HomeMy WebLinkAboutItem 3a: Contract Change Order to WLC Architects for City Hall Energy Efficient RetrofitSTAFF REPORT
Public Works Services Department
DATE: September 7, 2010
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
Phil Wray, City Engineer /Deputy Development Services Director \\ 1 l
Prepared by: Dave McVey, General Services Superintendent
SUBJECT: AUTHORIZE A CONTRACT CHANGE ORDER TO WLC ARCHITECTS
INC. FOR THE DESIGN AND DEVELOPMENT OF THE CITY HALL
ENERGY EFFICIENCY RETROFIT PROJECT IN THE AMOUNT OF
$62,000
Recommendation: Approve
SUMMARY
On January 19, 2010, the City Council awarded a contract to WLC Architects Inc. to
develop and design plans for the City Hall Energy Efficiency Retrofit Project in the amount
of $42,145. The scope of work only included design for the installation of a new HVAC
system and double pane windows. At the August 3, 2010 study session, the City Council
directed staff to move forward with the City Hall Retrofit project and to include renovation
work to meet building requirements and to enhance the functionality and aesthetics of City
Hall. In order to include the additional work in the design plans, staff recommends that the
City Council authorize a contract change order with WLC Architects, Inc. for the design
and development of the City Hall Energy Efficiency Retrofit Project in the amount of
$62,000.
DISCUSSION
On August 28, 2009, the U.S. Department of Energy (DOE) approved the Energy
Efficiency and Conservation Block Grant (EECBG) application and awarded the City of
Arcadia $534,700 for energy efficiency retrofits to City Hall. The modifications approved
by the DOE include an upgrade to the HVAC system at upper City Hall as well as
replacement of all exterior windows at upper and lower City Hall.
In November 2009, the Public Works Services Department solicited proposals for the
design and engineering of the City Hall retrofits project. After a thorough evaluation of
proposals and interviews with the firms, a Professional Services Agreement was awarded
to WLC Architects, Inc. in the amount of $42,000.
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Mayor and City Council
September 7, 2010
As the design phase of the project progressed with WLC, staff determined that once the
space above the existing ceiling was disturbed, other improvements such as fire sprinklers,
asbestos removal, new t -bar ceiling and lighting fixtures as well as ADA requirements,
must be addressed at the same time. Most of these additional items are necessary to
comply with current Building and Fire Code Regulations. Fire sprinklers are a requirement
of any significant building renovations and new t -bar ceiling will be necessary to meet
seismic standards and to support the ducting of the new HVAC system. Doing all the work
at one time under one contract is the most efficient use of funding and will minimize
inconveniences and impacts on the use of the building. In order to make these additions
to the original project, additional design work is necessary. WLC provided an estimate of
$62,000 for the additional design work.
The City Hall Retrofit Project was planned as a multi -year project beginning last fiscal year
and spanning three years. Last fiscal year's budget included the replacement of the HVAC
System and the Windows. The budget for the current fiscal year includes the additional
items addressed above. The overall scope has not changed, but it is more efficient to
combine the two fiscal years worth of work into one comprehensive project. The total
budgeted amount for the two years is $1,334,700. The preliminary construction estimate
for the total scope addressed above is approximately $1.27 million. Including this
additional change request, the total cost for the architectural services is $104,000
representing 8.2 % of the construction cost."
The City of Arcadia Upper City Hall is over sixty (60) years old and has not had any major
improvements to the dilapidating facility. After construction and renovation, City Hall will
not only be equipped to efficiently serve its current users, but it can also serve as a
multipurpose facility in future years should a new City Hall be built. Staff recommends that
the City Council authorize a contract change order to WLC Architects, Inc. for the design
and development of the City Hall Energy Efficiency Retrofit Project in the amount of
$62,000.
FISCAL IMPACT
Sufficient funds have been designated for these services in the 2010 -11 and 2011 -12
Capital Improvement Project budget.
RECOMMENDATIONS
Authorize a contract change order to WLC Architects Inc. for the design and
development of the City Hall Energy Efficiency Retrofits Project in the amount of
$62,000.
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Approved by: co-r., ,�Q Pte •, -rte
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Donald Penman, City Manager