HomeMy WebLinkAboutItem 12f - Accept City Manager Office Remodel Project
DATE: September 15, 2020
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Tyler Polidori, General Services Superintendent
SUBJECT: ACCEPT ALL WORK PERFORMED BY VINCOR CONSTRUCTION, INC.
FOR THE CITY MANAGER’S OFFICE REORGANIZATION REMODEL
PROJECT AS COMPLETE
Recommendation: Approve
SUMMARY
On January 21, 2020, the City Council approved a contract with Vincor Construction, Inc.
in the amount of $78,294 for the City Manager’s Office Reorganization Remodel Project.
The terms and conditions of the project have been complied with and the work has been
performed to the satisfaction of the Project Manager for a total project cost of $77,607.11.
As part of the project, new office furniture was purchased and installed. The original
estimate for the furniture was $30,791 and the final cost for purchase and installation of
the new office furniture was $28,291.38. Therefore, the total cost for the City Manager’s
Office reorganization is $105,898.49, or $3,186.51 less than the budgeted amount.
It is recommended that the City Council accept all work performed by Vincor Construction,
Inc. for the City Manager’s Office Reorganization Remodel Project as complete, and
authorize the final payment to be made in accordance with the contract documents,
subject to the retention of $3,880.36.
DISCUSSION
The City Council approved the City Manager’s Office Reorganization on December 17,
2019. The City Manager’s Office Reorganization required minor modifications to the
existing City Manager’s Office building in order to accommodate the transition of City
Clerk staff to Lower City Hall. The modifications included converting the front portion of
the City Manager’s Office to an open concept area with a revised public counter and
relocating the City Manager to a remodeled area adjacent to the existing Mayor’s Office.
The office renovations were designed to allow for greater interactions with all department
employees and improve customer service. The new layout in the City Manager’s office
Accept City Manager’s Office Remodel Project
September 15, 2020
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area will alleviate administration concerns, enhance the City Manager’s Office culture,
improve overall operations, and increase security while still creating a friendly and inviting
atmosphere for the public to conduct business.
Construction was scheduled to begin in April 2020, but due to COVID-19 restrictions
construction was deferred until City Hall reopened to the public. Construction commenced
in July 2020 and concluded in August 2020. Below is a breakdown of the contract change
order.
CCO# Description Amount
1. Footing preparation for load-bearing header beam and
special inspection by Registered Deputy Inspector $6,431.96
Total: $6,431.96
The change order was related to the installation of a load-bearing header beam that was
necessary to support the roof structure where an interior wall was removed in the new
City Clerk’s area. The calculations performed by the structural engineer determined that
additional anchoring and footing preparation was required for the header beam. Final
installation of the load-bearing beam needed to be inspected by a Registered Deputy
Inspector.
The terms and conditions of this contract have been complied with and the work has been
performed to the satisfaction of the Project Manager. Vincor Construction Inc. has
completed the work as defined by the City’s specifications in an efficient and timely
manner. Below are some photos of the remodeled spaces.
Accept City Manager’s Office Remodel Project
September 15, 2020
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FISCAL IMPACT
The project was funded using one-time salary savings with the elimination of the Chief
Deputy City Clerk position as well as a supplemental budget appropriation. The estimated
cost for construction was $78,294 with furniture expenses of $30,791, for a total project
cost of $109,085. The final cost for construction was $77,607.11, including the change
order, with furniture expenses of $28,291.38 for a total project cost of $105,898.49, or
$3,186.51 less than budgeted. The balance of unused funds will be returned to the
General Fund Reserve.
RECOMMENDATION
It is recommended that the City Council accept all work performed by Vincor Construction,
Inc. for the City Manager’s Office Reorganization Remodel Project as complete, and
authorize the final payment to be made in accordance with the contract documents,
subject to the retention of $3,880.36.