HomeMy WebLinkAbout15 Building Modernization Project
AGENDA ITEM# 15
Page 1 of 4
MEETING DATE: July 7, 2021
To: Board of Directors
FROM: Keith Renshaw P.E., Assistant Electric Operations Manager
SUBJECT: Consideration to Approve a Contract Amendment for Phase
2 Design Services with Jennifer Stoll Architect for the
Building Modernization Project
APPROVED BY______________________________
Joe Horvath P.E., Electric Utility Director/AGM
RECOMMENDATION:
1. Authorize the General Manager to execute an amendment to the existing special
services contract with Jennifer Stoll Architect for Phase 2 design services in the amount
of $87,000, plus a 10% change order allowance, for a total not to exceed contract
amount of $127,600.
2. Provide feedback on the preferred siding option for the Building Modernization Project.
BACKGROUND:
Staff has been planning certain remodel activity for the main office building since the
Enovity Efficiency Report of 2010 as the report identified several areas of deficiency and
recommended improvements. The District’s main office building was designed and built in
the late 1980's with staff occupying the building in 1987.
In the last several years the Board has approved several projects to remodel and improve
the main office building including:
The Information Technology/Accounting area, located on the second story of the building,
was updated to include a data center and expanded area for staffing needs in both
departments;
In 2017, the District embarked on the engineering design and construction of the lobby
and customer service area. This project encompassed newer technologies, integrating
the customer service and conservation departments while keeping the face-to-face
Page 2 of 4
interactions with District customers. This project also updated counters, ingress and
egress, physical security, and facilities to meet Americans with Disabilities Act (ADA) and
safety standards. This project was completed in 2019;
In late 2019, the District completed the upstairs remodel project including staff
workspaces, a remodeled kitchenette, and restroom reconstruction.
In January 2020, the elevator rehabilitation project was completed;
On August 7, 2019 the Board approved a contract with Fringe Studio Incorporated for the
design of the Window Replacement project. This project includes high energy efficient
windows and associated stucco repair and painting. This project has not been
completed to date, as explained in more detail later in this report.
The District also embarked on a project to design solar awnings for the south side of the
main office building. This project was designed to bring multiple benefits including shade
to the south-facing portion of the building which will reduce solar heat gain. In addition,
the District will realize a reduction in net energy usage due to solar energy production.
This project has not been completed to date, as explained in more detail later in this
report.
Each of these projects are geared towards updating District facilities to increase asset
longevity and efficiencies.
During a strategically focused meeting, staff identified the possibility of combining the
window project and the solar awning project to maximize efficiencies and obtain a stronger
competitive bidding result by having a larger project scope. During this meeting, staff also
identified a desire to modernize the frontage of the building. Staff reached out to the
original architect, Dale Cox. Mr. Cox and his colleague Jennifer Stoll, collaborated with a
diverse mix of District staff to analyze the possibility of a building modernization project.
The proposed building modernization project includes facade improvements that would
encompass visual aspects of the solar awning project to the office windows, office exterior
elements that flow with the industrial components of the solar awning, and connect the
exterior signage with the design of the building and interior upgrades.
This proposed project will enhance the visual exterior of the building from a mid-1980's to a
more modern look that would be consistent with adjoining properties along the Donner
Pass Road corridor.
On March 4, 2020, the Board of Directors approved a contract with Jennifer Stoll Architect
for the preliminary design of for the Building Modernization Project. The work resulted in
several preliminary design alternatives labeled Option A, B, and C. Option A includes
completing the window replacement and solar awning projects. However, upon closer
investigation, the stucco on the building is in need of replacement, rather than just paint.
Option B includes all the work in Option A plus stucco replacement. Option C includes all
Page 3 of 4
the work of Option B plus other elements such as a potential gym expansion, an awning
outside of the current employee kitchen space, and a redesigned main entrance.
