Boy Girl Scouts, Campfire Girls, Derby
Days, Senior Center and Golden Agers.
Tuesday, April 7, 1981
7:30 8:30 Chamber of Commerce Tourist and Convention Promotion
9:15 10:15 Civic Clubs All Granges, Toastmasters Toastmistresses,
Service clubs, and dance clubs.
10:30 1130 Governmental units -City, Downtown Merchants, League
of Women Voters, School District, County and Peninsula
College
1:30 2:30 Cultural /Performing Arts Community Players, Children's
Theatre, Library and Clallam Art League
2:45 3:45 Business Interest Insurance Assoc., Bar Assoc.,
Peninsula Rental Assoc., and Clallam Car Assoc.
Wednesday, April 8, 1981
9:00 12:00 Prepare to Council
2:00 3:00 Community Action
3:00 4:00 County Government
5:00 7:00 Council Presentation
Event St Facility Consultants
-i_
4205 SW DOWP4SVIEW COURT
PORTLANQ. OREGON 97221
503/292 flat)
March 10, 1981
Mr. Dave Flodstrom, City Manager
City of Port Angeles
Post Office Box 1150
Port Angeles, WA 98352
Dear Mr. Flodstrom:
We appreciate the opportunity to provide additional information regarding
professional services offered by Event Facility Consultants.
Incorporated in 1968, our attention is devoted exclusively to affairs of
the public assembly facility industry. Over the years it has been our
privilege to provide planning and management services for many of the
outstanding facilities throughout the United States, Canada and Mexico.
Some of our current projects include San Diego Convention Center, Moscone
Convention Center in San Francisco, New Orleans Exhibition Hall and
Peoria Civic Center. Expansion studies are underway in several other
cities.
From our extensive experience in the northwest, we believe we can bring
unique expertise to the study of appropriate facilities for the City of
Port Angeles. Some of our convention /community center studies in the
State of Washington have been conducted in Bellevue, Spokane, Vancouver
and Bellingham. Similar projects have been conducted in Juneau, Alaska;
Gillette, Wyoming; and Fitchburg, Massachusetts.
It has been our experience that the interests of our clients are best
served when we are permitted early involvement in the project to advise
on such matters as marketability, architectural programming, and oper-
ating expenses and revenues. Proper analysis of the potential market or
utilization of a facility, we believe, is most important to its long -range
success.
Following extensive conversations with you and Don Frizzel, it is our
opinion that a substantial volume of work should be undertaken prior to
selection of a project architect but that such selection will ultimately,
at an appropriate time, be necessary in order for us to complete our
assignment and for you to have all options placed clearly before you.
Prior to discussions with you and other concerned individuals, it is
somewhat difficult to determine the entire Scope of Work to be undertaken.
However, some of the areas with we would anticipate investigating include
the following:
Mr. Dave Flodstrom, City Manager
March 10, 1981
2
Possible Phase One
Possible Phase: Two
Identify and profile the potential convention /meetings
market for the City of Port Angeles.
Identify existing or possible local public assembly
facility (or _community center) needs.
-Determine passible commercial or entertainment
_utilization of- a_publ is assembly facility.
Indentify the most- appropriate public assembly
facility for the perceived market.
Determine the compatibility of recommended uses.
Inventory local and area support businesses and
facilities.
Identify and evaluate competitive facilities for
the perceived market.
Evaluate site as it may relate to the proposed new
utilization-
Recommend necessary spatial relationships and support
areas needed to develop maximum utilization.
Recommend necessary for efficient and
economical operation of the facility.
In conjunction with architect selected by City,
determine capabilities of the existing structure to
accommodate needed and recommended features.
On the basis of architectural and engineering findings,
draft the facilities program that can reasonably be
accomplished by remodeling the existing structure.
Possible Phase Three
Estimate potential event days or utilization of the
recommended facility if constructed.
Estimate probable operating costs and revenues.
rTh
Mr. Dave Flodstrom, City Manager
March 10, 1981
3
CJ
Estimate costs of necessary equipment for efficient
operation of facility.
Identify administrative alternatives and recommend the
most appropriate for the City of Port Angeles.
Assist -in evaluation of schematic plans for remodeling
as developed by selected architects.
Identify_ possible options or phasing in development of
plans.
Outline both Tong -range and short -term marketing and /or
facility promotion requirements.
On the basis of similar projects, it would be our estimate that the total
Scope of Work as outlined herein could be accomplished for approximately
$15,000. However, it is our suggestion that the study be divided into
three primary segments of $5,000 each with the City retaining the option
to conclude the work following either completion of Phase I or Phase II.
Following review of work in progress, it is believed Event Facility
Consultants will begin a position to begin work on this project within 30
days from notice to proceed. We would anticipate completion of Phase i
within 120 to 150 days from start of work.
All field work will be considered my personal responsiblity; billings
will be submitted monthly; an appropriate contract or agreement will
be provided for your approval and signature.
A copy of our credentials is attached as a part of this proposal as
are current references_ Please feel free to request any additional
information you may require. We look forward to the opportunity to be
of service
Sincerely,
EVENT FACILITY CONSULTANTS
Don Jewell, CFE
President
Enclosures
cc: Don Frizzel
DJ /cys
(meDic) W01 /F
n
BOARD OF COUNTY COMMISSIONERS
Clal la m County
State of i4ashungton
PORT ANC: EL. E$ 98362
Phor.; ?52 :8:21
Dear Sam:
Mayor Sam Haguewood
City of Port Angeles
City Hall
Port Angeles, Washington 98362
March 3, 1981
Re: Convention Center
We are in receipt of a recent letter from Dave
Flodstrom to Ben Stone regarding a proposal to include
County Convention Center funds in the remodeling of the
Vern Burton Gym.
s, t2.9
The proposal would seem to be one that would bene-
fit both City and County residents, and could be a
welcome boost to the area's economic and tourism base.
We would like to discuss this matter with the Council in
the near future, and would like to suggest a joint meet-
ing of the Council and the Board at the Council meeting
of March 17, 1981. Prior to that, we would hope that City
and County staff could meet to discuss the merits of the
plan in some detail, and present us with recommendations
to consider at the March 17th meeting. In this regard,
we would like to have Bob Clark and Ben Stone meet with
those City staff members deemed to be appropriate to work
on this matter.
Sam Haguewood
At this point, we are interested in the proposal, and
appreciate _the City's invitation to the County to work to-
gether on this matter.
BCC /BGS /slc
cc: Bob Clark
Yours sincerely,
BOARD OF CLALLAM COUNTY
COMMISSI RS
„7,077„.„
Chairman, Dia]ctzgesell
1 77
Feeley
Hayy/L Lydiard
March 3, 1981
r i vciit Facility Consultants
4205 SW DOINNSVIEW COURT
PORTtANQ OREGON 97221
503/292 8970
March 10, 1981
Mr. Dave Flodstrom, City Manager
City of Port Angeles
Post Office Box 1150
Port Angeles, WA 98362
Dear Mr. Flodstrom:
We appreciate the opportunity to provide additional information regarding
professional services offered by Event Facility Consultants.
Incorporated in 1968, our attention is devoted exclusively to affairs of
the public assembly facility industry. Over the years it has been our
privilege to provide planning and management services for many of the
outstanding facilities throughout the United States, Canada and Mexico.
Some of our current projects include San Diego Convention Center, Moscone
Convention Center in San Francisco, New Orleans Exhibition Hall and
Peoria Civic Center. Expansion studies are underway in several other
cities.
From our extensive experience in the northwest, we believe we can bring
unique expertise to the study of appropriate facilities for the City of
Port Angeles. Some -of our convention /community center studies in the
State of Washington have been conducted in Bellevue, Spokane, Vancouver
and Bellingham. Similar projects have been conducted in Juneau, Alaska;
Gillette, Wyoming; and Fitchburg, Massachusetts.
It has been our experience that the interests of our clients are best
served when we- are permitted early involvement in the project to advise
on such matters as marketability, architectural programming, and oper-
ating expenses and revenues. Proper analysis of the potential market or
utilization of a facility, we believe, is most important to its long -range
success.
Following extensive conversations with you and Don Frizzel, it is our
opinion that a substantial volume of work should be undertaken prior to
selection of a project architect but that such selection will ultimately,
at an appropriate time, be necessary in order for us to complete our
assignment and for you to have all options placed clearly before you.
