HomeMy WebLinkAbout04 - CC-5 - Costa Mesa Council Chambers/ First Floor - 12/3/2019Change
Order
No.
Description
1 Perform electrical investigation in the electrical room and panel D1 to
identify existing conditions that were different from the as-built plans
2 Requested by the City to remove and dispose the existing audience seats
to make room for installation of the new audience seating
3 Add an additional panel in the electrical room that was needed based on the
existing field conditions to provide the required electrical capacity for the new
improvements
4 Requested by the City to add framing around existing conduits in the
electrical room to upgrade the existing condition to be in compliance with
the latest code
5 Additional work requested by the City to remove the VCT flooring under the
audience seats and replace with new carpet
6 Additional work requested by the City to relocate outlets, speakers, screen
and white board, repair and paint drywall in Conference Room 1A
7 Requested by the City to install additional control wiring for Lutron switches
in the Council Chambers that was not originally included in the design
8 Requested by City to relocate existing lights, PA speaker and conduits to
provide clearance per code for the newly installed transformer in the IT
office area
9 A credit processed due to changes in the design
10 Requested by the City to add one exit sign and modify two existing exit signs
in Council Chambers to meet latest code requirements
ATTACHMENT 2
6
1
CITY COUNCIL AGENDA REPORT
MEETING DATE: DECEMBER 3, 2019 ITEM NUMBER: CC-5
SUBJECT: COSTA MESA COUNCIL CHAMBERS / FIRST FLOOR IMPROVEMENT
PROJECT – CITY PROJECT NO. 18-06
DATE: NOVEMBER 18, 2019
FROM: PUBLIC SERVICES DEPARTMENT / ENGINEERING DIVISION
PRESENTATION BY: RAJA SETHURAMAN, PUBLIC SERVICES DIRECTOR
FOR FURTHER INFORMATION
CONTACT:
BALTAZAR MEJIA, CITY ENGINEER
(714) 754-5335
BALTAZAR.MEJIA@COSTAMESACA.GOV
RECOMMENDATION:
Staff recommends that the City Council:
1. Accept the work performed by Optima RPM, Inc. for the subject project, and authorize
the City Clerk to file the Notice of Completion.
2. Authorize the City Manager to release the Labor and Material Bond seven (7) months
after the filing date, release the Faithful Performance Bond if appropriate, at the
conclusion of the one-year warranty period, and release the retention monies
immediately after the Notice of Completion filing date.
BACKGROUND:
On August 7, 2018, a contract in the amount of $565,000 was awarded by the City
Council to Optima RPM, Inc. The work included the removal of existing big screen
projectors and video monitors located in the Council Chambers, as well as video
equipment in the basement control room; construction of a new control room and
machine room including addition of a wall and door, flooring and new T-bar ceiling in the
two new rooms; removal and replacement of carpeting; addition of 17 mounting units for
support of the new AV in the Council Chambers, old print shop, and conference room 1A;
concrete slab trenching for installation of new electrical and signal conduits; and
installation of signal conduits throughout City Hall’s First floor for the new AV and
broadcasting system.
2
ANALYSIS:
The work required by the contract documents was completed on June 17, 2019 to the
satisfaction of the City Engineer. The final contract cost amount is $597,250.97. A report
of the final costs is included herein as Attachment 1.
A summary of the costs is as follows:
Original Contract Cost: $ 565,000.00
Change Orders 1-10: $ 32,250.97
Final Contract Cost: $ 597,250.97
The change orders are briefly described in Attachment 2.
The final contract cost reflects a 5.7% increase to the original contract.
As of this date, there are no Stop Notices filed against the monies due to Optima RPM,
Inc.
ALTERNATIVES CONSIDERED:
There are no alternatives considered for this item.
Before Construction ↑ After Construction ↓
3
FISCAL REVIEW:
This project was one component of a larger facility improvement project budgeted in
prior fiscal years from the Capital Improvement Fund. This project budget includes
improvements completed as part of the Council Chambers / First Floor Improvement
Project discussed herein as well as the City Hall Audio Visual (A/V) Improvement and
Broadcast Production Upgrade Project. The $3.357 million budget includes a budget
adjustment approved by City Council at the November 5, 2019 City Council meeting that
covers unexpected expenses related to work required to meet current building code
requirements in the Community Room. The breakdown below provides a summary of the
project expenses and remaining balance.
