HomeMy WebLinkAbout08/20/1991, 8 - CITY HALL DOWNSTAIRS RENOVATION PROJECT (��iNl� l�lllll�IIII�Y�gIILII "J (� Mgus DATE:
iu Cl of san �u�s oBispo August 20, 1991
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COUNCIL AGENDA REPORT nBA NUMBER:
FROM: David F. Romero, Public Works Director
David Elliott, Administrative Analyst
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SUBJECT. City Hall Downstairs Renovation Project L/
CAO RECOMMENDATION:
By motion approve the City Hall downstairs renovation project and
approve the budget amendment request transferring $197, 000 to the
City Hall renovation and refurnishing account.
BACKGROUND.
At the June 4, 1991 City Council meeting, staff recommended a
$252, 000 project to renovate and refurnish the remaining areas of
City Hall downstairs in Community Development Department. The
Council rejected this recommendation but asked staff to return
with 1) a list of proposed improvements in priority order 2) a
refined project budget including possible cost reductions and 3)
an analysis of what improvements might be incorporated into an
eventual City Hall expansion. Project history and objectives
were presented with the agenda report for the June 4 meeting and
are summarized in the attached CIP project request. The complete
agenda report from the June 4 meeting is available in the Council
reading file.
DISCUSSION:
Priority of Improvements and Project Budget. Following is a
revised list of proposed improvements in priority order. The
first column of figures shows estimated costs. The second column
shows the estimated cost of improvements which could be incor-
porated into a City Hall expansion project.
1. Install Lighting Fixtures $ 81000 $ 81000
2. Install Exhaust Fans/Ducts 6, 000 6, 000
3 . Replace Carpet 6, 000 ---
4 . Strengthen Ceiling Grid/Replace Tiles 12 , 000 12 , 000
5. Brace Demountable Partitions 11000 ---
5. Relocate Fire Sprinkers 11000 1, 000
6. Relocate PA System Components 11000 1, 000
7. Remove Unneeded Demountable Partitions 21000 2 , 000
8. Install Computer/Communications Cabling 2 , 000 ---
9. Install Systems Furniture in Open Areas 85, 000 85, 000
10. Install Systems Furniture in Offices 50, 000 50, 000
11. Rewire Electrical Circuits 21000 21000
12. Repaint Walls and Trim 71000 ---
13 . Repaint File Cabinets 51000 5, 000
14 . Install Door Levers (disabled access) 21000 2 , 000
15. Install Toilet Partitions ( " ) 61000 6, 000
16. Remove Abandoned Cabling 1. 000 1. 000
$197, 000 $181, 000
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COUNCIL AGENDA REPORT
City Hall Downstairs Renovation Project
Page 2
Since the June 4 Council meeting, staff has honed project cost
estimates and cut costs by eliminating:
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■ built-in mailroom cabinets and counters ($4,000)
■ 40 nonessential lighting fixtures ($4, 000)
■ contingencies ($10,000)
■ seismic safety corrections ($24,000 - included in another
project budget)
Also, recent quotes on ceiling and wall work are $18, 000 less
than original estimates, which were based on approximate past
square footage costs.
Strengthening the ceiling grid and bracing demountable partitions
would bring those components into compliance with current seismic
safety standards at minimal cost. (A structural engineer will be
analyzing possible structural deficiencies in some of the columns
downstairs under the seismic safety corrections project budget
approved in the 1991/93 financial plan. ) Installing new door
levers and toilet partitions would improve disabled accessibility
and satisfy building code requirements.
Incorporation of Improvements into the City Hall Expansion. Most
of the proposed work would not affect plans to expand and remodel
city hall in five to seven years. All of the systems furniture
components would be reusable and compatible with expansion plans.
