To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Matt Gohl, Special Projects Manager
Scott Smith, Facilities Administrator
Title
Resolution Approving a Construction Contract with O-A-K Colorado, LLC, for the Town Hall Office Renovation Project [100 N. Wilcox Street - First and Second Floors]
Body
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Executive Summary
Staff recommends Town Council support of a Resolution (Attachment A) approving a construction contract with O-A-K Colorado LLC (O-A-K) for Town Hall office construction that will provide space for new staff while also improving office settings for existing personnel.
Discussion
To accommodate new staff in Town Hall, additional office space is needed. In 2022, the Communications Division added a new Communications Specialist FTE and the Human Resources Division added a new HR Generalist FTE to focus on recruiting efforts. Additionally, the Town Attorney’s Office will be adding a new Legal Administrator FTE in 2023.
The Town engaged HB&A LLC to provide design services for Town Hall office needs that will accommodate the new positions discussed above and will also change existing cubicle areas to permanent hard-walled office spaces. Office space will be constructed in the first-floor Human Resources and Communications area and in the second-floor Administration area. Design efforts were completed in September and an RFP was released at that time to solicit bids for construction costs. Bids were received on October 14, 2022 and are summarized below.
As shown above, O-A-K submitted the lowest bid and has been selected as the contractor to perform the Town Hall office construction project. A summary of these improvements is listed below, with full plans available as part of the construction contract in Exhibit 1.
• First-floor improvements:
o Demolition of current storage area
o Construction of six office areas
o Construction of a new storage area
o Repurpose an existing office to work/meeting space
o Demolition and refinishing in Rhyolite meeting room to remove old dividing wall infrastructure
• Second-floor improvements:
o Conversion of old Town Attorney conference room to new attorney office plus a storage closet
o Construction of three offices
o Construction of shared copier/workspace for Town Manager’s Office and Town Attorney’s Office staff use
Budget Impact
The construction contract with O-A-K totals $274,647. Staff also requests approval of a 10-percent Town-managed contingency in the amount of $27,464 for a total contract expenditure authority of $302,111.
This project was not originally budgeted for 2022 but costs will be included in the upcoming fourth amendment to the 2022 Budget. Because this project includes space for new and existing staff, expenditures will be split between the Facilities Capital Fund (new) and the General Long-term Planning Fund (existing). Utilizing square footage allocations of the constructed space, 52 percent will be funded through the Facilities Capital Fund and 48 percent through the General Long-term Planning Fund.
Additional project costs including IT and office furniture needs will be required but are outside the scope of this construction contract. These additional costs will be requested as part of the upcoming budget amendment to fully fund this Town Hall office project.
Recommendation
Staff recommends Town Council approval of a Resolution to proceed with a construction contract between the Town of Castle Rock and O-A-K Colorado LLC to complete Town Hall office construction.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Alternate Motions
“I move to approve the Resolution as introduced by title, with the following conditions: (list conditions).”
“I move to continue this item to the Town Council meeting on ___date to allow additional time to (list information needed).”
Attachments
Attachment A: Resolution
Exhibit 1: Construction Contract