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SUBJECT:
Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES AND INFRASTRUCTURE FEBRUARY 7, 2023
ACCEPTANCE OF CONSTRUCTION WORK AND APPROVAL OF NOTICE OF
COMPLETION FOR CONSTRUCTION OF THE OLD CITY HALL ADA
IMPROVEMENT PROJECT (CITY PROJECT NO. 5101)
FISCAL
IMPACT: EXPENSE: $ 12,251.75 RETENTION PAYMENT
AVAILABLE
BUDGET: $ 28,251.75
$ 19,302.75
$ 9,049.00
SUMMARY:
FY 2022-23 CIP PROJECT BUDGET
COMMUNITY DEVELOPMENT BLOCK GRANT FUND
(305101-6850)
MEASURE U (795101-6850)
On June 15, 2021, the City Council awarded a construction contract to A2Z Construct Inc. ("A2Z") in the amount of $180,000 for the Old Placentia City Hall ADA Improvement project. This project was one in a series of building renovation and improvements necessary for providing the new headquarters for the Placentia Fire and Life Safety Department as well as the new home of the Placentia Chamber of Commerce. Two (2) Contract Change Orders in the total amount of $65,035 were issued to complete this project. These change orders included a few owner betterments to the project and unforeseen conditions encountered during construction, which were not anticipated during the design phase. In July 2021, the City Council approved Change Order No. 1 in the amount of $31,350 for the Courtyard improvements. Subsequently, on September 7, 2021, the City Council approved Change Order No. 2 in the amount of $33,685 for repairing old, rusted plumbing pipes and other miscellaneous repair work, which were not known prior to demolition and opening up the walls and the ceilings. These improvements were needed to ensure a full functioning restroom and building.
This project was completed in May of 2022 to the satisfaction of the City and this action concludes the project and authorizes filing a Notice of Completion with the Orange County Clerk -Recorder's Office in the total amount of $245,035.
td.
Feb 07, 2023
City Council Agenda
February 7, 2023
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Accept the work performed by A2Z, for construction of the Old Placentia City Hall ADA Improvement Project, City Project No. 5101 fora grand total amount of $245,035; and
2. Authorize the City Administrator to file a Notice of Completion with the Orange County Clerk -Recorder's Office for the Project; and
3. Authorize the City Administrator to release retention funds in accordance with the terms of the contract.
STRATEGIC PLAN STATEMENT
There is no specific City Council adopted 5 -Year Strategic goal or objective related to this agenda item.
DISCUSSION:
On June 15, 2021, the City Council awarded a construction contract to A2Z for a complete renovation of the existing restroom facilities at Old City Hall for Americans with Disabilities Act (ADA) compliance along with the replacement of exterior building doors, entry gates and hardware, and construction of a new ADA compliant access ramp into the building. This project was the second in a series of building renovations and restoration of Old Placentia City Hall.
These renovations were needed in order to provide offices for the Placentia Fire and Life Safety Department and the Placentia Chamber of Commerce which will be transferring their operations to Old City Hall. The scope of this project consisted of renovation of the existing restrooms for ADA compliance, replacement of exterior doors, entry gates, ADA -compliant hardware, and construction of a new ADA -compliant building access ramp into the building.
On July 20, 2021, the City Council approved Change Order No.1 for addition of the courtyard fountain and tile. The courtyard improvements were originally planned to be bid and constructed separately from the interior office renovations; however, staff requested A2Z to provide a cost proposal since they had already mobilized onsite constructing the ADA Improvement Project. After A2Z provided a favorable cost proposal for the courtyard improvements, Staff recommended approval of Change Order No. 1 for this work and City Council approved Change Order No. 1 on July, 20, 2021. This change resulted in substantial cost saving towards the overall building renovation cost.
After the completion of the demolition of interior walls for the new ADA improvements, it was discovered that the existing galvanized pipes were in bad shape and had deteriorated and rusted, with potential to break and/or leak. In addition, the existing cast iron drain lines under the floor were also found to be rusted and deteriorated and had to be replaced. In addition, there were other unforeseen items of the work that were found during the demolition, which must be repaired and/or replaced. These improvements were needed to ensure a full functioning restroom and
City Council Agenda
February 7, 2023
building, since it will be very difficult and costly to repair or retrofit any future work once the floors and walls have been completed.
FISCAL IMPACT:
The final construction cost plus the change orders amounts to $245,035. This cost consists of the bid amount submitted by A2Z in the amount of $180,000 and $65,035 for two (2) contract change orders. A total amount of $255,736 was allocated in the Fiscal Year (FY) 2021-22 Capital Improvement Program Budget for this project, of which $28,315.75 was rolled over to FY 2022-
23. As such, sufficient funds exist for the recommended actions.
Prepared by:
M . soud • ep
City E • ineer,
Reviewed and approved:
' " Jennifer Lampman
Director of Finance
Reviewed an
Luis Estevez
Deputy City Administrator
Reviewed and approved:
Damien R. Arrula
City Administrator
Attachment:
Notice of Completion — A2Z Construct Inc. for Project No. 5101