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Home My WebLink AboutItem 4.10 CivCntrRenov AI 99-13 CITY CLERK File # 600-35 AGENDA STATEMENT CITY COUNCIL MEETING DATE: February 6, 2001 SUBJECT: Acceptance of Work - Contract 99-13 With NV Heathorn, Inc. General Contractors Civic Center Renovation/Expansion Report Prepared by: Herma Lichtenstein, Parks and Facilities Development Manager ATTACHMENTS: 1. Final Change Order No. 28 2. Budget Change Form RECOMMENDATION: 1. Accept improvements under Contract No. 99-13 and authorize the release of retention in the amount of $156,480.58 after 35 days if there are no subcontractor claims. 2. Approve a Change Order in the amount of $35,000 3. Approve Budget Change in the amount of $137,435 FINANCIAL STATEMENT: The adopted 2000-2001 Budget anticipated this project to be completed by the end of Fiscal Year 1999-2000. The project was not completed at the end of laSt year. The actual expenditures incurred during Fiscal Year 2000-2001 were $137,434.31. This will require a budget change° The total project cost including $10,590 (included in the operating budget) for HVAC maintenance was estimated at $2,097,833. The total actual cost is $2,147,056, a difference of $49,223 (2.3%).which includes the proposed $35,000 Change Order to close out the project. The actual cost for construction is $1,616,451.58 compared to the approved construction budget of $1,594,246 or a difference of $22,205.58 (1.4%). DESCRIPTION: At the meeting of September 7, 1999, the Dublin City Council awarded Contract No. 99-13, Civic Center Renovation/Expansion to NV Heathorn, Inc. General Contractors. The Phase 1 project included completing 4500-sq. ft. of unfinished space to provide additional office space and remodel 12,500-sq. ft. of existing office areas. Site work included additional police parking and three new outbuildings totaling 2135-sq. ft. The outbuildings now house police evidence, bikes and general storage. The project also included new carpeting for the entire building with the exception of the Council Chambers. The project was carded over to FY 2000/2001 because of the need to complete the maintenance for the HVAC system and finalize the security system for the Jail. Several items contributed to the project being over budget. They include $16,000 for window coverings which were not part of the original budget, COPIES TO: Goodland Construction, Inc. g:\miscproj\dublin-hansenXAS Acceptance ITEM NO. approximately $10,000 in additional moving costs, $6000 in additional engineering testing and $4,200 in additional rental fees for storage. In addition the contractor is requesting a final change order to cover additional expenses incurred during the course of the project. These expenses include additional labor and materials for the HVAC system, carpentry and supervision, and additional demolition due to unforeseen existing conditions and redesign during the course of the project. The contractor is requesting a f'mal change order totaling $35,000 which is approximately half of their estimated losses. The project is complete and the Change Order request is more than the $25,000 authorized under the "Change Order procedures for Capital Improvements Projects", Per the procedure the City Manager must ask Council for authorization to spend any funds over $25,000. The City Engineer has reviewed the work on the project and has determined that the work is complete. Staff recommends that the City Council accept the improvements, approve the final change order (Attachment 1), authorize the release of the retention after 35 days if there are no subcontractor claims and approve the Budget Change Form in the amount of $137,435 (Attachment 2). -2- CITY OF DUBLIN FINAL ' CONTRACT CHANGE ORDER NO. 28 PROJECT: TO: Civic Center Expansion & Renovation N.V. Hearthorn, Inc. CONTRACT NO. 99-13 DATE: January 22, 2001 You are hereby directed to make the herein described changes. from the scope of services or do the following described work not included in the scope of services on this contract. NOTE: This change order is not effective until aDDroved by the City Manager. DeScription of work to be done, estimate of quantities and prices to be p. aid. Segregate between additional work at contract price, agreed price and force account. Unless otherwise stated, rates for rental of eqmpment cover only such time as equipment is actually used and no allowance will be