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Approve the Notice of Completion for the Claybank Emergency Generator Replacement Project located at 2500 Claybank Road in Fairfield, constructed by James Day Construction, Inc. dba Coastal Mountain Electric of Lower Lake; 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 the Notice of Completion (Attachment A) for Claybank Emergency Generator Replacement Project located at 2500 Claybank Road in Fairfield constructed by James Day Construction, Inc. dba Coastal Mountain Electric of Lower Lake; and
2. Authorize the Clerk of the Board to record the executed Notice of Completion.
SUMMARY/DISCUSSION:
On December 5, 2017, the Board awarded a construction contract to James Day Construction, Inc. to remove and replace the existing emergency generator with a new one at Claybank Detention Facility located at 2500 Claybank Road in Fairfield (Project). During the course of construction, the quality of work satisfied the requirements of the construction documents and has been deemed code compliant.
In the course of construction, two Change Orders totaling $9,822 were approved to provide an additional emergency circuit for the generator’s battery charger and block heater, new location of the automatic transfer switch due to limited space, and removal of unnecessary existing fuel pump, piping and related apparatus.
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:
In Fiscal Year 2015/16 the Board approved $390,000 (transferred into Accumulated Capital Outlay Budget Unit 1724) from the Criminal Justice Facility Temporary Construction Fund (Budget Unit 4131) to cover project costs to remove the existing obsolete emergency generator serving Claybank Detention Facility at 2500 Clay Bank Road, Fairfield and replace with a new emergency back-up generator.
The original construction contract with James Day Construction Inc. was $159,890 and two contract change orders were issued in the amount of $9,822 with a credit of $1,911 for unused permit fee allowance resulting in a final construction contract amount of $167,801. Other project expenses of $99,723 include project management, engineering and design fees, permits/inspections, and other miscellaneous expenses. The total project expense for the project is $267,524. Remaining project funds of $122,476 will be returned to the Criminal Justice Facility Temporary Construction Fund.
The Project budget and expenses are summarized in Attachment B. The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2018/19 Adopted Budget.
ALTERNATIVES:
The Board could choose not to execute and record the Notice of Completion. This action is not recommended since James Day Construction, 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:
Sheriff’s Office and the Department of General Services - Facilities Operations personnel participated in the project design and construction oversight phases. The Department of Resource Management, Building and Safety Division, provided building inspection and code compliance services for the Project. County Counsel provided legal guidance during the course of the Project.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION