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Home My WebLink AboutPW Third Floor HVAC; NOC RecordedAgenda Item No: 3. n Meeting Date: March 16, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: -- ity Manager Approv2 e Director of Public Works File No.: 06.01.224 SUBJECT: ACCEPT COMPLETION OF THE THIRD FLOOR HVAC UPGRADE PROJECT, CITY PROJECT NO. 11252, AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION RECOMMENDATION: Staff recommends that the City Council accept completion of the project and authorize the City Clerk to file the Notice of Completion. BACKGROUND: San Rafael's City Hall was constructed in the 1960's. Although the third floor of the building has been renovated extensively to better serve San Rafael's citizens, the heating, ventilating, and air-conditioning (HVAC) system has undergone only minor modifications over the last 40 years. In 2013, the City of San Rafael upgraded the existing HVAC system by installing a new chiller unit on the roof and new air handler units on the first and second floors. These new units distribute hot and cold air to the building. In addition, new digitally controlled variable air volume (VAV) boxes and ducting was installed on the first floor, replacing the original pneumatically controlled mixing boxes. In 2014, new VAV boxes which mix both hot and cold air for different areas within the building were replaced on the second floor of City Hall. The new VAV boxes allowed each zone to communicate with the rest of the system and mix hot and cold air in the most efficient manner. The existing VAV boxes on the third floor were obsolete and needed replacing in order to provide efficient air circulation to this section of the building. This construction contract included replacing all the old pneumatic mixing boxes with digitally controlled VAV boxes and replacing a portion of the existing ceiling with an acoustical ceiling tile similar to the second floor work. The new VAV boxes allow the third floor system to communicate with the other HVAC systems at City Hall, operate more efficiently and allow Public Works maintenance staff to remotely monitor and adjust the whole system outside of City Hall. The project was advertised in accordance with San Rafael's Municipal Code on January 9, 2015, and sealed bids were publicly opened and read aloud on January 27, 2015 at 10:00 AM. FOR CITY CLERK ONLY File No.: L —f — CSL f Council Meeting: f— ~'� �/6/,1 ' s PPP c � Disposition: �..mm._.....e� ..,� SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 The following summarizes the project milestones and working days: Item Date Working Das Non -Working davs Date of Contract _._ _ ....... _ ........ February 2, 2015 - __.... _ ....._ _.. - Date of Notice to Proceed _ .............. _. _ ........_.. Februarys 2015 _._ ......... _. - -._ Construction Work Commencement February 7, 2015 - - _.....__._....._..........................._..._......�......................_......... All Work Complete (Including Punch List Items) _............_... February 23, 2015 _....M - ........ _... - ...................................... Working Days Allowed b Contract 15 - Working Days Allowed by Change Order / Extra ........ . 0 - Work Non -Working Days Due to Weather m - 0 ................... Non-WorkingDays Oth_._.... er Than Weather .......... __._......_._.._..............,._.................. - 0 Actual Working Days Allowed 15 - All work was completed within the amount of actual working days allowed. Staff recommends acceptance of the project and recordation of the Notice of Completion. ANALYSIS: 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. FISCAL IMPACT: Construction was completed within the originally authorized construction budget. The total project cost, including advertisement and construction, is $237,305.02 as shown below. 'unding Sources: Project Funding Sources Fund 603 - Building fund (2014/15 Fund 603..- Additional Allocation Total Available Funds Exnenses: Allocation Amount 225,000.00 $25,000.00 250.000.00 Document Amount m ntt Reproduction (i e Advertisement) .- $622.112 Hazardous Material Testing $862.90 - .M _.......... .--- --- __..-...................... _ ............. Design subtotal = $1,485.02 _._...