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CITY OF
NEWPO REACH
City Council Staff Report
Agenda Item No. 9
November 12, 2013
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
David A. Webb, Public Works Director
949 - 644 -3330, dawebb @newportbeachca.gov
PREPARED BY: Peter Tauscher, Associate Civil Engineer
949 - 644 -3316, ptauscher(a@newportbeachca.gov
APPROVED: 0. ' l�
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TITLE: Central Library HVAC System Upgrades — Notice of Completion and
Acceptance of Contract No. 5277
ABSTRACT:
On May 14, 2013, City Council awarded Contract No. 5277, Central Library HVAC
Upgrades, to Western Allied Corporation, for a total contract cost of $248,741.00 plus a 15
percent allowance for contingencies. The required work is now complete and staff requests
City Council acceptance and close out the contract.
RECOMMENDATIONS:
1. Accept the completed work and authorize the City Clerk to file a Notice of
Completion for the project;
2. 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
3. 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 accounts:
Account Description Account Number Amount
Building Excise Tax (BET) 7271- C1002021 $275.280.00
Total: $275,280.00
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Central Library HVAC System Upgrades — Notice of Completion and Acceptance of
Contract No. 5277
November 12, 2013
Page 2
DISCUSSION:
Overall Contract Cost /Time Summary
Awarded
Final Cost at
Contingency
Actual
% Due to
% Due to
Contract Amount
Completion
Allowance
Contract
Directed
Unforeseen
Change
Change
Change
$248,741.00
$275,280.00
15% or less
+10.7%
-1.4%
12.1%
Allowed Contract Time (days)
75
Actual Time
5
Under(-) or Over ( +)
The contract has now been completed to the satisfaction of the Public Works Department. A
summary of the contract cost is as follows:
Original bid amount: $248,741.00
Actual cost of bid items constructed: $245,141.00
Total change orders:
Final contract cost:
$30,139.00
$275,280.00
The work necessary for completion of this contract consisted of replacing the Central
Library's former outdated HVAC controller system with a new and more energy efficient
system; cleaning and pressure testing the existing system; replacing air control dampers; air
balancing; sealing the existing air ducts; retro- commissioning the new HVAC controller
system; and training for City Staff on operations and maintenance.
The final construction contract cost was approximately 10.7 percent above the original bid
amount. The actual cost of bid items constructed was less than the original bid amount due
to the flexibility and efficiency of the new HVAC controller system where additional
temperature sensors were not needed. Nevertheless, the old system needed repair to
various components resulting in two change orders which totaled $30,139. The change
orders included replacing damaged sensors, repairing insulation, replacing valves, and
adding zones to the controller system for more efficient operation and energy savings.
A summary of the project schedule is as follows:
Estimated Completion Date per 2013 Baseline Schedule October 4 2013
Project Awarded for Construction May 14, 2013
Contract Completion Date with Approved Extensions October 18, 2013
Actual Substantial Construction Completion Date October 10, 2013
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Central Library HVAC System Upgrades — Notice of Completion and Acceptance of
Contract No. 5277
November 12, 2013
Page 3
ENVIRONMENTAL REVIEW:
City Council found this project exempt from the California Environmental Quality Act
( "CEQA ") pursuant to Section 15302 (replacement of existing facilities involving negligible
expansion of capacity) 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:
This 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.
Submitted by:
'David A. Web
Public Works Director
Attachment: A. Project Location Map
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ATTACHMENT A
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CENTRAL LIBRARY
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COAIST HIGHWAy
NOT TO SCALE
CENTRAL LIBRARY HVAC SYSTEM UPGRADES
LOCATION MAP
CITY OF NEWPORT BEACH DATE: 04/19/13 SCALE:NTS
PUBLIC WORKS DEPARTMENT
DRAWN: PT C -5277
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