UNIVERSITY OF VIRGINIA BOARD OF VISITORS MEETING OF THE BUILDINGS AND GROUNDS COMMITTEE NOVEMBER 13, 2014

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1 UNIVERSITY OF VIRGINIA BOARD OF VISITORS MEETING OF THE BUILDINGS AND GROUNDS COMMITTEE NOVEMBER 13, 2014

2 BUILDINGS AND GROUNDS COMMITTEE Thursday, November 13, :45-4:00 p.m. Auditorium of the Albert and Shirley Small Special Collections Library, Harrison Institute Committee Members Kevin J. Fay, Co-Chair Barbara J. Fried, Co-Chair Frank M. Conner III William H. Goodwin Jr. John G. Macfarlane III Edward D. Miller, M.D. George Keith Martin, Ex-officio Iñaki N. Alday, Faculty Consulting Member AGENDA PAGE I. ACTION ITEMS (Ms. Sheehy) A. Project Approval: Ray C. Hunt Drive Renovation B. Architect/Engineer Selections: Ray C. Hunt Drive Renovation 3 2. Gooch-Dillard Residence Halls Renovation 4 II. REPORT BY THE VICE PRESIDENT FOR MANAGEMENT AND 5 BUDGET (Ms. Sheehy) III. DISCUSSION WITH THE COMMITTEE 6 University/Emmet/Ivy District Planning Study IV. MISCELLANEOUS BUILDINGS AND GROUNDS REPORTS (Written Reports) A. Major Projects Status Report, Future Design 9 Actions and Planning Studies B. Architect/Engineer Selection Report for Capital 16 Projects Less Than $5 Million C. Professional Services and Construction-Related 17 Non-Professional Services Contracts D. Pavilion Occupancy Status 19

3 UNIVERSITY OF VIRGINIA BOARD OF VISITORS AGENDA ITEM SUMMARY BOARD MEETING: November 13, 2014 COMMITTEE: AGENDA ITEM: Buildings and Grounds I.A. Project Approval: 500 Ray C. Hunt Drive Renovation BACKGROUND: The Board of Visitors approves major capital projects every two years with the update of the Major Capital Projects Program. This plan was last approved in April When the University identifies new projects outside the biennial update cycle, approval by the Finance and Buildings and Grounds Committees is required. The Medical Center Operating Board and the Finance Committee will review the financial plans and the Buildings and Grounds Committee will review the proposed projects for inclusion in the University s Major Capital Projects Program. In keeping with the recently approved Health System strategic plan to establish Fontaine as a predominately clinical and research park, the Medical Center proposes to purchase from the University of Virginia Physicians Group and renovate 500 Ray C. Hunt Drive, a 59,000 square feet office building, into medical clinics. We desire to streamline and add efficiencies to the ownership and management of Health System buildings and purchasing 500 Ray C. Hunt Drive is a tactical move towards that goal. Although leasing space for Medicare provider based clinics is consistent with the Medicare rules, it is more conservative to own the buildings where the provider based clinics operate. The purchase price is estimated between $12.0 million and $14.0 million, with the final purchase price at fair market value to be based on two appraisals. The renovation cost is estimated between $17.15 million and $21.0 million. The specific planned use for the 500 Ray C. Hunt building is to provide modern clinic space for Urology, which is presently located in the West Complex in a challenging location for patient access. This new location should increase clinic visit volume and patient satisfaction. It would also allow Cardiology to combine several clinics located in Northridge and the Hospital into one comprehensive clinical service, which would free up existing space in the Hospital and Northridge for other clinical uses. We project that the improved access to the 1

4 clinics will directly contribute to an increase in clinic visits for Cardiology and Urology consistent with the Long Range Financial Plan. Over the long-term it is our plan to purchase the space occupied by the UVA/HealthSouth Hospital which is immediately adjacent to the 500 Ray C. Hunt space to provide more space at Fontaine as we continue to improve access to the UVA Health System ambulatory clinics. To facilitate the additional clinic space in 500 Ray C. Hunt Drive will require the University Physician Group s revenue cycle functions to relocate to the UVA Research Park where they will join most of the Medical Center s revenue cycle staff. This will allow the two separate revenue cycle functions to work closely together as the Health System collaborates with Ernst & Young to determine accurately the cost of revenue cycle for both organizations and to design a model of operation between both organizations to improve patient service, reduce cost, and improve collections. Our goal is to reduce annual operating cost by $8 million through this process redesign. DISCUSSION: The University recommends the revision to the Major Capital Projects Program as follows: 500 Ray C. Hunt Acquisition and Renovation Hospital Operating Funds $ $35.0 million ACTION REQUIRED: Approval by the Medical Center Operating Board, the Buildings and Grounds Committee, the Finance Committee, and by the Board of Visitors REVISION TO THE MAJOR CAPITAL PROJECTS PROGRAM, 500 RAY C. HUNT DRIVE RENOVATION WHEREAS, the University proposes the addition of the 500 Ray C. Hunt Drive Renovation to the Major Capital Projects Program; RESOLVED, the Board of Visitors approves the addition of the 500 Ray C. Hunt Drive Renovation, estimated between $17.15 million and $21.0 million, to the University s Major Capital Projects Program. 2

