HomeMy WebLinkAbout06 - Community Room Audio -Visual Improvements — NOCQ �EwPpRT
CITY OF
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<,FORN'P City Council Staff Report
October 27, 2020
Agenda Item No. 6
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311,
dawebb@newportbeachca.gov
PREPARED BY: Tom Sandefur, Assistant City Engineer,
tsandefur@newportbeachca.gov
PHONE: 949-644-3321
TITLE: Community Room Audio -Visual Improvements — Notice of Completion
of Contract No. 7817-1 (19F02)
ABSTRACT:
On May 12, 2020, City Council awarded Contract No. 7817-1 for the Community Room
Audio -Visual Improvements project to VMI, Inc. The work is complete and staff requests
City Council acceptance and close out of the contract.
RECOMMENDATION:
a) Accept the completed work and authorize the City Clerk to file a Notice of Completion
for the project;
b) Authorize the City Clerk to release the Labor and Materials Bond 65 days after the
Notice of Completion has been recorded in accordance with applicable portions of
Civil Code; and
c) Release Faithful Performance Bond one year after acceptance by the City Council.
FUNDING REQUIREMENTS:
A majority of this project, $118,842.21, was supported by Public Education and
Government (PEG) funds. These funds are designated for projects that improve
communication between the City and the public. The PEG Funds were appropriated via
Budget Amendment No. 20-045 for the construction contract and expended from the
following account:
Account Description
Facilities Maintenance Master Plan
Account Number
e N'.
01201925-980000-19F02 $ 124,964.20
Total: $ 124,964.20
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DISCUSSION:
Community Room Audio -Visual Improvements —
Notice of Completion of Contract No. 7817-1 (19F02)
October 27, 2020
Page 2
Overall Contract Cost/Time Summary
Awarded
Final Cost at
Contingency
Actual
% Due to
% Due to
Contract Amount
Completion
Allowance
Contract
Directed
Unforeseen
Change
Change
Change
$122,492.21
$124,964.20
10% or less
+2.0%
2.0%
0%
Allowed Contract Time +
25
Actual Time
0
Approved Extensions (days) =
Under (-) or Over (+)
The project installed nine video screens to create a video wall display in the Community
Room at the Civic Center; installation of all related wiring and equipment; installing
structural mounting system to support the video wall; and modifying the fabric panels on
the wall.
The contracted work has now been completed to the satisfaction of the Public Works
Department. A summary of the construction cost is as follows:
Original Bid Amount:
$
122,492.21
Actual Cost of Bid Items Constructed:
$
122,492.21
Total Change Orders:
$
2,471.99
Final Contract Cost:
$
124,964.20
The final contract cost was $124,964.20, which was approximately 2.0 percent higher
than the original bid amount. The overall project cost increase was due to the need to
replace some additional soiled fabric panels and making additional out -of -scope
modifications to the audio-visual systems for improved usability.
A summary of the project schedule milestones is as follows:
Actual Start of Construction Per Notice to Proceed August 24, 2020
Extended Contract Completion Date Inclusive of Extra Work September 30, 2020
Actual Substantial Construction Completion Date September 30, 2020
The completion of construction was delayed due to issues involving screens that were
damaged during installation and fabric that was defective and required replacement by
the manufacturer.
ENVIRONMENTAL REVIEW:
On May 12, 2020, the City Council found this project exempt from the California
Environmental Quality Act (CEQA) pursuant to Section 15301(a), (Interior or exterior
alteration involving electrical conveyances) of the CEQA Guidelines, California Code of
Regulations, Title 14, Chapter 3, because it has no potential to have a significant effect
on the environment.
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Community Room Audio -Visual Improvements —
Notice of Completion of Contract No. 7817-1 (19F02)
October 27, 2020
Page 3
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
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