Prior to discussions with you and other concerned individuals, it is
somewhat difficult to determine the entire Scope of Work to be undertaken.
However, some of the areas with we would anticipate investigating include
the following:
3, /'2. VI
5, 119
Mr. Dave Flodstrom, City Manager
March 10, 1981
2
Possible Phase One
Identify and profile the potential convention /meetings
market for I the City of Port Angeles.
Identify existing or possible local public assembly
facility (or community center) needs.
Determine possible commercial or entertainment
utilization =of a_public assembly facility.
Indentify the most appropriate public assembly
facility for the perceived market.
Determine the compatibility of recommended uses.
Inventory local and area support businesses and
facilities.'
acil i ties.'
Identify and evaluate competitive facilities for
the perceived. market.
Evaluate site as it may relate to the proposed new
utilization.
Possible Phase Two=
Recommend necessary spatial relationships and support
areas needed to develop maximum utilization.
Recommend features necessary for efficient and
economical operation of the facility.
In conjunction with architect selected by City,
determine capabilities of the existing structure to
accommodate needed and recommended features.
On the basis of architectural and engineering findings,
draft the facilities program that can reasonably be
accomplished by remodeling the existing structure.
Possible Phase Three
Estimate potential event days or utilization of the
recommended facility if constructed.
Estimate probable operating costs and revenues.
Mr. Dave Flodstrom, City Manager
March 10, 1981
3
Estimate costs of necessary equipment for efficient
operation of facility.
Identify administrative alternatives and recommend the
most appropriate for the City of Port Angeles.
Assist in evaluation of schematic plans for remodeling
as developed by selected architects.
Identify possible options or phasing in development of
plans.
Outline both long -range and short -term marketing and /or
facility promotion requirements.
On the basis of similar projects, it would be our estimate that the total
Scope of Work as outlined herein could be accomplished for approximately
$15,000. However, it is our suggestion that the study be divided into
three primary segments of $5,000 each with the City retaining the option
to conclude the work following either completion of Phase I or Phase II.
Following review of work in progress, it is believed Event Facility
Consultants will be in a position to begin work on this project within 30
days from notice to proceed. We would anticipate completion of Phase I
within 120. to 150 days from start of work.
All field work will be considered my personal responsiblity; billings
will be submitted monthly; an appropriate contract or agreement will
be provided for your approval and signature.
A copy of our credentials is attached as a part of this proposal as
are current references. Please feel free to request any additional
information you may require. We look forward to the opportunity to be
of service.
Sincerely,
EVENT FACILITY CONSULTANTS
C7'1-Zt.
Don Jewell, CFE
President
Enclosures
cc: Don Frizzel
DJ /cys
(meDic) WO1 /F
n
February 18, 1981
RE: Hotel /Motel Tax
Dear Ben:
Mr. Ben Stone, Administrative Coordinator
Board of Commissioners
Clallam County Courthouse
Port Angeles, WA 98362
A ii:ees
TOURIST MECCA OF THE NORTHWEST
140 WEST FRONT STREET PORT ANGELES, WASHINGTON 98362
As you know, the City has been studying the possibility of using hotel /motel
tax revenue to renovate the Roosevelt School Gymnasium into convention center
or multi- purpose facility with both convention and recreation capabilities.
One funding option is to combine $300,000 in existing funds with proceeds of a
$450,000 bond issue (serviced by annual motel tax revenue), to renovate the
gymnasium.
The project design fee, along with a potential expenditure for a market analysis,
will not leave us with a very large construction budget.
It occurs to me that the County also levies the 2% motel tax, and this letter is
in inquiry as to whether or not the County might be interested in combining these
fund sources with the City to construct a county -wide center.
Rob Orton has advised me that the County may have obligated all or a portion of
these funds to the City of Sequim and Town of Forks. If so, this may be a moot
issue.
Nontheless, I would hope that you might consider this proposal in a favorable
light as the use of these funds is somewhat limited by you.
The City Council believes that such a facility could diversify City /County tax
bases, potentially produce income to both governments, and contribute, in no
small way, to economic development badly needed in our area.
5.12?
February 18, 1981
Mr. Ben Stone Page -2-
If you need additional information, I would be pleased to before the
Board to further explain our tentative plans for this project.
Thank you.
Very truly yours,
Dave Flodstrom
City Manager
DF:ml
cc: Don Frizzell, City Director of Parks and Recreation
Jack Pittis, City Director of Public Works
NOTICE OF MEETING
44 II
2/3/81
NOTICE OF MEETING
The City Council of Port Angeles will hold a soecial meeting
on Wednesday, February 4, 1981 at 7:00 P.M. in the Council
Chambers at 134 West Front Street for the purpose of conducting
consultant interviews re proposals for design of the Vern Burton
Memorial Community Center renovation work.
Distribution: Mayor Council
City Manager
Department Heads
The Daily News News Editor
The Chronicle News Editor
KONP Radio Station
KAPY Radio Station
Marian C. Parrish
City Clerk
C
AGENDA
Special Meeting
Port Angeles, Washington
February 4, 1981
7:00 P.M.
I CALL TO ORDER
II ROLL CALL
III IV SUSPENDED
VI CONSULTANT INTERVIEWS (for design of the Vern Burton Memorial Community
Center renovation work)
7:00 PM Firm of Bennett, Johnson, Slenes, and Smith
(BJSS) Frank Densmore
7:30 PM Firm of ORB Organization (ORB)
Mr. Bob Bignold
8:00 PM Firm of Makers Eric Anderson
VII X SUSPENDED
XI ADJOURNMENT
MEMORANDUM
TO: Mayor, City Council and City Manager
FROM: Don Frizzell, Parks and Recreation Department a I-
V
DATE: January 12, 1981
SUBJECT: Interview selection of consultant firms to finalize the Vern Burton
Community Development Plans.
In accordance with the previous outlined Gym Development approach we have
received, reviewed and rated six proposals.
Attached are the brief proposal summaries. Each summary represents the
responses from each firm relative to similar project involvement, the project
manager, the Firm's approach and methodology, staff experience, time schedule
and the method of establishing a fee. Additionally you will find the
Consultant's selection matrix which provides a number value for each response
area and a total point value for each respondent.
It is Staff's recommendation the following 3 firms provide personal
interview and presentation to the Council for final selection by the Council.
1. O.R.B., Renton, Washington
2. Maker, Seattle r
3. B.J.S.S., Port Angeles
I offer for your consideration the following time schedule suggestion:
1. February 3 Council Meeting 3 Firm's persent Presentation
2. February 17 Council Meeting Council select a firm and determine
Financing of Development.
3. February 25 Firm Contract Agreement
4. February 26 Plan Design Start.
Should any Councilman desire I will make available any or all complete
proposals for your review.
Thank you for your time and consideration.
I I
I
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O.R.B.
Firm Location: Renton, Washington
I. Similar Projects:
A. Mountlake Terrace Community Center Renovation and Addition Mount
Lake Terrace, Washington
B. Lynnwood Recreation Center Addition Lynnwood, Washington
C. Hillsboro Community Center Hillsboro, Oregon
D. Community Activity Building Auburn, Washington
E. Carco Theater Renton, Washington
F. Lewis County Senior Citizen Center Chehalis, Washington
G. Centennial Hall Convention Center Hayward, California
H. Anaheim Convention Center Anaheim, California
I. Oakland Convention Center Oakland, California
J. Winnipeg Convention Center Winnipeg, Canada
K. Event and Facility Consultants to O.R.B.
1. Muscone Convention Center San Francisco
2. San Diego Convention Center San Diego, Calif.
3. New Orleans Convention Center New Orleans, Lo.
4. Hayward Centennial Hall Hayward, California
5. Tacoma Bicentennial Pavilion Tacoma, Washington
II. Project Manager: Bob Bignold
III. Project Proposal: Above average
IV. Project Approach and Methodology
A. Mostly all in house O.R.B. has Convention Facility Planner,
Recreation Planner, Mechanical Engineer, Civil Engineer and El-
ectrical Engineer on Staff.
B. Would review convention market to include indoor recreation, hotel
and motel facilities etc.
C. Analysis and recommend appropriate activities and facilities, of
useage and probable M and 0. cost.
