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Home My WebLink About04-17-2008 - Agenda PacketMEDINA, WASHINGTON CITY COUNCIL SPECIAL MEETING AGENDA MEDINA CITY HALL COUNCIL CHAMBERS APRIL 17, 2008 6:30 PM MAYOR MARK NELSON DEPUTY MAYOR JIM LAWRENCE COUNCIL MEMBERS LUCIUS BIGLOW DREW BLAZEY BRETJORDAN BOB RUDOLPH SHAWN WHITNEY CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE OTHER BUSINESS: 013-1: CITY HALL FACILITY Council Discussion and Review of: 1. Current Proposal for City Hall Repairs 2. Alternative Options for City Hall Facility 3. Temporary City Hall Facilities and Locations ADJOURNMENT INTERIM CITY MANAGER MIKE CALDWELL CITY ATTORNEY WAYNE TANAKA CITY CLERK RACHELBAKER 6:30 PM Recommendation: Discuss and review items outlined above, provide direction to staff and consider action on one or more of the following motions: 1. To authorize an increase in the project budget 2. To authorize the City Manager to enter into agreements/leases for temporary City Hall 3. To postpone the project. Next Regular Meeting: Monday, May 12, 2008; 6:30 pm Medina City Hall d 501 Evergreen Point Road • Medina WA 98039 425-233-6400 ph + 425-454-8490 fx • www.medina-wii.gov ITEM OB-1 CITY OF MEDINA Public Works Department January 31, 2008 TO: MAYOR AND CITY COUNCIL FROM: DIRECTOR OF PUBLIC WORKS SUBJECT: CITY HALL RENOVATION RECOMMENDATION It is recommended that the Mayor and Council Members authorize the "Call for Bids" for the renovation of the Medina City Hall. POLICY IMPLICATION This action is consistent with the adopted City Capital Improvement Program for 2008-2013 and the adopted City Budget for 2008. BACKROUND The City consultant, Johnston Architects, have completed the contract documents and plans for the renovation of the City Hall. The work detailed within the contract documents includes those items identified in the City Hall Building Survey Report of December 2006 that primarily address life and safety deficiencies. The work briefly described includes: the replacement of the outside deck surface, siding replacement on the south wall of City Hall, new exterior doors on the south and west sides of the main floor of the building, two new interior support beams, interior shear wall and seismic connections to the foundation and between the walls and the roof rafters, replacement of the basement outside restroom fixtures and heaters, new heating and ventilation system, electrical wiring upgrades, painting and carpeting of the entire building following the repairs to the building envelope and interior walls. The estimated project cost is $ 730,000 (see the attachment) which includes a 10% construction contingency. The project budget is $ 760,000. An alternate bid item for new lighting fixtures will be included in the documents for consideration should sufficient funds be available to improve the building lighting. The proposed City Hall construction project schedule is as follows: Council authorization to "Call for Bids" (February 11) Advertise for Bids (February 12th and February 19th) Open Bids (March 4th) Award the Contract (March 10tn) Construction (April to early September) ITEM OB-1 DISCUSSION An alternative City Hall location is being pursued at this time to reduce interference with the work, reduce the contractors risk, limit the liability exposure, and to provide adequate facilities rather