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4441211ty°`8V STAFF REPORT
Public Works Services Department
DATE: March 6, 2012
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
Prepared by: Dave McVey, General Services Superintendent
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEEMENT WITH TKE ENGINEERING AND PLANNING
FOR THE DESIGN AND DEVELOPMENT OF THE LIBRARY
AUDITORIUM RENOVATION PROJECT IN THE AMOUNT OF $29,860
Recommendation: Approve
SUMMARY
The 2011-12 Capital Improvement Program Budget includes a project for the design
and development of the Cay Mortenson Auditorium Renovation. This is the first phase
of the project that includes, amongst other things, the upgrading of the audiovisual
system and lighting. Additionally, the design will include interior design services. The
second phase of the project is budgeted in next year's Capital Improvement Program
(Construction - $100,000). On January 17, 2012, Public Works Services staff solicited
a Request for Proposals (RFP) for the first phase of the project to select a qualified firm
to provide construction design and development to renovate the Cay Mortenson Library
Auditorium.
Based on the three (3) proposals submitted, staff determined that TKE Engineering and
Planning is the most qualified firm to perform the work required for this project.
Therefore, staff is recommending the City Council award a Professional Services
Agreement with TKE Engineering and Planning to provide construction design and
development of the Cay Mortenson Library Renovation Project in the amount of
$29,860. In addition, provide staff direction on moving forward with funding options for
the construction phase of the project.
DISCUSSION
The Arcadia Library Auditorium is over 50 years old and is in need of improvements to
the audiovisual and lighting system for the facility. The Auditorium is used extensively
for Library programs including activities for community groups and organizations
highlighting uses for civic, cultural, charitable, intellectual and educational. Additionally,
several City and community functions and programs are held throughout the year,
including workshops, webinars, seminars, video and audio presentations, movies,
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Mayor and City Council
March 6, 2012
concerts, recitals, award functions, luncheons, professional performances, and
employment testing.
The Auditorium's existing electrical panel, overhead lighting, audiovisual equipment and
interior design have not been improved for more than 50 years since the facility was
built. Current technology has surpassed the functionality of the Auditorium. As a result,
performances and instructional presentations have become increasingly challenging
due to the limited capabilities of the Auditorium's outdated operating system. The
upgrades will also include energy efficient equipment and energy efficient lighting
fixtures and bulbs.
Even though the Auditorium had aesthetic improvements done in 1995 that included
painting, carpet and minor improvements to the stage, the continuous heavy usage of
the facility necessitates renovation to meet the continued demands of the facility. The
work for the Library Auditorium Renovation Project will be in two phases which includes
design and development (as proposed in this report) and construction that is budgeted
in next year's Capital Improvement Program.
Phase 1 — Design and Development
Notice requesting proposals to provide development and design engineering for the Cay
Mortenson Library Auditorium was published in the adjudicated paper and bid packages
were distributed to architectural firms on file with the City. The following three (3)
proposals were received on January 17, 2012.
Bidder Location Bid Amount
TKE Engineering and Planning Riverside $29,860.00
WLC Architects Rancho Cucamonga $53,470.00
ExNovo Inc. Pasadena $66,968.00
Staff reviewed the proposals for content and investigated the Contractor's background
and recent projects for competency. Staff has determined that TKE Engineering and
Planning can perform the work for this project. Additionally staff has successfully
worked previously with TKE Engineering and Planning in performing design and
construction work for the City's Turf Replacement Project at the Civic Center Athletic
Field.
Staff therefore recommends that the City Council authorize the City Manager to execute
a Professional Services Agreement with TKE Engineering and Planning for the Project's
first phase of design and development of the Library Auditorium Renovation Project in
the amount of$29,860.00.
Phase 2 — Construction
The second phase of the project, which is budgeted in Fiscal Year 2012-13 includes
construction based on the development and design work. Funds in the amount of
$100,000 have been budgeted for construction; however, staff recently met with TKE to
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Mayor and City Council
March 6, 2012
review construction cost estimates for the work listed in the scope and the consultant
determined that the total construction cost would be approximately $160,000.
The construction phase will include the following work:
• Upgrade existing audio/visual systems that includes lighting system;
• Install new sound proofing in the Auditorium;
• Upgrade electrical service panel; and
• Raise lobby ceiling, painting, install carpet tiles and new cabinets in kitchen area.
Given this new information of increased construction cost estimate by $60,000, staff is
also seeking Council's direction on moving forward with funding options for the
construction phase of this project.
The City Council has two (2) options:
Option "A"
For next fiscal year, increase the budget for the construction phase of the Project from
$100,000 to $160,000 by re-budgeting for the new total construction estimate or use
donations to the Library to make up the gap in funding.
-OR-
Option "B"
Move the construction phase out indefinitely until sufficient funds become available to
complete this phase of the Project.
In summary, the Cay Mortenson Library Auditorium Renovation Project is a two-phase
project consisting of design and development and later construction. To initiate the
Project's design and development and plan for future construction, staff is seeking
Council's approval for the following two (2) action items:
1. Phase 1 — Design and Development
Award a Professional Services Agreement with TKE Engineering and Planning to
provide construction design and development of the Library Renovation Project
in the amount of$29,860.
2. Phase 2 — Construction
As listed above, select either Option "A" or "B" regarding funding options for the
construction phase of this project since TKE Engineering and Planning
determined that the total construction cost estimate has increased from its
original budget of$100,000 to $160,000.
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Mayor and City Council
March 6, 2012
FISCAL IMPACT
Sufficient funds in the amount of $30,000 have been budgeted as part of the 2011-12
Capital Improvement Program for the design and development phase for this Project.
The construction work for this Project was budgeted as part of 2012-13 Capital
Improvement Program in the amount of $100,000.
RECOMMENDATION
1. Award a contract to TKE Engineering and Planning for the design and
development of the Library Auditorium Renovation Project in the
amount of$29,860.
2. Provide direction with funding options for the construction phase of
this Project:
Option "A"
For next fiscal year, increase the budget for the construction phase of the
Project from $100,000 to $160,000 by re-budgeting for the new total
construction estimate or use donations to the Library to make up the gap in
funding.
-OR-
Option "B"
Move the construction phase out indefinitely until sufficient funds become
available to complete this phase of the Project.
3. Waive any informality in the bid or bidding process.
4. Authorize the City Manager and City Clerk to execute a contract in a
form approved by the City Attorney.
Approved by: P
Donald Penman, City Manager
TT:DM
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