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CC 06-03-03CITY OF CUPE INO City Hall 10300 Torr~ Avenue Cupertino, CA 95014-3255 (408) 777-3354 PUBLIC WORKS DEPARTMENT AGENDA ITEM Summary AGENDA DATE June 2~ 2003 SUBJECT AND ISSUE Monthly Status Report - Cupertino Civic Center and Library Project BACKGROUND Phase I Proiect Status The Phase I contract is now substantially complete. The final cost at project close, out is now estimated to be approximately $475,000. The site is now ready for the building contract phase. Phase II Proiect Status - Extension of Bid Opening/Contract Award The Phase II (Buildings and Plaza) bid package was advertised on April 15, 2003 and the bid opening date has been extended (from the original bid opening date of May 22, 2003) to a bid opening on June 10, 2003. The schedule requires that the contract be awarded in June 2003 to maintain the enmplefion date of October of 2004. Presuming acceptable bids, staff would expect to forward the contract award for Council consideration at the regular Council meeting of June 16, 2003. Because of the short turnaround time between bid opening and Council agenda preparation, the Council agenda packet will contain a background memorandum as a "place-holder" for the agenda item. Once the low bidder has been determined and qualified, a supplemental memorandum will be forwarded to the Council with the specifies of a recommendation for the award of the contract. Should the evaluation and qualification of bidders take longer than the time required to submit the recommendations for award at the June 16 meeting, staff will recommend that the Council adjourn the meeting to a subsequent date for consideration of this one item prior to June 30, 2003. printed on Recycled Paper Add Alternates and Value Engfneering As staff has previously advised the Council, if the construction bids are sufficiently low, staff will first recommend that the add altemates, in priority order, ($350,000) be included in the project. Secondly, the priority value engineering reductions ($345,000) noted in last months report may also be recommended for inclusion back into the project as the low bid may allow. The listings of each of these "add-backs" provided to the Council in earlier status reports are attached to this report. Budget Summary Program Budget (Library, Plaza & Commllrlity Hall) (Less) Commun/ty Fund Raising Commitment (2~F&E) $25,500,000 (1,200,000) Balance Project Budget (Approved Aug 2001) $ 24,300,000 Proiect Expenditure Estimates - No Change from the April Report Budget estimates: Arckitectural Consultants - Design Architectural Consultants - Construction Consmacfion Management (CM) Consultants Specialty Consultants (AV, GeoTech, etc.) Temporary Library Phase I Construction Contract Phase 1I Project 2,450,000* 650,000* 900,000 300,000 500,000 475,000 19,025;000'* Total Project Estimate $24,300,000 *The cost of the Architectural services remains at $3,100,000 anticipating the final amendment of $650,000 to the Architects contract for their continued design and architectural review during construction. **As noted previously the Phase II construction project estimate is $16,800,000. . However, there a number of items that are being purchased and installed separately during the course of the contract as well as a constructiOn contingency for unforeseen conditions or unknown changes to the project that may be required during the 16- month construction period to ensure its completion as the scope and design had originally intended. These all add up to the Phase II Project estimate of $19,025,000. Furniture, Fixtures and Equipment (FF&E) At the request of Mayor Chang, the original report from the Library Department on FF&E costs is attached to this report. The Library staff had analyzed the library furniture requirements (using the Libris Design sot~are program developed for that purpose) for the 54,000 square foot facility program in the current approved library design. Essentially these costs break down into three areas: New Furniture needs that could be met with used Furuiture from the old library $ 104,311 New FF&E that must be purchased $ 707,569 New Shelving that must be purchased $. 394,750 Total FF&E $ 1,206,630 This forms the basis of the original $1.2 Million FF&E fundraising target. Although the report is now about 9 months old, there was an escalation contingency allocated to the costs such that they are still considered valid estimates. As noted previously, tiffs approach assumes that the Library Department would be responsible for the acquisition and procurement of these materials. The City would provide minimal design consultation services to ensure that selected FF&E is compatible and complementary to the library architecture and design. The City staff had noted previously that the funding availability for acquisition of the FF&E should be determined in the fall of 2003 (October-November) to ensure sufficient lead time for selection, acquisition, shipping and installation prior to the project · completion date of October 2004. Submitted by: Approved for submission: David W. Knapp City Manager SANTA CLARA COL.qTY LIBRARY 109:5 North Seventh Strut · San Joso, CA 95112 ~ ~.~.5 · (408) 293-2326 · (408} g$7-9826 FAX DATE: September 6, 2002. TO: . Ralph Qualls,.Publio Works Director I und=~'tand that the Council is inmst~ in how tho fumitu~ mst os~r.~t, was d~v¢loped and ~ isin¢lu&~ I am pl=ased to outtl~o tho process for th~k information. Original LizI of 2~eed~d Furniture The original h2mry design program was writtm by David Smith, a library deign consultant, in 1998 and accvpted by th~ City Council in 1999. That document outlined' all tho furn~hi-~ and fixtures tl~ would I~ ne~led in th~ n~w library. Copies of tho original program were givem to the Council when it was crated .~d are ava/labl¢ from the l. alx~ry on reclu~ o~i~-~,l program docum~ but otherwis~ all the f~tur~ ~ como f~om that Cost Estimatez for the Furniture In 2001, th~ California 8ta~ Library rele. ased a computrr program called ~Libris Design~ which was created to h~lp public h'brari=s in tho Stat, c~ate h'brary design programs_ Part ofth~ program w~ s cardully r~scerch~ price list of all known typ~ of library furnitu~. · Libris Design Offvrs throe cost ¢~m~te options: low, mo&t-ac, and high. Richard Hall, tl~ author of the Libri~ De.s/gn program; rocomrne~cls using the 'modesty' cost o~r~ male. ss ~he project is known to have insurmountable t~.