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STAFF REPORT
Public Works Services Department
DATE: July 16, 2013
TO:
FROM:
Honorable Mayor and City Council
Tom Tait, Public Works Services Director
By: Dave McVey, General Services Superintendent
SUBJECT: ACCEPT ALL WORK PERFORMED BY MARJANI BUILDERS FOR THE
RENOVATION OF THE CAY MORTENSON LIBRARY AUDITORIUM
PROJECT AS COMPLETE AND AUTHORIZE THE FINAL PAYMENT TO
BE MADE IN ACCORDANCE WITH THE CONTRACT DOCUMENTS,
SUBJECT TO THE RETENTION OF $6,393.98
Recommendation: Approve
SUMMARY
On December 18, 2012, the City Council awarded a contract to Marjani Builders for the
Renovation of Cay Mortenson Library Auditorium Project in the amount of $122,000 with
a 10% contingency. The terms and conditions of this project have been complied with
and the work has been performed satisfactorily according to the contract documents for
a total project cost of $127,879.69. This amount reflects the original contract amount of
$122,000 plus two change orders totaling $5,879.69, or 4.82 %, above the original
contract amount.
It is recommended that the City Council accept all work performed by Marjani Builders
for the Renovation of Cay Mortenson Library Auditorium Project as complete and
authorize the final payment to be made in accordance with the contract documents,
subject to retention of $6,393.98.
DISCUSSION
The Cay Mortenson Library Auditorium (Auditorium) is over 50 years old and the
audiovisual and lighting systems needed to be replaced. The Auditorium is used
extensively for Library programs, including activities for community groups and
organizations highlighting uses for civic, cultural, charitable, intellectual, and educational
programs and community functions.
Accept Renovation of Cay Mortenson Library Auditorium Project
July 16, 2013
Page 2 of 2
The Auditorium's electrical panel, overhead lighting, audiovisual equipment, and interior
design had not been improved since the facility was built. Current technology has
surpassed the functionality of the Auditorium. As a result, performances and
instructional presentations were becoming increasingly challenging due to the limited
capabilities of the Auditorium's outdated audio visual and lighting systems.
On November 6, 2012, the City Council rejected bids for this project, because all bids
received were significantly higher than the project's approved budget. The City Council
then directed staff to scale down the project's scope of work and re -bid the project. As
a result, Public Works Services met with Library personnel to identify the most important
improvements that needed to be included in the re -bid of the Auditorium project. These
improvements included replacing the antiquated audio visual equipment,
lighting /dimming system, and upgrading the electrical panel. Consequently, on
December 18, 2012, the City Council awarded a contract to Marjani Builders for the
Renovation of the Cay Mortenson Library Auditorium Project in the amount of $122,000.
During the renovation, it was determined that an upgrade to the lighting fixtures was
necessary to enhance illumination. Also, the type of projector lens was not determined
until the renovations were made and the audio visual system was installed. The change
orders described below represent the negotiated agreement for extra work performed
by the contractor:
CCO # Description Amount
1. Upgrade the lighting fixtures to enhance illumination $ 5,667.20
2. Add a projector lens $ 212.49
Total Change Orders $ 5,879.69
FISCAL IMPACT
Funds in the amount of $160,000 from the Capital Outlay Fund were budgeted in the
Fiscal Year 2012 -13 Capital Improvement Plan. The total project cost of $127,879.69 is
within the approved budget for the Project.
RECOMMENDATION
It is recommended that the City Council accept all work performed by Marjani Builders
for the renovation of the Cay Mortenson Library Auditorium project as complete and
authorize the final payment to be made in accordance with the contract documents,
subject to the retention of $6,393.98.
Approved:
Dominic Lazzar
City Manager