HomeMy WebLinkAbout05-05-2015 C7 City Hall Administration RemodelCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Daryl R. Grigsby, Director of Public Works
Prepared By: Michael J. McGuire, Engineer III
James David, Principal Analyst
SUBJECT: CITY HALL ADMINISTRATION REMODEL, SPECIFICATION NO. 91290
RECOMMENDATIONS
1. Approve plans and specifications for “City Hall Administration Remodel, Spec. No. 91290.”
2. Authorize staff to advertise for bids and authorize the City Manager to award the contract if
the lowest responsible bidder is within the Engineer’s Estimate of $132,000.
DISCUSSION
On February 18, 2014, the City Council approved use of $250,000 of excess General Fund
reserve to reconfigure and update City Hall Administration offices and make accessibility
upgrades to the building. The purpose of the office reconfiguration is to consolidate two public
counters into one for efficient customer service, and group staff that collaborate daily on shared
department objectives in the same work area. The overall scope of the project follows.
1. Move the Mayor, Council, City Manager and Council Assistant into the Administration
offices on the east side of the building.
2. Move the Natural Resources Manager, Economic Development Manager, City Biologist
and Tourism Manager into the Administration offices on the west side of the building.
3. Improve the interior reception area in the Admin East offices.
4. Create an additional Council office.
5. Create informal meeting space in the Admin West offices to relieve meeting pressure on
the Council Hearing Room.
6. Create additional workstations in the Admin West offices for temporary staff and interns,
7. Install automatic-opening accessible doors on the main entrance to the Finance and IT
Department.
8. Install various ADA upgrades along the accessible path of travel to the Administration
offices, and the upstairs restrooms..
The project involves construction and removal of walls and partitions, workstation (cubicle)
reconfigurations, furniture purchases, fixture installations, carpeting and painting. The furniture
plan reuses existing workstation components to the fullest extent possible, thereby minimizing
the purchase of new parts or furniture.
Project Plan and Timing
The accessible upgrades to the main entrance of Finance and IT were completed during the week
of April 20 under a separate contract. Construction and demolition in the Administration offices
will begin mid to late July. This work will be phased beginning with Admin East. Some staff will
be temporarily relocated during construction. Impact to the Mayor, Council and City Manager is
minimal; these individuals will remain in Admin West until Admin East construction is
completed. Furniture will be relocated on the weekend to avoid disruption.
May 5, 2015
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City Hall Administration Remodel (91290) Page 2
CONCURRENCES
The Administration Department has been involved in the process and supports the project as
presented. Construction documents are currently under permitting review by the Community
Development Department. The project will not start construction until a permit has been issued.
FISCAL IMPACT
Approximately $17,500 has been expended for the accessible upgrades to the Finance and IT
main entrance. $35,000 has been expended for project design services. The estimated
construction cost is $132,000. This cost does not include workstation reconfiguration and
furniture purchases, which will be managed separately by staff for expediency. Costs for these
two project elements are within the purchasing authority of the City Manager.
ALTERNATIVES
Deny approval to advertise. The Council could choose to deny or defer the approval for advertising
of this project. This is not recommended since efficiencies from the project – public counter
consolidation, aligning staff workgroups and ADA upgrades – will not be achieved.
AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE
Plans & Specifications
t:\council agenda reports\2015\2015-05-05\city hall administration remodel\car advertise city hall admin remodel.docx
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