than occupy the building during the work. Preliminary discussions with the 1 st Church of Christian Science indicated that their site would accommodate two stand alone portable trailers in their south parking lot at a rate of $4,000 per month. Should this prove to be the most advantages, City Hall would be temporarily relocated into the portables at an estimated total cost of approximately $49,000 for five months. Other options such as renting or leasing a vacant house are being pursued as well. FISCAL CONSIDERATIONS AND IMPACT Funds for the award of the bid are available in the Council -approved 2008 FY budget. Funding for the alternate lighting and temporary City Hall may exceed the present budget of $ 760,000 should that become necessary, the additional funds may either be appropriated from the cash reserves or from other line items within the adopted budget. LEGAL REVIEW This report has been submitted to the City Manager's Office for review. Prepared by: Joe Willis Sr, Director of Public Works Attachment: Project cost estimate MEDINA CITY HALL RENOVATION MEDINA CITY CONSTRUCTION DOCUMENTS ESTIMATE SUMMARY September 28, 2007 Existing & New Addition Bldg Evidence Room Upgrade ITEM OB-1 $597,425 $6,913 Total Project Cost $604,338 5�l � 7�AQ n,, i-6 /2,, 0,? G0!J -o PROJECT: MEDINA CITY HALL RENOVATION - BASE LOCATION: MEDINA, WA BLDG SF: 4,325 ESTIMATE: 2007161 EST TYPE: CONSTRUCTION DOCUMENTS DIVISION DESCRIPTION TOTAL $/SF A10 FOUNDATIONS 3,674 0.85 B10 SUPERSTRUCTURE 24,973 5.77 B20 EXTERIOR CLOSURE 55,352 12.80 B30 ROOFING 35,977 8.32 C10 INTERIOR CONSTRUCTION 10,080 2.33 C2O - STAIRS 25,7Q0 5.94 C30 INTERIOR FINISHES 64,185 14.84 D20 PLUMBING 3,557 0.82 D30 HVAC 84,339 19.50 D50 ELECTRICAL 80,000 18.50 F20 SELECTIVE BUILDING DEMOLITION 19,321 4.47 G1O SITE PREPARATION 202 0.05 G20 SITE IMPROVEMENTS 2,432 0,56 G30 SITE CIVIL / MECHANICAL UTILITIES 875 0.20 Z10 GENERAL REQUIREMENTS 105,000 24.28. ESTIMATE SUBTOTAL 515,667 119.23 DESIGN CONTINGENCY @ 5.00% 25,783 SUBTOTAL 541,450 ESCALATION TO 23-NOV-07 (8.00%NR) @ 1.23% 6,646 SUBTOTAL 548,096 GENERAL CONTRACTOR'S OH & P @ 9.00% 49,329 TOTAL 597,425 138.13 EXCLUSIONS: SEE ESTIMATE SUMMARY 12/10/2007 9:39 AM MEDINA CITY HALL RENOVATION - BASE SUMMARY PAGE 1 PROJECT: MEDINA CITY HALL RENOVATION - BASE ITEM OB-1 LOCATION: MEDINA, WA BLDG SF: 4,325 ESTIMATE: 2007161 EST TYPE: CONSTRUCTION DOCUMENTS ITEM DESCRIPTION QUANTITY UNIT UNIT COST TOTAL $lSF A10 FOUNDATIONS 02000 DEMOISAWCUT SLAB 128 SF 6.00 768 02200 FOUNDATION BACKFILL - HAND 6 CY 25.00 150 02315 EXCAVATE FOUNDATIONS - HAND 8 CY 25.00 200 02315 HAUL/DUMP EXCESS EXCAVATION 1 LS 100 100 03000 4" SLAB ON GRADE @ STORAGE 128 SF 6.50 832 03000 CONC FOOTING 2 CY 500 1,000 03310 CONC-PERIMETER STEM WALL 16 SF 35.00 560 07260 VAPOR BARRIER STORAGE 128 SF 0.50 64 - A10 FOUNDATIONS DIVISION TOTAL 3,674 0.85 B10 SUPERSTRUCTURE 05100 EPDXY BOLTINGIANCHORING 13 EA 65.00 845 06090 MISC FRAMINGISEISMIC HARDWARE- EXISTING ROOF 2,832 SFA 0.75 2,124 06090 MISC FRAMING/SEISMIC HARDWARE -FLOORS 4,325 SFA 0.75 3,244 06100 WALKWAY FRAMING REPAIRISEISMIC HARDWARE- ALLOW 851 SF 2.15 1,830 06100 WALKWAY SHEATHING 851 SF 2.25 1,915 06110 INSTALL JOISTSIBEAMS @ FLOOR ' 5 EA 100 500 06160 LVL BEAMS 3-1/2 X 11-1/4 19 LF 17.00 323 06160 LVL BEAMS 5-1/4 X 16 20 LF 36.50 730 06170 2X6 JOISTS @ 24" OC - COMPLETE 86 LF 