HomeMy WebLinkAbout4.5 Acceptance of Work – Project No. GI0119, Civic Center HVAC and Roof Replacement ProjectDUBLIN
STAFF REPORT
CITY COUNCIL
Agenda Item 4.5
DATE: January 10, 2023
TO: Honorable Mayor and City Councilmembers
FROM: Linda Smith, City Manager
SU B.ECT : Acceptance of Work - Project No. GI0119, Civic Center HVAC and Roof
Replacement Project
Prepared by: Michael Boitnott, Capital Improvement Program Manager
EXECUTIVE SUMMARY:
The City Council will consider the acceptance of the Civic Center HVAC and Roof Replacement
Project, CIP No. GI0119. The project included the replacement of 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, T-bar ceilings and recessed lighting,
interior painting, and new ethernet data cable drops.
STAFF RECOMMENDATION:
Adopt the Resolution Accepting the Civic Center HVAC and Roof Replacement Project, CIP No.
GI0119.
FINANCIAL IMPACT:
The Civic Center HVAC and Roof Replacement Project, CIP No. GI0119, is complete and the project
funding and cost were as follows:
Project Funding Source
General Fund $2,387,634
IT Fund $200,000
Internal Service Fund - Facilities $2,587,366
Total Funding $5,175,000
Estimated Expenditures
Design -Build Contract with Change Orders $4,377,973
Contract Services, Design, Salary, and Testing $732,027
Total Expenditures $5,110,000
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Estimated Project Balance $65,000
Upon the City Council's acceptance of the project, the capital improvement project will be closed at
the end of this fiscal year and all unspent funds will be returned to their funding sources.
DESCRIPTION:
On July 21, 2020, the City of Dublin awarded a Design/Builder Agreement to ADC Construction
Management, Inc., for the Civic Center HVAC and Roof Replacement project (CIP No. GI0119) for
$3,836,831. The project consisted of the replacement of the City Hall side of Civic Center's 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, T-bar ceilings and
recessed lighting, interior painting, and new ethernet data cable drops. On May 4, 2021, the City
Council approved an additional $165,000 of work to furnish and install additional heating hot
water piping, heating boiler, and modifications to the Civic Center building to accommodate the
future Cultural Arts Center improvements. The project also included the temporary relocation of
City staff and offices to the Cultural Arts Center side of Civic Center to allow for the improvements
to be constructed.
Staff has determined that the project is complete and ADC Construction Management, Inc. has
completed the warranty period requirements of the agreement and recommends that the City
Council accept the project and release the maintenance bond. The capital improvement project
will be closed at the end of this fiscal year and all unspent funds will be returned to their funding
sources.
The balance of the Civic Center HVAC and roof replacement improvements for the Cultural Arts
Center side of the building are included within the Cultural Arts Center project, which is currently
under construction.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted. A copy of this report was sent to ADC Construction
Management, Inc.
ATTACHMENTS:
1) Resolution Accepting the Civic Center HVAC and Roof Replacement Project, CIP No. GI0119
2) CIP No. GI0119
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335
Attachment I
RESOLUTION NO. XX - 23
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
ACCEPTING THE CIVIC CENTER HVAC AND ROOF REPLACEMENT PROJECT, CIP No.
GI0119
WHEREAS, on July 21, 2020, the City of Dublin entered into a Design/Builder
Agreement with ADC Construction Management, Inc., to perform the work to replace HVAC and
roof on the City Hall side of Civic Center, Project No. GI0119; and
WHEREAS, on May 4, 2021, the City Council approved additional improvements to
furnish and install additional heating hot water piping, heating boiler, and modification to the
Civic Center building to accommodate the future Cultural Arts Center; 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, said improvements have been in place for more than one year, thus
completing the obligation of the one-year warranty period allowing the maintenance bond to be
released after the Notice of Completion is filed.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby accept the Civic Center HVAC and Roof Replacement improvements, Project No.
GI0119 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.
{Signatures on the following page}
Reso. No. XX-23, Item X.X, Adopted 01/10/23 Page 1 of 2
336
Attachment I
PASSED, APPROVED AND ADOPTED this 10th day of January 2023, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
Reso. No. XX-23, Item X.X, Adopted 01/10/23 Page 2 of 2
337
Number GI0119 CIVIC CENTER HVAC AND ROOF REPLACEMENT Program GENERAL
S
PROJECT DESCRIPTION
This 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 the 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. Additionally, the project will provide the heating hot
water boilers for the entire Civic Center complex. With the roof replacement, 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: None
MANAGING DEPARTMENT: Public Works
2022-2027 CAPITAL IMPROVEMENT PROGRAM
STIMATED COSTS
PRIOR
YEARS
2021-2022
BUDGET
2022-2023
2023-2024
2024-2025 2025-2026 2026-2027
FUTURE
YEARS
TOTALS
9100
Salaries & Benefits
9200
Contract Services
9400 Improvements
9500 Miscellaneous
$81,422
$556,875
$3,613,331
$771
$7,678
$49,025
$161,769
$4,129
$89,100
$605,900
$3,775,100
9600 E ui ment
TOT
$700,000
$4,952,398
$222,602
$4,900
$700,000
$5,175,000
FUNDING SOURCE
PRIOR
YEARS
2021-2022
BUDGET
2022-2023
2023-2024
2024-2025
2025-2026
2026-2027
FUTURE
YEARS TOTALS
1001
General Fund
IT Fund
Internal Service Fund -
Facilities $2,587,366
, 52,3 8 $222,602
$2,365,032
$22,602
$200,000
$2,387,634
$200,000
$2,587,366
5,175,000
ANNUAL OPERATING IMPACT
CO