Agenda

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City Council Regular Meeting

Meeting Date:

09/22/2020

BACKGROUND

The Schertz Civic Center was built in 2006 as part of a CO bond from 2004. The facility cost $3 million to build and is currently being used for rental space and office space for Public Affairs staff. Since it was built, there have not been any major upgrades to the Kitchen and Food Prep areas. The main rental facility includes two food prep areas – the Bluebonnet Hall Kitchen and the Grand Ballroom Warming Kitchen. Both rooms host events throughout the year and attract out-of-town conferences and conventions from across the state. The current kitchen can only provide limited services and it does not fit the need of the customers and facility, especially when it is booked for conferences and conventions. The upgrade to the Blue Bonnet Kitchen and the remodeling of the Grand Ballroom Warming Kitchen into a full kitchen facility will provide a more complete and greater level of service.

Public Works and Public Affairs worked with Purchasing to advertise an RFP to provide construction services for the upgrade of the Blue Bonnet Kitchen and the expansion of the Grand Ballroom Warming Kitchen. The Blue Bonnet Kitchen will have new commercial grade flooring, additional counter space, more efficient workflow, among other items. The Warming Kitchen will be expanded and turned into a full commercial kitchen with a range, hood, and several upgrades.

This action supports Public Affairs' mission to promote Schertz, provide a quality and fully functioning Civic Center to the City of Schertz, attract out of town guests, and is part of the expanded projects plan for FY 2019-2020.

IM General Contractors was the highest ranked proposer with a cost of $125,254.00 for the base project and $140,295.00 including the proposed options.

Under Section 351.101 (a)(1) Use of Tax Revenue in Texas Local Government Code, this project is qualified to use the City’s HOT fund and is budgeted in the FY 19-20 budget. Once approved, the estimated timeline for the project is about 150 days, based on Civic Center room availability. Civic Center staff will work with IM General Contractors to schedule time on the room calendar of the facilities. Additionally, gas service utility work may be needed to complete the project, but staff does not anticipate high costs for this and will work with Gas Service Utility Co. separate from this scope of work to procure the service needed.

Staff is recommending awarding IM General Contractors the Base Project and all Four Options for a total project cost of $140,295.00. Given the age of the facility and the unknown of what may be discovered during the complete upgrade, staff is adding a City controlled contingency of $14,000 (or 10%) for a total not to exceed amount of $154,295.00

GOAL

To obtain authorization from City Council to enter into a contractual agreement with IM General Contractors for the remodel and expansion of the Civic Center Kitchen Facilities.

COMMUNITY BENEFIT

Upgrading the facility and expanding its capabilities will benefit the customers of the Civic Center internally and externally and help to attract guests, increase hotel occupancies and additional rental opportunities

SUMMARY OF RECOMMENDED ACTION

Staff recommends the approval of Resolution 20-R-109.

FISCAL IMPACT

Approximately $92,000 has been budgeted in the FY 19-20 budget from the Civic Center Kitchen Fees. The remaining ~$62,000 will be funded using funds from the City's Hotel Occupancy Tax fund account.

RECOMMENDATION

Staff Recommends approval of Resolution 20-R-109

Attachments
RESOLUTION 20-R-109
AGREEMENT
Evaluation Matrix