Agenda - Council - 02/09/2010 - Laserfiche WebLink

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FC/CC#~ , ~ ~" AUTHORIZE PLANS, SPECIFICATIONS, AND BIDDING FOR LEASE SPACE REMODEL IN THE RAMSEY MUNICIPAL CENTER By: Jessica L. Hendricks, Management Intern Background: Staff has been meeting with the BKV Group and Anoka County to redesign the space that will accommodate the Anoka County License Center and the new mid-sized conference room. BKV Group has submitted a possible design for the conference room, which will. include a small kitchenette area. This is attached for Council consideration. BKV has also submitted construction cost estimates for both the License Center and the conference room. These two estimates have been attached for Council review. The estimated cost for the conference room and kitchenette area is $51,412. The License Center estimate is $74,196.97. The City has agreed to contribute $25/SF to cover the construction costs of the License Center for a total of $55,000. The difference between the estimate and the tenant improvement allowance is $19,196.97, which will be funded by the County. As a part of the upcoming remodel, staff is recommending that the City Council consider replacing the floor mats in the entryways of the Municipal Center. The current mats are not wearing well and cause increased maintenance throughout the building due to shedding. With the increased traffic from the License Center, these issues will likely be exacerbated. Staff has obtained a quote for the installation of heavy duty flooring. material that will not shed and that has a darker, variegated color. The estimate to replace the mats is $7,852.00, which includes the cost of removing the existing product. The cost to the City for the proposed lease space remodel, mid-size conference room build-out, and entry mat replacement is as follows: ^ $55,000 Anoka County License Center tenant improvements ^ $51,412 Mid-size conference room build-out ^ $7,852 Entry mat replacement It is anticipated that the fmal lease agreement document will be approved by the County Board the morning of February 23, 2010. The lease approval will be on the City Council agenda that same evening for approval. At the December 8~', 2009 City Council meeting, a request was made by Council for more analysis of the costs of the County's occupancy versus the lease revenue that will be gleaned by their occupancy. Staff has attached the projected lease revenue that is cited in the lease document for Council reference. Staff does not intend to request additional maintenance staff due to the County's occupancy as we are not addition additional ofFce space, but rather reallocating occupancy within the existing footprint of the building. As a part of the 2010 general fund budget, staff included the purchase of a floor machine, which will assist with the maintenance of the slate and vinyl floors in the lobby spaces in the municipal center as well as the lobby space of the lease space. This additional equipment is anticipated to reduce the labor hours allocated to floor maintenance throughout the building. It should be noted that the CAM contribution included in the lease agreement with the County is intended to offset the maintenance costs associated with cleaning materials and equipment, thus both the lease revenue and CAM contribution are included in the 2010 general fund budget as revenue. In addition, for the initial lease period, the city reserves