HomeMy WebLinkAboutAgenda Report - November 17, 1993 (72)F�
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CIOF LQ�� COUNCIL. COMMUNICATION
AGENDA TITLE: Phase III of Architectural Services for Civic Center Improvement Project
Addendum to Existing Architectural Agreement Adding City Hall Remodel Design
Development through Construction Observation ($135,089)
MEETING DATE: November 17, 1993
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That the City Council authorize the City Manager to execute the attached
Addendum #3 (Exhibit 1) to the existing architectural agreement with
Wenell Mattheis Bowe for Phase III of architectural services for the Civic
Center Improvement Project This addendum is for architectural and
engineering services for design development through construction observation for the City Hall
Remodel, City Hall ramps and entry plaza, and computerldata cabling, at a cost of $135,089.
BACKGROUND INFORMATION: On January 6. 1993, the City Council entered into an architectural
agreement with Wenell Mattheis Bowe for Phase I of the Civic
Center Improvement Project A copy of the Council Communication
for June 2. 1993 has been attached as Exhibit 2. This Council
Communication is attached because it includes minutes from prior Council Meetings and provides a
background for this project. Included in this document are the Council minutes of January 6, 1993,
which show the general scope of the work under the first phase of architectural services. This first
phase included investigative and schematic design services for the City Hall and the basement of the
Carnegie Forum.
At the completion of the investigative phase on the Camegie basement, the City Council, at its
June 2, 1993 meeting, authorized the City Manager to execute Phase II of architectural services for the
Civic Center Improvement Project This phase covered the architectural and engineering services for
the remodel of the Camegie basement This was Addendum #2 to the original agreement and is
included in the attached Exhibit 2. The investigation phase of the City Hall Remodel project has been
completed under Phase I of the architectural agreement It is now appropriate for the City Council to
approve Addendum #3 which covers the final architectural work needed to complete the Civic Center
Improvement Project
441 1
AFPROVED� 1 `?
THOMAS A. PETERSON ,eCrUeO Pape,
l City Manager J
CC -1
CPKAM3.DCC 11/1"3
W
Phase 111 of Architectural Services for Civic Center Improvement Project Addendum to Existing
Architectural Agreement Adding City Hall Remodel Design Development through Construction
Observation ($135,089)
November 17,1993
Page 2
Addendum #3 (Phase III Architectural Services)
The breakdown of the $135,089 under Phase III is as follows:
Original negotiated fee $118,190
increased scope of mechanical work 5,075
increased scope for City Hall ramps/plaza 6,144
increased scope of data communication cabling 1,680
Reimbursable expenses 4,000
$135,089
The original negotiated price for the architectural services under Phase III was $118,190. This was
based on the assumption of not having to do a full upgrading of the structural integrt!y o:` thea building
(i.e.. bringing it up to current Building Code standards). A full structural upgrade would MquVe
$285,461 of additional construction costs plus additional architectural fees. The project, as propoted,
uses a structural strengthening approach similar to what was done on the Carnegie Form. Haue ler, it
was determined, as part of this investigative phase, that the over -20 -year-old HVAC system should be
completely replaced. This replacement system provides for a more energy efficient system and Is
estimated to pay for itself in 5 to 8 years. Because the complete upgrading of the HVAC system was
not included in the initial scope of work, an additional fee of $5,075 must be added under Phase III to
provide for the increased scope of the mechanical work.
The original concept for providing ramping to the front of City Hall, to meet ADA requirements, included
a single ramp from the easterly parking lot with minimal improvements in front of City Hall. From the
architect selection process, a number of concepts were discussed on how to treat the front of City Hall,
meeting the ADA requirements and not taking away from the esthetics of this historical structure. It is
recommended that the plaza concept developed by Wenell Mattheis Bowe be implemented. This
concept is shown on Exhibit 5 and provides for ramping easterty to the parking lot and also westerly to
the Carnegie Forum. This concept includes a plaza designed in such a way to historically compliment
and provide a focal point for the building entry. It was also determined that a passenger loading turnout
on Pine Street is required to meet ADA access for both City Hall and the Camegie Forum. This
additional design work is included as part of this phase and the total increase to cover the additional
change of scope is $6,144. It is intended that the ramp, plaza and turnout work will be let as a separate
project and it is recommended that Block Grant funds be used to fund the construction costs.
$1,680 is being added to this phase to cover the additional analysis needed on the datalcommunication
cabling evaluation between twin -axial cable and fiber optic cable. This cabling will be used to connect
the City Hall Annex (Beckman Building) to City Hall, the Public Safety Building, Carnegie Forum, and
temporary trailers.
CPMASE3AOC 11l O=
fi
Phase III of Architectural Services for Civic Center Improvement Project. Addendum to Existing
Architectural Agreement Adding City Hall Remodel Design Development through Construction
Observation ($135.089)
November 17, 1993
Page 3
Under prior estimates, the reimbursable expenses (i.e., testing, transportation. postage, etc.) to the
architect were included in the $20,000 budgeted for the item "miscellaneous'. This estimated $4,000 of
reimbursables is being removed from "miscellaneous" and included in this phase of the architectural
work
All payments to the architect will be on a time -and -materials basis up to a maximum, which is the
estimated cost Therefore, if the architect can accomplish the work in less time, we will only pay for the
work required.