3.55 305 06170 NEW WOOD POST/COLUMNS 1 EA 200 200 06200 WALKWAY FASCIA 45 LF 15.75 709 07180 WALKWAY WATERPROOFING 851 SF 8.50 7,234 07620 FLASHING WALKWAY 170 LF 9.50 1,615 07620 REPLACE WALKWAY GUTTERS W/NEW 170 LF 20.00 3,400 B10 SUPERSTRUCTURE DIVISION TOTAL 24,973 5.77 B20 EXTERIOR CLOSURE 02000 REMOVE, STORE AND RE -INSTALL DOORS 42 SF 25.00 1,050 02000 REMOVE, STORE AND RE -INSTALL WINDOWS 149 SF 20.00 2,980 02000 REPLACE TWO ROWS SIDING ABOVE WALKWAY W/NEW 188 SF 9.00 1,692 05000 HOLDDOWNS-EPDXY 10 EA 135 1,350 06000 NEW RAILING CAP @ DECK 104 LF 15.00 1,560 06110 EXT.WALL-2X6/PLY/INSUWB/GWB - NEW STORAGE 265 SF 15.00 3,975 06160 NEW SHEAR WALLS - FRAMING 225 SF 7.00 1,575 07210 CAULK/SEALANT EXTERIOR DOORS 34 LF 2.95 100 07210 CAULK/SEALANT EXTERIOR WINDOWS 112 LF 2.95 330 07460 CEDARSIDING/TRIM 1,115 SF 9.00 10,035 07900 FLASH/CAULK/TRIM EXT WALL 3,455 SF 2.50 8,638 08100 NEW EXT. WOOD DOOR/FRM/HDWRE-SGL 1 EA 1,250 1,250 08550 WOOD WINDOWS/CLAD - NEW 12 SF 60.00 720 09110 EXT. WALL/SHEAT/INSUWB /GWB-SOUTH ELEV & STORAGE 954 SF 5.75 5,486 09110 MISC BLOCKING/HARDWARE/PREP @ SOUTH ELEV & 954 SF 1.25 STORAGE 1,193 09900 PAINT EXTRIOR DOORSITRIM 11 LVS 90.00 990 12110/2007 U9 AM MEDINA CITY HALL RENOVATION - BASE DETAIL PAGE 1 QUANTITY UNIT UNIT COST ITEM DESCRIPTION ITEM O B - 1 09900 PAINT EXTRIOR WINDOWS !TRIM 25 EA 100 2,500 09910' PAINT EXTTERIOR WALLS 3,455 SF 1.85 6,392 09910 SCRAPE AND PREP EXTERIOR WALL -EXISTING 3,076 SF 1.15 3,537 B20 EXTERIOR CLOSURE DIVISION TOTAL 55,352 12.80 B30 ROOFING 01000 ROOF FASCIA -lX4 40 LF 7,00 280 01000 ROOF FASCIA -lX6 36 LF 10.25 369 01000 ROOF FASCIA -2X12 40 LF 20.00 800 01000 ROOF FLASH/GUTTER/DOWNSPOUT 4,325 SFA 1.75 7,569 06160 PLYWOOD SHEATHING-1/7 229 SF 2.25 515 07100 30# ROOFING FELT @ EXISTING ROOF AND STORAGE 2,989 SF 0.40 1,196 07220 RIGID ROOF INSULATION R-30 @ ROOF 167 SF 3.75 589 07310 CEDAR SHAKE ROOF - NEW 2,989 -SF 8.25 24,659 B30 ROOFING DIVISION TOTAL 35,977 8.32 C10 INTERIOR CONSTRUCTION 09900 PAINT INTERIORDOORS/TRIM 20 LVS 90.00 1,600 10260 STEEL HANDRAIL @ NE CONC WALL 74 LF 95.00 7,030 10550 FIRE EXTINGUISHER -WI CBNT - ALLOW 1 LS 750 750 10810 TOILET ACCESSORIES - ALLOW 1 LS 500 500 C10 INTERIOR CONSTRUCTION DIVISION TOTAL 10,080 2.33 C20 STAIRS 05510 PRECAST CONC TREAD EXTERIOR STAIR - OPEN 1 FLT 18,500 18,500 05520 GUARDRAILING @ EXTERIOR STAIR 45 LF 160 7,200 C20 STAIRS DIVISION TOTAL 25,700 5.94 C30 INTERIOR FINISHES 06200 FINISH CARPENTRY/ACCESSORIES 4,325 SFA 0.75 3,244 09000 GWB CEILING @ BATHROOMS 66 SF 7.00 462 09200 GWB @ EXISTING WALL- BATHROOMS 384 SF 3.50 1,344 09250 CEILING PATCH & REPAIR 1,442 SF 0.85 1,226 09310 CERAMIC TILE WALLS 147 SF 12.00 1,764 09380 STONE FLOOR 246 SF 30.50 7,503 09600 FLOOR PREP 3,417 SF 1.25 4,271 09650 MARMOLEUM "LINOLEUM' W/4" HIGH UPTURN 66 SF 7.50 495 09680 CARPET 3,105 SF 4.00 12,420 09700 MISC. PATCH @ EXISTING INTERIOR WALLS 9,382 SF 0.75 7,037 09900 INTERIOR PAINTING - WALLS 9,382 SF 1.75 16,419 09900 PAINT GWB CEILINGS INTERIOR 4,325 SF 1.85 8,001 C30 INTERIOR FINISHES DIVISION TOTAL 64,185 14.84 D20 PLUMBING 15400 PLUMBING 1 LS 3,557 3,557 D20 PLUMBING DIVISION TOTAL 3,557 0.82 12/10/2007 9:39 AM MEDINA CITY HALL RENOVATION - BASE DETAIL PAGE 2 ITEM DESCRIPTION QUANTITY UNIT UNIT COST T^" A 1 'rn,- ITEM OB-1 D30 HVAC 15000 HVAC 1 LS 84,339 tt4,JJy D30 HVAC DIVISION TOTAL 