made for idle time. Change requested by: Owner The last percentage shown is the net accumulated increase or decrease from the original quantity in the Agreement· Furnish all labor and equipment necessary to Additional demolition in Planning Area, Jail and Evidence Area Complete additional HVAC adjustments and ducting Additional carpentry and supervision for field changes in Park and Rec. area and locker rooms ESTIMATED COST INCREASE: $35,000 BY REASON OF THIS ORDER, THE TIME OF COMPLETION WILL BE ADJUSTED 0 WORKING DAYS. APPROVAL RECOMMENDED BY: APPROVED BY: APPROVED BY: 'Der a tevemen~~ tenstem Date I-~tctnar~l u. AmDrose, · ' City Manager Date We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this prop. osal is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all serwces necessary for the work above specified, and will accept as full payment therefor the prices shown above. Contractor: Accepted, Date: By: Title ATTACHMENT1 ~,/~ >/~/~1 CITY OF DUBLIN EXHIBIT "A" CHANGE ORDER FORM DATE: PROJECT NAME: CIP #: CONTRACT NO. CHANGE ORDER NO. PERCENT COMPLETED CONTRACTOR: APPROVED BUDGET AMT. CONTRACT AMOUNT: 01/22/2001 Civic Center Expansion & Renovation 750 99-08 27 99% N.V. Hearthon, Inc. $1,583,656 . $1,439,687 CONTRACTCHANGE ORDERS: CHANGE ORDER#01, CHANGE ORDER#02, CHANGE ORDER#03, CHANGE ORDER#04, CHANGE ORDER#05, CHANGE ORDER#06, CHANGE ORDER#07, CHANGE ORDER#08, CHANGE ORDER#09, CHANGE ORDER#10, CHANGE ORDER#11, CHANGE ORDER#12, CHANGE ORDER#13, AMOUNT CONTRACT CHANGE ORDERS: Added Carpet 24,125.00 CHANGE ORDER #14, Double Stick Pad 12,320.00 CHANGE ORDER #15, Fence Redesign 1,222.00 CHANGE ORDER #16, Curtain Hood Modi~cator 1,202.00 CHANGE ORDER #17, Misc. Elec Changes 1,480.00 CHANGE ORDER #18, Parking Lot Fabric 2,004.00 CHANGE ORDER #19, Marker Board Deleted ($3,653.00) CHANGE ORDER #20, Security Conduit Reroute . 1,319.00 CHANGE ORDER #21, Ceiling Insulation 2,645.00 CHANGE ORDER/r22, CMU Sawcutting 6,000.00 CHANGE ORDER ~23, Rev. #7 Partial 7,982.00 CHANGE ORDER #24, Steel Plate in Police 6,117.00 CHANGE ORDER ~25, Reroute Tele & Del Elec 8,673.00 CHANGE ORDER #26, "71,436.00 CHANGE ORDER #26, Locker Room Tile CMU Demo @ Storefr Electrical Circuits Soffit & Framing Issue Confer Room 222 Pedestrian Sally Port Security Hardware S.F. Handicap Ramp Locker Rm Door Hdwr Fire Sprinkler Bracing Revised Fabdc Panels Full Height Partitions Evidence Garage Motor Air Balance Final Change Order AMOUNT 7,000.00 t ,343.00 2,438.00 928.00 6,261.00 4,641.00 6,484.00 4,667.00 3,826.00 734.00 993.00 2,873.00 1,685.00 10,590.00 35,000.00 89,463.00 TOTAL OF ALL CURRENT AND PRIOR CHANGE ORDERS: ADJUSTED CONTRACT AMOUNT: PROGRESS PAYMENTS MADE: PAYMENT #01 PAYMENT #02 PAYMENT #03 PAYMENT #04 PAYMENT#05 PAYMENT #06 PAYMENT #07 TOTALACTUALPAYMENTS: AMOUNTRETAINED TOTAL CONTRACTEXPENDITURE: REMAINING BALANCE ON CONTRACT: RECOMMENDATION: APPROVED DENIED SIGNATURE: 61,546.30 165,602.50 205,890.75 128,968.74 129,801.35 132,025.45 84,822.25 908,657.34 · $160,899.00 $1,600,586.00 PAYMENT #08 PAYMENT #09 PAYMENT #10 PAYMENT #11 PAYMENT #12 PAYMENT #13 PAYMENT #14 APPROVED DENIED $ 1,408,763.36 $160,058.60 $1,568,621.96 $31,764.04 City Manager APPROVED DENIED Mayor 184,836.03 178,616.25 100,407.14 1,890.45 19,432.35 893.70 14,030.10 500,106.02 CITY OF DUBLIN BUDGET CHANGE FORM CHANGE FORM # New Appropriations (City Council Approval Required): Budget Transfers: __X From Unappropriated Reserves X From New Revenues . 'liECREASE BUDGET ACCOUNT:: AMOUNT Name: Account #: From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity Between Departments (City Council Approval Required) Other ' INCREA~iBUDGET:~CCOUNT ': ... AMOUNT Name: Cix ic Center Expansion-Buildings $109,948 Account #: 310. 93910. 750. 030 Name: Name: Civic Center Expansion-Buildings $27,487 Account #: Name: Account #: 001. 93910. 750. 030 Name: Revenues-Public Facility Fund - Reimbursements General Account #: Account #: 310.570.005 Name: Name: $109,948 Account #: Account #: Name: Name: Account #: Account #: Fin Mgr/ASD: f ,..~-~L ~.,,...qJL.-- Date: "2.. Signature REASON FOR BUDGET CHANGE ENTRY: The project was not completed at the end of last year. The actual expenditures incurred during Fiscal Year 2000-2001 were $137,435 requiring a budget change for that amount. City Manager: Date: Mayor: Signature As Approved at the (.'.it3' Council Meeting on: Signature Date: Date: Sign~ure ATTACHMENT2 Posted By: Date: