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Title
Change Orders/Amendments Nos. 1-4 with Mart, Inc. for the Briefing Room/CMO Contract in the net amount of $60,536.76
Presenter
Marshall Warder: Facilities Construction Manager
Recommended Action
Approve
Analysis
On February 3, 2015, Council approved a construction contract with Mart, Inc. in the amount of $613,500 for renovations to the Briefing Room, CMO suite, the Former Finance area, and the Water Utility Services area, plus $10,000 for IT network cabling infrastructure upgrades, plus a 5% contingency in the amount of $30,675, plus $12,000 for additional security access installations and miscellaneous related costs for a total request of $666,175. Since that approval, three change orders totaling $31,166.10 have been approved through CMO authority. Change Order No. 4, totaling $29,370.66 brings the change order total above the $50,000 threshold and necessitates Council action. At this time, City staff is requesting Council approval of Change Order Nos. 1 through 4 in the amount of $60,536.76, described below as follows:
Change Order No. 1 in the amount of $12,811.58 provides for preparation and painting of walls and installation of new wood base in the Economic Development area that was not originally included in the project scoping. It further includes the change out of existing surface mounted lighting fixtures and related gypsum board ceiling repair/repaint in the old Finance area to provide lower profile units for improved aesthetics, the installation of sound attenuation blankets in all CMO office walls for enhanced conversation privacy, and modifications to built-in millwork elements in the Marketing Lobby area.
Change Order No. 2 in the amount of $5,328.35 provides for the change out of all recessed can lights in the renovated Briefing Room to recessed LED dimmable lighting units.
Change Order No. 3 in the amount of $13,026.17 provides for installation of magnetic door closer release hardware with remote button control and related power requirements for all CM and Deputy CM offices. It further includes additional power and lighting upgrades in the CMO, Briefing Room, and Marketing areas.
Change Order No. 4 in the amount of $29,370.66 provides for security modifications and upgrades of the framing and hardware for the storefront doors that separates the public corridor outside Council Chambers from the CMO suite and the remainder of City Hall, upgrade of all bullet resistant glazing called for in the Marketing/Mayor’s suite reception area and the Water Utilities service counter from the currently specified level 3 to a level 6 protection, change of door hardware for the new Briefing Room public entry doors and the doors connecting the Briefing Room to Economic Development and the Mayor’s office from standard locking hardware to swipe card access for security purposes, and Briefing Room north wall backdrop signage enhancements for aesthetic purposes to better accommodate press conference briefings that are videotaped.
It is noted that a significant portion of the costs associated with these change orders are security related items that are unfortunately becoming more and more a necessary consideration in today’s society. One other point to be made is that Mart’s successful competitive bid of $613,500 for this project was by far the lowest bid received for the project. For comparison purposes, the other bids were $741,348, $742,963, $743,500, and $751,739. Thus, Mart’s bid was $127,848 lower than the next lowest bid.
Mart originally requested that their bid be thrown out due to the disparity with the other bids that were all tightly grouped. However, on the day of the Council Communication deadline for submittal, they changed course and confirmed their intent to enter into a contract if awarded by Council. Therefore, even with the addition of these change orders totaling $60,536.73 and their added value to Mart’s original bid, the City has not yet reached the next lowest bid that was received. In essence, the City is still benefitting by the fact that Mart’s bid was submitted and accepted.
Financial Consideration
With the requested execution of change orders/amendments Nos. 1-4, both cumulative and net amount of all change orders has exceeded $50,000 which requires council approval. Current change orders/amendments are slightly lower than 10% of the original project estimate.
Funding in the amount of $29,370.66 is available in Municipal Facilities Capital Projects Fund (405090) WO #01502303 (Remodel BR and CH Phase II) 68540 (Construction) for Change Order/Amendment No. 4.