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Home My WebLink About14-383 Notice of Completion Seismic Retrofit City Hall & Culture CenterCITY OF LASE V61- LSIROR,E r`u DREAM EXTREME, REPORT TO CITY COUNCIL TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: GRANT M. YATES CITY MANAGER DATE: DECEMBER 09, 2014 SUBJECT: Notice of Completion Seismic Retrofit Lake Elsinore City Hall & Lake Elsinore Cultural Center, Project No. 4237 Recommendations Accept the improvements into the City Maintained System. 2. Approve Contract Change Order No. 1 to Sea Pac Engineering in the amount of $40,204.89. 3. Approve Contract Change Order No. 2 to Sea Pac Engineering in the amount of $18,638.77. 4. Approve Final Contract Change Order No. 3 to Sea Pac Engineering which will increase the contract by $53,016.16. 5. Authorize staff to file the Notice of Completion with the County Recorder. 6. Authorize staff to release contract retention monies 35 days after filing the Notice of Completion. Background In August, 2008 the City of Lake Elsinore applied for the Hazard Mitigation Grant program (DR -1731) which was funded by the Federal Emergency Management Agency (FEMA) and implemented by the California Emergency Management Agency (CALEMA), formerly the California Office of Emergency Services (OES). The program was approved as a result of the 2007 fires and the funding is based on a seventy -five to twenty -five percent ratio, with the federal share not to exceed seventy -five percent (75 %) of the total activity costs. Notice of Completion Seismic Retrofit Project December 9, 2014 Page 2 On November 14, 2008 and in conjunction with the Hazard Mitigation Grant, staff submitted an application to FEMA and CALEMA for the seismic retrofitting of City Hall (the southern portion of the building) and the Cultural Center. The total award of the grant was approximately $1,100,981, with $825,735.75 coming from FEMA and $275,245.25 coming from the City of Lake Elsinore. In early 2009, CALEMA notified the City that tentative approval had been awarded by FEMA; however, no funds would be dispersed until the necessary historical studies had been completed. On December 3, 2009 FEMA representatives conducted inspections on City Hall as well as the Cultural Center. On September 20, 2010, FEMA notified staff that as a result of the "field study" that took place on December 3, 2009, additional information would be required so that a determination regarding historical findings could be determined. After staff received the additional items from FEMA, it was identified that structural drawings of City Hall and the Cultural Center would be needed. On April 12, 2011 the City Council authorized a contract for Risha Engineering to develop the engineering drawings for both buildings. In addition to being able to provide FEMA with the requested information, the drawings also allowed the City to determine an actual cost of retro- fitting both buildings; to determine if the cost was more than what was originally budgeted in 2008. In October, 2011, staff had a conference call with FEMA as well as CALEMA. Staff was notified that they had received the drawings and just needed a few more photos of Cultural Center and then they could complete their analysis. FEMA notified staff that they would like to get the findings completed and have the grant funded by early 2012. Discussion On November 1, 2012, at 2:00 PM, the City received 5 bids from qualified contractors to construct the Seismic Retrofit of the Cultural Center and City Hall. Sea Pac Engineering, Inc. was the apparent low bidder. City Council awarded the construction contract to Sea Pac Engineering, Inc. on November 13, 2012 in the amount of $1,061,887 with a contingency of $106,188.70. Three (3) change orders were issued to Sea Pac Engineering for additional work that was added to the original scope of work during construction increasing the total contract budget by $111,859.82, bringing the final construction contract amount to Sea Pac Engineering to $ 1,173,746.82. Staff has reached an agreement with the contractor and recommends the City Council approve the notice of completion. Notice of Completion Seismic Retrofit Project December 9, 2014 Page 3 On July 15, 2014, representatives from Cal OES & FEMA came for the final job walk inspection. Staff received the final approval on all work performed and was authorized to submit for reimbursement. Fiscal Impact The approved project budget for the development and construction of the Seismic Retrofit Project totaled $1,663,202. The costs for administration, design, engineering, inspection testing and construction for the project was $1,602,824.71. Project savings after final close -out is $60,377.29 and will be available for future CIP Projects. Prepared by: Deepak Solanki Consultant Project Manager Approved by: Vince Damasse, P.E. Director of Public Works Approved by: Jason Simpson Director of Administrative Services Approved by: Grant Yates City Manager Attachments: Vicinity Map Notice of Completion VICINITY MAP SEISMIC RETROFIT CITY HALL & CULTURAL CENTER yEq�.� VF G R gygNjq�� \ c� Z �co J �c') ,z Z co FR�yK��y'ST co F yFq�o q VF m \Q RECORDING REQUESTED BY AND WHEN RECORDED MAIL TO: Name City of Lake Elsinore Street Address 130 S. Main Street City & State Lake Elsinore, CA 92530 S R U PAGE SIZE DA MISC LONG RFD COPY M A L 465 426 PCOR NCOR SMF NCHG EXAM T: CTY I UNI NOTICE OF COMPLETION FOR RECORDER'S Notice is hereby given that: 1. The undersigned is owner or corporate officer of the owner of the interest or estate stated below in the property hereinafter described: 2. The full name of the owner is City of Lake Elsinore 3. The full address of the owner is 130 S. Main Street Lake Elsinore CA 92530 4. The nature of the interest or estate of the owner is in fee. Seismic Retrofit of the Lake Elsinore City Hall and Lake Elsinore Cultural Center (If other than fee, strike "in Fee' and insert, for example, "purchaser under contract of purchase," or "lessee ") 5. The full names and full addresses of all persons, if any, who hold title with the undersigned as joint tenants or as tenants in common are: NAMES ADDRESSES 6. A work of improvement on the property hereinafter described was completed on 06/02/2014 . The work done was: Seismically retrofit both the Lake Elsinore City Hall and the Lake Elsinore Cultural Center 7. The name of the contractor, if any, for such work of improvement was Sea Pac Engineering, Inc 3325 Wilshire Blvd Suite 305 Los Angeles CA 90010 -1719 (If no contractor for work of improvement as a whole, insert "none') (Date of Contract) 8. The property on which said work of improvement was completed is in the city of City of Lake Elsinore County of Riverside , State of California, and is described as follows: Seismically retrofit both the Lake Elsinore City Hall and the Lake Elsinore Cultural Center 9. The street address of said property is 130 C Main Street R 183 N /lain Street Lake Elsinore CA 92530 (If no street address has been officially assigned, insert "none ") Dated: Signature of owner of corporate officer of owner named in paragraph 2 or his agent VERIFICATION I, the undersigned, say: I am the Director of Public Works the declarant of the foregoing ( "President of," "Manager of," "A partner of," "Owner of," etc.) notice of completion; I have read said notice of completion and know the contents thereof; the same is true of my own knowledge. I declare under penalty of perjury that the foregoing is true and correct. Executed on December 9 20 14 at Lake Elsinore California. (Date of signature) (City where signed) (Personal signature of the individual wha is swearing that the contents of the notice of completion are true)