CITY COUNCIL STAFF REPORT
Meeting Date: November 07, 2022
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___- 22 AUTHORIZING THE
APPROPRIATION OF $75,000 FROM FUND 20 CAPITAL
PROJECT/BUILDING FUND FOR THE CONSTRUCTION OF THE
COMMUNITY ROOMS IMPROVEMENT PROJECT
SYNOPSIS
The Community Rooms Improvement Project provides for the removal and replacement of existing carpet, baseboards in the small and large Community Rooms. The project scope also calls for the replacement of existing furniture and window treatments, as well as the painting of all interior walls and ceilings in the Community Rooms and a small conference room on the second floor of the City Hall Building.
The purpose of this item is for the City Council to authorize an appropriation of $75,000 from Fund 20 for the construction of the Project.
DISCUSSION
Background
On June 18, 2020, the City entered into a temporary lease agreement with Contra Costa County, leasing the small Community Room, the large Community Room, the hallway and the restrooms, for use as a “Temporary Library”, while the City’s new public library was under construction. The new public Library opened on July 30, 2022 and Contra Costa County has since transitioned to the new location.
Staff anticipates re-opening the Community Rooms in January 2023, and the area will benefit from new paint, carpet, furniture and window treatments. Per the terms of the lease agreement with Contra Costa County, the City is responsible for improvements to restore the rooms to their prior condition. This will be done as a Capital Improvement Project (Community Rooms Improvement Project).
The Project provides for the removal and replacement of existing carpet and window treatments, and the painting of the interior walls and ceilings of the former Temporary Library. In addition, the work includes the replacement of the existing conference tables and equipment and professional cleaning after the project work is complete.
To obtain economy of scale pricing, the painting of all interior walls and ceilings, as well as the replacement of existing furniture and window treatments in a small conference room on the second floor of the City Hall Building is also included in the project’s scope of work.
The City hired the design firm, Cole Interiors, to assist in the selection process for the window treatments, furniture, paint and replacement carpet. Due to the lower costs for installation and future maintenance, the decision was made to install carpet tiles in the Community Rooms as opposed to rolled carpet.
Analysis
The City has completed previous improvement projects, including the Police Department First Floor Improvement Project and the City Hall First Floor Carpet Replacement Project. Based on these project costs, staff anticipates a do not exceed cost of $75,000 to complete the Community Rooms Improvement Project and requests the project be funded from the Capital Project/Building Fund (Fund 20). Staff has confirmed with the Finance Department that there are sufficient funds in Fund 20 to complete the project work.
The Budget Committee reviewed staff’s request for an appropriation of $75,000 from Fund 20 to complete the project and recommends the City Council adopt the proposed resolution.
FISCAL IMPACT
The project costs are to be funded using Fund 20, Building Capital Fund.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt Resolution.
ALTERNATIVES TO RECOMMENDED ACTION
None Recommended.
ATTACHMENT(S):
Proposed Resolution
Prepared by: Ann James, Maintenance Superintendent
Approved by: June Catalano, City Manager