Rancho Palos Verdes City Council
   

TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: NOVEMBER 19, 2002

SUBJECT: CIVIC CENTER OFFICE MODIFICIATIONS PROJECT

Staff Coordinator: Don Noble, Deputy Director of Public Works

RECOMMENDATIONS:

  1. Award a contract for the construction of office modifications at the Civic Center to Unique Performance Construction for an amount not to exceed $42,040 and authorize staff to spend an additional $4,200 for possible extra work for a total authorization of $46,240.
  2. Authorize the Mayor and City Clerk to execute a contract with Unique Performance Construction.
  3. Authorize the expenditure of up to $3,500 for inspection services with Charles Abbott Associates, Inc.
  4. Adopt Resolution 2002___, a resolution of the City Council for the City of Rancho Palos amending Resolution 2002-45, the budget Appropriation for fiscal year 2002-2003, for a budget adjustment to the City’s Public Building Maintenance Program within the General Fund Budget.

BACKGROUND:

The Civic Center complex was acquired from the military in 1975. Subsequent to this acquisition there have been numerous improvements to the site and the buildings. However, interior modifications in both buildings are now needed to properly accommodate current public and staff concerns. Specifically the entrance lobby is rather informal and should be modified so the Receptionist can control citizen access to the second floor. The Information/Service Counters in Building and Public Works need to be lower at one end to meet current ADA Standards, new offices need to be built in Recreation/Parks and Finance to accommodate additional personnel, and several existing offices need to be modified to better suit the needs of staff. For these reasons, the services of a qualified contractor are required.

ANALYSIS:

On October 25, 2002, staff received three bids, as summarized below, for the Civic Center Office Modifications Project. Subsequent to the bid opening a Letter of Protest was received wherein the low bid was challenged because the contractor failed to submit a complete bid proposal. The City Attorney’s office reviewed the matter and recommended that the low bid be rejected. Staff considered rejecting all bids and re-advertising the project; however, the proposal submitted by the second low bidder (Unique Performance Construction) is within a reasonable range of the engineer’s estimated ($40,000). Furthermore, there is no assurance that re-advertising the project, at an estimated cost of $750, would yield a bid of a lesser amount. In addition, re-advertising the project will necessitate constructing the improvement over six consecutive weekends rather than during the upcoming holiday break as currently planned. Although a weekend schedule will work, this type of time frame is more disruptive to City operations and will be more costly because of the need to remove and reinstall computer equipment multiple times beyond the two planned moves.

Civic Center Office Modifications Bid Summary

Contractor Bid Amount

  • CTI Construction $25,965
  • Unique Performance Construction 42,040
  • 2 H Construction 60,500
  • Engineer’s Estimate 40,000

Based on the rejection of the CTI Construction bid, staff recommends that a contract for the Civic Center Office Modifications Project be awarded to Unique Performance Construction for an amount not to exceed $42,040 and that staff be authorized to spend an additional $4,200 for possible extra work. Although this is the first contract ever awarded to Unique Performance Construction, by the city, it should be noted that their references are favorable and that two of the three references are for residential projects costing $16,500 and $90,000.

The construction of these improvements will require periodic inspections. The firm of Charles Abbott Associates Inc. has been retained by the City to provide professional services including on-site inspections and is willing to assume this responsibility at a cost not exceed $3,500. Therefore, staff recommends that Charles Abbott & Associates be authorized to provide the necessary inspections for this project.

The total cost of this project, as recapped below, is $49,740.

CONSTRUCTION COST FOR CIVIC CENTER OFFICE MODIFICATIONS

Expenditure Description Amount

  • Unique Performance Construction Contract $42,040
  • Budget for unanticipated extra work 4,200
  • On-site inspection services 3,500

Total Cost: $49,740

The 2002-2003 approved budget includes an appropriation for $20,000 ($5,000 in the General fund and $15,000 in the Building Replacement fund) for this project. However, the scope of work has been expanded to include modifications in the Lobby, Recreation/Parks, Public Works and the City Manager offices.

Based on a review and analysis of the proposed improvements, it has been determined that the cost of this work falls within the guidelines of an acceptable expenditure of Building Replacement fund. The Building Replacement fund balance, as of June 30, 2002, is $1,541,194. It is recommended that the City Council adopt the attached resolution for the transfer of the existing $5,000 appropriation to the Building Replacement fund as well as the appropriation increase of $29,740 in the Building replacement fund to enable completion of the project.

CONCLUSION:

Adopting the staff recommendations will result in the construction of needed improvements at the Civic Center.

FISCAL IMPACT:

The recommended actions will require the additional appropriation of $29,740 in the Building Replacement Fund. The approval of this appropriation will reduce the Building Replacement Fund balance, as of June 30, 2002, from $1,541,194 to $1,511,454.

Respectfully submitted,
Dean Allison
Director of Public Works

Reviewed,
Les Evans,
City Manager

RESOLUTION NO. 2002-__
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
RANCHO PALOS VERDES, AMENDING RESOLUTION 2002-45,
THE BUDGET APPROPRIATION FOR FISCAL YEAR 2002-03, FOR
A BUDGET ADJUSTMENT TO THE CITY'S PUBLIC BUILDING MAINTENANCE FUND

WHEREAS, Section 3.32 of the Rancho Palos Verdes Municipal Code provides that all expenditures in excess of budgeted allocations must be by supplemental appropriation of the City Council: and

WHEREAS, on June 12, 2002, the City Council of the City of Rancho Palos Verdes adopted Resolution 2002-45, approving a spending plan and authorizing a budget appropriation for the 2002-03 fiscal year; and

WHEREAS, it is necessary for the City to allocate additional funds for the Civic Center Office Modifications; and

WHEREAS, a budget increase in the City’s Public Building Maintenance program within the General fund and the Building Replacement fund is necessary to authorize the expenditure of additional funds for the project; and

BE IT, THEREFORE, RESOLVED BY THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES:

The following increase be made to the fiscal year 2002-03 City’s Public Building Maintenance Fund program budget:

Building Replacement fund – Improvements (386.82) $29,740
Transfer from the General fund
(to the Building Replacement fund) (391.10) $5,000
Transfer to the Building Replacement fund
(from the General fund) (001-391.20) $5,000

PASSED, APPROVED, AND ADOPTED THE 19 DAY OF NOVEMBER

___________________________
MAYOR

ATTEST:

______________________
CITY CLERK