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Home My WebLink About09/03/1991, 10 - CITY HALL DOWNSTAIRS RENOVATION PROJECT y� Original Agenda Repnrt from meeting of 8/20/9 l`I�^INIIIUIIIIIn�IIIhnIIIN MEETING GATE: city IIN Illtlll1 IIIUI of San WiJ OBISpO August 20, 1991 COUNCIL AGENDA REPORT NUMBER: FROM: David F. Romero, Public Works Director David Elliott, Administrative Analyst C SUBJECT. City Hall Downstairs Renovation Projec 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 $ 8 , 000 $ 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 1, 000 --- 5. Relocate Fire Sprinkers 11000 11000 6. Relocate PA System Components 11000 11000 7. Remove Unneeded Demountable Partitions 21000 21000 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 7, 000 --- 13 . Repaint File Cabinets 51000 5, 000 14 . Install Door Levers (disabled access) 21000 21000 15. Install Toilet Partitions ( " ) 6, 000 61000 16. Remove Abandoned Cabling 11000 1. 000 $197 , 000 $181, 000 city of San , JS OBISpo COUNCIL AGENDA REPORT City Hall Downstairs Renovation Project Page 2 I Since the June 4 Council meeting, staff has honed project cost estimates and cut costs by eliminating: ■ 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 j the the expansion might be completed. I 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 IB �� ;if city of san lu... osispo COUNCIL AGENDA REPORT City Hall -Downstairs Renovation Project Page 3 I i I 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. i i i I i attachments: CIP project request budget amendment request (in City Clerk's Office) I i I I i . I /Q �3 1991/93 Financial Plan Rdy16est - CAPITAL IMPROVEMENT PLAN PROGRAM: Buildings REQUEST TTTLE: 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 lighting 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 accessibility 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 Renovatio. ontinued) Schedule and Project Costs Prior Project Budget(s) 1991/92 1992/93 1993/94 1994/95 Total Phasing Construction $666, $197,000 $863.400 Total $666,400 $197,000 $863,400 Recommended Funding Sources Capital Outlay Fund $666, $197, $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 lighting fixtures should bring a $2,000 annual reduction in electricity costs Location Map/Schematic Drawing Available on request