D. Determine total program by interaction with City Council.
E. Develop schematic design with consideration of future phases.
O.R.B. Project Approach and Methodoloty Cont'd Page 2,
F. Develop design and probable construction cost.
G. Develop construction documents, aid in bidding of project.
H. Provide administration of project if desired by City.
V. Backup Staff All in house
VI. Time Schedule Overall 7 to 10 months to include construction
A. Planning
1. Needs program 6 weeks
2. Program determination 2 weeks
3. Schematic design 4 weeks
4. Design development 6 weeks
5. Contract documents 8 weeks
6. Bidding and negotiation 4 weeks
VII. Method of establishing fee overall fee could be between 8 and 10.6
A. Step 1 Needs and program development Negotiated as a lump sum
contract.
B. Schematic Design Between 1.4 and 1.2%.
C. Design Development Phase 1 Between 1.9 and 1.6%
D. Contract Documents Phase 1 Between 3.8 and 3.2%
E. Bidding and Negotiation Phase 1 Between .5 and .4%
F. Construction Phase If desired by City Between 3 and 1..6
VIII. Principal in Charge Bob Bignold
ITEM
1. Specific Project
Design Experience
2. Project Manager
3. Project Proposal
Evaluation
4. Project Approach
and
Methodolgy
5.
Baclz-up Staff
ro. Time Schedule
7. Method of Establishing
Fee
S. Principal In
Charge
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RATING
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B.J.S.S.
Firm Location Port Angeles, Washington
I. Similar Projects:
A. City Gym Conditions Assessment Port Angeles, Washington,
B. Queen of Angels Church Social Hall Port Angeles, Washington
C. Jefferson County Multi-Use Center Port Townsend, Washington
D. Centralia College Gym Remodel Centralia, Washington
E. Multi- Service Building Olympia School District Olympia, Washington
F. Multi- Service Building Tumwater School District Tumwater, Wa.
G. Cape Flattery School District Multi- Service Building Cape Flattery,
Washington
II. Project Manager Frank Densmore and /or Tim Haley
III. Project Proposal: Average
IV. Project Approach and Methodology
A. The main approach would be mostly in house with the use of an,outside
Firm for structural and mechanical /engineering.
B. B.J.S.S. would be involved with all public meeting presentations and
work sessions.
C. Methodology
1. Establish the final scope of the project set input meetings,
set final budget and present outcome to Council.
2. Develop a final program need plan interview user groups
complete need program then adjust needs to budget present
to Council.
3. Schematic Design and project estimate Final program needs
complete a construction estimate using professinal estimator.
4. Design development and project estimate development of
design documents 2nd professional cost estimation on
construction budget.
5. Construction Documents Finalize construction documents
advert:;.se for bids.
6. Bidding and contract negotiations prepare advertisement for
bids will answer questions regarding construction documents
will aid in reviewing bids and prepare documents for start of
construction.
B.J.S.S: Project Approach and Methodology ContTd. Page 2
7. Construction Control would cost extra.
8. One -Year Warranty Inspection Would complete a punch list
to correct or repair if necessary this would occur if
B.J.S.S. provides construction control.
V. Backup Staff:
A. Harold V. Sargent Structual Engineer Mr. Byron Perkins
B. Blunt and Hamm Engineers
VI. Time Schedule:
A. Overall 8 months up to construction
1. 4 month
2. 3/4 month
3. 1 month
4. 1 3/4 month
5. 1 3/4 month
6. 1 4 month
7. 1 4 month
Contract and Establish Scope
Develop Program Need
Schematic Designs
Design Development
Construction Documents
Bidding and Negotiations
Construction Control
VII. Method of Establishing Fee: 2 possible approaches
1. of Construction Cost as _set by-Public Instruction less Credit or
work already "per -.formed.
2. Hourly rates not to exceed a negotiated maximum.
VIII. Principal in Charge Frank Densmore
3
ITEM
1. Specific Project
Design Experience
2. Project Manager
3. Project Proposal
Evaluation
Project Approach
and
Methodolgy
5 i E _:k -up Staff
6. Time Schedule
1. Method of Establishing
Fee
3. Principal In
Charge
v �Crtaly
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SUERDRUP AND PARCAL AND ASSOCIATES CALVIN JORDAN AND ASSOCIATES
FIRM LOCATION Joint Team Effort Bellevue, Wa. and Redmond, Wa.
I. Similar Projects:
A. Buckley Multi Service Center, City of Buckley, Washington
B. Albuquerque Inn Convention Center Improvements Albuquerque, N. M.
C. Library Senior Center, Town of Milton, Washington
D. University of Missouri Multi Purpose Complex, Columbia, Missouri.
E. University -Civic Amphitheater Multi- purpose Area, Terre Haute, In.
F. Gymnasium Addition West Point, New York.
G. Pacific Center City of Pacific, Washington
H. Physical Education Complex Fairmont, West Virginia.
II. Project Manager R. J. Allen
III. Project Proposal: Average
IV. Project Approach and Methodology
A. Building Survey Provide a more detailed review based upon prepared
condition report.
B. Program Development Outline building's problems and opportunities
consolidate gym potential with City's needs.
C. Schematic Design City's need, building potential and design
parameters graphically prepare preliminary cost estimates.
D. Design Development Fix and describe size and character of the
project Provide life cycle cost analysis refinement of pre-
liminary cost estimates.
E. Development Schedule Establish a schedule of phased development.
F. Construction Documents Prepare drawings, specification and bid
date A construction cost estimate will be prepared.
G. Bidding Will aid in putting project to bid, analyze and aid in
selection of contractor.
H. Construction Act as City's representative in administration of
construction contract would provide construction administration
up to and including full construction management if City desired for
additional fee.
Suerdrup and Parcal Asso. Page 2
V. Backup Staff None required All in house.
VI. Time Schedule
A. Overall 7 3/4
1. 1 month
2. k month
3. 3/4 month
4. 14 months
5. 4 month
6. 4 months
7. 1 month
months up to construction
Building Survey
Program Survey
Schematic Design
Design Development
Development Schedule
Construction Documents
Bidding
VII. Method of Establishing Fee 3 Possible Approaches Fees set by
professional societies.
1. Salary cost times overhead and profit plus out -of- pocket expenses.
2. Cost -plus fixed fee.
3. A lump sum fee.
VIII. Principal in Charge R. J. Allen
ITEM
1. Specific Project
Design Experience
2. Project Manager
3. Project Proposal
Evaluation
4.
Project Approach
and
He thodolgy
5. Back -up Staff
6. Time Schedule
;i. Principa] In
Charge
9.
Y �o r 1 PPG-Pi-es J 5-kw $y r'7 j .21 41 y C fivIsv l---
(PROJMP)
7. Method of Establishing
Fee
U I:i• ;;'1RWE
CONSULTANT SELECTION MATRIX
RATING MATRIX
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(.0
LEA CMB
FIRM LOCATION: Mount Vernon and Seattle, Washington Joint Venture
I. Similar Projects:
A. Community Center Northwest Parks and Recreation District.
B. Activity and Recreation Center Cedar Hills Treatment Center
Maple Valley, Washington
C. Gymnasium and Community Center Holy Family Parish, Kirkland, Wa.
II. Project Manager: Charles B. Chisom CMB Larry Erickson LEA
III. Project Proposal: Average
IV. Project Approach and Methodology
A. The firm explains how it will accomplish the project but does spell
out clearly what will be done.
B. They state they will use the "Critical Path Method
1. Stage I. Site visit, site familiarization, investigation of
utilities, zoning and codes, execution of agreement and program
analysis, cost target and meet with City.
2. Stage 2. Schematic plans and specifications, cost target 2 and
submission to City for review.
3. Stage 3. Design development plans and specification, detailed
soil investigation, cost target 3 and submission to City for
review.
4. Stage 4. Final plans and specification and cost target 4.
5. Stage 5. Prepare bidding documents, submission for City review,
take bids and evaluation of bids. Cost target 5.
6. Stage 6. Cost target 6 and recommend contract award.
7. Stage 7. Certification of payment, colors and finishes, admini-
stration of construction contracts and check out mechanical
systems.