As part of this document we are also providing the Council with the following additional informational
items:
1. Floor plan of City Hall Annex (Beckman Building) and proposed parking lot improvements
(Exhibit 3)
2. Fkwr plans of City Hall Remodel (Exhibit 4)
3. Layout and conceptual design of entry plaza and handicap ramping (Exhibit 5)
4. Revised project schedule (Exhibit 8)
5. Revised total project estimate and funding projections (Exhibit 7)
Exhibit 7 shows the comparison of the updated estimate and prior estimate. Listed below are the major
items which have increased the estimated cost for the City Hall Annex and the City Hail Remodel
improvements. Staff will provide additional explanation of these increases at the November 17, 1993
Council Meeting, if desired.
Hall Annex Improvements
Remodeled Pine Street elevation
$13,000
R -move and rebuild raised floor area
$ 7,000
Plumbing
$ 2,000
Lobby counter
$ 4,000
Computer room wiring and air conditioning
$29,000
'Relighting
$13,000
Fire suppression system for computer room
$11,000
Security system
5 5,000
Parking lot
$17,000
CAHASE3DCC 11/1093
wl
Phase Ili of Architectural Services for Civic Center improvement Project. Addendum to Existing
Architectural Agreement Adding City Hall Remodel Design Development through Construction
Observation ($135,089)
November 17.1993
Page 4
Cfir Hal Remodel
*Upgrade HVAC system
$161,000
'Window replacement
$ 38.000
Demolition and structural
$(140,000)
Roofing
$ (11.000)
Interior construction
$ (11,000)
Elevator
3 22,000
Plumbing
$ 43.000
Fire protection
3 2,000
Electrical
$ 4,000
`'These improvements will
pay for themselves in five to eight years.
FUNDING: 121.0-350.61 City
Hall Expansion and Remodel
($1,621.675 unencumbered)
djtRonsko
Works Director
ARAM
Adedunwft
cc: City Attomey
Buodit wW Equipment MaiMenance SupedntwxW
woran Mawws Bowe
Finance D'usdo►
CPKASEanoc 11110w
The mjor change of scope items added to the budget are the replaced HVAC system
at $161,500.00 and exterior skin (reglazing windows and repainting) at $37,865.00.
The major projected savings is in demolition and structural upgrading at $139,571.00.
LODI CITY HALL RENOVATION
BUDGET COMPARISON
November 9, 1993
Schematic
Concept
Design
Bnd et
Estimate
Demolition & Structural
$ 449,391.00
$ 309,820.00
Exterior Skin Reglazing &
Repainting -0-
37,865.00
Roofing
16,043.00
5,214.00
Interior Construction
419,692.00
408,898.00
Elevator
37,000.00
59,108.00
Plumbing
32,000.00
74,908.00
E
HVAC
148,500.00
310,000.00
Fire Protection
51,365.00
53,218.00
Electrical
179,916.00
183,760.00
Bond
9,084.00
included
i
i
TOTAL
$ 1,342,991.00
$ 1,442,791
The mjor change of scope items added to the budget are the replaced HVAC system
at $161,500.00 and exterior skin (reglazing windows and repainting) at $37,865.00.
The major projected savings is in demolition and structural upgrading at $139,571.00.
ADDENDUM #3
This addendum changes the scope of the Basting agreement between the CITY OF
LODI and WENELL MATITIM BOWS. INC for the Lodi Civic Center
Improvements dated January 2% 1993.
Pro2Md Change in Proiect Scone:
For City Hall Remodel. provide anal phase of contract to include preliminary design.
construction documenm bidding and construction observation services based upon approved
schematic design plans dated August 10. 1993 inducting: replacement of mechanical system:
addition of entry pla= ramp to mall and A.D.A. required street turnout; separate
construction document bidding and construction observation services for ramp and plan;
and addition of computer cabling linking all facilities. Fee of 5118,190 (previously
negotiated), 54,000 reimbursable expense allowance (previously negotiated), S5A75 for
mechanical engineering addition. 56,144 for entry ramp/plaza addition and separate contract
documents, and S1.6W for electrical engineering for cabling design.
Cary Hall Remodel tit
DataComm. Budgets Only
Estimated Change in Project Construction Budget:
'Tie original construction budget was ................ S 1,421,991.00
The previous scope changes were ................... S -0-
The construction budget prior to this scope change was .. S 1,421.991.00
The construction budget will 1 increased by .......... S 197,456.00
The new construction budget will be ................ S 1,619,447.00
The contract time will be (increased) (decreased) by .......... ( -0- ) days
Change in Architectural/Engineering Contract Fee:
The original fee was ............................. S 122,353.00
The previous approved scope changes were ........... S 18,360.00
The fee prior to this scope of change was ............. S 14',73.00
The fee will be increased by ....................... S 135,089.00
The new fee will be ............................. S 275,80200
' Addendum #Z Carnegie Basement Contmcr
COMMENTS: See attached cost estimate dated November 9, 1993
CITY OF LODE
Date:
City Manager
TTHMS BOWS, INC
ate:
President
APPROVED AS TO FORM:
"--4, rate:
Bobby W. McNstt, City Attorney
t I /T
If- fo-q3
Not valid until signed by both Owner and Architect. Signature of Owner indicates his
agreement herewith. including any adjustment in the project budget, contract time or fee.
-7]lExhibit I
LODI CITY HALL RENOVATION
BUDGET COMPARISON
November 9, 1993
Schematic
The mjor change of scope items added to the budget are the replaced HVAC sy4Vcm
at $161,500.00 and exterior sldn (reghWng windows and repainting) at $37,865.00.
The major projected savings is in demolitior and structural upgrading at 5139,571.00.
