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cc16_184

STAFF REPORT

MEETING

DATE: December 13, 2016

TO: City Council

FROM: Petr Skala, Assistant Engineer

Jamie Knox, Captain

PRESENTER: Russ Thompson, Public Works Director

SUBJECT: NOTICE OF CONSTRUCTION COMPLETION FOR POLICE

DEPARTMENT DEFERRED MAINTENANCE CIP PROJECT NO. 16-003

AND APPROVAL OF A BUDGET AMENDMENT RESOLUTION

REQUESTS

Consider accepting the work as complete and authorizing the City Manager to sign the Notice of

Completion for the Police Department Deferred Maintenance Project, CIP Project No. 16-003 and

adopting a resolution amending the budget in the amount of $27,000 for the Police Department

Deferred Maintenance Project, CIP Project No. 16-003.

RECOMMENDATION

Accept the work as complete, authorize the City Manager to sign the Notice of Completion and adopt

the budget amendment resolution.

DISCUSSION

This project included renovation of the existing men’s locker room by increasing the amount of

storage space available, the number of lockers available for use, and providing electrical power to

each locker. Modernization of the inner armory provided the space needed to store the police

department’s weapons safely and securely.

On July 12, 2016 the City Council approved staff’s request to enter into a purchase agreement with

Systems & Space Inc. in the amount of $204,295.27 to purchase new Spacesaver Freestyle Lockers and

secure weapon storage racks through the NJPA program, along with installation of the same.

The renovation work began on October 3, 2016 and was completed at final construction cost of

$227,131.70 on November 23, 2016.The work progressed through to completion with minor delays

due to unforeseen conditions requiring additional work to existing headers support under windows,

additions and modifications to electrical systems and installation of new wood base.

Final accounting for the project shows a shortfall in funds for the project Construction (430) account.

Purchase and installation of the new secure weapon storage racks were not included in the City of

922 Machin Avenue Novato, CA 94945

415/ 899-8900 FAX 415/ 899-8213

www.novato.org

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Novato Adopted Capital Improvement Program Budget, Fiscal Year 2016/2017 for the Police

Department Deferred Maintenance Project, CIP Project No.16-003.

Together with the additional work mentioned above, this led to actual construction cost exceeding the

budget by $27,000.

Funding is available from an allocation of the Police Department’s State COPS (282) fund.

FISCAL IMPACT

1. Accepting the work as complete will enable final payment of budgeted and obligated five

percent retention funds to the Contractor subsequent to a 35-day waiting period after the notice

of completion is recorded. Contractor and subcontractors are affected regarding release of

retention payments and insurance.

2. The Police Department Deferred Maintenance Project, CIP Project No. 16-003, is funded by

Facilities Long Term Maintenance (323) funds. This project is included in the City of Novato

Adopted Capital Improvement Program Budget for 2016/2017. Based on final accounting

there are insufficient funds in the approved budget.

Adoption of a budget resolution is required to cover the additional Construction (430) cost.

Staff is proposing an allocation of the Police Department’s State COPS (282) fund in the

total amount of $27,000 to fill the funding gap:

Allocate the Police Department’s State COPS (282) fund in the amount of $27,000 to the

Construction (430) account of the Police Department Deferred Maintenance Project, CIP

Project No. 16-003.

ALTERNATIVES

1. If Council or public is aware of work remaining to be completed, per the project plans and

specifications, continue this item and direct staff to seek completion.

2. Take no action at this time and direct staff as to the disposition of the subject project additions.

ATTACHMENTS

1. Notice of Completion 2. Budget Resolution 3. CIP Budget Excerpt

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©ASSOCIATED GENERAL CONTRACTORS OF CALIFORNIA, INC.

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Recording Requested by City of Novato

When Recorded Mail To

Name City of Novato, City Clerk

Street Address 922 Machin Avenue

City/State/Zip Novato, CA 94945

SPACE ABOVE THIS LINE FOR RECORDER’S USE

RECORD WITHOUT NOTICE OF COMPLETION FEE PER G.C.27383

On the 23rd day of November, 2016 a work of improvements was completed consisting of renovation of the existing men’s locker room by increasing the amount of storage space available, the number of lockers available for use, providing electrical power to each locker and HVAC supply air duct relocation. Modernization of the inner armory provided the space needed to store the police department’s weapons for the Police Department Deferred Maintenance, CIP Project No. 16-003. ________________________________________________________________________ _____

(General Work Description)

under an original contract(s) between City of Novato,

922 Machin Avenue, Novato, CA 94945 _______________________________________________________________________ ___

(Owner’s Name and Address)

the owner of the underlying properties, and Systems & Space Inc., _________________________________________________________________________ __ __

(Original Contractor’s Name)

the original contractor, on the properties described as Police Department Deferred Maintenance - Men’s Locker Room Renovation, ______________________________________________________________________ _ _

(Legal Description)

and located at Novato Police Department, 909 Machin Avenue in the city of Novato. __________________________________________________________________________ __

(Street Address) © Associated General Contractors of California, Inc. 2005 -over- Form AGCC – 15 Revised 1/05

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©ASSOCIATED GENERAL CONTRACTORS OF CALIFORNIA, INC.

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The interest of the contracting owner in the above-described property is in the nature of

Fee Simple ___________________________________________________________________________

(e.g., “fee simple,” “lessee,” “purchaser under contract of purchase”).

