Title
a. Approve an increase to Agreement No. A-12172 with William A. Thayer Construction, Inc., for the 1410 Natividad Refurbish Kitchen, Project No. 8532, Bid Package No. 10238, not to exceed $52,951, for a total contract value of $797,061;
b. Authorize a contingency not to exceed $4,500 to provide funding for future approved contract change orders;
c. Approve a project budget increase of $59,580 for the 1410 Natividad Rd Refurbish Kitchen, Project No. 8532; Bid Package No. 10238; and
d. Authorize a reallocation of funds in the amount of $59,580 within Fund 401, Unit 8184, from Jail Restroom Renovation - 1410 Natividad Rd, Project No. 8546, Bid Package No. 10345 to the 1410 Natividad Refurbish Kitchen, Project No. 8532, Bid Package No. 10238.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve an increase to Agreement No. A-12172 with William A. Thayer Construction, Inc., for the 1410 Natividad Refurbish Kitchen, Project No. 8532, Bid Package No. 10238, not to exceed $52,951, for a total contract value of $797,061;
b. Authorize a contingency not to exceed $4,500 to provide funding for future approved contract change orders;
c. Approve a project budget increase of $59,580 for the 1410 Natividad Rd Refurbish Kitchen, Project No. 8532; Bid Package No. 10238; and
d. Authorize a reallocation of funds in the amount of $59,580 within Fund 401, Unit 8184, from Jail Restroom Renovation - 1410 Natividad Rd, Project No. 8546, Bid Package No. 10345 to the 1410 Natividad Refurbish Kitchen, Project No. 8532, Bid Package No. 10238.
SUMMARY:
The proposed recommendations are a follow-up to a Memorandum that was sent to the Board on July 8, 2012, as well as requesting a reallocation of funds within Fund 401 in the amount of $59,580 from the Jail Restroom Renovation - 1410 Natividad Rd, Project No. 8546, Bid Package No. 10345 (Restroom Renovation Project) to the 1410 Natividad Refurbish Kitchen, Project No. 8532, Bid Package No. 10238 (Refurbish Kitchen Project). Approval of the increase authorizes compensation to William A. Thayer Construction, Inc. (Thayer) for additional work of electrical installation of new ovens and other components related to the Jail kitchen fixtures and equipment, and change orders associated with the increase.
DISCUSSION:
On January 10, 2012, the Board of Supervisors awarded Agreement No. A-12172 to Thayer for the Refurbish Kitchen Project in the total amount of $676,573, with a 10% contingency of $67,657, for a total amount not to exceed $744,230.
On July 8, 2012, the Resource Management Agency - Public Works (RMA-PW) sent a Memorandum to Board members alerting the Board that the authorized contingency for the Refurbish Kitchen Project had been exceeded. The excess $3,500 over contingency from Change Order 07, Change Order 08 resulted in a deduct of $317, plus the estimated value of Change Order 09 to provide funding for future approved contract change orders, and other increased contingencies, adds $57,451 to the existing Agreement.
The requested reallocation of $59,580 from the Restroom Renovation Project to the Kitchen Refurbish Project will bring the latter Project's approved budget to $1,569,580, and provide the needed funds for the completion of said Project.
OTHER AGENCY INVOLVEMENT:
The Office of the Sheriff, Custody Operations Bureau, and RMA-Public Works coordinated efforts to identify all known and projected costs for the refurbishment phase. This matter was presented to the Budget Committee, and Capital Improvement Committee, for their support on August 29, and September 11, 2012, respectively.
FINANCING:
There is no impact to the General Fund. RMA- Public Works recommends a reallocation of $59,580 within Fund 401 from the Restroom Renovation Project to the Kitchen Refurbish Project. With the recommended fund transfer, total estimated project budget for the Kitchen Refurbish Project will be $1,569,580, which will be sufficient to cover all known and forecasted project costs to completion. The revised Restroom Renovation Project budget of $267,423 will be sufficient to complete the Men's Dorms D and E, as originally scoped.
Prepared by: Marvin A. Rose, P.E., Executive Management Specialist, (831) 755-5061
Approved by:
_______________________________________________
Paul H. Greenway, P.E., Acting Director of Public Works
_____________________________
Benny J. Young, RMA Director
Dated: September 14, 2012
Attachments: Project Budget; Change Order 07; Location Map