HomeMy WebLinkAbout4.5 Contract Change Order Authorization for the Civic Center HVAC and Roof Replacement ProjectSTAFF REPORT
CITY COUNCIL
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Agenda Item 4.5
DATE:May 4, 2021
TO:Honorable Mayor and City Councilmembers
FROM:Linda Smith, City Manager
SUBJECT:Contract Change Order Authorization for the Civic Center HVAC and Roof
Replacement Project
Prepared by: Michael Boitnott, Capital Improvement Program Manager
EXECUTIVE SUMMARY:
The City Council will consider increasing the contract change order authority of the City Manager
for the Civic Center HVAC and Roof Replacement Project, to allow the contractor, ADC
Construction Management, Inc., to furnish and install additional hot water piping and a heating
boiler, modify the Civic Center to accommodate the HVAC system, and supply the future Cultural
Arts Center with hot water heating.
STAFF RECOMMENDATION:
Adopt the Resolution Authorizing the City Manager to Approve Contract Change Orders with ADC
Construction Management, Inc. for the Civic Center HVAC and Roof Replacement Project, CIP No.
GI0119.
FINANCIAL IMPACT:
Funds to cover the contract change order increase, estimated at $175,000, are available in the
Cultural Arts Center Project (CIP No. GI0120) budget and will be transferred into the Civic Center
HVAC and Roof Replacement Project upon City Council approval. This change will be reflected in
the update to the Capital Improvement Program which will be presented to the City Council on
June 1, 2021.
DESCRIPTION:
On July 21, 2020, the City Council awarded a $3,836,831 Design/Builder Agreement to ADC
Construction Management, Inc. for the design and construction of the Civic Center HVAC and Roof
Replacement Project (CIP No. GI0119). With this action, the City Council also authorized the City
Manager to approve change orders up to a contingency amount of $500,000 for the project
(Attachment 2 – Resolution 75-20), which would bring the total potential design/build cost to
$4,336,831.
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Page 2 of 2
The Civic Center HVAC and Roof Replacement Project is a multiphase project to improve the Civic
Center with the design and construction of the flat roof assembly replacement, interior parapet
wall weather proofing, seven roof-mounted exhaust fans, and seven roof-mounted heating,
ventilation, and air conditioning (HVAC) units. The Project also includes a new fire alarm system,
ethernet data cable drop locations, a multi-split system for the second floor Information Systems
closet, new HVAC controls, installation of four-inch thick polyisocyanurate roof insulation,
replacement of portions of dropped ceiling, and interior patch and paint work.
During construction, given that the design for the Cultural Arts Center has progressed sufficiently,
it was determined that hot water boilers should be consolidated and located on the first floor of
City Hall (the administrative wing of the Civic Center) rather than to have boilers on both the City
Hall roof and Cultural Arts Center roof. Consolidated boilers allow for two larger, more efficient
units rather than multiple smaller boilers. In addition, it provides for partial redundancy, allowing
for future servicing of the system to be performed without completely losing heating to the
building. This change requires that both boilers and the hot water piping supplying the future
Cultural Arts Center be installed at this time. The estimated $175,000 to install these
improvements will ultimately be a cost savings to both projects by reducinglong-term
maintenance and operation costs of the heating systems at the facility.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
A copy of this Staff Report was sent to ADC Construction Management, Inc. and the City Council
Agenda was posted.
ATTACHMENTS:
1) Resolution Authorizing the City Manager to Approve Contract Change Orders with ADC
Construction Management, Inc. for the Civic Center HVAC and Roof Replacement Project, CIP
No. GI0119
2) Resolution No. 75-20 Awarding a Design/Builder Agreement to ADC Construction
Management, Inc. for the Civic Center HVAC and Roof Replacement, CIP No. GI0119
3) CIP GI0119
4) CIP GI0120
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Attachment 1
Reso. No. XX-21, Item X.X, Adopted 05/04/21 Page 1 of 2
RESOLUTION NO. XX – 21
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING THE CITY MANAGER TO APPROVE CONTRACT CHANGE ORDERS WITH
ADC CONSTRUCTION MANAGEMENT, INC., FOR THE CIVIC CENTER HVAC AND ROOF
REPLACEMENT PROJECT, CIP NO. GI0119
WHEREAS,on July 21, 2020, the City approved Resolution No. 75-20, authorizing the
City Manager to execute a Design/Builder Agreement with ADC Construction Management, Inc.
to replace the flat roof assembly, roof-mounted HVAC equipment, modifications to the existing
HVAC duct system, HVAC controls, minor structural upgrades, fire alarm panel and ancillary
devices, and the installation of 168 Cat6e ethernet data cable drops within the City Hall building
of the Civic Center; and
WHEREAS,the City Council also authorized the City Manager or designee to approve
Contract Change Orders based on the appropriated funds designated for the Project up to the
contingency amount of $500,000; and
WHEREAS,Staff has identified additional improvements that benefit both the Civic
Center administration wing building and the future Cultural Arts Center building, which are
generally described as consolidating the heating hot water boilers in one location on the first
floor of the administrative wing, installing hot water piping, and associated building modification
to accommodate the system installation; and
WHEREAS, the estimated cost of the additional improvements is $175,000 and there is
sufficient funding available in the Cultural Arts Center Project, CIP No. GI0120.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby authorize the City Manager or designee to approve Contract Change Orders with ADC
Construction Management, Inc. up to the revised contingency amount of $675,000 and increase
the agreement total to four million five-hundred eleven thousand eight hundred thirty-one
dollars ($4,511,831).