The full names and addresses are for all persons or entities having an ownership interest in the above-described property during the pendency of the work of improvement and the term of cessation, are set forth as follows:

City of Novato

922 Machin Avenue, Novato, CA 94945

Dated: _______________________________ CITY OF NOVATO OWNER

By _________________________________ Regan M. Candelario, City Manager or his Agent

NOTE: California Civil Code § 3259.5 requires that a copy of the Notice of Completion be served on any party which has provided preliminary twenty-day notice in accordance with Civil Code § 3097 within ten days after recordation of this Notice; the notification shall be sent by registered or certified mail or by first class mail, evidenced by a certificate of mailing. Failure to give notice to a contractor or claimant within ten days of recording the Notice of Completion shall extend the period of time in which that contractor or claimant may file a mechanics’ lien or stop notice to ninety days beyond the date that a Notice of Completion has been recorded.

For purposes of this requirement, the term “Owner” means a person who has an interest in real property or the person’s successor-in-interest on the date a Notice of Completion is filed, who causes a building, improvement or structure to be constructed, altered or repaired on the property. The term “Owner” does not include a person who occupies the real property as a personal residence and the dwelling consists of not more than four residential units, not does it include a person who has a security interest in the property.

VERIFICATION

I, the undersigned, state: I am the City Manager of the City of Novato (“Agent of,” “President of,” “A Partner of,” “Owner of,” etc.) the claimant named in the foregoing Notice of Completion; I have read said claim of Notice of Completion and know the contents thereof, and I certify that the same is true of my own knowledge.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Date: ____________________________________ ____________________________________ Regan M. Candelario, City Manager or his Agent

NOTE: This document has important legal consequences; consultation with an attorney is encouraged with respect to its use or modification. This form is intended to meet the requirements of California law as of January 1, 2005.

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res5002 1

CITY COUNCIL OF THE CITY OF NOVATO

RESOLUTION NO. ________

RESOLUTION AMENDING BUDGET RESOLUTION

39-16 IN THE AMOUNT OF $27,000 FOR THE POLICE

DEPARTMENT DEFERRED MAINTENANCE, CIP

PROJECT NO.16-003.

WHEREAS, the City Council of the City of Novato has adopted a final Capital

Improvement Program (CIP) budget for fiscal Year 2016/2017; and

WHEREAS, the final accounting for the Police Department Deferred

Maintenance Project (CIP 16-003) shows a shortfall in the funds for the Construction

(430) account; and

WHEREAS, the additional purchase and installation cost of the new secure

weapon storage racks were not included in the City of Novato adopted Capital

Improvements Program Budget, Fiscal Year 2016/2017 and led to actual construction

cost exceeding the budget by $11,500; and

WHEREAS, the additional construction cost due to unforeseen conditions,

including inadequate existing building framing which required the construction of new

headers under windows and additional drywall work, led to actual construction cost

exceeding the budget by $15,500; and

WHEREAS, the net budget shortfall is $27,000; and

WHEREAS, the funding is available from the Police Department’s State COPS

(282) fund; and

WHEREAS, it is necessary to revise Resolution 31-16 to cover the additional

Construction (430) cost.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of

Novato hereby approves this budget amendment, providing for the revised appropriations

as follows:

Allocate Police Department’s State COPS (282) fund in the amount of $27,000 to the

Construction (430) account of Police Department Deferred Maintenance Project (CIP 16-

003).

* * * * * *

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res5002 2

I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the

City Council of the City of Novato, Marin County, California, at a meeting thereof, held

on the 13th day of December, 2016, by the following vote, to wit:

AYES: Councilmembers

NOES: Councilmembers

ABSTAIN: Councilmembers

ABSENT: Councilmembers

Deputy City Clerk of the City of Novato

Approved as to form:

City Attorney of the City of Novato

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Capital Improvement Program

Page 330 — City of Novato Adopted Budget 2016/17

Project No.: 16-003 Base Code: 429

Funded

Sub Prior toProject Expenditure Objects 16/17 16/17 17/18 18/19 19/20 20/21 Total

Proj Develop 410 26,030 20,000 46,030Construction 430 1,338 170,000 171,338Construction Mgt 440 0 10,000 10,000Equip/Furnish 450 3,410 3,410

TOTAL 30,778 200,000 0 0 0 0 230,778

Sub Prior toFunding Source Objects 16/17 16/17 17/18 18/19 19/20 20/21 Total

Facilit ies LTM (323) 410 20,000 10,000 30,000Facilit ies LTM (323) 430 170,000 26,590 196,590Facilit ies LTM (323) 440 10,000 10,000Facilit ies LTM (323) 450 0 3,410 3,410

TOTAL 200,000 40,000 0 0 0 0 240,000CARRYOVER 169,222

Police Department Deferred Maintenance

Project Object ive: This project will renovate the men's locker room inlcuding the supply and installationof new lockers, and replace worn out carpet in the main building hallways.

Project Descript ion and Background: The existing lockers are original to the building, and haveexceeded their useful life. The locking mechanisms have failed on a number of the units, and they lackmany of the features standard on today's public safety lockers including shelving and sub storage. Thehallway carpet is worn and needs replacement per staff inspection and per the facilities condition report.

Basis for Cost Est imate: The cost estimate is based on similar previous projects for other agencies andprice quotations received for locker systems. Additional funds are being programmed in 16/17 to accountfor addtional anticipated construction costs identified during project development

Basis for Schedule: Project development is anticipated in the first two quarters of 15/16, followed byconstruction 2016.

Revenue Considerations: Facilities Long Term Maintenance is the proposed funding source for this

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