1.C NOC FOR CITY HALL ADMINISTRATIVE OFFICE AREA CIP 5307 — Placentia City Council, November 19, 2024

Agenda Item No: 1.c

PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: November 19, 2024
Submitted by: Raquel Garcia
From: Public Works
Subject:

Acceptance of Construction Work and Notice of Completion for the City Hall Administrative Office Area Improvement Project, City Project No. 5307
Financial Impact:

Fiscal Impact:

Expense: $ 130,900.00 Original Construction Contract
$ -1.022.00 Balancina Contract Chanae Order No. 1
$ 129,878.00 Total Construction Cost
Budgeted: $ 181.232.06 FY 2023-24 & FY 2024-25 CIP Budget Summary:

On January 23, 2024, the City Council awarded a construction contract to RS Construction & Development, Inc. (RS Construction), in the amount of $130,900.00 for the City Hall Administrative (Admin) Office Area Improvement Project. In general, the work consisted of renovating an open floor space occupied by cubicles and a free-standing workstation to a space with three new offices and the minor remodeling of an existing Staff office and the City Council office. This scope of work included the installation of new glass and aluminum framed storefront system and replacing outlets and switches. The project was completed with one balancing change order in the credited amount of $1,022.00, or less than one percent of the construction contract amount. The construction has been completed to the satisfaction of the City. This action concludes the construction and authorizes filing a Notice of Completion with the Orange County Clerk -Recorder's Office in the amount of $129,878.00.

Recommendation:

Recommended Action: It is recommended that the City Council:

1. Accept the work performed by RS Construction & Development, Inc. for construction of the City Hall Administrative Office Area Improvement Project, City Project No. 5307 for a total amount of $129,878.00; and

2. Authorize the Acting City Administrator to file a Notice of Completion with the Orange County Clerk -Recorder's Office for the Project; and

3. Authorize the Acting City Administrator to release retention funds in accordance with the terms of the contract.
40 Strategic Plan Statement:

There is no specific Strategic Planning Goal or Objective associated with this item.

Discussion:

On January 23, 2024, the City Council awarded a construction contract to RS Construction & Development, Inc. (RS Construction), in the amount of $130,900.00 for the City Hall Admin Office Area Improvement Project. In general, the work consisted of renovating an open floor space occupied by three cubicles and a free-standing workstation to a better utilized Administration Department area, while also implementing a modern look with the construction of three new offices, and minor remodeling of an existing Staff office and the City Council office. With current staff levels, the office space at City Hall has exceeded capacity. Recent efforts of converting file rooms and storage spaces to shared offices has resulted in some staff being separated from their departmental area. These new offices will allow the Administration Department to relocate staff within one locality, as well as enable other departments to shift their staff into more common departmental areas. The new office glass frontage and an aluminum storefront system incorporates an open look and allows for a more transparent setting, while still ensuring staff privacy with frosted glass.

The City Council authorized contract change orders up to ten percent (10%) of the contract amount, or $13,090.00. One balancing contract change order totaling a credit of $1,022.00, or less than one percent of the construction amount, was executed during this contract.

Funding for this project utilized General Funds. Approval of the Notice of Completion is the final step in this construction project and, if approved by the City Council, will be recorded with the Orange County Clerk -Recorder's Office starting the 35 -day window to file any construction claims against the Contractor. At the conclusion of the 35 -day window, if no claims have been filed with the City against the Contractor, the City can release the retention funds which amount to five percent (5%) of the total construction cost.

Fiscal Impact Summary:

The total construction cost for the Admin Office Area Improvement Project amounts to $129,878.00. This cost consists of the bid amount submitted by RS Construction in the amount of $130,900.00 and the credit of $1,022.00 for Balancing Contract Change Order No. 1. A total amount of $181,232.06 was available and budgeted within the Fiscal Year (FY) 2023-24 Capital Improvement Program (CIP) Budget for the construction of this project. The remaining project funds were carried over to the FY 2024-25 CIP Budget. As such, sufficient funds exist for the recommended actions.