5 UNIVERSITY OF VIRGINIA BOARD OF VISITORS AGENDA ITEM SUMMARY BOARD MEETING: November 13, 2014 COMMITTEE: AGENDA ITEM: Buildings and Grounds I.B.1. Architect/Engineer Selection: 500 Ray C. Hunt Drive Renovation BACKGROUND: The University is purchasing 500 Ray C. Hunt Drive, and plans to renovate it into a medical clinic building. A joint Selection Committee from the University Physician s Group and the Medical Center interviewed four architectural firms, all with the required experience and all with previous experience working at the University, to provide architectural services for this project. Based on proposals submitted by the four firms and by interviews, the Selection Committee chose Hammel, Green and Abrahamson, Inc. as the most qualified for this project. DISCUSSION: The University recommends the selection of Hammel, Green and Abrahamson, Inc., of Alexandria, VA for this contract. This firm has significant prior experience working with complex projects in the Medical Center, including extensive cardiology programming experience. ACTION REQUIRED: Approval by the Buildings and Grounds Committee ARCHITECT/ENGINEER SELECTION, 500 RAY C. HUNT DRIVE RENOVATION RESOLVED, Hammel, Green and Abrahamson, Inc., of Alexandria, VA is approved for performance of architectural services for the 500 Ray C. Hunt Drive Renovation project. 3

6 UNIVERSITY OF VIRGINIA BOARD OF VISITORS AGENDA ITEM SUMMARY BOARD MEETING: November 13, 2014 COMMITTEE: AGENDA ITEM: Buildings and Grounds I.B.2. Architect/Engineer Selection: Gooch-Dillard Residence Halls Renovation BACKGROUND: The Gooch-Dillard Residence Halls, originally constructed in 1984, comprise 67,500 gross square feet and currently house 658 first-year residents and resident advisors in 626 single and 16 double sleeping rooms. The renovation allows for the replacement of building systems that are past their useful life; installation and enhancement of fire detection and suppression life safety systems; repair to the building s exterior envelope; and replacement of bathroom fixtures and finishes. The project also provides conversion of the single sleeping rooms to doubles by removing a wall and joining the two rooms together. The Buildings and Grounds Committee approved the project at its September 2014 meeting. DISCUSSION: The University recommends the selection of VMDO Architects of Charlottesville, VA for this contract. This firm has a significant portfolio of successful student residential projects directly relevant to this project. ACTION REQUIRED: Approval by the Buildings and Grounds Committee ARCHITECT/ENGINEER SELECTION, GOOCH-DILLARD RESIDENCE HALLS RENOVATION RESOLVED, VMDO Architects of Charlottesville, VA is approved for performance of architectural services for the Gooch-Dillard Residence Halls Renovation project. 4

7 UNIVERSITY OF VIRGINIA BOARD OF VISITORS AGENDA ITEM SUMMARY BOARD MEETING: November 13, 2014 COMMITTEE: AGENDA ITEM: ACTION REQUIRED: Buildings and Grounds II. Report by the Vice President for Management and Budget None BACKGROUND: This fall, the Alderman Road Residence Halls Project, Phases II, III, and IV, is being recognized with two regional awards. This project, procured and executed under design-build contracts by the team of W.M. Jordan Company and Clark Nexsen, was completed in On November 20, the Design Build Institute of the America Mid-Atlantic Region will present the project with the 2014 Educational Category Design-Build Honor Award for the project s teamwork and best practices in project delivery. In December, the project will receive the Engineering News Record (ENR) Mid-Atlantic Region 2013 Safety Award of Merit in recognition of the project team s exemplary safety record. With nearly one million man hours recorded, Phases II, III, and IV of the Alderman Road Residence Halls Project had no fatalities, an Occupational Safety and Health Administration (OSHA) recordable incident rate of zero, and a lost time accident rate of zero. 5

8 UNIVERSITY OF VIRGINIA BOARD OF VISITORS AGENDA ITEM SUMMARY BOARD MEETING: November 13, 2014 COMMITTEE: AGENDA ITEM: ACTION REQUIRED: Buildings and Grounds III. Discussion with the Committee: University/Emmet/Ivy District Planning Study None DISCUSSION: The University/Emmet/Ivy District (U/E/I) Planning Study is focused on the main entry corridors and entry points to the U.Va. Central and North Grounds, as well as on the broader context of these areas, assessing existing and potential future conditions. Surrounding the well-traveled intersection of Emmet Street and Ivy Road/University Avenue are five other important entry points to be considered: Athletics/North Grounds (Alderman/Copeley Roads), Arts Grounds (Culbreth Road), Bookstore/Central Grounds Garage, John Paul Jones Arena/North Grounds (Massie Road), and the Academical Village/World Heritage Site (McCormick Road). The study diagram shows the relationship of these entries/corridors to the Grounds at-large. At the June 2014 and September 2014 meetings, the Buildings and Grounds Committee received reports on various aspects of the Study, including the Suitability Analysis, Circulation Analysis, and Landscape Design. At the request of the Committee in September, the Committee will discuss further potential land uses and landscape design guidelines associated with the U/E/I corridor and entry points. The work products related to the U/E/I planning study are as follows: 1. Suitability Analysis (Complete: presented at the June 2014 meeting) Develop GIS analysis of the study area to establish an opportunities/constraints diagram that illustrates developable and non-developable zones. 2. Land Use Analysis (To be presented at the February 2015 meeting) Review land use patterns for the district and propose relevant changes to the Redevelopment Zones in the 2008 Grounds Plan. 6

9 3. Circulation Analysis (Complete: presented at the June 2014 meeting) Develop an overview of the primary issues related to circulation in the district and recommend transit, pedestrian, bicycle, and vehicular improvements. 4. Landscape Design (Complete: presented at the September 2014 meeting) Inventory existing landscape conditions, review previous landscape studies developed for the district, develop design guidelines for corridor and entry treatment, and complete a conceptual design for the University/Emmet/Ivy entry point. U/E/I District Planning Study: CORRIDORS AND ENTRY POINTS 7

10 MISCELLANEOUS REPORTS Buildings and Grounds Committee University of Virginia November 13, 2014

11 9

12 10 MAJOR PROJECTS STATUS REPORT, FUTURE DESIGN ACTIONS AND PLANNING STUDIES OCTOBER 2014

13 11 MAJOR PROJECTS STATUS REPORT, FUTURE DESIGN ACTIONS AND PLANNING STUDIES OCTOBER 2014

14 12 MAJOR PROJECTS STATUS REPORT, FUTURE DESIGN ACTIONS AND PLANNING STUDIES OCTOBER 2014

15 13 MAJOR PROJECTS STATUS REPORT, FUTURE DESIGN ACTIONS AND PLANNING STUDIES OCTOBER 2014

16 14 MAJOR PROJECTS STATUS REPORT, FUTURE DESIGN ACTIONS AND PLANNING STUDIES OCTOBER 2014

17 UNIVERSITY OF VIRGINIA CURRENT CAPITAL PLANNING STUDIES Project Comments Academic Division (Agency 207) Contemplative Sciences Center UVA Golf Indoor Driving Facility/Coaches Offices UVA Tennis Center Darden Program Planning McIntire Program Planning Jeffersonian Grounds Initiative Fundraising Studying Options Studying Options Reviewing with Darden Program Planning Studying Options Fundraising/Developing Sequencing Medical Center (Agency 209) No current capital planning studies College at Wise (Agency 246) No current capital planning studies 15

18 UNIVERSITY OF VIRGINIA ARCHITECT/ENGINEER SELECTIONS FOR CAPITAL PROJECTS $5 MILLION OR LESS PERIOD ENDED OCTOBER 17, 2014 There are no architect/engineer selections for capital projects $5M or less for the period ending October 17,

19 Professional Services and Construction-Related Non-Professional Services Contracts Quarter Ended September 30, # of Contracts Total Virginia Contracts Total Out-of-State Contracts /01/14-09/30/14 (FYTD) Fiscal Year

20 Professional Services and Construction-Related Non-Professional Services Contracts Quarter Ended June 30, 2014 $35.0 $30.0 $30.2 $ Million $s $20.0 $15.0 Total Virginia Contracts (M) Total Out-of- State Contracts (M) $10.0 $10.4 $10.5 $8.2 $7.2 $7.4 $10.1 $10.2 $6.7 $6.7 $8.7 $7.2 $5.0 $2.4 $1.5 $ /01/14-09/30/14 (FYTD) Fiscal Year

21 UNIVERSITY OF VIRGINIA PAVILION OCCUPANCY STATUS AS OF OCTOBER 2014 Pavilion Occupants Assigned Available Comments Winter November Occupied Pavilion III from Spring I Robert Pianta until Winter 2010 Office of the Board of Visitors and Through the remainder of the II the Office of the Architect Rotunda renovation III IV V & Annex VI VII VIII Upper Apartment VIII Terrace Apartment Harry Harding Larry J. Sabato Patricia Lampkin Robert D. Sweeney Colonnade Club John Colley Gerald Warburg Spring 2010 October 2002 Spring 2008 Fall 2012 April 2011 March 2012 January 2015 Spring 2018 August 1, 2018 Fall 2017 April 15, 2016 March 2017 Extended an additional five years in November 2010, from Spring 2013 to May 11, 2018 Occupied Pavilion III from Summer 2005 until Spring 2008 IX Dorrie Fontaine July 2011 July 2016 X Montebello Sunnyside Weedon House Nancy E. Dunlap, M.D. James H. Aylor Artificial Pancreas Project Carl P. Zeithaml May 2013 April 2012 April 2013 July 2011 January 2015 August 2015 March 2015 July