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Home My WebLink AboutPW City Hall HVAC; NOC RecordedPoo Agenda Item No: 3 j, Meeting Date: August 5, 2013 'Til VAJ ll WIN 0 1 411WAX ,* a &_&Xfi"L "OQ Department: Public Works Prepared by: Director of Public Works (KM) City Manager Approval SUBJECT: ACCEPT COMPLETION FOR THE CITY HALL HEATING, VENTILATION AND AIR CONDITIONING SYSTEM UPGRADES, PROJECT NO. 11154, AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION. Staff recommends that the City Council accept completion of the project and authorize the City Clerk to file the Notice of Completion. On December 21, 2009 the City secured a federal grant for $575,400 from the Department of Energy from its Energy Efficiency and Conservation Block Grant (EE&CBG) program. The amount of money granted was based on the current population of the City and not the actual project improvements needed. On March 15, 2010, the City Council approved a contract with Lefler Engineering to design the replacement of the main heating and cooling system within City Hall and reconstruct the first floor duct system. The actual Heating, Ventilation and Air Conditioning (HVAC) units were purchased previously and stored in the Public Works Corporation Yard. In May 2011 the project was bid. In July 2011 construction bids were received; however, due to inadequate funding, the bids were rejected. On May 16, 2012 this project was rebid and on June 18, 2012 the City Council authorized the Public Works Director to award the construction contract to Trahan Mechanical, Inc. and construction commenced on July 31, 2013. Over the course of the construction a total of 14 change orders were issued for this project. Some related to standard chamzes to the design to adapt the mechanical equipment previously purchased to match the building for which they are to be installed. In addition, hazardous materials associated with the age of the building was discovered, which required additional funding to mitigate the material. On February 4, 2013 the City Council approved an additional allocation of funding to support the construction modifications. Construction was completed on May 17, 2013 within the authorized construction budget. The total project i cost including design, advertisement and construction is $1,427,026.90 as shown below. File No.: Council Meeting: Disposition: SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 A total of $35,650.00 is being withheld from the contractor for liquidated damages ($18,200) and not re- roofing a portion of the building ($17,450). �►��Venses Design and Consultation -01 --- $84,928.71 Design (Multiple Consultants) Material $159,1793.38 i� Equ�pTent Purchase M- I M M -M N W N LTA $49659.49 Reproduction of Plans and Specifications Already Expenses Sub Total $249 Obligated,381.58 Construction ExPenses Construction -02 $869,600.00 Actual contract Amount $172,534.08 -$359650.00 Amount withheld for liquidated damages I and re-roofine * Subtotal Construction --,--$1,006,484.08 Construction Inspection Services and Miscellaneous Equipment Construction Ex enses Subtotal i� $IJ771645.31 P Total Project Cost *Includes the 5% retention to be paid 35 days after Notice of Completion is filed. Staff time associated with this project is not included in the summary above; however, the cost to administer this construction project is estimated to be more than $70,000. A" Fil 0 Ell Pursuant to Civil Code Section 3093 the City is required to record a Notice of Completion upon acceptance of the improvements by the City. This acceptance initiates a time period during which project subcontractors may file Stop Notices seeking payment from the City out of the funds owed to the Contractor for the project work. ACTION REQUIRED: Accept completion of the City Hall Heating, Ventilation and Air Conditioning System, Project No. 11154, and authorize the City Clerk to file a Notice of Completion. Enclosures: Notice of Completion rECORDII,IG REQUESTED Ry When recorded mail to: City of San Rafael Esther C. Beirne, City Clerk 1400 Fifth Avenue P. O. Box 151560 San Rafael, CA 94915-1560 RECORD SAT 2380 UT FEE PER G G. 2013-0054491 I IICC FEE Offid Cc.rnnled flw:nrds I launtr 0 1 Ilann I RM1010 it 0EIK01 I 9csussur Pecm der I rounti flua I ie 01.52PI1 11 Oug 2013 I Page i of I SPACE ABOVE THIS LINE FOR RECORDER'S USE CITY OF SAN RAFAEL NOTICE OF COMPLETION OF IMPROVEMENT TO ALL PERSONS WHOM IT MAY CONCERN: �3, 0r NOTICE IS HEREBY GIVEN for and on behalf of the City of San Rafael, County of Marin, State of California, that there has been a cessation of labor upon the work