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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 Page 2 of 3 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 Page 3 of 3 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.