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CITY COUNCIL AGENDA ITEM NO. 16

Meeting Date: August 26, 2003

Subject/Title: Approve a Resolution authorizing the start of construction for the Interim City Hall project, CIP Project No. 337-3140, and amend the CIP project sheet.

Prepared by: Economic Development: Howard Sword
Engineering: B. Grewal/M. Huber

Approved by: John Stevenson, City Manager

RECOMMENDATION
Approve a Resolution authorizing the start of construction for the Interim City Hall project, CIP Project No. 337-3140, and amend the project budget sheet to reflect a project cost of $1,126,000.00 to refurbish the 120 Oak Street facility. Authorize the City Manager to execute agreements with Glen-Crete Products Inc. for $67,700 including 10% contingency (Structural Steel Mechanical Platform and Stairs) and with InnerSpace Engineering Corporation for $97,000 including 10% contingency (Pre-Engineered Mezzanine).

PREVIOUS ACTION
On September 11, 2002, the City Council accepted the City Hall Needs Assessment Report and directed staff to prepare a strategy to address interim space needs for City Hall employees.

On February 11, 2003, a status report for interim space needs for existing City Hall and City Hall employees was given to Council and direction to move forward with a design for improvements to the 120 Oak Street Facility was authorized.

On April 22, 2003, the City Council authorized the City Manager to execute a contract with RGM and Associates for construction management services for the remodel of 120 Oak Street.

On May 27, 2003, the City Council adopted the 2003/04 CIP budgeting program of which this project is included.

BACKGROUND
The strategy to address interim space needs for City employees began by bringing a project team together which includes City staff and Council Member Bill Hill and Mayor Brian Swisher. In order to solve the lack of space at the 150 City Park Way location, it was decided that the Engineering Department could move to the 120 Oak Street location (owned by the City) and the site could be refurbished and made available for the department’s use.

The original estimate and scope of work to modify this space evolved once staff performed additional studies to the building and budget costs associated with the project are now clearly defined. The project modifications are necessary to ensure that the building is suitable for use now and desirable for future use once the Engineering Department relocates into a permanent facility. Some of the issues that attribute to the modifications are as follows: Staff discovered that the load capacity for the roof structure could not maintain the HVAC system and the proposed mezzanine structure increased to house the units. To comply with the building code, a steel stair system will be constructed as a separate entrance and exit for the employees housed on the mezzanine structure. Additional demolition and abatement work is necessary due to asbestos within the walls of the facility. Staff is also working with the tenant leasing the 118 space to ensure that they have access to their records during construction. This includes trailer rental for medical records.

As a house keeping measure, and to simplify the tracking of the project, the new budget sheet reflects only the 120 Oak Street project. A new project number and budget sheet have been prepared for the impending modifications to the 150 City Park Way location (City Hall) and the Park and Recreation location. The estimated budget sheet is attached to the Interim City Hall– 150 City Park Way / Park and Recreation staff report.

The project is being bid as a multi prime project which includes multiple trades to perform the work and contracts directly with the City. Approximately four (4) to five (5) contractors are contacted for each discipline and asked to submit a bid for each package of work. For the Structural Steel Mechanical Platform and Stairs, we received four (4) bids with Glen-Crete as the low bid. For the Pre-Engineered Mezzanine we received three (3) no bids and two (2) regular bids with InnerSpace as the low bid.

FISCAL IMPACT
The initial project estimate has increased by approximately $300,000 and is included in the revised CIP budget sheet as funded by Community Facility Fees.

A financial breakdown of the 118/120 Oak Street building is as follows: The building’s purchase price is $345,630. The County Health Department leases approximately 4,400 sq .ft. of the building from the City. Prior improvements to the exterior of the building and the new roof system cost $522,847. The proposed modifications to utilize the 120 Oak Street portion of the building as City offices excluding FF&E will cost $985,760. The total square footage for the building including the proposed mezzanine structure is 12,900. Total cost of all construction is $1,854,237 divided by total square footage for the building of 12,900 equates to a square footage cost of $143.73. The cost associated with new office construction is approximately $175 to $200 per sq .ft.

Attachment
Resolution
Site Map
CIP Project Sheet
Agreements

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE START OF CONSTRUCTION FOR THE INTERIM CITY HALL PROJECT, CIP PROJECT NO. 337-3140, AND AMENDING THE PROJECT BUDGET SHEET TO REFLECT A PROJECT COST OF $1,126,000 TO REFURBISH THE 120 OAK STREET FACILITY; AUTHORIZE THE CITY MANAGER TO EXECUTE AGREEMENTS WITH GLEN-CRETE PRODUCTS INC. FOR 67,700 INCLUDING 10% CONTINGENCY (STRUCTURAL STEEL MECHANICAL PLATFORM AND STAIRS); AND WITH INNERSPACE ENGINEERING CORPORATION FOR $97,000 INCLUDING 10% CONTINGENCY (PRE-ENGINEERED MEZZANINE.)

WHEREAS, on September 11, 2002, the City Council accepted the City Hall Needs Assessment Report and directed staff to prepare a strategy to address interim space needs for City Hall employees; and

WHEREAS, on February 11, 2003, a status report for the interim space needs for existing City Hall and City Hall employees was given to Council and direction to move forward with a design for improvements to the 120 Oak Street Facility was authorized; and

WHEREAS, on April 22, 2003, the City Council authorized the City Manager to execute a contract with RGM and Associates for construction management services for the remodel of 120 Oak Street; and

WHEREAS, on May 27, 2003, the City Council adopted the 2003/04 CIP budgeting program of which this project is included; and

WHEREAS, staff has analyzed and studied the proposed project and associated costs and shared the analysis information with the Task Force Team prior to brining the project before Council; and

WHEREAS, as part of the interim solution to house staff, the 120 Oak Street project will relocate the entire Engineering Department and allow Finance and Administration the additional space available at the 150 City Park Way location; and

WHEREAS, as part of the informal bid process, bid packages have been distributed for specific trade work and low bids have been received for the work.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Brentwood, that staff is authorized to begin the construction at 120 Oak Street.

BE IT FURTHER RESOLVED that the 120 Oak Street CIP Project budget sheet is amended to reflect a project cost of $1,126,000.

BE IT FURTHER RESOLVED that the City Manager is authorized to execute an agreement with Glen-Crete Products Inc. (Structural Steel Mechanical Platform and Stairs) in the amount of $67,700, including a 10% contingency.

BE IT FURTHER RESOLVED that the City Manager is authorized to execute an agreement with InnerSpace Engineering Corporation (Pre-Engineered Mezzanine) in the amount of $97,000, including a 10% contingency.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 26th day of August 2003 by the following vote:
 

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