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HomeMy WebLinkAbout2018 02 12 Consent 301 Contract Award for City Hall RenovationsCOMMISSION AGENDA ITEM 301 REQUEST: Informational Consent X Public Hearings Regular February 12, 2018 KS BF Regular Meeting City Manager Department The Community Development Department requesting City Commission approval to award a construction contract to Morton Construction Company, Inc. in the amount of $442,000 plus a 10% contingency, for City Hall Renovations including the Commission Chambers and the Community Development Customer Service Front Counter (ref. ITB #08- 17 -BS). SYNOPSIS: The proposed renovations to the Commission Chambers and Community Development Customer Service Front Counter are ready for construction by the lowest responsive bidder, Morton Construction Company. The objective of the project is to improve functionality, accessibility, safety, lighting, resident/customer experience, and appearance at both locations. The project has a total duration of 120 days and will be performed from April - July 2018. CONSIDERATIONS: City Hall was constructed in 1985 and the only significant changes to the Commission Chambers since then was new carpeting and seat upholstering in 1998 and the security cameras installed a few years ago. The front counter for Community Development (Permitting) has changed very little except for the roll down door added after 9/11. . CPH was retained to propose and design upgrades to the Commission Chambers and Community Development Customer Service Area with a number of goals in mind. At the August 14, 2017 City Commission meeting, the Commission approved the final design and directed Staff to proceed with advertising for construction bids. Consent 301 PAGE 1 OF 3 - February 12, 2018 The construction contract was originally advertised on August 20, 2017, with a bid opening date of September 13, 2017. Due to Hurricane Irma, no bids were received on September 13. The project was re- advertised on November 19, 2017 and bids were opened on December 19, 2017. Two complete and responsive bids were received, with results as follows: Bid Tabulation ITB# 08 -17 -BS 1. Morton Construction Company, Inc. $442,000.00 2. Axios Construction Services, LLC $561,000.00 For the Commission Chambers the priorities are: • Improve the use of the space for different types of functions • Address /improve accessibility issues • Windows with blinds for natural light when suitable • Safety • Replace worn fit and finish areas • More inviting for residents /guests For the Community Development Customer Service Area the priorities are: • Improve interaction area between the customers /applicants and staff • Expand customer interaction area • Privacy • Security • Match finish of Utility Billing counter • Provide clearer identification signage of the "Permitting" and "Utility Billing" counters upon entering City Hall The scope of work for the Commission Chambers includes ceiling modifications, fire sprinkler modifications, HVAC changes, leveling the chambers floor, lowering the west half of the back room floor, rear exit door modifications, new carpeting and ceiling tiles, ramps, new veneers for the existing dais, and window /window treatment installation. Audio visual upgrades will be performed by a separate vendor in conjunction with the Chambers renovations. The Community Development front counter area scope of work includes moving walls and doors, ceiling tile replacement, new millwork and new carpeting. The new front counter will consist of three separate customer transaction stations, with one more directly facing the City Hall entrance doors. In addition to the front counter modifications, the first office on the right side as you enter City Hall will be converted to a conference room accessible directly from the City Hall lobby. Customer Service will temporarily be moved to one of the side offices until complete. . The work in the Commission Chambers is expected to begin soon after the April 23, 2018 City Commission meeting and is expected to be complete in time for the August 13, 2018 meeting. The City Commission meetings on May 14, June 11, and July 9, plus other Board and Committee meeting scheduled from May- August 2018, will be Consent 301 PAGE 2 OF 3 - February 12, 2018 conducted at alternate locations to be determined. The Community Development front counter renovations are scheduled to start before the City Commission Chambers and will be completed as a first phase of the project, with the City Commission Chambers work being the second phase. FISCAL IMPACT: The project cost is $442,000 plus a 10% contingency, for a total funding authorization of $486,200. The funding split is 70% for the Commission Chambers, or $340,340, to be funded from the #305 Capital Project Fund using $300,000 in budgeted funds and a supplemental appropriation from fund balance in the amount of up to $40,340. The Community Development front counter is 30% of the project cost, or $145,860, to be funded by the Development Services Fund ( #420) through a supplemental appropriation from fund balance. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas /Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at six (6) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff recommends the City Commission approve awarding a construction contract to Morton Construction Company, Inc. in the amount of $442,000 plus a 10% contingency, for City Hall Renovations including the Commission Chambers and the Community Development Customer Service Area, and authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. ATTACHMENTS: None Consent 301 PAGE 3 OF 3 - February 12, 2018