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CF-TownC CHC-CS 860415 (2) ^RCHIT£CTUR£ PLANNING · INT£RIORS April 15, 1986 Mayor Lou Dugan City of Coppell P.O. Box 478 Coppell, Texas 75019 RE: Coppell Town Center Project No. 8457 Dear Mr. Mayor: With regard to our telephone conversation of Wednesday, April 9, 1986 I provide herewith the following requested information regarding the color and material selections which were originally bid and were included in the General Construction Contract for the Coppell Town Center project. During the design phase and construction document phase of this project, we received and acted upon the directions provided our office by the previous City administration. Some of the information which was pro- videdby the City's representatives at that time included the program- ming data which directed our office to the size of the facility which would be required to house the City's staff, this prepared by Mr. J.T. Duncan, and also an overview of the project with regard to its design statement and materials and colors which should be used to achieve this desired result. O'Brien O'Brien Callaway, Architects of Record, were charged to design a new City Hall that shall establish a tradition for Coppell, basically, a historical reference point of traditional design. The interior spaces were to make use of marble or granite to achieve a feeling of permanence. In general, the City Hall interiorcolor selec- tions should be elegant and promote a feeling of reverence and the main lobby area should be a very high design space. During the design phase, all of the information which was provided by the City representatives was incorporated into the concept for this project. Color selections, in keeping with the direction received, were made by our office. The color scheme incorporated the use of many shades of green and such items at the carpet, ceramic tile, original lobby flooring, plastic laminate andd some wall coverings. During the design phase, our office prepared a rendering which showed the overall appearance of the main lobby area. This rendering indicated the use of the color green in many areas and was viewed by Mayor Andy Brown and other representatives of the City of Coppell. Also, keeping in mind the desired effect which the City wished 2850 Lincoln Plaza · 500 North Almrd · LB 16 · Dallas, Texas 75201-3394 · (214) 954-3100 McKinney Place · 3131 McKinney Avenue · Suite 850 - LB 113 · Dallas, Texas 75204 · (214) 871-9100 Mayor Lou Dugan April 15, 1986 Page 2 to achieve, a complete interior finish schedule was prepared by our office and was included in the Contract Documents. The interior finish legend included information on color and ~anu~acturer of paints, va~l coverings, floor coverings, l~m~-ates, ceramic tile, and fabric and vas as shown on Sheet t-3.11 of the origtnaX Contract Documents which eventually ~as made part of the Contract for Construction between the City of Coppell and Howard U. Fre-m~n, Inc. This interior finish schedule ~as viewed by Mayor Andy Brown and other City representatives and there~as no indication that any exceptions had been taken .to any item included in this legend. As a brief note, it vas felt by all involved during the design of this project that it would be prudent to ,~ke every possible effort to identify actual materials and colors which would be used on this project so as to assist fie General Contractor during fie bidding and negotia- tions on this project. It vas felt that if this additional inforaation vas provided in advance, that it wou~d hopefully eliminate any future problen~s or claims for additional costs if certain items were special order, long lead time, or custom colors which normally could add addi- tional time or monies to a project such as this. A specific questions which you have requested information is the carpet which vas selected for this project. Once again, the carpet and color vas selected by our office and ~as reviewed and approved by representa- tives of the previous administration. As you are a~are, when this project ~as bid, the initial figures which were received from the General Contractor placed this project out of budget and significant value engineering had to take place to bring the overall project back into budget. One of the many items which received consideration and approval by the City of Coppell during the value engineering process vas the carpet. At that time, from the information that was received from the two low general contractors which were vying for this project, a significant cost savings could be realized by changing the carpet manu- facturer and carpet weight and could result in a savings in the neigh- borhood of $3 to $4 per yard, depending on which manufacturer would now be selected. With this information in hand, we met withMayor Andy Brown, and City Manager Ron Ragland during the month or,arch 1985 to review the entire value engineering process to date and to advise them that it appeared that the value engineering process had proven to be successful and there ~as indeed a possibility that this project could now be brought into budget. It was also during this meeting that the carpet for this project vas discussed, and Mayor Andy Brows vas sho~n samples of alternate carpet manufacturers for his selection. The direction which was received fromMayor Brown to our office vas that, realizing the budget constraints which had been established in the value engineering process, it was determined that the carpet manufacturer should be changed and that the carpet weight should be changed either ffayor Lou Dugan April 15, 1986 Page 3 32 or 3~ounce carpet and that selection of color would be made from the manu~ct~er's standard a~ilable colors, but that the final color selection should be as close as possible to the original color specified on the interior finish legend. After the value engineering process was completed, reviewed, and approved by Ge pre~ous adm~ustration, the City of Coppe11 entered into a contract with the General Contractor, Howard U. Fre-~n, Inc. and the project was underway. During the next ten months, the General Contractor, as required by the project manual, made submissions on the interior finish items and specifically the carpet which submitted for review and approval and was found to be in compliance wi~ the Contract Documents and previous direction ~d approvals made by the previous administration. It was not until some eleven months after the Contract signing that any questions were raised by the new City administration with regard to color selections and, by that t~e, a majority of the materials, with the exception of paint, had already been purchased, delivered, and were ready for installation. The carpet specifically was submitted by the General Contractor for renew during October 1985 and was renewed for compliance and, once returned to the General Contrac- tor, a purchase order was issued by Howard U. ~eeman, Inc. to the carpet supplier who had been selected and this carpet was manu~ctured and has been shipped to the carpet installer and is presently in storage in his warehouse, ready for installation at the project site. Hope~lly, the information which has been provided above will clarify the questions which you had with regard to the carpet, the review and selection process by the previous adm~uistration and also the current status of this item. Shoul~you have any questions or request additional information, please do n~t)hesitate to contact me. // SiuC~ely, f 7 //J Director of Construction A !nistration Ro-B/sdc cc: Coppell City Council Members Ms. Susan O'Brien Mr. Frank Procter Mr. ~ny ~11away Mr. Ed Powell Mr. Mike Henjum Mr. ~ck O'Brien Ms. Belinda McDonnell