HomeMy Public PortalAbout11) 7.I. Approval of Contract Change Order Contract by R Dependable Construction, Inc. CIP P 10-05COMMUNITY DEVELOPMENT DEPARTMENT
MEMORANDUM
DATE: November 5, 2013
TO: The Honorable City Council
FROM: Jose E. Pulido, City Manager ~,
Via: Mark Persico, AICP, Community Development Director
By: Ali Cayir, PE, City Engineer
Okan Demirci, Project Manager
AGENDA
ITEM 7.1.
SUBJECT: APPROVAL OF CONTRACT CHANGE ORDER, ACCEPTANCE OF
WORK AND AUTHORIZATION OF PAYMENT FOR CITY COUNCIL
CHAMBERS RENOVATION CONTRACT BY R DEPENDABLE
CONSTRUCTION, INC., CAPITAL IMPROVEMENT PROJECT (CIP) NO.
P10-05
RECOMMENDATION:
The City Council is requested to:
a) Review and approve a contract change order with R Dependable Construction, Inc.
(Attachment "A") primarily for extending the work into areas where asbestos was
found and into Emergency Operations Center (EOC) area as part of the City
Council Chambers renovation;
b) Accept work performed by R Dependable Construction Inc. 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.
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
improvements; a new lobby; and a Emergency Operations Center (EOC).
City Council
November 5, 2013
Page 2 of 3
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 for the bathroom
renovation, lobby improvement and ADA improvement project. A total of eight bids
were submitted by: R Dependable Construction (Attachment "F"); Damon Inc; CC
Construction; Corral Construction; Okeyness Construction; and Concept
Consultants Inc. The bid amounts ranged from $45,000 to $58,433.
4. On July 16, 2013, a contract for $45,000 was awarded to R Dependable
Construction, Inc. for bathroom, ADA and other improvements for Council
Chambers.
5. On September 23, 2013, R Dependable Construction, Inc. commenced the work.
6. On October 31, 2013, R Dependable Construction, Inc. completed the work.
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 Transech (City's engineering consultant) is acting as
the general contractor and issuing multiple contracts for separate phases of
construction.
The original scope of work involved improvements within the Council Chambers and
lobby area, new bathrooms in the lobby area for public use for compliance with current
Building and ADA codes, and new ADA ramp at the east entrance, and a new ADA
compliant door on the north west entry to Council Chambers.
The additional work was necessary due to asbestos discovered and removed in various
areas hidden and/or covered by existing structures and materials. 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 included:
• 2,000 SF of asbestos materials (i.e., floor tile, mastic and acoustic ceiling) from
the lunch room and former office;
• 425 SF of asbestos acoustic ceiling from the hallway and conference room;
• 1 ,295 SF of asbestos floor tile and mastic under carpet from the hallway and
conference room; and
• 800 SF of floor tile mastic from the Council Chambers.
City Council
November 5, 2013
Page 3 of 3
As a result of additional asbestos removals, the scope of service for R Dependable also
changed. The additional work included:
• Removal of all existing carpet and flooring throughout the entire building;
• Scraping of ceiling areas outside the chamber room;
• Other existing surfaces/structures containing asbestos;
• New carpet and painting in the entire building;
• Reframing and drywall installation;
• Closure of a window and door;
• Additional plumbing upgrade; and
• New bathroom flooring and floor drains.
Also, under a separate contract, the City is installing a new Audio Visual (AV) system.
In order to provide improved lighting for the new AV system, the existing ceiling lights
were replaced with new improved and energy efficient lights. In addition, the Public
Safety Division is in the process of developing plans for the new Emergency Operations
Center (EOC) I Emergency Generator installation. In order to avoid future removal and
re-construction of any improvements being installed under the current project in the
future, it was necessary to do some of the construction work in preparation of the future
EOC Center improvements at this time. This includes electrical work and concrete slab,
chain link fence, bollards, and curbing for the EOC Center/Emergency Generator.
The total cost for the above additional work is $80,000. The additional costs were
negotiated for each work item, and are well within industry standards. The additional
cost, including the majority of the cost related to the EOC is covered by the City Council
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 to the contractor in the amount of $80,000 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, CIP No. P1 0-05.
