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HomeMy WebLinkAboutAgenda Bill 2.D 03/03/20034 MAR 0 3 2003 a P CITY OF PETALUMA, CALIFORNIA AGENDA BILL Agenda Title: Meeting Date: " esolution Accepting the Completion of the Animal Shelter enbvation Project No. 9009. This Project Included March 3, 2003 Renovation of Existing Structure, Expansion of Animal Care, Adoption, Public and Office Areas, Expansion of Isolation, Animal Holding Areas and Other Improvements as Required by State Law. Final Project Cost: $1,379,434.00. Funding Sources: $146,000 Private Contributions; $1,166,000 Community Facilities Fund. ( Skladzien) Department Director Contact Person Phone Number Public Facilities & Rick Skladzien Ri Skladzien 778 -4303 Services Cost of Proposal $1,379 Account. Number Amount Budgeted: 9009 $1,166,000 Community Facilities Fund Name. of Fund Community $ 146,000 Private Contributions 'Facilities & Private Contributions $1,312,000 Total Budget Amount FY 02 -03 Attachments to Agenda Packet Item 1. Petaluma Animal Shelter Project 9009, Total Cost (Attachment 1) 2. Animal Shelter FY 02 -03 Budgeted Project Costs (Attachment 2) 3. Budget and Location Map (Attachment 3) 4. Resolution accepting the completion of the project. ummary Statement: On June, 2000, the City Council authorized the completion of the Animal Shelter xpansion plans, and directed staff to put .plans out to bid. At the same time, Council communicated their expectations that the community share in the cost of the project through donations. The Finance Department established a separate account to receive and track these donations, which are tax deductible. The project involved, demolition of some of the existing 50- year -old structure and renovation of the remaining portion, including various infrastructure improvements. Additional kennel space and much needed isolation areas (as required by State law) were included. The office, which was housed in a modular unit, was also replaced by a permanent structure. GCCI, Inc., of Santa Rosa, was the prime construction contractor for the Animal Shelter Renovation/Expansion Project. The remodel project has been completed for a final cost of $1 which included design, construction, inspection and.administration. The approved budget for this project was $1,312,000.00. The project came in $67,434:00 over'budget. „ Council Priority .THIS AGENDA ITEM IS CONSIDERED TO BE PART. OF OR NECESSARY TO, ONE OR MORE OF THE 1999 -2000 PRIORITIES ESTABLISHED BY THE CITY COUNCIL ON JULY 21, 2001. P1uoiuTY(s):,,N /A Recommended Cfty Council Action /Suggested 'Motion Adopt the resolution accepting the completion of the Animal Shelter Renovation/Expansion Project. Reviewed by Finance` hrec"tor: R iewed torne : A ` roved bv Manager- Date: T�tda 's Date,- Revision # and Date File Co 2/07/03 Revised: CITY OF PETALUMA, CALIFORNIA MARCH 3, 2003 AGENDA REPORT FOR A mAL SHELTER RENOVATION /EXPANSION PROJECT 1. EXECUTIVE SUMMARY: On June, 2000, the City Council authorized the completion of the Animal Shelter Expansion plans, and directed staff to. put plans out to bid. At the same time, Council communicated their expectations that the community share in the cost of the project through donations. The Finance Department established a separate account to receive and track these donations, which are tax deductible. The project involved demolition of some of the existing 50- year -old structure and renovation of the remaining portion, including various infrastructure improvements. Additional kennel space and much needed isolation. areas (as required by State law), were :included. The office, which was housed in a modular unit, was also replaced by a permanent structure. GCCI, Inc., of Santa Rosa, was the prime construction contractor for the Animal Shelter Renovation/Expansion Project. The remodel project has been completed for a final cost of $1379,434.00, which included design, construction, inspection and administration. The approved budget for this project was $1,312,000. • The project came in $64,434.00 over budget. 2. BACKGROUND: This will be the final acceptance of the Animal Shelter Renovation/Expansion project, which began three years ago in the fall of 1 The present Shelter was built when Petaluma's population was only 15,000. It had become too small: there was.no place to isolate sick animals or animals on rabies quarantine; food was prepared and litter boxes cleaned in the same sink; the animal care areas were out of compliance with State law; and there was no place to meet with members of the public interested in viewing and adopting a pet. In February of 1999, the City sent out RFP's to architects for the :development of plans and contract documents for the shelter renovation. Linda Good & Associates -was awarded the contract. On June 5, 2000, the City Council authorized the completion of the Animal. Shelter renovation/expansion plans and advertising for construction bids. At the same time, the Council communicated their expectations that the community share in the cost of the project by contributing $146 ; 000. `The Animal Services staff immediately solicited individuals to organize and serve on the Animal Shelter Fund Development Committee.. The Fund Development Committee held a news conference and tour of the Animal Shelter, and to "kick off " the fund raising campaign, sent a newsletter- to 16,000 Petaluma households, which generated approximately $35,000. Corporations, businesses, community organizations and youth groups were contacted, and also contributed. The Second Annual Evening for the Animals, sponsored by Our Best Friends, brought in close to $10,000. A group of neighborhood children put on a backyard play and a Brownie troop organized a bake sale to raise funds for the shelter. 