14-0506_FRIESS COMPANY BUILDERS_Agenda Report_D7TO:
FROM:
DATE:
8/19/2014
07
Capistrano
ort
K•rno P Bm•t, c;~ . (. t
Keith VanDer Maaten, .E., Public Works and Utilities Direct* '/t../
Prepared by: Steve Kooyman, P.E., Assistant Public Works Directo\)-
August 19, 2014
SUBJECT: Consideration of a Resolution for Notice of Completion for the Office
Space Reorganization in the Finance, Public Works and Development
Services Departments and Implementation of Building Code
Requirements (Friess Company Builders, Inc.)
RECOMMENDATION:
By motion,
1. Adopt a Resolution declaring the work to be completed as to plans and
specifications for the Office Space Reorganization in the Finance, Public
Works and Development Services Departments and Building Code
Implementation (Friess Company Builders, Inc.), accepted and approved;
and,
2. Direct the City Clerk to process recording of a Notice of Completion; and,
3. Authorize staff to release the project retention, in the amount of $5,498.00,
thirty-five days after recordation.
EXECUTIVE SUMMARY:
On May 6, 2014, the City Council awarded a Construction Contract to Friess Company
Builders, Inc. for the Office Reorganization in the Finance, Public Works and
Development Services Departments and Building Code Implementation in the amount
of $99,964.00 with an additional 10% contingency amount of $9,996.00 for the City
Manager to issue Contract Change Orders. There were four Contract Change Orders
issued by the City Manager, which were for unforeseen Contract items in the amount of
$9,996.00 after the Construction Contract was awarded bringing the total Construction
Contact amount to $109,960.00. Construction was completed on July 2, 2014, and the
final Construction Contract amount for the project is $109,960.00. The project
completed the necessary office space reorganization and building code updates within
the City Hall building complex.
City Council Agenda Report
August 19, 2014
All the Construction Contract work has been completed to the satisfaction of the City
Engineer and is ready for acceptance and recordation of a Notice of Completion. Staff
recommends adopting a Resolution (Attachment 1) declaring the work completed as to
plans and specifications for the Office Space Reorganization in the Finance, Public
Works and Development Services Departments and Building Code Implementation, to
record the Notice of Completion (Attachment 2), and to release the retention, in the
amount of $5,498.00, after 35 days from the Notice of Completion recordation, if there
are no claims.
DISCUSSION/ANALYSIS:
The Office Space Reorganization and Building Code Implementation construction work
included various interior improvements within the Finance, Public Works, and
Development Services building area as well as the elimination of an existing modular
unit The goal of this project was to improve the City's business model by moving
Finance staff from out of the exterior modular units into the main City Hall building and
reorganize the locations of the Public Works and Developments Services departments
to provide better business operations, efficiency and customer service all under one
roof.
There were four Contract Change Orders totaling $9,996.00 which were required for this
work that related to additional carpet costs, building permit costs, moving boxes and
seismic furniture ties, and various other miscellaneous unforeseen office space
reorganization changes. Staff completed a final inspection of Construction Contract
work and the City Eingeer accepted the work on July 2, 2014, as completed pursuant to
the plans and specifications for the project
Staff will continue to oversee the project throughout the one year warranty period until
the project is considered complete. If there are no defects or warranty issues during
this one year period, the staff will recommend to the City Clerk that the Construction
Contract Performance and Materials Bonds be released and the project be considered
complete.
FISCAL IMPACT:
The following table provides the Construction Contract Summary:
Construction
Contract
----s IJ f!l_r:r!'!'Y,--=-=-
Approved Construction Contract $99,964.00
Approved Chanqe __ Order Work (Contract Change Orders 1-4) $9,996.00
Total Approved Construction Contract $109,960.00
I Bid Line Item Reductions $0.00
I Final Construction Contract Anu:>t.l.nt I --· ·-~---.. ------
$109,960.00
The Fiscal Year 2014/2015 Operations Budget is sufficient to cover the minimal staff
costs associated with closing out the project during the one year warranty period.
