HomeMy WebLinkAboutAgenda Statement 1986/02/18 Item 17 COUNCIL AGENDA STATEMENT
Item 17
Meeting Date 2/18/86
ITEM TITLE: Resolution /01 3 Accepting bids, transferring and
appropriating funds, awarding contract and approving Change
Order #1 for "Remodel of Management Services Department in the
City Hall Building in the City of Chula Vista, California"
i
SUBMITTED BY: Director of Public Works/City En. ..1_)
Director of Building & Housing F` t
REVIEWED BY: City Manager (4/5ths Vote: Yes X No )
At 2 p.m. on January 8, 1986, in Conference Rooms 2 and 3 in the Public
Services Building, the City Engineer received bids for "Remodel of Management
Services Department in the City Hall Building in the City of Chula Vista,
California. " This project was included in the FY 1985-86 capital improvement
budget. The work included the remodel of the vacated City Attorney area for
use by Management Services' PAPE and Public Information Divisions.
RECOMMENDATION: That Council adopt the resolution to:
1 . Authorize the transfer of $7,801 from the Revenue Sharing Contingency
Account to the CIP account.
2. Authorize the loan of $16,980.00 from the unappropriated balance of the
Revenue Sharing Fund to the CIP account.
3. Authorize the total project expenditure of $42,281 .00, which includes
$17,500 from the currently budgeted CIP account.
4• Accept bids and award contract to Ronco Construction Co. , La Mesa, in the
amount of $33,331 .00.
5, Authorize staff to execute Change Order #1 to increase the contract in the
amount of $5,050.00.
BOARDS/COMMISSIONS RECOMMENDATION: Not applicable.
DISCUSSION:
Bids were received from seven contractors as follows:
Contractor Bid Amount
1 . Ronco Construction Co. - La Mesa $33,331 .00
2. Inway Construction - Encinitas 41 ,715.00
3. Pine Cone Construction Co. - Santee 42,072.00
4. Progressive Pathway Products - 42,181 .00
5. Paul Mendoza Construction - Lakeside 44,299.00
6. Hernandez Construction Corporation - Pine Valley 47,650.00
7. Bonita Construction & Development Co. - San Diego 53,182.00
Page 2, Item 17
Meeting Date 2/18/86
The low bid by Ronco Construction Co. was below the engineer' s estimate of
$33,400 by $69. We have reviewed the low bid and believe it to be
satisfactory and recommend awarding the contract to Ronco Construction Co.
Attached is the Contractor' s Disclosure Statement.
As detailed in an earlier information item to Council , attached as Exhibit A,
the preliminary cost estimate for remodeling the vacated City Attorney area
was developed by Management Services and Building and Housing. Time
constraints and the lack of architectural drawings forced staff to make only
cursory cost estimates at that time. Currently, a total of $17,500 is
budgeted in the FY 1985-86 CIP to cover the construction costs associated with
the remodeling.
Between July and October 1985, a more detailed space analysis was completed by
Management Services in conjunction with Harris Associates, the architects for
the City Hall remodeling. The analysis indicated that a more extensive
remodeling was required in order to create adequate clerical space and
interior corridors as well as to provide some flexibility for future growth.
The proposed design layout developed by Harris Associates is shown in Exhibit
A. Based upon this office layout, the construction cost was estimated at
$33,400. This compares to the low bid of $33,331 .
The principal factors contributing to the increase in remodeling costs are:
1 . During the design phase, it was discovered that one of the existing walls
planned for removal had been part of the old City Clerk' s vault (reference
Exhibit A) . Removal of this wall and structural bracing increases the
project cost by approximately $5,000. If this wall is not removed, the
resulting layout would seriously reduce clerical space and would reduce
the flexibility to accommodate future growth. This wall would be removed
to construct the Public Information Coordinator' s office and video lab.
2. A more complete remodeling is required to provide adequate clerical and
corridor space, given the increased number of persons expected to occupy
the area. Current plans are that between 6 and 7 Management Services
staff will occupy the vacated area. Previously this space was occupied by
4 City Attorney staff.
To make this area functional for the increased number of staff, more
structural changes were required than originally estimated. The
additional changes in interior walls, doors and windows add approximately
$5,200 to the projected cost. More extensive changes in the electrical
and heating/ventilation/air conditioning (HVAC) systems adds approximately
$4,900.
Change Order #1 to the Basic Contract
After receipt of bids, it was determined that additional structural changes
would be required. These changes are summarized below:
1. The window design, which modifies windows on the exterior of City Hall ,
had to be revised. This revision was needed to improve appearance and to
maintain building symmetry. A detailed description of the planned
Page 3, Item 17
Meeting Date 2/18/86
changes, including representations of the current and planned window
design, are attached as Exhibit B. The proposed change has been reviewed
and approved by the Planning Department.
