07.02 Council Chamber Remodel Project1. SUBJECT
Bid No 178 -22; SP -4029; Council Chambers Remodel Project - Construction.
2. SUMMARY
Bids for the Council Chambers Remodel Project were received and opened on February 15,
2018. Two bidders responded to the Notice Inviting Bids. The apparent low bidder is Marjani
Builders, Inc. of Mission Viejo, CA for $447,882.
3. RECOMMENDED ACTION
1. Appropriate $150,000 from 1% PEG Program Fund (Fund130) unreserved fund balance to
Account 130.1601.56032.20128 (Council Chamber Remodel).
2. Award the contract in the amount of $405,882 to Marjani Builders, Inc., and authorize the
Mayor and City Clerk to execute the necessary documents on behalf of the City.
4. FISCAL IMPACT
Upon appropriation, funds will be available in the following account:
130.1601.56032.20128 CIP —Council Chambers Remodel (1% PEG Program) $405,882
5. STRATEGIC PLAN GOAL(S)
Provide for a safe community —
b. Provide and maintain infrastructure necessary to ensure the safety of the public.
4. Provide outstanding public service —
b. Provide facilities and services to meet customer expectations.
6. GENERAL PLAN IMPLEMENTATION
Economic Development Element Goal 6.0 Provide sufficient infrastructure to support
anticipated economic development and growth.
Policy 6.2: Provide public improvements to support commercial, industrial and institutional
uses.
7. DISCUSSION and BACKGROUND
The Council Chambers were built in 1962 along with the three City Hall buildings at the Civic
Center. Minimal improvements have been done to this room since it was built and it is starting to
show in the peeling Formica veneers, worn out carpeting, and frayed wall panel fabric covers.
The City Council previously approved advertisement for bids on the Council Chambers Remodel
Project on December 12, 2017. The bid solicitation was advertised on January 24, 2018 for a
period of three weeks and bids were opened on February 15, 2018. Two bids were received as
follows:
1) Marjani Builders, Inc., Mission Viejo $447,882
2) TBC Contractors Corporation, Anaheim $482,511
Staff has checked Marjani Builders, Inc. references and qualifications. Marjani Builders, Inc.
has acceptable references and adequate years of experience in completing contracts of a similar
nature to this project. In 2017, Marjani completed the City of Buena Park Community Center
Liberty Hall Remodel Project. The work included, but was not limited to, the installation of
wood veneer, acoustic panel, painting, lighting, and fire sprinkler system. The total project cost
was $615,000. They completed the Fitness Center Improvements Project for the City of Rialto,
and the total project cost was $420,000. Marjani also completed the Kids Come First
Community Health Center Project for the City of Ontario Unified School, Linda Vista School for
the total project amount of $420,000.
This construction project consists of providing electrical service to the remodeled dais for the
voting system and laptops, painting, installation of new wood veneer and reupholstered chairs,
new carpet, new energy efficient LED lighting, installation of new dais and staff tables, and new
acoustic fiberglass wall panels with new fabric. Included in this bid is an item that can be
deleted, Bid Item No. 16, new American with Disabilities Act (ADA) compliant lift to Dias
platform is not currently needed. Staff is recommending deleting this $42,000 bid item for now
and should the need arise in the future, it can be installed at that time. Therefore, Staff
recommends the City Council award the contract to Marjani Builders, Inc. in the amount of
$405,882.
The Audio/Video (AV) Presentation System Upgrade is to be awarded separately under a
companion agenda report tonight. The AV project will upgrade the outdated voting system, low
quality sound system, and technical support for presentations to the Council Chambers. The AV
project will be coordinated with the tenant improvement (TI) work and will start when the TI
work is substantially complete.
ITEM 2 03/13/18
On February 13, 2018, the City Council awarded the contract to High Tech Furnishings, Ltd. for
purchasing furniture and materials in the amount of $127,057. Also included in the same
meeting, Amendment No. 1 to Consultant Services Agreement with Secoy Architect, Inc. was
approved in the amount of $25,000 for additional professional services which are required for
bidding and construction support for the Council Chambers Remodel Project. The four
components of the combined Council Chambers Remodel Project include:
1. Chambers Construction $ 405,882
2. Chambers AV /Technology $ 350,463
3. Chambers Furniture $ 127,057
4. Chambers Architecture $ 55,495
Total: $ 938,897
All funding for this project will be provided by the Public Education & Government (PEG)
Access fee that is restricted in use to projects such as this.
Construction is scheduled to begin in April 2018 and to be completed by June 2018 for the TI
portion of the work. The AV portion of the project will be completed by the end of August 2018.
The proposed project is categorically exempt from the provisions of the California
Environmental Quality Act (CEQA) under CEQA guidelines Section 15301.(a) "categorically
exempts projects that involve the interior or exterior alterations involving such things as interior
partitions, plumbing, and electrical conveyances." The CEQA Notice of Exemption has been
filed with the County Recorder's Office.