Total Project Budget $3,357,000.00
Total Council Chambers/First Floor Improvement Project
Expenditures (this project)
$597,250.97
Total AV Improvements Expenditures $1,766,933.68
Design, Construction Management, Community Room
and Restroom
$836,808.13
Projected Remaining Project Expenses $120,000.00
Remaining Project Balance $36,007.22
The original contract amount for this project was $565,000 and the final expenditures
amounted to $597,250.97. Since there was sufficient funding in the overall project budget,
the increased contract costs did not require additional project appropriation.
This project account number is also being used to fund the Community Room
improvements, Restrooms and Americans with Disabilities Act (ADA) upgrades, which
have not been completed.
The current preliminary cost estimate to complete the upgrades to the Restrooms and
Community Room is $330,000. Additional funding of approximately $294,000 will be
requested for consideration in future CIP budgets to complete the remaining construction
work.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report and approves it as to form.
CITY COUNCIL GOALS & PRIORITIES:
In 2019, the City Council adopted a list of goals and priorities. This project works toward
achieving the following City Council goals and objectives:
Goal 3: Keep the City Fiscally Sustainable. To address our long-term obligations as well
as immediate needs:
(a) Take measures to reduce expenditures by including but not limited to:
Implementing energy efficiencies and sustainability practices at city hall, in
public buildings, parks and public spaces; and,
4
Goal 6: Good Government and Community Engagement:
(b) Improve the way that we listen to and provide information to our residents and
businesses, including providing more information in Spanish and English;
(f) Maintain up-to-date and accessible information about public works projects,
significant private development sites, and other city activities.
CONCLUSION:
The Costa Mesa Council Chambers / First Floor Improvement Project, City Project No.
18-06, was completed to the satisfaction of the City Engineer. Staff recommends that the
City Council accept the work performed by Optima RPM, Inc. for the subject project,
authorize the City Clerk to file the Notice of Completion; release the retention monies
immediately after the Notice of Completion filing date and authorize the City Manager to
release the Labor and Material Bond seven (7) months after the filing date, and release
the Faithful Performance Bond if appropriate, at the conclusion of the one-year warranty
period.
_________________________________ _____________________________
BALTAZAR MEJIA RAJA SETHURAMAN
City Engineer Director of Public Services
________________________________ _____________________________
KELLY A. TELFORD, CPA KIMBERLY HALL BARLOW
Director of Finance City Attorney
ATTACHMENTS: 1 –
2 –
Cost Summary
Change Order Summary
DISTRIBUTION: City Manager
City Attorney
City Clerk
Staff
File
CITY OF COSTA MESAFOR PAYMENT ON THE WARRANT LIST OF: 8/23/19DATE: 08/15/19Final PAYMENT TO: Optima RPM, Inc.19745 Skypark Circle, Suite D Irvine, CA 92614PROJECT: City Hall Remodel Project - City Project No.18-06ITEMUNIT PREVIOUSQUANTITYTOTAL QUANTITY PREVIOUS AMOUNT TOTAL CONTRACTNODESCRIPTIONPRICE QUANTITYTHIS ESTIMATETO DATE AMOUNTTHIS ESTTO DATEPRICE11LSMoblization $ 6,000.00 100.00 % 0.00 % 100.00 % $6,000.00$0.00 $6,000.00 $6,000.0021LSDemobilization $ 2,000.00 100.00 % 0.00 % 100.00 % $2,000.00$0.00 $2,000.00 $2,000.0031LSSite