Title
Staff Report for a Resolution to Authorize the City Manager to Negotiate and Approve Increases in Individual and Cumulative Change Orders from 10% to 15% (from $51,788 to $77,682; an Increase of $25,894) for the Construction Contract with Century Carpet for the Main Library Carpet Replacement Project, Project No. 2014.0370
Staffreport
SUMMARY AND RECOMMENDATIONS
This project is for the replacement of the carpet in the Main Library.
Staff recommends that the City Council authorize an increase of the Contract Change Order (CCO) Authorization from 10% to 15% (from $51,788 to $77,682; a Change Order Cap Increase of $25,894) for the construction contract with Century Carpet resulting in a potential total contract of $595,567.
The project budget has sufficient allocation to fund the increased cost.
BACKGROUND
This project replaces existing floor coverings throughout the Main Library, excluding the Auditorium and Project Literacy offices, which are not receiving new floor coverings.
On November 7, 2016, the City Council awarded a contract to Century Carpet for $517,885 for the subject project and authorized the City Manager to approve contract change orders up to 5% of the total contract amount. Additional authorization for a contract change order increase of 5% (10% total) was approved on January 17, 2017 to cover costs to remove the existing stage area and to install self-leveling underlayment to address unexpected cracks in the floor slab in the Karp/Estudillo room.
Analysis
Authorization for an additional increase of 5% ($25,894) for contract change orders is needed to cover the cost of two items not included in the original project scope. These changes to the original scope are:
1) Procurement of an additional 8,000 square feet of attic maintenance stock of replacement carpet tiles. Per the request of Public Works, staff recommends purchase of these tiles at a discount from the installer. Normally, 5% of attic stock is supplied on a typical project, but this additional stock is to ensure adequate supply for future maintenance.
2) Replacement of the Karp/Estudillo meeting room resilient flooring with a durable textile carpet product called Flotex. This product has the appearance of a textile floor covering and is functional, durable and easy to maintain. The contractor offered to substitute the current contracted flooring product, Forbo, with the aforementioned product, Flotex, at a fraction of the regular cost. Staff believes use of this replacement product is to the City’s benefit as the Forbo flooring product is less scuff resistant than the Flotex flooring product, and thus the Flotex will lower lifecycle maintenance cost.
Current project funding is sufficient to complete this project and accommodate this increase to the change order limit.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
• Support and implement programs and activities and strengthen communication that enhances the quality of life and wellness, celebrates the arts and diversity and promotes civic pride
Previous Actions
• On November 7, 2016 by Resolution No. 2016-143, City Council awarded a construction contract to Century Carpet for $517,885, authorized the City Manager to approve individual and cumulative change orders up to 5% of the original contract amount, and additionally appropriated $50,000 for painting and resilient flooring.
• On January 17, 2017 by Resolution No. 2017-007, City Council authorized the City Manager to negotiate and approve individual and cumulative change orders up to 10% ($51,788) of the original contract.
Committee Review and Actions
• The project was presented to the City Council Facilities and Transportation Committee on July 19, 2016. Two carpet schemes were reviewed at this meeting; both were acceptable to the Committee. The additive alternates for resilient flooring and painting were also discussed at this meeting; both additions were viewed as important and appropriate changes to incorporate into the project.
• The project was also presented to the San Leandro Library and Historical Commission on July 19, 2016. The Commission reviewed the two patterns presented to the City Council Facilities Committee and recommended to staff the carpet pattern to be used for the project.
Applicable General Plan Policies
• CSF-3.3; Adequate Funding: Ensure that library funding remains adequate to sustain or increase existing service levels, including staffing, programming, and technology upgrades. Maintain or exceed American Library Association standards throughout the City’s library system.
• CSF-3.4; Library as Neighborhood Centers: Promote programs and events that affirm the role of the City’s libraries as community and neighborhood gathering places and that reflect the City’s diverse population.
• CSF-3.5; Resources for Self-Improvement: Ensure that San Leandro’s libraries and other community institutions provide a setting for the open exchange of ideas and information and provide an opportunity for residents of all backgrounds to improve their skills and knowledge.
Environmental Review
A categorical exemption form CEQA per Section 153019(c) for ‘Existing Facilities’ was filed with Alameda County Recorder’s Office for this project on October 2, 2015.
Summary of Public Outreach Efforts
• The project is described on the Engineering and Transportation Department website.
Fiscal Impacts
Total project cost is estimated to be $606,000 as follows:
Design and Bidding $ 4,000
Construction management and inspection $ 6,433
Sub Total (Design, CM, and inspection) $ 10,433
Construction $517,885
Construction Change Order allowance (15%) $ 77,682
Sub Total Construction $595,567
Project Total $606,000
Budget Authority
Account No. Source FY/Approp Date. Amount
210-38-372 CIP funds Res. 2015-100, FY 2015-16 $542,000
210-38-372 CIP funds Res. 2016-143, FY 2016-17 $50,000
Current Project Appropriation $592,000
Additional funding from other sources for purchase of carpet attic maintenance stock:
687-18-007 Facility Maint. Funds Res. 2015-100, FY 2015-16 $5,000
150-68-012 State Library Grant Funds Res. 2015-100, FY 2015-16 $9,000
Total Project Appropriation $606,000
PREPARED BY: Mark Goralka, Associate Engineer, Engineering and Transportation Department