HomeMy WebLinkAboutItem 2h: Accept work by AVI-CON Const. Inc. for Energy Efficiency Retrofits to City HallDATE: August 07, 2012
STAFF REPORT
Public Works Services Department
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Dave McVey, General Services Superintendent
Phil Wray, Deputy Development Services Director /City Engineer
SUBJECT: ACCEPT ALL WORK PERFORMED BY AVI -CON CONSTRUCTION,
INC. DBA CA CONSTRUCTION FOR CONSTRUCTION OF THE
ENERGY EFFICIENCY RETROFITS TO CITY HALL AND AUTHORIZE
THE FINAL PAYMENT TO BE MADE IN ACCORDANCE WITH THE
CONTRACT DOCUMENTS
Recommendation: Approve
SUMMARY
On June 21, 2011, the City Council awarded a contract to Avi -Con Construction, Inc.
DBA CA Construction in the amount of $1,283,000 and included a 10% contingency for
the construction of the energy efficiency retrofits to City Hall. The terms and conditions
of this project have been complied with and the work has been performed to staff's
satisfaction for a total project cost of $1,377,764.81. This amount reflects the original
contract amount of $1,283,000 plus contract change orders totaling $94,764.81, or
approximately 7.4% above the original contract amount.
It is recommended that the City Council accept all work performed by Avi -Con
Construction, Inc. DBA CA Construction as complete and authorize the final payment to
be made in accordance with the contract documents, subject to retention of
$137,776.50.
BACKGROUND
The American Recovery and Reinvestment Act of 2009 appropriated $2.7 billion to the
U.S. Department of Energy (DOE) for the Energy Efficiency Conservation Block Grant
( EECBG) Program. Cities with a population of at least 35,000 were eligible for EECBG
direct formula grant funding and were given an opportunity to submit an application.
Through an analysis of City facilities, with an emphasis on cost energy savings, it was
determined that an upgrade to the existing heating, ventilation, and air conditioning
(HVAC) system and replacement of the windows and ceiling insulation at City Hall with
energy efficiency windows and insulation, would provide the most energy savings and
Honorable Mayor and City Council
August 7, 2012
Page 2 of 3
would be eligible for grant funding. In August 2009, the DOE approved the City of
Arcadia's EECBG application and awarded the City $534,700.
On January 19, 2010, a Professional Services Agreement was awarded to WLC
Architects Inc. for the design and development of the City Hall energy efficiency retrofits
project. As the design phase of the project progressed, it was determined that once the
space above the existing ceiling was disturbed, other improvements such as fire
sprinklers, asbestos removal, new t -bar ceiling, and lighting fixtures as well as ADA
requirements needed to be addressed. Subsequently, on August 3, 2010, the City
Council approved the additional work and expanded the scope of the project to include
renovation work to meet building code requirements, and to enhance the functionality
and aesthetics of City Hall.
DISCUSSION
On June 21, 2011, a contract was awarded to Avi -Con Construction, Inc. DBA CA
Construction in the amount of $1,283,000 and included a 10% contingency for
construction of the energy efficiency retrofits and improvements to City Hall. Since the
project design and work scope was prepared by reviewing as -built drawings,
modifications to the work scope during construction were required to address actual
field conditions. As a result, there were 22 change orders totaling $94,764.81, or
approximately 7.4% above the original contract amount for a total project cost of
$1,377,764.81.
The most significant change orders were primarily due to unforeseeable conditions in
the ceilings. For example, during window installation, the contractor found that the
current design of the ceiling was not compatible with the installation of the windows.
The upper ceiling metal support system was hidden and then exposed during
demolition. Prior to construction, the Architect had designed the connection based on
the best information that was available and what could be seen at the time. The
architect modified the design to accommodate the window and the upper ceiling.
Furthermore, when installing the HVAC ducting, it was discovered that old ducting had
to be removed and additional HVAC ducting was necessary. The ceiling space
between the roof deck and hard lid did not allow sufficient clearance to install the
ducting. Finally, the remaining change orders included the installation of additional fire
sprinkler heads in areas of the ceiling that were found to be isolated from the rest of the
fire sprinkler system, and additional demolition was added to the project to help
accommodate Phase 2 work, which include improvements to the building's interior.
Avi -Con Construction, Inc. DBA CA Construction has met all terms and conditions of
this project and performed all work to staffs satisfaction. Therefore, it is recommended
that the City Council accept all work performed by Avi -Con Construction, Inc. DBA CA
Construction as complete and authorize the final payment to be made in accordance
with the contract documents, subject to retention of $137,776.50.
Honorable Mayor and City Council
August 7, 2012
Page 3of3
ENVIRONMENTAL ANALYSIS
The energy efficiency retrofits project at City Hall is a Class 1 categorical exemption per
Section 15301(a) of the California Environmental Quality Act.
FISCAL IMPACT
A total of $1,845,100 has been budgeted for the City Hall's Energy Efficiency Retrofits
Project in the Capital Improvement Plan from Fiscal Years 2009 -10, 2010 -11, and 2011-
12.
The total project cost for this contract is $1,283,000 plus a 10% contingency, which was
approved by the City Council on June 21, 2011. Final cost was $1,377,764.81. This
amount reflects the original contract amount of $1,283,000 plus contract change orders
totaling $94,764.81, or approximately 7.4% above the original contract amount. All
terms and conditions of this contract have been satisfied.
RECOMMENDATIONS
It is recommended that the City Council approve the following:
1. Accept all work performed by Avi -Con Construction, Inc. DBA CA
Construction for construction of the energy efficiency retrofits to City Hall.
2. Authorize final payment to be made in accordance with the contract
documents, subject to retention of $137,776.50.
APPROVED:
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City Manager