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Home My WebLink About5.15 Civic Center Rehabilitation Project CIP No. GI0122 – Acceptance of Workr DUBLIN CALIFORNIA STAFF REPORT CITY COUNCIL Agenda Item 5.15 9DATE: August 20, 2024 TO: Honorable Mayor and City Councilmembers FROM: Linda Smith, City Manager SU B.ECT: Civic Center Rehabilitation Project CIP No. GI0122 - Acceptance of Work Prepared by: Michael Boitnott, Capital Improvement Program Manager EXECUTIVE SUMMARY: The City Council will consider the acceptance of the Civic Center Rehabilitation Project. The project converted three existing spaces on the second floor of City Hall into six spaces to better address current staffing and operational needs. STAFF RECOMMENDATION: Adopt the Resolution Accepting the Civic Center Rehabilitation Project, CIP No. GI0122. FINANCIAL IMPACT: The Civic Center Rehabilitation Project is complete, and the project funding and costs were as follows: Project Funding Source General Fund Designated Reserves Total Funding Estimated Expenditures $2,236,730.00 $2,236,730.00 Construction Contract with Change Orders Furniture, Fixtures, and Equipment (FF&E) Contract Services, Design, Salary, and Testing $331,491.48 $26,000.00 $142,508.52 Total Expenditures $500,000.00 Estimated Project Balance $1,736,730 Upon the City Council's acceptance of the project, the remaining budget will be retained within the Civic Center Rehabilitation Project CIP No. GI0122 to fund other renovation and rehabilitation Page 1 of 2 1 projects in the Civic Center. DESCRIPTION: On November 7, 2023, the City Council awarded a construction contract in the amount of $298,702 to C. Overaa & Co. for the Civic Center Rehabilitation Project, CIP No. GI0122. During construction, change orders were issued which resulted in the final construction contract amount of $331,491.48. This project provided for various improvements to the Civic Center, reconfiguring three existing spaces into six spaces on the second floor of City Hall. The existing file room was divided into two spaces that can be configured as either offices or smaller meeting rooms. An existing conference room was reconfigured into an office and a small meeting space. The existing storage room was converted into a copier and printer alcove. Staff has determined that the project is complete and recommends that the City Council accept the project. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The City Council Agenda was posted. A courtesy copy of this report was sent to C. Overaa & Co. ATTACHMENTS: 1) Resolution Accepting the Civic Center Rehabilitation Project, CIP No. GI0122 2) CIP No. GI0122 Page 2 of 2 2 Attachment I RESOLUTION NO. XX - 24 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ACCEPTING THE CIVIC CENTER REHABILITATION PROJECT, CIP NO. GI0122 WHEREAS, on November 7, 2023, the City of Dublin entered into a Construction Contract with C. Overaa & Co. for the Civic Center Rehabilitation Project, with improvements that converted three existing spaces on the second floor of City Hall into six spaces; and WHEREAS, said improvements have been completed in accordance with plans and specifications, and any approved modifications thereof, to the satisfaction of the City Engineer of the City of Dublin; and WHEREAS, as a condition of the contract, C. Overaa & Co. is required to warranty the improvements for a period of one year following the completion of the work and maintain a maintenance bond in the amount of 10% of the final contract value. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby accept the Civic Center Rehabilitation Project, CIP No. G10122 and authorize Staff to file a Notice of Completion with Alameda County. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby authorize the City Manager, or designee, to release the retention, if after 35 days of filing the Notice of Completion there are no subcontractor claims. BE IT FURTHER RESOLVED that the City Council of the City of Dublin does hereby authorize the City Manager, or designee, to release the maintenance bond at the end of the one-year warranty period. PASSED, APPROVED AND ADOPTED this 20th day of August 2024, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk Reso. No. XX-24, Item X.X, Adopted 08/20/2024 Page 1 of 1 3 Attachment 2 Number — GI0122 • ICIVIC CENTER REHABILITATION Program — GENERAL IMPROVEMENTS PROJECT DESCRIPTION This project provides for the planning, design, and construction of various rehabilitation and renovation projects at the Civic Center. Projects may include: renovation of all restrooms, showers, kitchenettes, and the employee break room; modifications to conference rooms; lighting and ceiling replacement; site improvements to the parking lot area and surrounding walkways of the Civic Center; plaza and landscaping improvements; building security evaluation and upgrades; repainting; and Americans with Disabilities Act (ADA) and Code upgrades. Interior repainting in select areas was completed during construction of the Civic Center HVAC and Roof Replacement project, and minor parking lot and walkway improvements are anticipated to be designed and constructed in conjunction with the Dublin Arts Center project. This project also includes the partitioning of three spaces into six on the second floor of the Civic Center. This project is funded by General Fund Reserves. Other potential funding sources for the building security upgrades may include Federal and State public safety grants. PROJECT TIMELINE: The project is currently in various stages of design or construction. ANNUAL OPERATING IMPACT: None. 2024-2029 CAPITAL IMPROVEMENT PROGRAM ESTIMATED COSTS PRIOR FUTURE YEARS 2024-2025 2025-2026 2026-2027 2027-2028 2028-2029 YEARS TOTALS 9100 — Salaries & Benefits $80,140 $80,140 9200 — Contract Services $511,590 $100,000 $611,590 9400 — Improvements 9500 — Miscellaneous $1,425,000 $15,000 $100,000 $5,000 $1,525,000 $20,000 TOTAL $2 031 730 $205 000 $2 236 730 FUNDING SOURCE PRIOR FUTURE YEARS 2024-2025 2025-2026 2026-2027 2027-2028 2028-2029 YEARS TOTALS 1101 — General Fund Designated Reserves $2,031,730 $205,000 $2,236,730 TOTAL $2,031,730 $205,000 $2,236,730 4