HomeMy WebLinkAboutAgenda: Study Session:B: Discussion of City Hall Retrofit Project A of ARc
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0441lity of N° MEMORANDUM
Development Services Department
DATE: January 17, 2012
TO: Donald Penman, City Manager ??
FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director
By: Phil Wray, Deputy Director of Development Services/City Engineer �z )
SUBJECT: Study Session: Discussion of City Hall Retrofit Project �'�J
The City has embarked on a major renovation and retrofit project for the upper and lower
City Hall Buildings. The project is funded with Capital Outlay funds and a Federal energy
efficiency stimulus grant over four years which began in FY 2009/10 as follows:
YEAR CAPITAL OUTLAY FEDERAL GRANT
2009/10 $285,300 $534,700
2010/11 $514,700
2011/12 $510,400
2012/13 $500,000 (proposed)
The project was separated into three phases to be administered separately and somewhat
independently. We are now in the third budget year of the project and would like to give you
a breakdown and status report of the work underway and proposed and serve to facilitate
discussion at the Study Session on January 17.
Phase 1
Phase 1 consists of all the work above the ceiling and the installation of new windows. The
work above the ceiling includes hazardous materials abatement, fire sprinklers and
installation of new HVAC equipment and duct work, insulation, new light fixtures and new T-
bar ceiling. The Phase 1 work was designed by WLC Architects and the construction
contract was awarded to CA Construction in the summer of 2011. The work is over 50%
complete and anticipated to be 100% complete by the end of February 2012.
Phase 2
Phase 2 consists of all the interior work below the ceiling. The work includes:
• Abatement of hazardous materials under the floor covering
• Replacement of all carpet and tile
Discussion of City Hall Retrofit Project
January 17, 2012
Page 2
• Replacement of wall covering
• Replacement of base boards in main hallway
• Replacement of doors in main hallway
• Repainting throughout
• New cashiers counter
• A wall in the lobby to close off the copier room
• Various other minor improvements
The City hired Ex/Novo, an interior design/architecture firm, to prepare the design and bid
specifications for the project. The project plans and specifications are approximately 80%
complete and the project is scheduled to be out to bid in March 2012.
Phase 3
Phase 3 consists of all the exterior work. The complete scope has yet to be determined.
The City issued a Request-for-Proposals for architectural services to three architects. The
services are intended to look at a baseline scope of cleaning and painting and a couple
other options for some minor building surface modifications. Two proposals were received
and the City has selected La Canada Design Group (LCDG) as the preferred firm. The total
cost of the LCDG proposal is $65,972 which includes some items that are addressed in the
"issues" section below. The LCDG proposal includes conceptual design and construction
plans and specifications for employee restrooms, canopy improvements and additional
exterior architectural features. Staff will be bringing a Professional Services Agreement to
the City Council for consideration in the near future.
Issues
The City Hall project was originally scoped and budgeted to include all of the work shown
above as Phases 1 and 2 plus a simple cleaning and repainting of the building. However, in
the course of the planning for Phases 2 and 3, some issues have arisen that the staff would
like to bring to the Council's attention for further consideration. No costs have been
determined for these items but if the Council is interested, staff will prepare estimates. The
issues are:
• Restoration of the "Mayors of Arcadia" picture walls
• New furniture for the public in visible areas like Cashiers office, DSD Building and
Planning office, Human Resources office and City Manager's Office
• Restoration of the Mural Walls
• Consideration of exterior architectural features like building articulation, scoring,
texturing, and parapet walls
• Replacement and/or improvements to the canopy entry area between upper and
lower City Hall
• Addition of employee restrooms
• New work station furniture for approximately 25 old work stations still in use