City Council
Meeting: November 13, 2007
Agenda Item: 8-E
To: Mayor and City Council
From:
Subject: Approval of Design, Location
and Design for an Exterior
Elevator and Electric Room Addition to City Hall, Third Modification to the
Existing Professional Services Agreement for the City Hall Seismic Retrofit
Project and Approval of Contract Extension
Recommended
Action
Staff recommends that the City Council:
1. approve the location and design of the addition of an exterior elevator, an exterior electric room and creation of a new entry into the vacant jail in City Hall;
2. authorize the City Manager to execute a third modification to Contract No. 8529 (CCS) with Black and Veatch, modifying the scope, schedule, cost and expanding architectural services for the design of the seismic retrofit of City Hall to March 31, 2008. The total modification is not to exceed $591,512 (including 10% contingency) for a new not to exceed amount of $1,902,401.
Executive
Summary
Resuming use of the vacant jail portion of City Hall
for office space requires certain upgrades to meet current Accessibility
guidelines, Fire and Building codes. The required upgrades would include a new elevator,
a new entry door and electrical service. The placement of a new elevator
presents the greatest challenge. The current elevator cab was determined to be
a historically contributing element that should remain, along with at least one
jail cell. The historic cab will be left in place on the first floor and one
jail cell will be retained. However, the current shaft is too small to house a
new accessible elevator cab.
This report presents Council the opportunity to
provide input to the design of the elevator. Under the new process outlined on
October 13, Council, as client, would have provided input prior to Landmarks
Commission approval on October 8. Since this project is part of the
Staff, with input from Planning and Community
Development and the City’s Historic consultant, considered exterior placement
of the new elevator and electrical to provide maximum interior space for office
use and to reduce cost. Several exterior placement options for a new elevator
and electrical room were reviewed with the staff of Landmarks Commission and
later the full Commission for recommendation. Attachment 1 provides the
location and design of the proposed additions. FEMA has approved the use of
seismic retrofit funds for this project.
Discussion
Background
City Hall currently houses the main data center that
serves all City facilities. This data
center and ISD offices must be relocated in preparation for the seismic
retrofit project. The proposed new location for the data center and ISD offices
is in the vacant jail in City Hall.
Conversion of the jail into the data center and offices requires
addition of an exterior elevator, restrooms and a new main entry door. Increased power requirements of the new data
center and elevator create additional electrical demands that require a larger
main electrical service to the building.
This new electrical service requires the addition of an exterior electrical
room.
Seismic retrofit construction is required
within the City’s existing main data center and cannot be executed without
jeopardizing the data center computer systems.
Operational requirements of ISD require that their staff be located
directly adjacent to the data center.
ISD staff can be accommodated by converting all three floors of the
vacant jail into a new permanent data center and office space.
The vacant jail does not meet
current Electrical or Accessibility codes. Current codes require that the City
construct a new electrical room for the main electrical switch gear, and that
the new offices in the vacant jail are served by a code compliant elevator and
main entry to the area. Addition of the electrical room is required to provide increased
electrical service for the functional upgrades to City Hall. Design of the electrical switch gear
is currently being performed under a separate contract with another
vendor. Staff will return to Council for
approval of the construction contract at a later date.
The current total estimated construction
cost for the City Hall Seismic Retrofit Project is approximately $10.5
million. Funds have been approved by
FEMA for the additional design work by Black and Veatch, with the exception of
funds for construction of the electrical room, which is ineligible under
federal guidelines.
The locations of the
new exterior elevator, electrical room and main entry door were selected
through a process of reviewing all elevations of the jail area of the building,
site logistics and layout of interior spaces.
These reviews were performed by City Architectural staff, City Planning
staff and the City’s Historic consultant.
This process was presented in the October 8, 2007 Landmarks Commission
Staff Report (Attachment 2). Without
these additions, any renovation of the jail area will not be in compliance with
current codes.
Council is requested
to review and approve the location and design of the elevator and electrical
room. The design has been approved by
the Landmarks Commission. Under the new process outlined at the October 13
workshop, Council would have received a concept design prior to Landmarks
Commission approval. The elevator and related electrical room are designed to
accommodate current needs and to easily be incorporated into any future uses
behind City Hall. The addition as designed, is finished with smooth troweled
stucco to match the existing smooth cast in place concrete and will be painted
white to match City Hall. New rails will match the existing rails and new doors
will match existing doors in color and design to the extent possible. Alternative locations for this
addition have been investigated by city staff with the City’s Historic
Consultant and have been found to be unacceptable for a number of reasons
including effects to exterior historic materials and interior functionality.
Material finishes of the addition can be revised, although using a heavier
material such as precast concrete or stone cladding will require the existing
structure to be re-evaulated for seismic retrofitting.
Previous Commission Actions
On
October 8, 2007, the Landmarks Commission approved (with minor revisions) the
design of the elevator/electrical room addition and the construction of the new
entry door (Attachment 2). Minor
revisions include revisions to window glass color, paint color, stucco reveal
pattern, continuation of separation between the new and existing building, and
the revision of guard/hand rails.
Previous Council Actions
On May
24, 2007, City Council authorized the second
modification to the Professional Services Agreement with Black and Veatch for
design of the City Hall Seismic Retrofit Project. On April
25, 2006, City Council authorized the first modification to the
Professional Services Agreement with Black and Veatch for design of the City Hall
Seismic Retrofit Project. On November
22, 2005, City Council authorized the negotiation of a
professional services agreement with Black and Veatch, Contract No. 8529 (CCS)
for design of the City Hall Seismic Retrofit Project.
Contract Modifcation
A modification to the existing professional services
agreement with Black and Veatch, Contract No. 8529 (CCS) in the amount of $591,512
is required for the increased scope of work.
This modification includes both additive and deductive scopes. Services to be added to the existing scope
include the creation of design and construction documents of the new ISD
offices, an exterior elevator, an electric room, restrooms, and a new ISD
office entry door. Services to be
deducted from the existing scope include portions of the as-built process
(second modification), not completed due to unforeseen site conditions. A three month extension of the project
completion date is also required. The
modified agreement will now expire on March 31, 2008. With this modification, the new agreement is
not to exceed $1,902,401. The
modification to the existing agreement is funded by Federal Emergency
Management Agency (FEMA) grant funds and General Funds. FEMA has approved the use of seismic retrofit
funds for this project.
Budget/Financial Impact
The total cost of the modification to the Black and
Veatch contract for additional architectural services is $591,512. A portion of the additive scope is design of
the electric room, which is ineligible for FEMA grant funding. Therefore, design of the new electric room
will be funded with General Funds ($15,750).
Funds in the amount of $575,762 are available in
account E130748.555010, “City Hall Seismic Retrofit.” Funds in the amount of $15,750 are available
in account C010162.589000, “City Hall Expansion.”
The total cost of the modified professional services agreement is not to exceed
$1,902,401.
Prepared by:
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Approved: |
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Forwarded to Council: |
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P. City Manager |