8. Stage 8. Cost target 7 and equipment installation.
V. Backup Staff Consultants
A. Structural
1. H. K. Kim Engineers, Bellevue
2. Structural Design Associates, Lynnwood
3. Skilling, Helle, Christiansen, Robertson, Seattle, Wa.
LEX /CMB Backup Staff Page 2
B. .Electrical
1. Alexander H. Hargis, Seattle, Wa.
2. Valentine, Fisher and Tomlinson, Seattle, Wa.
C. Geotechnical /Soil
1. Earth Consultants, Bellevue, Wa.
2. Dames and Moore, Seattle, Wa.
D. Acoustical
1. Towne, Richards and Chaudieve, Seattle. Wa.
E. Cost Estimates
1. Surveys, Incorporated, Seattle, Wa.
VI. Time Schedule No detailed schedule was provided.
VII. Methof of Establishing Fee Not stated.
VIII. Principal in Charge
Charles B. Chisum and Larry Erickson
ITEM
1. Spoci f i c ProjecL
Design Ex ierfence
2. ProjecL Manager
3. Project Proposa3
Evaluation
4. Project Approach
and
Net_hodolgy
5 13ack -up Staff_
6. Time Schedule
7. Method of Establishing
Fee
3. Principal In
Charge
lF,¢fe44h.
(FIRM)
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4
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(PROJECT)
CONSULTANT SELECTION MATRIX.
RATING MATRIX
1 2 3 '4 5 FACTOR
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L
Dev E-t.oPIV1C-• rOT Ceivrmui\ii CENvr
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CONSULTANT SE kECTTON MATR I X
RAT1 NC,
ITEM 1 2 3 4 5
1. Speci tti c Project:.
Design i -ispe rd.c.mcc
NI o CovIvey..Y
b.ct tin cow
2. P oject. Manager
46'
¶t
3. Project Proposal
Evaluation
Project Appr (71c:11
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Pr nr) pal in
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C)
JOHNSTON HUNT ROLINE
FIRM LOCATION: Port Angeles, Washington Joint Venture
I. Similar Projects:
A. City Center Gym Assumption School District Bellingham, Wa.
B. Jefferson County Community Center Jefferson County
C. Crescent School District 313 Building Addition and Multi Purpose
Building Crescent School District.
II. Project Manager: David Johnston
III. Project Proposal: Less than Average
IV. Project Approach and Methodology
A. Would provide one Principal 100% time on the project.
B. Would use outside consultants.
C. Will provide warranty check services.
D. Listed a list of services that would be available to the City.
E. Did not state what they would do rather the City should select
those services they desired to include: pre- design, site analysis,
si ematic design, design development, construction documents, bidding
or negotiations, construction contract administration, post -con-
struction and supplemental services.
V. Backup Staff Consultants
A. Local
1. Clark and Associates
2. Craig Rowen, P.E.
3. J. I. Paussett, P.E.
B. Structural Engineering
Smith, Swenson, Inc., Seattle; MacDonald McLaren Hammond, Seattle.
C. Mechanical Engineering
Richard Stern Consulting Engineers, Seattle; CMH /Baum, Seattle;
Ben J. Sivotkin and Associates, Seattle; Alexander Hargis, Seattle.
D. Electrical Engineering
Sparling and Associates, Seattle; Beverly Travis and Associates;
Engineered Electrical Systems, Bellevue; Valentine Fisher and
Tomlinson, Seattle; Johnson and Tapley, Seattle.
Johnston, Hunt, Roline Backup Staff Cont'd. Page 2
E. Construction Management and Cost Analysis
Constructioneering Northwest, Bellevue.
F. Landscape Architecture
Jongejan /Gerrard /McNeal, Bellevue, R.C.A., Seattle; William G.
Teufel Associates, Seattle.
G. Land Surveying
Jack A Glaubert and Associates, Port Angeles
VI. Time Schedule
Because of the Firm's approach for the City to select the item of
service it desires no time schedule was provided.
VII. Method of Establishing Fee
Again because of the Firm's approach no set fee establishment was offered.
Rather by first setting the service level and the time required the fee
amount could be established.
VIII. Principal in Charge David A. Johnston
1. Specific Project
Design Experience
9
3. Project Proposal
Evaluation
4. Project Approach
and
Nethodolgy
5. Back-up Staff
5. Time Schedule
3. Principal In
Charge
Project Manager
13 i• 74dAl A141 a 7 1- 1.-
7. Method of Establishing
Fee
(PROJECT)
(;z 1 J OF lia7
CONSULTANT SELECTION MATRIX
RATING MATRIX
1 23 4 5 FACTOR
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(FIRMI
5
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Firm Location: Seattle, Washington
I. Similar Projects:
A. Maple Valley Community Center, City of Maple Valley
B. Connolly Hall /Gymnasium Seattle University, Seattle
C. Seattle University Student Union Building, Seattle
D. Bundy and Associates Wenatchee Convention Center, Washington
State Univesity Convention Center, Maple Valley Community Center,
East Side Community Center and Puyallup Community Center.
MAKER
Project Manager Gerold Hansmire
Project Proposal Above average
Project Approach and Methodology
A. Would use 3 specialist consultants:
1. Les McNary Facility Programing Management and
2. Bob Fossatti Building Structural Review and Renovations.
Makers
Development.
3. Building Renovation and Reuse Makers.
B. Schematic Design Review preliminary feasibility study, develop
report of spatial, architectural and administrative relationships,
develop a program of basic layout and concept design and cost
estimate by Surveys, Inc.
C. Design Development Two steps; Fast track development.
Step 1. Accomplish site work, exterior renovation, additions,
structural framework mechanical and electrical required to pro-
vide a sound exterior shell.
Step 2. One to two months after first phase interior systems work
would be completed.
D. Fast track phasing approach would allow work quicker than unphased
construction as construction can start while final design work is
completed.
E. The Firm would work with citizen groups, staff etc. during schematic
and design development steps.
F. The Firm would have a temporary field office in P.A. during schematic
and design development.
G. Bidding and construction would be part of Phase I and II.
Makers Backup Staff Page 2
V. Backup Staff
A. Hargis Engineers Associates, Structural Engineering
B. George Bundy and Associates, Kitchen Design Consultants
C. Sarvey, Inc., Cost Estimating
D. Towne Richards and Chaudiere; Acoustical Engineering
VI. Time Schedule Overall 102 months
A. Stage 1 Would include program development, schematic design and
preliminary cost estimates.
1. Program Development 3/4 month
2. Schematic Design 11 month
3. Preliminary cost estimate 2 month
B. Phase 1 Site work, exterior renovations, addition, structural
framework and mechanical and electrical construction. 2 3/4 months.
C. Phase 2 Interior systems and other inside systems construction
5 months.
VII. Method of Establishing Fee__
A. Hourly basis to a maximum based upon a percentage of total construction
cost. Hourly rate of $30.00 per hour.
B. Subconsultant Fees billed as direct expense with no prime consultant
overhead.
VIII. Principal in Charge Gerald Hansmire
1. Spcifie Project
De5ign Experience
2. Project Manager
3. Project Proposal
Evaltion
1. Project Approach
and
I:0 ZhOr:Olgy
7.
j.
ITEM
Back-up Staf f
Tima Schedule
Eetho6 of EstabliFhing
Fee
3. Principal. In
Che-ae
tig A../ &Jr top AI )-14 c.P.A4 if/friv-v
(PROJPCT)
I
CONSULTANT SELCTION MATRIX
1 2 3 4 5
0 0 0 0
00 00
0000
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000 0
O 000
(g)
O 0 0 o
O 00
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(FIRM)
MATRIX
FACTOR
5
5
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4
4
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TOTAL
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GRAND TOTAL
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7.
PROPOSAL EVALUATION QUESTIONS
I. Similar Projects:
A. How large is the Firm?
B. Are the completed projects similar to what the City is proposing?
C. Did the Firm work on the listed projects as the principal or as a
sub- consultant?
D. What is their experience on projects similar to ours, what location
and how many?
II. Project Manager
A. Is the project manager a principal in the firm?
B. Is the project manager a member of a consultant firm with the
principal firm?
C. Has the manager been a manager on other projects similar to ours?
III. Proposal Presentation and Display
A. Did the proposal address the questions in the R.F.P.?
B. Did the proposal lay out the information and answering the R.F.P.
questions in a meaningfull way?
C. Did the proposal provide enough information to base a determination?
IV. Project Approach and Methodology
A. Is the firm doing the work in house?
B. Is the firm using consultants Are they specialists?
C. If the firm is using consultants Who are they?
D. Has the firm provided a different approach to the project?
E. How much will the firm be involved in the planning will they work
directly with involved groups?
