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HomeMy WebLinkAboutItem 8.2 CivicCntrRevnov ExpCZTY CLERK FILE # 600-35 AGENDA STATEMENT CZTY COUNCZL MEETZNG DATE: September 7,1999 SUBJECT: Award of Bid- Contract 99-08, Civic Center Renovation/Expansion Report Prepared by: Henna Lichtenstein, Parks and Facilities Development Manager ATTACHMENTS: 1 ) Resolution of Award 2) Budget Change Form 3) Carpet selection information RECOMMENDATIONj~L Lf FINANCIAL STATEMENT: 1) Funds Budgeted for Improvements: Bids Received: NV Heathore RGM Howard Wright -North American Taber Construction JK Merz Adopt resolution awarding bid to NV Heathorn Approve Budget Change Form Decide .on' the preferred carpet selection $1,232,100 $1,439,687 $1,478,984 $1,540,000 $1,608,119 $1,726,000 $1,749,200 DESCRIPTION: At the meeting of June 1,1999 the City Council authorized Staff to solicit bids for the Civic Center Renovation/Expansion Project. The Phase 1 project includes completing 4500-sq. ft. of unfinished space to provide additional office space and remodel 12,500-sq. ft: of existing office areas. Site work will 'include additional police parking and three new outbuildings totaling 2135-sq. ft. The outbuildings will house police evidence, bikes and general storage. The project also includes new carpet4_'ng for the entire building with the exception of the Council Chambers. The proposed schedule for the project is 7 months. BID RESULTS A total of.six bids (JK Merz, $1,749,200; Taber .Construction, $1,726,000; North American, $1,608,119; Howard Wright, $1,540,000and RGM, $1,478,984) were received with the low'bid of $1,439,687 being submitted by NV Heathorn. Staff recommends adding a 10 percent contingency, which brings the total funds needed to $1,583,656. This exceeds the amount available for improvements by $351,556. This can be attributed to the following factors: The.bidding climate, increase in material costs, and increasing the new carpeting to include all areas except for the Council Chambers. The overall increase in base bid cost h:civiccentercip\cc9-7award2.doc COPIES TO: Heathorn ITEM NO. is 17% plus the 10% contingency. Approximately 7% of the increase can be attributed to the increase area to be carpeted. The remaining 10% is due to Overall increases in building material costs and t~ current bidding climate. PROJECT BUDGET In addition to increased improvement costs noted above, there are additional costs related to the project that have increased as well. The two main areas of cost increase are in furnishings and cabling. The original project budget for furnishings was predicated on 20 workstations, limited private office improvements, one conference room, files and other storage items. There are now 29 workstations, five private offices, three conference rooms and additional storage files, etc. The storage files will include standard file cabinets, master plan files, hanging files, role drawing storage cubes, and general supply cabinets. The original cabling only accommodated the 20 workstations. The additional cabling will provide for more printers / fax locations as well as additional private offices. In general, the cabling requirements for the building are' more expensive due to the required use of a fire resistant sheathing that will not create noxious fumes or smoke. Miscellaneous costs have increased as well due to the need for additional h'temporary storage space, interim moving, and secUi-ity requirements for workers accessing the police station. The costs for the cabling and furnishings are estimates only and may increase or decrease depending on the actual bids received. Both projects are anticipated to fold into the overall remodel and will coordinated with the general contractor. The 1998-2003 Capital Improvement ProWam includes $1,536,614 for Phase I of the Civic Center Renovation/Expansion Project. The total estimated project budget is $2,069,473 resulting in a total shortfall of $532,859. A comparison between the approved budget for the project and the revised budget based on the estimated expenditures for the project is shown below. !; Approved Project Budget Estimated Expenditures" Difference Prelim. Engineering $ 2,800 $ 2,800 $ 0 Design - $ 157,184 $ 159,684 $ (2,500) Improvements $ 1,232,100 $ 1,583,656 $ (351,556) Furniture/Fixtures $ 78,500 $ 215,701 $ (137,201) Machinery/Equipment $ 19,000 $ 59,000 $ (40,000) Inspection $ 38,966 $ 38,966 $ 0 Miscellaneous $ 8,064 $ 9,666 $ ( 1,602) Total $ 1,536,614 $ 2,069,473 $ (532,859) In order to award the bid and to complete construction of the required. The table below compares the Fiscal Year 1999-2000 2000 estimated project expenditures; the difference is the amount improvements, a budget adjustment is project budget to the Fiscal Year 1999- required for the budget change. Page 2 Prelim. Engineering Design' 'Improvements Furniture/Fixtures Machinery/Equipment Inspection Miscellaneous Total FY 99/2000 Approved Budget 2,800 39,700 1,232,100 78,500 19,000 29,480 8,000 1,409,580 FY 99/2000 Estimated Expenditures $ 2,800 $ 40,224 $ 1,583,656 $ 215,701 $ 59,000 $ 29,420 $ 3,520 $1,934,321 Difference $ 0 $ (524) $ (351,556) $ (137,201) $ (40,000) $ 60. $ 4,480 $ (524,741) PROJECT FUNDING The Civic Center Renovation project funding was originally predicated upon the development community funding, through the Public Facilities Fees that portion of the project that was needed to serve new development. The portion of the project that was necessary to correct existing design problems or improve customer service was to be funded by the General Fund. Currently, the Public Facility Fee is the source off ands for project costs (approximately 81.8%) with the balance of funding coming from the General Fund (18.2%). Staff would .recommend that the difference of $524,741 be funded from the respective funds using the same percentage. Consequently, a budget adjustment for $429,238 from the Public Facility Fee and for $95,503 from the General Fund is required. Staff has prepared the appropriate Budget Change Forms (Attachment 2). It should be noted that the Public Facilities Impact Fee will need to be adjusted by the City Council at a later date in order to provide for the increased costs associated with the Phase I project. Staff will prepare the necessary information for consideration by the City Council at a future meeting. CARPET SELECTION Attached is a breakdown of carpeting specifications forthe three carpet alternatives. The carpet selection for the Civic Center is somewhat limited by the design of the building. Due to the radius the carpet could not have a pattern or a significant amount of texture as this would create a "herringbone" effect at carpet seams or in the case of the texture greater potential for unraveling. The carpet alternatives all meet the requirements of high commercial traffic, are easily cleaned, and passed fire tests. CONCLUSION Staff has reviewed the bid results, checked with references, and recommends that the City Council adopt the resolution in Attachment 1 awarding the bid to NV Heathorn. Further, Staff recommends that the City Council adopt the Budget Change Form and decide on the preferred carpet selection for the Civic Center. Page 3 RESOLUTION NO. - A RESOLUTION OF TI-IE CITY COUNCIL OF TI-IE CITY OF DUBLIN AWARDING A CONTRACT TO N.V. HEAT1]ORN, INC. FOR CONSTRUCTION SERVICES FOR TIlE CMC CENTER REMODEL WI-W~REAS, the 1998-2000 Capital Improvement program includes funding for the Civic Center Remodel; and WHEREAS, the City sent out a Request for Bids to 28 construction finns and received six bids in response; and WHEREAS, N.V. Heathorn, Inc., prepared the lowest bid estimate and was determined to be qualified to do the work; and VdtEREAS, the bid estimate for the construction cost of the Civic Center Remodel is higher than what was budgeted in the Capital Improvement Program; and ~REAS, the City Council understands and approves the reasons for this increase; and NOW, THEREFORE, BE IT RESOLVED that the City Council hereby approves the contract with N.V. Heathorn, Inc., for Construction Services for the Civic Center Remodel. PASSED, APPROVED AND ADOPTED, this 7th day of September, 1999. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: CiD' Clerk G:XEGP\CCRES-CM CITY OF DUBLIN BUDGET CHANGE FORM CHANG E FORM # New Appropriations (City Council Approval Required): Budget Transfers: From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity From New Revenues Between Departments (City Council Approval Required) Other Name: Printing <$2900> Name: Operating Supplies $100 Account #: 310-93931-716 Account #: 310-9393 1-713 Name: Rentals <$1680> Name: Contract Services - General $2500 Account #: 310-9393 1-719 Name: Contract Services - Eng. Design Account #: 310-93931-740-000 <$1976> Name: Account #: 310-93931-740-078 Name: Contract Services - Cont. Admin <$60> Account_#: ..... Name: Improvements - Bldg $95,503 Account #: Name: Account #: 001-93931-750-030 Name: Improvements - Bldg $256,053 Account #: Account #: 310-93931-750-030 Name: Name: Account #: REASON FOR BUDGET CHANGE ENTRY: Account #: In order to award the bid and proceed with the Civic Center Renovation/Expansion Project, additional fundi~ is required. City Manager: Date: Si~m'mture Mayor: Date: Signature Posted By: Date: Signature CITY OF DUBLIN BUDGET CHANGE FORM CHANGE FORM # New Appropriations .(City Council Approval Required): Budget Transfers: From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity From New Revenues Between Departments (City Council Approval Required) Other Name: Name: Equipment-Fumiture-GFAAG $137,201 Account#: Account#: 310-93931-750-062 Name: Name: Equipment - Machinery - Exp $40,000 Account #: Account ~' 310-9393 1-750-071 Name: Name: ACcou_nt Name: ........ Accoum#: Naxfle: Account #: Account #: Name: Name: Account #: Account #: Name: Name: Account #: REASON FOR BUDGET CHANGE ENTRY: Account#: Contract Management Services fo_r Interim Personnel in the Finance Department due to personnel vacancy. City Manager: Date: Signature Mayor: Date: Signature Posted By: Date: Signature forms~budgchng ATTACHMENT #3 CARPET SELECTION CI~dTERIA Product Name Ihting Construction Fiber Content Yarn Weight Pile Height Gauge Backing Second Backing Flareinability Comments #i Design Weave Candidate lleavy Commercial Dense Tufted Cut Pile Monsanto LXI Nylon Yarn Dyed 44 oz/sq. yd. .34" 1/10 Reinforced woven polypropylene "Action Back" polypropylene Acceptable-passes pill test #2 Bremworth Carpets Karatex l leavy Commercial Level Loop Pile 100% Wool Yarn Dyed 40 oz/sq. yd. .20" 1/10 woven polypropylene Jute Acceptable-passes pill test #3 World Carpets Chelsea ltcavy Commercial Cut Pile BASF Zeftroh Nylon Solution Dyed 38 oz/sq. yd. 1/10 woven polypropylene woven polypropylene Acceptable-passes pill test Warranties Comments Limited Secondary backing only Heavy weight carpet. Similar to existing. Will wear and show traffic more than the lower cut pile. Reasonable track record for cleaning / scotch guard available. Action Back has a ten year limited' warranty against delaminating none Very durable, natural fiber, less toxins. Easy to clean. Jute backing is more flexible and less likely to bubble at sealns. Will not mar or scratch walls. No warranty. Limited 10yr warranty Similar to existing carpet. Pattern is more forgiving for installation. Solution dye will allow for strong cleaning solutions to be used but may attract more day to day dirt. Secondary backing not as good as Ju~e or the Action Back.