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HomeMy WebLinkAbout2014-01-14 - AGENDA REPORTS - NEWHALL COMMUNITY CENTER PROJ (2)Agenda Item: 3 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR City Manager Approval:j44, — Item to be presented by: Chris Price DATE: January 14, 2014 SUBJECT: NEWHALL COMMUNITY CENTER ROOF REPLACEMENT AND NEWHALL COMMUNITY CENTER ACOUSTIC SYSTEM PROJECTS - AUTHORIZE COMBINING PROJECTS DEPARTMENT: Parks, Recreation, and Community Services RECOMMENDED ACTION City Council 1. Authorize the combining of the Newhall Community Center Roof Replacement Project - Project M3012 with the Newhall Community Center Acoustic System Project - Project P2010 2. Increase the expenditure authority on the construction contract for the combined project from $174,275 to $196,037. 3. Authorize the following budget transfers: $53,992 from account P2010601-5161.001 to account M3012601-5161.001; $12,000 from account F3019723-5161.001 to account M3012723-5161.001; $5,390 from account M3013305-5161.001 to account M3012305-5161.001. BACKGROUND The Newhall Community Center, a 17,000 square foot facility that has served the surrounding community since January of 2006, contains a large multi-purpose room, boxing arena, meeting rooms, classrooms, and staff offices. In recent years, the flat roofing system that covers a portion of the building began to leak during even moderate rain events. The leaks were significant enough that funds in the amount of $110,000 were appropriated during the Fiscal Year 2012-13 budget for the replacement of the roof. With approval of the roofing project in the Fiscal Year 2012-13 budget, staff secured the professional services of James Mickartz Architecture to develop a project scope. Using the available as -built construction documents, the architect prepared plans for a new roof membrane for the flat portion of the roof over the classroom areas. The plans and specifications were completed in February of 2013 at a cost of $10,725. The project was advertised for public bid in April of 2013 with a remaining construction budget of $99,275. Bids were opened on May 16, 2013, and John Burgeson Contractors, Inc. was deemed the lowest responsible bidder with a bid of $146,510. Staff evaluated several options to bring the project in line with the available budget, including rebidding the project and selecting a less expensive roofing material. Neither of these options would guarantee significant savings. Staff determined the most prudent choice would be to review other related capital project budgets to determine if any savings might be available to close the roofing budget shortfall. The FY 2013-14 budget contained another project at the same facility, the Newhall Community Center Acoustic System Project -Project P2010. This project was conceived to address the poor acoustics in the large multipurpose room and had an approved budget of $75,000. After consulting with an acoustical expert with experience on similar projects, a design was developed that involved the strategic placement of acoustic panels on the four walls of the room at a cost of approximately $23,000, significantly less than the project budget. With John Burgeson Contractors ready to mobilize labor and equipment to the site for the roof project, staff saw the opportunity to complete both projects under one contract while remaining within the combined budget and under the City Manager's purchasing authority for an individual project. Staff approached the City Manager to outline the funding issues and the timing challenges inherent with rebuilding the roof prior to the coming winter and with minimal impact to the use of the Center. The City Manager approved the concept of combining the projects and staff mobilized immediately so that a contract could be awarded and work completed before the rainy season. The newly combined construction contract was written for $174,275, which was the remaining budget for the roof construction and the total budget for the acoustic panels. The roofing portion of the project began in August, 2013. Upon removal of the old roofing material, it became apparent that the insulation layer immediately underneath the roofing membrane was of a different type and thickness than shown on the as -built plans which were used in developing the replacement roofing design. These unforeseen conditions necessitated a change order for removal of all of the existing flat roofing insulation and the installation of replacement material. This was necessary to achieve the desired slope of the roof, provide the needed thermal properties, and to ensure proper drainage. The amount of this change order was $21,761.65. Staff authorized the work in order to assure the project would be completed correctly, eliminate the potential for additional contractor costs due to delays, and to minimize Community Center program disruptions. The work was completed in September before the threat of winter rains. The result of the change order together with the merging of the two previously separate projects was that the combined contract exceeded the City Manager's purchasing authority. When staff 2 authorized the contractor to move forward with the change order, it was based on the belief that doing so would be the most cost effective method to accomplish the project goals of improving the Community Center and enhancing programming opportunities in a timely manner. While it is always staffs intention to stay within project budget and spending authority, this unique combination of factors created a situation that now requires City Council to ratify the expenditure by approving these changes. Since the completion of the roofing repair, the acoustic panel portion of the project was completed successfully without any more change orders. In addition to the acoustic panels, staff was able to re -use the gym wall padding from the Sports Complex that was being replaced in a separate project. The padding greatly enhances the look, sound, and use possibilities of the Newhall Community Center, and substantially reduced the amount of waste going to the overall waste stream. The roof project is also complete, and has eliminated all of the previous water issues that were present with the former roof. ALTERNATIVE ACTIONS As identified by the City Council. FISCAL IMPACT No additional funds need to be appropriated to this project, and there are no additional fiscal impacts of this action. All funds for the projects have been appropriated. The budget shortfall will be rectified by the requested budget transfers, which will also place the funds into the correct project accounts. 3