CITY COUNCIL AGENDA ITEM
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
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
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
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.
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.
The initial project estimate has increased by approximately $300,000 and is
included in the revised CIP budget sheet as funded by Community Facility
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.
CIP Project Sheet
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
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
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: