City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends that the City Council approve the final plans and specifications
and authorize advertising for construction bids for the Teen Center Remodel Project,
P-819.
BACKGROUND:
This year’s Capital Improvement Budget includes the Teen Center Remodel Project,
P-819 (Project).
On January 13, 2003 the State authorized use of the Murray-Hayden Urban Parks
and Youth Service Grant in the amount of $262,500 for the Teen Center remodel
Project. The grant required the City to provide matching funds of an additional
$112,500, which were authorized from the General Fund. The total Project
allocation was $375,000.
The City Council has taken the following actions related to implementing the Project:
1. May 31, 2005 - Authorized entering into a professional services agreement with
Wolcott Architecture - Interiors to provide architectural and construction
management services for the Project;
2. June 13, 2005 - Approved the Conceptual Design plans and materials; and,
approved a “Short-List” of General Contractors to be invited to submit a bid
proposal to construct the Project.
Meeting Date: 7/25/05 Item Number: A-5
AGENDA ITEM: Consideration to Approve the Final Plans and Specifications and
Authorize Advertising for Bids for the Teen Center Remodel Project
Contact Person/Dept.: John Rivera/PW Phone Number: 310-253-6423
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List emailed on July 20th and Wolcott Architecture via phone call on
July 19.
Department Approval:
Charles D. Herbertson 7/14/05
CAO Approval:
Jerry Fulwood 7/20/05
City Controller Approval:
Marlee Chang 7/19/05City of Culver City, California
City Council Agenda Item Report
DISCUSSION:
As stated above, Wolcott has been retained to create plans and specifications and
oversee the remodeling of the existing facility (former Senior Center) in order to
enhance its use as a Teen Center. The proposed remodel includes the following
elements:
TASKS DESCRIPTION
Restrooms
Bring Men’s and Women’s Restrooms into complete ADA
compliances; complete rehabilitation of walls, floors, ceiling
and all fixtures. Requires space and entry modifications
resulting in demolition and relocation of walls.
Floors
Install new vinyl and carpet tile flooring over existing flooring
in Multi-Purpose areas, Entryway, Kitchen (existing &
expanded), TV Room/Storage Room, Game Room and new
Music Room. Approximately 6,350 sq ft. As budget allows,
the area of work may be expanded to other areas of the
facility.
Sound Improvements
New Music Room (former Conference Room) requires the
installation of sound attenuation materials. The cost of the
Music Room sound equipment is included in the Recreation
Equipment budget. The Conference Room will be moved to
the former RSVP Offices.
Paint and Finishing
Remove wall cabinets from Multi-Purpose Room areas,
Game Room and TV Room/Storage Room. Remove wall
paneling from main Multi-Purpose area and Game Room.
Repair/patch and prepare for painting or coating all wall
surfaces and where appropriate install new wall coverings to
protect against denting, scratches and scaring.
Doors
Install doors between the main Multi-Purpose Area and the
Game Room and new Emergency Exit from Game Room to
building exterior. Install new Kitchen pass-through roll-up
service window. Modify west entrance door to meet ADA
requirements and possibly install “Hirsh” system for secured
staff access. Install, where needed, “Panic Hardware” on all
Emergency Exits.
Lighting Proposed lighting modifications are throughout facility.
Signs Place ground sign in front planter adjacent to Overland
Avenue entrance.
Electrical Upgrades
Electrical upgrades/modifications are related to the Kitchen
expansion and Restroom remodel, and converting facility
lighting operations from breaker to switch control.
Removal of Walls
Wall removals relate to: Conversion of the former RSVP
Offices into a Music Room; Expansion of the Kitchen to
incorporate an adjacent office; and, expansion of the
Restrooms to achieve ADA compliance. A Sign-In Counter is
proposed at the westerly entrance to the main Multi-Purpose
Area, which requires removal of a partition wall.City of Culver City, California
City Council Agenda Item Report
Recreation Equipment Sound system and television.
TV Room/Storage
Room
Durable partition walls, one with a double-wide door, are to be
constructed to enclose approximately 1/3
rd
of the area
proposed for the Lounge Area in order to create a secured
Storage Room for tables and chairs and a separate TV Room
in the remaining space. All Storage Room walls are to be
covered with durable material to prevent damage.
Windows Installation of safety laminate on interior Game Room
windows. As budget allows, replace laminate on Patio
windows and replace lower portion of Patio windows and
doors with Plexiglas and/or durable panels.
Ceiling - As budget
allows
Install cover guards over interior lighting in main Multi-
Purpose Room and paint or replace existing ceiling tiles.
In order to bring the Project to construction as soon as possible, staff originally
proposed that the City Council approve a “Short-List” of General Contractors to be
invited to submit a proposal to construct the Project. However, after the Council
approved the “Short–List” on June 13
th
, staff was informed by the State that
regardless of what the City’s Charter allows, standard state bidding and advertising
practices would have to be used to bid any projects using state grant funding.
Therefore, if authorized by the City Council, staff now proposes the following
approach to comply with the state requirements and keep the project on schedule.
Staff is proposing to distribute the plans and specifications to the remaining six firms
on the previously approved “Short-List” and to also advertise for construction bids in
the Culver City News and the three standard construction advertising trade papers.
In order to try an ensure that the most qualified and viable firms would bid the
Project, all General Contractor firms submitting bids would still be required to
demonstrate that they meet the minimum qualifications listed below:
1. Contractor has a Class B License (per listed classification) in good standing with
the California State License Board.
2. Contractor’s Lead Superintendent proposed for the Project must have at a
minimum, 10 years experience, and have successfully served as a
superintendent on at least one (1) project of this size and/or complexity.
3. Contractor will be able to obtain the minimum insurance requirements for this
Project:
a. Worker’s Compensation Insurance or certified self insurance, as required
by law;
b. Comprehensive General Liability with a limit of not less than two (2) million
dollars ($2,000,000), and a deductive/retention not exceeding fifty
thousand dollars ($50,000) per occurrence.
c. Business Automobile Liability with a limit of at least one million dollars
($1,000,000).
4. Contractor has a written injury and illness prevention program. City of Culver City, California
City Council Agenda Item Report
5. Contractor has provided verification that they have completed at least one (1)
project of this size and/or complexity within the past ten (10) years.
6. Contractor’s License has not been suspended within the last five (5) years.
7. Contractor, nor any of its owners, officers, or partners has ever been convicted of
a crime involving any federal, state, or local law related to construction.
8. Contractor has not been cited and assessed penalties by CAL OSHA for any
“serious”, “willful”, or “repeat” violations of its safety or health regulations during
the past five (5) years.
9. Attend a mandatory pre-bid meeting at the job site.
The bid process is anticipated to last fifteen (15) calendar days (July 26 to August
10), with bid openings on Wednesday August 10
th
. The City Council would be
requested to consider the bids and award a contract at the August 22
nd
Council
meeting. It is estimated that if the award of the construction contract occurs on
August 22nd, construction will begin in late August and be expected to be completed
in November 2005.
Under the oversight of the Engineering staff, Wolcott prepared the construction plans
and specifications for the Project. Also Wolcott will conduct the construction
management of the Project. The construction inspection will be performed by City
staff.
Asbestos remediation analysis and work in the anticipated work area will also be
required as will roofing repair and replacement, but these tasks will be accomplished
as separate projects utilizing other funding sources. The asbestos remediation and
roofing work will be coordinated with the remodeling work. Funding for these
activities is discussed in the “Fiscal Analysis” section of this report.
FISCAL ANALYSIS:
As stated previously, the City received a Murray-Hayden Urban Parks and Youth
Service Grant under the Proposition 12 grant process. The grant is a $262,500
reimbursement grant, with an additional $112,500 in City matching funds. The City
has allocated funds in the Capital Improvement Program (CIP) Budget as the Teen
Center Remodel Project P-819, Accounts No. 41900819 and No. 42300819. The
total Project allocation is $375,000.
The grant requires that all construction be complete and reimbursement paperwork
finalized no later than June 30, 2009.
Wolcott prepared the construction plans and specifications for this Project and will
provide construction management for $27, 500. City of Culver City, California
City Council Agenda Item Report
Asbestos remediation analysis and work will also be required, as well as repairs to
the roof. However, Staff will be scheduling these tasks in coordination with the
remodeling work. The scale of the asbestos remediation is still being assessed;
therefore, the total cost of that effort cannot be determined at this time. It is
anticipated that the asbestos remediation work will be funded by a combination of P-
132, Building Repairs project funds and possibly budget savings from the Teen
Center Project, if necessary. The funds for the proposed roof repairs have been
included in the adopted fiscal year 05/06 CIP budget.
Maintenance and operational costs for the Teen Center in fiscal year 04/05 are
estimated to total about $11,000 and are not anticipated to increase as a result of
the remodeling project.
ATTACHMENT:
1. 11 by 17 inch reduced copy of construction plans
MOTION:
That the City Council:
Approve the final plans and specifications and authorize advertising for bids for the
Teen Center Remodel Project, P-819.