Agenda - Council - 11/10/2003 - Laserfiche WebLink

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REQUEST AUTHORIZATION TO ENTER INTO CONTRACT WITH PALEN/KIhqBALL FOR INgTALLATION OF EXHAUST gYSTEM FOR FIRE STATION #2 (CITY HALL) AND TO PURCHASE WORKSTATIONS FOR BUILDING DEPARTMENT STAFF By: Heidi A. Nelson, Asst. City Administrator Backgronnd: With tile hiring of a new Building Official and a Building Inspections Permit Teclnnician, the Building Department function will be moved to the basement of City Hall. This change in operations will allow for greater coordination between the permit tech, building official, inspectors and proximity to files. Ill addition, there is no additional space to operate the building department in the upper level of City Hall. As staff has worked through the challenges of having in-house staff located in the basement fol' 40+ hours per week, there are a couple of issues that need to be addressed in the neat' torBt. One o f the issues is the ventilation in the fire station. Currently, when fire trucks are started in the fire bay, thc exhaust fi'om those vehicles travels through the lower level of City Hall creating an unpleasant and potentially harmful work environment. Staff met with a representative of Palen/Kimball, our current HVAC system maintenance contractor, to analyze the problem and propose a short-term solution. In the analysis, it was determined that the lack of proper exhaust fans in the fire station and the imbalance of pressure between city hall and the fire station causes the exhaust to travel into the lower level of city hall. To remedy this situation, two exhaust fans would need to be installed that would energize on the opening of the bay doors as well as fresh air dampers on opposing walls of the fans in order to properly ventilate the exhaust created by the fire trucks to the outside. Staff received two quotes for the specified work, both in the amount of $16,250. Staff is recommending contracting with Palen/Kimball for the work due to the fact that they will be able to complete the work within 6 weeks versus a 2-3 month lead-time with RICCAR. Staff is recommending that additional revenucs fi'om building permits generated thus far in 2003 be used to cover the costs of the work. Secondly, the area currently occupied by the building inspectors, building official, and the environmental specialist needs to be reconfigured to allow for a service counter for building inspections, a workstation for the permit technician, and plan review space for the building official and inspector. Staff has been working with WorkXite on reconfiguration plans for the building department. An estimate of the cost of the additional workstations and the installation has been provided by WorkXite at a cost not to exceed $10,000. Staff is recommending that additional revenues fi;om building permits generated thus far in 2003 be used to cover the costs of the work. Staff Recommendation: Authorize staff to enter into a contract with Palen/Kimball for installation of ventilation system in Fire Station #2 (City Hall) and the use of building permit revenue to cover the cost of the work. -and- Authorize the purchase and installation of workstations for building department staff and the use of building permit revenue to cover the costs of the workstations and installation. Council Action: Authorize Resolution No. 03-XX, Authorizing contract with Palen/Kimball for installation of ventilation system in Fire Station #2 (City Hall) and authorize Resolution No. 03-XX, authorizing the purchase attd installation of workstations for building department staff. Reviewed by: Finance Officer City Administrator