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HomeMy WebLinkAboutAgenda Report - March 17, 1993 (54)it CITY OF LODE COUNCIL COMMUNICATION AGENDA TITLE: City Hall Compliance Upgrade and Interim Relocation Alternatives MEETING DATE: March 17, 1993 PREPARED BY: Public Works Director RECOMMENDED ACTION: That the City Council, after evaluating the information provided on the City Hall upgrade and the interim relocation alternatives, determine which of the relocation Options is in the best interest of the City. BACKGROUND INFORMATION: In January 1992, the firm of Wenell Mattheis Bowe was retained to prepare a Government Center Master Plan. This Master Plan evaluated a number of different scenarios for providing the interim and ultimate square footage needs of all of the departments in the government center complex. With respect to the City Hail deficiencies, the City Council determined, in the spring of 1992, that, on an interim basis, the City should lease the Beckman Building across the street and bring both the Beckman Building and the existing City Hail up to Americans with Disabilities Act (ADA) standards. The Council agreed that the best long-range solution for the City Hall complex would be an addition to the north of the existing City Hall providing for all major City functions in one central complex. The remodeling and upgrading of City Hall will be designed to accommodate this future addition. Interim Relocation Alternatives On January 6, 1993, the City Council retained the firm of Wenell Mattheis Bowe to accomplish the first phase of the design of the Beckman Building and City Hall upgrade. The scope of work for this first phase is shown on Exhibit A. It has been determined that, even without any structural upgrading, the extensive HVAC work will render the building uninhabitable during upgrading; therefore, a temporary relocation of those employees who will ultimately be staying at City Hall must be determined. The architect and City staff evaluated a number of different alternatives for housing employees during the 14 to 18 months the City Hall is being upgraded. These alternatives included combinations of the following: • use of portable leased trailers • use of the Carnegie basement ° use of the firing range in the Public Safety Building • use of portions of the 303 West Elm Street property owned by the City • use of rental properties in the imriediate area APPROVED: THOMAS A. PETERSON wyc4d pops ` City Manager CCIVCNT4/TXTW.02M (CO.COM) March 10, 1993 CC -1 r _ � City Hall Upgrade and Interim Relocation Alternatives March 17, 1993 Page 2 It was determined that Option A and Option B, as described below, were the best and most practical alternatives for temporary housing of City Hail employees, their equipment, providing for the interrelationships between departments and ease of access to the public. Option A: This Option remodels the basement of the Carnegie Forum providing office space for the City Manager and other administrative personnel and provides a replacement breakroom facility for Civic Center employees. Public Works Administration and Engineering, Community Development and Personnel will be situated in four temporary trailers to be located in the mall area. This option is shown on Exhibits B and C and will cost $376,000. This Option will displace the Railroad Club. Option B: This Option accommodates everyone in six and one-half trailers to be located in the parking lot immediately east of the Public Safety Building. This Option is shown on Exhibit D and will cost $203,000. If Option B is selected, at the end of the two years of use, the City will have nothing to show for the $203,000 investment. If Option A is selected, the City has gained 3,200 square feet of improved space in the Carnegie basement for $173,000 ($376,000 - $203,000) or $54 per square foot ($173,000 = 3,210 square feet). Once City Hall is upgraded, this improved area could fill some of the other existing space needs in the governmental center. It is recommended that the Council select Option A. City Hall Upgrade At the Special City Council Meeting on March 1, 1993, we reviewed, with the City Council, the upgrade of City Hall together with the two interim relocation alternatives, Option A and Option B. At this special meeting, the City Council asked that we provide an explanation and a cost estimate breakdown of the City Hall upgrade detailing those cost items that were required and/or mandated versus those non -required renovation costs. The attached Exhibit E provides an explanation of those required and non -required City Hall renovations. The attached Exhibit F is a cost breakdown of these renovation costs. CCIVCNT4/TXTW.02M (CO.COM) March 10, 1993 City Hall Upgrade and Interim Relocation Alternatives March 17, 1993 Page 3 A pie chart breakdown of the required renovation costs (5158,000) and non -required renovation costs ($625,000) is as follows: ADA 21.04: SIMCIt w NON -REQUIRED RENOVATION 35.14". 