CITY COMMISSION AGENDA ITEM

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Department:

Planning & Development Services/ City Attorney’s Office

Commission Meeting Date:  August 7, 2018

Staff Contact:

Amy Miller, Asst. Director-Planning

Recommendations/Options/Action Requested:

Award Bid No. 1838, Project PS1701CIP, for Tenant Finish related to the relocation of the Planning and Development Services Department and Municipal Court to the 3rd floor, west wing of the Riverfront Mall.

Executive Summary:

On March 20, 2018, the City Commission approved a lease for approximately 21,000 square feet of space on the 3rd floor of the west wing of the Riverfront Mall for the purpose of relocating the Planning and Development Services Department and Municipal Court. At that time, the city also entered into an agreement with TreanorHL for design services associated with the project. (https://assets.lawrenceks.org/assets/agendas/cc/2018/03-20-18/pl_riverfront_lease_agenda_summary.html)

 

Initially, before the design phase began, staff had estimated that the total project cost for tenant finishes would be approximately $800,000 plus roughly $64,000 in design fees.  Staff proceeded in working with TreanorHL to refine the scope of the project and design the space. After the initial design phase, the architect estimated that the cost of the tenant finish would be significantly higher, primarily due to needing separate public restrooms to accommodate Municipal Court, upgrades to electrical and fire prevention components and replacement of existing finishes that were in disrepair and in need of replacement. Staff continued to refine the design to lower anticipated project costs. As a result, a total of $1.1 million was placed in the 2018 amended budget, split between the following funding sources:

 

2018 CIP – One Stop Shop (G.O. Debt)

$180,000

2018 CIP – Municipal Court Enhanced Security (Equipment Reserve Fund)

$114,000

Amended 2018 Budget – Municipal Court Tenant Finish (moved from 2019 CIP – Equipment Reserve Fund)

$400,000

Amended 2018 Budget – Riverfront Tenant Finish (Capital Reserve Fund)

$406,000

Total

$1,100,000

 

The city officially took possession of the leased space on July 1, 2018. A formal invitation to bid was issued on July 19, 2018 and sealed bids are due to be opened on August 7, 2018. Staff is placing this on the City Commission’s agenda for August 7, 2018 in anticipation of the bid opening that afternoon to coincide with the first reading of the ordinance concerning the 2018 amended budget.

 

This memo will be updated in the afternoon of August 7, 2018 after the opening of the bids.

 

Strategic Plan Critical Success Factor

Effective Governance/Professional Administration

Innovative Infrastructure and Asset Management

Core Services

Fiscal Impact (Amount/Source):

The fiscal impact to the City is anticipated to be $1,100,000 and is included in the amended 2018 budget and CIP.

Attachments:

Attachments will be updated after bid openings on August 7, 2018

 

 

Reviewed By:

(for CMO use only)

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☒DS

☐CT

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