CITY COUNCIL STAFF REPORT
Meeting Date: March 20, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO.___-23 ACCEPTING THE NEW PLEASANT HILL LIBRARY PROJECT NO. 06-20, AS COMPLETE AND
AUTHORIZING THE CITY ENGINEER TO ISSUE AND RECORD A
NOTICE OF COMPLETION
SYNOPSIS
The Pleasant Hill Library Project No. 06-20 provided for the construction of a new public library and associated site improvements. The contractor, BHM Construction, Inc. (Contractor), has completed work to the City’s satisfaction. The purpose of this item is to consider the acceptance of the Project as complete and to authorize the issuance of a Notice of Completion.
DISCUSSION
Background
On August 3, 2020, via Resolution No. 71-20, the City Council awarded the New Pleasant Hill Library Project No. 06-20 to BHM Construction, Inc., for $23,377,510 (including contingency).
City Council approved additional scope in the amount of $743,616, for a total construction cost of $24,121,126. The approved FY 2020-2025 Capital Improvement Plan (CIP) allocated funds for this Project (Project MK-4) for construction of the new library and site improvements in the amount of $33,569,103.
Analysis
The project is now complete and the work conforms to the construction plans and specifications.
Construction began on August 25, 2020. The Contractor substantially completed the project on July 25, 2022, which was within the allotted contract time, accounting for unforeseen delays. The library was opened to the public on July 30, 2022. The project is complete except for the following minor items valued at approximately $20,000, as listed below:
Electrical subcontractor to complete glass vent gates; Clean tree gates;
Troubleshoot and install necessary components on card readers; Complete installation of audio/visual (A/V) cart;
Replace occupancy sensor in the storage room;
Repair damaged light fixture at activity yard entrance and Maker Space overhead light switch;
Adjust all interior doors per specification.
These items will become warranty items and will be corrected promptly under the terms of the construction contract. Per Public Contract Code, 125% of the value of this work to be completed ($25,000) will be withheld from the release of retention to BHM Construction, Inc., and will be released only upon satisfactory completion of these items.
Per the terms of its Agreement, BHM Construction, Inc., will repair or replace, at the discretion of the City, any item that may prove to be defective in its workmanship, materials furnished, methods of installation, or that fails to conform to the Contract Document within a period of one (1) year from the date of the Notice of Completion of the Project.
The City is required to complete riparian creek landscape work, which can only be constructed in the summer months. This work will take place following final completion of the BHM contract; therefore, the City must complete the work under a separate contract at a cost not to exceed $100,000. Staff has accounted for this cost in the final budget figures presented.
Project highlights include:
2023 American Public Works Association Exceptional Performance Award for Sustainable Practices;
2021 Sustainability Award from Contra Costa Water District and Contra Costa Central Sanitary District for the project’s extended use of recycled water for landscaping and beautification;
Smart Technology used with the heating/cooling system dynamically responds to the weather;
Installation of a massive solar array on the roof which generates the energy required for this net zero, carbon zero facility;
Installation of 4 electric vehicle charging stations; Makerspace which features a 3D printer, high-tech laser etching, sewing room, printmaking, robotics and coding;
24,000 square-foot interior that stores approximately 50,000 new books on state of the art shelving in an open central hall;
Natural lighting from floor-to-ceiling windows, 12 skylights and a jewel-box façade; Planting of native oak trees and a variety of drought tolerant species make up the surrounding landscaping;
Nelis Nook, a café-like space where food and drink can be enjoyed; Outdoor activity yard featuring a magnetic play wall and one-of-a-kind reclaimed log structure;
Retreat room with sound-absorbing wall panels, ideal for reading or studying; Welcome area, Friends of the Library bookstore, lounge, story lab, early literacy area, teen area, quiet reading rooms, Second Chance Adult literacy office and laptop check-out capabilities;
Sheltered outdoor reading terrace;
20 bike racks for convenient bike parking;
Open public plaza connecting the entrance to the public parking lot.
The total cost of construction, including change orders, is $24,044,330, which is $76,696 below the budgeted construction cost of $24,121,126 approved by City Council in 2020. The City has retained five percent (5%) of the total construction cost ($1,202,216.50) from BHM Construction, Inc. to ensure that the Contractor pays all its subcontractors and suppliers. The procedure for releasing these monies is the City Council’s formal acceptance of the work with authorization to issue and record a Notice of Completion. If there are no claims filed within 35 days of recording the notice, the City may release final payment of the retained amount to the Contractor. The completed work is subject to a one-year warranty period to address any problems that may occur within that time.
FISCAL IMPACT
The total project budget of $33,569,103 is funded by:
$31,086,103 of Measure K funding,
$680,000 in PEG (Public, Education, and Government access channel) funding, $303,000 in Unified Lighting District funding, and
$1,500,000 in private funding from Friends of the Pleasant Hill Library Completion of the Project is within the approved budgeted amount.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt the proposed resolution accepting the Project as complete and authorizing the City Engineer to issue a Notice of Completion.
ALTERNATIVES TO RECOMMENDED ACTION
None recommended.
ATTACHMENT(S):
Proposed Resolution
Amended Budget Sheet
Prepared by: Ananthan Kanagasundaram, City Engineer
Reviewed by: Ethan Bindernagel, Community Development Director/Assistant City Manager Approved by: June Catalano, City Manager