HomeMy WebLinkAbout4.04 AcceptWorkPoliceEvide
CITY CLERK
File # D[6JlQ][Q]-[3][5]
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: November 1, 2005
SUBJECT:
ATTACHMENTS:
RECOMMENDATION:
¥
FINANCIAL STATEMENT:
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Acceptance of Work, Contract 04-14, Police Evidence
Ventilation System
Report Prepared by: Me/i$so Morton, Public Worh Director
None
Accept improvements constructed under Contract 04-14 and
authorize final payment to Cal-Neva Environmental Systems, less
retention to be paid in 35 days ifno subcontractor or supplier claims
are received.
The following expenses were incurred for work specific to the
ventilation project:
Cal-Neva Construction Contract:
Zahn Group Design and Construction
Management
Legal Notice and Printing Cost:
$60,142.00
$31,275.00
$ 344.89
$91,761.89
FY 2004-2005 Budget
$105,000.00
FY 2004-2005 Estimated Exoenses
$87,208.00
FY 2005-2006 BudReì
$0.00
FY 2005-2006 Estimated Expenses
$4,553.50
Sufficient funds will be available for this project in Fiscal Year 2005-
2006 once the City Council approves the 2004-2005 budget
carryover agenda item.
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COpy TO: Cal-Neva; the Zahn Group
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ITEM NO. ft
DESCRIPTION: The Police Evidence Ventilation Project is a portion of the overall
"Short Term Space Needs" Capital Improvement Program (CIP) Project, which also has included items
such as purchase of portable buildings to house inspection staff, purchase of furniture and computers for
the inspection staff, reconfiguration of cubicle spaces at the Civic Center, and provision of panic buttons
for ITont counter reception areas. The 2005-2006 CW budget for this same project includes purchase of
new shelving for the police evidence area and expenses related to the holding facility.
The Police Evidence Ventilation Project installed a separate HV AC (heating, ventilating, and air
conditioning) unit inside the Police Wing evidence storage area. The evidence area was previously served
by the same HV AC unit that also serves other portions of the Police Wing; however, it was not possible to
achieve the degree of ventilation needed in the evidence area without compromising the service to the rest
of the building.
It was originally proposed that this project would also provide an exterior container to house confiscated
evidence. After the project was advertised for bids, Staff determined that the best solution for the storage
of evidence would be indoor secure storage cabinets, which would be independently ventilated ITom the
rest of the evidence area and ITOm the Police Wing in general. The indoor storage was purchased directly
by the City, and the Cal-Neva project included only providing the ductwork to accomplish the ventilation.
The project costs exceeded the original Capital Improvement Program Project budget of $75,000. This
was primarily due to additional work on the part of the Zahn Group, whose contract was amended in April
2005, and a change order for Cal-Neva in the amount of $3,992. The Zahn Group's additional work was
related to consulting work on the evidence storage cabinets and also a requirement to provide a secure wall
inside the evidence storage room. The Cal-Neva change order consisted of providing an exhaust fan to
draw off potential emissions when the evidence storage cabinet was opened. The fan was provided to
satisfY a Building Code requirement and to alleviate concerns on the part of Police Staff regarding the
potential emissions. A mid-year budget adjustment of $30,000 was approved for 2004-2005 to
accommodate the additional expenses.
This project was intended to be completed during the 2004-2005 fiscal year, but was not due to a delivery
delay of the evidence storage cabinets. Therefore, the final payment to Cal-Neva is occurring in the 2005-
2006 fiscal year. Sufficient funds have been rolled over ITom 2004-2005 to 2005-2006 to accommodate
the final payment to Cal-Neva.
This project is now complete according to the construction documents and building code requirements.
Staff therefore recommends that the City Council accept the improvements constructed under Contract
04.14 and authorize final payment to Cal-Neva Environmental Systems, less retention to be paid in 35 days
if no subcontractor or supplier claims are received.
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