Item Number:
City Council / Board of Directors
Written Communications
Meeting of: September 16, 2025
Submitted By:
Joe Slegers, Building Official
Subject:
Authorization of an additional five percent contingency for the New Library Renovation and Expansion, Project JM24-051
Recommendation:
That the Honorable City Council:
(1) Approve an increase in the project contingency for the New Library Renovation and Expansion, Project #JM24-051, from 10 percent to 15 percent, representing an additional $431,050.00; and
(2) Authorize the City Manager, or designee, to execute change orders for the project in a cumulative amount not to exceed $1,293,150.00, reflecting the 15 percent contingency.
Fiscal Impact:
This project was approved in the Fiscal Year (“FY”) 2022/2023 Annual Budget, with appropriations provided through Measure P and California State Library, Building Forward Grant funding. The table below provides the budget details.
Item Account Number Amount
Original Appropriations - Measure P 1056030-55060-80075 $ 3,205,000.00 Expenditures to Date- Measure P 1056030-55060-80075 $ 2,840,918.28 Available Balance - Measure P 1056030-55060-80075 $ 364,081.72 Original Appropriations- Grant 2706030-55070-21379 $ 8,484,385.23 Expenditures to Date- Grant 2706030-55070-21379 $ 7,292,032.41 Available Balance- Grant 2706030-55070-21379 $1,192,352.82 4 3
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The requested 5% contingency will increase the total contingency to 15%. This represents standard practice for public works projects and will ensure adequate funding for change orders due to unforeseen conditions, stakeholder input, and design changes.
No additional appropriation is required, as sufficient funds are available in the existing project budget.
Strategic Plan Goal:
The City of Victorville Strategic Plan 2023-2026 identifies multi-year strategic goals and various strategies to work toward achieving those goals. The New Library Renovation and Expansion Project assists the City in achieving the following: Goal E, Invest in Infrastructure, create a healthy and livable community by maintaining the City’s assets through investment in infrastructure and innovations; Strategy 2, implement the Library Master Plan to complete the relocation and expansion of the library to improve and enhance library services in the community.
Background:
Through the Library Master Plan process, it was determined that the current library facility has inadequate space to serve the City’s current population. The current library facility has a footprint of 8,229 square feet. The City needs approximately 14,990 square feet to serve the current population.
In May 2021, space became available at the Green Tree Golf Course Clubhouse (“Clubhouse”), prompting staff to investigate the potential for the library’s relocation.
On March 15, 2022, Council unanimously awarded TR Design Group a contract to conceptualize the Clubhouse as a space that would accommodate both library services and golf operations.
On November 4, 2022, staff was notified that the California State Library selected the Victorville City Library to receive $9,035,105.00 in Building Forward Grant funds. By receiving the State Grant, staff was able to revisit the Master Plan recommendations and explore an expansion of the Clubhouse to meet the space needed for the current population. On February 7, 2023, Council unanimously approved to increase the scope of services with TR Design Group to include a 5,094 square foot expansion of the Clubhouse facility, exceeding the Master Plan goal of producing a total of 17,844 square feet of Library space.
On June 20, 2023, staff presented Council with a conceptual of the new Library design including a 5,094 square foot, Children’s Library expansion. Council unanimously approved the conceptual design and granted staff and TR Design Group authorization to continue with generating construction drawings.
On March 5, 2024, the City Council approved an agreement with Monet Construction, Inc. in the amount of $8,621,000.00 for the New Library Renovation and Expansion, Project # JM24-051, funded through Measure P and State Library grant sources. Also approved 4 3
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as part of the staff report, was a ten percent (10%), $862,100.00, contingency to cover potential change orders (Attachment A).
Discussion:
Large-scale construction projects often require adjustments due to unforeseen site conditions, stakeholder input, or design changes. Establishing a contingency is a proactive and industry-standard approach, with many public works projects including contingency allowances of up to 15%.
Staff originally anticipated completing the construction of the library while keeping within 10% contingency, but as construction progressed and projections concluded the project would finish well under budget, staff started to identify equipment and other amenities that could be upgraded or added to the project scope with the goal of utilizing more of the grant funds which were projected to go unspent. Examples include new Heating, Ventilation, and Air Conditioning (HVAC) equipment, upgraded signage, further upgrades to ADA compliance such as parking and accessible paths of travel, and enhancing access control. These change orders did not require additional appropriations or burden the City’s budget, and were covered by grant funds and Measure P.
The project is still currently on pace to be completed by Monet Construction in October as originally proposed, with the goal of having all furniture and equipment either placed or relocated by January of 2026 so that the library can resume operations at that time.
Progress photos are attached for reference (Attachment B). In an effort to support the current construction schedule and ensure efficient project management, staff recommends that the City Council approve an additional five percent (5%) contingency in the amount of $431,050.00 and authorize the City Manager, or designee, to execute all related documents necessary to complete the project. This proactive measure maximizes the use of grant funds, mitigates the risk of project delays, and ensures the New Library Renovation and Expansion project can be completed on schedule, even with additional scope.
Prepared By:
Daysi Oxley, Facilities Administrative Technician
Attachments: A. Original Construction Contract Staff Report from March 5, 2024
B. Progress Photos