F. Would the firm, if from out of town, provide an intown office to do
the planning work?
G. How far is the firm prepared to go with the project?
V. Use of Consultant
A. Who are the consultants the firm plans to use what areas will they
be involved?
B. Have the consultants had other experience similar to our project?
Proposal Evaluation Questions Page 2
VI. Time Schedule
A. What is the overall time frame?
B. Have they divided it into sections and explained each section?
C. Have they offered any new approaches to shorten the time?
VII. Establishing Fee
A. Did they provide a method?
B. Did they provide the standard approach or offer a new approach?
C. Did they provide a means for the City to select any or all individual
sections if the City desires?
VIII. Principal in Charge
A. Is the principal in charge the same person as the project manager?
B. Is the principal a member of the firm or a member of a consultant
firm?
C. Is the principal in charge one c= the firm's owners?
JANUARY 30, 1981
MEMO:
TO: DAVE, '.:YO HAGUEWOOD AND COUNCILMEMBERS
FROM: ROB
SUBJECT: CONVENTION CENTER FINANCING
During the January 20th meeting, we discussed a number of options
for financing the Convention Center. Most attention seemed to focus
on Dave's Alternative No. 3, presented on January 16th.
This recommendation suggested a _combination of. accumulated hotel/
motel tax revenues and a bond issue serviced by the annual hotel /motel
tax receipts.
This is the same suggestion that we advanced in July 1980. I've
attached my analysis prepared at that time.
T suggested a financial package as follows:
Annual tax revenues: $55,000
less, allowance for Center
maintenance: (15,000)
Balance to service debt: 40,000
Construction Capital:
Bond Tssue:
plus, Funds on Hand:
Total for Construction
$390,000 (8%,20 Yrs. 40,000 install.
300,000
$690,000
This proposal did not consider some S60,000 in Revenue Sharing which
was once budgeted to the Convention Fund.
The volatility in the bond market has changed this picture considerably.
We could now expect to sell the bonds at an interest cost of 92% to 11
There are some other concerns in the market that will work against us as well.
David first asked me to calculate the maximum bond issue which all of
the annual tax receipts could support. Using the average of $55,000 (which
is still indicated on the basis of the past five years experience and
an interest range of 9.49% to 10.41 we could support an issue of from
$485,000 (9.49 down to $455,000 (10.41 The interest rates are the low
and high tax exempt quotes for recent weeks.
The tax exempt market has been'on a downtrend since December but has
not moved off 91/2 -9 3/4% since. Most of my market contacts are very cautious.
Page two
Dave, Mayor Council
Convention Center Financing
January 30, 1981
A bond issue of $455,000, coupled with existing funds of $312,000, would
provide construction funds or $767,000.
I would require a budget of $8,500 to print and market the official state-
ment and bonds; for the legal opinion,(ordinances), and to obtain a preliminary
credit rating for the issue.
There seemed to be concern on the Council about whether hotel /motel tax
funds should be used to construct the facility. I checked with Yakima,
Spokane and Wenatchee for information on how these cities financed and
operate their facilities.
Yakima issued a $600,000 limited tax bond serviced by the hotel /motel
tax. A small residual of the tax (about $2,500 annually) is deposited to
a "Capital Reserve Fund" for replacement equipment, etc.
The Yakima center is staffed with three (3) full -time and one (1) part
time employees.
The 1981 budget is $150,000 against revenues of $105,000. The budget
deficit is being resolved (apparently) by using capital reserves for operation.
Ninety percent of the center revenues come from space rental and food service.
Spokane issued $2,000,000 in non -voted bonds to remodel the "EXPO" World's
Fair pavilion into a combination opera house and convention center. The
hotel /motel tax is used both to service bonds issued to improve an athletic
stadium and to support center operations.
The center's manager is a city employee, but a "Convention Center Advisory
Board made up of the local tourist bureau, Chamber of Commerce, etc., apparently
have some say in operation.
Like Yakima, the center is not self supporting and in 1981, will receive
$400,000 in City General Funds for operations.
The Spokane board has recently appealed to the Council to allocate
proceeds from the city's admission tax to the center (Incidently, Port Angeles
had an admissions tax once but it was repealed).
Wenatchee's center opened December 6, 1980. It was built with a $1,800,000
EDA grant, Revenue Sharing, and donated funds from a private citizen. The
city contracts with Vance Hotels, Inc. for operation of the center. Adminis-
tration is through a local doctor who, with Vance is attempting to build a
hotel on surplus property near the site.
The city earns $70,000 annually in hotel /motel tax funds but does not
expect to commit all of that for center operations.
Page three
Dave, Mayor Council
Convention Center Funding
January 30, 1981
Only Yakima actually uses the tax to pay off bonds. Their annual tax
revenue is similar to ours, but they entered the bond market in 1975 and
obtained a rate of 5.8 Their money goes much farther than ours.
In my opinion, if we forego use the the motel tax funds to service a
bond issue, we lose a unique opportunity to raise some capital without in-
creasing tax liability of the local citizenery.
On the other hand, it is quite clear that other resources will have to
be found to initially capitalize the center for operations, promotion etc.
In 1981, $34,000 is budgeted for repairs, maintenance, and custodial
work for the center.
If we issue bonds on April 1st, and use our current funds to start con-
struction, we could probalby earn another $25,000 interest by investing the
bond proceeds.
Also, we will earn interest on the monthly hotel tax receipts themselves.
This will provide about $3,000 annually.
Funds available for construction would be:
Funds on Hand $312,000
less working capital (28,000)
Balance for construction $284,000
Add Bond proceeds 455,000
Add interest on bond investments 25,000
Sub -total $764,000
Less bond market costs (8,500)
Balance available for design
and construction: $755,500
1981 funds for maintenance, operation and promotion:
Current 1981 Budget: $34,600
Working capital held out of 25,000
current funds
Interest on tax receipts 3,000
Total: $62,600
Obviously, revenues from center operations are not included in this work.
It is reasonable to assume that demand for the facility will not occur until
the center is built and promoted.
A market analysis could forecast potential sales for such operations.
I hope this information is of assistance.
cc: Pat Rodman
January 16, 1981
MEMORANDUM
To: Mayor and City Council
From: David Flodstrom
Subject: Funding the Renovation of the Vern Burton Community Center
Earlier this year the Council discussed the renovation of the Vern Burton
Community Center. A preliminary structural review of the facility was done by
BJSS and we have now completed the first round of a consultant selection process
for the design portion of the project.
However, before we proceed much further we need to consider which mechanism
will be used to finance the renovation work.
There are several options which might be explored:
1. Fund the renovation work from existing cash on hand and phase the work
over several years as general fund revenues materialize.
2. Fund the total cost of renovation through the issuing of a limited General
Obligation Bond issue, using a combination of general tax dollars, revenue
sharing and Hotel -Motel tax annual revenues to service the debt.
3. Fund the renovation of the Gym through a combination of accumulated Hotel
Motel tax revenues (1981 Budget calls this fund the Stadium and Convention
fund current balance is $301,829.00) and a bond issue. The bond issue
would be serviced by the annual revenue from the Hotel -Motel tax.
Rob will be providing some additional information for the meeting Tuesday
evening.
DF:jl
MEMO: AUGUST 29, 1980
TO: MAYOR AND CITY COUNCIL
FROM: DAVE FLODSTROM, CITY MANAGER
SUBJECT: CALLING FOR DESIGN PROPOSALS FOR VERN BURTON MEMORIAL
COMMUNITY CENTER
A preliminary project scope was developed for the renovation of the
Vern Burton Memorial Community Center. This project scope was provided
to the City Council at its August 19th meeting. Hopefully, all members
of the Council have had an opportunity to review this preliminary scope.
If the Council feels that this preliminary scope identifies the needed
improvements for the reriuvation project, then the staff will proceed to
call for design proposals.
The process for selecting a design firm will include:
a.) Request for proposals from specific firms having done similar
work and through general advertisement of the project.
b.) Staff and Manager review of firms submitting proposals.
c.) Selection of three to five finalist firms.
d.) Final selection through interviews. (If the City Council
wishes, these interviews can be conducted by the Staff or
the Council jointly.)
