Attach 2 - EOU Project Scoping Document.pdf

Facilities & Planning Department

Eastern Oregon University Page 1 of 6 EOU Inlow Hall Phase 2

Project Scoping Document November 19, 2021

Project Scope: Inlow Hall Phase 2 Finishing Inlow Hall

PROJECT BACKGROUND:

In 2005, Robert Simonton, OUS Director of Capital Construction provided EOU the Oregon DOGAMI seismic RVS scores for EOU, encouraging EOU to seismically rehabilitate buildings with an RVS of lower than “2”. As of 2021, 5 buildings have an RVS lower than a “2”. Two buildings (Hunt Hall and Dorion Hall) are no longer on campus and three remain (Inlow Hall, Ackerman Hall, & Quinn Coliseum).

In 2009, EOU was successful in obtaining $9M from OUS towards a “stepwise approach” of rehabilitating

Inlow Hall – Phase 1. The IHP1 project completed a partial renovation of the 1st floor and seismic upgrades in the basement and the 1st floor. A future Phase 2 project would install the remaining required upgrades through the second floor to the roof.

EOU was unsuccessful in obtaining State funding for Phase 2 in the 2015 and 2017 legislative sessions.

The Governor’s office placed capital project funding on hold in 2019 pending a statewide capital projects assessment. After the 2017 legislative session, the following analyses of Inlow Hall were completed:

● 2018 Inlow Hall 2nd Floor Wall Cracking (KPFF)

● 2018 Inlow Hall – Seismic Upgrade Summary (KPFF)

● 2018 Opinion of probable costs for phase 2 (Design West)

● 2019 Cursory campus wide facility condition assessment (Fluent Engineering)

● 2020 Phase 2 design cost & analysis (Fluent Engineering)

These items helped develop the 2021 Capital Request, which was successfully funded in the 2021 legislative session.

PROJECT PURPOSE:

The purpose of this capital project is to upgrade Inlow Hall to meet EOU’s current and future needs over the next several decades. While Inlow Hall Phase 1 upgraded some components of the building in 2010, much of Inlow Hall’s infrastructure is original to the 1929 construction.

PROJECT GOALS:

The goals of this capital project are to:

● Complete the seismic and renovation improvements started in Phase 1.

● Address critical life/safety, access, deferred maintenance, and code issues in and around the building; including mitigating water intrusion in the roof and building envelope. Specifically, around the following prioritized project elements:

1. Building Envelope Upgrades & Mitigation

2. Roof Replacement

3. Mezzanine & Structural Upgrades

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Project Scoping Document November 19, 2021

4. Seismic Upgrades

5. HVAC and Thermal Comfort Upgrades

6. MEP Equipment and Upgrades

7. Electrical Feed, LED & Controls, & Miscellaneous Upgrades including low voltage and audio visual.

8. Basement and 2nd floor optimization and upgrades

9. Site work, landscaping, and irrigation upgrades

● Improve energy efficiency and thermal comfort for users.

● Preserve the internal and external historic integrity of the building and surrounding area.

● Address underutilized and ineffective spaces, optimize classroom capacities and distance education technology.

PROJECT OBJECTIVES:

The objectives of this project include:

● Strictly adhere to the project budget of $18.8M, which includes Owner and Contractor contingencies.

● Clarify “what is so” within Inlow Hall & develop sub-elements in order to:

o Eliminate capital renewal and replacement - which includes life/safety issues, code deficiencies, deferred maintenance, and systems that are at or beyond their useful life.

o Preserve the external and internal historic integrity of the building.

o Address underutilized and ineffective spaces, optimize classroom capacities and distance education technology.

● Identify and determine required steps & approaches to minimize disruptions to student and administrative services and staff productivity during construction activities. EOU has very limited

“swing spaces”.

● Develop a model and a common understanding of how to address the hierarchy of needs and minimize conflict from competing interests with limited resources.

o When budget constraints occur, how scope is reduced/modified for strict adherence to the project budget?

▪ During design phase services

▪ During construction phase services

● Develop project delivery system(s) and/or and construction package(s) to minimize construction costs, minimize disruption of services, and meet or beat the grant agreement’s Project Closeout

Deadline.