Most of the renovation work is above the ceiling and would not
conflict with future plans to continue office use in the down-
stairs area. Nearly all the partitions are "demountable" ,
meaning they could be unbolted and removed without rearranging
anything above the ceiling. It would be feasible five years from
now to completely gut the downstairs area from the ceiling down
and not disturb any of the proposed improvements except the
carpet, paint, partition bracing and some of the com-
puter/communications cabling, valued together at about $13 , 000.
Recarpeting and repainting have been scheduled since 1985 but
have been deferred pending a decision on the City Hall expansion.
Also, the. paint and carpet specified have an expected life of 5
to 10 years, so those costs would be nearly amortized by the time
the the expansion might be completed.
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FISCAL IMPACT:
At the June 4 Council meeting staff recommended paying for this
project out of the $350, 000 available in the Community Develop-
ment Department 1989/90 carryover account. Since then, that
account has lapsed and the $350, 000 has returned to the general
fund unappropriated balance. Staff now recommends that money for
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COUNCIL AGENDA REPORT
City Hall Downstairs Renovation Project
Page 3
this project come from the capital outlay fund balance, which is
projected to be $942 , 000 at the end of 1992/93 after possible
deductions for SB2557 fees. Attached is a budget amendment
request transferring $197, 000 from the capital outlay fund
balance to the City Hall renovation and refurnishing account.
attachments: CIP project request
budget amendment request (in City Clerk's Office) i
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1991/93 Financial Plan b__guest
CAPITAL IMPROVEMENT PLAN
PROGRAM: Buildings
REQUEST TITLE: City Hall Downstairs Renovation
Project Description
Renovate and refurnish the non-clerical work areas of community development department downstairs at city hall.
Work would include ceiling tile replacement,lighting and electrical improvement, carpet replacement, painting,systems
furniture installation, and improvement to current code standards for seismic safety and disabled accessibility.
Project Objectives
■ Remove demountable partitions where appropriate to gain more flexibility
■ Brace demountable partitions to meet current seismic safety standards
■ Replace old lighting fixtures with energy-efficient fixtures to improve fighting levels and reduce electricity costs
(simple payback through energy savings: about five years)
■ Remove a 20-year accumulation of abandoned electrical, communication and computer cabling to simplify future
installation and maintenance
■ Rewire electrical circuits to balance loads and improve emergency power service
■ Install ceiling exhaust fans and ductwork to improve poor ventilation
■ Repaint walls and trim to coordinate colors and refurbish surfaces which have not been painted in 9 to 17 years
■ Replace 17 year-old, worn-out carpet to improve appearance and safety
■ Install new door levers and toilet room partitions to improve disabled accembility and satisfy building code
requirements
■ Strengthen the existing ceiling grid to meet current seismic safety standards
■ Replace 17 year-old ceiling tiles which have become stained and broken over the years
■ Install systems furniture to more efficiently use the space available
Existing Situation
The city hall renovation project started in 1989 to alleviate severe overcrowding and complete some long deferred
repair and maintenance tasks (including recarpeting, repainting and rewiring). Since 1989 the city has renovated and
refurnished about 2/3 of the city hall interior. The only portions of city hall which have not been renovated and
refurnished are the non-clerical work areas of community development department downstairs.
Goal and Policy Links
■ Buildings program goals: attractive facilities, productive work environments, safe and energy efficient buildings,
a positive image for the city
■ 1989/91 council goal to improve employee productivity
Project Work Completed
Material specifications and furnishings layouts are complete.
City Hall Downstairs Renovation (continued)
Schedule and Project Costs
Prior Project
Budget(s) 1991/92 1992/93 1993/94 1994/95 Total
Phasing
Construction $666.400 $197.000
$863.400
Total $666,400 $197,000 $863,400
Recommended Funding Sources
Capital Outlay Fund $666, $197,000 $863.400
Total $666,400 $197,000 $863,400
Public Art Policy
Because there are no areas open to the public, public art is not appropriate for this project.
Project Effect on the Operating Budget
More efficient lighhtinoo fixtures should bring a $2,000 annual reduction in electricity costs
Location Map/Schematic Drawing
Available on request