HomeMy WebLinkAboutAGENDA REPORT 1998 0318 CC REG ITEM 10C114- ?,�'1
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�yITY COUNCIL AGENDA REPORT C1TyOFMOORpARK,CALIFO1tN1A
City Council Meeting
199
ACTION: Al'P r o y ed q w a r� 4 _
TO: The Honorable City Council corrtrac,t � 44c>Pted rest •qS -14*
FROM: John E. Nowak, Assistant City Manager4�' �.
DATE: 10 March 1998 (Council meeting of 03- 18 -98)
SUBJECT: Approve Award of Contract for Space Needs Study and Consider
Resolution No. 98- Amending the FY 1998 -99 Budget for
Funding of the Study.
Discussion: The FY 1998 -99 Operating Budget includes $25,000 for a space needs
study to determine the short -term and long -term structural needs of the City of Moorpark.
A Request for Proposal (RFP) was prepared outlining a scope of work for a firm to provide.
These included reviewing existing space availability and use, meeting with staff on current
and future operations, and staffing and space needs. The short -term space needs study
is to look at one and three year time periods and identify improvements that can be
accomplished immediately to existing facilities at a minimal cost, and improve space
utilization. It is to also look at additions to the existing facilities that can be accomplished
at minimal cost and expand the available staff space. This is to meet the immediate needs
of City staff spacing until a more permanent facility can be constructed.
The long -term element of the study is to look at consolidating city department operations
at one location; improving public space areas in city hall; consolidating maintenance
operations at one location; constructing a police facility either as a part of or separate from
the city hall; consolidating building and safety and city engineering services with other city
hall offices; identifying potential options for the current civic buildings; and estimating costs
for construction and furnishings. Presentations to the City Council will also be provided.
(A copy of the "Scope of Services Requested" from the RFP has been previously provided
to the Council.)
An RFP was mailed to five firms that have either had experience with similar projects
and/or had notified the city of its interest. Three firms submitted proposals. The firms, with
their initial price quotations for the entire project were:
Leach Mounce Architects $ 45,120
WLC Architects $ 68,570
Gensler $ 46,000
Copies of the three proposals were separately made available for Council review.
The firms were interviewed by the Assistant City Manger, City Clerk, Community
Development Director and Police Chief on March 6 and 9. Each firm gave a presentation
on the approach they proposed for Moorpark, similar city experience, and
recommendations for reducing the cost of the study. Based on proposals submitted, the
0000`7"_
Space Needs Study
Council Meeting 03 -18 -98
Page 02
interviews, and a check of references, staff is recommending that the firm of Leach
Mounce Architects be awarded the contract for the Space Needs Study. This firm has
extensive experience in public safety buildings and other civic facilities, and would provide
a review process that will develop plans with which the City can plan with a high level of
confidence. The staff and the firm propose to reduce the cost of the proposal by
eliminating the one year study ($1,500), with a new total cost of $43,620.00 proposed.
While the study had been originally budgeted with General Fund monies, staff
recommends that the City Council appropriate $30,000 for the study from the City Hall
Building Fund and $15,000 from the Police Facilities Fund. The budgeted general funds
would lapse into the year -end fund balance. Resolution No. 98- will appropriate the
funds from the reserves.
Recommendation: (Roll Call Vote) That the City Council 1) approve the award of a
contract for a Space Needs Study to Leach Mounce Architects in the amount of
$43,620.00; and 2) adopt Resolution No. 98- appropriating $30,000.00 from the City
Hall Building Fund and $15,000 from the Police Facilities Fund for the study.
Attachments: Resolution 98-
0000704:
RESOLUTION NUMBER 98 -
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK AMENDING
THE FY 97/98 BUDGET IN THE AGGREGATE AMOUNT OF $45,000 FOR THE
FUNDING OF A SPACE NEEDS STUDY FROM THE CITY HALL IMPROVEMENT
FUND (FUND 401) IN THE AMOUNT OF $30,000 AND THE POLICE FACILITIES
FUND (FUND 402) IN THE AMOUNT OF $15,000
WHEREAS, on June 18, 1997, the City Council adopted the Budget for Fiscal
Year 1997/1998; and,
WHEREAS, a staff report has been presented to said Council requesting a
budget amendment in the aggregate amount of $45,000 to fund a Space Needs Study;
and,
WHEREAS, Exhibit "A" hereof describes said budget amendment and its
resultant impacts to the budget line item(s).
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES
RESOLVE AS FOLLOWS:
A budget amendment for the City Hall Improvement Fund (Fund 401) in the
amount of $30,000 and for the Police Facilities Fund (Fund 402) in the amount of
$15,000, as more particularly described in Exhibit "A' attached hereto, is hereby
approved.
PASSED, APPROVED AND ADOPTED this 18th day of March, 1998.
Patrick Hunter
Mayor
ATTEST:
Deborah Traffenstedt
City Clerk
00007'
Resolution 98 -
Exhibit "A"
SUPPLEMENTAL APPROPRIATIONS BY ACCOUNT NUMBER
ACCOUNT
NUMBER
CURRENT
APPROPRIATION
SUPPLEMENTAL
APPROPRIATION/
REDUCTION
REVISED
APPROPRIATION
401.500.0000.000.9191
$0.00
$30,000.00
$30,000.00
402.500.0000.000.9191
$0.00
$15,000.00
$15,000.00
TOTALS:
1
$45,000.00
EFFECTS OF PROPOSED SUPPLEMENTAL APPROPRIATIONS TO FUND BALANCES
FUND
CURRENT
PROJECTED FY 97/98
YEAR END BALANCE
SUPPLEMENTAL
APPROPRIATION
I
REVISED
PROJECTED FY 97/98
YEAR END BALANCE
401 (City Hall Imp)
$215,370.00
$30,000.00
$185,370.00
402 (Police Facilities)
$495,374.00
$15,000.00
$480,374.00
TOTALS:
$45,000.00
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