Meeting Date:           October 27, 2008


From:                          Raymond S. Sharp, Director, Environmental Services/Public Works


Subject:                      Resolution authorizing renovations to the former library, budget, and funding source



Staff Recommendation:

Staff recommends approval of the former library renovation plan, not-to-exceed budget, and funding source.



The City Commission has previously discussed the need to relocate the Community Development Department from the leased spaces it presently occupies, prior to the expiration of the lease in 2009.  Also, as previously discussed, the former library building can be renovated and modular partitions installed to provide the required space for Community Development.  In addition, the space will accommodate IT Department staff and Purchasing Division staff, as well.  The former will make space available on the second floor for Finance Department staff to relieve overcrowded conditions; the latter will free up space in the MOC for other purposes.  As a further benefit, the second floor vault which is presently used for IT equipment storage becomes available to the City Clerk.  This will provide much needed additional secure storage for City records.  A sample floor plan has previously been presented to the Commission.


During previous presentations the renovations proposed include removal of vinyl wallpaper, repair and/or replacement of water damaged wallboard, painting, addition of ceiling insulation, replacement of ceiling tiles, and replacement of carpet.  Other significant necessary renovations include cleaning of HVAC ducts, condensers and appurtenances, installation of glass storefront doors to isolate the HVAC zones from each other, electrical work, data drops and minor repair and renovation work.


As discussed during the earlier presentation, staff from each of the work areas has provided floor plans for the proposed spaces, consistent with current staffing levels and current storage and equipment spaces.  Most of the work areas have existing furniture which can be used in the new configurations, so relatively little is required for furniture purchases.  The majority of the cost of modular units is for partition walls, data and power runs, and security doors where appropriate.


Cost quotations have been obtained from several vendors for the anticipated work for budgetary purposes.  Several of the cost lines are sufficiently large that they will require a formal bid process to procure the necessary work.  A breakdown of costs by area follows:


Wallpaper removal/application of knock-down texture/preparation for painting       $  24,000

Replacement of damaged wallboard – estimated at 48 4’x12’ sheets                          $    2,400

Painting – all interior walls                                                                                          $  18,000

HVAC system cleaning                                                                                               $  26,410

R-19 insulation throughout ceiling                                                                              $    9,900

Ceiling tile removal and replacement                                                                          $  21,600

Carpet removal and replacement (commercial grade glue-down)                                $  48,500

Electrical and Data, including dedicated computer circuits                                        $  40,000

Refurbish and installation of existing UPS                                                                  $    6,000

Interior glass storefront doors                                                                                     $    7,100

Relocate Computer Room Ramp                                                                                 $    1,400

Subtotal Renovation Costs                                                                                          $205,310


Partitions (982 lf)                                                                                                        $150,090

Furniture                                                                                                                     $  24,000

Subtotal - modular partitions/ furniture                                                                      $174,090


Subtotal Renovation and Modular Partitions/Furniture                                              $379,400

Contingency (5%)                                                                                                        $  18,970

Project Total                                                                                                               $398,370        




1.  Approve the Not-to-Exceed Cost and funding source and authorize staff to proceed with the project; or,

2.  Such alternative action as the Commission may deem appropriate.


Fiscal Impact

The City Manager has identified available funding from the Worker’s Compensation Fund, which has an excess fund balance.  The Finance Department will prepare a budget amendment for $400,000, transferring the authorized funds to the Capital Projects Fund.


Submission Date and Time:    10/24/2008 6:01 PM____


Department: PublicWorks

Prepared by:  R. Sharp

Attachments:         Yes____   No X

Advertised:   ____Not Required ______                     

Dates:   __________________________                     

Attorney Review :       Yes___  No ____



Revised 6/10/04


Reviewed by: Dept. Head RSS


Finance  Dept. _______JB_________                                     


Deputy C.M. _________EFS_______                                                                         

Submitted by:

City Manager ___________________


Account No. _031-5193-519-6310___


Project No. __310051____________


WF No. ____WF0328043/1______


Budget  ___________0__________


Available __________0___________


RESOLUTION NO._______________


A resolution of the City Commission of the City of Leesburg, Florida authorizing staff to proceed with renovations to the former library, establishing a not-to-exceed budget and funding source; and providing an effective date.




            THAT staff is authorized to proceed with renovations to the former library, establish a not-to-exceed budget of $398,370, and prepare an appropriate budget amendment transferring that amount from the Worker’s Compensation Fund to the Capital Projects Fund;


             THAT this resolution shall become effective immediately.


PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the __27th___ day of __October_______ 2008.











City Clerk