9/10/2016 LEARNING OBJECTIVES WHY RENOVATE? Outatime to Renovate? FACILITY RENOVATIONS 101

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1 FACILITY RENOVATIONS 101 Outatime to Renovate? LEARNING OBJECTIVES 1. Participants will understand the overall process and key aspects to be considered before undertaking a facility renovation project. 2. Participants will understand the responsibilities of the owner and architectural team during the design phase of a renovation project. 3. Participants will understand the critical factors during the construction of a renovation project such as strategies to ensure occupant safety and preserve suitable living environments. WHY RENOVATE? What factors drive a renovation project? Culture change Building needs systems and finishes in need of replacement ADA accessibility or other regulatory requirements Inspection issues or citations Market competition 1

2 PLANNING TEAM DESIGN CONSTRUCTION Rendering Completed Project 1. PLANNING PHASE PLANNING PHASE: IDENTIFY INTERNAL PROJECT TEAM Engage project stakeholders: Management Staff and caregivers Maintenance personnel Residents/residents council Local community/neighborhood 2

3 PLANNING PHASE: CREATE A PROJECT GOALS STATEMENT Identify your needs: Operational deficiencies Spatial inadequacies Safety issues Aesthetic/environmental goals PLANNING PHASE: FEASIBILITY STUDY Commission an architect to: Tour the existing facility and evaluate conditions Develop a formal program of spaces Explore multiple potential design concepts Produce a preliminary budget/schedule for each concept PLANNING PHASE: BUILD CONSENSUS Explore options to identify the best course: Review feasibility study and design concepts Conduct a financial analysis to determine project budget Select a concept/budget for implementation Begin resident outreach campaign 3

4 2. ASSEMBLE PROJECT TEAM ASSEMBLE PROJECT TEAM: PROFESSIONAL PARTNERS Identify necessary team members: Owner s Representative Construction Manager Architect MEP/Structural Engineers Civil/Traffic/Geotechnical Engineers Interior Designer LEED Consultant ASSEMBLE PROJECT TEAM: DETERMINE PROJECT DELIVERY METHOD Identify optimal method of construction: Design/Bid/Build Construction Manager At-Risk Design/Build Negotiated Contract 4

5 ASSEMBLE PROJECT TEAM: CONDUCT AN RFP PROCESS Find the right architectural partner for your organization: Compile a list of qualified architects Distribute a request for proposals (RFP) Identify finalists; conduct interviews Select winning firm and negotiate a contract 3. DESIGN PHASE DESIGN PHASE: PROGRAMMING Refine project program to: Contrast number and size of existing versus desired spaces Document desired relationships between spaces Identify general spatial and operational requirements REHAB TO HOME PROGRAMMING Sample 1 Sample 2 Project No. Rms. BEDS SF Total SF No. Rms. BEDS SF Total SF No. Rms. BEDS SF Total SF APARTMENTS Type I - Single w/ Euro shower Type IB - Single w/ Shared Bath, Euro shower Type IC.1 - Single w/ Prefab 5x3 shower Type IC.2 - Single w/ Prefab 3x3 shower Type IC.3 - Single w/ Prefab 3x3 shower + WIC Type II - Double w/ Euro shower Subtotal ,575 5

6 DESIGN PHASE: COST ESTIMATING Commission a third party cost estimator to produce a budget analysis that includes: Hard costs construction related items such as material and labor Soft costs non-construction related items such as consultants, permitting fees, insurance Contingencies for design and construction Schematic Concept Budget Cost Estimate (preliminary as of 5/16/14) Construction - $6,000,000 (Option 3) (30,000 gsf x $200 SF) Design 5% $300,000 $6,300,000 Subtotal Bidding and Construction 10% $630,000 Estimated Construction Cost Subtotal $6,930,000 Soft 15% (Fees and Permits) $1,039, Architectural 2. Engineering 3. Interiors 4. Permits FF&E (estimated) $600,000 Estimated Total Project Cost $ 8,569,500 DESIGN PHASE: SCHEDULE DEVELOPMENT Produce a project schedule with durations and milestones associated with: Design Construction Bidding Project Close-Out Permitting Move-in DESIGN PHASE: DESIGN PROCESS Collaborate closely with professional partners through all phases of design: Schematic Design Sketches, floor plan studies, 3D models Design Development Finalize size of spaces, determine systems, select materials Construction Documents Produce bid documents; Building Information Modeling (BIM) 6

