HomeMy WebLinkAboutItem 1k: Agreement with Ex/Novo Inc. for City Hall Interior Renovation Design � 4 O F R
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144nity of .0° STAFF REPORT
Development Services Department
DATE: March 1. 2011
TO: Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director5U�
Philip A. Wray, Deputy Director of Development Services /City Engineer. r ‘ ,k
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENT WITH EX /NOVO INC. FOR CITY HALL
INTERIOR RENOVATION DESIGN IN THE AMOUNT OF $34,900
Recommendation: Approve
SUMMARY
The City is embarking on Phase Two of a multi -year Capital Improvement Project to
improve and renovate City Hall. The first phase, referred to as the City Hall Energy
Efficiency Retrofit Project, is nearing design completion and is anticipated to be
constructed this summer.
Phase Two is referred to as the City Hall Interior Renovation Project. It will cover the
interior work below the ceiling including carpets /flooring, painting, wall coverings, doors
and signage. A Request- for - Proposals was prepared and sent to four qualified firms
and three proposals were received. Ex/novo Inc. has been selected based on their
qualifications, their team's experience, and the scope of services.
BACKGROUND
In fiscal year 2009/10, the City embarked on a multi -year Capital Improvement Project
to improve and renovate City Hall. The first phase was intended to utilize a Department
of Energy, Energy Efficiency and Conservation Block Grant (EECBG) to improve the
HVAC system and replace the windows. The Phase One project is referred to as the
City Hall Energy Efficiency Retrofit Project, and the scope was expanded to cover all
work above and including the ceiling as well as the windows. This will produce the most
efficient work product and least disruption to the employees and the public by
performing all necessary work above the ceiling at one time. The work will include new
insulation, fire sprinklers, drop ceiling and lighting fixtures. With the expanded scope,
Staff Report
March 1, 2011
Page 2
the budget for the Energy Efficiency Retrofit Project now covers two CIP budget years,
FY 2009/10 and FY 2010/11.
On August 3, 2010, a Study Session was held with the City Council to discuss the
status and progress of the City Hall Energy Efficiency Retrofit Project. Staff presented
the expanded project scope and discussed the next phases of the plan to address the
interior and exterior renovations. The Council approved the expanded scope for the
retrofit project and directed staff to proceed with the next phase of work.
DISCUSSION
Phase Two of the multi -year project is referred to as the City Hall Interior Renovation
Project and is intended to focus on the interior renovation below the ceiling. The scope
of work will include the replacement of carpet/flooring throughout the buildings, wall
coverings and painting throughout, tile, interior doors and signage. The work will also
include some minor wall relocations to accommodate floor plan changes.
A Request- for - Proposals was prepared and sent to four qualified firms for their
consideration. Three proposals were received as follows:
Ex /novo Inc. Los Angeles $34,900
La Canada Design Group Pasadena $46,552
Shlemmer +Algaze +Associates Pasadena $112,000
Ex /novo Inc. has been selected as the preferred firm based on their qualifications, their
team's experience and their scope of services. They are a relatively new company but
the project manager has worked with the City on several previous projects including the
new Police and Fire stations and the City Hall Council Chambers renovations.
The FY 2010/11 project budget has funding to cover the design work for the interior
renovations. The first part of the design work will be to preliminarily scope the
improvements and estimate the costs. This information will be used to establish the
project budget for FY 2011/12. The design is anticipated to be completed by this fall
and the construction will follow the completion of the Energy Efficiency Retrofit project.
FISCAL IMPACT
The City Hall Maintenance Improvement project in the fiscal year 2010/11 Capital
Improvement Program has a total budget of $514,700 and sufficient funding to cover the
design services as well as the balance of the Phase One work. The construction
budget will be included in next fiscal year's CIP.
Staff Report
March 1, 2011
Page 2
RECOMMENDATION
It is recommended that the City Council authorize the City Manager to execute a
Professional Services Agreement with Ex/novo Inc. for City Hall Interior Renovation
Design in the amount of $34,900.
Approved By:
Donald Penman, City Manager
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