Attachments
Attachment 1 - Balancing CCO1.pdf
Attachment 2 - NOC_RS Construction.pdf
41 Contract Change Order No.1
Project Title: Admin Office Area Improvements, City Project No. 5307 Owner: City of Placentia Contractor: RS Construction & Development You are hereby directed to make the herein described changes from the plans and specifications or to do the following described work not included in the plans and specifications on this contract:

Removal of Additive Bid Item; Glass and mullion changes at the request of City Administrator; Removal of 3" of newly constructed walls; Retexture and Paint existing walls at request of Mayor 1 This Change Order provides:
a) Extra work and credits identified in Exhibit A
$ (1,022.00)
2 This Change Order came about from:
a) Removal of Additive Bid Item Work Scope Glass size changes and removal of mullions at request of City Administrator to open up the space Removed 3" of newly constructed walls to align the storefront sytem with the ceiling grid system for proper support. Lastly, retexture and paint existing walls to provide a more uniform finish throughout project. 3 Action to be taken:
a) The Contractor was directed to provide lump sum prices for each change. 4 Compensation
a) Adjustment of Line Items exceeding 25%
b) Extra work
d) Credits
Total
5 Contract Time Extension
a) 5 days
$ 12,478 00
$ 13,500.00
$ (1,022.00)
In addition to work specified in the bid specifications, this change order includes all extra work, field adjustments and credits This work is an Contractor initiated change and includes all labor, equipment, materials, and supervision and Adminstration CHANGE TO CONTRACT COST: CHANGE TO CONTRACT TIME:

Contract Amount: $ 130,900.00 Original Working Days: 30 Previous CCOs: $ Original Date of Completion: 9/16/2024 Adjustment of Line
Items Exceeding 25% Previous CCOs Working Days: 0
Total Extra Work $ 12,478.00 Additional Working Days: 5 Total Field Adjustments $
Total Credits $ 13,500.00 Adjusted Total of Working Days: 35 Changes in Line Items: $ (1,022 00) Adjusted Date of Completion: 9/23/2024 Current Contract price: $ 129,878 00
Prepared by:

Raquel Garcia, Project Manager, City of Placentia
Recommended
Chris Tanio, Director of Public Works, City of Placentia Approved by:

Rosanna Ramirez, Acting City Administrator, City of Placentia We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this proposal, is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perfor rservices necessary for the work above specified, and will accept as full payment therefore the Accepted:

If the Contractor does not sign acceptance of this order, his attention is directed to the requirements of the specifications as to proceeding with the ordered work and filing a written protest within the time therein specified.

Attachment 1
42 CCO No. 1 Exhibit 'A'
Project Title: Admin Office Area Improvements, City Project 5307 Owner: City of Placentia Contractor: RS Construction & Development I �
No
1 2
3 4
5 6
7 8
Description
At the request of the Deputy City Administrator, removed Additive Bid Scope of Work
At the request of the Deputy City Administrator, the
change in glass and mullions in the offices to open up the look of the space.

Due to incorrect measurement provided by the Architect, the newly constructed walls needed 3" to be removed so
the storefront would align with the ceiling grid for proper support.

At the request of the Mayor, existing walls required
retexturing and required repainting due to the ineffective matching of original work, to create a more uniform finish.

Actual
Bid $$ Comments CREDIT EXTRA
$13,500 00
0 LS $13.500.00
LS $5.203 00
LS $2,900.00
LS $4,375.00
2 work days added
1 work day added
2 work days added
$13,500 00 $0 00
$5,203 00
Sum of Line Item Adiustmentsl $13,500.00
Cost of Line Item adjustments) -$1,022.00 1
l l
Change in Contract Cost' $1.022.001

52.900 00
$4,375 00
$0 00
$0.00
50 00
$0 00
612.478.00
43 RS

CONSTRUCTION
& DEVELOPMENT
218 W. E Street, Ontario, CA 91762
Phone: (909) 920-1144
PROJECT NAME:

PROJECT NUMBER:

CONTRACTOR:

CHANGE ORDER
Placentia Admin Office improvements
24-08
RS Construction & Development
CHANGE ORDER NO:

CONTRACT DATE:

This change order request is for the following added changes that were due to unforeseen conditions or owners request of additional items.

