Title
Approval of Task Order No. 9 under Services Agreement No. AGR 22-18e with R and M Construction, LLC in the Amount of $399,851.60 plus Applicable Gross Receipts Tax for the Performing Arts Center (Little Theatre) Fire Suppression System and Establish a Project Budget in the Amount of $760,000
Recommended Motion
I move that Council approve Task Order No. 9 under Services Agreement No. AGR 22-18e with R and M Construction, LLC in the amount of $399,851.60 plus applicable Gross Receipts Tax for the Performing Arts Center (Little Theatre) Fire Suppression System and establish a project budget in the amount of $760,000.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
The Performing Art Center (PAC), formerly known as the East Cafeteria, is a County owned building that was constructed in 1945. Since 1971, the PAC has been occupied and operated by Los Alamos Little Theatre community theater group. While the PAC is equipped with a fire alarm system, like many buildings of that time, it is not equipped with a fire suppression system.
In the recent past, the Fire Marshal’s Office recommended the installation of a fire suppression system as a measure to protect the welfare and safety of PAC occupants and visitors. Following up on this recommendation, Public Works staff initiated discussions with on-call architects, Little Theatre representatives, and contractors to plan, coordinate, and schedule the installation of a standalone fire suppression system. Subsequently, building evaluations and assessments to plan and prepare for the project were performed utilizing a county on-call architectural services agreement. Additionally, on July 30, 2024, Council awarded a contract for the Bathtub Row Reconstruction Project which included award of a bid alternate for the replacement of the sidewalks and ADA ramps in disrepair for the Little Theatre as the road project was also replacing similar features within Nectar Street. This work is currently in progress and scheduled for completion this summer.
Public Works staff requested a cost proposal to install a fire suppression system at the PAC from R and M Construction, LLC, through County On-Call Construction Services Agreement AGR22-18e. After review, staff found that the cost proposal was responsive to the project on two important aspects, completeness in the scope of work and schedule requested. Therefore, staff prepared Task Order No. 9 (Attachment A).
R and M Construction, LLC has provided excellent construction services to the County on various recent projects. Renovation of the Department of Public Utilities Standby Area is a recent project successfully completed by R and M Construction which also included fire suppression system upgrades.
The Task Order scope of work for the project includes: i) Design, fabrication, and installation of an overhead fire suppression system and ancillary work required, ii) provide all permitting documentation required, iii) Install suspended ceiling tiles (acoustic ceiling system) throughout (Performance Hall area and Lobbies excluded), iv) and install flooring in selected areas.
In preparation for this work, staff has secured the services of Southwest Hazard Control, Inc to perform abatement of asbestos containing ceilings and selected flooring in the building under Task Order No.1 under On-call Abatement Services Agreement AGR23-71b. All abatement and disposal of asbestos containing materials will be performed in accordance with applicable OSHA and EPA regulations. Staff has also coordinated for the moving and storage of equipment, costumes and supplies owned by the Little Theatre while abatement and construction takes place and move-in once the project is completed. The abatement is scheduled to start on June 9. The fire suppression system installation is scheduled to start July 1 and be completed by October 31, 2025.
Alternatives
Council could choose not to approve the Task Order, postpone or cancel the project. This alternative will result in the delay or cancellation of a much-needed life safety system in this facility.
Fiscal and Staff Impact/Planned Item
The project was originally programmed in the Major Facility Maintenance (MFM) Fund for a total of $560,000 --$300K in FY24 and $260K in FY26. To provide a full turn-key project to accommodate all previous and proposed expenses (fire suppression system, asbestos abatement, sidewalk/ADA improvements, etc.) including a 20% contingency for unanticipated site conditions or issues, a total project budget of $760,000 is recommended as detailed in the Project Budget Spreadsheet (Attachment B). Sufficient budget is available in the MFM Fund as a result of savings realized from other programmed projects.
The project will be managed by the Capital Projects and Facilities Division staff.
Attachments
A - Task Order No. 9
B - Project Budget Spreadsheet