45.19% FfVAC 12.15-w REQUIRED RENOVATION 14.53% 54.81% Oilier 10.05% Deferred Mairnenance T.Q9X °Ky Each year, in California, there is proposed legislation introduced which would require the structural upgrading of all public buildings. However, to date, this legislation has not been passed nor could we estimate a date when it might be approved. I feel strongly, as the City Engineer, that if we are upgrading a facility to last for another 50 years, spending $486,000 to ensure that it is safe and structurally sound is not only prudent but will be cost effective in the long run. Design and Construction Schedule Attached as Exhibit G is the proposed design and construction schedule. This schedule provides for completion of the Beckman Building remodel and the temporary relocation facilities in April 1994. The completion of the City Hall remodel is scheduled for May 1995. FUNDING: See attached Exhibit H for project expenditures and funding sources. (ublic!,Works k L, Ronsko Director JLR/lm Attachments cc: Finance Director Wenell Mattheis Bowe Building and Equipment Maintenance Superintendent CCIVCNT4/TXTW.02M (CO.COM) March 10, 1993 r LExhibiLA] ARCHITECTURAL AGREEMENT GENERAL SCOPE OF WORK (First Phase) Program Update Confirm actual temporary, short-term and tong -term personnel and space requirements in Beckman, Carnegie, temporary trailers, City Hall remodel and City Hall addition. Beckman Building Provide complete architectural and engineering (A/E) services for tenant improvements including parking lot layout and lighting. City Hall Remodel Provide investigative and schematic design services including structural, mechanical, electrical, handicap accessihility and ADA requirements. City Hall Addition Provide conceptual design and floor plan layouts together with two renderings showing relationship of addition with remodel. Carnegie Building Provide investigative and schematic design services for basement and office layouts if Carnegie basement is going to be used. Trailers Provide complete A/E service for temporary trailers. Computer/Communication Link Design link between Beckman, Carnegie, temporary trailers and City Hall. Furniture Systems Design workstations in Beckman, Carnegie and City Hall remodel including determination of size, configuration, basic components and electrical, computer and communication needs. JLR/lm ARCHAGRE/ TXTW.02M I Exhibit -1 A 71.& W7T'iF t NIAT'l-tiElS CITY OF LODI CIVIC CENTER '"I'lZOVEhILN-I'S I'JtOjL:CI, `moorr-f CD"p pcte---m n r_cjegr- I CA-ri I F= c: up sARlf 1. P.J. LOBBY $'FOR EL CARNEGIE BASEMENT INTERIUM USE CITY MANAGER, ATTORNEY & BREAK ROOM e'eALE OPTION "A" ►� Cb!"S.T" Exhibit C 7.1 PUBLIC SAFETY 3UILDING (NO WORK) / !,u ilE�lillL� M CITY HALL C ! ` NOT USEABLE 1 (DLPJNG CONSTRUCTION) ! 1 1 1 1 1 I PINE STREET OPTION "A" W W V) L) U Exhibit D J � + PUBLIC SAFETY BUILDING �t I (NO WORK)000* tAJ ujI Of CARNME ( 1 FORUM I j� �f (No WORK) CITY HALLr; I { NOT USEABLE t/ R 1 1 I OURMG CONSTRUCTION) PINE STREET OPTION "B" LODI CIVIC CENTER IMPROVEMENTS CITY HALL RENOVATION EXECUTIVE SUMMARY Exhibit E C 9 V �Ty 993 March 9, 1993 "tc oF 0 w�A o �4T The renovation of the City Hall consists of several major elements of construction, some required by code, health, safety and maintenance reasons; and some not directly required by code. The required elements are: • A.D.A. Compliance -H.V.A.C. System Renovation • Fire Safety • Deferred Maintenance The non -required elements are: • Structural Renovation • Other Renovations REQUIRED RENOVATION Compliance with A.D.A. (Americans with Disabilities Act) is the primary required renovation. The Act has been in effect since January 1992 and affects literally every space in the City Hall facility. The work includes installation of an elevator serving all floors and the structural elements associated with the elevator installation; a ramped entry to the primary Pine Street entrance; remodeled restrooms; modification of counters serving the public; accessibility to all areas of the building requiring door width modifications and new door hardware; relocation of electrical switches, outlets and thermostats; new exit lighting system, including strobe lights; new or modified drinking fountains and public telephones; and new signage. Much of the work will trigger other renovation work, i.e.: relocating all electrical outlets to 15" above floor line which will require wall patching and refinishing. H.V.A.C. (Heating, Ventilating, Air Conditioning) system modification is the next required element. The City completed a study of the air circulating and air quality issues last year. The results of the study strongly recommend extensive renovation to meet code required air quality standards. This work includes new and modified H.V.A.C. equipment, control and distnbution system and removal of asbestos flues and insulation materials associated with the work. This element also triggers extensive architectural rework including duct chases and ceiling modification to accomplish the work. This work will also render the building uninhabitable, in that all HVAC systems will be shut down during equipment renovation and replacement. r The next required element of renovation is fire safety. The City of Lodi fire sprinkler ordinance will be triggered by the construction costs required to accomplish either the A.D.A. or H.V.A.C. work. This work will include a new monitored fire sprinkler system on the first and second floors and revisions to the existing basement fire sprinkler system. The ceiling access required to accomplish this work, in conjunction with the H.V.AC. work. would recommend the