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Home My WebLink AboutAGENDA REPORT 2006 0719 CC REG ITEM 10LrrEM 1 o• L- �ltV j ounci9 meefinq ACTION: _ MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Hugh R. Riley, Assistant City Manager DATE: July 12, 2006 (CC Meeting of 7/19/06) SUBJECT: Consider Lease of Modular Office Space for Temporary City Hall Expansion and Improvements to Existing City Hall Office Buildings and Resolution Amending the Fiscal Year 2006/07 Budget to Fund the Improvements DISCUSSION: On June 21, 2006, the City Council authorized lease of approximately 6,500 square feet of temporary office space in two, modular building units that would be located on the north end of the existing Civic Center site. The additional office space would provide the added benefit of making the existing Public Works Office building property at 798 Moorpark Avenue and the Engineering office property at 18 High Street available for redevelopment. The largest of the two buildings proposed (a 60' X 72'- 4,320 sq. ft Unit) would house the Community Development Department, Building Safety, and Engineering contract staff as well as Public Works /City Engineer staff with an additional conference room and some additional unassigned office space for potential future expansion. The smaller building (a 36' X 60' — 2,160 sq. ft. Unit), would provide space for consolidation of development files, general supply storage, additional restrooms for staff use only, and a staff lounge or break room. Staff distributed a request for bid proposals to six modular building suppliers and received three bids for a 42 -month lease of these modular units including transport set- up, skirting, ramps and other minor modifications. Attachment 1 is a summary of the bids received. The low bidder was Mobile Modular Management Corporation of Riverside, CA with a combined monthly lease rate for both buildings of $3,825 and the lowest delivery and set -up charges. In addition to the lease, delivery and set -up costs, there will be costs to the City for design, site clearing, including the removal of a number of large trees, footings, ramps, 00021S Honorable City Council July 19, 2006 Page 2 driveways, sidewalks, and utility connections. These costs are estimated to be approximately $150,000 including contingencies. Staff also recommends that certain improvements and upgrades be made to the existing City Hall and modular annex including new carpeting, painting and other minor modifications at an estimated cost of $156,700. The proposed improvements are itemized in Attachment 2. The total project costs are summarized below: Lease for 10 Months- $ 38,250 Delivery, set -up, ramps steps, building floor plan modifications $ 154,000 Engineering, site clearance, grading utilities, sidewalks and driveways $ 150,000 City Hall Improvements $156,700 Subtotal $ 498,950 Contingencies $ 50,000 TOTAL BUDGET REQUEST $ 548,950 These costs would be funded from the General Fund Reserve. STAFF RECOMMENDATION (ROLL CALL VOTE REQUIRED) Authorize Lease of Modular Office Buildings and Related Delivery, Set -up and Modification Expenses from Mobile Modular Management Corporation, Authorize Improvements to the Existing City Hall and City Hall Annex and, Adopt Resolution 2006- _ Amending the 2006 -2007 Budget. Attachments: 1. Summary of Bid Proposals for Modular Building Lease 2. Improvements to Existing City Hall and Annex 3. Resolution 2006- 000216 PROPOSAL DETAILS BUILDING A William Mobile GE Modular Scotsman Modular Space Mo. Lease Rate 4,328 2,550 3,736 Total 42- Mo 181,776 107,100 156,912 Delivery to Moorpark Delivery: 3,150 3,263 16,884 Block/Level: 10,790 5,250 61,749 Return Delivery: 4,554 3,752 4,284 Dismantle: 10,790 4,455 38,259 Skirting: 4,732 3,495 4,752 Wind /Seismic Restraint: 5,976 6,750 Included Install Ramps /Steps, Etc: Not Incl.