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Home My WebLink About030122-06.5 ADMINISTRATIVE STAFF REPORT 6.5 TO: Mayor and Town Council March 1, 2022 SUBJECT: Resolution No. 15-2022, appropriating funds for access control, video technology, architectural services and project contingency; and authorizing the Town Manager to execute a contract extension with William Wood Architects for CIP Project B-626 - Town Office Relocation BACKGROUND The Town is in the process of relocating the Danville Town Offices and Police Department to new facilities located at 500 La Gonda Way. The project includes approximately 40,998 square feet of tenant improvements in two buildings, with related parking and site improvements. Project completion is expected by April 2022 for Police Services and July 2022 for the Town Offices. The Town has previously executed contracts and appropriated funds to complete design services, building tenant improvements and related site improvements for the project. DISCUSSION As the project nears completion, additional appropriations are needed to complete and/or address the following improvements and costs that fall outside of the current contracts and budget for the project: Access Control – The project includes a series of Town network and system upgrades needed to serve the new Police and Town Office facilities. In addition, it is necessary to expand the Town’s existing Access Control System (ACS) to enable security via card key access at the new facilities. The existing ACS encompasses all Town buildings. The estimated cost to expand the system and install the necessary access control improvements is $245,000. Video Wall - The project includes a new community meeting room and emergency operations center (EOC) to be equipped with a 9 foot by 16-foot video wall. This system will have the ability to display either a single large image or four separate video sources. The video wall will accommodate both general meeting needs and provide multiple video display sources in the event of an EOC activation. The estimated cost to purchase and install this system is $185,000. A total of $430,000 will be appropriated for the Access Control and Video Wall. This includes $292,641 from COVID Reserves and $137,359 from the ITMP Fund. These funds were previously reserved but unencumbered. CIP Project B-626 2 March 1, 2022 Project Contingency – The project budget includes allowances of $750,000 for parking lot improvements to be constructed in two phases and $1,000,000 to install solar photovoltaic arrays to serve both buildings. The final configuration and design of the phase two parking improvements and the solar arrays have yet to be finalized. Current market conditions affecting materials and construction costs indicate that these costs will exceed the budget allowance. An additional funding appropriation of $500,000 is recommended to construct these improvements. This appropriation will utilize funds that have been reserved for Project B-626 in the CIP General Purpose Fund. Architectural Services – William Wood Architects (WWA) and their consultant team have provided all project design services including architecture, landscape architecture, electrical, mechanical and civil engineering for a total fee of $314,547. As work has continued, additional design services have been requested and provided outside of the original project scope. Changes include designing a building sign program and Town requested changes to the original plans and specifications. A contract amendment with WWA in an amount not to exceed $80,000 is necessary to complete the project. While sufficient funds have previously been appropriated to cover this cost, Town Council action is required to authorize the Town Manager to execute the contract amendment. PUBLIC CONTACT Posting of the meeting agenda serves as notice to the general public. FISCAL IMPACT The necessary project appropriations are recommended using previously reserved funds from the following sources: • $292,641 from COVID Reserves • $137,359 from the ITMP Fund; and • $500,000 from CIP General Purpose RECOMMENDATION Adopt Resolution No. 15-2022, appropriating funds for access control, video technology, architectural services and project contingency; and authorizing the Town Manager to execute a contract extension with William Wood Architects for CIP Project B-626 - Town Office Relocation. Prepared by: Joseph Calabrigo Town Manager Attachment: Resolution No. 15-2022 RESOLUTION NO. 15-2022 APPROPRIATING FUNDS FOR ACCESS CONTROL, VIDEO TECHNOLOGY, ARCHITECTURAL SERVICES AND PROJECT CONTINGENCY; AND AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT EXTENSION WITH WILLIAM WOOD ARCHITECTS FOR CIP PROJECT B-626 - TOWN OFFICE RELOCATION WHEREAS, the Town is currently moving forward with CIP Project B-626 – Town Office Relocation, and plans are currently underway to relocate the Town Offices and Police Department to the new facilities at 500 La Gonda Way in early 2022; and WHEREAS, additional appropriations are needed to complete and/or address the improvements and costs that fall outside of the current contracts and budget for the project, including: • expanding the Town’s existing Access Control System (ACS) to enable security via card key access at the new facilities; • installing a video wall in the new community meeting room and emergency operations center; and • amending the contract with William Wood Architects to continue to provide project design services through completion of the project; and WHEREAS, the total cost of the additional improvements and costs exceed the previously approved total construction budget; and WHEREAS, sufficient funds necessary to complete and/or address the additional improvements and costs has previously been reserved and is available for use with this project; now, therefore, be it RESOLVED, that the Danville Town Council hereby appropriates: • $292,641 from COVID Reserves • $137,359 from the ITMP Fund • $500,000 from CIP General Purpose; and be it further RESOLVED, that the Danville Town Council hereby authorizes the Town Manager to execute a contract amendment with William Wood Architects in an amount not to exceed $80,000. APPROVED by the Danville Town Council at a regular meeting on March 1, 2022, by the following vote: DocuSign Envelope ID: 9DBD0E24-E1C0-4855-BEE3-38766064383C AYES: NOES: ABSTAINED: ABSENT: MAYOR APPROVED AS TO FORM: ATTEST: CITY ATTORNEY CITY CLERK PAGE 2 OF RESOLUTION NO. 15-2022 DocuSign Envelope ID: 9DBD0E24-E1C0-4855-BEE3-38766064383C