~rl~.g problems or s~o~it%ant sourc~ of fumitur~ funding. At the i~l,_._~st of the City staff; the IJbm-y used the cost ~t~s of Libris Design to devdop areasonablebudgot for th, approved fumitur*. Thhlistis attachocL Prices ~ are based on tho 'moa..era~' solection of price. Saratoga Library Er~riena~ As you may know, the City of garatoga is building a new L/bray which ~ b~ complY;cd in the Spr~- The new ~aratoga La'brary has ordcrcd or r~¢fv~l bids on ail of If the price or bid for any pi~e of i~rm~mrc diffcr~l from thc Libr~ Design estimates, wc mot~fi~l the Cupcr~o fumitu~ cost ~ to m~h th~ known costs of th= Saratoga ftnmitta~. Th{s.wa~ n~w. cssary only ~n a few cases, as thc Libri~ Deign costs hay= As ILntcd on thc attached.ck't~ she~ th~ incremental cos'ts for fr~i~t, shipping and sal~s mx hav= boca included for the C'upc'dao fumimrc. Potential Co~t Sm, in, for FurnJna'e Thc Ia'br~ has idcnf~ficd ~xi~.g f-a~tur~ which could b= r~-us~t in thc new Library. All fumitm~ currently in r~aso-~hl¢ condition is ILstr. d separately on the dcudl sh~ct as items that may not ~ to bc r~plac~L Should fundrak~g effor~ not mcct thcir cntir~ goal, this ~ould b~ a ~ to redu~ th~ mount ne~suary to opm th~ near h'brary. ~ar will have impaaed ltz appemrance of our existing fumiV, u~. The Library staffwel~om~s th~ Coundl's suggestions or ideas on th~ f-umlh~ p~u._ We b~li~ve tl~ -~-hed listiag is a r~asonable astima~ of ~osts for th~ idmtifi~ h3rar/ Tc~l Stacldng thai' Total' stand Total Eb~ unio worksL sit-down Elco'aortic work~ stand-up Total Electronic workst. instructor Lounge chair Total Total Sofa Total 1-piam table " Total 2-piam table Total . ,Children's chairs '":' (Adult size) Total Story Room Adult Ref. Child. Area Adult Ref. Bus. Ret'. CWA Med',= Mag~,zine Young AduR Adult Ref. - Intsmational Browsing Adult General Media Ins'a'. Ama Children's size Intamalbnal Browsing Adult General Young Adult CWA Parent comer . 2-pia=e Childr. CWA Adult General Magazines Chlldan's Ama Adult 2..piace tables Group study Cupertino Ubrary Furniture and Shelving Items 4 2 $ 4O 4O 1 28 14 4 1 4 81 6 2 4 10 2 25 185 185 1 1 6 2 6 2 2 38 2 2 4 25 2O 53 5 27 10 24 Ba~e Cost incl. COSt Tmc, Freight Each im~tallation 450 ~8 ~0 ~ 178 225 735 1080 1080 1080 1080 1080 1080 1080 34O 34O 340 34O 33O 1080 1000 100O 1000 100O 1000 1000 100O 1755 760 76O 760 760 950 960 ~20 320 1354 1284 1354 1354 1364 1354 1364 429 429 429 429 429 417 1364 1262 1262 1262 1262 1262 1262 1262 2215 969 969 969 969 1212 1212 402 4O2 15% Furniture Contingency I Total Type Cost Tot:id I 653 2813 653 1 $3,919 259 10350 $10,3,50 9~ $9~2 15~9 21960 1~9 12,~9 1 ,~9 6274 1 ~$9 1 1569 12~9 $105,096 493 987 493 1973 496 4934 493 967 $11,840 4BO 88717 $88,717 156g l~g $1,5~9 1451 5708 1451 2903 1451 23221 1451 8708 1451 8708 1451 2903 1451 2903 2548 5097 $5,097 1103 4411 .1103 27571 1103 4411 1103 22057 $58,451 1394 6969 1394 36239 $43,208 462 11095 $15,718 9/~/02 1 " Item Children's chaim 4-p~ac~ table Book truck Depre~slble return bins File cabhets EiecL Workstations Dishwasher . Task ahair Guest Chaim Total Ama of Ilbml7 Mid-size ohJldr. Pre,,~:~'~31 Mid--s~ ch~dr. · A size ~hlldr. Child. Group Preschocd Intamat~nal. Adult General · Magaz~es Young Adult · Group Study Total Total Total To~al Total Cupe~no Ubrary Furniture and Shelving Total Total Total Total Total # Ba~e Cost in=L of cost Tax, Freight Item~ Eaoh l~--{allati~n 24 230 290 334 16 198 250 288 6 1190 1502 1727 2 1290 1628 1872 $ 1290 . 1628 1872 4 1190 1502 1727 1 1290 .1625 1872 B 12~0 1628 1872 1 1290 1 628 1872 1 1290 1 628 1872 6 1290 1 ~ 1872 35 40 210 250 288 Ream Ama 5 6{~0 830 Circ. Dank 4 560 830 12 Chlld. Workrm 2 1610 1610 b-'taft Copier 3 475 475 Adult workrm 2 475 475 5 Staff Break Rm 4 1200 1200 4. Circ~ Woda'm 11 2504 2504 Circ. Supv. 1 3967 3967 Child. Wrkrm 6 2873 2873 Child. Pgm. Ln 1 39~7 3967 Corn. Lib. b-'Dy. 1 7500 7500 A Pgm I.ibn 1 3967 3967 Adult Wrkrm 12 2873 2873 Dern~y Ama 1 2504 2504 955 955 1852 1380 2BBO 4562 3304 4562 8625 4562 33O4 2BB0 b-'taft Break 1 BO0 800 920 Staff Break P,m 1 350 350 403 .~ssigned 15. 583 583 670 General 28 456 456 524 Clt~ Supv. 2 203 208 239 Child. Pgm. I.~ 2 208 208 239 Com. Mb. b"pv. 2 208 208 239 Adult Pgm. Ln 2 208 208 239 B Total Co~t 3004 4630 10354 3744 11233 6909 1872 14978 · 1872 1872 11233 11500 5'727 3818 3703 1639 1093 5520 31676 4562 19824 4562 5625 4562 39647 2880 92O 4~3 10O57 146~3 478 47B 478 478 Type Total $12,S04 $92,400 $11,500 $9,545 ~S,434 $5,520 $118,337 . $BO0 $350 $24,740 $1,914 9/~/02 2 Cupe~no Ubrary FumRure and Shelving Worktable/ Circ. Workn'n 3 2 cha~ Child. Wd~rm 1 4x4' Circ. Workrm 1 Child. Wrknn 1 · Adult Wda'm 1 Total 7 Sofa Staff Break Rm 1 Total Lounga cha'a' Staff Break Rm 2 .'rot3d 2 Supply/storage Child. Wrkrm 1 cabinet Comm. lb. Spy. 1 Staff Copier 2 Adult Wrkrm 1 Total 5 Lockers Staff Braak Rm BO Total Outdoor ~ole ~:aff Patio 1 & chairs/umbrella · Total 1 ':~ .~ :~ubl~al Fumltum that Mu~ be Purchased Ea=h 1500 1500 5OO 5OO 5OO 1500 750 BOO 8O0 800 800 50 20O0 Cost incL Tm~, Freight Installeti~n · 1500 1500 SOO 500 500 1500 750 800 808 808 5O Total Type Cost Total 1725' 5175 1725 .1725 575 575 575 575 575 575 $8,825 1725 1725 $1,725 853 1725 $1,725 920 r~20 g20 g20 920 1840 920 920 $4,500 58 3450 $3,450 2300 2300 $2,300 $7OT,SSe Could I~use Folding Table Pocfium wK~ght & mia~Pho~e Ao¥ cart Chair dolly Seff-.ch~:~; unit Desktop data Diclionary stand Book trucks Ail Map file cabin~ All Vending Mac~' Staff Break Rm Book case Corn. lb. ~pv. Confamnce Table Staff Conf. P,m Conference Chalm Staff Conf. Rm Ta~k Chaim All '~.~" :Afia~ Stand Adult Ref. · ' Index Table Adult Ref. Supphj cabinet All Story Room 8 Story Room 35O 1 574 St~j Room 1 265 ~ Room 3 215 Circ. Ama 2 23000 In,~'. Ama 1 1 55 7 23 2 2 1 1 15 7 1 1 3 5000 753 210 475 2000 2500 208 456 753 2380 800 350 403 3220 724 833 833 334 354 384 271 312 g35 · 23000 2&450 52900 5000 8750 8750 BM 982 982 B0 ~B 15813 4~ 546 3824 2000 2300 4800 2500 2875 2875 208 239 3827 458 524 3671 854 982 982 3004 3455 3455 BOO 920 2760 3 Subte~l GRAND TOTAL Item Shelving Ul:~aty C~uld Reu~e 90"h DF 90"h SF 66"h DF 66"h SF 45"h DF 45"h SF A Fr-~'~e Area of 162 22 54 17 38 13 24 Shelving which Must be Purchased 90"h DF 90"h SF 72"h SF 66"h DF ~6"h SF 45"h DF 45"h SF Indust3'ial Equipment Rack A Frame Total All A~ Circ Desk NI Ail Ail A~ NI A~ Cupertino Library Furniture and Shelving # Base Cost Incl. of cost Tax; Freight Items Each Ir~tallation Total Cost 440 5 40 g0 1 48 12 21 1 575 350 350 620 325 500 250 275 3OO 800 253000 1750 14000 55800 325 24000 30OO 5775 3O0 3OB00 $106,810 $814.378 Type $394,750 $¶,2OO,128 9/~02 4