84,339 19.50 D50 ELECTRICAL 16000 ELECTRICAL 1 LS 80,000 80,000 D50 ELECTRICAL DIVISION TOTAL 80,000 18.50 F20 SELECTIVE BUILDING DEMOLITION 02000 DEMO CARPET 3,211 SF 1.00 3,211 02000 DEMO CEDAR SHAKE ROOFIFLASHINGIFELT 2,832 SF 1.95 5,522 02000 DEMO DECK SHEATHING/WATERPROOFING 851 SF 1.15 979 02000 DEMO INT. WALL FINISH @ BATHROOMS 384 SF 1.75 672 02000 DEMO ROOF FASCIA 125 LF 1.75 219 02000 DEMO SIDING/INSULATION/BARRIER 954 SF 1.55 1,479 02000 DEMO STAIRIRAILING - EXTERIOR i LS 2,500 2,500 02000 DEMO TWO ROWS SIDING ABV WALKWAY 188 SF 1.10 207 02000 DEMO WALKWAY FASCIA 170 LF 1.65 281 02000 MISC DEMO/SAWCUTTING 4,325 SFA 0.55 2,379 02000 REMOVE ROOF GUTTER 193 LF 1.85 357 02000 REMOVE WALKWAY FLASHING 170 LF 1.75 298 02000 REMOVE WALKWAY GUTTER 170 LF 1.75 298 02005 DEMO -METAL HANDRAIL @ NE CONC WALL 13 LF 7.00 91 02125 DEMO TILE FLOORING @ BATHROOM/FOYER 206 SF 2.00 412 02146 REMOVE WOOD POST/COLUMN 1 EA 50.00 50 02220 DEMO-GWB AT CEILINGS 66 SF 1.25 83 06000 DEMO RAILING CAP @ SOUTH AND WEST- WALKWAY 104 LF 2.75 286 F20 SELECTIVE BUILDING DEMOLITION DIVISION TOTAL 19,321 4.47 G10 SITE PREPARATION 02300 STRIP/GRADEIPREP W/2" LAYER OF GRAVEL -NE OF BLDG 71 SF 2.85 202 G10 SITE PREPARATION DIVISION TOTAL 202 0.05 G20 SITE IMPROVEMENTS 02000 CONCRETE MECH PADS 37 SF 15.00 555 02000 GRAVEL @ S.O.G.-2" DEEP-MECH PAD 37 SF 1.00 37 02315 EXCAVATE AT MECH PADS @ SITE - HAND 8 CY 25.00 200 03000 SITE PATCHING 1 LS 1,000 1,000 03000 TIMBER RETAINING WALL MECH PAD 32 SF 20.00 640 G20 SITE IMPROVEMENTS DIVISION TOTAL 2,432 0.56 G30 SITE CIVIL / MECHANICAL UTILITIES 02630 AREA DRAIN - COMPLETE 1 EA 875 875 G30 SITE CIVIL I MECHANICAL UTILITIES DIVISION TOTAL 875 0.20 Z10 GENERAL REQUIREMENTS 01000 GENERAL CONDITIONS 3 MO 35,000 105,000 12/10/2007 U9 AM MEDINA CITY HALL RENOVATION - BASE DETAIL PAGE 3 ITEM DESCRIPTION QUANTITY UNIT UNIT COST ". """ ITEM OB-1 Z10 GENERAL REQUIREMENTS DIVISION TOTAL 105,000 24.28 ESTIMATE SUBTOTAL 515,667 119.23 12/10W7 9:39 AM MEDINA CITY HALL RENOVATION - BASE DETAIL PAGE 4 PROJECT: MEDINA CITY HALL RENOVATION - EVIDENCE ROOM LOCATION: MEDINA, WA BLDG SF: 53 ESTIMATE: 2007161 EST TYPE: CONSTRUCTION DOCUMENTS DMSION DESCRIPTION TOTAL $ISF C10 INTERIOR CONSTRUCTION 774 14.60 C30 INTERIOR FINISHES 193 3.65 D30 HVAC 5,000 94.34 ESTIMATE SUBTOTAL 5,967 112.59 DESIGN CONTINGENCY @ 5.00% 298 SUBTOTAL 6,266 ESCALATION TO 23-NOV-07 (8.00%NR) @ 1.23% 77 SUBTOTAL 6,343 GENERAL CONTRACTOR'S OH & P @ 9.00% 571 _ TOTAL 6,913 130.44 EXCLUSIONS: SEE ESTIMATE SUMMARY 12/10/2007 9:39 AM MEDINA CITY HALL RENOVATION - EVIDENCE ROOM SUMMARY PAGE 1 PROJECT: MEDINA CITY HALL RENOVATION - EVIDENCE ROOM ITEM 0 B - I LOCATION: MEDINA, WA BLDG SF: 53 ESTIMATE: 2007161 EST TYPE: CONSTRUCTION DOCUMENTS ITEM DESCRIPTION QUANTITY UNIT UNIT COST TOTAL $ISF C10 INTERIOR CONSTRUCTION 06120 09900 5/8"GWB WALL -FIRE TAPED PAINT GWB - WALL 231 SF 1.60 231 SF 1.75 370 404 C10 C30 INTERIOR CONSTRUCTION INTERIOR FINISHES DIVISION TOTAL 774 14.60 09250 09900 518" GWB CEILING -FIRE TAPED °PAINT GWB CEILINGS INTERIOR 53 SF 1.80 53 SF 1.85 95 98 C30 D30 INTERIOR FINISHES HVAC DIVISION TOTAL 193 3.65 15000 HVAC - ALLOWANCE PER A/E 1 LS 5,000 5,000 D30 HVAC DIVISION TOTAL 5,000 94.34 ESTIMATE SUBTOTAL 5,967 11259 12/10/2007 9:39 AM MEDINA CITY HALL RENOVATION - EVIDENCE ROOM DETAIL PAGE 1 ITEM OB-1 CITY OF MEDINA 501 