7 DESIGN PHASE: CONSTRUCTION PLANNING Construction logistics must be planned during design: Coordinate with daily operational schedules Off hours construction alternative Explore creative phasing approaches o Personal living spaces and corridors o Common spaces and activities o Therapy and medical spaces DESIGN PHASE: NAVIGATING REGULATORY BODIES The permitting process must be carefully managed: Local building officials enforce IBC codes Land development approvals (if project includes expansion) PA Department of Health Fire Marshall NFPA codes PA Department of Human Services chapter Centers for Medicare & Medicaid Services (if applicable) US Green Building Council (if LEED) DESIGN PHASE: IMPACTS OF BUILDING CODES Building codes heavily influence the design solution: International Building Code - construction type, size, materials, fire ratings, safety, egress, energy National Fire Protection Association - life safety, egress, fire and smoke, sprinkler system 7

8 DESIGN PHASE: RESIDENT OUTREACH & ENGAGEMENT Maintain a robust resident engagement program throughout the process: Conduct on-site resident workshops o Review the project scope highlighting long-term benefits o Explain temporary construction measures and efforts to minimize inconveniences o Manage expectations Present renderings and video animations to build excitement Provide updates throughout the construction process including hard hat tours for residents and prospective residents 4. CONSTRUCTION CONSTRUCTION: BIDDING AND PROCUREMENT Secure contracts via selected project delivery method: Competitive bidding Negotiated contract Consider inflation associated with lag time from design to construction 8

9 CONSTRUCTION: CONTRACTS Negotiate a fair agreement that protects all parties: Standard construction documents reflect industry standard parameters Identify owner, contractor, and design team responsibilities Carefully review contractor Qualifications and Exclusions Legal council is advisable for large projects --- but select one familiar with construction law CONSTRUCTION: PERMITTING Coordinate with local building department to procure construction permits: Determine whether the proposed work is in accordance with state and local laws Each municipality differs in required documentation and process timeframe CONSTRUCTION: OWNER S RESPONSIBILITY The owner is responsible for the following during construction: Staff and resident coordination: o Publicize temporary changes in routine or locations of activities o Set expectations for temporary disturbances Prepare physical building for construction work: o Coordinate safety provisions and alarm systems o Coordinate utilities and temporary shut offs Coordinate vendors not included in general construction work: o Nurse Call System o Internet/Cable TV o Appliances 9

10 CONSTRUCTION: CONSTRUCTION ADMINISTRATION Construction phase roles and responsibilities include: Contractor responsible for managing schedule On-site full-time owner s representative recommended Architect conducts periodic inspections CONSTRUCTION: SAFETY AND QUALITY OF LIFE Protect finish surfaces and segregate construction areas from resident space CONSTRUCTION: POTENTIAL CHALLENGES Be prepared to deal with the following: Delays Substitutions Change orders Cost overruns 10

11 CONSTRUCTION: PROJECT CLOSE-OUT Coordinate with contractor to ensure they fulfill obligations: Provide documentation including warranties and operations/maintenance manuals Provide staff training on equipment operations and cleaning (Luxury Vinyl Tile example: clean but no wax) CONSTRUCTION: CONTRACT CLOSE-OUT Initiate contract close-out including: Release of liens (depending on contract) Release retainage REFERENCES American Institute of Architects Analysis of working with an architect Construction Management Association of America Analysis of Construction Project Delivery Methods Centers for Disease Control Infection Control Assessment Tools PA Department of Health Description of Plan Review Requirements US Green Building Council LEED Overview Graphic Icon By Noun Project / Icon Fair 11