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Approve a Notice of Completion for the Registrar of Voters Relocation Project located at 675 Texas Street, Suite 4600 in Fairfield, constructed by CB2 Builders, Inc. of San Francisco; and Authorize the Clerk of the Board to record the executed Notice of Completion
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of General Services recommends that the Board of Supervisors:
1. Approve a Notice of Completion for the Registrar of Voters Relocation Project located at 675 Texas Street, Suite 4600 in Fairfield, constructed by CB2 Builders, Inc. of San Francisco; and
2. Authorize the Clerk of the Board to record the executed Notice of Completion.
SUMMARY:
On June 4, 2019, the Board awarded a construction contract to CB2 Builders, Inc., to renovate a “cold shell” fourth floor office space and relocate Registrar of Voters (ROV) Vote-by-Mail (VBM) and Ballot Processing functions at 675 Texas Street, Suite 4600 in Fairfield (Project). During the course of construction, the quality of work satisfied the requirements of the construction documents prepared by Brick Architects of Emeryville. The Department of General Services is requesting that the Board approve the Notice of Completion for the Project and authorize the Clerk of the Board to record the document in order to release retention funds held by the County.
FINANCIAL IMPACT:
The Board approved $1,645,000 from Accumulated Capital Outlay and Capital Renewal Reserve Funds (Budget Unit 1662) to fund the project. In FY2018/19 the Board approved a construction contract with CB2 Builders, Inc., for $849,732 to renovate and relocate the Registrar of Voters Vote-by-Mail and Ballot Processing operations and to provide code improvements to the fourth-floor restrooms and breakroom. Two change orders were issued totaling $71,341, the final construction contract expense was $921,073. Project expenses including design fees, permits, project management, and other miscellaneous costs were $428,568. Remaining project funds of $295,359 will be returned to Fund Balance. The Project budget and expenses are summarized in Attachment B. The costs associated with preparing this agenda item are nominal and absorbed by the department’s FY2019/20 Adopted Budget.
DISCUSSION:
The Project consisted of improvements of a “cold shell” fourth floor office space (Suite 4600) for the Registrar of Voters (ROV) Vote-by-Mail (VBM) and Ballot Processing functions, to relocate and consolidate both operations from the sixth floor and partially from the second floor, respectively within the County Administration Center. Additionally, code improvements were made to the fourth-floor restrooms and breakroom adjacent to the renovated ROV suite. The interior improvements have an anticipated useful life of approximately thirty years.
During the course of construction, two change orders were administered to address unforeseen conditions including connecting portions of the renovated ROV suite to emergency back-up power and other minor unforeseen conditions.
ALTERNATIVES:
The Board could choose not to execute and record the Notice of Completion. This action is not recommended since CB2 Builders, Inc. has successfully fulfilled the terms of the contract. Failure to adopt the Notice of Completion will prevent release of retention, which could result in adverse claims.
OTHER AGENCY INVOLVEMENT:
Department of Information Technology and Registrar of Voters were consulted during the preparation of plans and technical specifications of the project. The Department of Resource Management, Building and Safety Division, provided building inspection and code compliance services and County Counsel provided legal guidance for the Project.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION