HomeMy Public PortalAbout09) 7G Approval of Contract Change Orger for Asbestos Removal and Authorization of Payment Less Retention for Council ChambersDATE:
TO:
FROM:
SUBJECT:
COMMUNITY DEVELOPMENT DEPARTMENT
MEMORANDUM
October 1, 2013
The Honorable City Council
AGENDA
ITEM 7.G.
Jose E. Pulido, City Manag~ ~
Via : Mark Persico, AICP, Community Development Director ~'-._...)
By: Ali Cayir, PE , City Engineer
Okan Demirci, Project Manager
APPROVAL OF CONTRACT CHANGE ORDER FOR ASBESTOS
REMOVAL AND AUTHORIZATION OF PAYMENT LESS RETENTION
FOR CITY COUNCIL CHAMBERS RENOVATION, CAPITAL
IMPROVEMENT PROJECT (CIP) NO. P10-05
RECOMMENDATION:
The City Council is requested to:
a) Review and approve a contract change order with ACT Inc . for asbestos removal
as part of the City Council Chambers renovation;
b) Accept work as complete and authorize payment, less 5% retention;
c) Authorize release of retention within 35 days after recordation of the project with the
County; and
d) Authorize the City Manager to execute the Contract Change Order increasing the
original contract amount from $24 ,000 to $39,220.
BACKGROUND:
1. On June 4 , 2013, the City Council approved the Fiscal Year (FY) 2013-14 City
Budget, which included Capital Improvement Project (CIP) No. P1 0-05 for
$340 ,000 for improvements to the Civic Center Building and City Council
Chambers, including: removal of asbestos; new seating ; carpets; dais; ADA
City Council
October 1, 2013
Page 2 of 3
improvements; a new lobby; and a Emergency Operations Center (EOC).
2. On June 13, 2013, the City published a Bid Notice in the Pasadena Star News,
Temple City Edition. The City also published the Bid Notice on the City's website and
the City Engineer informed contractor trade publications.
3. On July 2, 2013, the City Clerk conducted the bid opening.
4. On July 16, 2013, a contract for $24,000 was awarded to ACT Inc. for asbestos
removal services for Council Chambers.
5. On September 9, 2013, ACT Inc. commenced the asbestos removal work.
6. On September 18, 2013, ACT Inc. completed the asbestos removal work.
7. On September 20, 2013, all asbestos removal areas were tested by an
independent asbestos testing firm (i.e., Barr & Clark) retained by the City and an
asbestos clearance report was provided to the City.
ANALYSIS:
The Civic Center building was built in 1952 and is showing signs of wear. To address
this issue, the City Council budgeted $340,000 for remodeling of the building. In order to
contain costs and deliver the project under budget this project is being executed as a
multi-prime project, which means City staff is acting as the general contractor and
issuing multiple contracts for separate phases of construction.
The original scope of work involved removal of asbestos in the ceiling of the Council
Chambers. However, during removal process, additional asbestos was discovered in
other areas of the building, including in the lobby, and under existing carpet where old
floor tiles were left.
The additional asbestos removal areas include:
1. Removal of 2,000 SF of asbestos materials (i.e., floor tile, mastic and acoustic
ceiling) from the lunch room and former office.
2. Removal of 425 SF of asbestos acoustic ceiling from the hallway and conference
room.
3. Removal of 1 ,295 SF of asbestos floor tile and mastic under carpet from the
hallway and conference room.
4. Removal of 800 SF of floor tile mastic from the council chambers.
City Council
October 1, 2013
Page 3 of 3
The total cost for the above additional work is $15,220. The additional cost was
established using a prorated cost of the initial bid minus move-in related costs, which
represents a lower unit price cost based on the original contract. The additional cost is
covered by the currently approved $340,000 CIP budget appropriation for this project
and will not require additional budget allocation.
CONCLUSION:
The City Council is requested to approve the contract change order, accept work as
completed, authorize full payment less 5% retention, and authorize release of retention
payment within 35 days after recordation of project with Los Angeles County as complete
for the City Council Chambers Renovation Project, (CIP No. P1 0-05).
FISCAL IMPACT:
On June 4, 2013, the City Council approved the Fiscal Year (FY) 2013-14 City Budget,
which included $340,000 for renovation of the City Council Chambers.