DT F/ j h
5T 7, x•8.6
/7 Gmona0
L 1 Y
June 17, 1980
Mr. David Flodstrom
P.O. Box 1150
Port Angeles, WA 98362
Dear Mr. Flodstrom:
1036 EAST FIRST STREET
PORT ANGELES, WASHINGTON 98362
(206) 452 -3844
We have enclosed herewith the second segment of our written commentary
assessing existing conditions. Please allow us to stress the point that
the written commentary enclosed is not the final report. The final re-
port will be presented July 1, 1980.
The following summarizes the items of economic value in up- dating the
project to current standards and thus making the facility usable and
functional.
Estimated
Costs
1. Sub -Task 1.) Structural Conditions:
ib. Add vapor barrier and additional crawl space
ventilation.
lc. Add new vents to attic space.
Install new vents in moisture producing areas.
Install new plywood sheathing over the existing
gymnasium decking.
ld. Reinforce or remove chimney at boiler room. J
2. Sub -Task 2.) Mechanical Systems Review:
2a. Replace existing oil fired steam boiler with an
electric heating unit that provides ventilation
as an integral part of the unit $75,000.00
3. Sub -Task 3.) Electrical Systems Review:
3a. Replace existing, gymnasium lighting with new
metal halide fixtures.
Replace existing locker room lighting with new
fluorescent fixtures $11,100.00
12
3b. Increase power service to accomlodate electric
heat.
Replace existing receptacles with new grounded
receptacles.
Renovate power distribution for new uses 8,500.00
3c. Install new sound system 3,000.00
STEPHEN D JOHNSON G. STACEY BENNETT ROBERT C SLENES FRANK L SMITH FRANKLIN J DENSMORE AKIRA SATO
OLYMPIA OFFICE 320 WEST BAY DRIVE, SUITE 212 OLYMPIA, WASHINGTON 98502 PHONE 206 943 -4650
Mr. David Flodstrom
June 17, 1980
Page 2 Estimated
Costs'
3d. Replace existing fire alarm system with new
system 5,500.00
3e. Replace existing exterior light fixtures with
vandal resistant fixtures 1,500.00
3f. Emergency and new exit lighting 3,500.00
4. Sub -Task 4.) General Architectural Review:
4a. Re -roof the facility $30,000.00
5. Sub -Task S.) Plumbing Systems Review:
5d. Rearrangement of fixtures, supply lines and
drainage lines.
Replacement of existing showers, toilets and
sinks $52,000.00
Option -If all the locker rooms on the west
side were not renovated, leaving renovation
only to the east locker room and public
rest room, the anticipated cost would be
reduced by approximately one half $26,000.00
5e, Replace existing hot water system 4,000.00
Add contents of first report June 3, 1980.
Masonry walls (east and west) reinforcement $15,000.00
Glue laminated arch reinforcement $18,000.00
The expanded commentary attached is much more thorough in its explanation
of the above mentioned tasks. BJSS would suggest a complete review by you
and all council persons. We welcome any comments you might have to add to
the report.
Respectfully,
BJSS/ 'rchi'ects Planners /AIA
im Maley
TH:pld
cc: Frank Densmore
CITY OF PORT ANGELES PUBLIC GYMNASIUM
"The Vern Burton Memorial Community Center"
Study of Existing Conditions
June 17, 1980
The following written commentary is presented in an effort to up -date those
concerned with the on -going study of existing conditions at the above men-
tioned facility. For convenience, the facility shall be referred to in
this report as "The City Gym
The following report is organized for purposes of convenient cross
referencing in the manner outlined in the "Request for Proposal to Study
the City of Port Angeles Public Gym" issued by the City of Port Angeles,
dated March 11, 1980.
Sub -Task 1.) Structural Conditions Estimated Cost
a. Foundation Conditions:
Examination of the existing facility re-
vealed few cracks or other signs of settle
met <t at structurally significant areas
(significant in terms of safe occupancy of
the building). This indicates the existing
foundation is adequate for the continued
use of the facility, barring any dramatic
change in the 'type of use of the facility.
(i.e. a use with unusual loading conditions)
Improvements recommended:
-None
b. Floor System Conditions:
The floor system at the main gymnasium area
is a wood floor system over a crawl space.
The timber floor joists, floor beams and posts
were visually examined by physically entering
the building's crawl space. These timber ele-
ments were found to be in remarkably good
shape. Rot was not encountered in the wood
members. The existing floor system is ade-
quate for the continued use of the facility,
barring any dramatic change in the type of
use of the facility. However, the crawl space
is poorly ventilated. Current standards re-
quire additional crawl space ventilation re-
gardless of type of use (Uniform Building Code
Section 2517(c)6.). New mechanical ventilation
1.1 l.7 L Ui L !LL18G L D UM. 1A... U�'11LL 1C.LJ.LLUU
Study of Existing Conditions
Page 2
should be provided to serve the crawl space
and a vapor barrier should be laid on the
dirt floor of the crawl space as preventative
measures to control sub surface moisture,
dampness and humidity which could contribute
to future deterioration of the timber members
in the crawl space.
All areas other than the main gymnasium area
itself are concrete slabs on grade. The eastern
most portion of the existing girls' locker room
(east side of building) was a later addition to
the facility. This area (circa 1969) is not in
need of improvement unless the area is remodeled
for a use other than the one it was designed for.
The existing exercise room to the southeast of
the main gymnasium arena area has a wood surface
covering a concrete slab floor below. The wood
covering is in poor condition and of no further
value. The concrete slab floor below the wood
covering can be expected,to be in a comparable
condition to that encountered at the existing
entry and at the original locker rooms.
At the original locker rooms and existing entry,
th ,concrete slab surface in general is pitted
and chipped. The locker room floors contain
floor drains of the "trench drain" type and
therefore, the floor is sloped toward these
drains.
Concrete ledges are provided at the perimeter
walls to form a raised base for the lockers.
The shower room areas have gutters for drainage
formed in the concrete floor slab. The concrete
floor slabs have been painted and the paint has
come off in numerous spots. The conditions
stated above give the concrete floors a rather
run -down appearance. However, the floor slabs
do not have excessive cracks with abrupt varia-
tions in floor level creating a hazardous situ-
ation resulting from uneven settlement. It is
reasonable to expect a few cracks. Although the
appearance of the floor is unpleasant, no struc-
tural modifications are required. The floor
slope, floor gutters, raised concrete locker
bases, and general unappealing appearance of the
floor slabs would in all likelihood, require
surface improvement if these areas should ever
be converted to a use other than the use they
were designed for but not for reasons of struc-
tural significance (significance in terms of
safe occupancy of the building).
City of Port Angeles Public Gymnasium
Study of Existing Conditions
Page 3
Improvements recommended:
-A vapor barrier and additional crawl space
ventilation should be provided 2,500.00
c. Column /Beam Conditions:
In the crawl space, the connection of the
timber posts to their foundation pads and to
the timber floor beams above were found to
be in good condition with little or no separ-
ation (air space) noticed. The timber posts
supporting the floor system are adequate for
the continued use of the facility, barring
any dramatic change in type of use of the
facility.
The base connection of the glu -lam arch roof
beams with their foundations was investigated
by removing the enclosure around one base
connection.
The condition of the connection was visually
examined and the wood was probed where the
beam and foundation are bolted together with
a steel base plate connector. The connection
was found to be sound and adequate for the
continued use of the facility.
The glued laminated wood arch beams are a
matter of serious concern as described in the
first segment of this study, dated June 3,
1980. The beams should be strengthened as
per the recommendations made in the June 3,
1980 report.
The connection of the sawn timber columns to
the roof girder (4- 2x12's) carrying the flat
roof over the main entry to the facility (the
north portion of building), were visually ex-
amined also. This was accomplished by enter-
ing the attic space over the entry where the
connection is exposed. These connection con-
ditions were found to be in good condition and
adequate for the continued use of the facility.
The condition of the roof joists, ceiling joists,
and roof sheathing at the flat roofed portion of
the facility over the main entry were visually
examined from within the attic space at this
location. No structurally significant deterior-
ation was encountered. Some localized dampness
was noted where roof leakage was occuring. It
was possible to see where water was coming through
City of Port Angeles Public Gymnasium
Study of Existing Conditions
Page 4
the roof, dripping onto the sheetrock ceiling
below, running to a low spot in the ceiling
causing damage noticeable from the entry interior
below.