City Council Agenda Report
August 19, 2014
ENVIRONMENTAL IMPACT:
The City's Environmental Administrator completed a preliminary review of this project in
accordance with Section 15061 of the California Environmental Quality Act Guidelines.
Based on the review, the Environmental Administrator has determined the project to be
Categorically Exempt (Class 1, Existing Facilities) under Section 15301 (c).
PRIOR CITY COUNCIL REVIEW:
• On May 6, 2014, the City Council awarded a Construction Contract to Friess
Company Builders, Inc. in the amount of $99,964.00 with an additional 10%
contingency amount of $9,996.00 for Contract Change Orders.
COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS:
Not applicable.
NOTIFICATION:
Friess Company Builders, Inc.
ATTACHMENTS:
Attachment 1 -Resolution
Attachment 2 -Notice of Completion
RESOLUTION No. 14-08-19-xx
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN JUAN
CAPISTRANO, CALIFORNIA, DECLARING WORK TO BE COMPLETED
FOR THE OFFICE REORGANIZATION IN THE FINANCE, PUBLIC
WORKS AND DEVELOPMENT SERVICES DEPARTMENTS AND
BUILDING CODE IMPLEMENTATION (FRIESS COMPANY BUILDERS,
INC.)
WHEREAS, on the 6th day of May 2014, the City of San Juan Capistrano
entered into a contract with Friess Company Builders, Inc., 32332 Camino Capistrano,
Suite 102, San Juan Capistrano, CA 92675 for the office reorganization and building
code implementation; and,
WHEREAS, the City Engineer has evaluated the final quantities and cost
figures and recommends approval.
NOW, THEREFORE, BE IT RESOLVED, the City Council of the City of
San Juan Capistrano, does resolve as follows:
ATTEST:
SECTION 1. That the work required to be performed by said Contractor
has been completed.
SECTION 2. That the total cost of said work is $109,960.
SECTION 3. That the work is hereby accepted and approved.
SECTION 4. That the City Clerk is directed to forward forthwith a Notice
of Completion to the County Recorder of the County of
Orange for Recording.
PASSED, APPROVED, AND ADOPTED this 19th day of August 2014.
Sam Allevato, Mayor
Maria Morris, City Clerk
ATTACHMENT 1
RECORDED AT REQUEST OF AND
RETURNED TO:
City of San Juan Capistrano
City Clerk's Office
32400 Paseo Adelanto
San Juan Capistrano, CA 92675
RECORDING FEES EXEMPT DUE TO
GOVERNMENT CODE SECTION 6103
Maria Morris, City Clerk
San Juan Capistrano, CA
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN that a contract was heretofore awarded by the City of San Juan Capistrano
to Friess Company Builders, Inc., 32332 Camino Capistrano, Suite 102, San Juan Capistrano, CA 92675
for the office space reorganization in the Finance, Public Works and Development Services Departments
and Building Code Implementation.
That the said work completed on July 2, 2014, by said company according to the satisfaction of the City
Engineer of the City of San Juan Capistrano, and that said work was accepted by the City Council of the
City of San Juan Capistrano as owner, 32400 Paseo Adelanto, San Juan Capistrano, California 92675, at
a regular meeting thereof held on the 19'h day of August 2014.
That upon said contract, Developer Surety and Indemnity Company was the surety for the bonds given by
the said company as required by law.
Dated at San Juan Capistrano this 19th day of August 2014.
STATE OF CALIFORNIA
COUNTY OF ORANGE
CITY OF SAN JUAN CAPISTRANO
ss
-------·--·-· ·-:::-:--,-----
Maria Morris, City Clerk
City of San Juan Capistrano
I, MARIA MORRIS, the duly appointed and qualified City Clerk of the City Council of the City of San Juan
Capistrano, California, DO HEREBY CERTIFY, under penalty of perjury, that the foregoing Notice of
Completion is true and correct, and that said Notice of Completion was duly and regularly ordered to be
recorded in the Office of the Orange County Recorder by said City Clerk.
Dated at San Juan Capistrano this 19'h day of August 2014.
-------·-----·-·---··--·-------
Maria Morris, City Clerk
City of San Juan Capistrano
ATTACHMENT 2