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HomeMy WebLinkAboutPW City Hall Interior Project Bid Initiationcrry oF�� Agenda Item No: 5. f Meeting Date: March 18, 2013 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: - City Manager Approval: r Director of Public Works (KM) File No.: 06.01.214 SUBJECT: RESOLUTION AUTHORIZING THE PUBLIC WORKS DIRECTOR TO INITIATE INFORMAL BIDS FOR THE "2013 CITY HALL INTERIOR IMPROVEMENT PROJECT", FOR A TOTAL PROJECT COST NOT TO EXCEED $650,000. RECOMMENDATION: Staff recommends that the City Council adopt a resolution authorizing the Public Works Director to initiate informal bids for the "2013 City Hall Interior Improvement Project", for a total project cost not to exceed $650,000. BACKGROUND: San Rafael's City Hall was constructed in the 1960's. Although the 3`d floor of the building has been renovated extensively to better serve San Rafael's citizens, the 1" and 2°d floors of City Hall have undergone only minor modifications over the last 40 years. As a consequence, the floors, walls, carpeting and some of the restrooms are showing significant signs of wear. This is especially true on the 1" floor, which is occupied by the Police Department and utilized 24 hours a day. In June 2012, City Council adopted a resolution authorizing the Public Works Director to enter into an agreement with Trahan Mechanical, Inc. to construct the City Hall HVAC Upgrades Project. This project required the Police Department to vacate the 1" floor of the City Hall while the work was being performed. The temporary relocation of PD operations provides the City with a rare opportunity to perform additional construction maintenance work without impacting staff who would have normally occupied this space. Generally speaking, maintenance work such as replacing worn floor tiles is impossible to perform in an area that is utilized 24 hours a day. ANALYSIS: Over the last several months the Department of Public Works has analyzed the current condition of the 1" floor area, which includes the Police Department plus Dispatch (6,450 SF), and the 2nd floor entry area FOR CITY CLERK ONLY Council Meeting: l gb. 0 ! Disposition: i2 ffge z—o 7, SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pase: 2 and hallway (2,200 SF). Public Works has worked closely with Police Department personnel to develop preliminary estimates and a scope of improvements for the 15Y and 2"d floor areas: Relocation and Design Assistance 1st Floor Improvements Estimated Item Description Cost The Police Department is temporarily relocated to trailers in the lower Cost PD Trailers parking lot. This item includes the cost for renting the trailers. 27,000 Public Works recommends examining the current Ist floor office layout to determine if there is a more efficient configuration. A space planner is Space Planner needed for this review. 12,500 Subtotal Relocation and Design Assistance = $ 39,500 1st Floor Improvements The dilapidated hallway cabinet will be replaced with a cabinet to better serve the members of the Police Department. Additional cabinetry is Cabinctry needed in the Ready Room, Armory. and the Patrol Bag Room. S 86,320 Current security locks are outdated. Installation of new proximit} locks are Locks necessary to improve the sccuritti with the Police Department. $ 75,000 Subtotal 1st Floor Improvements = $ 468.270 Estimated Item Description Cost Removal of the existing the and hazardous materials. Examine alternatives such as staining and coating the concrete floor base for a more modern Floor Tile entry. $ 89,375 In discussions with the Police Department, an additional wall system is needed in front of the jail area to develop this as a custody area and for the Custody Area safety of the Police staff. $ 40,000 Replacing existing tiles and making plumbing improvements to the current system is needed with in the locker rooms on the 1st floor. Facilities maintenance has noted problems over the years with this existing plumbing. Restroom partitions and other improvement are needed in this area and Restrooms should be completed at this time. $ 47,500 Over the years surface mounted electrical wires have been added to offices and rooms throughout the 1st floor. Utilizing an electrician to place these Electrical wires within the walls is needed to maintain a safe working environment. $ 18,750 The current hallway walls have been damaged over the years and are known to contain hazardous materials. Covering the fiber wall paper with a thin sheet of sheet rock should present a new finish to this old and damaged Wall Improvements surface without disturbing the existing material. $ 43,750 Existing carpeting will be replaced with carpet squares that can be easily replaced by our Facilities Repair staff when worn in the future. Currently, Carpeting portions of the carpeting are wall-to-wall. $ 16.450 Paint Patching and painting the entire 1st floor area is necessary. $ 24,2.50 Replacing the existing lockers with new up-to-date law enforcement lockers is necessary. New systems utilize electrical outlets in the locker to charge equipment. This option will be examined: however, new lockers are needed Amenity Improvements to replace the existing worn out lockers. $ 26.8715 The dilapidated hallway cabinet will be replaced with a cabinet to better serve the members of the Police Department. Additional cabinetry is Cabinctry needed in the Ready Room, Armory. and the Patrol Bag Room. S 86,320 Current security locks are outdated. Installation of new proximit} locks are Locks necessary to improve the sccuritti with the Police Department. $ 75,000 Subtotal 1st Floor Improvements = $ 468.270 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pa2e: 3 2nd Floor Improvements Relocation and Design Assistance) $ 39,500 Estimated Item Description Cost Estimated Total Base Bid = $ This includes removal of existing the and hazardous materials in the 2nd floor entry. Alternatives such as staining and coating the concrete base floor for a more modern entry will be exmined. Etching of the City Seal Floor Tile will be investigated as well. $ 62,250 The current hallway walls have been damaged over the years and are known to contain hazardous materials. Covering the fiber wall paper with a thin sheet of sheet rock should present a new finish to this old damaged surface Wall Improvements without disturbing the existing material. $ 31,250 Existing carpeting in the hallway will be replaced with carpet squares that can be easily replaced by our Facilities Repair staff when worn in the future. Carpeting Currently, portions of the carpeting are wall-to-wall. $ 5,569 Paint Patching and painting the hallway on the 2nd floor is necessary. $ 4,9.50 Recutting the existing carpet will be examined in conjunction with staining of the existing floor material. Leaving the center circle of the Carpet Seal will be considered; however, the exterior carpet to the seal has significant City Seal Carpet staining and should be removed. $ 2,000 The City Clerk has requested a pass-through window in the hallway for the City Clerk's Pass-through public to drop off documents. $ 10,000 The City Manager's office requires a room for mechanical equipment which Manager's Office Copy necessitates the installation of a new wall to isolate the sound of the Room equipment when utilized. $ 25,000 Subtotal 2nd Floor Improvements = $ 141,019 Relocation and Design Assistance) $ 39,500 Ist Floor Improvements $ 468,270 2nd Floor Improvements $ 141,019 Estimated Total Base Bid = $ 648,789 Bid Alternative Estimated Item Description Cost The Police Department has requested the installation of a security fence system around the lower parking lot area with a gate to limit access to the City personnel. A separate bid will be requested for this work and if budget PD Security Fencing allows it will be pursued. $ 112,500 The actual cost of the construction will not be known until bids have been received. The amounts stated above are preliminary estimates based on separate quotes and estimates by our department. The Department of Public Forks recommends developing informal contracts for each project element because this work is generally considered maintenance. Specific items that exceed the $125,000 limit will be brought to Council as a formal bid. Approximately 450 hours of engineering staff time, valued at over $42,000, is required to administer and develop the construction of this project. Having the administration performed in house is a savings to the city but can also influence other projects administered by our department due to limited staff availability. There is also a significant potential cost saving by having individual contracts for different disciplines of work rather than paying a prime contractor additional funds to manage the work performed by sub -contractors. SAN RAFAEL CITY COUNCIL AGENDA REPORT / PaLye: 4 As the project proceeds the scope of each segment may change depending upon existing conditions. For example; we know that some plumbing upgrades are needed in the 1" floor locker rooms; however, we cannot be fully certain of the extent of the work until the existing system is exposed and actual deficiencies identified. FISCAL IMPACT: Funding for this project will come from the Building Fund (#603) available balance and resources generated from fiscal year 2012-2013 general fund operational savings expected from Police and other departments. A total of $650,000 will then be appropriated from the Building Fund to support this project. OPTIONS: The Council may choose to not authorize any funding for this project. Performing improvements after the 1'` floor of the City Hall is re -occupied will be more difficult and costly. ACTION REQUIRED: At this time, we recommend authorizing the Public Works Director to enter into various informal contracts and take the necessary action to accomplish the work stated above within the budget authorized for this project. Enclosure: Resolution RESOLUTION NO. 13518 RESOLUTION AUTHORIZING THE PUBLIC WORKS DIRECTOR TO INITIATE, INFORMAL BIDS FOR THE "2013 CITY HALL INTERIOR IMPROVEMENT PROJECT", FOR A TOTAL PROJECT COST NOT TO EXCEED $650,000 WHEREAS, the City is interested in pursuing interior improvements to the City Hall's I" and 2nd floor areas following the completion of the City Hall Heating, Ventilation & Air Conditioning Upgrades Project; and WHEREAS, in order the move forward with any improvements a preliminary budget needs to be initiated to facilitate the work; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael establishes a budget of $650,000; and BE IT FURTHER RESOLVED, that the City Council does hereby authorize the Public Works Director to initiate the interior improvement project at City Hall. RESOLVED FURTHER that the City Council authorizes the Public Works Director of the City of San Rafael to enter into informal bids related to providing improvements to City Hall and take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City on the 18th day of March, 2013, by the following vote, to wit: AYES: COUNCIL MEMBERS: Colin, Connolly, Heller, McCullough & Mayor Phillips NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None ESTHER C. BEIR.NE, City Clerk File No. 06.01.214 AMMIA .TjV,7%7AT0rAM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. 5. f DATE OF MEETING: 3/18/13 FROM: Nader Mansourian DEPARTMENT: PUBLIC WORKS DATE: 3/11/2013 TITLE OF DOCUMENT: RESOLUTION AUTHORIZING THE PUBLIC WORKS DIRECTOR TO INITIATE SEVERAL INFORMAL BIDS FOR THE 2013 CITY HALL INTERIOR IMPROVEMENT PROJECT FOR THE TOTAL PROJECT COST NOT TO EXCEED $650,000 Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (signature) 201 APPROVED AS TO FORM: City Attorney (signatUre) File No.: 06.01.214