Concept
Design
ud t
Estimate
Demolition & Structural
S 449,391.00
$ 309,820.00_
Exterior Skin Reglazing & Repainting
-0-
37,865.00
Roofing
16,043.00
5,214.00
Interior Construction
419,692.00
408,898.00
Elevator
37,000.00
59,108.00
Plumbing
32,000.00
74,908.00
HVAC
148,500.00
310,000.00
Fire Protection
51,365.00
53,218.00
Electrical
179,916.00
183,760.00
Bond
9,084.00
included
i'OTAL
$ 1,342,991.00
$1,442,791
The mjor change of scope items added to the budget are the replaced HVAC sy4Vcm
at $161,500.00 and exterior sldn (reghWng windows and repainting) at $37,865.00.
The major projected savings is in demolitior and structural upgrading at 5139,571.00.
CITY OF LOD
Exhibit 2
COUNCIL COMMUNICATION
AGENDA TITLE: Phase II of Architectural Services for Civic Center Improvement
Project. Addendum to Existing Architectural Agreement Adding
Carnegie Basement Design Development through Construction Observation
MEETING DATE: June 2, 1993
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That the City Council author , the City Manager to execute
the attached addendum (Exhibit A) to the existing architectural
agreement with Wenell Mattheis Bowe for Phase II of
architectural services for the Civic Center Improvement
Project. This addendum is for architectural and engineering services for design
development through construction observation for the Carnegie Forum basement at a
cost of $18,360.
BACKGROUND INFORMATION: On January 6, 1993, Council entered into an architecturaT
agreement with Wenell Mattheis Bowe for Phase I of the.
Civic Center Improvement Project. The Council minutes of*
January 6. 1993,, attached as Exhibit B, show:.tt►t. general
scope of work for the first phase- This -first. phase work included-onl"y.- (" - `
investigative and schematic design services for the basement of the Cacnegi`L- Forun-
If it was determined that the Carnegie basement was to be improved,. a'second,,phase,.
to complete architectural and engineering services on the Carnegie, basement,. would
be necessary. The work under Phase II is also outlined in the minutes of -
January 6, 1993 (Exhibit B).
On March 17, 1993, the City Council reviewed different alternatives for housing the
City Hall employees during the City Hall construction. Attached as Exhibit Care
the Council minutes of ;March 17, 1993, outlining the Council's decision to use the
basement of Carnegie Forum together with temporary trailers in the mall.. The final
layout of the Carnegie basement and the. mall trailers is shown on Exhibits D-andE.
It is now appropriate for the City Council to approve Phase II which will" provide
the architectural and engineering design, and the construction administration and
observation for the Carnegie basement remodel. The cost of preparing these plans
and specifications, and construction administration and observation, is $18,360.
This will be billed on a time -and -material basis not to exceed $18,360.
APPROVED: t�
THOMAS A. PETERSON .M,C., ,.o„
car Manapar J
CCiYCNT5/TXTW.02M (CO.COM)/
May 25, 1993
tl
r-
Phase II of Architectural Services for Civic Center Improvement Project. Addendum ,
to Existing Architectural Agreement Adding Carnegie Basement Design Development
through Construction Observation
June 2, 1993
Page 2
The original estimated cost of the Carnegie basement remodel was $252,000. The
current estimate, based on the schematic drawings, is $248,000. As we have
indicated to the Council previously, it is our intent to let one contract, which
will include the remodel of the Beckman Building (City Hall Annex), the remodel of
the Carnegie basement, and the installation of temporary trailers. It is estimated
that the plans and specifications for this work will be submitted to City Council
for approval in late September or early October 1993.
FURDIR6: 1992/93 Capital Improvement Program bu t.
ack Ronsko
bli Works Director
Prepared by Dennis J. Callahan, Building and Equipment Maintenance Superintendent
JLR/DJC/lm
Attachments
cc. City Attorney
Building and Equipment Maintenance Superintendent S
Wenell Mattheis Bowe
CCIVCNT5/TXTW.02M (CO.COM) May 25, 1993
ADDENDUM #2 �
r Exhibit A
This addendum changes the scope of the existing agreement between the CITY OF LODI and
WENELL MATTHEIS BOWE INC. for the Lodi Civic Center Improvements dated January 29,
1993.
Prot,osed Change in Proiect Scope:
For Carnegie Forum Basement. provide design development, construction documents, bidding and
construction observation services based upon approved Schematic Design documents dated May
11, 1943 and updated cost estimate of 5248.143.00.
Estimated Change in Project Construction Budget: Carnegie Forum Basement
Budget Onlv
The original construction budget was ............................ S252,000.00
The previous scope changes were ..................................... .0 -
The construction budget prior to th's scope change was .............. 5252,000.00
The construction budget will be (increased) (decreased) by ............. $3,857.00
The new construction budget will be ............................. S248,143.00
The contract time will be (increased) (decreased) by ......................... ( 0 ) days
Change in ArchitecturaVEngineerine Contract Fee:
The original fee was ......................................... S122,353.00
The previous scope changes were ..................................... S -0 -
The fee prior to this scope of change was ......................... S122,353.00
The fee will be (increased) (decreased) by ......................... S18,360.00
The new fee will be ......................................... $140.713.00
Comments: See Attached Cost Estimate dated May 21, 1993
CITY OF LODI-
Date:
City Manager
WEIILL MATTHEIS BOWE INC
\\ Date: J
President
APPROVED AS TO FORM:
\ ... .. i /
_ rl,plJ Date: f 2 a Zi
Bobby W. McNattAttorney
Not valid until signed by both Owner and Architect. Signature of Owner indicates his agreement herewith.
including any adjustment in the project budget. contract time or fee.
5/21/93
CARNEGIE FORUM BASEMENT
PROJECT *9301
1 1
1
!
I
I I
I
I
I
SCHEMATIC COST ESTIMATE
I
!
Descriodon
I Otyt Unitl
S/Ouantitvl Subtotal!
Division
DMSION 1- GENERAL REOUIREMENTS
I 1
t
1
$11,065
I
!
I
Trailer t ONOff
i 11
Isl
5225.001
S22S 1
Trailer Rent 1 i25
I 11
Isl
5368.001
5368 I
Supe6aendertt (10
11
Isl
58.97&001
$8.9761
Clean-uo
134001
S11
$0.441
$1,4961
I
I
I
I
OMSION 2 -SITE WORK
I
1
I
t
$9.271
I
I
I
Dtxnq Costs
1 1I
Isl
s350.00 I
5350
Misc Lweous Demolition
i t I
Isl
S1.500.001
$1,5001
Remove 4• Concrete Slab
4001
stl
$1.641
$6561
Sawcut V Concrete Slab
2001
11
S8.181
$1,6361
Remove wap, Plaster, Studs
3041
stl
$1.001
$304
Remove Door & From
101
ea
$75.00 1
$750
Remove ResMent Fbormg
1 26461
SO
$1.541
$4,075.1
I
OMSION 3 - CONCRETE
$1,544
New Slab on Grade
1 4001
Stl
$3.r,61
$1,544
I
I
I
DMSION 4 - MASONRY - NO WORK UNDER THIS DMSION
I
$0
I
1
I
DMSION 5 - METALS
I
I
52275
1-1/2' Dia. Handrails
911
al
525.00
52275 I
I
I
I
I I
I
I
!
DIVISION 6 - CARPENTRY/MILLWORK
I 1
!
1
512,793
1 1
1
1
I
ac4 stud Walls
1 17561
sfl
S2-171
53.841 i
Wood Fiaor Framing & Sheathing
1 4951
Stl
55.231
$25891
Furred Ceilings
i 2281
sli
S3.001
$6841
Wood Stairs
51
rsn
$40.001
S2001.
Wood ..3mo & Wall
52!
stl
510.00 I
S5ZU '
Wood Shehnng & Trim
45i
III
$50.001
S2.2501
Wood Base Moulding
401
Ifl
$8.001
3320
Frame Doors/(E) Walls
51
eai
S150.00:
5750
Page 1
5/21193
Interior Window Frames & Trim
1201
nl
S9.001
S1.ca0 +
Wood Ramp Cap
1 101
dl
$9.001
590 i
Misc. Fintstl Caroentry
lsi
SS00.001
5500 I
I i
I
1
I
I I
DMSION 7 - THERMAL & MOISTURE PROTECTION I
I
t
$1.536
I t
I
1
I
Wall Insulation
I 17561
stl
SMS91
51.0361
CauDdng
1 11
1si
$500.001
SSW I
I i
I
1
1
� I
1
I
•'
OWISION 8 -DOORS & WINDOWS
!
t
513,531
Mahogany Doors. Frame & Trim
I 21
eai
5500.00 I
S1,0001
Stain Door, Frame & Trim
121
eal
$350.00 1$4.200
i
Metal Doors & Frames
I 21
eai
S450.001
59001
Door Hardware
161
eal
$350.00 I
M6001
Ire Glass
901
sn
517.80 151.602
I
Tempered Glass
I 141
St1
510.951
S1531
Obs+~xe Glass
161
stl
$4.721
S76
I
I
!
I
4
DPASION 9 - FlNISHES
I
I
I
$32.887
I
I
i
Board Over Wood Framing
2341
Sfl
$1.501
=57131
Board And Metal Fwnng
10721
stl
53.501
53,752 I
iGypsLxn Board Ceftigs
2181
stl
S1.S21
SMI I
VkTA Toilet Room Floors
3711
stl
53.001
51.1131
Plasic Lamv=e Wainscot
4001
Sf)
S&o01
52.0001
SusperKled Ceikigs
29841
stl
53.001
$8,9521
Rubber Base
4991
dl
$1.501
S749!
Wad Paint
63441
Sfl
51.25 I
S7.9301
Vwwl Wad Covering
4401
Stl
S2.001
58801
Paint Doors & Trim
161
eai
$80-001
$1.2801
Paint Window Trim
101
eai
550.00 I
5500 I
Paint Windows
131
ea
550.001
56501
Paint Handrails
911
1fl
$4.001
$3641
Paint Shehing.
451
dl
$18.00 1
Sato i
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DIVISION 10 - SPECIAUTIES
! 1
i
1
$4,870
i I
I
I
Toilet Partitions
1 31
eai
$750.001
52250 1
Urinal Screen
1 11
eai
SM.00 I
5220 I
Toilet Accessories
i 121
eat
S200.001
S2.4001
I
Page 2
u
S121J93
DIVISION 11 - EQUIPMENT I
5457
(
!
I
I
Under Counter R r
f 1
eal
$457-001
S4571
{
I
I
I
{
DIVISION 12 - FURNISHINGS
I
i
511.744
I
{
I
I
Miru Blinds
I 821
sil
$3.501
52871
Sase Cabinets
2O)
IH
575.001
51.5001
P%stic Laminate Tops
201
IH
$28.00 I
SS601
Upper Cabinets
1 201
11
550.001
51,0001
127991
stl
$3001
S8.3971
t
1
I
I
I
DMSION 13 814 - NO WORK UNDER THESE SECTIONS I
I
S0
I
I
1
I
DWISION 15 - MECHANICALIPLUMBING
S6 393
I
Phimbing
1
Isl
S12.675.00 1312.675
HVAC
1
Isl
$47218.001$47218
_
Fire Spdnklws
1
Lsl
52500Ao
52.5oo
DMSION 16 - ELECTRICAL SYSTEM
5MOSS
Demotitian
1
Is
$a,s35 0o
S4.635
ughbm
1
IS
$10.132.00 $1a132
.