BE IT FURTHER RESOLVED, that the City Council of the City of Dublin does hereby
authorize use of available funds from the Cultural Arts Center Project, CIP No. GI0120, for the
additional improvements.
PASSED, APPROVED AND ADOPTED this 4th day of May, 2021, by the following vote:
AYES:
NOES:
ABSENT:
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Attachment 1
Reso. No. XX-21, Item X.X, Adopted 05/04/21 Page 2 of 2
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
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Attachment 2
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Number GI0119ProgramGENERALESTIMATED COSTSPRIOR YEARS 2020-2021 BUDGET 2021-2022 2022-2023 2023-2024 2024-2025 FUTURE YEARS TOTALS9100$17,325 $71,775$89,1009200$87,182 $483,718$570,9009400$3,635,000$3,635,0009500$338 $4,662$5,0009600$700,000$700,000$104,845 $4,895,155$5,000,000FUNDING SOURCEPRIOR YEARS 2020-2021 BUDGET 2021-2022 2022-2023 2023-2024 2024-2025 FUTURE YEARS TOTALS1001$2,212,634$2,212,6346605$200,000$200,0006205$104,845 $2,482,521$2,587,366$104,845 $4,895,155$5,000,000ANNUAL OPERATING IMPACT2020-2025 CAPITAL IMPROVEMENT PROGRAMCIVIC CENTER HVAC AND ROOF REPLACEMENTTOTALIT FundTOTALGeneral FundInternal Service Fund - Facilities ReplacementSalaries & BenefitsContract ServicesImprovementsMiscellaneousEquipmentPROJECT DESCRIPTIONThis project provides for the design and replacement of the heating, ventilation, and air conditioning (HVAC) system and controls, roof replacement, associated building modifications, and code compliance upgrades for City Hall portion of the Civic Center complex. The existing HVAC and roof systems are at the end of their useful life and are due for replacement. A new HVAC system and controls will be more energy efficient and have a greater ability to be adjusted. With the roof replace, the project will also upgrade communications infrastructure for new data connections to offices, workstations, and conference rooms. The project will be completed in several phases to minimize disruption to the public and to Staff working within the buildings. The HVAC and roof improvements for the future Cultural Arts Center portion of the Civic Center complex will be completed with the renovation of the Cultural Arts Center Project, CIP No. GI0120.This project is funded by $2 million in a General Fund Reserve set aside for this purpose in addition to the Internal Service Fund for Facilities Replacement.ANNUAL OPERATING IMPACT: NoneMANAGING DEPARTMENT: Public WorksAttachment 360
Number GI0120ProgramGENERALPRIOR YEARS 2020-2021 BUDGET 2021-2022 2022-2023 2023-2024 2024-2025 FUTURE YEARS TOTALS9100$5,739 $139,566 $54,640$199,9459200$242,567 $2,472,433$2,715,0009400$3,343,736 $4,895,264$8,239,0009500$18,090$18,0909600$800,000$800,000$248,306 $6,773,825 $4,949,904$11,972,035PRIOR YEARS 2020-2021 BUDGET 2021-2022 2022-2023 2023-2024 2024-2025 FUTURE YEARS TOTALS1001$4,539,197$4,539,1974100$248,306 $690,990 $4,949,904$5,889,2006205$1,543,638$1,543,638$248,306 $6,773,825 $4,949,904$11,972,035ANNUAL OPERATING IMPACT2020-2025 CAPITAL IMPROVEMENT PROGRAMCULTURAL ARTS CENTERTOTALESTIMATED COSTSTOTALInternal Service Fund - Facilities ReplacementGeneral FundPublic Facility FeesSalaries & BenefitsContract ServicesImprovementsFUNDING SOURCEMiscellaneousEquipmentPROJECT DESCRIPTIONThis project provides for the design and improvement of an approximately 13,000-square-foot Cultural Arts Center on the first floor of the Civic Center, which was formerly occupied by Dublin Police Services. The Parks & Recreation Master Plan identifies a Cultural Arts Center that would serve as a multi-use facility that affords cultural, educational and social opportunities for the community. The Cultural Arts Center could include: an Art gallery, Black Box theater space; multi-purpose art and music classrooms; a dance studio; and restrooms. The project also provides for the replacement of the heating, ventilation, and air conditioning (HVAC) systems, HVAC controls, roof replacement, major upgrades to the main telecommunication room, and the relocation of the Parks and Community Services Department offices to the second floor of the Cultural Arts Center. ANNUAL OPERATING IMPACT:TBDAttachment 461