The following is the timeline for both the construction and technology projects:
March 2018
April 2018
June 2018
Vstem Upgrade
Council award
Chambers closed
through August
Construction 90%
complete
Council approves
AV presentation work begins
August 2018 I Construction complete. I Testing of all audio visual systems and
equipment is completed
September 2018
Council Chambers is I Council Chambers is open
Staff will be working with the City Council, Planning, and Traffic Commissions to find
alternative meeting locations during the project construction period. Staff will provide the
Council with project milestones as this process begins.
ITEM 3 03/13/18
8. ATTACHMENTS
• Bid Abstract
• Contract
• Council Chambers Rendering
JD;m;cp
ITEM 4 03/13/18
CITY COUNCIL MINUTES MARCH 13, 2018
6. REPORTS FROM BOARDS, COMMITTEES, AND COMMISSIONS (Continued)
6.2 Report from City Council Ad Hoc Committees related to Homelessness:
• Community Communications
• Cities and Non - profit Collaboration
• County Engagement
Community Communications
Councilmember Alvarez had nothing to report.
Cities and Non - profit Collaboration
Mayor Smith reported that she attended the Association of California Cities of Orange County
(ACCOC). Orange County is lacking in affordable housing by 2,700 units. Although it will be a
challenge without redevelopment funds, cities will commit to do what they can to build additional
affordable housing.
Councilmember Nichols reported that the City continues to look at successful housing models used
by other communities to address homelessness. City Manager Otto toured a facility in San
Antonio, Texas called Haven for Hope that offers services and housing for up to 2,500 individuals
at any one time.
County Engagement
Mayor pro tem Murphy reported that there was some misinformation communicated regarding the
County's acquisition of the Anita property. Mayor pro tem Murphy and Councilmember Whitaker
will continue to meet with the County Board of Supervisors to maintain open communication as
to what might be appropriate uses for that property.
Councilmember Whitaker reported that he and Mayor pro tem Murphy will continue to stay
informed on the proposed uses for the Anita Street property.
7. ADMINISTRATIVE REPORTS
(ITEMS 7.1 AND 7.2 WERE HEARD CONCURRENTLY)
7.1 Award of Contract for Council Chamber AN Presentation System Upgrade to
Western A/V, Inc., RFP 178 -24. (A2100.0; AGR -6583)
7.2 Award of Contract for Council Chamber Remodel Project Construction to Marjani
Builders, Inc., Bid No 178 -22. (A2100.0; AGR -6584)
Finance Director Will Kolbow presented a staff report for both items. The project is
anticipated to be completed by September.
During discussion, Council expressed concerns with the proposed equipment and
technology. Council would like to have a touch screen on the dais that has the capability
to display the agenda and staff reports, PowerPoint presentations, and incorporates the
voting system. In addition, there should be both USB plugs and 110 sockets available for
everyone's use on the dais.
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CITY COUNCIL MINUTES MARCH 13, 2018
7. ADMINISTRATIVE REPORTS (Continued)
City Manager Otto suggested appointing an ad hoc committee to get feedback and direction
from the Council as adjustments are made to the contracts.
Finance Director Kolbow informed the Council that making adjustments to the contracts
could delay the project about two months. Council agreed that a delay in the project would
be fine as it is more important to have a quality project.
City Manager Otto stated that an update can be given to Council at the Budget Study
Session Meeting on March 27, 2018.
There was discussion regarding starting on the infrastructure portion of the project as
planned; however, staff confirmed that the demolition can wait until the A/V portion of the
project is approved.
MOTION — Murphy
SECOND — Whitaker
AYES — Alvarez, Whitaker, Smith, Murphy, Nichols
Moved to continue Items 7.1 and 7.2 to April 10, 2018, and direct staff to provide an update
at the March 27, 2018, Adjourned Regular Meeting.
Mayor Smith asked for volunteers to be on the ad hoc committee. Mayor pro tem Murphy
and Councilmember Whitaker both volunteered to be on the committee.
MOTION — Smith
SECOND — Nichols
AYES — Alvarez, Whitaker, Smith, Murphy, Nichols
Moved to appoint Mayor pro tem Murphy and Councilmember Whitaker to the Council
Chamber Remodel project ad hoc committee.
During the remodel, Traffic Commission and Planning Commission meetings will be held
in the Weimer Room. City Council meetings will take place throughout the community
beginning in May. The schedule will be posted on the website.
7.3 An amendment to the Southwest Project Area Design Standards for the purposes of
eliminating content related to the Old Towne Orange Thematic District. Resolution
No. 11071. (R3500.0.6)
A Resolution of the City Council of the City of Orange amending the design standards for
the Southwest Project Area to remove content related to the Old Towne Thematic District.
Community Development Assistant Director Anna Pehoushek presented the staff report.
She noted that this amendment will eliminate the inconsistencies that currently exist
between the two sets of standards.
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