AGENDA TITLE:
title
Adopt a Resolution Ratifying Expenses and Authorizing City Manager to Execute Change Orders for Hutchins Street Square Roof Replacement Project and Accept Improvements Under Contract for Hutchins Street Square Roof Replacement Project (PW)
end
MEETING DATE:
July 3, 2024
PREPARED BY:
Public Works Director
recommendation
RECOMMENDED ACTION:
Adopt a Resolution ratifying expenses and authorizing City Manager to execute change orders for Hutchins Street Square Roof Replacement Project and accept improvements under contract for Hutchins Street Square Roof Replacement Project.
body
BACKGROUND INFORMATION:
On September 6, 2023, the City Council awarded the $2,500,000 contract to Garland/DBS, Inc. to replace roof sections at Hutchins Street Square (“HSS”) (“Contract”). A portion of the HSS sloped roof was replaced in 2021, and the Contract would complete the remaining sloped portions and other noted flat roof sections in the areas noted as A, C, D, I, and J on Exhibit A hereto.
During the Contract work, dry rot was found on multiple roof locations which required additional repairs and new roofing materials, including a multi-ply membrane system for the flat roof and new metal roofing for the sloped roof. This additional work was completed under Contract change orders in the amounts of $14,960 and $20,284. Photos of the completed Contract work and all roof repairs are shown in Exhibit B.
The original Contract approval included a base amount of $2,467,948, which left a Contract contingency amount of $32,052. The total for the dry rot change orders is $35,244, which exceeds the contingency amount by $3,192. Additionally, there were a few unanticipated Contract work costs for permit fees ($489.00) and a paint purchase ($268.02) not originally anticipated in the original Contract allocation.
Therefore, staff now requests that Council (1) ratify the additional expenses incurred for the Contract in the following amounts: the change order remainder ($3,192.00), permit fee ($489.00), and the paint purchase ($268.02), (2) authorize the City Manager to execute the two roof repair change orders in the total amount of $35,244, and (3) to accept all the completed Contract improvements and HSS roof repairs.
Should Council choose to accept the Contract improvements, as required by law, and then the City Engineer will file a Notice of Completion with the County Recorder’s office. The notice serves to notify vendors and subcontractors that the project is complete and begins their 30-day period to file a stop notice requiring the City to withhold payments from the prime contractor in the event of a payment dispute.
STRATEGIC VISION:
5C. Infrastructure: Address deferred maintenance.
6D. Parks: Expand, develop, and maintain Hutchins Street Square facilities to meet or exceed industry standards.
FISCAL IMPACT:
Restoring the roof will reduce repair costs for the interior space and equipment damaged by water.
FUNDING AVAILABLE:
This project was funded by One Time General Fund Capital allocated by Council per Resolution 2023-154 ($2,500,000)
The additional expenses being ratified ($3,949.02) were funded by Parks Operating (20071001.72202)
_______________________________________
Charles E. Swimley
Public Works Director
_______________________________________
Andrew Keys
Assistant City Manager
_______________________________________
Scott R. Carney
City Manager