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HomeMy WebLinkAbout19 - Purchase Office TrailersCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. ig November 28, 2006 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Stephen G. Badum, Public Works Director 949 - 644 -3311 sbadum@city.newport-beach.ca.us SUBJECT: PURCHASE OFFICE TRAILERS ISSUE: Should the City purchase two (2) 24'x40' temporary office trailers to accommodate additional budgeted and proposed personnel? RECOMMENDATIONS: 1) Approve a Budget Amendment transferring the amount of $75,000 from the unappropriated General Fund to Account No. 5100 -9400. 2) Approve a Budget Amendment transferring the amount of $75,000 from the unappropriated General Fund to Account No. 2710 -9400. 3) Approve the purchase of two (2) 24'x40' office trailers from Modular Structures International at a cost not to exceed $94,242. DISCUSSION: In the FY 2006 -07 budget, the City Council approved the addition of a Principal Civil Engineer and an Associate Engineer to supplement the available manpower to manage the City's Capital Improvement Program which as grown to include water quality and other complex capital projects. At the September 26, 2006, City Council Study Session, staff was directed to evaluate the need for additional Planning Department staff based upon the Hogle- Ireland report on the Development Review and Plan Checking Process. The consultant's report recommended that up to four positions be added to accommodate current processing demands. Purchase Office Trailers November 28, 2006 Page 2 As the current City Hall has no free space available, it is necessary to add additional temporary office space to accommodate these new employees. Staff obtained three bids for 24'x40' office trailers from the following firms: BIDDER TOTAL BID AMOUNT Low Modular Structures Int. $47,121.00 2 Bert's Office Trailers $58,264.74 3 ModTech,Inc. $60,396.41 The bid costs exclude furniture, equipment, and power /communications hookups. The estimated additional cost for these items adds approximately $50,000. The total cost of two trailers is expected to be just under $150,000. Staff considered leasing but found the cost to buy was equivalent to 2.5 years of lease payments ($1500 /month). With the decision to construct a replacement City Hall pending, it is conceivable that these temporary trailers would be in use for at least three years. Staff also researched the reuse of classroom portables with Newport Mesa Unified School. District (NMUSD), but found none available. The proposed location of the trailers would be along 32nd Street westerly of Council Chambers (see attached). 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Li' k1M VENT/ ( i \• mac. vaifi� �•' * , X9.4 � I CRASS/PA xa7 1 �•\ ZYxYOF A m W X8.9 a X5 f i 1;X &9 , 1 XI ' r C4f�IIC1� ` 11 Story Brick Bldg. 'A' J t T PA - f I ' ' 32 —Ai/.- r � x1p CMWj S/W X8.7 T X X� .•�A . Li' k1M VENT/ ( i \• mac. vaifi� �•' * , X9.4 � I CRASS/PA xa7 1 �•\ ZYxYOF A m W X8.9 a X5 f i 1;X &9 , 1 XI ' r C4f�IIC1� ` 11 Story Brick Bldg. 'A' J t T PA - f I ' ' 32 —Ai/.- r � City of Newport Beach NO. BA- 07BA -027 BUDGET AMENDMENT 2006 -07 AMOUNT: $150,000.00 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance X Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance Transfer Budget Appropriations No effect on Budgetary Fund Balance SOURCE: from existing budget appropriations from additional estimated revenues Px from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To increase expenditure appropriations for the purchase of two (2) 24x40' temporary office trailers to accommodate additional budgeted personnel in Public Works and Planning. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account Description 010 3605 General Fund - Fund Balance REVENUE ESTIMATES (3601) Fund /Division Accoun Description EXPENDITURE APPROPRIATIONS (3603) Division Number Account Number Division Number Account Number Division Number Account Number Division Number Account Number Division Number Account Number Signed: Signed: Signed: Description 5100 Public Works -Engineering 9400 Office Fumiture/Fixtures 2710 Planning - Administration 9400 Office Furniture/Fixtures Fi�ncia Approval: Administra' en Z. Administrative Appro I: City Manager City Council Approval: City Clerk Amount Debit Credit $150,000.00 $75,000.00 $75,000.00 Director, Date / /��7- zle 6 Date Date Office Trailers Purchase HA =Ak I a . -- � � \ \`2 � � � �� /� \ ,\, . �. ` �\ /. ©`2& w. ,\.,.�y/ \ \. \fie. -�\ � © .� » © : � \�� , . .. y ;� : Purchase used trailers ■ Purchase Combine Planning and Works staff into one trailer s w� t� Furniture, Equipment, and Hookups F Proposed Use I■ Public Works Trailer • Four (4) Public Works Inspectors • one (1) Principal Engineer ❑ Planning Trailer • • to Four f Check Planner Conference Room i a rerom F 9 0 00 I • o, Loss of Parking • Customer Access • Usable Space to Meet Needs • Impact to Trees,, Landscaping and • Proximity to Utilities/ Power Load Impact to Views from Existing • 3: ��i ..:a n t�n. s .k' I 1 S- 7�':. � ,C 8�� Abp � /i � �?-• �fl �� �� � �a�� z5: 5��s"x 'gyp -.—: ` 4�z � � _ a.6 q� "��,� U�:� s r �t� _ 9�m . ��, 8 .�,