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Home My WebLink About2016-12-13; City Council; ; Approval of plans and specifications and authorization to advertise to receive bids for the City Hall Roof Replacement and HVAC System Refurbishment, Project No. 4718CA Review t1 CAlkst CITY COUNCIL 11rill Staff Report °44WO" Meeting Date:Dec.13, 2016 To:Mayor and City Council From:Kevin Crawford, City Managet Staff Contact:Steven Stewart, Municipal Projects Manager steven.stewart@carlsbadca.gov or 760-602-7543 Subject:Approval of plans and specifications and authorization to advertise to receive bids for the City Hall Roof Replacement and HVAC System Refurbishment, Project No. 4718 Recommended Action Adopt a Resolution approving plans and specifications and authorizing the City Clerk to advertise for bids for the City Hall Roof Replacement and HVAC System Refurbishment, Project No. 4718. Executive Summary In an effort to maintain functionality of the City Hall facility, improvements to the roof and HVAC systems for all three buildings at the complex are required.These improvements were identified and included in the 2015 Capital Improvement Program with construction slated for 2016.This action authorizes the city to solicit bids for work to extend the warranty of the building roof and improve the efficiency of the HVAC system at City Hall. Discussion The City of Carlsbad City Hall was built in 1968 and is located at 1200 Carlsbad Village Drive.The City Hall houses the City Council,City Manager,City Attorney,Housing and Neighborhood Services, Communications, City Clerk offices and the City Council Chamber. The project work scope includes the replacement of the top layer of roofing and the refurbishment of HVAC equipment on the roof.Some of the HVAC equipment is located on the roof of the City Council Chamber and the other equipment is located in the attic of the main City Hall building.All of this equipment will be accessed from the roof and work will be completed on weekends. In developing plans and specifications for the proposed refurbishment work, staff completed destructive testing of the roof substrate,tested for presence of asbestos materials,and performed moisture tests.City planning and building departments have reviewed the plans and found them in conformance with applicable codes.Staff is requesting that the City Council approve the plans and specifications and authorize the City Clerk to advertise the project for bid. This project will result in meeting objectives of the city's Energy Conservation and Management Policy 71 and the Climate Action Plan.Specifically, these features include: •Energy efficiency (Policy 71, paragraph 2 Construction of Civic Facilities, subparagraph a: design and construct mechanical and electrical systems to achieve the maximum energy efficiency achievable with current technology) •Energy management and control (Policy 71,paragraph 3 Building Maintenance and Operation: Standardized energy management and control systems shall be utilized in all Civic Facilities to minimize energy consumption) •Commission city facilities (CAP Action G-2: Commission city facilities to improve building operations and energy costs) Fiscal Analysis The construction estimate for the roof replacement and HVAC refurbishment work is $404,000. Since this work will be done in an older building with difficult equipment access,staff recommends establishing a 15 percent construction contingency.Infrastructure Replacement funds have been appropriated for this project so there are sufficient funds to proceed with this work.Funding information is provided in the Table 1 below: Table 1 -CITY HALL ROOF REPLACEMENT AND HVAC SYSTEM REFURBISHMENT, PROJECT NO. 4718 CONSTRUCTION WORK SCOPES ESTIMATED COSTS Roof Replacement $182,266 HVAC Refurbishment $221,734 Estimated Construction Cost $404,000 Contingency based on nature of project (15%)$60,600 Total Estimated Construction Cost $464,600 Total Available Funds —Infrastructure Replacement $830,342 Additional Appropriation $0 Next Steps If approved, staff will advertise the project for bids and will return to City Council for approval of a contract with the lowest qualified and responsive bidder. Environmental Evaluation (CEQA) This project is exempt from the California Environmental Quality Act (CEQA)per State CEQA Guidelines Section 15301(d)—restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment to meet current standards of public health and safety, involving negligible or no expansion of use. Public Notification None required. Exhibits 1.Resolution approving the contract documents, plans and specifications for the City Hall roof replacement and HVAC system refurbishment and authorizing the advertisement for bids, Project No. 4718. 2.Location Map. EXHIBIT 1 RESOLUTION NO. 2016-240 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA,APPROVING THE PLANS AND SPECIFICATIONS FOR THE CITY HALL ROOF REPLACEMENT AND HVAC SYSTEM REFURBISHMENT,PROJECT NO. 4718, AND AUTHORIZING THE CITY CLERK TO ADVERTISE FOR BIDS. WHEREAS,the scope of this work is consistent with the project scope identified in the City of Carlsbad Capital Improvement Program (CIP Project No. 4718)as part of the work to be accomplished in this project; and WHEREAS,the roof replacement and HVAC system refurbishment work is necessary to extend the useful life of the City Hall; and WHEREAS,the City Hall roof replacement and HVAC system refurbishment work will achieve energy savings as required per the city's Energy Conservation and Management Policy 71 and Climate Action Plan; and WHEREAS,the contract documents, plans and specifications for the City Hall roof replacement and HVAC system refurbishment have been prepared,are on file in the Public Works Construction Management & Inspection office and are incorporated by reference herein; and WHEREAS,staff has reviewed and accepted the design and cost estimating work of professionals hired to conduct this work and is now ready to advertise this work as a project for public bidding; and WHEREAS,sufficient funds are available in the Capital Improvement Program Budget for the City Hall building refurbishment project. 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.That the contract documents,plans and specifications for the City Hall Roof Replacement and HVAC System Refurbishment, Project No. 4718, on file in the Public Works Construction Management & Inspection office, are hereby approved. 3.That the City Clerk of the City of Carlsbad is hereby authorized and directed to publish, in accordance with State law,a Notice to Contractors Inviting Bids for the City Hall roof replacement and HVAC system refurbishment in accordance with the contract documents, plans and specifications referred to herein. EXHIBIT 1 PASSED,APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 13th day of December, 2016, by the following vote, to wit: AYES:Hall, Wood, Schumacher, Blackburn, Packard. NOES:None. ABSENT:None. /(1 -# MA HAL ,Mayor BARBA,ENGLESON, City Clerk (SEAL) 0.11111.4\‘` k5BA0........0_ 7.1 "11111111° LOCATION MAP ,\ .,„ BUENA 0 LAS FLORES VISTA a Oiei LAGOON fri p)\\ot iA\.BUENA VISTA -mti ft \VI-/1 \a E LAGUNA DR. III .0 -;:..,ci..,-- 4A ti..• . 73 .,....\\. „., O. 377.\BASSWOOD LP?,AVE. 00.\%' ISS. idII I 100sHis\7)\ \\ .# ii lh. ' .% -11V#4 %30...\ c' ,,,,\\\ CITY OF OG,ANSIDE SITE HIGHWAYrirIrni V UNITY•OS kAAPNOT 70 SCALE \\Itegker rikas CITY OF VISTASITEwitsais*gpi 0,,,OF *Oraca.mom \ledNOTTOSCALEanorENCINITASa . PROJECT NAME PROJECT EXHIBIT CITY HALL SITE REFURBISHMENT NUMBER 4725 2._ PLOTTED BY:SCOTT EVANS PLOT DAN:9/3046 PARD:\IRANSPORTAIION DPARTMENT\LOCATION MAPS\AUTOCAD\4725.01X;