Scope of work for this change includes: Oversized glass (over 50sgft) at offices 3 & l 1 due to the request of removal of vertical mullions. Note that there will be no warranty on the oversized glass. Included as well is the removal of the vertical mullion at offices 2 & 4 , so that there is 2 pieces of glass instead of 3.

The Original Contract Sum
Total Changes by Previous Change Order(s)
Current Contract Sum
Contract Sum will be (increased) (decreased) (unchanged) by this Change Order New Contract Sum
The Original Contract Completion Date and Contract Time. Date:

Total Time extended by Previous Change Order(s)
Contract Time will be (increased) (decreased) (unchanged) by this Change Order New Contract Completion Date & Revised Contract Time Date:

NOTE :
$130,900.00
$130,900.00
$5,203.00
$136,103.00
No additional increase in time or money will be considered for a Change Order item after it has been executed.

RECOMMENDED
Designer's Name:

Address:

By:

Date:

ACCEPTED
Contractor's Name:

RS Construction & Development
Address:
218 West E St Ontario, CA 91762
Alondra Vasquez
By:

June 19th 2024
G.eB !/-fi'.Q�j r
30 DAYS
DAYS
DAYS
30 DAYS

APPROVED
Project Manager:
4 cu GAe c ra
Owner:

C tT'r b f 'i'LA C
By: /[)t N1
Date:
(IIciI2-1-
Owner:

We the undersigned, as a principal or agent for the owner, herby authorize RS Construction & Development to perform the above described work. This agreement does not supersede or cancel any other applicable contract terms and conditions. if at any time during and agree to make payment within thirty (30) days from the receipt of invoice. This agreement does not supersede or cancel any other applicable contract terms and conditions. if at any time during construction or thereafter, a change in condition exists that would deviate from RS Construction & Development will notify the owner, make the needed modifications or repairs and prepare change order for billing at the owner expense. 44 RS

CONSTRUCTION
& DEVELOPMENT
218 W. E Street, Ontario, CA 91762
Phone: (909) 920-1144
PROJECT NAME:

PROJECT NUMBER:

CONTRACTOR;

CHANGE ORDER
Placentia: Admin Office Improvments
24-08
RS Construction & Development
CHANGE ORDER NO:

CONTRACT DATE:

This change order request is for the following changcs that were due to unforeseen conditions per the plans from Addendum 43.

Scope of work for this change includes: Removing Sin for the new walls that were built per the plans. The walls dividing offices # 3, 11, and 4. And the column in office it 5. These are all to align with the ceiling grid system. Measurements on the plans did not align with grid system above. Cost of labor and materials are included in the price below for this adjustment. *Pictures of walls and column included taken by RS Construction superintendent.* The Original Contract Sum
Total Changes by Previous Change Order(s)
Current Contract Sum
Contract Sum will be (increased) (decreased) (unchanged) by this Change Order New Contract Sum
The Original Contract Completion Date and Contract Time. Date:

Total Time extended by Previous Change Order(s)
Contract Time will be (increased) (decreased) (unchanged) by this Change Order New Contract Completion Date & Revised Contract Time Date:
$130,900.00
$5,203.00
$136,103.00
$2,900.00
$139,003.00
NOTE: No additional increase in time or money will be considered for a Change Order item after it has been executed.

RECOMMENDED
Designer's Name:

Address:

By:

Date:

ACCEPTED
Contractor's Name:

RS Construction & Development
Address:
218 West E St Ontario, CA 91762
Ric Serna
By:

September 3, 2024
Date:

33.2.4,44.
30 DAYS
2 DAYS
1 DAYS
33 DAYS

APPROVED
Project Manager:

Ci7y ef /"E46N7)f3
Owner:
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By:

C� - 2 y
Date
1A
Owner:

CONSTRUCTION
& DEVELOPMENT

2.18 W. E Street, Ontario, CA 91762
Phone: (909) 920-1144
PROJECT NAME:

PROJECT NUMBER:

CONTRACTOR:

CHANGE ORDER
Placentia Admin Office Improvements CHANGE ORDER NO:
24-08 CONTRACT DATE:

RS Construction & Development
This change order request is for the following added changes that were due to unforeseen conditions or owners request of additional items. • Cover and mask all flooring (Offices 3,4, 11 &5)
• Cover and mask ceilings, lighting and all storefront glass to contain dust from sanding. •Retexture and Paint Existing rear walls In Offices 3, 4, 11 and all interior walls in office #5. •Excluding Office #2 'Council Office' & Hallway Walls
'Apply 1-2 skim coats to minimize visible existing patchwork and match new built walls as best as possible.

