28-03 Ordinance RECORD OF ORDINANCES
Dayton Legal Blank, Inc. Form No. 30043
Ordinance No. 28-03 Passed . 20
AN ORDINANCE TO ACCEPT 'THE LOWEST/BEST BID
FOR THE RENOVATION OF THE CITY OF DUBLIN
DEVELOPMENT DEPARTMENT BUILDING AT 5800
SHIER RINGS ROAD, APPROPRIATING FUNDS
THEREFOR, AND DECLARING AN EMERGENCY.
WHEREAS, after advertising, receiving and opening bids for the renovation of the
Development Department Building, 5800 Shier Rings Road, on February 20, 2003,
Council has determined that the bid submitted by Inca Enterprises in the amount of
$227,600 is the lowest and best bid for the project; and
WHEREAS, this project is an approved 2003 Capital Improvement project; and
WHEREAS, it is necessary to amend the annual appropriations ordinance to
provide funding authorization for the project.
NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin,
State of Ohio, elected members concurring:
Section 1. That the bid from Inca Enterprises in the amount of $227,600 for the
renovation of the Development Department be, and hereby is, accepted.
Section 2. That the City Manager and the Director of Finance are hereby
authorized to enter into a contract with Inca Enterprises for the project as listed
above, and as specified within the bid proposal and the City's bid documents on file
in the Department of Development.
Section 3. That there be appropriated from the unappropriated balance in the
Capital Improvements Tax Fund the amount of $250,000 to account 401-0314-780-
2572 for the purpose of completing renovations to the 5800 Building.
Section 4. That this Ordinance is declared to be an emergency measure necessary
for the immediate preservation of the public peace, health, safety or welfare, and
therefore shall be effective upon passage.
Passed this ~ 7~~ day of , 2003.
ayor -Presiding Officer
ATTEST:
-
Clerk of Council
I hereby certify that copies of this
Ordinance/Resolution were posted in the
City of Dublin in accordance with Section
731.25 of the Ohio Revised Code.
e ~ of Council, Dublin, Ohio
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February Z0, 20Qii
Bid Talaulaticn: City of Dublin
Development pepartrtlent Renev~tlons
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Office of the City Manager
5200 Emerald Parkway Dublin, Ohio 4301.7-1006
Phone: 614-410-4400 Fax: 614-410-4490 M e m o
C[TY OF DUBLIN
TO: Members of the Dublin City Council
FROM: Jane S. Brautigam, City Managel~~,5. ~7k V -
cwv~J
DATE: March 3, 2003
INITIATED BY: Bob Price, CBO/Director of Building Standards
RE: Development Department Renovations
SUMMARY:
On Thursday, February 20th' the City opened bids for renovation of the 5800 building. The
renovation will remodel and move Building Standards into space previously occupied by
Grounds and Facilities. Planning will expand into the space currently occupied by Building
Standards. The former Grounds and Facilities lunchroom (upstairs) will be converted to a large
conference room, and the front lobby will be updated. The designer's estimate for the project
was $361,000. Due to the favorable bidding climate, eleven bids were received in a range of
$227,600 to $312,500. Inca Enterprises submitted the low bid.
The project budget is $500,000 in total. In addition to the actual building renovation, it will
also be necessary to move the phone system for the building and install additional computer
cabling. These items were not part of the bid package. Due to the significant savings, some
items will be considered that were originally removed from the project to assure the project
would be under the budget amount. If there is a decision to proceed, these items will be
returned to Council for funding authorization.
RECOMMENDATION:
The staff is recommending adoption of Ordinance 28-03 to accept the bid of Inca Enterprises
for $227,600. The architect has had favorable past experience with this firm. The references
show a history of doing many public projects of less than $500,000.
N:\LA\ORDINANC\2003 Ord\28-03 Ord - 5800 Building Bid Award.doc
Office of the City Manager
5200 Emerald Parkway • Dublin, OH 43017
Phone: 614-410-4400 • Fax: 614-410-4490
CITY OF Di1BLIN
Memo
To: Members of the Dublin City Council
From: Jane S. Brautigam, City Manager~'~w S. ~
,/orw./
Date: March 17, 2003
Re: Council Chambers Remodel
Summary:
At the March 3, 2003 City Council meeting, staff presented several options for the remodeling of the
City Council Chambers. After discussion by Council, staff' agreed to provide additional information
concerning funding options to maximize the positive changes to the space.
Discussion:
As Council will recall, the bids to remodel the 5800 Building were quite favorable. The project had
been budgeted for $500,000 and the low bid for the project was $227,600. With phone and cable
hookups ($30,000 estimate); reimbursement of architectural fees ($55,000) and a contingency ($50,000),
the total cost to construct the remodel, as currently bid, would be $362,600. One of the needed
improvements that was cut from the remodel due to budgetary concerns was a large conference room.
This feature is one which the Department has desperately needed for a long time and it should be added
back into the project. The estimated cost for this addition is $50,000 (based on $30.00 per square foot),
placing the total for the 5800 Building at $412,600, with a total savings of $87,400.
The Council Chambers remodel project as discussed at last week's meeting would total $120,250 after
deleting the glass backdrop. With the savings from the 5800 building ($87,400) and the $50,000
budgeted for the project, the funds available total $137,400, more than enough to complete the project.
Staff would like to hold any amounts remaining from these two projects (approximately $17,000, plus
any unused contingency) for the possible relocation of the city manager's office to the first floor of City
Hall. More information will be forthcoming in future weeks.
Recommendation:
That Council authorize staff to add the large conference room to the 5800 building remodel and to
proceed with remodel plans for the Council Chambers.