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Home My WebLink AboutItem 4.11 - 1189 Council Chamber Renovation Project Page 1 of 2 STAFF REPORT CITY COUNCIL DATE: December 6, 2016 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: City Council Chamber Renovations Prepared by: Hazel L. Wetherford, Assistant to the City Manager EXECUTIVE SUMMARY: The City Council will consider approving a budget change to the Civic Center Modification Design & Construction Project (CIP No. GI4099) based on updated construction cost estimates for the City Council chamber renovations, approve a related amendment to the Swatt I Miers contract for design work, and authorize the City Manager to purchase furniture. STAFF RECOMMENDATION: 1) Approve a budget change for the Civic Center Modification Design & Construction Project (CIP No. GI4099); 2) Adopt the Resolution Approving an Amendment to the Consulting Services Agreement with Swatt I Miers Architects for Design Services for the Civic Center Modification Design & Construction Project; and 3) Adopt a Resolution Authorizing the City Manager to Purchase Furniture for the Civic Center Modification Design & Construction Project. FINANCIAL IMPACT: Cost estimates for the project have been refined and exceed the current project budget. For the design work, the existing Agreement with Swatt I Miers Architects is for a not-to- exceed amount of $69,940. This Amendment and related budget change will increase the Agreement by $16,000 for a not -to-exceed amount of $85,940. The construction costs are estimated to be $122,000 more than what was budgeted in 2014, for a total construction budget of approximately $377,000. In addition, Staff is recommending other improvements to the Chamber in the amount of $150,000. A budget change will be required and sufficient funds are available in the Cable TV Facilities Fund to cover the adjustments to the project budget. DESCRIPTION: Page 2 of 2 On November 4, 2014, the City Council appropriated $325,000 in funding to the Civic Center Modification Design & Construction Project (CIP No. GI4099) for the City Council Chamber renovation work. Following that appropriation, the City conducted an RFP process and selected Swatt I Miers Architects for the design services on October 6, 2015. Swatt’s design services were for a not-to-exceed amount of $69,940. The Agreement with Swatt was subsequently extended by the City Council on September 20, 2016 through the end of this fiscal year. Swatt has refined the scope of work for the project and has included upgrades to the audio/visual and lighting, changes to the dais, replacement of the public podium and modifications to the staff podium. Additionally, the scope includes changes to the wall and ceiling finishes for acoustical and aesthetic needs. In light of the other improvements being made, Staff determined that it would be an appropriate time to also make other updates to the City Council Chamber to improve its visual appeal for televised City Council meetings. Staff is recommending an increase to the project budget to purchase new auditorium seating, replace the carpeting and related carpentry work. The purchases would be made in compliance with the City Municipal Code, including the requirements for competitive bidding. Staff is recommending that the City Council give the City Manager the authority, up to $100,000, to make the auditorium seating purchase via a cooperative purchasing agreement (such as that offered through the National Joint Powers Alliance). In summary, Staff is seeking to amend the project budget by $288,000 to cover the construction estimate ($122,000), new proposed improvements to the Chamber by Staff ($150,000), as well as additional design work ($16,000) by Swatt for the refined scope and proposed new improvements. Should the City Council approve the requested amendments and authorization to the City Manager, it is expected that new proposed improvements would be complete prior to the summer break. The upgrades to the audio/visual and lighting, changes to the dais, replacement of the public podium and modifications to the staff podium, as well as wall and ceiling finishes would occur most likely during the summer break period. NOTICING REQUIREMENTS/PUBLIC OUTREACH: ATTACHMENTS: 1. Resolution Approving an Amendment to the Consulting Services Agreement with Swatt I Miers Architects 2. Exhibit A to the Resolution - Second Amendment to the Consulting Services Agreement with Swatt I Miers Architects 3. Resolution Authorizing the City Manager to Purchase Furniture for the Civic Center Modification Design & Construction Project 4. Budget Change Form RESOLUTION NO. XX-16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* APPROVING AN AMENDMENT TO THE CONSULTING SERVICES AGREEMENT WITH SWATT I MIERS ARCHITECTS FOR DESIGN SERVICES FOR THE CIVIC CENTER MODIFICATION DESIGN & CONSTRUCTION PROJECT WHEREAS, on October 6, 2015, the City entered into a Consulting Services Agreement with Swatt I Miers Architects to provide design services for the Civic Center Modification Design & Construction Project (GI4099); and WHEREAS, on September 20, 2016, the City Council approved