Supervision $ 27,000.00 100.00 % 0.00 % 100.00 % $27,000.00$0.00 $27,000.00 $27,000.0041LSProject Management $ 8,000.00 100.00 % 0.00 % 100.00 % $8,000.00$0.00 $8,000.00 $8,000.0051LSSite Daily Clean up $ 10,000.00 100.00 % 0.00 % 100.00 % $10,000.00$0.00 $10,000.00 $10,000.0061LSBond & Insurances $ 12,000.00 100.00 % 0.00 % 100.00 % $12,000.00$0.00 $12,000.00 $12,000.0071LSAsbestos removal $ 10,000.00 100.00 % 0.00 % 100.00 % $10,000.00$0.00 $10,000.00 $10,000.0081LSConcrete demolition $ 25,000.00 100.00 % 0.00 % 100.00 % $25,000.00$0.00 $25,000.00 $25,000.0091LSSelective demolition ( Carpet , T-Bar, furniture , base , Fixtures, remove 2 seats..etc) $ 25,000.00 100.00 % 0.00 % 100.00 % $25,000.00$0.00 $25,000.00 $25,000.0010 1 LSFloor, ceiling, wall patching $ 25,000.00 100.00 % 0.00 % 100.00 % $25,000.00$0.00 $25,000.00 $25,000.0011 1 LSMechanical screen steel Material $ 35,000.00 100.00 % 0.00 % 100.00 % $35,000.00$0.00 $35,000.00 $35,000.0012 1 LSMechanical Screen Labor $ 10,000.00 100.00 % 0.00 % 100.00 % $10,000.00$0.00 $10,000.00 $10,000.0013 1 LSRoof Patching $ 10,000.00 100.00 % 0.00 % 100.00 % $10,000.00$0.00 $10,000.00 $10,000.0014 1 LSDoor and frames & HW $ 8,000.00 100.00 % 0.00 % 100.00 % $8,000.00$0.00 $8,000.00 $8,000.0015 1 LSMetal Stud framing $ 15,000.00 100.00 % 0.00 % 100.00 % $15,000.00$0.00 $15,000.00 $15,000.0016 1 LSDry wall $ 15,000.00 100.00 % 0.00 % 100.00 % $15,000.00$0.00 $15,000.00 $15,000.0017 1 LSCarpet flooring & Sealed concrete $ 21,000.00 100.00 % 0.00 % 100.00 % $21,000.00$0.00 $21,000.00 $21,000.0018 1 LSPainting $ 12,000.00 100.00 % 0.00 % 100.00 % $12,000.00$0.00 $12,000.00 $12,000.0019 1 LST-Bar Ceiling $ 9,000.00 100.00 % 0.00 % 100.00 % $9,000.00$0.00 $9,000.00 $9,000.0020 1 LScondensation line $ 5,000.00 100.00 % 0.00 % 100.00 % $5,000.00$0.00 $5,000.00 $5,000.0021 1 LSSplit system units & Refrigerate connection $ 34,000.00 100.00 % 0.00 % 100.00 % $34,000.00$0.00 $34,000.00 $34,000.0022 1 LSLight fixtures material and installation $ 110,000.00 100.00 % 0.00 % 100.00 % $110,000.00$0.00 $110,000.00 $110,000.0023 1 LSElectrical wiring and installation $ 31,000.00 100.00 % 0.00 % 100.00 % $31,000.00$0.00 $31,000.00 $31,000.0024 1 LSAllowance $ 100,000.00 100.00 % 0.00 % 100.00 % $100,000.00$0.00 $100,000.00 $100,000.00LSCO #1 - Electrical investigation $ 3,420.00 100.00 % 0.00 % 100.00 % $3,420.00$0.00 $3,420.00$0.00LSCO #2 - Remove and dispose the existing audience seats $ 3,608.00 100.00 % 0.00 % 100.00 % $3,608.00$0.00 $3,608.00$0.00LSCO #3 - Additional panel in the electrical room $ 6,426.69 100.00 % 0.00 % 100.00 % $6,426.69$0.00 $6,426.69$0.00LSCO #4 - Framing around existing conduits $ 1,965.00 100.00 % 0.00 % 100.00 % $1,965.00$0.00 $1,965.00$0.00LSCO #5 - Removal of the VCT flooring $ 8,555.70 100.00 % 0.00 % 100.00 % $8,555.70$0.00 $8,555.70$0.00LSCO #6 - Relocate outlets, speakers, repair drywall in CR1A $ 1,909.60 100.00 % 0.00 % 100.00 % $1,909.60$0.00 $1,909.60$0.00LSCO #7 - Additional control wiring for Lutron switches $ 2,733.10 100.00 % 0.00 % 100.00 % $2,733.10$0.00 $2,733.10$0.00LSCO #8 - Provide clearance per code for new transformer $ 2,427.37 100.00 % 0.00 % 100.00 % $2,427.37$0.00 $2,427.37$0.00LSCO #9 - Credit to City due to changes in the design $ (1,184.32) 100.00 % 0.00 % 100.00 % -$1,184.32$0.00 -$1,184.32$0.00LSCO #10 - Addition and modification of exit signs $ 2,389.83 0.00 % 100.00 % 100.00 %$0.00 $2,389.83 $2,389.83$0.00BID TOTAL: $594,861.14 $2,389.83 $597,250.97 $565,000.00BID QUANTITYATTACHMENT 15