In spite of the presence of moisture from roof
leakage, rot within the wood members was not en-
countered, and the wood members appear to be
structurally sound and adequate for continued use
of the facility. The attic space did not appear
to be vented. The UBC requires ventilation of
such attic spaces and the addition of new venti-
lation is recommended (even if the roof leakage
is corrected.) in order to comply,with the pro-
visions of the UBC and as a preventative measure
to control deterioration of the wood members.
The connection of the flat roofs over the existing
locker rooms, located at the east and west perimeter
of the main gymnasium arena area, is entirely en-
closely by existing wall, ceiling and roof surfaces.
Due to a lack of cracks on these surfaces or ex-
cessive staining from roof leakage, it was deemed
that destructive removal of existing wall, ceiling
and roof surfaces was not warranted. Such removal
of surface materials at random locations would be
necessary to visually inspect the actual conditions
of this connection. It is reasonable to conclude
that the condition of the existing connection has
not deteriorated substantially and is adequate for
continued use of the facility.
The roof and ceiling joists and roof sheathing
over the flat roofed areas over the locker rooms
at the east and west perimeter of the main gym-
nasium are entirely enclosed by existing ceiling
and roof surfaces. No attic space exists. The
existing ceiling was removed from two selected
locations to reveal the roof /ceiling structure.
Again, no rot or other structurally significant
deterioration was encountered. The wood members
appear to be structurally sound and adequate for
continued use of the facility. This roof space
does not appear to be vented. Again, the UBC
would require the roof joist cavities to be vented
to the outside in today's new construction. Due
to the nature of the construction of this roof/
ceiling system providing new venting of this area
although desirable would be difficult if not im-
possible. We contend that to provide new venti-
lation would be justifiably impractical and should
not be attempted. However, those spaces under
these roofs should be provided with mechanical
Study of Existing Conditions
Page 5
ventilation, particularly where moisture and
humidity are generated such as in shower areas,
to control moisture from passing through the
ceiling material to the wood members of these
roofs.
The main body of the roof is constructed of
timber tongue and groove decking spanning over
the arch beams. The decking has suffered very
noticeable shrinkage since it was installed (it
was undoubtedly lumber with a high moisture con-
tent (green) when installed which has dried out
over the years, and thus, contracted in actual
physical size). This shrinkage has created a
gap between the edges of each member and the
adjacent member. When the shrinkage occured
originally, it had the effect of pulling and
possibly tearing of the roofing felt laid over
the top of the decking. The shrinkage by now
has probably stabilized, but gaps between pieces
of decking are at places as much as 1 The
shrinkage and separation may have weakened the
tongue and groove joints and the original nail-
ing. It is recoiwuended that a layer of 3/8"
plywood be installed over the top of the roof
decking (exterior face of decking). Such an
action will increase the strength of roof and
bea great help in preventing roof leaks in the
future. The plywood will provide a more con
tinously smooth surface upon which roofing
material can be installed. More comment will
be made on this condition in the roofing portion
of the general architectural review section of
this report.
Improvements recommended:
Strengthen the glued laminated wood arch beams
over the main gymnasium arena area
Install new vents in attic space over main
entry
Install new vents in moisture generating areas
(shower areas) under enclosed roof spaces where
it is impractical to install new vents serving
the enclosed roof spaces themselves
Install new plywood sheathing over existing
roof decking at main gymnasium arena area
d. Seismic Conformance:
The masonry walls (brick) in the building are the
primary concern in this category as stated in the
first segment of this study, dated June 3, 1980.
The walls should be reinforced as per the recommen-
dations made in the June 3, 1980 report.
$18,000.00
1,000.00
4,000.00
3,000.00
City of Port Angeles Public Gymnasium
Study of Existing Conditions
Page 6
The chimney at the boiler is in good condition
with the exception of the uppermost two feet of
the stack. At the very least, the uppermost
portion of the chimney needs to be surrounded
with a metal band to act as a belt around itself.
The uppermost portion could also be rebuilt.
However, the chimney, even though in good con-
dition with the exception noted above, is not up
to current structural codes. In light of the
code deficiency, we recommend the chimney be re-
inforced or removed.
Improvements recommended:
Reinforce masonry walls (brick) $15,000.00
Reinforce or remove chimney at boiler room 2,000.00
e. Compliance with Uniform Building Code Requirements:
Items of concern in this category have been noted
under the other categories where they occur and
are listed again below. It should be noted that
compliance with the UBC has up to this point only
been investigated with respect to how the code
can be applied to the facility, regardless of
they type of use housed within the facility. It
is pot our desire to appear to be vague on this
matter of concern, but we must reserve the oppor-
tunity to modify the written commentary presented
at this time. When we receive a "program statement"
from the City of Port Angeles, (which is currently
being compiled) which more definitely and more
specifically states the type of anticipated future
uses, we will be able to evaluate code compliance
more thoroughly. The size, frequency and other
characteristics of those uses have direct bearing
upon the requirements of the Uniform Building Code.
We are scheduled as per our agreement with the City,
to receive the "program statement" very soon and
will be able to conclude the investigation regarding
compliance with the requirements of the Uniform
Building Code to be included in the final portion
of our review.
Items of concern that are indicated at this time
are as follows:
Additional crawl space ventilation should be
provided.
-The roof beams over the main gymnasium arena
should be strengthened.
-The masonry walls (brick) at the east and west
ends of the main gymnasium arena area should
be reinforced.
Install new attic ventilation.
City of Port Angeles Public Gymnasium
Study of Existing Conditions
Page 7
Install new vents in moisture generating areas
under existing enclosed roof spaces.
Install new plywood sheathing over existing
roof decking at main gymnasium arena area
f. Other Conditions:
The non bearing partition walls particularly in
the locker rooms at the west side of the facility
have received a great deal of destructive treat-
ment and are of questionable value as far as any
continued use of the facility from a functional
point of view. However, since the walls are non-
bearing partitions, their condition is structurally
speaking, insignificant. No improvements to these
partitions are necessary in structural terms re-
garding the safe occupation of the facility.
Improvements recommended:
-None
City of Port Angeles Public Gymnasium
Study of Existing Conditions
page 8
Sub -Task 2.) Mechanical Systems Review Estimated Cost
a. Heating Plant Review,
b. Distribution,
c. Controls,
d. Safety Devices:
The gym is presently heated with an oil
fired steam boiler. Fuel is No. 5 heavy oil.
Heat is transferred to the main gym space via
three large heating units with steam coils
suspended at the ceiling. Locker rooms are
heated with unit heaters suspended near the
ceiling.
Most components of the heating system are
functional and are probably capable of oper-
ation. The general overall appearance of the
system indicates neglect and age. Continuous
operation would probably require considerable
maintenance and expense.
The condition of the inside of the boiler is
unknown. It is very likely that retubing
would be required. It is also likely that the
steam and condensate piping may be badly deteri-
orated from the inside.
The Life Cycle Cost analysis which is not com-
plete at this time, will determine the best
solution for heating the facility. Replacement
of oil fuel with electrical will probably be
desirable.
Improvements recommended:
Replace existing oil fired steam boiler with
an electrical heating unit that provides venti-
lation as an integral part of the unit $75,000.00
e. Mechanical Exhaust System:
The gym heating units do not have ventilation
capability. Ventilation is accomplished by
opening windows and doors. The original locker
rooms are ventilated by exhaust fans. Most ex-
haust fans appear to be either removed or in-
operable. The locker room addition on the east
end of the building has a heating and ventilating
unit which supplies preheat ventilating air..
Improvements recommended:
-The new electrical heating units would have
ventilation capability within the units.
Some additional exhaust fans may be required.
The cost of ventilation and exhaust equipment
is included in the $75,000.00 stated above.
City of Port Angeles Public Gymnasium
Study of Existing Conditions
Page 9
f. Compliance with Uniform Mechanical Code:
The present system does not satisfy existing
UBC requirements for ventilation. The three
heating units in the gym would have to be re-
placed with units which are capable of supplying
outside air. The original locker rooms would
require new exhaust fans and make -up air units.
The locker room addition (at east end of the
building) meets codes.
Improvements recommended:
-As stated above, replacement of the existing
oil fired steam boiler with an electrical
unit that provides both heat and ventilation.
The cost of compliance with codes is included
in the $75,000.00 stated above.
