Loading...
HomeMy WebLinkAbout11-05-1999 City of Sebastian, Florida 1225 Main Street [] Sebastian~ Florida 32958 Telephone (561} 589-5330 [] Fax {561} 589-5570 City Council Information Letter November 5, '1999 City Hall Renovation Plan For your information and update, please find the attached City Hall Renovation Plan as compiled by engineering staff. Initial work programs include a survey to commence circa November 15th, SO as to ascertain exactly and specifically what course of action is necessary to begin renovation of the structure. As such, a presentation will be arranged for an upcoming City Council meeting (early in the New Year/Millennium), to introduce a recommended plan of implementation, including an architectural rendering to highlight features of the renovation, as well as logistics regarding the installation of an elevator. It is estimated that the entire planning process to prepare an actual bid, will take approximately six months from invitation. Sebastian Yacht Club Enhancements Please find the attached memorandum from City Engineer Martha Campbell requesting approval of an emergency expenditure of $10,000 to begin immediate repair of finger piers at the Sebastian Yacht Club. A proposal has been received from Summerlins Seven Seas, Inc. to replace the piers (similar to their bid for the Main Street Piers as authorized during your October 13th meeting). As discussed during Wednesday evening's City Council meeting, this arrangement will ensure reopening of the Club for use by boaters in the community within the next two weeks. A recommendation to repair the rest of the facility is to be brought before you during your next meeting. City Council Information Letter November 5, 1999 Page 2 Various Si.qn Issues Per issues raised during Wednesday evening's City Council meeting, please be advised of the following status updates regarding various signage issues: Staff contacted officials from Indian River County (IRC) to ascertain the status of reinstallation of the school zone sign previously located over County Road 512 (damaged during Hurricane Irene). We were informed that IRC will not replace this sign, but will install a set of mounted blinking lights in the coming weeks. For more information, please feel free to contact Chris Mora by calling 567-8000, ext. 234. As a result of our unwelcome visit from Hurricane Irene, many signs throughout the community became either bent or dislocated. As such, sign crews from the Public Works Department were directed to repair signs as calls were received reporting said damage. Earlier this week however, crews were redirected to travel through all major roads in Sebastian to repair every damaged/dislocated sign. Therefore, all impacted signs will be repaired in the coming days. Speed limit sign studies are currently being completed. As such, arrangements can soon commence to install signs that are to feature correct speed limits. Quite frankly, staff was delayed in completing this process, as a result of the aforementioned sign damage from Hurricane Irene. However, work can soon commence to implement a more uniform speed limit program in Sebastian. I will update all of you accordingly. Enclosure(s): City Hall Renovation Plan Memorandum from Martha Campbell October 1999 CITY HALL RENOVATION PLAN 1.0 BACKGROUND In its prior life, City Hall was a schoolhouse. Only the first floor was finished into office space when the city government took possession. The second floor was never occupied and remains as classrooms. Because of the building's age, it does not likely meet current building standards for mechanical, electrical and plumbing. With the first floor fully occupied and the city administration growing, additional office space is required. Therefore, the feasibility of occupying the second floor of City Hall is now under consideration. The City Council has directed that the City Hall be remodeled to include creating additional office space, refurbishing the windows, and repairing the roof. Before construction documents can be made, a complete assessment of the current condition will be necessary covering all disciplines such as structural capacities, environmental controls, and space planning along with the feasibility, the constructability, and construction cost estimates to complete the renovations. This document lays out that plan. The steps involved at this stage will be to: Develop an Engineering/Constmctability Survey. In summary this process will develop an assessment of current conditions with respect to necessary codes and standards that should be applied. A performance specification or scope of the work will be done that will form the basis for the detailed design. A +/- 20% construction cost estimate will be included. · Develop an Office Layout. A survey will be conducted to determine the appropriate space requirements and future needs of the city administration. At the conclusion of these tasks, an engineering report will be made that will provide the basis for preparation of a technical specification for the proposed renovation. As some design work has already been completed for the roof and window repairs, these will not be part of the technical report. The details and methodology for these tasks follow in greater detail along with an overall schedule. October 1999 2.0 ENGINEERING/CONS TRUCTABILITY SURVEY 2.1 Introduction. Plans call for the renovation of the second floor of Sebastian City Hall. The second floor is 4,500 SF with 10 foot high ceilings, classrooms, offices and restroom. The second floor can be accessed by two stair cases, one on the east side of the building and the other on the west side. The stair cases were enclosed with doors at the first floor. The space has no air conditioning or heating. Additional details regarding the current conditions will be examined during the survey. The second floor will be converted into general office space, to include inter/or walls, floor coverings, environmental controls, lighting and electrical requirements as deemed necessary during the design process. Repairs/restoration to east stairway or stairways will be included as well as consideration of an elevator and the appropriate location for the elevator. Specifically, the following are some of the specifics to be addressed in the survey: 1. Second floor structural load capacity 2. Establish mechanical, electrical and plumbing general requirements for servicing office spaces 3. Evaluate feasibility of opening east stairway 4. Evaluate feasiblility of restoring first floor birch ceiling in hallway area and maintaining second floor hallway high ceiling. 