* 84,625 100,313 Permits and Licenses Not Incl.* 330 24,000 Floor Plan Modifications Not Incl.* 12,865 Included w/ Block /Level TOTAL BUILDING A SET -UP NA 124,785 250,241 BUILDING B Mo. Lease Rate 3,330 1,275 1,584 Total 42- Mo 139,860 53,550 66,528 Deliver to Moorpark Delivery: 1,575 1,631 2,142 Block /Level: 4,200 2,625 39,087 Return Delivery: 2,277 1,875 2,142 Dismantle: 4,200 2,063 5,850 Skirting: 3,456 2,422 Included Wind /Seismic Restraint: 2,490 2,475 Included Install /dismantle Ramps: Not Incl.* See Above See Above Permits and Licenses: Not Incl.* 165 23,250 Floor Plan Modifications Not Incl.* 15,958 Included w/ Block/Level TOTAL BUILDING B SET -UP NA 29,214 72,471 * Proposal Not Responsive ATTACHMENT 1- Page 1 000217 SUMMARY TOTAL LEASE William Mobile GE Modular 42 Months Scotsman Modular Space 321,636 160,650 223,440 Delivery, Set -up, Ramps Steps, Building Floor Plan Modifications N/A 153,999 322,712 TOTAL PROPOSAL 42- Month Lease N/A 314,649 546,152 ATTACHMENT 1 — Page 2 000218 RECOMMENDED IMPROVEMENTS City Hall 1. New carpeting Tiles $15,000.00 2. Replace 2 HVAC Air Handlers /HVAC units $40,000.00 3. Up -grade electrical demand to computer room $ 7,500.00 4. Roof / leaks repairs $ 25,000.00 5. Mold inspection and repair $ 3,000.00 6. Ceiling tile and T -bar replacement $ 5,000.00 7. Parking Lot asphalt repair/ resurfacing $ 25,000.00 8. New Front and N/S doors (4) $ 5,000.00 9. Replace rain gutters $ 6,000.00 10. Replace all windows to a dual glaze $ 15,000.00 low 'E' to create a better temperature efficiency atmosphere, cost savings on Heat/AC $ 7,000.00 11. Retrofit existing lighting, changing out ballast kits, to t -8 light bulb, higher energy efficiency 12. Clean tile and grout $ 450.00 13. New window blinds $ 2,500.00 SUBTOTAL $ 131,450.00 Annex 1. Roof Repairs $ 5,000.00 2. Mold inspection and repair $ 2,000.00 3. Replace decaying bottom skirt $ 5,000.00 4. Replace Windows to reseal leaks $ 3,500.00 5. Add Rain gutters $ 1,500.00 6. New carpeting $ 7,500.00 7. Repaint ramp $ 750.00 SUBOTAL $ 25,250.00 TOTAL ATTACHMENT 2 $ 156,700.00 000219 ATTACHMENT 3 RESOLUTION NO. 2006 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALFORNIA, AMENDING THE FY 2006/2007 BUDGET BY ALLOCATING $548,950 FROM THE GENERAL FUND FOR TEMPORARY MODULAR BUILDINGS AND IMPROVEMENTS TO THE EXISTING CITY HALL BUILDING. WHEREAS, on June 21, 2006, the City Council adopted the budget for Fiscal Year 2006/2007; and WHEREAS, on June 21, 2006, the City Council authorized the lease of modular office space for a temporary expansion of City Hall; and WHEREAS, on July 19, 2006, the City Council also authorized certain improvements to the existing City Hall office buildings; and WHEREAS, a budget amendment is required to fund this project. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. That a budget amendment in the amount of $548,950, as described in Exhibit "A" attached hereto, is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original Resolutions. PASSED AND ADOPTED this 19th day of July, 2006. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk 000220 EXHIBIT A BUDGET AMENDMENT FOR CITY MANAGER'S DEPARTMENT FACILITIES DIVISION FY 2006 -07 FUND ALLOCATION FROM: Fund Account Number Amount General Fund 1000 -5500 $ 548,950.00 $ - $ 38,250.00 Total 38,250.00 $ 548,950.00 DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS: Account Number Current Budget Revision Amended Budget 1000.2100.2012.9212 $ - $ 38,250.00 $ 38,250.00 1000.2100.2012.9632 $ - $ 154,000.00 $ 154,000.00 1000.2100.2012.9601 $ - $ 200, 000.00 $ 200, 000.00 1000.7620.2012.9252 $ - $ 156,700.00 $ 156,700.00 Total $ - $ 548,950.00 1 $ 548,950.00 Approved as to Form: 000221