___.._.._ _.... _..._.._._.__wM_...-m_..... Construction Costs Actual Construction Contract Amount Based on Measured Quantities* $222,118.00 _........._....._... ... . ................ .__... ...... _— ...... --- .........................................._ . Contract Change Orders* $13,567.00 ........ ........ . __ .. .... ......... ............. ..._...... Redwood Security Install $135.00 ........ ........._......... _......_.................... Construction Subtotal = _......._....m....-$235,820.00 Total Project Expense = $237,305.02 *Includes the 5% retention to be paid 35 days after Notice of Completion is filed SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 The City's Third Floor HVAC Upgrade project draws upon Fund 603. The project was completed within the City Council originally approved project budget of $250,000.00. The project design was completed by Department of Public Works engineering staff at a cost of approximately $6,000. Supplemental construction inspection by Public Works staff was required to inspect and manage the construction work at an estimated cost of $7,000. The total estimated staff cost of $13,000 is not shown in the tables above. ACTION REQUIRED: Staff recommends that the City Council accept completion of the project and authorize the City Clerk to file the Notice of Completion. Enclosures: Notice of Completion 2 (V Record Without Fee When recorded mail to: Per GG 27383 and City of San Rafael Esther C. Beirne, City Clerk 1400 Fifth Avenue P. O. Box 151560 San Rafael, CA 94915-1560 2015-0012428 Recorded I REC FEE 0.00 Official Records I County of I COHFORHED COPY 0.00 Harin I RICHARD H. BEHSOH I Assessor -Recorder I County Clerk I la 03:OOPH 19 -liar -2015 I Page 1 of 2 SPACE ABOVE THIS LINE FOR RECORDER'S USE CITY OF SAN RAFAEL NOTICE OF COMPLETION OF IMPROVEMENT TO ALL PERSONS WHOM IT MAY CONCERN: 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 23rd day of February, 2015 and accepted the 16th day of March, 2015; 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: THIRD FLOOR HVAC UPGRADE PROJECT CITY PROJECT NO. 11252 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 MATRIX HG, INC. I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on MA'-Z� I r CITY OF SAN RAFAEL A Municipal Corporation By NADER MANSOURIAN Public Works Director A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF MARIN Subscribed and sworn to (or affirmed) before me on this l fl -t day of 14A 9'c9 20_K, by M AbeR t4AAsa,0j q., , proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. WITNESS my hand and official seal. Signature � NqCVz G - 4�— ftce ESTHER C. BEIRNE San Rafael City Clerk File: 06.01.224 CITY OF SAN RAFAEL 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. DATE OF MEETING: 3/16/2015 FROM: Nader Mansourian DEPARTMENT: Public Works DATE: 3/3/2015 TITLE OF DOCUMENT: ACCEPT COMPLETION OF THE THIRD FLOOR HVAC UPGRADE PROJECT NO. 11252, AND AUTHORIZE THE CITY CLERK TO FILE THE NOTICE OF COMPLETION. ....... .._., Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL/ AGENCY AGENDA ITEM: / It City Manager (signature) NOT APPROVED REMARKS: APPROVED AS TO FORM: City Attorney (signature) File No.: 06.01.224 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 SPACE ABOVE THIS LINE FOR RECORDER'S USE CITY OF SAN RAFAEL NOTICE OF COMPLETION OF IMPROVEMENT TO ALL PERSONS WHOM IT MAY CONCERN: 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 23rd day of February, 2015 and accepted the 16th day of March, 2015; 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: THIRD FLOOR HVAC UPGRADE PROJECT CITY PROJECT NO. 11252 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 MATRIX HG, INC. I declare under penalty of perjury that the foregoing is true and correct. Executed at San Rafael, California, on , 20 CITY OF SAN RAFAEL A Municipal Corporation By NADER MANSOURIAN Public Works Director A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. STATE OF CALIFORNIA COUNTY OF MARIN Subscribed and sworn to (or affirmed) before me on this day of , 20_, by , proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me. WITNESS my hand and official seal. Signature ESTHER C. BEIRNE San Rafael City Clerk File: 06.01.224