2. Heavy conduit (not noticed when the area was occupied) had to be rerouted
and buried in the wall ; and
3. Electrical and phone outlets had to be added/relocated to facilitate
future increases in clerical staff. These changes include the
installation of an additional phone outlet for a telephone modem to enable
PAPE staff to access the Public Technology Inc. (PTI) information
network. Also included in this change is the relocation of phone and
electrical outlets in the clerical area to facilitate a better utilization
of the existing space.
4. Additional light fixtures needed to be replaced to improve energy
efficiency. The existing fluorescent fixtures, installed approximately 25
years ago, hang roughly 2 feet above the drop-in ceiling. Light passes
into the room through translucent panels installed in the drop-in
ceiling. This configuration results in a significant loss of light above
the ceiling, creating a substantial inefficiency. It is estimated that
only 50% of the light output reaches the office working surfaces. The
new, energy efficient light fixtures will be installed flush with the
drop-in ceiling, producing more light at the work surface at a reduced
cost in electricity.
Together, these changes are included as Change Order #1 . The contractor has
submitted a quote for these changes (Exhibit C) in the amount of $5,050.00.
This has been reviewed by the Director of Building and Housing and he believes
the cost figures are satisfactory.
As discussed below, postponement of the remodeling project until FY 1986-87
would delay implementation of several planned improvements in operating
efficiency and would necessitate obtaining new project bids.
1 . As previously detailed, the current low bid of $33,331 was $8,384 below
the next lowest bid of $41 ,715. Excluding the low bidder, the average of
the six other bids received was $45,183, with a median bid of $42,181 .
Based upon these comparisons, and the quality of work done by the low
bidder on other construction projects, staff believes that the $33,331 bid
represents an excellent value. If the project were to be rebid at a later
date, there is no certainty that a similar bid would be obtained.
2. Based on the current remodeling schedule, it is planned to relocate
Management Services staff by April 1986. This relocation is expected to
improve the overall operating efficiency of several departments by:
-- Enabling the Assistant to the City Manager to relocate to City Hall ,
facilitating his work with the City Manager and City Council . The
Assistant, who currently occupies an office in the Engineering
Section of the Public Services Building, would move into the office
vacated by the Director of Management Services;
Page 4, Item 17
Meeting Date 2/18/86
-- Mitigating some of the space problems in the Engineering Department
(resulting from new staff hired to serve the annexed area) by freeing
up the office and secretarial space used by the Assistant to the City
Manager and the space used by a Principal Management Assistant. The
Management Assistant would be relocated to City Hall into office
space currently used by PAPE staff;
-- Enabling Administration to relocate their word processing work
station so that staff could provide reception services while at the
word processing terminal . Presently, the word processing equipment
is located in a PAPE office outside of the Administration work area;
and
-- Centralizing Management Services' PAPE and Public Information
Divisions. With the remodeling of the north wing of City Hall , the
Public Information Coordinator was temporarily relocated to space in
the Parks and Recreation Department.
Postponement of the remodeling project would delay implementation of these
operating efficiencies.
FISCAL IMPACT:
The funds required for the remodeling project and the suggested fund sources
are summarized below:
Funds Required for Construction:
a. Contract Amount $33,331 .00
b. Contingencies (approximately 10%) $ 3,300.00
c. Engineering ( Inspection) $ 600.00
d. Change Order No. 1 $ 5,050.00
TOTAL FUNDS FOR CONSTRUCTION OF PROJECT $42,281 .00
Sources of Funding:
a. FY 85-86 CIP account for City Hall-Remodel of
City Attorney' s Vacated Office $17,500.00
b. Transfer from the Revenue Sharing Contingency Fund $ 7,801 .00
c. Loan from the unappropriated balance
of the Revenue Sharing Fund $16,980.00
TOTAL FUNDS FROM ABOVE SOURCES $42,281 .00
Page 5, Item 17
Meeting Date 2/18/86
As noted above, a total of $17,500 in Revenue Sharing funds is budgeted for
FY 85-86 for the remodeling project. It is proposed that additional Revenue
Sharing funds totaling $7,801.00 be transferred to the project account from
the Revenue Sharing Contingency Account. In addition, it is proposed that
funds totaling $16,980.00 be loaned to the project from the unappropriated
balance of the Revenue Sharing Fund. According to revenue sharing guidelines,
the loan procedure is provided to increase City flexibility in revenue sharing
spending. Under this procedure, the loaned funds may be spent without a
public hearing. However, a liability to the Revenue Sharing Fund is created
which must be paid back. Based on revenue sharing regulations, this liability
can be met in two ways:
1 . The loan can be paid off using monies from the General Fund or
2. Revenue sharing monies can be authorized to pay off the loan during the
next public hearing on revenue sharing appropriations.