2 To track these funds, the Finance Department established a separate interest- bearing account for these tax- deductible donations. On January 30, 2003, the Renovation Fund total was $151,702. 3. ALTERNATIVES • None 4. FINANCIAL IMPACTS:' The budgeted cost, including construction, project management, administration, testing and project contingency $1,379,434.00 CONCLUSION At its June 5 2000 meeting the Council voiced their. desire to see the Petaluma community become involved in contributing financially to the Shelter's renovation. The response has`been overwhelming and ,gratifying, and indicates that;our citizens seethe Animal Shelter renovation as a critical need. Having taken over the responsibility of caring for Petaluma's homeless, stray and abandoned animals, as well as the education of our community regarding humane animal care; the City has provided, adequate facilities to enable staff and volunteers to safely accomplish their, duties while providing safe, comfortable facilities to hold the animals while under City care. C. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR COMPLETION: The Council will accept the project as completed and authorize final payment in the; amount of $1;379,434.00 for the remodel /expansion of the Animal Shelter. 7. RECOMMENDATION Adopt'the resolution accepting completion of the project as completed and approve final payment in the amount' of . $1,379,434.00. s /pf &s /animal secs /ceagendas • PETAL,UMA.ANIMAL SHELTER PROJECT' NO. 9009 • ATTACHMENT 1 • V14583 DIGITECH V975 Sonoma County Clerk V1 1929 Lieb & Miller V9680 Equinox Design V11605 Office Depot V8673 Pisenti & Brinker V6937 Nancee Tavares V8908 Miller Pacific V18622 Harris & Associates V19771 GCCI, Inc. V17373 GPI Environmental V17789 Roto- Rooter Plumbers V12871 Line Locators V14928 Mobile Modular Management Corp. V15380 Knox Company V9247 Labor Ready Southwest V18957 Brenda Rose V20268 Machado Custom Tile V20280 Laundry Guy V164.75 Jacobson Fence Co. V8923 PG &E V19441 Architectural Plastics V02648 UPS V13460 Carlson Testing 412 GF OVERHEAD 2,096.80 35.00 207.50 53,411.26 96.61 50.00 604.91 4,633.50 71,476.25 1,177,405.32 462.50 468.75 150.00 1,485.00 259.18 149.50 1,934.34 1,200.00 222.00 1,400.00 31,248.27 977.81 38.50 104.00 29,367.00 TOTAL COST $ 1,379,434.00 3 -12 -03 S:\C1P (Capital Improvement P.roject) Folder \9009 -2001 Animal Shelter Expansion Folder \Agenda Fold er\final. costs. doc ATTACHMENT Animal Shelter Expansion USES (dollars in $000). 7105 General Fund 'Ove_ rheed 7106 Administration 7107 PlanninglEmAronmental 7108 Design `7109 Legal Counsel 7110 Land Acquisition 7117 Construction Management 7112 Consiruction 7113 Community Outreach 7114 Contingency TOTAL SOURCES,(dollars in,$000) Community Facilities Fees Donations TOTAL ' 90Q9 Prior Es Years 01:02 02-03 03-04 04-05 05-06 .06 -07 Total $ $ $ 52 $ - $ - $ - $ - $ $ 60 28 8 10 - _ _ _ - 82 10 - - 939 50 _ - 92 - - - - 989 - 120 - - - 120 $ .36 .$ 1,201 $ 75 $ $ Prior Est, Years 01.02 02.03 03.04 04-05 05.06 0647 Total $ 36 $ 1,Q55 $ 75 $ 1,166. 146 $ ' 36 $ '1,201 ' $ 75 $: $ , $ 1.312 FUTURE MAINTENANCE OPCAPITAL IMPROVEMEt4 PROJECT This project will require ongoing maintenance, `which will require future .allocatib, ^s from the General Fund. Therefore, due to the demands on General Fund resources the future maintenance of this project will be difficult. No resource has been identified for ongoing rnaihtenance of this project. CALCrULAT100 OF FUTURE' SAVINGS This project will result in future savings as a result of ongoing maintenance_ that is required' for the existing''building. The amount of these savings cannot be quantified at this time. I' t I; ATTACHMENT 3 Project Title: Anima! -Shelter Expansion Project #: 90U9 This project will address the need to enlarge /update the shelter for staffing and animal needs. Construction. started in October,2001, and is scheduled to be complete by the end of June 2002. City Council acceptance: September 2002. V� .. r \\ m O ANIMAL SHELTER PROJECT . r� -- - ^ � LOCATION McKRAP ;, CHANNEL ,• P ��` /yr: ir Q � � \f,�� �F, • y t �5(RE£' SE DND �� ' � �• -.. .cr / •.J. •:.. n NARD i rwsolution No. N.C.S. of the City of Petaluma, Califomia RESOLUTION ACCEPTING THE COMPLETION OF THE ANIMAL SHELTER RENOVATIONIEXPANSION PROJECT NO. 9009 WHEREAS, the City Council awarded the contract for the Animal Shelter Reilovation/Expansion Project No. 9009 to GCCI, Inc., Box 11039, Santa Rosa, CA 95406; and, WHEREAS, GCCI, Inc. has completed all the work to the .satisfaction of the Director of Public Facilities & Services. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma, California that the project is hereby accepted. BE IT FURTHER RESOLVED that the City Cleric is hereby authorized to sign the Notice of Completion and file same with Sonoma County Recorder, and that the F111ance Department is hereby authorized to release the ten percent (10 %) retention to GCCI, Inc. within thirty -five (35) days after the recordation of the Notice of Completion, provided no liens or stop notices have been filed against the project. Under the power and authority , conferred upon this Council by the Charter of said City. REFERENCE: 1 hereby certify the foregoing Resolution was introduced and adopted by the Approved as to Council of the City of Petaluma at a (Regular) (Adjourned) (Special) meeting form onthe .......................... day of ........................ ............................... 20......, by the following vote: ........ ............................... City Attorney AYES: NOES: 9 13SENT: ATTEST: ................................................................... ............................... ............................................. ............................... City Clerk Mayor Council File .... ............................... Res. No . .......................... :.......N.C.S.