CC - Item 6A - Civic Center Improvement Project - City Hall Exterior Improvements to Match Rosemead Community Recreation Center a5 E M E
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*** '` STAFF REPORT
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TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: JEFF ALLRED, CITY MANAGER "
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DATE: October 13, 2015.
SUBJECT: CIVIC CENTER IMPROVEMENT PROJECT -- CITY HALL EXTERIOR
IMPROVEMENTS TO MATCH ROSEMEAD COMMUNITY
RECREATION CENTER
SUMMARY
The City Council will consider a change order to an existing contract with CEM
Construction Company for City Hall exterior improvements to match the exterior of the
Rosemead Community Recreation Center (RCRC). The cost of the City Hall exterior
improvements is currently budgeted in the Capital Improvement Program (CIP), and the
work can be completed through the original contract awarded to CEM Construction for
the Civic Center Improvement Project. No additional financial allocation is required.
Staff Recommendation
It is recommended that the City Council authorize the issuance of a change order for the
City Hall façade improvement work, with no additional contract cost increase.
BACKGROUND
Over the past four years, the City has completed different phases of the Civic Center
Improvement Project, including: City Hall and Library parking lot improvements, RCRC
renovation, and Civic Center Plaza construction.
On July 22, 2014, the City Council awarded a contract to CEM Construction and
authorized a total expenditure of $1,878,500 (including contingencies) for the next
phases of the Civic Center Improvement Project; that is the RCRC expansion and
façade improvement, including a new stand-alone 3,367 square-foot building, new
roofline facia and stucco finish, and miscellaneous site work. However, in October
2014, the City Council decided to proceed with the RCRC façade improvements and
other site work; but not to construct the new stand-alone building, which resulted in cost
savings to the project.
ITEM NO. 6.A
APPROVED FOR CITY COUNCIL AGENDA'.
City Council Meeting
October 13,2015.
Page 2 of 3
The RCRC facade improvement project has since been substantially completed, with a
re-dedication ceremony scheduled for October 13, 2015. The estimated expenditure to-
date for this work is approximately $1,200,000, with a balance of authorized but
unexpended funds of $678,500 (net savings primarily from not proceeding with the new
stand-alone building).
As specified in the adopted Fiscal Year 2015-16 (FY15-16) CIP, the City is now
proceeding with the next phase of the Civic Center Improvement Project, which consists
of facade improvements to the City Hall building to match the new exterior finish of the
RCRC building. CEM Construction has provided a negotiated quote of$246,750 for this
work, which is within the unexpended amount of $678,500. Issuing a change order to
CEM Construction to complete this work will effectuate the following: time savings of
three months, cost savings of approximately $25,000 (e.g. project bidding cost,
contractor re-mobilization cost, staff time), and better match the new exterior finish of
the RCRC building. Since the net savings ($678,500) from not constructing the stand-
alone building is sufficient to cover the City Hall work ($246,750), no additional contract
cost increase is required.
The specific City Hall work consists of the following:
• Install new stucco over the existing block walls and overhang.
• Remove and salvage existing Copper Facade, and install new façade.
• Acid wash existing wall pavers and apply sealer.
• Remove and replace existing lighting on the overhang.
• Clean and paint existing columns and walkway wall.
If authorized by the City Council, CEM can immediately proceed with the work, and the
City can realize significant savings in project completion time, construction costs, and
staff time. The City Hall exterior improvement effort involves the same character of
work as the RCRC; therefore, retaining CEM will ensure a better match between the
exterior finish of the City Hall and RCRC buildings. Furthermore, the net savings on
hand ($678,500) from not constructing the new stand-alone building adjacent to the
RCRC is more than enough to cover the $246,750 for the City Hall exterior work;
therefore, no additional contract cost increase is necessary.
FINANCIAL REVIEW
Including the new change order for the City Hall exterior improvement, the total
expenditure upon completion is estimated at $1,446,750, which is well below the
original authorized amount of $1,878,500, as summarized below.
City Council Meeting
October 13, 2015,
Page 3 of 3
Description Amount
Original Contract Award: $1,638,500
Contingencies: $240,000
Total Authorized Expenditure: $1,878,500
Net Savings from not constructing new building: -$678,500
This Change Order (City Hall): $246,750
Estimated Total Expenditure: $1,446,750
The adopted FY15-16 CIP contains $350,000 from the General Fund for the City Hall
exterior improvement work, whereas the RCRC effort was funded by bond proceeds.
The City will track all project expenses, and allocate the actual costs to their
corresponding funding sources (e.g. bond proceeds vs. GFR). Any unexpended funds
at the end of the project will be returned to their corresponding fund balance.
ENVIRONMENTAL REVIEW
This project is categorically exempt from the California Environmental Quality Act
(CEQA) pursuant to Section 15301 (C) of the CEQA Implementing Guidelines.
Prepare: :
Rafael M. Fajardo
City Engineer
Submitted By:
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Anthony La
Interim Public Works Director
Attachments:
1. Plans
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