Evergreen Point Road, Medina, WA 98039 (425) 233-6410 www.medina-wa.gov MEMORANDUM DATE: March 19, 2007 TO: City Council, City Manager FROM: Joe Willis Sr., Director of Public Works RE: Report on City Hall Repair/Expansion Background The preliminary report on City Hall and a possible expansion prepared by Johnston Architects, entitled Medina City Hall Building Survey was provided to the Council in February of this year. The professional services contract with Johnston Architects contains two areas of work to be accomplished. The first area of the consultants work included a condition survey of the existing building, formulation of recommendations for the correction of deficiencies, and the preparation of drawings and specifications for the correction work. The second area of the consultants work includes design development for proposed additions including needs study, conceptual designs and drawings with specific recommendations, estimated costs, information presentations, and upon approval, preparation of drawings and specifications for the project and oversight of the work. At this point, the architect has completed the building survey, formulated recommendations and preliminary cost estimates for the repairs which included several recommended options for the correction work. When reviewing the evaluation team recommendations in the report, you need to closely examine the existing city hall condition and the recommendations for its repairs and the correction of deficiencies. Initial Council comments during the council meeting of February 12th indicated that while the repairs of the existing building are endorsed by the council, the overall cost for the renovation and the proposed 25 foot expansion seem excessive and should be paired down, or at the very least, reviewed for cost saving options. Recognizing that preliminary cost estimates are only a gage of what the bidding market price may be for a given scope of work at a specific point in time based upon an experts opinion, the estimates in this instance should only be utilized as a tool for discussion and comparison of the options. It is too early in the process to define all of the various facets of the work involved to accurately estimate the scope of the work or its ultimate cost when we have not defined all of the work to be accomplished. When considering the various scopes of work (Study Options) presented in the consultants report, the first scope of work option should be considered a must. The second option adds work that a prudent individual would be expected to add to not just ITEM OB-1 repair the structure but improve the life -safety aspects of the building. The third scope of work option provides one alternative method of expansion to the building to address space needs, improve access, work areas, and improve building support functions. Scope of Work (Study) Options Scope of Work Option 1 at an estimated cost of $ 435,845 to address the identified problems and basic life -safety concerns included repairs to the existing building siding, deck, weather sealing, heating and ventilation, plumbing, electrical and fire alarm systems, and included minor renovations to the building envelope to upgrade its structural integrity (primarily at building beam connections, the roof support structure, and those areas where exterior repair work is