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Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE FEBRUARY 7, 2023
SUBJECT: ACCEPTANCE OF CONSTRUCTION WORK AND NOTICE OF COMPLETION
FOR THE OLD CITY HALL OFFICE RENOVATION PROJECT, CITY PROJECT NO. 5106
FISCAL
IMPACT: EXPENSE: $465,000.00
$ 99,902.30
$ 0.00
$ 62,400.00
$627,302.30
AVAILABLE
BUDGET: $ 49,441.40
$ 49,441.40
SUMMARY:
ORIGINAL CONSTRUCTION CONTRACT
APPROVED CHANGE ORDERS NO. 1 - 6
BALANCING CHANGE ORDER NO. 7
CONSTRUCTION INSPECTION SERVICES
TOTAL CONSTRUCTION COST
FY 22-23 CIP PROJECT BUDGET
MEASURE U FUND (795106-6185)
On February 15, 2022, the City Council awarded a construction contract to A2Z Construct Inc, in the amount of $465,000.00 for the Old City Hall Office Renovation Project. Contract Change Orders No. 1 thru 4 in the amount of $29,455.39 were approved by the City Administrator, which were under his authority limit to cover additional unforeseen construction work. The scope of the change order work included: an additional interior door, new posts and beams, new interior footings to support the additional framing, new concrete slab over uneven floors and an additional exterior window. On July 5, 2022, the City Council approved Contract Change Order No. 5 to replace the severely deteriorated framing and footings on the south wall and a portion of the east wall in the amount of $42,537.01. On November 15, 2022, the City Council approved Contract Change Order No. 6 to replace the deteriorated sewer line and an additional exterior window in the amount of $27,909.90.
The final Change Order No. 7 will finalize the contract by incorporating the following: credit for Liquidated Damages for time lost on the project by the contractor; credit for work deleted from original scope; additional time, material and labor to resolve a solid air duct design issue; additional time, material and labor to accommodate a design change for the ADA restroom; material and labor to repair damaged HVAC unit parts; and materials and labor to install a new junction box with flex conduit and low voltage wiring for keyless entry. The final sum of this change order amounts to $0.00. Contract Change Order No. 7 is attached.
1.C.
Feb 07, 2023
City Council Agenda
February 7, 2023
The Project has been completed to the satisfaction of the City. This action concludes the Project and authorizes filing a Notice of Completion with the Orange County Clerk -Recorder's Office in the amount of $564,902.30.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Authorize the City Administrator to approve Balancing Contract Change Order No. 7 with A2Z Construct Inc., in the amount of $0.00; and
2. Accept the work performed by A2Z Construct Inc., for construction of the Old City Hall Office Renovation Project, City Project No. 5106 for a grand total amount of $564,902.30; and
3. Authorize the City Administrator to file a Notice of Completion with the Orange County Clerk -Recorder's Office for the Project; and
4. Authorize the City Administrator to release retention funds in accordance with the terms of the contract.
STRATEGIC PLAN STATEMENT:
This item is consistent with Goal 5 of the City Council approved 5 -Year Strategic Goal to Implement Public Infrastructure to Meet Community Needs.
DISCUSSION:
On February 15, 2022, the City Council awarded a construction contract to A2Z Construct Inc, in the amount of $465,000 for the Old City Hall Office Renovation Project. This project was the third in a series of building renovations and restoration of Old Placentia City Hall. It will now be utilized by the Placentia Fire and Life Safety Department as the Department's headquarters and by the Placentia Chamber of Commerce which will be transferring operations from the City's Main Street property. This project included complete tenant improvement and remodeling of existing office spaces, including new walls, offices, flooring, windows, ceiling, LED lighting, and repair of the existing sewer line.
Due in part to the age of the existing facility, several unforeseen conditions were encountered during construction. These conditions were not known at the time the bid package and the design were prepared. These conditions included: deteriorated exterior walls and footings, damaged sewer line, new columns, and beams that were needed for support of the roof trusses in addition to fixing uneven building foundation. Other additional work included adding a new door and new exterior windows. There was also a credit for removing an item of work in some of the rooms, as well as applying liquidated damages in the amount of $500 per day for delays over the contract completion date. Staff has inspected and accepted the project and recommends approval for the final Contract Change Order No. 7 in the amount of $0.00.
City Council Agenda
February 7, 2023
FISCAL IMPACT:
The final construction cost amounts to $564,902.30. This cost consists of the bid amount submitted by A2Z Construct Inc. in the amount of $465,000.00 and an additional $99,902.30 in previously approved contract change orders. Sufficient funds are budgeted and available in the Fiscal Year 2022-23 Capital Improvement Budget to cover this expense. As such, sufficient funds exist for the recommended actions.
Prepared by:
Masoud Sepa
City Enginee
Review nd . pproved:
.NI\Ys
Luis Estevez
Deputy City Administrator
Reviewed and approved:
�rJennifer Lampman
Director of Finance
Reviewed and approved:
Damien R. Arrula
City Administrator
Attachments:
1. Balancing Contract Change Order No. 7
2. Notice of Completion — A2Z Construct Inc. for Project No. 5106