5. Install an elevator inside the building at a location to be determined. The engineering survey will be conducted by a team of professionals comprised of a Structural Engineer, Mechanical/Electrical/Plumbing Engineering Consultant, General Contractor and a representative from the City of Sebastian Engineering Department. The survey will address the feasibility, constructability and estimated cost of the planned renovation. Specifications for the roof repair and the window replacement are in hand; therefore these items will not be included in the survey. Placement of the elevator will involve structural consideration and to that extent will be included in the survey. 2.2 Scope of Work An Engineering/Constructability Survey of the Sebastian City Hall will be conducted with the following objectives: Assess the second floor structural support design and current condition and establish a live load limit. Assess the structural integrity of the east stairway and the feasibility of restoring an open stairway (with adherence to applicable fire safety code). 2 October 1999 Assess the mechanical, electrical and plumbing requirements in conjunction with a preliminary office layout and applicable building codes (with particular reference to Chapter 34, Existing Buildings, Paragraph 3401.2.1 Applicability, of the Standard Building Code, 1994). Identify/confirm a location for an elevator inside the building that will impose the least interference with existing office space. Assess the constmctability and estimate the cost for renovation, including associated mechanical, electrical and plumbing requirements. Prepare a report draft documenting the findings, conclusions and recommendations of the survey, including constructability assessment and estimated cost. The survey will be conducted according to the following format: Review of material supplied by the City team member (including building design information). 2. Initial walk-through inspection by the team. 3. Revisit as required by individual team members. 4. Team meeting to discuss findings. Documentation of findings, conclusions, and recommendations by individual team members. (An outline for documentation is to be supplied by City team member. The documentation will be the basis for a performance specification for the renovation). Compilation of the findings into a final report drafted by City team member. Review of final report draft by individual team members; corrections and finalization. 8. Draft report submitted to City Engineer 9. Oral presentation to the City Manager and the City Council. 2.3 Survey Schedule The survey is scheduled to start November 15 and will be completed by January 15. It is anticipated that the elements of the survey format can be accomplished with a maximum (not to exceed) 20 hours per team member (or a cost of $5,000). The date for October 1999 the initial walk-through will be based on the availability of the team members. Final report draft input from individual team members would be due no later than January 15. Review of the final report draft would be scheduled at a mutually convenient time for all team members. 3.0 DEVELOPMENT OF OFFICE LAYOUT 3.1 Ove~iew Development of the second floor office layout will be an iterative process that will address occupancy (who), relative location (where), space requirements, and equipment requirements (desks, chairs, filing cabinets, storage space, electrical, etc.). 3.2 Methodology The City Manager appoints a Project Coordinator who will interface with the City Manager, the various office departments and functions, and an Engineering Department representative. The Coordinator will obtain and correlate office requirement input from the various departments and functions, review the inputs with the City Manager and integrate the inputs with direction from the City Manager. A questionnaire that will provide a convenient tool for documenting office space and equipment requirements will be supplied by the Engineering Department. (The questionnaire will be developed with input /~om members of the various office departments and functions). The Engineering Department will provide copies of a sketch of the second floor to the Project Coordinator for generating preliminary schematic layouts of the office space. The Engineering Department representative will be available as needed to assist with the preliminary layouts. The Project Coordinator will periodically review at his discretion the office space and equipment requirement inputs and the preliminary office layouts with the City Manager. The Engineering Department representative will prepare a preliminary drawing of the second floor office layout based on the City Manager approved inputs for review by the Project Coordinator and the City Manager; and for use as necessary by the Engineering/Constructability Survey Team. 4 October 1999 4.0 Summary An engineering and constmctability survey of the City Hall building is proposed pursuant to the development of plans for renovation and the creation of second.floor offices. The survey and the itev~lopment of second floor office layout will be done concurrently. Following approval by the City Manager and City Council, as necessary, of the survey team recommendations and the proposed office layout, technical specifications and construction documents will be prepared to implement the approved restoration plan. It is estimated that the entire process, culminating in an approved bid package for the renovation will take approximately six months from invitation, planned for the 15th of November. 5 City of Sebastian 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958 TELEPHONE (561)589-5330 [] FAX (561) 589-2566 MEMORANDUM DATE: TO: FROM: SUBJECT: November 3, 1999 Terrence Moore, City Manager Martha S. Campbell, P.E. City Engineer Yacht Club Finger Pier Repairs The Yacht Club Boat Ramp is closed as a result of Hurricane Irene. The reason for the closure is because the finger piers (auxiliary docks for the ramp) were destroyed due to high winds and wave action. Replacement of the finger piers will qualify for FEMA reimbursement. Because of the interruption of services, we are requesting approval of an emergency purchase for the immediate repair of the finger piers. A proposal has been received from Summerlins Seven Seas, Inc. to replace the finger piers for $10,000. This price is consistent with their bid for Main Street Finger Piers that was awarded by Council on 10/13/99. Therefore, it is recommended that they be issued a change order to their contract to replace the Yacht Club Finger Piers.