On January 6, 2021, a workshop was presented for Board input on the three preliminary
design options for the Building Modernization Project. The direction staff received from the
Board was as follows:
1. Proceed with Option C without the indoor gym option;
2. Provide additional metal and/or composite siding options for Board review;
3. Include foam board insulation in the design; and
4. Include replacement or removal of the arched east and west facing windows.
In May of 2021, the District’s architectural consultant fulfilled all of their contractual
obligations by providing the final preliminary design documents (Attachment 1) including
three different siding options for consideration (Attachment 2). Siding Option 1 uses stucco
only on the building exterior. Siding Option 2 utilizes a stucco finish on the first floor of the
building and vertical metal siding with a resin pre-finish for the second story areas. Siding
Option 3 utilizes horizontal metal siding on the first floor exterior and vertical metal siding
for all second story exterior surfaces; both siding options include a resin pre-finish on the
metal siding.
The preliminary design construction cost estimate (Attachment 3) of the Building
Modernization Project is $2.43M and based on mid-2020 industry standards. It is important
to note that labor and material costs have risen in early 2021 and continue to rise due to
material and labor shortages. Rising labor and material costs may affect the final
construction cost amount of the project depending on schedule and timing. Additionally,
construction costs may increase if additional required structural work is revealed during
demolition.
If the Board chooses to proceed with the Building Modernization Project, staff recommends
to proceed by authorizing an amendment for Phase 2 design services to the existing
contract with Jennifer Stoll Architect. The existing approved contract includes a not to
exceed amount of $31,900. Jennifer Stoll Architect has provided staff with a proposal
(Attachment 4) to provide Phase 2 design services for construction documentation,
including structural, mechanical, electrical and plumbing engineering, in the amount of
$87,000.
This item is in support of the following objectives and goals identified by the District:
1.05.020 Objectives:
1. Responsibly serve the public.
6. Manage the District in an effective, efficient and fiscally responsible manner.
1.05.030 Goals:
1.1 Conduct the District’s business in a legal, ethical, open, and transparent manner.
6.1 Utilize modern, cost effective work methods and equipment.
6.2 Provide safe work conditions and procedures that encourage employee growth,
Page 4 of 4
productivity and retention.
FISCAL IMPACT:
For 2021, the Electric Utility is currently forecasted to be on budget or favorable to Budget
in net financial performance. Based on the $1.6 million additional funds available in the
Operating General Fund as of December 31, 2020, if the Board chooses to proceed with
amending the special service contract for Phase 2 design services, the additional funds are
available from the Electric Operating General Fund.
The overall Building Modernization Project has various elements that have been budgeted
for FY 2020 or 2021. The District Solar Awning project was budgeted for $150,000 in FY20;
this scope is included in the Building Modernization Project. The District Upstairs Remodel
Project budgeted for FY20 and FY21 left a surplus of funds of $184,647 for FY20 and
$550,000 for FY21. The remaining work from the Upstairs Remodel Project, window
replacement for the entire main office building, is included in the scope of the Building
Modernization Project. Additionally, a project for an Electric Operation Building that has
been delayed was budgeted for $121,526 in FY20 and $1,222,658 in FY21. Table 1 shows
the FY20/21 budgeted projects and the remaining funds available.
Table 1: FY20/21 Budgeted Projects
Budgeted Spent Remaining FY20/21
Remaining Budgeted Project FY20/21 FY20 FY21 FY20 FY21 FY20 FY21
Upstairs Remodel Project $ 550,000 $ 550,000 $ 365,353
$ -
$ 184,647 $ 550,000 $ 734,647
Solar Awning Project $ - $ 150,000 $ -
$ -
$ -
$ 150,000 $ 150,000
Electric Operations Building $ 121,526 $ 1,222,658 $ -
$ -
$ 121,526 $ 1,222,658 $ 1,344,184
Total Available Funds $ 2,228,831
The Building Modernization Project’s expenditures and funding source(s) will be included in
the Electric Utility’s 10-Year Capital Improvement Plan, the 2022/2023 Budget and
associated 10-Year Financial Master Plan.
ATTACHMENTS:
1. Preliminary Design Documents
2. Project Siding Options
3. Preliminary Design Construction Estimate
4. Proposal for Phase 2 Design Services