Primer on all skim coated walls and repaint complete offices with 2 coats of paint, in efforts to meet a uniform finish.

Total Time extended by Previous Change Order(s)
Contract Time will he (increased) (decreased) (unchanged) by this Change Order New Contract Completion Date & Revised Contract Time Date:
$130,900.00
$8,103.00
$139,003.00
$4,375.00
$143,378.00
NOTE: No additional increase in time or money will be considered for a Change Order item after is has been executer!.

RECOMMENDED
Designer's Name:

Address:

By:

Date:

ACCEPTED
Contractor's Name:

RS Construction & Development Inc.

Address:
218 West E St Ontario, CA 91786
Ric Serna
By:
10/16/24
Date: , �QiL4Z�
30 DAYS
3 DAYS
2 DAYS
35 DAYS

APPROVED
Project Manager:

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Owner:

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By:
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Date:
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Owner:

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RECORDING REQUESTED BY

AND WHEN RECORDED MAIL TO
r 1
Name
City Clerk
Street City of Placentia
Address
401 E. Chapman Ave.

City & Placentia, CA 92870
State
L J
City Council Approval: November 19, 2024

SPACE ABOVE THIS LINE FOR RECORDER'S USE
Free Recording Per Government Code Section 27383 & 6103.

Carole Wayman, Deputy City Clerk

NOTICE OF COMPLETION
Notice pursuant to Civil Code Section 3093, must be filed within 10 days after completion. (See reverse side for Complete requirements.)
Notice is hereby given that:

1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described:

2. The full name of the owner is City of Placentia

3. The full address of the owner is 401 East Chapman Avenue Placentia, CA 92870

4. The nature of the interest or estate of the owner is: In fee.

N/A
(If other than fee, strike "In fee" and insert, for example, 'purchaser under contract of purchase," or "lessee")

5. The full names and full addresses of all persons, if any, who hold title with the undersigned as joint tenants or as tenants in common are: NAMES ADDRESSES
N/A

6. A work of improvement on the property hereinafter described was completed on October 28, 2024. The work done was:

Admin Office Area Improvement Proiect, City Proiect #5307. This work included renovating existing floor space by constructing three new offices and minor remodeling of two existing offices.

The name of the contractor, if any, for such work of improvement was RS Construction & Development, Inc.

7. 218 West E Street, Ontario, CA 91762 1/23/2024
(If no contractor for work of improvement as a whole, insert "none") (Date of Contract)

8. The property on which said work of improvement was completed is in the city of Placentia County of Orange , State of California, and is described as follows: Admin Office Area Improvement Project, City Proiect #5307.

9. The street address of said property is 401 East Chapman Avenue. Placentia. CA 92870. (If no street address has been officially assigned. insert "none")

CITY OF PLACENTIA
Dated: November 19, 2024
Verification for Individual Owner
Rosanna Ramirez, Acting City Administrator

VERIFICATION
I, the undersigned, say: I am the Acting City Administrator, Rosanna Ramirez ("President of", "Manager of", "Owner of", etc.)
Notice of completion; I have read said notice of completion and know the contents thereof; the same is true of my own knowledge.

I declare under penalty of perjury that the foregoing is true and correct. the declarant of the foregoing
Executed on November 19
(Date of Signature.)
NOTICE OF COMPLETION - WOLCOTTS FORM 1114- REV. 6-74
• 2024 at Placentia
(City where signed.)
, California.
(Personal signature of the individual who is swearing
that the contents of the notice of completion are
true.) -
8 pt. type or larger
ATTACHMENT 2
48

Placentia City CouncilNovember 19, 2024

Placentia City Council
November 19, 2024