Agenda - Public Works Committee - 07/15/2008

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(JI1SEtr / CONSIDER AUTHORIZATION TO EXPAND A MUNICIPAL CENTER CONFERENCE ROOM By: Kurtis G. Ulrich, City Administrator Background The Ramsey Municipal Center was completed in late 2006 and has one large meeting room and six smaller conference rooms. The Alexander Ramsey Room seats 100 people comfortably and the six smaller conference rooms seat 10-12 people each. Over the last two years, both staff and community members have expressed the need for a mid-sized conference room in the Ramsey Municipal Center. Staff has met with the City's original Construction Managers from 3D/! to discuss the fc:asibility of expanding the Lake Itasca Conference Room (2nd floor, Administrative Services). Based on those discussions, staff is proposing that the Itasca Room be expanded from 23x16 to 23x27, which allows seating for 32-40 people, depending on the layout of the room. Staff has requested and received quotes from several of the original Municipal Center contractors for demolition of an existing wall, building anew wall, applying fabric/paint, installation of HV AC, electrical, ceiling tilel grid work and purchase and installation of additional furniture. Quotes were requested from the original contractors because of the relative size of this project and because of the need to preserve the quality and consistency of work that we saw with the original construction of the conference room. As a service to the City, the original Construction Managers from 3D/! have reviewed the quotes from each of the contractors and have indicated that the quotes are competitive. If this project is approved, the City will realize some cost savings by using surplus carpet from the original project and by having the Building Division oversee the project rather than having 3D/I. serve as Construction Managers. Based on the attached quotes for the demolition and construction of the conference room, staff expects the cost of this expansion proj ect to be approximately $23,000. Staff has not yet received the quote for the new furniture; however, staff would like the City Council to consider a not-to-exceed amOtmt of $5,000 to purchase new furniture. Staff will work with the City's original furniture supplier, Intereum, to provide furniture for the expanded conference room. Staff anticipates that, if approved by the City Council, the conference room expansion would begin within 60 days of approval and would be complete in approximately 30 days. Staff Recommendation Staff recommends that authorization be granted to expand the Lake Itasca Conference Room at a cost not to exceed $28,000.