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Home My WebLink About2004-11-02; City Council; 17872; ADVERTISE FOR BIDS TO REMODEL AUDITORIUM AT SAFETY AND SERVICE CENTERn w U a Q 6 a .. z I- P 2 4 z 3 0 0 G AB# 17,872 MTG. 11/02/04 DEPT. PW/GS TITLE: AUTHORIZATION TO ADVERTISE FOR BIDS TO REMODEL THE AUDITORIUM AT THE SAFETY AND SERVICE CENTER CONTRACT NO. FAC 05-03 CITY MGR a RECOMMENDED ACTION: Adopt Resolution No. 2004-352 approving plans, contract documents, special provisions and specifications, and authorizing the City Clerk to advertise for bids to remodel the auditorium at the Safety and Service Center - Contract No. FAC 05-03. ITEM EXPLANATION: The Safety and Service Center facility has an auditorium that is used by staff and the public for various types of meetings and training exercises. There are three meeting rooms in the auditorium. Rooms 1 and 2 are used by staff and the public for meetings and training classes and have audio-visual equipment. Room 3 serves as the City’s Emergency Operation Center and is used by Carlsbad Emergency Management Administrative Team (CEMAT) for meetings and training purposes. In 2001, Rooms 1 and 2 were used 220 days out of 312 available days for rental (rooms are not reserved on Sunday). The following groups used the auditorium during that year. Law Enforcement Training Classes CEMAT Emergency Preparedness Classes Fire Protection Training Classes CPR Training Special Sprinkler Training Classes Palomar Amateur Radio Club Trauma Intervention Program and Training Carlsbad Pop Warner Association Banquet Police Dept. Citizen Committee Comm. e 0 0 e 0 0 0 e e e Finance Department Risk Management Seminars Parent Project - Police Dept. Carlsbad Youth Baseball Human Resources Department Carlsbad Education Association Planning Department Public Works MSA Police Dept. Awards Ceremony Palomar Airport Advisory To accommodate the demand for meeting space, staff has collaborated with consultants and architects to improve the auditorium. Currently, the AV equipment does not provide the high quality output that is needed to effectively host meetings because the equipment is in poor and outdated condition and the current room configuration is not built for a multi media system. In addition, due to the current configuration, the heating and air conditioning of the auditorium is inefficient and the lighting is poor. The carpet is worn and the auditorium needs a fresh coat of paint. The proposed improvements for this project are described below: Install a new audio-visual system in rooms 1 and 3 (EOC). The rooms will be wired for complete AV renovation including Powerpoint, VCR, DVD, CD, large TV monitors/screens, microphones, voice/data receptacles, LCD projectors, lap top input, LAN connections, and a new speaker system. Each room will have its own electric panels to control the AN equipment. Lower ceiling by three feet and install sound insulation. The insulation and reduced height of the ceiling will improve the audio and distribution of heatlair in the facility. PAGE 2 OF AGENDA BILL NO. 17,872 Install new air conditioning duct and registers to improve heating and air efficiency. Install new lighting fixtures to improve lighting. Lower fire sprinklers. Install sound insulation wall coverings to improve the sound. Remove and replace the carpet Replace the existing partition doors with sound barrier partition doors. Apply a fresh coat of paint to the facility. Improve the phone lines by replacing single analog phones with new digital phones. Modify the satellite downlink. The auditorium can accommodate 100 or more people in a comfortable setting. No other agency in the North County has such a facility. Staff believes more training classes and meetings will be held in the auditorium after agencies learn about the improvements. In addition, the improvements described above will provide top quality services and allow community groups the opportunity to use a “state of the art” facility at a very low cost. Renting the meeting rooms to community groups and other agencies does not generate a significant amount of revenues. The City typically receives an average of $4,400 in rental revenues from the auditorium. However, the real benefit from renovating the auditorium will be the ability to host more training classes for personnel, specifically public safety. Contract documents and specifications are on file in the Public WorkdGeneral Services office. This project will address the Council Goal as described below. “Ensure the effective and efficient delivery of top-quality services to our community.” ENVIRONMENTAL REVIEW: This project has been determined to be exempt from environmental review per CEQA - Class 1 (c), Minor alteration of existing facility FISCAL IMPACT: The estimated cost for this project is $250,000. General Capital Construction funding for this project has been approved in the City’s C.I.P. Program budget ($177,532), along with the Disaster Preparedness ($40,000) and Facilities Maintenance ($32,468) General Fund budgets. Staff estimates the City will generate $5,000 a year from rental fees as a result of said improvements. PAGE 3 OF AGENDA BILL k0. 17,872 EXHIBITS: 1. Resolution No. 2004-352 approving contract documents, special provisions and specifications, and authorizing the City Clerk to advertise for bids to remodel the auditorium at the Safety and Service Center - Contract No. FAC 05-03. 2. Safety and Service Center Auditorium Improvement Plans DEPARTMENT CONTACT: Doug Duncanson, (760) 434-2862, Ddunc@.ci.carlsbad.ca.us Greg Clavier, (760) 434-299 1 , Gclav@ci. ca rls bad. ca. us 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 EXHIBIT 1 RESOLUTION NO. 2004-352 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING CONTRACT DOCUMENTS, SPECIAL PROVISIONS AND SPECIFICATIONS AND AUTHORIZING THE CITY CLERK TO ADVERTISE FOR BIDS TO REMODEL THE AUDITORIUM AT THE SAFETY AND SERVICE CENTER - CONTRACT NO. FAC 05-03. WHEREAS, the contract documents, special provisions and specifications for the furnishing of all labor, material and equipment necessary to remodel the auditorium at the Safety and Service Center, Contract No. FAC 05-03 have been prepared and are on file in the Public WorkdGeneral Services office and are incorporated by reference herein; and WHEREAS, sufficient funds are available for this project in the Capital Improvement Project and General Fund budgets. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. The contract documents, special provisions and specifications as presented are hereby approved. 3. That the City Clerk of the City of Carlsbad is hereby authorized and directed to proceed to publish, in accordance with law, Notice Inviting Bids for the work of said contract documents, special provisions and specifications. PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held on the 2nd day of November , 2004 by the following vote, to wit: la, Kulchin, Ea11 and Packard. (SEAL) -nr*r*r., -~ Exhibit 2 9f' P ;44 5' i I I I Q A - 4 I R I I Q -0 -0 -0 -8 7 L 4 L I s %Q; n A I t t 4 L __ - I I 11 I1 I7 -) a t Y i ![ u, t I f i I' I P ,/'-I P Q I