HomeMy WebLinkAbout05 - Facilities Carpet Replacement Project — Notice of CompletionPORT CITY OF
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_ i NEWPORT BEACH
City Council Staff Report
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January 8, 2019
Agenda Item No. 5
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: Kathryne Cho, Civil Engineer, kcho@newportbeachca.gov
PHONE: 949-644-3014
TITLE: Facilities Carpet Replacement Project — Notice of Completion for
Contract No. 7222-1 (18F02)
ABSTRACT:
On March 13, 2018, the City Council awarded Contract No. 7222-1, Facilities Carpet
Replacement Project, to Tandus Centiva LLC (Tandus) of Santa Ana, California. The
work is now complete and staff requests City Council acceptance and close out of the
contract.
RECOMMENDATION:
a) Find this project exempt from the California Environmental Quality Act (CEQA)
pursuant to Section 15301 Class 1 (maintenance of existing facilities involving no
expansion of an existing use) of the CEQA Guidelines, because this project has no
potential to have a significant effect on the environment;
b) Accept the completed work and authorize the City Clerk to file a Notice of Completion
for the project;
c) Authorize the City Clerk to release the Labor and Materials Bond 65 days after the
Notice of Completion has been recorded in accordance with applicable portions of the
Civil Code; and
d) Release the Faithful Performance Bond one year after acceptance by the City Council.
FUNDING REQUIREMENTS:
Funds for the construction contract were expended from the following account:
Account Description
Facilities Maintenance
Master Plan Program
Account Number
eI�NEWM
57101-980000-18F02 $ 238,527.72
Total: $ 238,527.72
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Facilities Carpet Replacement Project — Notice of Completion for
Contract No. 7222-1 (18F02)
January 8, 2019
Page 2
DISCUSSION:
Awarded
Final Cost at
Contingency
Actual
% Due to
% Due to
Contract
Completion
Allowance
Contract
Directed
Unforeseen
Amount
Chane
Chane
Change
$ 237,438.13
$ 238,527.72
10% or less
0.5%
0.5%
0.00%
Allowed Contract Time (days)
49
Actual Time
-13
Under - or Over +
The work necessary for the completion of this contract consisted of removing and
disposing of existing soiled carpeting in the Central Library, Mariners Library and Utilities
Yard offices as required by the contract documents. The Facilities Carpet Replacement
Project was awarded to Tandus Centiva, LLC (Tandus) on March 13, 2018 using the
National Joint Powers Alliance (NJPA) cooperative contract purchasing program
(Contract #121715-TFU). A Notice to Proceed was issued in June 2018.
The contract was completed to the satisfaction of the Public Works Department. A
summary of the contract cost is as follows:
Original Bid Amount:
$
237,438.13
Actual Cost of Bid Items Constructed:
$
237,438.13
Total Change Orders:
$
1,089.59
Final Contract Cost:
$
238,527.72
The awarded contract amount included quantities based on the contractor's initial
measurements of the project areas. However, final verified in-place measurements
determined less material was actually installed and the bid quantity was adjusted, thereby
reducing the project cost by approximately 6.0 percent. Associated with this reduction in
initial quantities, as staff found the contractor's bid price, work performance and quality
was very good, staff negotiated in some additional needed carpet replacement work at
the Vincent Jorgensen Community Room (Mariners Park) and at the Utilities Yard office.
The additional work scope resulted in approximately 6.5 percent in change orders.
Consequently, the final construction contract was approximately 0.5 percent above the
awarded contract amount.
The Contractor completed the required work within the specified contract time allowance,
however we were not able to achieve our annual baseline schedule target date due
primarily to the current 8 to 12 -week material lead times and the negotiated Library
closure times. The contractor was able to install new carpet at the Utilities Yard and
Central Library with minimal disruption and during normal business hours. Mariners
Library, however, posed a different challenge. Since replacement included all the
carpeting in the building, the work had to be done in phases. Book and stacks were
relocated and stored in one area of the building and returned once the new carpet was
installed. Understanding the amount of disturbance this would cause, staff obtained
approval from the Board of Library Trustees to close the Mariners Branch for a total of
14 consecutive days, while school was out of session, resulting in a shift to the initial
schedule.
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Facilities Carpet Replacement Project — Notice of Completion for
Contract No. 7222-1 (18F02)
January 8, 2019
Page 3
A summary of the project schedule is as follows:
Estimated Completion Date per 2018 Baseline Schedule August 17, 2018
Project Award for Construction: March 13, 2018
Contract Completion Date with Approved Extensions September 12, 2018
Actual Substantial Construction Completion Date September 12, 2018
ENVIRONMENTAL REVIEW:
City Council found this project exempt from the California Environmental Quality Act
(CEQA) pursuant to Section 15301 Class 1 (maintenance of existing facilities involving
no expansion of an existing use) of the CEQA Guidelines, California Code of Regulations,
Title 14, Chapter 3, because it has no potential to have a significant effect on the
environment.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item). In addition, the City Clerk will
be filing a Notice of Completion for the project as a result of this action.
The Notice Inviting Bids was advertised in the City's official publication and in construction
industry publications.
ATTACHMENT:
Attachment A — Location Map
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3
Attachment A
-q�w�sffow
X PROJECT LOCATIONS
N
1 CENTRAL LIBRARY
2 MARINERS LIBRARY AND PARK
NOT TO SCALE 3 UTILITIES YARD
FACILITIES CARPET REPLACEMENT I CITY OF NEWPORT BEACH
PROJECT I PUBLIC WORKS DEPARTMENT
LOCATION MAP C-7222-1 01/08/19
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