EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: November 1, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Patrick Heisinger, Interim City Manager
BY: Humza Javed, Public Works Director
SUBJECT: Powell & Partners, Architects Contract Amendment Number Two for the City Hall Tenant Improvements
Recommendation
Adopt a Resolution authorizing the City Manager to execute contract amendment number 2 with Powell & Partners, Architects, for the design of the City Hall Tenant Improvements Project increasing the contract amount from $118,799 to a not-to-exceed amount of $163,844, and appropriating $45,045 from the General Fund Reserve for the additional costs.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 1: Enhance Public Safety and Emergency Preparedness Priority No. 3: Increase Organizational Effectiveness and Efficiency Priority No. 4: Improve Public Facilities and Infrastructure Background
On November 8, 2018, the City Council adopted Resolution 5051 authorizing the City Manager to enter into a contract with Powell & Partners Architects (Architect) for the design of the City Hall Tenant Improvements project. The project included improvements to the East Palo Alto former police evidence room (currently utilized by Human Resources and IT), and the City Council Chambers, located within the County of San Mateo building leased by the City, at 2415 University Avenue, East Palo Alto, CA.
The purpose of the Tenant Improvements (TIs) in the former evidence room is to transform it into additional functional office space for other City operations. The total “Evidence Room” space is approximately 2,230 sq. ft. The Evidence Room needs to be redesigned to accommodate two additional closed offices, open cubicle space, a conference room, and storage space for city records.
The purpose of the Tenant Improvements (TI’s) in the Council Chambers, which consists of the Council room and the Community room, is to redesign the Council podium setup to meet American with Disabilities Act public access requirements (ADA), to modify the sitting arrangement of the Council, and staff with the objective of improving and facilitating communication between staff and the Council, the Council and meeting attendees, and improving the audiovisual presentation experience of those in the Council Chambers as well as others watching the live streaming of the meeting. The total space in the Council Chambers is 3,100 square feet.
Analysis
On July 20, 2021, the City Council adopted Resolution No. 95-2021 approving the plans, specifications, and estimates for the City Hall Tenant Improvements Project.
The original approved plans are available on the City website at the following link. <https://www.cityofepa.org/publicworks/page/city-hall-tenant-improvement-project> During the 2022 capital budget process, the City Council directed staff to proceed with improvements at the former police evidence room only and put on hold the improvements at the Council Chambers. During this time, $350,000 was set aside for the improvements at the former police evidence room. $650,000 for improvements at the Council Chambers were put on hold in the “future” category.
Because the plans, specifications and estimates (PS&E) package was prepared for improvements at both rooms, namely, the former police evidence room and the council chambers, the Architect needs to re-package the PS&E for improvements at the police evidence room only. Additional structural, mechanical, plumbing, and electrical scope is necessary to repackage the PS&E.
The original contract with the Architect is for $118,799. The contract will be modified to a notto-exceed amount of $163,844.
Fiscal Impact
City Staff has negotiated the proposal to $40,950. An additional 10% contingency in the amount of $4,095 is requested for a total budget request of $45,045 from the General Fund Reserve.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo Co. Library located at 2415 University Avenue, East Palo Alto.
Environmental
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 (b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.
Attachments
A. Resolution
B. Cost proposal