HomeMy WebLinkAboutItem 11 - Utility Billing OfficeMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, ACTING CITY MANAGER
MEETING DATE: JUNE 21, 2005
SUBJECT: APPROVAL OF A CONTRACT TO REMODEL THE UTILITY
BILLING OFFICE AT CITY HALL
RECOMMENDATION:
City Council to consider approval of a contract to Reeves Construction to provide
construction services for the remodel of the Utility Billing Office at City Hall in the total
amount of $79,420.00, authorize staff to execute said contract and take necessary
action.
Funds are available as follows:
Funding Source Account
Amount
Award
Percent
Utility Bonds 200-48840-530-3
$103,700.00
$79,420.00
100.0%
BUDGET:
Amount
Award
Percent
Engineering/Architecture
$ 14,200.00
13.7
Construction
80,000.00
$79,420.00
77.2
Furnishings
$7,500.00
7.2
Misc Expenses
$ 2,000.00
1.9
TOTAL
$103,700.00
$79,420.00
100.00%
BACKGROUND:
Staff solicited proposals in accordance with Local Government Code Chapter 252,
Subchapter B, Section 252.021 (a) and Section 252.041 (a). Proposal advertisements
posted in the Fort Worth Star Telegram on May 1, 2005 and May 8, 2005. Staff issued
proposals to seven contractors. Four contractors responded to the invitation. Attached is
a tabulation for review.
The purpose of this solicitation was to obtain competitive offers for construction services
to remodel the Utility Billing Office at City Hall. The work consists of interior remodeling
that will be accomplished in two phases. The first phase shall include temporary
partitions and the renovation of the existing area and the second phase will include
renovation of the existing first floor conference room area.
June 16, 2005 (2:39PM)
Staff received proposals from four contractors. The lowest proposal received was from
Reeves Construction in the total amount of $79,420.00. Staff contacted Reeves and
verified that they will provide the necessary bonding and insurance for the project. The
project architect checked the References provided by the Contractor and each reference
indicated that Reeves provided them with quality workmanship.
Staff met with the Facilities Committee on June 8, 2005 to review the final design of the
project. The Facilities Committee directed staff to move forward with the project with
minor revisions.
Staff recommends approval of a contract award to Reeves Construction for the
remodeling services in the amount of $79,420.00.
WC
June 15, 2005 (3:24PM)
City Of Grapevine �
City Hall
~~i.^t�a Billing
Facilities Committee Memorandum
SUBJECL
Expansion 0fUtility Billing Area ODfirst floor OfCity Hall.
PURPOSE OF EXPANSION:
The Utility Billing function of the Administrative Services Department of the City has grown
significantly since the design OfCity Hall iDthe mid 19SO's. Due hJthe need for short-term
storage for records, fi|8S. fOrnl8 and Sp8C8 needed for pFint8[S. CoDlpUte[S' h3CSiDli|e 08ChiD9S,
8tC..additional space iSneeded.
|Oorder to accommodate the expansion of the Utility Billing area, reconfiguration of the two
conference rooms located tOthe south will also b8necessary. Atthe completion of the
construction, one conference room will remain. |twill b8realigned b}run iO@north-south
direction. Access tOthe conference room will remain from the adjacent hallway; however, only
one entrance door to the conference room will be remain upon completion.
Removing one of the two existing doors to the conference room will provide space for placing ~�~'
Personnel Department planned activities. The activities include the provision Offurniture
specially designed for the proposed computerized employment application process.
�
Teller's Windows of Utility Billing moves (East) closer to the Brick Columns.
*�
Upon completion, Utility Billing will have @ dedicated file room 8Swell as8storage closet.
One Conference Room will remain, approximately the same size @3the existing conference
rooms.
*�
For security reasons, the Utility Billing Teller's counter top will b8raised tOprevent patrons
from seeing everything on teller's desk.
+}
The view from the lobby will result in very little change, with the exception that the glass will
b8removed from the teller's windows. The glass window 8tthe Teller's stations i3being
[GDnoVed at the F8qUeSi of the Utility Billing Staff.
~�
The security gate in front of Utility Billing will not require any changes or adjustments.
+�
Utility Billing will ngDlaiO Op8[BUOn3| during CODShUCtion; however, Utility Billing will be
relocated to the Conference room (closet to Personnel) during the construction period.
PROJECT COSTS:
After several months Offailing tO receive pnopOSo( information from /\[Chi[exao' staff in an effort
to move OOwith this project contacted R8Dd8U Scott Architects. In March of 2005, staff
executed 8Oarchitectural design services contract with Randall Scott Architects inthe amount y
of $14,200. �~
Construction Documents and Plans were completed inApril and 8Request for Bids was issued
several thousand dollars indicating that the scope of the project was clearly defined and well
understood. The amount of the bids was approximately $80,000.
In addition, it will be necessary to acquire new workplace furniture for the new configuration
established for the Utility Billing staff as a result of the expansion. This purchase is preliminarily
estimated to cost less than $7,500.
Funds are available from the Utility Fund for this project.
�*�11 iii � M- 1
Construction is anticipated to begin in mid June assuming Council approval of the construction
contract. As currently planned, the Utility Billing Operation will be temporarily relocated to the
southernmost conference room adjacent to the Personnel Department offices. The construction
activities will be scheduled so as to minimize the impact on City business functions occurring in
the City Hall Facility. Construction is anticipated to be complete in approximately 75 days.
O:\Construction\City Hall\Utility Billing Enhancement ProjectTacilities Committee (Memorandum- June, 2005.doc
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