CC 2017-04-11_09e Accept Accessibility_ADA Project
MEMORANDUM
TO: CITY COUNCIL
FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR
BY: JILL MCPEEK, CAPITAL IMPROVEMENT PROJECT MANAGER
SUBJECT: CONSIDERATION OF ACCEPTANCE OF THE CITY COUNCIL
CHAMBERS ACCESSIBILITY IMPROVEMENT AND AUDIO, VIDEO
AND SOUND SYSTEM PROJECT, PW 2015-14
DATE: APRIL 11, 2017
RECOMMENDATION:
It is recommended the City Council:
1. Accept the project improvements as constructed by Quincon, Inc. in accordance
with the plans and specifications for the City Council Chambers Accessibility
Improvement and Audio, Video and Sound System Project;
2. Direct staff to file a Notice of Completion; and
3. Authorize release of retention, thirty-five (35) days after the Notice of Completion
has been recorded, if no liens have been filed and the stop payment notice has
been released.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The amended Capital Improvement Program Budget includes $586,871 for the subject
project which includes $160,000 of Public, Educational, and Governmental Access
Television (PEG) funds. The contractor’s final construction cost is $486,388 which is
under the total construction and contingency amount approved by Council at time of
contract award. The total project cost (design, construction, administration, inspection,
moving expenses, meetings at other locations, and some furnishing replacements) is
estimated at $586,871. The recommended action will not result in any impact on staff
resources.
BACKGROUND:
On August 9, 2016, Council awarded a construction contract to perform the City Council
Chambers Accessibility Improvement and Audio, Video and Sound System project to
Quincon, Inc. in the amount of $413,303 and authorized the City Manager to approve
change orders in the amount of $66,682. The project consisted of providing separate
accessible men’s and women’s restroom facilities, a closed session room, accessible
access to the dais, upgraded broadcasting, sound systems and video displays inside
Item 9.e. - Page 1
CITY COUNCIL
CONSIDERATION OF ACCEPTANCE OF THE CITY COUNCIL CHAMBERS
ACCESSIBILITY IMPROVEMENT AND AUDIO, VIDEO AND SOUND SYSTEM
PROJECT, PW 2015-14
APRIL 11, 2017
PAGE 2
the Council Chambers, and an upgraded operator workstation. The project also
included cabling for future security cameras and outside speakers, and the relocation of
artifacts to new locations within the Council Chamber or other City locations where more
appropriate.
ANALYSIS OF ISSUES:
The contractor has completed the work in accordance with the approved plans and
specifications within the contract timelines and within budget. There was an issue with
the initial carpet installation in the chambers. In response, a section of carpet was
removed and reinstalled. There is a dispute between the contractor and the flooring
subcontractor related to the installation, resulting in the flooring subcontractor filing a
stop payment notice. The City will continue to retain the remaining amount owed to the
subcontractor from the contractor until this issue is resolved and the subcontractor’s
stop payment notice is released.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Accept the City Council Chambers Accessibility Improvement and Audio, Video
and Sound System project;
2. Do not accept the project;
3. Accept the project but do not authorize release of retention; or
4. Provide direction to staff.
ADVANTAGES:
The project is complete and provides accessible facilities where none currently existed.
Accepting the improvements will allow staff to close out the project. The project is
consistent with the Council goal to support City infrastructure.
DISADVANTAGES:
The disadvantage of accepting the improvements would be if subsequent deficiencies in
the work are identified. However, the contract documents include a one-year warranty
period for the contractor to address any construction defects that may arise.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from the California Environmental Quality Act
(CEQA) pursuant to CEQA Guideline Section 15301(a) covering interior or exterior
alterations of an existing public structure.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Item 9.e. - Page 2
CITY COUNCIL
CONSIDERATION OF ACCEPTANCE OF THE CITY COUNCIL CHAMBERS
ACCESSIBILITY IMPROVEMENT AND AUDIO, VIDEO AND SOUND SYSTEM
PROJECT, PW 2015-14
APRIL 11, 2017
PAGE 3
Attachment:
1. Notice of Completion
Item 9.e. - Page 3
RECORDING REQUESTED BY ATTACHMENT 1
AND WHEN RECORDED RETURN TO:
CITY CLERK
CITY OF ARROYO GRANDE
300 EAST BRANCH STREET
ARROYO GRANDE, CA 93420
NOTICE OF COMPLETION
NOTICE IS HEREBY GIVEN THAT:
1. The undersigned is owner or agent of owner of the interest or estate or the property hereinafter described as stated below.
2. The FULL NAME of the OWNER is: The City of Arroyo Grande
3. The FULL ADDRESS of the OWNER is: 300 East Branch Street, Arroyo Grande, California 93420
4. The NATURE OF THE INTEREST or ESTATE of the undersigned is: in fee
5. THE FULL NAME and FULL ADDRESS of ALL PERSONS, if any, who hold such interest or estate with the undersigned as
JOINT TENANTS or as TENANTS IN COMMON are:
NAMES ADDRESSES
None
6. THE FULL NAMES and FULL ADDRESSES of the PREDECESSOR’S in interest of the undersigned if the property was
transferred subsequent to the commencement of the work of improvements herein referred to:
NAMES ADDRESSES
None
7. All work of improvement on the property hereinafter described was COMPLETED January 20, 2017
8. The NAME OF THE ORIGINAL CONTRACTOR, if any, for such work of improvement is:
Quincon, Inc.
9. The street address of said property is: 215 East Branch Street, City of Arroyo Grande
10. The property on which said work of improvement was completed is in the City of Arroyo Grande, County of San Luis Obispo,
State of California, and is described as follows: City Council Chambers Accessibility Improvement and Audio, Video
and Sound System Project, PW 2015-14
Verification of NON-INDIVIDUAL owner: I, the undersigned, declare under penalty of perjury under the laws of the State of
California that I am the Public Works Director of the aforesaid interest or estate in the property described in the above notice; that I
have read the said notice, that I know and understand the contents thereof, and the facts stated therein are true and correct.
_________________________________________________
Geoff English, Public Works Director
April 11, 2017, Arroyo Grande, California
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Item 9.e. - Page 4