Oudem 8 Distnbxrtiw
1
isl
S&939.00
$8.939
Fumb" COnneCtb"
1
Is
5600.00
5600
Tewprone/Dm Comerbence Outlets
1 i
is
$750.00
5150
I
t
SUBTOTAL
$189,422
MARK-UP:
t
10%
I
1
6% Bondnrtsurance
I
!
I S% Contractors Profit 8 Overhead
I
1
i 558.721
I
I
1
I
TOTAL COST ESTIMATE
I I
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I
15248,143
Page 3
T Exhibit B
ContinuedJanuary, :19933
the City Council, on mocicn of Council Member Sieglock,
Mann second, denied the following claim and referred it
back to the contract administrator:
a) California State automobile Association (K.
Colgan), Date of loss 9/19/92
ABC LICENSE
APPLICATICNS
CC -7(f) Deput,City Clerk Perrin presented the following
applications for Alcoholic Beverage Control Liceare:
a) Helena W. M. and Tony K. C. Lou, Lucky
House, 550 - H South Cherokee Lane, Lodi, On
Sale Beer and nine Rating Place, Person to
Person Transfer;
b) Miguel Nunez, Miguel's Mexican Food, 322
North California Street, Lodi. On Sale Beer
and wine Sating Place, Original License; and
c) Garldine and Robert Pulido and Alfred
Solorio, Tumbleweed Cafe, 400 South Beckman
Road, Lodi, On Sale General Sating Place,
Person to Person Transfer and Premise to
Premise Transfer.
Further, on motion of Council Member Davenport, Sieglock
second, the City Council by unanimous vote directed the
City Manager to send a letter to the Alcoholic Beverage
Control Board to inform it of the Tumbleweed Cafe's failure
to comply with the Uniform Fire Code and the Miforai
Building Code.
REGULAR CALENDAR
ARCHITECIVRAL SERVICES FOR CITr HALL
22MMUL AND RELATED PROJE= APPROVED
CC -90 Public works Director Ronsko presented the following report
regarding architectural services for City Hall remodel and
related projects.
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 Hall deficiencies, the Council
determined that, on an interim basis, the City should lease
t -he Beckman Buildi:g across the street and bring Loth the
Beckman Building and the existing City Hall up to Americanr
with Disabilities act 'ADA) standards. It was agreed that.
18
As
Continued January 6 X993
t.*%e hest long-range solution for the City Hall complex
would include an additicn to the north of the existing City
Hall providing for all major City functions in one central
complex.
The Public corks Department was asked to ensure that all
local architects interested in doing the design work for
the Civic Center complex were given the opportunity to
present qualifications. Requests for qualifications (RFQ)
were sent to Lodi and Stockton architectural firms. A copy
of the RFQ was presented for Council review and includes a
general scope of the proposed design work. At the same
time, the Mayor appointed a selection cemmi.ttee to review
the RFQ's and to interview the qualified architects. This
committee was made up of Randy Snider, City Council Member;
Lar=f Mindt, Chairman of the Planning Commission; Leonard
Bull, Chairman of SPARC; Jim Culbertson, a local
ccatsactor; together with the Chief Building Official,
Finance Director and Public works Director. The committee
met and evaluated the qualification submittals and
determined that four architectural firms would be
interviewed. The interviews were conducted on November 19,
1992, and the selection committee selected the firm of
wenell Mattheis Bowe to design the Civic Center
improvements.
t' we know that the remodeling of City Hall will include some
major structural upgrading; however, the full extent of
this upgrading cannot be determined until a full structural
investigation is accYmsplished. It has been determined
that, even with --4-- structural upgrading, the City Hall
remodel work could not be done while employees are still
using the building. Therefore, temporary relocation of
those employees ultimately staying in City Hall will have
to be made. Because of the structural unknowns on the City
Hall remodeling, it was determined that it would be best to
break the architectural agreement into at least two
phases. These phases are discussed in the next paragraph
and the scope of work shown below.
ARCHITECTURAL AGR3MG= - GENERAL SCOPE OF WORK (First
Phase)
Program Ubdate
Confirm actual temporary, short-term and long-term
personnel and space requirements in Beckman, Carnegie,
temporary trailers, City Hall remodel and Cit-jr hall
addition.
19
s
t
C=tinued January 5. 1993
seci=an suildina
Provide complete architectural and engineering (A/9)
services for tenant improvements including parking lot
layout and lighting.
City Hall Remodel
Provide investigative and schematic design services
including structural, mechanical, electrical, handicap �
accessibility and ADA requirements.
9
Cit -t Hall Addition
Provide conceptual design and floor plan layouts together
with two renderings showing relationship of addition with
remodel.
Carnegie Building
Provide izreestigative 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/Commg=ication 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 cumin r{caticn
needs. i
PHASE II - CARW*12 BASIMM r SCOPE OF CONTRACT
Provide complete Architectural/Engineering services (design
development through construction observation) to renovate
approximately 2,500 square feet of existing basement area
-ith a proposed budget of $252,000- for construction; based
upon approved schematic design developed under Phase I
Contract.
PHASE III - REMMEL CITY HALL SCOPE OF CONTRACT
Provide complete Architectural/Engineering services (design
development through construction observation) to renovate
the existing City Hall building with a proposed budget o.