ATTACHMENTS:
A ACT Inc. Contract Change Order
ATTACHMENT A
CITY CONTRAef CHANGI! ORDER AlJTHORIZATlON
COtfTRACT NO.: CIP No.. P10.05 __.._ ·--· c., CouJic;R et.m~»ts R.110WIItlon ltrojeat c-besloa AIIMIIMm)
REF COO REQUEaT NO.; CnY fti!QU~ST
CONTMC'TOit ACT. Inc. APMOVED CCO 'NO.: ,
---
F\RIIBH MD 1M TAU. CARPiT lliROUGHOUTEJnlltl COUNCIL ctiM!Iet:A. BUILDING
The base seope « 'llll'n In~ tel\'loual of asi:JQS10S It COI.Jlal Ctlem~-Du1ng removal proce!-1, additional 1!bes~ was dbc:>vcrcd
in c:tie' areas cf1he buitfng. itdd.ng in m~ M:t unt1er ~ ~ \ftlre old tm ~ ~ ~
8dcllol•l MOeltol Rmo¥81 Mttinct.Jdt:
, Ronuwal of 2,000 SF of .oesm mllterit ls (foortit. masdc ilnd acoustic ~ing) tom 1.ne kmdl rocm. c:ffiOe$ 1, 2, ani 3 _
. RemiWII at 425 SF or Clabeatoa •OO<ItttO Oiling tom N ~ lnd ~,..,..,. I'OGft\ ~ 1he ~tt Ofl~
. Ram~~ 1 ,295 SF of Ebellos loor 1110 n rnaetle under carpet rrom the naflway and corterence room o1lhe souttwvest offi oc:>
. Removal of 800 SF o1 tkJor Iii! rnasUc tram h CCUftd ~
Contact An'Otlfil: $24,000 .00
Pn!VIOU&Iy Al,jholbd ConYad CnenQt Oftttrs (NA): so.oo
ifw\'hori%«1 Arncull For This C<rinlct Ch.nga Oft!• $15,220.00
~oW ~rtl:ed ConnctA1n0unt To c.tu (S. OfTM Abow): $3t,"-O.Gil
If alai C<xftd Deys Per Coonct (E.foh ftlase Wll Be Sped{leG); l O
...;;:__ .. ::: .. ~cii'Ye Days ~ Prelliously A~ Catr.a C~ge Order a (NA): 0
lA. ·-Clive Dlys For TNs Conne1 CNnge Ofttor 0
!Tct.al ~ Co'*lld l'llyt To Dale· 10
()tgiftll Comolt'IDft DA: 9.12 lli2 0 13
--
Rlvietct ~ Dltt lndudin;llis CcJI'u.ct ~ ()dr. 9 120i20 l ~
APPROVAL fJV CrTV
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PROPOSAL
C/0#1
UNIT COST BREAKDOWN
AU CA. ll.RlOK/o~ OEit,lRC'J
ClT\' OF TE.I\IPU: crTYI C/0 TRANSTf'..CH
970 I LAS TIJN A.S
Tli~I'IL CITY, C4. ,1786
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FA~: 90C)-S!J5-.3863
RE: T'€1\1PL t C1T\' COUNOL OUMDU.S
ll:MPI...£ CITY, CA.
1696 ·w ~n" sr .
l ?LA ND CA . ; 17&6
CA l..C ~2t6=
:>tw; mo
SCOPE OP WORK: CRANCE ORD~R #I ASBESTOS REMOVAL UNIT COST BREAKDOWN
THE ORIGINAL8JD F'OR T HE.COUNCJL CRAMBKR R00.\1 !810 f i'!:M #1 ) WA S $ 8.000.00
FOR 191l S.P. OF ASBtSlOS REM.OVAt.. TBlS ISS 5.33 P£R S.f .. A.l.SO Tf.lt ORTNG rN ,\l
8ID(JT'E!>1 #2l WI\SS 16_.0.00 FOR 4300 S.Ji. OF ASBESTOS REMOVAL. DUS IS 6.95 PER
S.F.
C/0111
RE"O\ "[ 1.000 S.P. Of .ASBESTOS MATERIA LS(FLOOR 111.£ A NO MAS TlC ANn ACOUS nC
CIIULJliiG}AT A COST Of $ 8.828-0 0 FR~ mr LV'NOI ROOM, OF1i1<.'ES 1,1: A.:"tO l. THIS
IS 4..41 Ptl S.f .
R£-~\'I: •zs s.F. OF ASBESTOS .-'COl:snc CI:JLING fROl'\1 THE B!\LLWA \-.'\~D
CO~"FIRI:NC E ROO•I Of Tift SOll11fWtST omC£S . .t. T A C05T O"F $ 1.57 2.!e. TllfS 15 ~
3.7t 'PI.R s.~.
Rl!-'\tO\ .t.llli S.Ji. Ot ASB.KSJOS H.OOR 11U: AND MA!n'lC UNDER C.ARJ•l;'J A'r 1\ (.:O S'I'
OF S 3.:U7.M. TRTS 1S 1.50 P'F.R S. F.
RRMO~'EROOS.tr. OU' FLOOR TJLR 1\USTTC llROMTHE COUNClLCHJ'\.MBERS AT A.
COST QF S l.~.tO. THIS IS l.OO P~R s.F.
tQT,M.. COSJ QJI~ CUANG£ Q!Ult:R #l S A~,li0-00