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Home My WebLink About05/04/1993, C-10 - FINAL PAYMENT FOR WORKING DRAWINGS-PERFORMING ARTS CENTER TING TE: ��i�i��Iui11111111�p1 �IIIIIII city of San.tuis OBISPO MEE COUNCIL AGENDA REPORT ITEM NUMBERC_1 FROM: William C. Statler, Director of Finance SUBJECT: FINAL PAYMENT FOR WORKING DRAWINGS — PERFORMING ARTS CENTER CAO RECOMMENDATION Approve payment in the amount of$240,300 for completion of working drawings for the performing arts center and appropriate $225,700 from available Capital Outlay Fund balances in order to fund this payment. DISCUSSION The design phase of the performimg arts center is nearing completion, with final approval of the working drawings scheduled for May 5. Under the terms of the agreement with the project architect, payment for services in preparing the working drawings must be made before bidding can begin on this project. Accordingly, Cal Poly has requested payment from the City at this time for our remaining share of these costs (Attachment A)in order to assure that contract award goes forward in a timely manner, and thereby assure continued State funding for this project. FISCAL IMPACT As part of the 1987-89 Financial Plan, funding was approved in the amount of$450,000 for the City's share of study and design costs for this project. To date, $435,400 has been expended for preliminary design and 50% of the cost for working drawings. Payment in the amount of$240,300 is now due for the balance remaining as established under the cost sharing formula included in the Development Agreement approved in November of 1989 between the City, Cal Poly, and Foundation for the Performing Arts Center, as subsequently modified since that time. A summary of current budget obligations for all phases of this project for each of the partcipants is provided in Attachment B . After remittance of the $240,300, the only remaining City obligation will be for Group II equipment design ($89,000), and Group II equipment($390,500), totaling $479,500. Staff will return to Council with a request for this funding when payment is required. Based on the currently adopted budget for this project and payments made to—date, an additional appropriation of$225,700 will be necessary to fund the remaining balance due for working drawings. Based on the projections provided in the mid—year budget review, the Capital Outlay Fund currently has$1,150,200 available to fund this additional appropriation. This is consistent with the Council's strategic budget direction from the March 13 workshop: to go forward with the performing arts center and to use"pay—as—you—go"resources rather than debt financing to fund the City's remaining share of project costs. ATTACHMENTS A. Payment request from Cal Poly B. Summary of current budget obligations for all phases of the performing arts center n�� - Attachment. . . CAL POLY CALIFORNIA PIAT-rK:HNIC: Sl'ATK UNIVERSITY SAN Luls URIsr.), CA 93407 Dusmus n:FAIRS DIVISION April 13, 1.993 (,c)5) 7sc;.217t FAX (805) 756•7S60 (revised April 29, 1993) Post-V brand fax transmittal memo 7671 Aot Peges R,To From e , C0. Co. John Dunn Dept. phone w _ City Administrative Officer Fax n 1:410 City of San Luis Obispo P. O. Box 8100 ' San Luis Obispo, CA 93403-8100 PERFORMING ARTS CENTER DESIGN PHASE PAYMENT The,Performing Arts Center design phase is nearing completion. Working drawings have been approved by regulatory agencies, and payment for this phase is due by May 6, 1993. To date, the City of San Luis Obispo has remitted $435,400 for design services. The balance due for design services is $329,300 inclusive of Group II design services. Group II design services payment in the amount of $89,000 may be deferred for approximately 60 days; however, depending upon completion of architectural services, that.timeframe may be accelerated. After remittance of the $329,300 referenced above for design services and after consideration is given for the $3,500,000 recently remitted, the only remaining obligation will be Group II equipment funding in the amount of$390,500. Please contact me if you have any questions regarding this request. Frank T. Lebens Vice President for Administration and Finance pc: B. Statler, W. Baker T0'd SLZ# WdTZ:b £66T '6Z NdU 60TLT8LS08 :01 O-lSdO 'SNItiddti. SS3NIsnE:woN:d Attachment Performing Arts Center Budget April29, 199.3 Budget Allocations by Phase Res onsiblity city Foundation State TOTAL Stud and Desi 764,700 849,300 ' 270,000 1,884,000 Preliminary design&working drawings 151,500 151,500 626,000 929,000 Theatrical consultant&accoustician 85,000 85,000 170,000 Cost estimating servives 16,000 16,000 64,000 96,000 Cost estm sery to be paid from other funds (64,000) (64,000 Adv- Cal Poly share of working drawings 178,000 178,000 (356,000) 0 Architect replacement cost 115,000 115,000 190,000 420,000 Adv- Cal Poly share of arch repl cost 95,000 95,000 (190,000) 0 A&E for added project scope 35,200 119,800 155,000 Group II equipment desi 89,000 89,000 178,000 Construction 3,827,800 4,943,200 : 15,960,000 24,731,000 General - base level 2,411,000 2,411,000 9,645,000 14,467,000 General - expanded project scope 464,800 1,580,200 2,045,000 Classrooms 481,000 481,000 Sitework 123,000 123,000 527,000 773,000 Landscaping 32,500 32,500 86,000 151,000 Group I equipment 321,500 321,500 1,415,000 2,058,000 Group II equipment 390,500 390,500 1,926,000 2,707,000 Offset for adv for working drawings (178,000) (178,000) 356,000 0 A&E services during construction 35,000 35,000 142,000 212,000 Offset for adv for arch replacement (95,000) (95,000) (190,000 Construction manangement fees to State 192,500 192,500 772,000 1,157,000 Contingency 130,000 130,000 610,000 870,000 TOTAL 4,592,500 5,792,5001 16,230,000 1 26,615;000 Recap of Budget Allocations Allocation @ basic cost sharing formula* 3,892,500 3,892,500 15,623,000 23,408,000 Classrooms 481,000 481,000 Constr mgt to be paid from other funds (64,000) (64,000 Theatrical consultant&accoustician 85,000 85,000 170,000 Architect replacement 11.5,000 115,000 190,000 420,000 Extra scope work 500,000 1,700,000 1 2,200,000 TOTAL 4,592,500 5,792,500 16,230,000 .26,615,000 * Basic Cost Sharing Formula Status of A&E Payments - City of SLO Ca/poly two thirds A&E services obligation 764,700 City of San Luis Obispo one sixth Less group Il equipment (89,000) Foundation one sixth Current obligation 675,700 Payments to date for A&E serv's (435,400) Balance due at this time $240,300 c-�o-3 KNG DATE :5 ` '.,.,AGENDA ITEM # C qo ► C-10 PERFORMING ARTS CENTER WORKING DRAWINGS (STATLER/854) Consideration of approving final payment for working drawings of the Performing Arts Center. ♦ RECOMMENDATION: By motion, approve final payment for working drawings. r -114 � cbrtt}avart ►t i�irs