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
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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
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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