Item 4J - MemoItem 4J
CITY OF
SOUTH LAKE
MEMORANDUM
May 21, 2024
To: Alison Ortowski, City Manager
From: Rob Cohen, Director of Public Works
Subject: Approve contract change orders with Gliden Industries, LLC for
a total not to exceed $782,000 for work necessary to complete
the Emergency Operations Center Relocation project.
Action
Requested: Approve contract change orders with Gliden Industries, LLC for a
total not to exceed $782,000 for work necessary to complete the
Emergency Operations Center Relocation project.
Background
Information: The purpose of this item is to seek City Council approval of contract
change orders with Gliden Industries, LLC (Gliden) for work required
to complete the Emergency Operations Relocation Project for a total
contract amount not to exceed $782,000. At its December 5, 2023,
meeting, City Council approved a construction contract award for
Gliden in an amount not to exceed $753,000 for the Emergency
Operations Center Relocation project.
The City issued the Notice to Proceed with construction activities on
January 2, 2024. Gliden's scope of work for the project generally
consisted of the following: selective demolition, tenant finish -out,
modifications to existing mechanical, electrical, plumbing,
information technology, and fire protection systems, and structural
modifications to support operable partitions. In addition, Gliden
would coordinate with the City's contractors that include, but are not
limited to the following: access control, data equipment, fiber optic,
A/V equipment, modular wall systems, radio communications, and
furniture systems.
During construction, when issues arise where the planned
construction conflicts with existing facilities, when there is a product
substitution request for any reason, a gap in the design, or a revision
to original project assumptions, a Contract Change Order (CCO) will
be issued to reconcile those issues. To date, six (6) CCOs have been
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Item 4J
issued for a current total contract amount of $745,803, leaving
$7,197 in the remaining contingency.
The most recent change order for $28,830 is required for work
related to the HAM radio, as presented in item 41. Gliden's original
scope of work involved providing a new pathway for low
voltage/coaxial cabling to the new HAM radio room. Under the
revised recommendation from the City's radio system vendor (MCA),
Gliden would perform coring and preparation of the roof, to
accommodate the new antennae systems. The cabling and
antennae systems would be installed by MCA.
The project is currently 85% complete, with remaining items including
final connections to existing systems for HVAC and fire suppression,
installation of the modular walls, installation of IT equipment, and
other finish -outs. Because the project is CCPD funded and the next
CCPD meeting is scheduled after the anticipated project completion,
staff is seeking to preserve the remaining contingency for the project
for any issues that arise in the final stages.
Financial
Considerations: A summary of the awarded budget, costs, and remaining contract
balance for this project budget is shown in the following table.
Table 1. Proiect Cost Breakdown.
ITEM COST CONTRACT
FUND BALANCE
ORIGINAL AUTHORIZATION
(12/05/2023) $753,000
CONSTRUCTION
Awarded Construction Contract
(Gliden) $654,000 $99,000
Contract Chanqe Orders (1 — 6) $91,803 $7,197
Revised contract amount of $782,000 1 1 $36,197
The funding for this additional authorization will be provided from the
existing fund balance for the project in the FY 2024 Capital
Improvements Program in the CCPD Fund.
Strategic Link: This item links to the City's Strategy Map strategic focus area of
Safety and Security and Financial Objective F2: Investing to provide
& maintain high quality public assets. It is also included in the 2035
Health and Wellness Plan HW30.3.
Citizen Input/
Board Review: The Crime Control and Prevention District (CCPD) Board reviewed
the change orders at its May 14, 2024 meeting.
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Item 4J
Legal
Review: The original construction contract agreement has been reviewed by
the City Attorney. No additional review is required for this increase
in authorization.
Alternatives: The City Council may recommend approval or denial of the request.
Staff
Recommendation: Approve of contract change orders with Gliden Industries, LLC for a
total not to exceed amount of $782,000 for work necessary to
complete the Emergency Operations Center Relocation project.
Supporting
Documents: Attachment A: Contract Change Orders 01-06
Staff
Contact: Rob Cohen, Director of Public Works
Lauren LaNeave, Deputy Director of Public Works Administration
Mamerto Estepa Jr, P.E., Project Manager
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