It is staff' s intent to seek authorization to use Revenue Sharing funds to pay
off the loan during the forthcoming public hearings for the FY 86-87 revenue
sharing appropriations. Staff is suggesting use of the loan procedure in
order to avoid the extra expense of holding a separate public hearing at this
time prior to the hearings which will be scheduled for the FY 86-87 budget.
SLH:nr
WPC 1869E
P t3; C of
Chula Vista, CjN fornia
Dated
EXHIBIT A. NOVEMBER 1985
COUNCIL INFORMA- ) C f�
TION ITEM RE:
CITY HALL REMODEL
November 11 , 1985
To: The Honorable Mayor and City Council
Via: John D. Goss, City Manager
)408
From: Marty Chase, Principal Management Analyst, PAPE
Gene Grady, Director of Building and Housing l,4
Subject: Soliciting Bids for Remodeling the Vacated C ty Attorney Area
As part of the overall reorganization of the City Manager's Office, it is
planned to remodel the vacated City Attorney area for use by the Management
Services, PAPE and Public Information Divisions. Based upon the FY 85-86 CIP,
$17,500 is budgeted to cover the costs associated with the remodeling and the
relocation of staff.
More detailed projections based upon the architect's drawings indicate that
total remodeling costs will approximate $37,300, representing a net increase
of $19,800. Unless otherwise directed, staff will solicit formal bids for the
remodeling project. Upon evaluating the bids, staff will be able to provide
Council with more detailed cost information and specific recommendations.
Sufficient funds are available in the Revenue Sharing Contingency Fund to
cover the projected cost increase, should Council authorize a fund transfer at
a later date.
BACKGROUND
The preliminary cost estimate for remodeling the vacated City Attorney area
was developed by Management Services and Building and Housing. Time
constraints and the lack of architectural drawings forced staff to make only
cursory cost estimates. Between July and October 1985, a more detailed space
analysis was completed by Management Services in conjunction with Harris
Associates, the architects for the City Hall remodeling. The analysis
indicated that a more extensive remodeling is required in order to create
adequate clerical space and interior corridors as well as to provide some
flexibility for future growth. The proposed design layout developed by Harris
Associates is shown in Exhibit A. Based upon this office layout, the
construction cost is projected to approximate $33,400. An additional $3,900
is required to provide contingency funds and to cover Engineering Department
staff hours associated with soliciting the formal bids. As broken down below,
the total construction related cost of $37,300 represents an increase of
$19,800 over the $17,500 currently budgeted.
Construction Cost: $33,400
Contingency Funds @ 10% 3,300
Engineering Department Work 600
$37,300
The Honorable Mayor -2- November 11 , 1985
and City' Council
The principal factors contributing to the projected increase in remodeling
costs are:
1. During the design phase, it was discovered that one of the existing walls
planned for removal had been part of the old City Clerk's vault (reference
Exhibit A). Removal of this wall- and structural bracing increases the
project cost by approximately $5,000. If this wall is not removed, the
resulting layout would seriously reduce clerical space and would reduce
the flexibility to accommodate future growth. This wall would be removed
to construct the Public Information Coordinator's office and video lab.
As such, 70% of the associated costs would be charged to the Redevelopment
. Agency.
2. A more complete remodeling is required to provide adequate clerical and
corridor space, given the increased number of persons expected to occupy
the area. Current plans are that between 5.5 and 6.5 Management Services
staff will occupy the vacated area. Previously this space was occupied by
4 City Attorney staff.
To make this area functional for the increased staff, more structural
changes were required than originally estimated. The additional changes
in interior walls, doors and windows adds approximately $5,200 to the
projected cost. More extensive changes in the electrical and heating/
ventilation/air conditioning (HVAC) systems adds approximately $5,100.
This is transmitted for your information to advise you about the status
and direction being taken on this project. Of course, you will have final
say on the project in terms of awarding the bid and appropriating funds.
MC:nr
WPC 0811I
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���� 1 • EXHIBIT A
PROPOSED DESIGN
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-: EXHIBIT B. PLANNED MODIFICATION TO CITY HALL EXTERIOR
Background
The area in City Hall formerly occupied by the City Attorney is being
remodeled for use by the Management Services Department. As part of the
remodeling project, the window design in the front of City Hall would be
modified. This exhibit describes the planned modification and includes an
architect' s rendering of proposed design change. The change is being made to
increase the window area and appearance of the office space to be used by the
Public Information Coordinator.
Current Design
The present windows bracketing the City Hall entranceway are "barred," covered
by a wrought iron grill . The windows are approximately 3'H x 2'W. The window
on the City Clerk side of the entranceway is a "false" window, fronting the
vault. The current window design is shown in Figure 1 , attached.
In the vacated City Attorney area, the barred window is presently contained in
a narrow room, roughly 15' x 7' in dimension. The window starts approximately
63 inches above the floor.
