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HomeMy WebLinkAboutItem 2b: Accept the City Hall Interior Renovation Project.'. GQ�LIFORN —�9 F mco�oo.aica Au6usf 5, 1903 STAFF REPORT Development Services Department DATE: April 2, 2013 TO: Honorable Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director Philip A. Wray, Deputy Director of Development Services /City Engineer SUBJECT: ACCEPT ALL WORK PERFORMED BY VARGAS OLSON ENTERPRISES FOR THE CITY HALL INTERIOR RENOVATION PROJECT AS COMPLETE Recommended Action: Approve SUMMARY On July 17, 2012, the City Council awarded a contract to Vargas Olson Enterprises in the amount of $257,673, plus a 10% contingency, for City Hall Interior Renovation. There were six (6) change orders for extra work, increasing the contract by $66,133. Although the change order amount is above the 10% initially approved by the City Council, it is within the guidelines of the City's Standard Specifications for Public Works Construction, and the State Public Contracts Code. The work was determined to be necessary, critical, and timely to the finished product. The contractor's prices are competitive and the total cost is within the overall project budget. The terms and conditions of this project have been complied with, and the required work has been performed to staff's satisfaction, for a final cost of $323,806. It is recommended that the City Council accept the project as complete, and authorize the final payment in accordance with the approved contract documents. BACKGROUND The City Hall Interior Renovation project is Phase 2 of the City's overall City Hall Renovation Plan. The scope of work for the interior renovation included the following: 1. Carpet throughout all buildings 2. Tile flooring in the entry lobby 3. Wall covering in the main hallway 4. Painting throughout all buildings 5. Door replacement in the main hallway 6. Baseboards in various locations Final City Hall Interior Renovation April 2, 2013 Page 2 7. Abatement of hazardous materials in flooring and paint 8. Miscellaneous door removal and wall construction Bids were opened for the project on July 3, 2012, and the City Council awarded a contract to Vargas Olson Enterprises in the amount of $257,673 on July 17, 2012. DISCUSSION Construction began in late August 2012, and continued into February 2013. The project was divided into eight (8) phases to accommodate staff relocations for each phase within the building. As the furniture was cleared out of each phase, unforeseen conditions were exposed, such as: • Old communications, data, and electrical lines and boxes • Unneeded vents and openings in the walls • Missing baseboards • Damaged or mismatching wall surfaces and textures • Additional areas of hazardous flooring materials • Uneven floors • Unnecessary partitions, shelves, and panels Additional demolition, clean up, and restoration work was requested of the contractor to address these items. In addition, two rooms were added to the project that were not in the original scope: the Cashier's safe /storage room, and the utility room in the City Manager's wing of lower City Hall. On October 31, 2012, the City Council, at a special workshop, considered changes to the lower City Hall Administrative Services Department wing and gave staff direction to proceed with the work. This involved moving the main entrance and public lobby area to the south end of the building so that it matches the City Manager's main entrance. Staff worked with the contractor to integrate the changes into the scheduled demolition and restoration for that phase of the project. The extra work consisted of the following: • Demolition of one wall • Relocation of one door • Removal of one exterior door (inside wall only) • Installation of two new walls and a new door • Various electrical, data, communications, fire sprinkler, and ceiling relocations and repairs The contractor's quality of work was excellent and his willingness to work with the City and around normal City Hall business functions was Exceptional. The total amount of all additional work is $66,133. The costs for the additional work are in line with the costs and hourly rates in the original bid. Final City Hall Interior Renovation April 2, 2013 Page 3 This brought the total contract to $323,806, still below the Engineers Estimate for the project of $350,000. FISCAL IMPACT The FY 2012 -13 Capital Improvement Program budget for the City Hall Interior Renovation project was combined with the Exterior Renovation Project (Phase 3), with a total budget of $895,000. All Phase 2 work, which included other items like moving expenses, abatement services, communications and electrical, storage bin rentals, signage, artwork, partitions, and furniture, was estimated at approximately $595,000. This total contract, including the change orders, is $323,806, which is within the budgeted amount. Contracts for signage, artwork, and additional furniture are still outstanding, but will also be within the original budgeted amount. RECOMMENDATION That the City Council accept all work performed by Vargas Olson Enterprises for the City Hall Interior Renovation Project as complete. Approved, Dominic Lazza CI y Manager J K: PAW: pa