or improvement and that said work or improvement was completed upon the 17th day of May, 2013 and accepted the 5th day of August 2013; that the name, address and nature of the title of the party giving this notice is as follows: The City of San Rafael, a municipal corporation, in the County of Marin, State of California, within the boundaries of which said work or improvement was made upon land owned by said City and/or over which said City has an easement; that said work or improvement is described as follows: TIIE CITY HALL HEATING, VENTILATION AND AIR CONDITIONING SYSTEM UPGRADES, PROJECT NO. 11154 and reference is hereby made for a further description thereof to the plans and specifications approved for said work or improvements now on file in the office of the City Clerk of said City, and said plans and specifications are hereby incorporated herein by reference thereto; and that the name of the Contractor who contracted to perform said work and make such improvement is TRAHAN MECHANICAL, INC. I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on 20 L-3. CITY OF SAN RAFAEL A Municipal Corporation � By NADER MANSOURIAN Public Works Director STATE OF CALIFORNIA COUNTY OF MARIN On this 14 r r day of A UG-& Si . 209 before me, ESTHER C. BEIRNE, City Clerk of the City of San Rafael, County of Marin, State of California, residing therein, personally appeared NADER MANSOURIAN, (or proved to me on the basis of satisfactory evidence) to be the person whose name is subscribed to the within instrument and acknowledged to me that he executed the same in his authorized capacity, and that by his signature on the instrument the person, or the entity upon behalf of which the person acted, executed the instrument. WITNESS my hand and official seal. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. Signature /�LS7=e C 'P. -W 'e``— ESTHER C. BEIRNE, City Clerk File: 06.01.191 A" �A In ARM ROUTING SLIP /APPROVAL FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A 'CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL /AGENCY. SRRA / SRCC AGENDA ITEM NO. 3 -AT - FROM: NADER MANSOURIAN 711� fflim1w ACCEPT COMPLETION FOR THE CITY HALL HEATING, VENTILATION AND AIR CONDITIONING SYSTEM UPGRADES, PROJECT NO. 11154, AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION. Separtment Head (signature: (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL AGENCY AGENDA ITEM: also APPROVED AS TO FORM: jpF Er City Attorney (signature) When recorded mail to: City of San Rafael Esther C. Beirne, City Clerk 1400 Fifth Avenue P. 0. Box 151560 San Rafael, CA 94915-1560 SPACE ABOVE THIS LINE FOR RECORDER'S USE CITY OF SAN RAFAEL NOTICE OF COMPLETION OF IMPROVEMENT NOTICE IS HEREBY GIVEN for and on behalf of the City of San Rafael, County of Marin, State of California., that there has been a cessation of labor upon the work or improvement and that said work or improvement was completed upon the 17th day of May, 2013 and accepted the 5th day of August 2013; that the name, address and nature of the title of the party giving this notice is as follows: The City of San Rafael, a municipal corporation, in the County of Marin, State of California, within the boundaries of which said work or improvement was made upon land owned by said City and/or over which said City has an easement; that said work or improvement is described as follows: THE CITY HALL HEATING, VENTILATION AND AIR CONDITIONING SYSTEM UPGRADES, PROJECT NO. 11154 and reference is hereby made for a further description thereof to the plans and specifications approved for said work or improvements now on file in the office of the City Clerk of said City, and said plans and speccations are hereby incorporated herein by reference thereto; and that the name of the Contractor who contracted to perform said work and make such improvement is TRAHAN MECHANICAL , INC. I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on 120 CITY OF SAN RAFAEL A Municipal Corporation By 11a'l On this day of 20, before me, ESTER C. BEIRNE, City Clerk of the City of San Rafael, County of Marin, State of California, residing therein, personally appeared NAILER MANSOURIAN, or proved to me on the basis of satisfactory evidence) to be the person whose name is subscribed to the within instrument and acknowledged to me that he executed the same in his authorized capacity, and that by his signature on the instrument the person, or the entity upon behalf of which the person acted, executed the instrument. WITNESS my hand and official seal. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. Signature ETHER C. BEIRNE, City Clerk