City of Port Angeles Public Gymnasium
Study of Existing Conditions
Page 10
Sub -Task 3.) Electrical System Review Estimated Cost
a. General Lighting:
The present lighting system consists of
incandescent lights. The lighting level in
the main gym is about 30 footcandles. There
are no codes governing the lighting level,
however, present practice recommends a level
of footcandles. It is recommended that ex-
isting fixtures in the gym be replaced with
metal halide fixtures and locker room in-
candescent fixtures be replaced with fluores-
cent fixtures.
Improvements recommended:
Replace existing incandescent fixtures in
main gymnasium arena area with new metal
halide fixtures.
Replace existing incandescent fixtures in
the locker rooms with new fluorescent fix-
tures $11,100.00
b. Power Service:
A 240V, three phase open delta, 150 kw service
has recently been installed. The 150 kw ser-
vice is adequate for considerable expansion
except for electric heat. A new service would
be required if heating energy is changed from
oil to electricity.
Regarding the power distribution sub system,
the existing receptacles do not meet code• re-
quirements because they are not grounded.
Therefore, the existing receptacles should be
replaced. It is reasonable to contend that
changes in the use of the facility will require
further renovation of the power distribution
system.
Improvements recommended:
Increase service capacity for electric heat 2,500.00
Replace existing receptacles with new grounded
receptacles 2,000.00
Further renovation of the power distribution
system due to new use of the facility (rough
estimate only) 4,000.00±
8,500.00
c. Intercom:
Since the present gym doesn't have a sound
system for the different multi -use functions
that are anticipated, it would be highly desirable
to install one.
V1 Vy V1 IWIL.rutgeie ruulic uymnasium
Study of Existing Conditions
Page 11
Improvements recommended:
Install new sound system 3,000.00
d. Fire Alarm:
The existing fire alarm is not adequate to meet
present standards for this type of facility.
Therefore, it will be necessary to provide a new
fire alarm system in the building.
Improvements recommended:
Replace existing fire alarm system with new
system 5,500.00
e. Security Lighting:
Most of the existing exterior light fixtures
have been destroyed by vandalism. New vandal
resistant light fixtures should be installed.
Existing circuits may be reused.
Improvements recommended:
Replace existing exterior light fixtures with
new vandal resistant fixtures 1,500.00
f. Exit Lighting:
The present system consists of exit lights at
the major exit doors. These, however, do not
have an alternate energy source in case of a
power outage. Therefore, a new exit lighting
system should be installed along with emergency
lights through principal corridors for safe
egress from the building in an event of a power
outage 3,500.00
g. Equipment Loads:
See b. (Power Service)
h. Emergency Generator System:
Emergency power is not anticipated to be required
for any use other than exit lights and lighting in
principal corridors. Therefore, it is recommended
that lights with rechargeable cells, wired directly
to the power distribution system, be installed.
With these lights, the cells are kept charged while
the power is on and the lights will run off the
storage cell in the event of a power outage. The
expense of an emergency generator system is thus
avoided. The cost of the emergency lights are in-
cluded in the cost estimate above for "f. Existing
Lighting
city of Fort Angeles Public Gymnasium
Study of Existing Conditions
Page 12
Improvements recommended:
-None
i. Compliance with National Electric Code:
Code compliance concerns have been described
within each of the sub categories a through h
listed above and are reiterated below:
Existing receptacles are not grounded and
should be replaced.
Existing fire alarm system does not meet
present standards and should be replaced.
Existing exit lighting system does not have
an alternate energy source in case of a
power outage and should be replaced with a
new system equipped with an alternate energy
source.
City of Port Angeles Public Gymnasium
Study of Existing Conditions
Page 13
Sub -Task 4.) General Architectural Review Estimated Cost
a. Roof:
The existing roof leaks and needs to be replaced.
From within the attic space over the entry area,
wetness and dripping water was noted at several
locations at the underside of the roof sheathing.
Water was also noted on the floor of the gymnasium
area.
As mentioned in Sub -Task 1., the main body of the
roof is timber tongue and groove decking spanning
over the arch beams. The decking has suffered
very noticeable shrinkage. This shrinkage has
created a gap between the edges of the respective
members. When the shrinkage occurred originally,
it shed the effect of pulling and possibly tearing
the roofing felt laid over the top of the decking.
At places, a gap of as much as Z" exists. At
these points, the roofing felt has to span between
decking members without any surface to adhere to.
In addition to this, decking laid on a curved
arch is inherently not a continuous surface, but
rather a series of flat surfaces at a very slight
angle with respect to each other.
The surface of the roofing felts at the main body
of the roof (the arched portion) were in much
better condition on the north side than at the
south where bubbles were everywhere and edges of
the layers of roofing felt were exposed.
At the main body of the roof (the arched portion)
installation of a 3/8" thickness of plywood over
the existing roof prior to re- roofing will pro-
vide a smoother and more continuous surface for
the roofing felts to adhere to which should greatly
reduce bubbling of the roofing.
The flat roof portions of the original building
exhibited "alligatoring" of the surface where
roofing tar had been applied excessively. This
condition is well documented as a leading cause
of failure of built -up roofing systems.
Some of the flat roof areas were also suffering
from lack of positive drainage (ponding) and some
roof drains were choked with debris. This con-
dition could be corrected by creating positive
slope with an application of tapered rigid insul-
ation or light weight insulating concrete prior
to re- roofing combined with a program of routine
maintenance to periodically clean the roof drains
of debris.
City of Port Angeles Public Gymnasium
Study of Existing Conditions
Page 14
The flat roof over the addition to the original
building at the east was in good condition but
has a severe drainage problem. Water pending
was evident over nearly the entire surface of
the roof as the roof drain was located at one
of the highest points on the roof.
The roof over the boiler room was in better
shape than most of the rest of the building,
due to the gravel covering at this location.
The rest of the roof does not have a gravel
covering, but rather a coating of tar with a
reflective surface.
The sheet metal flashing and coping around the
perimeter of the roof has been ravaged by ex-
pansion and contraction (due to temperature
changes). Many once soldered connections are
now separated.
Improvements recommended:
-Re -roof existing flat roofs with new tapered
insulation or light weight insulation concrete
installed to create better drainage. Re -roof
the existing arched roof portion of the facility
after installing a new layer of 3/8" plywood
sheathing. Install new sheet flashings
and copings $30,000.00
City of Port Angeles Public Gymnasium
Study of Existing Conditions
Page 15
Sub -Task 5.) Plumbing System Review Estimated Cost
a. Sewerage Disposal
b. System Drainage:
The existing systems are functional. Some signs
of neglect were noticed, but could be corrected
with regular use and routine maintenance.
Improvements recommended:
Routine maintenance Negligible
c. Toilet Facilities
d. Piping:
The toilets in the original portion of the
building are functional, but many seals are
worn and leak when flushed. They have received
rough treatment during the life of the building
and should be replaced if their use in the
future is anticipated. The showers in the orig-
inal portion of the building are functional,
but many faucets leak. The existing showers
should be renovated. The toilets and showers
at the locker room addition (Girls', circa 1969)
at the east end of the building are in good
condition and no modification to this area is
necessary.
The existing piping is functional but shows
signs of neglect. It has not been in regular
use for some time and this lack of use is not
beneficial for the system. For the most part,
the existing system could be put into regular
use again. However, the need for considerable
maintenance should be anticipated if the ex-
isting system is put into regular use again.
Improvements recommended:
-It is reasonable to assume that some re-
arrangement of fixtures, supply lines and
drainage lines will be desirable.
-The existing toilets and showers (at the
original portion of the buildings) should
be replaced if their use in the future is
anticipated.
-No modifications to the locker room addition
(Girls', circa 1969) at the east end of the
building $52,000.00
Alternative No. 1: If all the locker rooms
on the west end were deleted and only the
original east locker room and public rest
City of Port Angeles Public Gymnasium
Study of Existing Conditions
Page 16
room were renovated, the estimated cost
would be reduced by approximately one -half $26,000.00
e. Support Equipment:
Hot water is presently heated with the oil
fired boiler. A new water heating system will
be required if the oil boiler is replaced.
Improvements recommended:
Replace existing hot water system with new
electric hot water system 4,000.00
f. Compliance with Uniform Plumbing Code:
No serious deficiencies have been discovered
so far.
Improvements recommended:
-None (Due to code requirements.)
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