a First Amendment with Swatt I Miers Architects to extend the term of the Agreement to June 30, 2017; and WHEREAS, the existing Agreement with Swatt I Miers Architects is $69,940, and Staff is seeking City Council approval to increase the existing Agreement by $16,000 to cover reconfiguration of the project and additional design work for a total not to exceed amount of $85,940. NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the Second Amendment to the Consulting Services Agreement between the City of Dublin and Swatt I Miers Architects for design services for the Civic Center Modification Design & Construction Project (GI4099); and BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Amendment, attached hereto as Exhibit A to this Resolution, in substantially the form attached with such changes as are deemed appropriate by the City Manager. PASSED, APPROVED AND ADOPTED this 6th day of December, 2016, by the following vote: AYES: NOES: ABSENT: ABSTAIN: _______________________________ Mayor ATTEST: ______________________________ City Clerk SECOND AMENDMENT TO CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND SWATTǀMIERS ARCHITECTS WHEREAS, on October 6, 2015, the City of Dublin (“CITY”) and SwattIMiers Architects (“Consultant”) entered into a Consultant Services Agreement (“Agreement”); and WHEREAS, on September 20, 2016, the City entered into a First Amendment to extend the Term of Services until June 30, 2017; and WHEREAS, the City and Consultant mutually desire to increase Compensation to a sum not to exceed Eight-five Thousand Nine Hundred Forty dollars ($85,940), which is an increase of Sixteen Thousand dollars ($16,000) from the initial Agreement dated October 6, 2015. NOW, THEREFORE, for good and valuable consideration, the sufficiency of which is hereby acknowledged, the Agreement is amended as follows: 1) Section 2. Compensation shall be rescinded in its entirety and replaced with the following: 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed Eight-five Thousand Nine Hundred Forty dollars ($85,940), notwithstanding any contrary indications that may be contained in Consultant’s proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Consultant’s proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the time and in the manner set forth herein. The payments specified below shall be the only payments from City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to City in the manner specified herein. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. Consultant and City acknowledge and agree that compensation paid by City to Consultant under this Agreement is based upon Consultant’s estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement. 2) Except to the extent inconsistent with this Second Amendment, City and Consultant ratify and confirm all of the terms and conditions of the Agreement and its First Amendment. 3) All requisite insurance policies to be maintained by the Consultant pursuant to the Agreement, as may have been amended from time to time, shall include coverage for the amended term, as described above. RESOLUTION NO. XX-16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* AUTHORIZING THE CITY MANAGER TO PURCHASE FURNITURE FOR THE CIVIC CENTER MODIFICATION DESIGN & CONSTRUCTION PROJECT WHEREAS, the Civic Center Modification Design & Construction Project (GI4099) includes the purchase of new furniture; and WHEREAS, the City seeks to procure furniture outside of construction contracts where it makes financial and operational sense to do so; and WHEREAS, the City Manager’s purchasing authority for general services, supplies, and equipment is limited to less than $45,000; and WHEREAS, the purchase of auditorium seating for the Project will exceed the City Manager’s purchasing authority. NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby authorize the City Manager to purchase furniture for the Civic Center Modification Design & Construction Project (GI4099) up to $100,000. PASSED, APPROVED AND ADOPTED this 6th day of December, 2016, by the following vote: AYES: NOES: ABSENT: ABSTAIN: _______________________________ Mayor ATTEST: ______________________________ City Clerk Budget Change Reference #: From Un-Appropriated Reserves X Budget Transfer Between Funds From Designated Reserves Other Account Amount Account Amount GI4099.9200.9201 - Contract Services General $16,000 GI4099.9400.9401 - Improvements - Not Bldg $272,000 3300.9301.49999 (Transfers In)$288,000 GI4099.2811 (2811.9301.89101) - Transfers Out $288,000 12/6/2016 Posted By:Date: As Presented at the City Council Meeting **********Finance Use Only********** CITY OF DUBLIN Increase in Swatt I Miers Architects consulting services cost due to change in scope of services and additional renovation work to the Council Chamber REASON FOR BUDGET CHANGE FISCAL YEAR 2016-17 BUDGET CHANGE FORM DECREASE BUDGET AMOUNT INCREASE BUDGET AMOUNT EXP: Cable TV Facilities Fund - General Improve. - Civic Center ModificationFund - Program - Account Description City Council's Approval Required G:\Budget Changes\9_2016-17\CC Approval\08_gi4099 CC Chamber Mod_120616 08_gi4099 CC Chamber Mod_120616