HomeMy WebLinkAboutexhibit20we 1 Gri-VrriVi:. 1YiF..1YiVr7MiYVVHi CITY MAhAGtrO Uri- iv —
Carlos A. Gimenez
City Manager
John H. Ja• 'on
Director
Public Works Department
DATE:
SUBJECT:
02 JUL -5 Ay
July 3, 2002
FILE :
"EMERGENCY FINDING" for
City Commission Chambers -
Lighting, Sound & Interior Improvements
REFERENCES:
ENCLOSURES:
This memo serves to request your authorization for an "Emergency Finding" for
newlighting, sound, television (TV) equipment and related interior improvements
to the City Commission Chambers at City Hall. This requests includes the
following:
.(1) Architectural and Engineering (A/E services for the Design and
Construction Documents.
(2) Architectural and Engineering (A/E) services for Historic Restoration.
(3) Purchase of "Long Lead Time" of new Lighting and Sound Equipment
and new T.V. Equipment required for the Project.
The Media Relations Office has a priority project to improve the lighting, sound
system and TV equipment in the City Hall Commission Chambers. The project also
includes the restoration of the historic murals on the ceilings and walls. An outside
architect, R.J. Heisenbottle Architects, with lighting, sound and historic
preservation experience, was engaged to do the design, prepare construction plans
and coordinate the design work with specialty subconsultants.
The Project will be done in phases and the first phase is scheduled to be done during
the City Commission recess this year from the end of July to mid September 2002.
The construction work is subject to Commission approval of the funding. The initial
phase is on a very tight schedule and the Architect must expedite the design and
construction plans, including separate bid packages for special lighting and sound
equipment to meet this schedule. The special light fixtures, sound systems, and
certain TV equipment are long lead items that will have to be bid -out earlier as
separate bid packages in order to have this equipment on hand for installation when
construction is underway at City Hall. A general contractor must be selected before
the end of July and the work in the bid packages will be assigned to him as part of
the construction contract. As a later phase of work, the project will also include a
new Commission dais, interior improvements to the Commission Chamber and
improvements to related spaces in City Hall.
Because of the very tight schedule and for the convenience of the public attending
Commission meetings, we recommend approval of the "Emergency Finding" to
authorize Architectural/Engineering Professional Services and the procurement of
new special lighting and sound system equipment and T.V. equipment required for
the project.
Carlos A. Gimenez
City Manager
Page 2
July 3, 2002
There is funding available under CIP No. 3t1051 for the procurement of equipment
up to a maximum of $240,000. The City has already provided interim funding for
Architectural/Engineering Services for Phase I in the amount of $68,320 from the
Non -Departmental Account which will be reimbursed at a later date when the
Commission formally funds the total project including construction.
At the June 27, 2002 City Commission meeting, a motion was passed directing the
City Manager to proceed with the foregoing work and committing to provide the
additional funding for the construction work.
This "Emergency Finding" will be placed on the next available Commission agenda
for ratification and approval by the City Co 's
APPRO
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rogr c o > Pe . s : , Acting + ector
Department of Management & Budget
Date y(C/P.2_
• NDA Account No. CJo/D2O. 92/00,2 - 6 ,e770
APPROVE I
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City Manage
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c: Carlos McDonald, Media Relations Office
Jorge R. Avino, Assistant Director
Judy Carter, Director of Purchasing
Allan Porus, Chief Architect
Marcelo A. Penha, Acting Director
Department of Management and Budget
Date*