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Home My WebLink About06/01/1999, C3 - OLD CARNEGIE LIBRARY REHABILITATION, SPECIFICATION NO. 9 9625B council June 1, 1999 j ac En as aEpout CITY OF SAN LU IS O B I S P O FROM: Michael D. McCluskey,Public Works Directo'RV5�>'V`--� Prepared by: Bridget Fraser, Engineering Assistant SUBJECT: Old Carnegie Library Rehabilitation, Specification No.9 9625B CAO RECOMMENDATION: 1. Approve plans and specifications for the Old Carnegie Library Rehabilitation Project, Specification No. 99625B. 2. Authorize staff to advertise for bids. 3. Authorize the CAO to award the construction contract if the accepted bid (base bid plus alternates) plus contingencies is within the Engineer's Estimate. DISCUSSION: Background. Originally constructed as a Carnegie Library, the county Historical Society Museum building is located at the comer of Monterey and Broad Streets. The City-owned building is a one-story, unreinforced masonry structure with a raised basement. The building was built around 1905 by Maino Construction, a local contractor, using local materials, such as granite from Bishops Peak and sandstone from Los Berros. Since 1956 the San Luis Obispo County Historical Society has occupied the building and has been operating a historical museum within it. In 1995, the building was listed on the national Register of Historic Places on the basis of its architectural style and significant contributions to the history of the area and our country. Project Overview. In general, this project involves seismic retrofitting of the unreinforced masonry building, waterproofing the building, correcting site drainage, repairing damaged materials,providing a fire sprinkler system and upgrading the building to meet current code requirements, including accessibility requirements. On May 19, 1998,the CAO awarded a contract to Architectural Resources Group of San Francisco for design services associated with this project. They were chosen based on their experience with historic restorations,particularly Carnegie Libraries. The Architect has completed the construction documents and the project is ready for bidding. Bid Alternates. To allow more flexibility in awarding a project,the bid documents have been.set up to include alternate bid items. In the event that bids come in higher than estimated, this allows the City to award a down-scaled contract thus allowing the project to move forward and not have to rebid. The base bid includes all code items of work, all work necessary to the preservation of the building and work not easily done at a later date. The alternate bid items are items of work that should be done but could be deferred to a later date when funds become available or accomplished by City crews. The alternates have been prioritized, highest to lowest,as follows: Bid Alt 1. Basement heating. Includes all necessary work for installation of a forced air heating system in C3-1 Council Agenda Report- 01,. arnegie Library Rehabilitation ProjecL Page 2 the basement of the building. The existing heating system (baseboard electric heating) was found to be inefficient and costly to operate, and thus, never used. The mechanical engineer is recommending that the baseboard heating be removed and a more efficient forced air heating system be installed. This, in conjunction with other waterproofing measures, should help to eliminate the high humidity in the basement during the wet months and prolong the life of the plaster walls and interior finishes as well as the building contents. Bid Alt. 2. Main Floor HVAC. Currently on the main floor, there is no air conditioning and only baseboard heating which, as explained above, is inefficient and costly to use. Installation of the main floor HVAC system will not only help to preserve the building, it will provide a comfortable environment for occupants and viewing public and is essential for proper preservation of the historical collections on display. Bid Alt. 3. Complete Painting of Interior and Exterior. Painting of all new and repaired walls will be done under the base contract. Although not totally necessary, it would make sense at the same time to give the entire building a fresh coat of paint. This will give the building a fresh well maintained appearance on the interior and help to preserve and prolong the life of the wood and metal trims on the exterior. Bid Alt.4. Window Rehabilitation. All windows would be cleaned, repaired, painted and essentially made operable. Other than repairing rotted window frames or replacing broken glazing in an effort to reduce leakage, this item of work was not in the original scope of work and could be done at a later date, if at all. However, it was included as a step toward fully preserving the building. Bid Alt. 5. Parlung Lot Sealing and Striping. The contractor will be utilizing the adjacent parking lot during construction for a staging area. Staff anticipates that damage to the lot surface from construction operations will require a seal coat and restriping of the entire lot (not just the area needing restriping due to moving the disabled parking.) Although this is not a high cost item it is one that can be done at a later time as part of the parking lot maintenance program. The construction budget for this project is $990,000. The City will determine the lowest responsible 'bidder by adding all of the alternative bids to the base bid and comparing the totals. If the lowest bid is below$990,000, it will be considered the low bid for the contract. If no bid is below $990,000 the fifth bid alternate for each bidder shall be removed and the bids again compared. If again there is no bid below$990,000 this process shall be continued until at least one bid is below$990,000. If more than one bid is below the $990,000 the lowest one is to be considered the low bid. If no base bid is below $990,000 the project will be returned to the Council with recommendations for either a budget amendment or further changes in the scope of the project. CONCURRENCES: • The plans have been reviewed and approved by the Cultural Heritage Committee (CHC), Architectural Review Commission(ARC),and representatives of the San Luis Obispo Historical Museum. • Community Development Department has determined that this project will not cause significant harm to the environment and has filed a mitigated negative declaration of environmental impact. in accordance with state CEQA requirements Federal NEPA clearances are currently being processed through the County Environmental Coordinator who oversees the CDBG program. The contract for construction can be awarded only upon completion of the environmental process which is estimated as being completed before bid opening. However, if necessary, award of the contractor will be delayed until the NEPA clearances have been completed. C3-2 Council Agenda Report-Ola%,amegie Library Rehabilitation Project Page 3 FISCAL E14PACT: This project is included in the 1995/97 Financial Plan on pages 138-139 of Appendix B. Funding for this project comes from Community Development Block Grant allocations and a federal Section 108 loan. Sources for the Project Budget: 1994 CDBG Program $ 31,364 1995 CDBG Program 133,976 1996 CDBG Program 27,233 1997 Section 108 Loan 650,000 1997 CDBG Program 94,666 1998 CDBG Program 200,000 1999 CDBG Program 240,761 Total Sources Available: $19378,000 Council, at their April 5, 1999 meeting, approved the 1999 CDBG Program and an amendment to the 1997 CDBG Program year which allocates an additional $335,427(=$94,666 plus $240,761)for this project. As shown below, there is adequate funding at this time to support this project. Status of the project budget : Total Sources Available: $193789500 Project Outlays: Study and Design Building Appraisal(actual) $ 3,000 Design(actual) 131,769 Archaeological Services (actual) 8,140 Asbestos Assess/Abate Plan(actual) 1,570 Constructability Review(est.) 11,206 Printing/Advertising/Misc.(est) 1315 $157,000 Engineers Estimate Asbestos Abatement 10,000 Construction-Base plus 5 alternates 990,000 Contingency @ 10% 100,000 $1,100,000 Construction Management: Engineering Consultation 38,000 Construction Management/Inspection 50,000 Archaeological Monitoring 10,000 Abatement Monitoring 5,000 Special Inspection and Testing 10,000 Miscellaneous/Contingencies 8,000 $121,000 19378,000 Plans and Specifications are available for review in the Council Office. F:\GROUPS\PWORKS\ENGR\ Current Prgects\BLDGS\9625 Old Carnegie Library\ Documents\5-Staff Reports\996255 CAR Adv'141fo l