needed). Scope of Work Option 2 at an estimated cost of $ 758503 included all of the Option 1 costs plus additional costs to address seismic and life -safety needs by installing foundation anchors, added interior shear wall construction to resist seismic collapse, a fire sprinkler system, and an upgrade of the building lighting and emergency power circuits. Both of the above scope of work option cost estimates for the identified repairs and renovations include architect design fees and contingency funds to arrive at an overall project cost that includes project development, contingency estimates above and beyond the estimated construction costs. Scope of Work Option 3 included Options 1 and 2 costs and the cost to construct a 25 foot extension of both the basement and the main floor levels on the north end of the building for a total addition of 1875 square feet. The estimated cost of $1,806,199 adds 875 square feet of floor area to each of two levels (not attic level); adds an elevator for two levels in the existing building for access (not attic level); replaces support columns in basement to allow optimum use of space, and completes interior renovation work to maximize the use of the building. It should be noted that continuing to have staff occupy the attic level with no elevator, emergency exit or fire sprinkler system is not a desirable situation. An alternative to provide for the attic emergency exit and to gain usable space in the existing building is to explore an expansion of the existing attic space using a dormer or gable system, adding elevator access to the top floor, and adding an emergency exterior stairway exit. The architect's quick analysis of this option presented in the attached graphic images does not substantially alter the character of the building while adding 570 square feet of floor area. The estimated cost for this alternative is approximately $ 200,000. Conclusion I believe that the architect has done an excellent job in identifying immediate building needs, and while the expansion alternative plan presented in the report requires refinement, I believe the expansion will not only provide needed space but will also allow for better space utilization. ITEM OB-1 The concept of selecting a ceiling budget for the City Hall repairs and renovation and then backing into a construction option fails to recognize that the existing building requires repairs and if improvements are accomplished in the same project, they can be completed at less cost, actually decrease energy usage, improve the building function, and provide needed space to support City functions. Upon completion, the City Hall should not make a statement to the community that is pretentious but one that emphasizes historical importance and regard for the public trust. It is my recommendation that the Consultant work with the City staff and proceed with the design development for the building renovation and expansion without compromising the existing building fagade or character that is to include the necessary building repairs and life -safety improvements and address the space needs, improve access, work,areas—and building .support functions. Following staff input and upon completion of schematic drawings the Consultant is to provide the most cost effective and efficient floor plan to the Council for consideration.