HomeMy WebLinkAboutCity Council Meeting 01/10/2012 Agenda Item 9-Capital Improvement Project: City Hall & Cultural Center LAKE (4-74
LSINO E
DREAM EXTREME,.
REPORT TO CITY COUNCIL
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: ROBERT A. BRADY
CITY MANAGER
DATE: JANUARY 10, 2012
SUBJECT: CAPITAL IMPROVEMENT PROJECT: CITY HALL AND CULTURAL
CENTER SEISMIC RETROFIT PROJECT
Background
In August, 2008 the City of Lake Elsinore applied for the Hazard Mitigation Grant
Program (DR -1731) which was funded by the Federal Emergency Management Agency
(FEMA) and implemented by the California Emergency Management Agency
(CALEMA), formerly the California Office of Emergency Services (OES). The program
was approved as a result of the 2007 Southern California fires and the funding is based
on a seventy -five to twenty -five percent ratio, with the federal share not to exceed
seventy -five percent (75 %) of the total activity costs.
On November 14, 2008 and in conjunction with the Hazard Mitigation Grant, staff
submitted an application to FEMA and CALEMA for the seismic retrofitting of City Hall
(the southern portion of the building) and the Cultural Center. The total award of the
grant was approximately 1,100,981, with $825,735.75 coming from FEMA and
$275,245.25 coming from the City of Lake Elsinore.
In early 2009, CALEMA notified the City that tentative approval had been awarded by
FEMA; however, no funds would be dispersed until the necessary historical studies had
been completed.
On December 3, 2009 FEMA representatives conducted inspections on City Hall as well
as the Cultural Center.
On September 20, 2010, FEMA notified staff that as a result of the "field study" that took
place on December 3, 2009, additional information would be required so that a
determination regarding historical findings could be determined. After staff received the
additional items from FEMA, it was identified that structural drawings of City Hall and
the Cultural Center would be needed.
AGENDA ITEM NO. 9
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City Hall and Cultural Center Seismic Retrofit
January 10, 2012
Page 2
On April 12, 2011 the City Council authorized a contract for Risha Engineering to create
the engineering drawing of both buildings. In addition to being able to provide FEMA
with the requested information, the drawings also allowed the City to determine an
actual cost of retrofitting both buildings; to determine if the cost was more than what
was originally budgeted in 2008.
In October, 2011, staff had a conference call with FEMA as well as CALEMA. Staff was
notified that they had received the drawings and just needed a few more photos of the
Cultural Center; then they could complete their analysis. FEMA notified staff that they
would like to get the findings completed and have the grant funded by early 2012.
Discussion
On April 12, 2011, the City Council approved a Professional Services Agreement with
Risha Engineering Design Services. The scope of work for the seismic retrofit included
professional engineering and architectural consultant services related to the seismic up-
grade of the facilities and also provide an existing architectural floor and structural
plans. In order to commence work as close as possible to FEMA's funding
disbursement, staff is bringing the authorization to fund the City Hall /Cultural Center
Seismic Retro -fit project before the City Council. The City Hall Lease space seismic up
grade is not included in the proposed seismic up grade project.
Estimated Project Schedule:
Advertise January 30 thru February 29, 2012
City Council Award March 14, 2012
Notice To Proceed April 2, 2012
Construction Completion Date December 2012
Notice of Completion January 2013
Fiscal Impact
The project budget is $1,105,735.75 and the funding source is through a FEMA Grant
and RDA Funds. Staff is requesting approval to fund the project short fall from the
unencumbered City Hall /Public Works Developer Impact Fee (DIF) Fund # 116.
Fund #108 Dr -1731 HMPG $ 825,735.75
Fund #910( RDA) $ 280,000.00
Total $1,105,735.75
The following are the expenditures to date:
Miscellaneous Other Expenses $ 289.00
Goettel & Associates $ 16,750.00
Risha Engineering $ 105,255.00
Design Change Order 1 $ 10,900.00
Contract Administration $ 14,509.00
Total Expensed to Date $147,703.00
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City Hall and Cultural Center Seismic Retrofit
January 10, 2012
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Budget Remainder $ 958,032.75
Estimated Construction Cost:
City Hall Seismic Up Grade $ 278,100.00
Fire Sprinkler System City Hall $ 125,000.00
Cultural Center Seismic Up Grade $ 810,600.00
Fire Sprinkler System Cultural Center $ 200,000.00
Miscellaneous (Rental Meeting Room Moving /Storage) $ 101,800.00
Estimated Costs $ 1,515,500.00
Budget shortfall $ 557,467.25
Recommendation
1. Increase the City Hall and Cultural Center Seismic Retrofit project $558,000.00
from the unencumbered City Hall /Public Works DIF Fund # 116
Prepared by: Justin Carlson'
RDA Agency ArMalyst
Approved by: Ken A. Seumalo
Director of Public Works
Approved by: Robert A. Brady, / if
City Manager I1`
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