Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES CONTRACT WITH PERSPECTUS ARCHITECTURE FOR THE DESIGN OF THE ELLSWORTH MEADOWS GOLF COURSE CLUBHOUSE.
Brief Description: This project involves the design and professional services for the new Ellsworth Meadows Golf Course Clubhouse including site design, structural design, mechanicals, fire suppression, and architecture design.
Body
Legislative History
None
Purpose & Explanation
Bids were received on February 17, 2023, for the design and professional services RFP for the new Ellsworth Meadows Golf Course Clubhouse. Below is the Architect’s Estimate from 2022 DS Architecture along with the respective consulting proposals.
2022 Architect’s Estimate: $90,000.00 (Note: The Administration considered this cost estimate very low based on the $2 Million cost of construction, but the firm that estimated assured us of the cost. Administration estimated for the design cost were estimated to be about 12 % or more of the construction costs, of which Perspectus proposal is about equal to.)
Perspectus Architecture----$ 181,000.00 Base Fee
DS Architects--------------$ 237,495.00 Base Fee (If incl “if Authorized Items” the total $311,345.00.)
Perspectus Architecture has had considerable experience in the design of a number of golf clubhouses including Gleneagles Golf Clubhouse, Canterbury Golf Club, Pepper Pike Club, and Westwood Country Club. The team they have assembled for this project are well-respected professionals, with a number of them working for the City of Hudson in the past on other projects.
The golf course had a $1,318,927 unencumbered fund balance at the end of 2022. By comparison, the fund balance was $360,787 at the end of 2019. This is due to the course having experienced a record number of rounds played each of the last three years. The expectation is the simulators will provide cash flow during the winter months as well as poor weather days throughout the regular season.
To finance the new clubhouse, staff assumed a $1.4 million bond issue. Any cost more than the bond issue would be paid with fund balance. The estimated annual debt service on the bonds is $103,000. Assuming a 75% usage rate, the annual net income from the simulators is estimated at $98,000 which is very close to break-even compared to the annual debt payment.
Attached is the amended 5-yr plan with the increased clubhouse design cost. You’ll see the fund balance decreases in 2023 due to paying cash for a portion of the clubhouse, but stays at or above 30% carryover for the remaining years.
The City Administration is requesting City Council approval the authorization for the City Manager to award and enter into a contract with Perspectus Architecture for the design and professional services for the new Ellsworth Meadows Golf Course Clubhouse.
The total contract amount would be $218,800, which includes the four (4) “If Authorized Items” by the Administration:
1. Geotechnical Report $6,600.00,
2. Environmental Phase 1 and Demo Plans $ 3,600.00,
3. Easements and Legal Descriptions for Lot Consolidation $ 1,800.00,
4. Resident Project Representative (Part-time) ($ 60.00/Hr.) $25,800.00
The design and bidding would be completed in 2023 and the construction would be in 2024.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04:
Competitively bid and advertised for three consecutive weeks; bid tab attached: [Yes/No/NA])
Joint or Cooperative Purchase Program
X Professional Services
Other [provide explanation]
Fiscal Impact
X Currently Budgeted (Account #, $90,000.0)
X Supplemental Appropriation Required (Account #, $128,800)
Appropriation Not Required.
Does this legislation require use of an emergency clause?
Yes [if so, explain why]
X No
Recommendation
Suggested Action
The Public Works staff recommends that City Council approve this Resolution authorizing the City Manager to award and enter into a contract with Perspectus Architecture for the design and professional services for the Ellsworth Meadows Golf Course Clubhouse.
Submitted by,
Thomas Sheridan, City Manager
Frank J. Comeriato, Jr. Asst. City Manager-Operations
Trent Wash, Asst. Public Works Director, Golf, Parks, Cemeteries