BOARD MEETING DATE: November 7, 2008
AGENDA NO. 10

PROPOSAL:

Appropriate Funds for Diamond Bar Headquarters Building
Refurbishment and Construction Projects and Release RFP

SYNOPSIS:

To maintain the AQMD headquarters facility and to meet obligations to building tenants, this action is to appropriate $1,045,000 from the Designation for Facility Refurbishing for building upkeep projects and to release an RFP to paint the building interior. Additionally, this action is to appropriate $60,000 from the Undesignated Fund Balance for needed office construction projects.

COMMITTEE:

Administrative, October 10, 2008, Recommended for Approval

RECOMMENDED ACTIONS:

1. Appropriate $1,045,000 from the Designation for Facilities Refurbishing, $900,000 to the District General Services and Supplies Major Object, Building Maintenance account ($500,000 for carpet replacement; $250,000 for building interior painting; $45,000 to re-coat cooling tower exteriors; $50,000 to re-caulk cafeteria patio, courtyard, and building grade seams; and $55,000 to refurbish elevator interiors), and $145,000 to the District General Capital Outlays Major Object, Capital Outlays account ($50,000 to rebuild HVAC air handlers; $35,000 to upgrade energy management system; $40,000 to replace heat exchangers; and $20,000 to replace cafeteria kitchen equipment).
2. Appropriate $60,000 from the Undesignated Fund Balance to District General Building Remodeling Major Object, Building Remodeling account, for constructing needed management offices and other small construction jobs.
3. Issue RFP #2009-06 – Interior Re-Painting at Diamond Bar Headquarters, included as an attachment.

 

Barry R. Wallerstein, D.Env.
Executive Officer

Background

The approved FY 2008-09 Budget includes a Fund Designation for Facilities Refurbishing in the amount of $1,925,087, which was set aside for high-priority maintenance and repair work on AQMD’s 17-year-old facility. Additionally, several staffing changes that have occurred over the years were made in the least costly manner with minimal disruption to existing floor layouts. As a result, several management staff do not have appropriately-sized offices near the staff they supervise.

Proposal

Staff recommends the Board authorize the expenditure of funds to undertake needed headquarters refurbishment projects, some of which, if postponed, could result in greater expenditures. Specific maintenance and refurbishment projects are:

1. Continuation of Carpet Replacement Project
   Older building carpeting is worn and in need of replacement. Last fiscal year, approximately 8,770 square yards of carpeting were replaced. This funding would allow replacement of approximately 9,550 square yards this fiscal year. Funding to replace the remaining third of the building’s carpet will be requested next fiscal year. (Estimated cost $500,000)
    
2. Building Interior Painting
   Most of the building interior has not been painted in 17 years and walls and door frames need painting. (Estimated cost $250,000)
    
3. Re-Building HVAC Air Handlers
   To reduce electricity consumption and improve HVAC efficiency, air handlers need to have variable frequency drives added. (Estimated cost $50,000)
    
4. Re-Coating Cooling Tower Exteriors
   Cooling tower exteriors need to be re-coated for regular maintenance. (Estimated cost $45,000)
    
5. Upgrade Energy Management System
   To maximize efficiency of the building’s energy management system, electronic controls need to be upgraded. (Estimated cost $35,000)
    
6. Re-Caulking of Cafeteria Patio, Courtyard, and Building Grade Seams
   Re-caulking prevents water seepage around the base of the building and protects against building seam deterioration and soil erosion. (Estimated cost $50,000)
    
7. Replacement of Heat Exchangers
   Heat exchangers that provide hot water for the building are nearing their useful life span and need to be replaced. (Estimated cost $40,000)
    
8. Replacement of Cafeteria Kitchen Equipment
   Cafeteria food preparation equipment gets heavy use and is approaching the end of its useful life span. To assure food safety and the ability of contractor to continue to provide cafeteria services, equipment may need to be replaced on short notice. (Estimated cost $20,000)
    
9. Refurbish Elevator Interiors
   Elevator interiors are worn and damaged and need to be replaced. (Estimated cost $55,000)

Staff also recommends releasing an RFP to re-paint the building interior, listed as Recommended Action number 3. Any funds remaining after completion of these projects will be used for other needed maintenance and refurbishment work. Work will be competitively bid in accordance with AQMD’s procurement policy.

Additionally, an appropriation is requested for construction of appropriately sized offices for an Assistant Deputy Executive Officer in Science and Technology Advancement and for two Directors in Planning, Rule Development, and Area Sources. The project would also include construction of three Science and Technology Advancement manager offices, which would free up a conference room that has been used as a manager office. The cost of this remodeling work is estimated to be approximately $42,000. The balance of the fund transfer would be available for other small building remodeling projects that arise during the fiscal year.

Resource Impacts

This action would allocate $1,045,000 from the Budget Designation for Facilities Refurbishing into the FY 2008-09 Budget for much needed building refurbishment projects. Additionally, it would allocate $60,000 from the Undesignated Fund Balance to the FY 2008-09 Budget for needed office construction projects.

Attachment (DOC, 1m)

RFP #2009-06 – Interior Re-Painting at Diamond Bar Headquarters