"0
Ccat'_aued January r :993 F-
Si,383.000• for construction; plans to include renovation
of the existing City Hall building including structural,
mechanical, electrical, handicap accessibility, functional
and circulatica path and finishes; including a new entrance
ramp with plaza at Pine Street and a new elevator. The
design shall accommodate logical expansion to the future
City Hall addition; based upon approved schematic design
development under Phase 2 Contract,
wFinal budget will be established as par of Phase I
Contract
In general, the work under the su-`ject architectural
agreement (first phase) is estimated to cost $122,353. All
payments to the architect will be on a time -and -materials
basis up to a maximum which is the estimated cost.
Therefore, if the architect can accomplish the work in less
time, we will only pay for the work required.
The anticipated work under the second and thir3 phases of
the architectural agreement is estimated at S140,5S0. This
design estimate will be reevaluated once the structural
investigation is completed under Phase one.
shown below is a budget showing the estimated expenses and
anticipated revenues.
CITY HALL AFD BECX= BQILOM RMIDDEL BUDGET ESTn M=
Expenses
1.
City Hall Renovation
$1,383,000.00
M From Study $851,000.00
Structural Addition 260,000.00
Ramped Entry Addition 40,000.00
Interior Remodel
Addition 146,300.00
Electrical Addition 54,000.00
Mach—;cal Addition 32,000.00
2.
Beckman Remodel
180,000.00
3.
Carnegie Basement
252,000.00
4.
Computer and Cca=,nicatica Link
39,000.00
S.
Beckman Parking Lot
33,000.00
6.
Trailer Qtilitias and Appurtenances
100,000.00
7.
Trailer Lease
144,000.00
8.
Furniture Systems
150,000.00
21
,s
T
C.^.nt hued ;anuary b, :993
9. Miscellaneous (ccaputer move, test -.;=g,
reimbursables, structural plan check,
etc.) 20,000.00
20. Architectural Cost 263.000.00
$2,564,000.00
Revenues
1. 1992/93 CIP Budget $1,727,000.00-
2. Miscellaneous (impact fees,
litigation, etc.) _.,,060.000.00
$2,787,000.00
'This does not include any interest whic!i is accumulating
in the CIP account
The costs or expenses for this budget are conservatively
high and it covers the worst-case scenario; i.e., Carnegie
Fort basement renovation estimate is known to be high in
that all of the area'may not be used or the basement may
not be used at all, the structural upgrade assumes all of
City Hall will be brought up to new Code standards, and
estimates include a 201- contingency factor.
The proposed design and construction schedule was presented)
for Council's review. This schedule provides for
completion of the Seckman Building remodel and the
temporary trailer installation in April, 1994. The
completion of the City Hall remodel is scheduled for May,
1995.
The subject architectural agreement has been reviewed and
approved by the City Attorney. It was recommended that the
City Council autkorize the City Manager to execute this
agreement. Additional phases for design work will be
brought back to the City Council at a later date.
F
discussion on the matter, the City Council, on
f Council Member Snider, Sieglock second, approved
ement for arctsitectural services for City Hall
and related projects and aaathorized the City
o execute the said agreement by the following vote:
Ayes: Council Members - Mann, Sieglock, Snider and
Pennino (mayor)
Noes: Council Members - Davenport
Absent: Council Members - None
22
Exhibit--
� Exhibit C
Continued uarch 17f, .93
The City Council, on motions of Council Member Sieglock,
Mann second, unanimously approved the proposed ratification
of the bylaws for the Eastside Ia.,,rovement Committee.
RECESS *Mayor Peunino called for a tea -minute recess and the City
Council meeting reconvened at approximately 12:27 a.m.
L
H"" CQ2�iL1NCS IIPG,gADs . D ZNfERIMC _TI0 ALTfiR2ATZVS APPRl7VED
Public Works Director Ronsko presented the following report.
—J
In January 1992, the firm of Nenell Mattheis Bowe was
retained to prepare a Government Center Master Plan. This
Master Flan evaluated a number of different scenarios for
providing thn interim and ultimate square footage needs of
all of the departments in the government center codex.
With respect to the City Hall deficiencies, the City
Council determin d, in the spring of 1992, that, on an
interim oasis, the City should lease the Beckman Building
across the street rud bring both the Beckman Building and
the existing City Hall 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.
On January 6, 1993, the City Council retained the firm of
Wenell Mattheis Bore 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 below.
ARC=CM& AGR.vSI9SNT
GENSRAL SCOPE OF WORK
(First Phase)
Program IIodatg
Confirm actual temporary, short-term and long-term
pens-nnel 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.
-7
r
Continued March 17, 1993 `
City_ Hall Remo el •_i
Provide investigative and schematic design services
including structural, mechanical, electrical, handicap
accessibility and ADA requirements.
City Hail Addi fon
Provide conceptual design and floor plan layouts together
with two renderings shoving 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/8 service for temporary trailers.
Comuter/Communication Link
Design link between Beckman, Carnegie, temporary t=ailers
and City Hall.
1
Firhiture Systems
Design workstations in Beckman, Carnegie and City Hall
remodel including determination of size, configuration,
basic components and electrical, computer and communication
needs.
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
dif.,scent alternatives for housing employees during the 24
to -3 montt;s 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 immediate area
It was determined that Option A and Option B. as described
below, were the best and most practical alternatives fo:
28
Continued Marra/ 17, .993
temporary housing of City Hall 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, Ccmmunirj
Development and Personnel will be situated in four
temporary trailers to be located in the mall area. This
option was shown on an exhibit presented to the City
Council and will cost $376,000. :his Option will displace
the Railroad Club.
option S: 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 was shown on an exhibit presented to Council 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 divided by 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 was recommended that the Council select Option A.
