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HomeMy WebLinkAbout1984-08-14; City Council; 7602-1; APPROVE PLANS AND SPECIFICATIONS AND APPROPRIATE FUNDS FOR THE CONSTRUCTION OF THE CITY HALL MODULARS - CONTRACT NO. 3165. * .' y * I' Q w 5- g a 2 .. Z 0 F 0 a =! 0 z 3 0 0 I CITVF CARLSBAD - AGENDelLL G5-J DEPT. HD.- I MTG. 8/14/84 APPROPRIATE FUNDS FOR THE CONSTRUCTION OF ClTYATTY- DEPT.46, THE CITY HALL MODULARS - CONTRACT NO. 3165 C~TYMGR. AB#%OJ- &/ TITLE: APPROVE PLANS AND SPECIFICATIONS AND RECOMMENDED ACTION: Adopt Resolution No. 0 approving plans and specifications, and authorizing (Contract No. 3165). Modul ars (Contract No. %I. Adopt Resol uti on No. Adopt Resolution No. 7704, authorizing the transfer of funds for the Finance Department's equipment in the new Modular Building. ITEM EXPLANATION: The Planning Commission at their July 25 meeting approved the Conditional Use PE for the City Hall Modulars. This project involves the construction of 2600 squz feet of modular space adjacent to the Purchasing Department. As a requirement c this project, a nine-space parking lot will also be constructed on the existing vacant lot adjacent to the existing Parks and Recreation Yard. Environmental clearances have been obtained for this project. FISCAL IMPACT: The Engineer's Estimate for this project is $140,000 for the construction and $5 for the contract administration. $15,625 for telephone and office furniture. An appropriation of $145,000 will be made from the Unappropriated Balance of the General Capital Construction Fund Account No. 330-00-00-0941 to City Hall Modulai Account No. 330-18-10-3165, and a transfer of $15,625 will be made from the Gene1 Fund Contingency Account No. 01-19-50-2499 to the Finance Department 's Capi t a1 01 Account No. 01-13-10-3900. City Clerk to advertise z2i-i' or bids for the construction of the City Hall Modulars appropriating funds for the construction of the City The Finance Department requires an additional EXHIBITS: 1. Location Map 2. 3. Memo from Finance Director to City Manager, dated August 1, 1984. Resolrrtion NO. 77Oq approving plans and specifications, and authorizing the City Clerk to advertise for bids for the construction of the City Hall Modul (Contract No. 3165). Resolution No. 77dappropriating funds for the construction of the City Ha Modul ars (Contrmo. 3165). Resolution No. 7706authorizing the transfer of funds for the Finance Department's equipment in the new Modular Building. 4. 5. LOCATION MAP r - - .I 1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 7704 0 RESOLUTION NO. 0 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING PLANS AND SPECIFICATIONS, AND AUTHORIZING THE CITY CLERK TO INVITE BIDS FOR THE CONSTRUCTION OF THE CITY HALL MODULARS - CONTRACT NO. 3165. WHEREAS, the City Council of the City of Carlsbad, California, has detei that it is necessary and in the public interest to construct the City Hall Modulars, and; WHEREAS, plans and specifications for the furnishing of all labor, mate tools, equipment, transportation, and other expenses necessary or incidental said project, Contract No. 3165, have been prepared and are on file in the Engineering Department of the City of Carlsbad and are incorporated by refer( herein; NOW, THEREFORE, BE IT RESOLVED, by the City Counci 1 of the City of Carl2 as follows: 1. The above recitations are true and correct. 2. 3. The plans and specifications as presented are hereby approved. The City Clerk of the City of Carlsbad is hereby authorized and dii to proceed to publish, in accordance with law, Notice to Contractors invitin! for the construction of the City Hall Modulars and Parking Lot in accordance the plans and specifications hereinabove referred to. PASSED, APPROVED AND ADOPTED by the City Council of the City of Carlsbac regular meeting held on 14th day of August , 1984, by the following vote, wit: I AYES: NOES: None Council Mrs Casler, Lewis,Kulchin, sick and Prescott ,,y', ¶ ayor t!!AU_ 1 2 3 4 5 6 7 8 g 10 11 12 13 14 15 16 17 l8 19 20 21 22 23 24 25 26 27 28 e e RESOLUTION NO. 7705 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROPRIATING FUNDS FOR CONTRACT NO. 3165. THE CONSTRUCTION OF THE CITY HALL MODULARS - BE IT RESOLVED by the City Council of the City of Carlsbad California, as follows: That the appropriation of funds in the amount of One Hundr and One Hundred Forty-Five Thousand Dollars ($145,000) from thc Unappropriated Fund Balance of the General Capital Construction Fund Account No. 330-00-00-0941 to the City Hall Modulars Accou No. 330-18-10-3165 is hereby authorized and approved. PASSED, APPROVED AND ADOPTED by the City Council of the Ci of Carlsbad at a regular meeting held on 14th day of August 1984, by the following vote, to wit: AYES : Council Nxrbers Casler, Lewis, Kulchin, Chick and Prescott NOES: None ABSENT: None %?L%+dL RY H. CASLER, Mayor I ATTEST: I (SEAL) I *. *. .% 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 23. 22 23 24 25 26 27 28 0 RESOLUTION NO. 7 706 e A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE TRANSFER OF FUNDS FOR TELEPHONE AND COMPUTER EQUIPMENT FOR THE FINANCE DEPARTMENT'S MODULAR - .CONTRACT NO. 3165. BE IT RESOLVED by the City Council of the City of Carlsbad California, as follows: 1. That the transfer of Fifteen Thousand, Six Hundred an Twenty-Five Dollars ($15,625) from the General Fund Contingency Account No. 01-19-50-2499 to the Finance Department's Capital Outlay Account No. 01-13-10-3900 is hereby authorized and approved. PASSED, APPROVED AND ADOPTED by the City Council of the Ci of Carlsbad at a regular meeting held on 14th day of August 1984, by the following vote, to wit: AYES : Council b@n-bers Casler, kwis, Kulchin, Chick and Prescott NOES: None ABSENT: None 9*d/1 BASLER, Mayor I ATTEST: (SEAL) I 0 e AUGUST 1, 1984 TO: CITY MANAGER FROM: Finance Director PURCHASE OF MODULAR OFFICE BUILDING Summary There is a proposal before the City Council for the purchase of a modular office building to house the Finance and Research and Analysis Departments. According to the engineer's estimate, the purchase and installation of this building will cost the City about $145,000. will experience costs of about $15,625 for outfitting the office for the City staff, including phone installation, some office furniture and some computer hardware. Another option the Council may wish to consider is the rental of office space for the Finance and Research and Analysis Departments. The estimated costs of this option would be about $80,000 for the first year, and approximately $30,000 to $50,000 per year for each following year. --Costs associated with the purchase of modular building: In addition to basic purchase and installation the City The engineer's estimate for the purchase and installation of the proposed modular building is currently $140,000. In addition to this cost the engineer has included $5000 for administration of the project for a total of $145,000. The Council, however, needs to appropriate additional funds in the amount of $15,625 to cover the following costs: -Moving Research and Analysis from Harding Street to -Installation of telephones in modular office modular office. $ 400 1,700 -Office equipment and furniture - Finance 2 computer terminal tables 425 1 remote computer printer 7,600 1 computer terminal (cashier or water position) 1,700 3 file cabinets (secretary position) 1,300 conference room furniture 2,500 Total Additional Costs: $15,625 The above equipment is required to allow the Finance Department to vacate the present office space and move into the modular building. This brings the total funds required for the purchase and installation of the modular building to $160,625. 0 0 *I\. -2- PURCHASE OF MODULAR OFFICE BUILDING August 1, 1984 If the City Council proceeds with the installation of the modular building, an appropriation of $145,000 shall be made from the unappropriated balance of the General Capital Construction Fund and a a transfer of $15,625 should be made from the Contingency Account to the Finance Department Capital Outlay Account, At the present itme the Ceneral Capital Construction Fund has an unappropriated balance in excess of $66O1Q0Q (6/30/85) and Will have substantially more once the fiscal 1983-84 books are closed. The Contingency Account balance is $1,082,158 as adopted by the Council in the 1984-85 budget. --Costs associated with rental of offsite office space: Another option the Council had considered previously was the renta1.o.f office space at a location close to City Hall. A review of the available office space shows that only one building near City Hall currently has space to rent that generally meets the City's negds. space is detailed below: The cost of renting this Rental of 3150 Pi0 Pic0 (3400 square feet on ground floor) Rental Costs Monthly Annual -Office space $1.15/sq ft/mo. (1) $3,910 $46,920 -Xerox machine rental 250 3,000 -Leased data quality telephone line 350 4,200 Total Monthly/Annual Cost: (2) $4,510 $54,120 (1) Includes electricity and janitorial costs. Also includes some remodeling of existing office space if a long term lease is approved (3 to 5 years). (2) Research and Analysis currently pays about $900 per month for rented office space and janitorial services. --One Time Costs -Moving Finance and Research and Analysis Off ices $ 1,000 -Computer communications equipment 9,oc)o -Computer cabling 200 -Telephone installation 1,700 -Office furniture and equipment - 0 e -.I -3- PURCHASE OF MODULAR OFFICE BUILDING August 1, 1984 -Office furniture and equipment (cont'd) - 2 computer terminal tables $ 425 1 remote computer printer 7,600 2 computer terminals (Cashier st Business Lic.) 3,400 3 file cabinets (secretary) 1,300 Conference room furniture 2,500 1,000 Break room furniture 2,500 $30-, 625 -Remodeling City Hall Cashier/Business License Station Total One Time Costs: This option would cost the City about $54,000 per year, plus a one time cost of about $30,000. It shall be noted that another building relatively close to City Hall has space to rent at 85C per foot (including electricity only); however, the present office space is located partially upstairs and partially downstairs. This building currently houses Research and Analysis so costs would be confined to the moving of Finance, 1500 to 1800 square feet at a monthly rental cost of about $1650 rental cost for both Research apd Analysis and Finance would be about $30,000 per year, if space could be rented in this alternate building. If the Council decides to consider leasing office space, we will come back with specific lease documents on all space available near City Hall and with specific recomyendations. aware that leasing offike*space will cost the City between $30,000 and $50,000 annually, plus one time costs of about $30,000. Funds for these costs could be obtained through a transfer from the City Council's Contingency Account, JFE :mmt Finance would require only ($19,800 per year) , allowing for janitorial services. The combined Council should be