Architectural design work for an extensive renovation of City Hall has been underway since late 2022. The focus of the renovation plans includes the following:
- Renovating and re-purposing of space in several locations within city hall previously occupied by the Police Department, including full internal integration of the former leased space at the western end of the building for use by Planning/Codes and Technology;
- Upgrading of space occupied by the Planning and Codes Department, which is the last area of the building that has never been modified;
- Centralization of various building functions (bathrooms, break rooms, conference rooms, etc.) that evolved over time as the building was finished out in sections and leased to private companies;
- Improving internal space flow and hallway connections, which are extremely inefficient today;
- Updating finishes in the first and second floor public lobby spaces;
- Renovations and updates to the men's and women's locker rooms within the Fire and Rescue Department functional area;
- Extensive upgrades to the electrical and fire alarm systems within the building;
- ADA compliance upgrades to the public lobby restrooms;
- Minor office area adjustments/additions within the Finance and HR areas.
Note that modifications/renovations to second floor office areas occupied by the Engineering, Legal, Community Relations, City Manager, City Recorder, and City Commission were deleted from the planned project due to budget considerations.
With the completion of construction design documents earlier this year, bids were solicited from pre-qualified contractors. Of the nine pre-qualified contractors, seven firms submitted bids. The low bid was from Baron Construction, LLC in the amount of $4,286,200. Per the attached bid tabulation, the bids ranged from a low of $4,286,200 to a high of $5,291,618. After a review of Baron's bid and prior experience, which includes a project to renovate and expand the Portland, TN city hall and a current project constructing a new public services facility for the City of Lavergne, staff is recommending acceptance of the low bid from Baron Construction, LLC.
Based on Baron's bid amount, the total estimated project cost is approximately $5.4 million as reflected below:
| Design Services |
$350,000 |
| Construction |
$4,286,200 |
| Furniture (est.) |
$500,000 |
| Equipment (City Provided Directly) |
$100,000 |
| Misc. (storage, etc.) |
$50,000 |
| Additional Contingency Allowance |
$115,000 |
| TOTAL |
$5,401,200 |
Note that bidders were asked to bid an alternate item to replace all doors in the renovated areas that are not already planned for replacement within the base bid construction scope. The Baron bid for this alternate was $329,000 and staff is not recommending inclusion of this alternate work.
For contingency purposes, the Baron base bid includes an initial contingency allowance of $85,725 and staff is recommending an additional contingency funding allowance of $115,000 to provide for a total $200,724 contingency allowance (approximately 5%).
Funding for this project is provided as follows:
| FY 2023 Year-End General Fund Excess Revenue Transfer |
$2,000,000 |
| Municipal Center Fund Unrestricted Reserves |
$2,700,000 |
| FY 2024 Year-End General Fund Excess Revenue Transfer |
$700,000 |
| TOTAL |
$5,400,000 |
The initial phase of work will be focused on the western half of the first floor currently occupied by the Planning and Codes and Technology Departments. Both departments will relocate to other areas of city hall or other city facilities. Upon completion of this first phase of work, the contractor will move to other areas of the building over several additional phases. The total project is expected to take one year to complete.
If you have any questions, please contact the City Manager. |