AGENDA MEMORANDUM
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.
Analysis:
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
Options:
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____
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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.
BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:
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.
__________________________
Mayor
ATTEST:
__________________________
City Clerk