PROJECT WORK DEFINITION:

1. Identify how the matching funds can be used to ‘hit the ground running’ when the bond funding becomes available (Oct 2022+/-) while still having matching funds available to cover non-reimbursable expenses.

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Project Scoping Document November 19, 2021

2. Procure an A/E team. The ideal A/E team will:

o Uncover and identify uncertainty, risks, and obstacles of the project.

o Does not over or under design and develops clear and complete plans and specifications.

o Design alternatives/options that effectively and efficiently meet the projects’ goals and objectives.

o Stay on schedule and design phase budget, while designing to a construction budget confirmed by pre-construction services estimate as well as an independent third-party estimator.

o Provides the following independent & objective expertise/advice:

▪ Thinks ahead while providing direct perspectives to various stakeholders, keeps the project moving forward while receiving and addressing various stakeholders feedback, and doesn’t provide advice because that’s what they believe the

Owner wants to hear.

▪ Incorporates life cycle costs when developing options or alternatives to minimize operation and maintenance cost while maximizing overall project scope. Provides knowledge if product A saves $80,000 over product B or is

$80,000 shifted to the operation and maintenance costs over the same life cycle.

▪ On how to best minimize disruptions of services in Inlow Hall with limited or no

“swing spaces.”

▪ On how to best optimize workspaces & renovations within the budget limitations.

▪ On multiple project delivery systems, that includes consideration of supply chain and workforce realities in NE Oregon. Provides knowledge on how to incorporate market forces during bidding for the various project elements.

o Develops strategies to address budget limitations through scope removal & adjustments and not by expecting the Owner to provide more funding. This includes developing clear and complete plans and specifications and additive/deductive alternates that can be bid upon with undergoing multiple plan iterations. Carrying large contingencies is not a viable strategy.

o Has the ability to work with contractors to bring the project back to budget during construction. Projects inevitably go over budget, and at the point it does, the A/E Team is a critical partner on how to straighten things out to get back into budget.

3. Develop and implement an open approach to meet Section 10 of Senate Bill 5505 & ORS

350.370 in a manner that:

o Openly demonstrates good faith and rigorous efforts.

o Transparently demonstrates shortfalls, achievements, and market realities.

o Is documented in a manner for reporting to the Joint Co

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Project Scoping Document November 19, 2021

4. Maximize market forces during project delivery and procuring construction services.

5. Procure an independent cost-estimating firm to confirm Guaranteed Maximum Price (GMP) proposals provided under alternative project delivery methods.

6. Complete all construction activities prior to the Project Closeout Deadline in the pending Grant

Agreement.

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Project Scoping Document November 19, 2021

SPONSOR TEAM:

● Tom Insko (President)

● Lara Moore (VP for Finance & Administration)

● Tim Seydel (VP for University of Advancement)

STAKEHOLDER TEAM:

● Team leader, David Moore (Capital Projects Manager)

● John Garlitz (Director of Facilities & Planning)

● Luke Aldrich (Capital Projects Manager)

● Lori Baird (UA)

● Jacque Naegle (HR)

● Angie Adams (Provost Office)

● Davon Dunajski (AV)

● Jeff Carman (IT)

● Jim Hoffman (Director of Safety & Security)

● Tim Willey (IT)

● Colleen Dunne-Casio (Student Affairs)

KEY MILESTONES:

1. Selection of an A/E Team: February 2022

2. Construction Start: February 2023

3. Anticipated Grant Agreement Deadline: April 2025.

CONSTRAINTS:

1. $18.83 million budget:

Construction & Construction Contingency = $15.30M

All Soft Costs = $ 2.00M

Owner’s Contingency = $ 1.53M

Total = $18.83M

2. Student & Administrative Services must continue.

3. Very limited swing space for temporary re-locations during construction.

KEY ASSUMPTIONS:

1. Funding will affect the scope. Strict funding limit of $18.8M

2. Pre-bond funding for planning/design will come from EOU’s matching funds while allowing all non-reimbursable expenses paid for with EOU’s matching funds.

SPECIFICALLY EXCLUDED SCOPE:

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Project Scoping Document November 19, 2021

1. Grand Staircase

2. Inlow Mall / Replacement of balustrades at cul-de-sac.