Title
Consider a memorandum/resolution authorizing the execution of Change Order #2 with HCS, Inc. for the construction of the Rosa Hereford Community Center Roof Replacement, in the amount of $1,716,736.27.
Body
DATE: October 22, 2024
TO: Kent Cagle, City Manager
FROM: Edwin Revell, Executive Director Development Services
SUBJECT: Change Order #2 with HCS, Inc. for the construction of the Rosa Hereford Community Center Roof Replacement
BACKGROUND AND FINDINGS:
The Rosa Hereford Community Center Expansion and Remodel project was included in the Capital Improvement Plan as a project in 2020 as a result of deficiencies found during a structural assessment of the Bob Gilmore Senior Center that occurred in 2019. This project includes expansion of the Rosa Hereford Community Center and remodeling of the existing floor space to accommodate and include the needs that were once in the Bob Gilmer Senior Center.
On May 9, 2023, the City Council approved a construction contract, with HCS, Inc., for the expansion and renovation of the Community Center, in the amount of $7,416,835.00. This scope did not include full roof replacement for the existing Community Center. Upon review of the project, and during the demolition of the interior, it was discovered that the roof replacement for the existing roof is needed. This full roof replacement would help to ensure that the ongoing remodeling work would be covered under warranty.
To expedite the needed roof replacement work, the City engaged a designer to provide the roof replacement design details, bidding, and construction support services needed to support HCS, Inc. City Council approved the design contract with Engineered Exteriors, LLC on February 10, 2024, in the amount of $69,600.00.
The City, designer, and contractor have worked together to develop a proposed solution to install a new roof by the existing contractor on site. This allows the construction to be coordinated with the existing remodel project and expedite the work. The proposed change order conforms with City policy and State laws. The change order is in the amount of $1,716,736.27. The scope will replace the entire roof including the gym, flashing, install needed scuppers and drains, and adjusting the mechanical equipment.
THE ALTERNATIVES CONSIDERED:
N/A
Which alternative is recommended? Why?
Staff recommends that the City Council authorize the execution of Change Order #2 with HCS, Inc. for the construction of the Community Center Roof Replacement, in the amount of $1,716,736.27.
CONFORMITY TO CITY POLICY:
This item conforms to state and local policies.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The fee for this change order is $1,716,736.27.
Is this a one-time or recurring revenue/expenditure?
This is a one-time expenditure.
Is this revenue/expenditure budgeted?
Yes
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes, funding is available as part of the FY 2025 Adopted Capital Improvement Program, which includes the Rosa Hereford Community Center project (920033) as an ongoing initiative. This allows any unspent funds to roll over into the next fiscal year. Sufficient funding will be rolled into FY 2025 following the completion of the CIP budget roll, scheduled for December 2024, to account #300-56201-900-300-920033, designated for Construction.
RECOMMENDATION:
Staff recommends that the City Council authorize the City Manager, or designee, to execute Change Order #2 with HCS, Inc. for the construction of the Community Center Roof Replacement, in the amount of $1,716,736.27.
DEPARTMENTAL CLEARANCES:
Finance
Legal l
ATTACHED SUPPORTING DOCUMENTS:
Proposal
Change Order #2
Presentation