removal and replacement of most ceiling systems for cost effectiveness. The final fire safety issue as required by the Fire Marshal is to provide code complying exiting systems for the entire building. This requires the construction of a new stair from the second floor, in that the existing stair systems are too close together to meet current code. The final element of required work is deferred maintenance finishes. In anticipation of the City Hall renovation, the replacement of floor coverings and wall finishes have been deferred far beyond normal life span to the point the carpeting is threadbare in major circulation areas and seam separations have become a tripping hazard. The proposal is to provide new carpeting in most areas with major circulation area such as lobbies, stairs, restrooms, in a lifetime material such as the or terrazzo. NON -REQUIRED RENOVATION The major non -code required renovation is structural rework to strengthen the building for lateral (earthquake) forces. The building is of non -reinforced masonry construction and the danger during a major earthquake is that the roof and floor systems are not adequately tied into the wall system, which can lead to separation and collapse. The typical structural strategies include new plywood diaphrams at roof and floors and tying all floors and roofs into the masonry walls. The logical issue to address is this: having put $758,000 into the required renovations of City Hall, does it not make sense to invest for the long term protection of the financial investment and more importantly, the Iives of the public and city employees. The final non -required renovations include changes in the building to enable it to better and more efficiently function for its intended uses. The primary work includes removal of interior walls to provide more open office areas that can be more efficiently used in office systems furniture arrangements. Also proposed is installation of energy efficient lighting of the type specifically designed for C.R.T. (Computer Remote Terminal) use_ The issue to be addressed is this: having invested substantially in the building does it not make sense to provide for its most efficient use of space and provide it with up-to-date technology in lighting and communications. The attached cost estimate breakdown demonstrates the proportionate costs to accomplish the work described. A sidenote to the renovation is that the A.D.A. and fire safety requirements use existing floor space that is now used as functional work space. This space lost to renovation is 910 square feet or 5.5% of the building's usable floor space. This would displace approximately 9-12 employees. LODI %-. 11C CENTER IMPROVEMENTS CITY HALL RENOVATION COST ESTIMATE BREAKDOWN March 8, 1993 REQUIRED RENOVATION A.D.A. COMPLIANCE Includes: 4 -Stop Elevator & Structural Work Ramped Pine Street Entry 4 Remodeled Restrooms Public Counters Door Width Revisions & Hardware Electrical Switch & Outlet Modification Exit Lighting System New Signage H.V.A.C. SYSTEM RENOVATION Includes: New and Modified HVAC Equipment Control & Distnbution System to Meet Current Code Standards Asbestos Removal FIRE SAFETY Includes: Fire Sprinkler System Fire Alarm System New Ceilings New Conforming Stair System DEFERRED MAINTENANCE Includes: New Floor Finishes New Wall Finishes $758,000 5291,000 $201,000 S1b8,000 $98,000 Exhibit F as LODI ..►VIC CENTER I:LIPROVEMENTS CITY HALL RENOVATION COST ESTINLATE BRF-.%KDO%VN March 8. '1993 NON -REQUIRED RENOVATION STRUCTURAL RENOVATION Includes: Demolition Roof & Floor Plywood Sheathing Diap.hram Connection to Masonry Walls OTHER RENOVATION Includes: Misc. Floor Plan Remodeling Electrical Upgrade Including: Energy Efficient Lighting & Communication Systems TOTAL COST ESTIr&�TE 19,500 sf @ 570.93/sf ADA 21.04`% 5625,000 5486.000 S139,000 $1,383,000 Stnxtural NON -REQUIRED RENOVATION 35.14% 45.19176 HVAC REQUIRED RENOVATION 14.53% 54.81% Other 10.05% Deferred Maintenance 7.09% ety 11.1 Z)7o r U) Exhibit G �11! 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City Hall Renovation ADA Compliance S 291.000 HVAC System Renovatior S 7.01.000 Fire Safety S 168,000 Deferred Maintenance S 98.000 Structural Renovations S 486,000 Other Renovations S 139,000 2. Beckman Remodel 3. Beckman Parking Lot 4. Computer and Communication Link 5. Relocation Alternatives Option "A" (Carnegie plus trailers) Option "B" (Ail trailers) 6. Furniture Systems 7. Miscellaneous (computer move, testing, reimbursables, structural play: check, etc.) 8. Architectural Cost 9. Contingency Total with Option A Total with Option B REVENUES 1. 1992/93 CIP Budget 2. Impact Fees (General City Facilities) By March 1994 $ 250,000 By March 1995 $ 400,000 Guaranteed but deferred $ 150,000 until subdivision acceptance 3. Other revenue sources ($500,000) not included in estimate ° Litigation ° Impact Fee (Police)* ° Borrow against future Impact Fees (General City Facilities) Erhi3it II $ 1,353,000.00 180,000.00 33,000.00 39,000.00 376,000.00 203,000.00 150,000.00 20,000.00 263,000.00 120.000.00 S 2,564,000.00 $ 2,391,000.00 $ 1,727,000.00 800,000.00 $ 2, 7,WT-M *If "Option A" is selected and basement of Carnegie Forum is used b Police Department, $260,000 could be charged to Impact Fee (Police. JLR/Im BUDGTEST/TXTW.02M 03/09/93