Proposed Design
To provide space for the Public Information Coordinator, the area containing
the window will be remodeled into a 12'x12' office. The existing window would
be expanded from 3'H x 2'W to 5'H x 3'W and would begin at a more traditional
floor height (roughly 39 inches above the floor) . The window would be
"arched," to provide an exterior tie-in to the building' s arched entranceway.
To maintain symmetry in the building' s exterior appearance, the window change
would be carried out on both sides of the entranceway. (The window on the
City Clerk's side would continue to "false" window. ) The proposed window
design is shown in Figure 2, attached.
In reviewing the proposed change, note that:
the window would be single hung (opening at the bottom) with a bronze
aluminum frame;
• the current wrought iron grillwork would be removed;
. mini-blinds would be installed on both windows;
the windows would be centered in the exterior wall , as is currently
the case.
WPC 08391
FIGURE 1 - CURRENT WINDOW DESIGN
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February 3, 1986
City of Chula Vista
Building and Housing Department
276 Fourth Ave.
Chula Vista, CA 92010
Attn: Gene Grady
Subj : Modification of Existing Plans Price Quote
Ref: Correspondence Received this Office 2/1/86.
Dear Mr. Grady: 4111:-/,01.0""
oir.gs,.._____--
Per your request, please see price quotes below.
Change ##1 - $2,395.00
Change ##2 - $1,640.00
Change 4#3 - $ 440.00
Change X64 - $ 575.00
If we can be of any further assistance, please contact me
at (619) 698-3946.
Respectfully submitted
./4-*‘"2
Ronald D. Smith
Owner
RDS:pjh
P.O. BOX 2821 • LA MESA, CALIFORNIA 92041 • (619) 698-3946
1'')",'/..' ._.
CITY OF CHULA VISTA
DISCLOSURE STATEMENT
Contractor's Statement of Disclosure of Certain Ownership Interests on all contracts
which will require discretionary action on the part of the City Council , Planning
Commission, and all other official bodies.
The following information must be disclosed:
1. List the names of all persons having a financial interest in the contract i.e. ,
contractor, subcontract r, material supplier. �i r / r1
d / V
I te ✓.-
737 fw ) 4-4/
2. If any person identified pursuant to (1 ) above is a corporation or partnership, list
the names of all individuals owning more than 10% of the shares in the corporation
or owning any partnership interest in the partnership.
iii/p9
3. If any person identified pursuant to (1) above is a non-profit organization or a
trust, list the names of any person serving as director of the non-profit
organizati n or as trustee or beneficiary or trustor of the trust.
4. Have you had more than $250 worth of business transacted with any member of the City
staff, Boards, Commissions, Committees and Council within the past twelve months?
Yes No If yes, please indicate person(s)
Person is defined as: "Any individual , firm, copartnership, joint venture, association,
social club, fraternal organization, corporation, estate, trust, receiver, syndicate,
this and any other county, city and county, city, municipality, district or other
political subdivision, or any other group or combination acting as a unit. "
(NOTE: Attach additional pages as necessary.)
___ — 2
Signature of contractor/da e
gh 1 • Stii.-{ 1 u D C vfrJl vL-t4
1PC 1281E Print or type name of contractor
Form No. F-229
12/73
CERTIFICATE OF CITY/DIRECTOR OF FINANCE
Certification of Unappropriated Balance
I HEREBY CERTIFY that the money required for the
appropriation of funds for the purpose set forth in the attached
resolution is available in the Treasury, or is anticipated to
come into the Treasury, and is otherwise unappropriated.
Amount $ See Below Fund
purpose Remodel of City Hall Building
Bidder Ronco Construction Company, La Mesa
enue Sharing Fund to 600-6000-RS57 $16,980.00 y '
6000-RS51 to 600-6000 RS57 7,801.00 {K
D rect !or of Finance
24,781 .00 The City of Chula Vista
Date 2/18/86 By Public Works/Engineering
Certification of Unencumbered Balance
I HEREBY CERTIFY that the indebtedness and obligation
to be incurred by the contract or agreement authorized by the
attached resolution can be incurred without the violation of any
of the provisions of the Charter of the City of Chula Vista, or
the Constitution or the laws of the State of California, that
sufficient monies have been appropriated for the purpose of said
contract, that sufficient monies to meet the obligations of the
contract are actually in the Treasury, or are anticipated to come
into the Treasury to the credit of the appropriation from which
the same are to be drawn, and that said monies now actually in
the Treasury, together with the monies anticipated to come into
the Treasury, to the credit of said appropriation are otherwise
unencumbered.
Amount Not to Exceed $ 17,500.00
/ Director of Finance
The City of Chula Vista
Date 2/18/86 By Public Works/Engineering
Fund 600 Dept./Activity 6000-RS57
Purpose Remodel of City Hall Building
Bidder Ronco Construction Company, La Mesa
^,20-16 `l4> Certificate No. 36