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Home My WebLink AboutE-17 Staff Report - West Wing Remodel Contract AmendmentCONSENT ITEM E-17 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: MATT MARQUEZ, DIRECTOR OF ECONOMIC AND COMMUNITY DEVELOPMENT DATE: SEPTEMBER 21, 2020 SUBJECT: REQUEST TO AMEND CONTRACT FOR CONSTRUCTION FOR THE WEST WING BUILDING REMODEL PROJECT TO 2A CONSTRUCTION AND AMEND PURCHASE ORDER TO CATALYST FOR NEW OFFICE FURNITURE BACKGROUND: City Hall’s West Wing building is home to a total of eight (8) City Divisions; Human Resources, Information Technology, Engineering, Planning, Building, Economic Development, Housing and Community Improvement. The Economic and Community Development Department (ECD) is comprised of 5 City Divisions, which has the largest footprint in the West Wing building, and experiences the most foot traffic due to the nature of business activity with the public. ECD oversees the overall development of the City and its housing stock. The State’s current housing crisis has created additional mandates on cities to approve more housing at a faster rate. As a result of the housing crisis, a total of thirty-two housing bills have been signed by the Governor since 2017 that would mitigate the housing crisis and create more dwelling units in the State of California. One of the bills, Senate Bill 2 (SB 2), created a grant program that allocates funds for local governments either as an over-the counter or competitive process planning grant, to expedite housing approvals. The City of Azusa has been awarded an SB 2 Grant in the amount of $160,000.00 to modernize our overall approval process for housing projects. The first step in this modernization would be a remodel of the West Wing, specifically Economic and Community Development’s workspace and other areas, and to implement a new Land Management System to provide greater efficiency when processing housing and development projects. On March 16, 2020, staff sent out a Notice Inviting Bids to contractors for the West Wing Building Remodel Project and received at total of 8 bids. On June 15, 2020, City Council awarded a contract to the lowest response bidder to A2 Construction and approved a Purchase Order to Catalyst for furniture. APPROVED CITY COUNCIL 9/21/2020 WWBR-2020-01 – West Wing Building Remodel Contract & Purchase Order Amendment September 21, 2020 Page 2 The project has exhausted the allowance of $20,950.00 for potential change orders due to unforeseen electrical work and additional reconfiguration to the North Conference Room. The amendment to the construction contract is for additional work to Public Works Department and Human Resources Division. RECOMMENDATIONS: Staff recommends that the City Council take the following actions: 1) Approve Contract Amendment to 2A Construction of Santa Ana, California for Consumer Services Project WWBR-2020-01 in a new total not-to-exceed amount of $244,430.00, of which 34,930.00 is for the additional scope of work, plus an existing allowance of $20,950.00 for potential change orders; and 2) Authorize the Mayor to execute the document on behalf of the City in a form acceptable to the City Attorney; and 3) Approve to amend Purchase Order to Catalyst in a new amount total amount not-to-exceed 137,107.54, of which $39,928.79 is for the new furniture for Public Works Department, plus an existing allowance of $9,717.87. ANALYSIS: Public Works Department Remodel The current layout for the department is not efficient and does not maximize usable area. The Public Works Department portion of the remodel would include the following: • New Public Counter. The department does not currently have formal public counter and is exposed to the public with no barrier defining the public and employee area. The new public counter would define clearly between public and employees areas. It will also provide a counter at normal counter height and height that adheres to American with Disability (ADA). The counter would match the new counter for Economic and Community Development. • New Furniture. The new furniture layout will create two additional workstations and provide better layout for front counter staff to assist the public. Human Resources Division Remodel The Human Resources Division does not have an office for the Human Resources Manager. The Human Resources Division remodel would include the following: • New Human Resources Manager Office. The Human Resources Manager currently does not have an office. Therefore, creating privacy issues when dealing with personnel matters. WWBR-2020-01 – West Wing Building Remodel Contract & Purchase Order Amendment September 21, 2020 Page 3 FISCAL IMPACT: The proposed total project amount is not-to-exceed $85,768.79 for additional scope for the remodel and furniture. The Human Resource Division changes are $10,910 and will be paid from the Capital and Infrastructure Replacement Reserve Account 46-80-000-000-7128. Public Works changes total $74,858.79 ($34,930 for the counter and $39,928.79 for the furniture) will be paid from the Sewer Fund account 34-80-665-000-6493. The city is saving on mobilization cost since both vendors are already working on the existing remodel. Prepared by: Reviewed and Approved by: Manuel Muñoz Matt Marquez Planning Manager Director of Economic and Community Development Attachments: 1) A2 Construction Proposal for Human Resources and Public Works 2) Attachment 2 - Catalyst Furniture Proposal for Public Works INVOICE #1001 515 CABRILLO PARK DRIVE STE301 SANTA ANA CA, 92701 1800-378-6766 | INFO@2A.CONSTRUCTION DATE: 09/03/2020 BILL TO FOR West Wing Azusa Cityhall213 E Foothill Blvd Azusa, CA 91702 United States PHONE: +1 (626) 812-5200 Details AMOUNT The scope of work includes the following: New public counter and countertop (materials & specs are the same as the Planning’s dept.),$33,130.00 New security door & metal timely frame with Simplex Heavy Duty mechanical pushbutton lock with programmed pin access code,$1,800.00Demo exiting wall-cabinets and portion of the non-bearing wall (approx.. 26” deep), patch and paint existing walls behind the demoed cabinets. Cabinet Demo Completed, Electrical POC inside the counter.Included SUBTOTAL $34,930.00 TAX RATE 0.00% OTHER $0.00 TOTAL $34,930.00 THANK YOU FOR YOUR BUSINESS! Public Counter and door in Engineering Dept. If you have any questions concerning this invoice, use the following contact information: INFO@2A.CONSTRUCTION. (949)378-3007 Make all checks payable to 2A Construction Corp. 2A Construction Corp. Attachment 1 INVOICE #1002 515 CABRILLO PARK DRIVE STE301 SANTA ANA CA, 92701 1800-378-6766 | INFO@2A.CONSTRUCTION DATE: 09/03/2020 BILL TO FOR West Wing Azusa Cityhall213 E Foothill Blvd Azusa, CA 91702 United States PHONE: +1 (626) 812-5200 Details AMOUNT The scope of work includes the following: Construct New office in HR section $9,300.00Change & relocate existing door & frame No.1 at HR Dept.with new 36" sound damping solid core door and timely metal frame.$1,610.00 SUBTOTAL $10,910.00 TAX RATE 0.00% OTHER $0.00 TOTAL $10,910.00 THANK YOU FOR YOUR BUSINESS! 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