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HomeMy WebLinkAboutItem 2e - Accept Library Auditorium ProjectGP/,IFO$n, ,<tc Inc.r���r 0 Aug. 19 st S,IJ 1 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instructional presentations were becoming increasingly challenging due to the limited capabilities of the Auditorium's outdated audio visual and lighting systems.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