ATTACHMENT:
A. Contract Change Order
CITY CONTRACT CHANGE ORDER AUTHORIZATION Page 1 of 1
Contract No. CIP No. P10-05 Project: City Council Chambers Renovation Project
Ref CCO Request City Request
Contractor: R Dependable Construction, Inc. Approved CCO No. 1
AUTHORIZATIO N TO PROCEED WITH THE FOLLOWING CHANGE ORDER
CARPET, PAINTING, REFRAMING, BATHROOM FLOORING, DRYWALLS $55,405.70
The add itional work was necessa ry due to asbestos discovered and removed in va rio us areas hidden and/or covered by existing structures and materials. The 40%
original scope of wo rk involved removal of asbestos in the ceiling of the Counci l Chambers . However, during removal process, additional asbestos was
discovered in other areas of the building, including in the lobby, and under existi ng carpet where old floor tiles were left. The additional asbestos removal areas Allocated Chambers
inclu ded: $22,162.26
• 2,000 SF of asbestos materials (i.e., floor tile, mastic and acoustic cei ling) from the lunch room and former office; 425 SF of asbestos acoustic ceil ing from thE 30%
hallway and conference ream; 1,295 SF of asbestos floor tile and mastic under carpet from the hallway and conference room; and 800 SF of floor tile mastic i'Jiocated to other areas from the council chambers.
$16,621.71
As a result of additional asbestos removals, the scope of service for A Dependable also changed . The additional work included: 30%
• Removal of all existing ca rpet and flooring throughout the entire building ; Scraping of ceiling areas outside tine chamber room; Other existing i'Jiocated to EOC surfaces/structures cc ntaining asbestos; New carpet and painting in the entire building; Reframing and drywall installation; Closure of a window and door;
Additional plumbing upgrade; and New bathroom flooring and flcor drains. $16 ,621.71
REPLACE EXISTING CEILING CAN LIGHTS WITH NEW ENERGY EFFICIENT LIGHTS IN COUNCIL CHAMBERS $5,294.30
100%
Also, under a separate contract, the City is installing a new Audio Visual (A V) system. In order to pro vide improved lighting for the new AV system, the existing i'Jiocated to Chambers cei ling lights were replaced witin new Improved and energy efficient lights.
$5,294.30
EMERGENCY GENERATOR WORK FOR EOC $29,300.00
the Public Safety Division is in the process of developing plans for the new Emergency Operations Center (EOC) I Emergency Generator instal lation . In order t 100%
avoid future removal and re-construction of any improvements being installed under the current project in the future, it was necessary to do some of the Allocated to EOC construction work in preparati on of the future EOC Center improvements now. This cost is for electrical work and for concrete slab, fence , bollards, and curbing
for the EOC Center/Emergency Generator. $29,300.00
DEDUCTION OF ALLOWANCE FROM R DEPENDABLE BASE CONTRACT BUDGET -$10,000.00
Base Contract Amount $45,000.00
Previously Authorized Contract Change Orders $0.00
Authorized Amount For This Contract Change Order $80,000.00
Total Authorized Contract Amount To Date (Sum of The Above) $125,000.00
Total Contract Days (Calendar) Per Contract 30
Additional/Deductive Days (Calendar) Per Previously Authorized Contract Change Orders a
Additional/Deductive Days( Calendar) For This Contract Change Order 8
Total Authorized Contract Days (Calendar) To Date 8
Original Completion Date 10/22/2013
Revised Completion Date Including This Contract Change Order 10/30/20 13
Revised Completion Date Including This Contract Cha nge Order 1013012013
APPROVAL BY CITY
Name: Name:
Signature: Signature:
Title: City Engineer Title:
Date: 912912013 Date:
ACCEPTANCE BY CONTRACTOR
Name: I J nU"l /.)~ ev ·""Z. I agree to perform the work described in this change orde r, and that the total cost approved for the change order
I 0-??.f<.... in cludes any and all cos ts associated with this change order, and that I shall not make any other claims (including Signature:
but not limited to , additional change order costs, delay costs, loss of profit, loss of productivity, overhead, insurance, Title: I /9 :V, --
bonding, administrative, etc.) against the City for this change order.
Date : I 10 -~o -1 ·2....
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