City Hall Voarade
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 Cit-,
Council asked that we provide az 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 report below provides an explanation of those required
and non -required City Hall renovations.
:9
Continued March 17, 1993
'LADS CZVZC CZYM I11PROVII ENTS
March 9, 1993
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:
•ADA Compliance
OUVAC System Renovation
,'Fire Safety
*Deferred Maintenance
The non -required elements are:
•Structural Renovation
*Other Renovations
Compliance with ADA (Americans with Disabilities Act) is
the primary required renovation. The Act has be.i . r,
effect since January 1991 and effects literally every spats
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; remodeld—
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 150 above floor line
which will require wall patching and refinishing.
HVAC (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
HVAC equipment, control and distribution 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 system:-.
30
Continued tLsrch !7,093
T
will be shut down during equipment renovation and
replacement.
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 accca+plish either the
AnA or HVAC work. This work will include a new monitored
fire sprinkler system ca 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 HVAC 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 becom a tripping hazard. The proposal is
to provide new carpeting in most areas with major
circulation area such as lobbies, stairs, rest -rooms, in a
lifetime material such as tile or terrazzo.
Pon -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 lives 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 or the type specifically designed
for CR': (Computer Remoce 'verminal) use. The issue to be
3.
Continued March 1-7, 2993
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 cr...=,.,, cations.
The cost estimate breakdown shorn below demonstrates the
proportionate costs to accomplish the work described.
REQQIRED RENOVATICS 5 758,000
ADA Compliance 5 291,000
Includes -
4 -Stop Elevator 4 Structural Work
Ramped Pine Street Entry
4 Remodeled Restrocros
Public Counters
Door width Revisions S Hardware
Electrical Switch is outlet Modification
Exit Lighting System
new Signage
HVAC System Renovation $ 201,000
Includes:
New and !modified HVAC Equipment
Control s Distribution System to
meet Current Code Standards
Asbestos Removal
Fire Safety S 168,000
Includes;
Fire Sprinkler System
Fire Alarm System
New Ceilings
Her Conforming Stair System
Deferred l+.aintenaace S 98,000
Includes:
New ?loot Finishes
Now wall Finishes
MN -REQUIRED REZRMTIOH $ 625,000
Structural Renovation 5 486,000
Includes -
Demolition
Roof L Floor Plywood Sheathing _
Diaphram Connection to Masonry Walls
32
F r
Continued March I7, _993
0.
( Other Renovation 5 139.000
lnc_udes:
Miscellaneous Floor Plan Remodeling
Electrical Upgrade Sncluding:
Energy Efficient Lighting b Communications Systems
Total Cost Estimate $1,383.000
19,500 sf a $70.93/sf
A sidenote to the renovation is that the ADA and fire
safety requirements use existing floor space that is now
used as functional work space. This space lost to
renovation is 910 square Leet or 5.57r of the building's
usable floor space. This would displace approximately 9 -
12 employees.,'
A pie chart breakdown of the required renovation costs
($758,000) and non -required renovation costs ($625,000) was
presented to the Council.
Each year, in California, th3re 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
An exhibit was presented to the City Council showing 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.
Larry ienell with Wenell Mattheis Bowe was present to
answer questions regarding the matter. Also speaking on
the matter were the following persons:
a) Denny Lot, 411 West Elm Street, Lodi,
representing the Model Railroad Club; and
b) Janet Keeter, Administrative Assistant to
the City Manager, City of Lodi.
Following a lengthy discussion, Council Member Davenport
made a motion to move ahead only with the $291,000 needed
to meet the Americans With Disabilities Act (=A.)
requirements. The motion died for lack of a second.
33
Continued March 17, 1993
The City Council, on motion cd Mayor Pennino, Mans second,
approved option A which remodels the basement of the
Carnegie Forum providing office space for the City Manager
and other administrative personnel and provides a
replacement brea)=oom facility for Civic Center employees
and four temporary trailers to be located in the mall area
of City Hall by the following vote:
Ayes: Council Members - !Sano, Sieglock and Pennino
(Mayor)
Noes: Council Members - Davenport
Absent: Council Members - Snider
CC -6 The Countywide Improvement Standards Committee was formed
CC -158 by the Public works Directors of the jurisdictions within
San Joaquin County for the purpose of developing uniform
improvement standards that would be used throughout San
Joaquin County. The City of Lodi refers to these
improvement standards as Standard Plans. The Committee
started meeting in October 1991 and has held monthly
meetings since that time. To date, the Committee has
reviewed various types of curb, gutter and sidewalk details
and driveway details.
The first group of Improvement Standards includes concrete
construction notes, expansion joints, weakened plane joints
and score lines, roll curb, gutter and sidewalk, and
vertical curb, gutter and sidewalk and is now ready for
adoption. "he Committee solicited ccmments from engineers,
contractors and concrete plants in the County; however, the
response from the private sector was minimal. All comments
were reviewed and were incorporated into the drawings where
possible.
Adoption of these Standard Plans will benefit all
caammun.ties as well as the building industry in that having
a uniform set of standards within the County should have a
positive effect on lowering construction costs.
Contractors will know that the construction standards will
be the same throughout the County and they will no longer
need to check each jurisdiction's Standard Plans. The
Countywide Improvement Standards will be drawn in a
&fferent format than ms's Standard Plans so that
contractors will know the dilference between -the two.
I.. Ccamtittee is continuing to meet to prepare additional
Standard Plans .or countywide adoption.
34
,w
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Exhibit D
(�:)EXISTING FLOOR PLAN
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ADDENDUM m2 (
'This addendum changes the scope of the existing agreement between the CITY OF LODI and
WENELL MATTHEIS BOWS INC. for the Lodi Civic Center Improvements dated January 29.
1993.
Pro20ed Change ir.roiect Scope:
For Carnegie Forum Basement, provide design development, construction documents, bidding and
construction observation services based upon approved Schematic Design documents dated May
11, 1593 and updated cost estimate of 5248,143.00.
Estimated Chanee in Proiect Construction Budeet: Carnegie Forum Basement
Budget Only
The original construction budget was ............................ S252,000.00
Theprevious scope changes were ..................................... -0-
Tne construction budget prior to this scope change was .............. S252,000.00
The construction budget will be (increased) (decrc;.,,d) by ............ $3,857.00
The new construction budget will be ............................. S2A8,143.00
The contract time will be (increased) (decreased) by ......................... ( 0 ) days
Chance in Architectural/Eneineering Contract Fee:
The original fee was ......................................... S122,353.00
Theprevious scope changes were ..................................... S -0 -
The fee prior to this scope of change was ......................... S122,353-00
The fe* will be (increased) (decreased) by ......................... S18,360.00
The new fee will be ......................................... S140,713.00
Comments: See Attached Cost Estimate dated May 21, 1993
CITY OF LODI:
Date:
City Manager
AIA IS BO INC.
Date:
reside
APPROVED AS TO FORM:
`r )\\ 1 Date: S zto y3
Bobby W. McNatt, City A ttor cry
Not valid until signed by both Owner and Architect. Signature of Owner indicates his aereement herewith.
including any adjustment in the project budget. contract time or fee.
9
i
CITY Or LODI
CIVIC CENTER IMPROVEMENTS PROJECT
RELOCATION STRATEGIES
OMION "A"
February 16, 1993
f
OPTION "A"
CARNEGIE BASEMENT $260,000
City Manager
City Attorney
TRAILERS $116,000
Public Works (2) Lease $5$,000
Building Lease $29,000
Planning/Personnel Lease $29,000
TOTAL $376,000
i
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7
a
CTrY OF LODI
CIVIC CENTER IMPROVEMENTS PRO1ECr
RELOCATION STRATEGIES
OPTION "B"
February 16, 1993
OPTION "B"
TRAILERS
Breakroom
Lease
$29,000
City Manager
Lease
$29,000
City Attorney/Personnel
Lease
$29.000
Public Works (2)
Lease
$58,000
Building
Lease
$29,000
Planning/Elect Utility
lease
$29,000
TOTAL
DIFFERENCE BETWEEN OPTIONS "A" AND "B"
Carnegie Basement - 3,210 sf tp $54.00/sf
$203,000
$173,000
r
0
CITY HALL AND HUMAN BUILDING REMODEL
BUDGET ESTIMATE
EXPENSES
1.
City Hall Renovation
S 1,383,000.00
(E) From Study
$851.000.00
Structural Addition
X601000.00
Ramped Entry Addition
40.000.00
Interior Remodel Addition
146,000.00
Electrical Addition
54,000.00
Mechanical Addition
32,000.00
2.
Beckman Remodel
180,000.00
3.
Carnegie Basement
252.000.00
4.
Computer and Communication
Link
39,000.00
S.
beckman Parking Lot
33,OGO.00
6.
Trailer Utilities and Appurtenances
100,000.00
7.
Trailer Lease
144,000.00
B.
Furniture Systems
150,000.00
9.
Miscellaneous (computer move,
testing,
reimbursables, structural
vian check, etc.)
20,000.00
10.
Architectural Cost
263.000.00
L 2,564,000.00
REVENUES
1. 1992/93 CIP Budget f 1,727,000.00-
2. Miscellaneous (Impact fees, litigation. etc.) 1,060,000.00
$ 2.707.000.00
*This does not include_ any Interest which Is accumulating In the
CIP account.
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LODI CIVIC CENTER IMPROVEMENT
TOTAL PROJECT ESTIMATE
Architectural SerVms
First phase (Trailers, Beckman Renovation
Investigate City Hall/Carnegie) $122,353
second phase (Carnegie Design, PS&E) 18,360
third phase (City Hall Design, PS&E) 135.089
City Hag Annex improvements
Renovation
Parking Lot
Temporary Office Improvements
Carnegie Basement Renovation
Trader Lease
Trader Appurtenances
Furniture Systems
Computer and Communication Unk
Miscellaneous
275,802
EXHIBIT 7
Updated
Prior
Estimate
Estimate
$ 276,000
$ 263,000
$ 318,000 $ 213,000
268,000
50.000
318,000
$ 702,000 $ 705,000
$248,000
118,000
69,000
183,000 •
68,000 •
16.000
$702,000
City Hall Remodel
Renovation
Entry Plaza, Ramps and Turnouts
TOTAL PROJECT ESTIMATE
architectural fees already encumbeWj
TOTAL
FUNDING PROJECTION
Unencumbered Balance
"Block Grant Funds/94-95 (Entry Plaza Ramp)
City Hall Litigation to Date
Development Impact Mitigation Fees (GFI)
93-94
9495 (and 95-96, if required)
TOTAL
'These estimates are still being evaluated.
"These funds have not yet been committed by Council for 199495.
COSTREv.00c
$1,443,000 $1,343,000
$ 109,000 $ 40,000
$2,848,000 $2,564,000
(141,000)
$2,707,000
$1,622,000
109,000
105,000
328,000
543,000
i u+ow