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MOTION AUTHORIZING A CHANGE ORDER TO THE PROFESSIONAL SERVICES CONTRACT WITH LDA PARTNERS FOR ADDITIONAL DESIGN AND ENGINEERING SERVICES RELATING TO A BROADCASTING SYSTEM FOR THE NEW COUNCIL CHAMBER AT 400 E MAIN STREET
recommended action
RECOMMENDATION
It is recommended that the City Council by motion authorize the City Manager to:
1. Execute a contract change order to the professional services contract with LDA Partners to increase the contract in the amount of $48,500 for additional design and engineering services relating to a broadcasting system for the new Council Chamber at 400 E Main Street.
2. Take appropriate and necessary actions to carry out the purpose and intent of the motion.
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Summary
As a result of the bankruptcy settlement, the City negotiated a lease that will allow the relocation of City Hall to 400 E. Main Street for eight years, with an option to extend the lease up to an additional four years on an annual basis. On February 24, 2015, City Council authorized a contract with LDA Partners in the amount of $420,000 for architectural services for the design of tenant improvements in preparation for the relocation of City operations (Attachment A - Resolution No. 2015-02-24-1209). A change order in the amount of $99,500 was administratively approved on October 26, 2015, in accordance with Council Resolution 11-0298, for additional design work and construction management services for a revised contract total of $519,500. Additional architectural services in the amount of $48,500 are proposed and necessary to properly design and cost-efficiently construct the broadcasting and audio/visual components of the new Council Chamber planned for the ground floor of 400 E Main Street. These additional costs will be funded through the one percent Public, Educational and Government access support fee, so no additional General Fund is needed for this change order.
DISCUSSION
Background
The City of Stockton purchased the building at 400 E. Main Street in 2007 with the intent of relocating City Hall. In 2008-09, the City began the process by moving the City’s Information Technology Department to the fourth floor of the property.
Prior to the filing of bankruptcy in 2012 and during the AB506 neutral evaluation process, the City lost possession of the building. As a result of the bankruptcy settlement, control of the building was transferred to the creditor until it is sold or the new City debt has been paid in full. The City negotiated a lease that will allow the City to relocate to the building for the next eight to twelve years at below market lease rate; approximately seven years remain of the initial eight-year term. The City is preparing to relocate and centralize a number of departments and city functions to 400 E Main Street. City services will utilize space on the first, third, fourth and seventh floors of the building. To date, the City’s Information Technology, Fire Administration, and Economic Development departments have been relocated to the fourth floor of the building. Tenant improvements are underway for the third floor and the Human Resources and Administrative Services departments are expected to move into that space by July of this year.
Present Situation
On February 24, 2015 the City Council awarded a professional services contract to LDA Partners in the amount of $420,000 for architectural services relating to the design of tenant improvements in preparation for the relocation of City Hall to 400 E Main Street. A change order in the amount of $99,500 was administratively approved on October 26, 2015 in accordance with Council Resolution 11-0298, for additional design work and construction management services for a revised contract total of $519,500. The construction management work was originally planned to be done through a separate contract, but after looking at expected costs it was more efficient and cost effective to expand the LDA Partners contract.
LDA Partners has completed construction drawings for tenant improvements to the third and fourth floors and BMY Construction was awarded a construction contract on February 23, 2016 for improvements to these floors. The fourth floor has been completed and improvements to the third floor are underway and are expected to be finished by June.
With the completion of the fourth floor, both the Economic Development Department and Fire Administration have relocated from City Hall to 400 E Main Street. The fourth floor is now fully occupied by City personnel with the Information Technology Department occupying the remaining space. Once the third floor improvements are completed, the Administrative Services and Human Resources departments will relocate to 400 E Main Street as well.
LDA Partners is now finalizing construction drawings for tenant improvements to the first and seventh floors, which will be occupied by the City Clerk, Revenue Services, Council Chamber and Mayor/Council offices, City Attorney and City Manager offices. In order to integrate the production and broadcasting of Government Access Channel programming, such as City Council meetings and informational segments about City programs and services, into the design of the Council Chamber space, it is necessary to execute a change order to LDA Partners’ existing contract in the amount of $48,500 for this additional design and engineering work (Attachment B - Change Order No. 2). The additional scope of work, in general, will include:
• Broadcast system design specifications for the Council Chamber, Video Control Room and IT Room, including cameras, mounts, lighting equipment, conduits, wiring, racks, switches, and other related equipment.
• Technical drawings, such as rack elevations and wiring drawings.
Upon Council approval, design work for the broadcasting and audio/visual components of the new Council Chamber will commence. It’s expected that the design and engineering specifications, along with the construction drawings, will be completed by summer of this year. Staff will return to the City Council for approval of the construction contract following the completion of the architectural/design work for the first and seventh floors and request appropriation of funds as necessary.
FINANCIAL SUMMARY
The City Council approved the collection of a one-percent Public, Educational and Governmental access support fee, known as PEG fees, during its public hearing on March 24, 2015, with collection of the fee commencing sixty days thereafter. PEG fee revenues may be used for equipment and facilities costs, including design and engineering of such equipment and facilities, associated with the production and broadcast of Government Access Channel programming.
As such, sufficient funds are available in the Special Purpose Grant Account No. 020-0134-601 to fund the $48,500 change order with LDA Partners for the broadcasting and audio/visual component of the new City Council Chamber planned for 400 E Main Street.
Attachment A - Resolution No. 2015-02-24-1209
Attachment B - Change Order No. 2