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Home My Public Portal About13-8672 Move City Offices to 3400 NW 135 Street Sponsored by: Mayor Taylor RESOLUTION NO. 13-8672 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, RESCINDING RESOLUTION NO 13-8666, AND AUTHORIZING THE CITY MANAGER TO MOVE CITY OFFICES TO 3400 NW 135TH STREET, BUILDING B, INSTEAD OF MODULAR TRAILERS, AS A MORE COST E1}'ECTIVE OPTION AT A COST OF $12,673.33 MONTHLY AND A TOTAL ESTIMATE FOR THE MOVE OF $80,500.00,PAYABLE FROM ACCOUNT NUMBER 19-519390,A NON-BUDGETED ITEM;PROVIDING FOR INCORPORATION OF RECITALS;PROVIDING FOR AN EFFECTIVE DATE WHEREAS, Resolution No. 13-8666, adopted July 2013, authorized the City Manager to move the City Administrative Offices to modular trailers at a cost not to exceed$300,000; and WHEREAS, the owner of 3400 NW 135th Street has presented a more suitable offer to the City of Opa-locka;and WHEREAS, the building 3400 NW 135th is serviced by Pump Station 7, is currently under moratorium for new development,and scheduled to be renovated in the upcoming year;and WHEREAS, Miami-Dade County DERM has approved the City relocating to the site, as it is temporary and the Offices will be used only during normal business hours;and WHEREAS, the City staff has determined that 3400 NW 135th Street is a better option than the modular trailers because: 1) the space is large enough for all employees, 2) it is cost saving - in excess of$200,000,3)it has an existing Server room,and 4)it is close to major thoroughfare;and WHEREAS,the City Commission of the City of Opa-locka desires to move the City offices to 3400 NW 135th Street; and Resolution No. 13-8672 WHEREAS, the City Commission of the City of Opa-locka authorizes the City Manager to move City offices, as a cost effective option, to 3400 NW135th street, Building B, instead of to modular trailers. NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA,FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Section 2. The City Commission of the City of Opa-locka hereby rescinds Resolution No. 13-8666,and authorizes and directs the City Manager to relocate City offices as a cost effective option to 3400 NW 135th Street,Building B,instead of to modular trailers,at a cost of$12,673.33 monthly,with the total estimate cost of the relocation at$80,500.00,payable from Account Number 19-519390,which is a non-budgeted item.This Resolution authorizes execution of a lease agreement from 10-1-13 to 10-2-14. Section 3. This Resolution authorizes the allocation of an amount not to exceed twenty- five thousand dollars ($25,000) from Account Number 19-519390 for the retrofitting of the building and the performance of an air quality control check. The air quality control check shall be conducted within sixty(60) days. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 6th day of September, 2013. i _• ' ;, AYLOR MAYOR Attest to: 4,41! (•anna Flores ity Clerk Resolution No. 13-8672 Approved as to form and legal sufficiency: I . Jo irIVA7 fie'ler G ENS I OON MARDER PA Atto ey Moved by: COMMISSIONER SANTIAGO Seconded by: COMMISSIONER JOHNSON Commission Vote: 4-1 Commissioner Holmes: NO Commissioner Johnson: YES Commissioner Santiago: YES Vice-Mayor Kelley: YES Mayor Taylor: YES �vp'LOCkq- •0 City of Opa-Locka Agenda Cover Memo Commission Meeting 09/04/2013 Item Type: Resolution Ordinance Other Date: X (EnterX in box) Fiscal Impact: Ordinance Reading: 1st Reading 2nd Reading (EnterX in box) Yes No (EnterX in box) X Public Hearing: Yes No Yes No (EnterX in box) X X Funding Source: (Enter Fund&Dept) Advertising Requirement: Yes No (Enter Acct No.) 19-519390 (EnterX in box) X NON-BUDGETED Contract/P.O.Required: Yes No RFP/RFQ/Bid #: (Enter X in box) x N/A Strategic Plan Related Yes No Strategic Plan Priority Area: Strategic Plan Obj./Strategy: (list the (Enter X in box) specific objective/strategy this item will address) Enhance Organizational 0 Bus.&Economic Dev El Public Safety 0 Quality of Education n Qual.of Life&City Image 0 Communcation 0 Sponsor Name City Manager Department: City Manager Short Title: A RESOLUTION OF THE CITY OF OPA-LOCKA, FLORIDA AUTHORIZING THE CITY MANAGER TO MOVE CITY OFFICES TO 3400 NW 135TH STREET, BLDG B, INSTEAD OF MODULAR TRAILERS AS A MORE COST EFFECTIVE OPTION AT A COST OF $12,673.33 MONTHLY AND A TOTAL COST ESTIMATE FOR THE MOVE OF $80,500, PAYABLE FROM ACCOUNT NUMBER 19-519390, NON-BUDGETED Staff Summary: In July 2013, the City Commission adopted a resolution authorizing the City Manager to move the City Administrative Offices to modular trailers at a cost not to exceed $300,000. Since then, the City was approached by the owner of 3400 NW 135th Street with an offer to move the city offices to that location. City Staff toured the building and determined that it was a better option for the City. Also, the building is serviced by Pump Station 7 that is currently under moratorium for new development. However, Miami Dade County DERM has approved the move of the City to this location since it is (1) a temporary location, (2) City Offices with use only during normal business hours, and (3) the pump station is scheduled for renovation in the upcoming fiscal year. Advantages of moving to this facility instead of trailers include: • A cost savings in excess of$200,000. • This is an actual building, not trailers. • The space is large enough for all employees to move into. With the trailers, we would have had to spend approximately$100,000 to renovate the old HR Building for IT. • There is already an existing server room. • The building is on a major thoroughfare fare of the City and has more than adequate parking. Proposed Action: Approval Attachment: (1) Proposed Lease for Move to 3400 NW 135th Street (2) Memo dated August 5, 2013—Move of City Offices to Trailers, which includes quote from ModSpace (3) Approval by DERM (4) Resolution No. 13-8655 (5) Resolution No. 13-8666 O r t)1�l irjlr 131 ors: m" Hes�o gkeida Memorandum TO: Mayor Myra L. Taylor Vice-Mayor Jose h L. Kell Commissioner Tim'I thy Hol Commissioner Dor thy J1 n. Commissioner Lui. B. itia, / FROM: Kelvin Baker, Sr. , City Ma id DATE: September 3, 2013 RE: Resolution: Move of City Offices to 3400 NW 135th Street Request: A RESOLUTION OF THE CITY OF OPA-LOCKA, FLORIDA AUTHORIZING THE CITY MANAGER TO MOVE CITY OFFICES TO 3400 NW 135TH STREET, BLDG B, INSTEAD OF MODULAR TRAILERS AS A MORE COST EFFECTIVE OPTION AT A COST OF $12,673.33 MONTHLY AND A TOTAL COST ESTIMATE FOR THE MOVE OF $80,500, PAYABLE FROM ACCOUNT NUMBER 19-519390, NON-BUDGETED Description: The City has been in negotiations with the owner of Town Center One for over one year to purchase the building. The City was paying about $535,000 annually on three separate leases and it was financially practical alternative to purchase the building rather than continuing to rent. However, this process has taken much longer than anticipated, which has resulted in the City paying month to month rent that was not provided for in the FY 2012-2013 Adopted Budget. At the end of this fiscal year, the City would have paid $417,660 in unbudgeted rental expenses. As of today,negotiations to purchase Town Center One have stalled. Due to this delay, expense, and with the knowledge of the pending end of the fiscal year, at the July 24th City Commission Meeting, the City Manager was directed to price modular trailers for City Administrative Offices. The City has priced the cost to move to modular trailers, but since that time, we are in receipt of a second option that we believe is in the best interest of the City. Financial Impact: $12,673.33 monthly Implementation Timeline: Immediately Legislative History: Resolutions 13-8655 and 13-8666 Recommendation(s): Staff recommends approval. Analysis: In July 2013, the City Commission adopted a resolution authorizing the City Manager to move the City Administrative Offices to modular trailers at a cost not to exceed $300,000. Since then, the City was approached by the owner of 3400 NW 135th Street with an offer to move the city offices to that location. City Staff toured the building and determined that it was a better option for the City. Also, the building is serviced by Pump Station 7 that is currently under moratorium for new development. However, Miami Dade County DERM has approved the move of the City to this location since it is (1) a temporary location, (2) City Offices will be used only during normal business hours, and (3) the pump station is scheduled for renovation in the upcoming fiscal year. Advantages of moving to this facility instead of trailers include: • A cost savings in excess of$200,000. • This is an actual building, not trailers. Safety will be increased during hurricane, windstorm and other emergency situations. • The space is large enough for all employees to move into. With the trailers, we would have had to spend approximately$100,000 to renovate the old HR Building for IT. • There is already an existing server room. • The building is on a major thoroughfare fare of the City and has more than adequate parking. MOVING COST ESTIMATE Trailers NW 135th Street Installation of Trailers $87,370 $0 IT wiring- Includes phones, computers, alarms, 35,000 50,000 contracted assistance for the move of computers Installation of panels/partitions 10,000 10,000 Renovation of building previously used for the 100,000 0 Human Resources Department for IT use (Will provide more security for computer equipment.) FPL Connection 1,000 0 Connection of water&sewer utilities 5,000 0 Movers 10,000 10,000 Contingency (15%) 37,250 10,500 Total Moving Cost Estimate $285,620 $80,500 Attachments: (1)Proposed Lease for Move to 3400 NW 135th Street (2)Memo dated August 5, 2013 —Move of City Offices to Trailers, which includes quote from ModSpace (3)Approval by DERM (4)Resolution No. 13-8655 (5)Resolution No. 13-8666 PREPARED BY: Faye Douglas, Budget Administrator