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HomeMy WebLinkAbout06/09/2004 Meeting Minutes June 9, 2004 Town of Los Altos Hills City Council and Planning Commission Special Meeting New Town Hall Committee Meeting Wednesday, June 9, 2004 6:30 pm Multi-Purpose Room, Bullis School 25890 Fremont Road, Los Altos Hills 1. CALL TO ORDER ROLL CALL, AND PLEDGE OF ALLEGIANCE Councilmember Kerr called the Special Meeting of the City Council and Planning Commission to order at 6:35 p.m. in the Multi-Purpose Room, Bullis School. Present: Mayor Pro Tem Mike O'Malley, Councilmember Breene Kerr, Councilmember Dean Warshawsky, Planning Commissioners Bill Kerns and Jean Mordo and Committee Members John Radford, Vicki Oldberg, and Al Whaley Absent: Planning Commissioner Carl Cottrell, Committee Member Jim • Downey Staff: City Manager Maureen Cassingham, Administrative Services Director Sarah Joiner, City Clerk Karen Jost Guests: TBI Construction Management Duxbury Architects 2. APPROVAL OF MEETING MINUTES—May 12, 2004 MOTION SECONDED AND CARRIED: Moved by Whaley, seconded by O'Malley and passed unanimously to approve the minutes as presented. 3. NEW BUSINESS 3.1 Discussion of Construction Bid Results and Recommendation of Award of Contracts for the New Town Hall Project- TBI, Construction Management Tony Mirenda, TBI Construction Management, distributed a spreadsheet outlining the June 8, 2004 project bid results. Mirenda explained that the bid results had been higher than expected in some bid divisions and some bids had been deemed non-responsive. He noted that there are many factors that have influenced this surge in costs including: a rise in material costs due to the improving economy, increased -global demand for building products and shortages created by the war in Iraq. Mirenda added that labor costs are Special City Council and Planning Commission Meeting Minutes June 9,2004 also also beingdriven u b workman's compensation issues and bond and insurance P Y p • costs. Mirenda explained that at this time, they are recommending that the Committee consider recommending to Council that all bid divisions be re-bid except for Hazardous Abatement and Demolition. Mirenda noted that both of these bids came in under budget and TBI is recommending that the Committee forward a recommendation to award these contracts to Council. Mirenda described the cost saving options that are being considered by the Architect and TBI for the re-bid process. They include: reviewing and redefining the scope for target packages where revisions would be feasible; reviewing alternate pricing and value engineering of the scope of work; examining the use of different materials for siding for the new Town Hall; and revisiting the use of concrete for the donor wall. The Committee thanked Mirenda for his presentation and for his efforts to keep costs in line with the proposed project budget. The Committee discussed the decision to move forward with the new Town Hall and concurred that this was the most opportune time for thetYject concluding that the old facility is invested with termites and needs p replacement; the Goldman designed building was estimated several years ago to cost approximately 5.5 million dollars or more; the scope of the project has not been changed and it is likely that costs will escalate over the next few years. Mayor Pro Tem O'Malley noted that the increase in the costs for the new Town Hall are being driven by the market not by any expensive changes or additions to the originally approved plan. • The Committee consensus was to move forward with construction of the new Town Hall. MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Radford and passed unanimously to recommend to Council approval of the Demolition Contract and the Hazardous Materials Abatement Contract(bids received on June 8, 2004). Councilmember Kerr explained that due to the time constraints on the application for rebates for the Green Energy Program, it would be necessary to hire a solar contractor by the end of June. He is proposing that a contract for the 37kw solar project and the alternate (sub 30kw) solar project be bid as parallel projects and awarded to ensure funding of the rebates. TBI explained that there had been some confusion with the bids and they are seeking clarification. PASSED BY CONSENSUS: To permit Councilmember Kerr to review the solar bids (Photo Voltaic bids) and make a recommendation to Council for the award of contract for the Green Energy Program for the new Town Hall. PASSED BY CONSENSUS: If Architectural costs for revisions to the bid packages are to exceed $10,000, the information is to be provided to the City Council at their June 16, 2004 meeting. Special City Council and Planning Commission Meeting Minutes June 9,2004 Tony Vierra, TBI, reported to the Committee on the recent relocation of Town Hall • facilities to Bullis School. He provided a brief overview of the numerous problems that had developed during the move noting the lack of adequate data and phone connections at the new site and the poor estimate and needs assessment by the moving company that resulted in insufficient staffing and facilitation of the move. Vierra added that this had created a need for Town staff to do the majority of the move and he would be seeking a rebate from the moving company. 4. UNFINISHED BUSINESS 4.1 Project Status Report and Design Updates—Peter Duxbury, Duxbury Architect Peter Duxbury, Duxbury Architects, reported that he has been reviewing the bid packages and the construction costs with TBI. He believes the proposed building is a good, "tight" building and there are no design changes recommended to save costs. Duxbury is considering alternate building materials to reduce costs. He suggested that the Donor Wall be bid separately, so that the cost is not reflected in the building cost. 5. REPORTS FROM SUBCOMMITTEES 5.1 Donor Wall Subcommittee 5.La Donor Wall Update and Town Picnic Sales Report—Duffy Price Duffy Price, Donor Wall Subcommittee Chair, distributed a status report on the Donor Wall Project to the Committee. She reported that the invitations had been mailed on May 19ffi- Price is anticipating that the solicitation/marketing phase of the project will meet or be under budget. She thanked TBI for the mock Donor Wall that was constructed and displayed at the Town Picnic. It has proven to be a great marketing tool and will be displayed in the Multi-Purpose Room. Production of the mock wall identified several issues that needed to be resolved regarding tile sizes, layout, glazing and grout. Price noted that Town staff is working to post the Donor Wall information on the Town's website and developing the format for use of charge cards on the web to order tiles. Price added that the Subcommittee is continuing to develop "Booster Ideas" for the Donor Wall Project Jean Mordo reported that donations and the purchase of tiles had generated $44,500 to date. This is approximately 10% of the project goal. The Committee briefly discussed the project. They suggested that a generic tile be offered to residents who do not want to design their tiles or a list of artists willing to assist residents be included on the website. John Radford, Donor Wall Subcommittee, reiterated the importance of a telephone call to urge residents to participate in the project. • Special City Council and Planning Commission Meeting Minutes June 9,2004 5.2 Green Energy Subcommittee • 5.2a Packard Foundation Application—Jean Mordo Jean Mordo reviewed the grant application with the Committee that will be submitted to the Packard Foundation on behalf of the Town requesting funding of $75,000 for the Green Energy Program for the new Town Hall. He noted that the application would include exhibits of the site plan, descriptions of the panels and a cost estimate prepared by Akeena Solar MOTION SECONDED AND CARRIED: Moved by O'Malley, seconded by Warshawsky and passed unanimously by the City Council and New Town Hall Committee to approve the drafting of a resolution to authorize the Town to apply for a grant from the Packard Foundation in the amount of $75,000 for the Green Energy Program and to authorize Councilmember Kerr to sign the application on behalf of the Town. 5.3 Subcommittee Updates from Council Chambers Design and Information Technology, Staff Offices Requirement, Heritage House and Project Budget None 6. PRESENTATIONS FROM THE FLOOR Duffy Price, Community Relations Committee, reported that the Committee has accepted the charge of organizing the Ground Breaking Ceremony. Youth Commissioner Wei Wei Liu will chair the event. Honorary Donor Wall Committee members will be extended an invitation, as well as local elected officials. The festive event will start at 4:30 pm on July 15, 2004 at the building site of the new Town Hall. 7. ADJOURNMENT There being no further business,the Special City Council and Planning Commission Meeting was adjourned at 8:00 pm. Rep tfully submitted, Karen Jost City Clerk The minutes of the June 9, 2004 New Town Hall Committee, Special City Council and Planning Commission Meeting were approved as presented at the June 22, 2004 meeting. Special City Council and Planning Commission Meeting Minutes June 9,2004