HomeMy WebLinkAboutItem # 8 Maples Senior Center - SRREPORT TO CITY COUNCIL
To:Honorable Mayor and Members of the City Council
From:Grant Yates, City Manager
Prepared by:Jason Simpson, Assistant City Manager
Date:January 10, 2017
Subject:Approve Change Orders No. 1, 2 and 3 to Agreement for the Emergency
Repairs at the Lake Elsinore Senior Activity Center with Maples and
Associates for On-Call Services
Recommendations
1.Approve and Authorize the City Manager to execute Change Order No. 1 in the amount
of $23,700; Change Order No. 2 in the amount of $88,878; and Change Order No. 3 in
the amount of $43,000 to the Agreement with Maples and Associates for various
emergency repairs to the Lake Elsinore Senior Activity Center.
2.Appropriate an additional $120,000 for the Senior Center CIP Project to the $250,000
currently budgeted which also includes an amount for administration and project
management.
Background
On September 13, 2016, the City Council awarded an Agreement for emergency repairs at the
Senior Center. The City on February 20, 2015 advertised for the on-call solicitation of
contractor services. Since this process the City has contracted with several companies to
provide on-call, as needed and/or emergency repair services for all City owned and/or
maintained facilities and properties. It is herein this agreement the Contractor shall provide full
range maintenance and repair services that may include but is not limited to installations,
routine maintenance, service calls, supplies, and emergency services.The selected on call
contractor has been awarded an on call contract for various projects and tasks as may arise
through the issuance of Task/Work Orders, based on the location and nature of the services
required and the qualifications and resources of the Contractor. This Contractor has agreed to
provide all necessary expertise and services to professionally and diligently perform the work
authorized by Task / Work Orders issued by the City. Assigned work shall be agreed upon in
quantity and price and approved by the City, before work can commence.
Discussion
As you may recall, during ongoing maintenance and building review and inspections of the Lake
Elsinore Senior Activity Center numerous building issues have been discovered. Many of these
Lake Elsinore Senior Activity Center
January 10, 2017
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issues are directly associated with public hazard and safety risks requiring immediate remedy
and building code compliance restorations. The cause of these repairs and the extent of the
damages are a result of an aging building, deferred maintenance, and undocumented ad hoc
work-arounds. The below list includes safety concerns and general type of immediate repairs
need.
Flooring Trip and Fall Hazards
Water and Weather Water Damages and Potential Mold Infestations
Water and Weather Wood Rot and Structural Compromise
Air Quality Ventilation and Air Contamination
Electrical Electrical Safety and Building Code Violations
Electrical Fire Hazards
Accessibility ADA; Building Code Violations
As such, the City Council on September 13, 2016, awarded an agreement for emergency
repairs at the Senior Center. During the course of the emergency work, it was found that
substantial structural damage occurred, in addition to undocumented ad hoc work-arounds
where the roof and a couple of walls sustained major water damage and electrical damage that
required immediate repair in addition to the scope. After conferring with both the Building
Official and Fire Marshall, staff immediately performed repairs to mitigate the hazards. As a
result, the exterior of the building stucco requires repair and repainting.
Fiscal Impact
The emergency repairs will be funded by Fund 105 of the City for the Senior Center. $250,000
was budgeted for Senior Center improvements, however, upon further review of site conditions,
staff is appropriating an additional $120,000 from fund balance in Fund 105 to fund this
necessary work.
Exhibits
A:Change Order No. 1
B:Change Order No. 2
C:Change Order No. 3
D:Agreement for On-Call Contractor Services
Amount
ORIGINAL AWARD 183,284.92$
CO 1 - Interior Painting (walls)23,700.00
CO 2 - Electrical and Water Damage - Building and Roof 88,878.00
CO 3 - Exterior repair and paint - Main and Annex Buildings 43,000.00$
Total 338,862.92$
DESCRIPTION