SPECIAL CALLED COUNCIL MEETING
CITY COUNCIL OF THE CITY OF ABILENE, TEXAS
CITY COUNCIL CHAMBERS
CITY HALL
The City Council of the City of Abilene, Texas, met for a Special Called Council Meeting on August 28, 2002 at 2:30 p.m. in the City Council Chambers of City Hall. Mayor Grady Barr was present and presiding with Councilmen Norm Archibald, Kris Southward, Anthony Williams, John Hill, Jimmy McNeil, and Councilwoman Kay Alexander. Also present were City Manager Larry Gilley, Assistant City Manager Michael Morrison, City Attorney Sharon Hicks, Acting City Secretary Debbie Hurley, and various members of City staff.
Councilman
Kris Southward gave the invocation.
Pledge of Allegiance was led by Mayor Barr.
Mayor Barr announced the purpose of today’s meeting is for discussion and possible action concerning Award of Bids for Renovation of City Hall and Cypress Plaza.
Assistant City Manager Michael Morrison gave a history of the space allocation issues at City Hall and the proposed renovation of City Hall and Cypress Plaza project. Various items regarding the renovation of City Hall and Cypress Plaza have come before Council several times each year since 1998. The goal of this project has always been to achieve the best use of space at the lowest cost. Following the 1998 Bond Election, Council authorized and accepted from Tittle Luther a space allocation study for City Hall and Cypress Plaza. In March 2001, Council authorized CADCO to develop plans, specifications, and construction estimates for the renovation project. In January 2002 Council was briefed on the estimated construction costs and directed CADCO to develop final plans and specifications. Subsequently, bids for both the Cypress Plaza and City Hall projects were solicited during the spring 2002. The bids can be approved by oral resolution. The City Council has several alternates to consider, and staff is recommending a combination of items for the City Hall portion that makes Rose Construction the apparent low bidder. Should Council opt out of certain elements of the renovation, John Crowe may be the low bidder. Jeff Luther is the apparent low bidder for Cypress Plaza.
Based on staff’s recommendation of the alternates, staff is recommending Council award the bid to Luther Construction for the renovation of Cypress Plaza. The bid includes renovation of the interior of the building to provide office space for the Water Billing Office and Housing Authority as well as an energy management package:
$425,000
+ 47,000 asbestos
+ 25,000
contingency
$497,000 sub total
and award the bid to Rose Construction for renovation of City Hall which includes the renovation of the basement to house Information Technology and the EOC; reconfiguration of the first floor to accommodate Municipal Court expansion and Development Services Center creation; reconfiguration of offices on the second floor, and moving of various walls throughout. The bid also includes new lighting, chiller pumps, and heating, ventilation, and air conditioning ductwork. Replacement of the boiler is no longer being recommended due to the current boiler having been overhauled within the past year and not seeing a sufficient payback to justify replacement of that boiler with a more energy efficient boiler.
$1,911,400
- 78,200 original replacement of boiler cost
$1,833,200 Revised
+ 63,273 asbestos abatement in the basement
+100,000 est. asbestos floors 1 and 2
+100,000 contingency
$2,096,473 subtotal
Again, staff’s recommendation is that Council award by oral resolution the following bids:
· To Luther Construction: $425,000.00 for Base Bid, Alternate #1, and Alternate #2 to renovate Cypress Plaza.
Base Bid ($311,000) includes renovating interior of the building to provide office space for use by the Water Billing Office and exterior sidewalks.
Alternate #1 ($99,000) will renovate the interior of the building to provide office space for the Housing Authority.
Alternate #2 ($15,000) will provide an energy management system for the HVAC system.
· To Rose Builders: $1,833,200.00 for Base Bid and Alternates #1, #3, and #6 to renovate City Hall.
Base Bid ($827,400) includes renovating the basement to include a new Emergency Operations Center and offices for Information Technology and Maintenance Services. This includes removing all jail cells.
Alternate #1 ($636,000) will renovate the first floor for the Development Services Center, expand Municipal Court, and reconfigure Human Resources. This will include new HVAC and lighting for the first floor.
Alternate #3 ($340,800) includes everything in Alt #2 (moving various walls on the second floor to change the office configuration for Legal, City Administration, and Water Administration and to provide space for Economic Development. This will also include paint and carpet for second floor) plus new HVAC and lighting for second floor.
Alternate #6 ($29,000) will replace chiller pumps and plumbing on the interior of the building to decrease maintenance and increase efficiency of the new chiller.
Mr. Morrison stated the amounts for both projects do not include asbestos abatement or contingencies but if approved Council’s motion needs to include the asbestos abatement and contingency costs for a grand total of $2,593,473.00.
Steve Ellinger of CADCO presented the proposed project, stating the project is beginning under the budget which was presented in January. Mr. Ellinger showed transparencies of the two buildings with the recommended design and layout of office space.
Council and staff discussion included: 1) second floor at Cypress Plaza not being for general public use; 2) air conditioning for the entire basement with additional specialty air conditioning being required in the EOC; 3) the order of the phases of renovation and relocation of employees; 4) access to restrooms for Municipal Court; 5) needs in the areas of being overcrowded, location of Economic Development and Information Technology Departments, an additional Municipal Court, and planning/permits being issued from one location; 6) timing concerns/postponing the project until spring after the City Manager presents his staffing recommendations and/or changes to City Hall; 7) concerns with not seeing a budget of the “other” costs associated with the project (i.e., furniture, equipment, computers, etc.); 8) in looking at total cost of projects issues may be better suited for voters to decide at a bond election.
City Manager Larry Gilley stated his support of the project due to: essential services that need to continue, making the facility more functional; the July 6 flood having revealed numerous deficiencies in the current EOC which will be corrected with the proposed design; and the development center being a good concept.
Further Council and staff discussion included: 1) difference in cost of projects now versus later; 2) the project not being just cosmetic but striving for more efficiency; 3) increasingly tight quarters for employees; 4) good plan, realigns the functional areas; 5) the cost, and timing issues coming immediately after a tax increase; 6) city hall employees willing to be temporarily displaced since they are now having to meet with customers in the hallways in some cases, current layout of court not affording proper security for employees; 7) concerns that citizens would not appreciate conducting private business in open areas; 8) areas of the ACE report addressing the Development Services Center and Economic Development; 9) renovation is needed, but more input from citizens is also needed; 10) Certificates of Obligation is a positive program but doesn’t allow for citizen input; 11) proposal is a service oriented plan, especially development service center, building reflects services; 12) funding is from several sources, and voters have elected council to oversee city funds ; 13) EOC must be multi purposed with emergency needs being a priority; 14) setting the stage for permanent improvement – good use of funds for a 1960s building; and 15) Council’s responsibility to citizens to make good decisions in the use of City funds.
Councilwoman Alexander made a motion to approve by oral resolution the Award of Bids for Renovation of City Hall to Rose Builders, Inc. and Cypress Plaza to Jeff Luther Construction, including the recommended funding to be borrowed from the general fund with the intent of issuing future Certificates of Obligation to repay the general fund, and approval of costs for asbestos abatement, contingencies, and alternates for a grand total of $2,593,473.00 as recommended by staff. Councilman McNeil seconded the motion and the motion carried.
AYES: Councilmen Archibald, McNeil, Councilwoman
Alexander, and Mayor Barr.
NAYS:
Councilmen Southward, Williams, and Hill.
There
being no further business, the meeting was adjourned at 3:35 p.m.
______________________________ ______________________________
Debbie Hurley Grady Barr
Acting City Secretary Mayor