The City Secretary's Office is currently facing challenges from relocating to a smaller space due to the spatial needs of another expanding department within the City. This presents an opportunity to modernize the workspace to better accommodate the evolving needs of the office. The renovation aims to provide adequate space for current and future staff while enhancing operational efficiency by improving workflow and communication between team members.
The City Secretary Office Renovation includes demolishing ceilings, partition walls, flooring, millwork, cubicles, and select doors, with some materials reused as indicated. New construction will include walls, updated drywall, painting, and ceiling grid modifications. Flooring will be upgraded with new carpet tiles and vinyl wall base. Electrical work involves new circuits, relocated lighting, exit signs, receptacles, and a new lighting control system. Voice/data outlets will be installed in cubicles and offices, and fire alarm and access control systems will be modified. HVAC updates include relocating existing components, installing ductwork, and upgrading controls and sensors. The fire sprinkler system will be adjusted to meet code requirements. Doors and hardware will be installed or reused as necessary. These renovations aim to optimize space, improve efficiency, and modernize the work environment.
The pricing, terms, and conditions for this contract are based on Choice Partners Cooperative Purchasing Contract No. 21/039MR for Construction-JOC with Blue Ox Construction, Inc. This cooperative agreement, established with governmental purchasing organizations, leverages the collective purchasing power of government entities. All contracts are competitively bid and awarded in accordance with state procurement laws and regulations.
The allocated budget covers all construction-related expenses, including materials, labor, equipment, bonding, and final cleanup. The total construction cost is $288,600.00. A breakdown is provided below:
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Line Item
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Total Amount
|
|
Construction Cost for City Sec. Suite Renovations
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$273,844.44
|
|
Bonding (3% of Construction Cost)
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$8,215.33
|
|
Alternate #1 – Removal and Disposal of existing Cubicles
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$1,535.04
|
|
Owner Contingency/Allowance
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$5,005.19
|
Funding for this construction contract will be provided from the following sources:
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Funding Source
|
Total Amount Allocated
|
|
1015605-571073-R&M Blds/Facilities Contracts
|
$151,509.00
|
|
1016115-571073-R&M Blds/Facilities Contracts
|
$62,091.00
|
|
1053220-621020-CMU2304-CONSTRUCT
|
$75,000.00
|
|
Total Construction Cost
|
$288,600.00
|
A Notice to Proceed will be issued following the contract award. The construction is anticipated to take approximately five (5) months to complete. Construction will result in temporary access restrictions, noise, and minor disruptions in office operations. Notifications regarding construction activities will be provided to affected employees through internal communications, signage, and scheduled updates.
The Engineering Department and City Secretary Office recommend that the City Council approve the construction contract with Blue Ox Construction, Inc. for the City Secretary Suite Renovations, using: $151,509.00 from 1015605-571073 Fund, $75,000.00 from 1053220-621020-CMU2304 Fund, and $62,091.00 from the 1016115-571073 Fund, for a total contract amount of $288,600.00.