HomeMy WebLinkAbout _ 4.11(c)--Approve Increase to Budget for City Hall Fire Alarm Replacement Project GI �" Y C� F
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REPORT TO THE CITY COUNCIL
MEETING DATE: August 4, 2025 FROM: Michael Webb, Public Works
ITEM NO. 4.ll(c) Director
***APPROVED BY***
„, �. .A,��,�
ie ael � iiEali� oaks L)arector 7/3Q/242� i�}�in,Ci an � 7131(242�
mwebb@cityofredding.org btippin@cityofredding.org
SUBJECT: 4.11(c)--Adopt Resol�ution and Approve Increase to Project Budget for City Hall
Fire Alarm Replacement Pro'ect
Recommendation
Authorize and approve the following actions to approve increases to the project budget in the
amount of $220,000 for the completion of Bid Schedule No. 5357, City Hall Fire Alarm
Replacement Project, as outlined below for additional project costs:
(1) Adopt Resolution approving and adopting the 4�h Amendment to City Budget Resolution
No. 2025-049 appropriating an additional $220,000;
(2) Increase of $83,000 to the construction management budget, bringing the construction
management total to $112,000; and
(3) Increase of $137,000 to the construction contingency budget, bringing the construction
contingency budget to $152,000.
Fiscal Impact
The City Hall Fire Alarm Replacement Project (Project) cost is being increased by $220,000
over the original project budget of$235,333 bringing the total project costs to $455,333. During
Fiscal Year 2024-25 Building Maintenance had savings in excess of the additional amount
requested, the savings wi11 be an increase to the Building Maintenance Reserves. Therefore, this
increase will be funded by the City of Redding's (City) Building Maintenance available Fund
Reserves.
Report to Redding City Council July 31, 2025
Re: 4.11(c)--Approve Increase to Budget for City Hall Fire Alarm Replacement Project Page 2
Current Authorized Requested Increase New Authorized
Project Development $34,000 $0 $34,000
Construction Contract $142,333 $0 $142,333
Construction Contingency $15,000 $137,000 $152,000
Construction Management $44,000 $83,000 $127,000
Total $235,333 $220,000 $455,333
Alternative Action
The City Council (Council) may choose not to approve the request and provide alternative
direction to staff.
Background/Analysis
On April 18, 2023, the City Manager awarded the construction contract for the project to Conti,
LLC, in the amount of$142,333. This project was awarded in accordance with Ordinance No.
2625 - the City's criteria for informal award.
The project consists of the replacement of the City Hall fire alarm system which incl�udes, but is
not limited to, removal and disposal of existing equipment, and installation of control panels,
power supplies, detectors, notification appliances, including installation of conduits and
conductors, and all other system devices.
During the course of construction, unforeseen conditions warranted changes to meet the project's
intent. These unanticipated changes require additional contingency funds to cover contract
change order(CCO) costs for the following:
• Modifications to the new fire alarm control panel to retain full notification, sprinkler
system function and monitoring throughout City Ha11 as a temparary system. It was
originally assumed the existing system could be taken off-line one floor at a time,
modified, and connected to the new control panel. However, the existing system was
installed such that circuits served multiple floors rather than a single floor. The existing
system also had about 70 error codes that could not be cleared because the control panel
was no longer functioning and needed replacement. Without a temporary system in
place, City Hall would not have a functional fire alarm system until the project was
complete;
• Several duct detectors were moved from their existing locations to make installation,
future maintenance and testing, and replacement more convenient. This is done because
of existing obstructions or interferences with other commodities or supports. The holes
remaining after the existing detectors are removed, need to be patched so they do not
affect performance of the buildings HVAC system;
Report to Redding City Council July 31, 2025
Re: 4.11(c)--Approve Increase to Budget for City Hall Fire Alarm Replacement Project Page 3
• Various modifications have been made within the City Ha11 structure since it was built.
Access to several existing detectors are no longer available due to interior wall
construction, lack of access panels, or installation o�other building system components.
This required additional time for the contractor to locate, create access, and install the
new detectors;
• Procuring and installing additional equipment and devices necessary for complete
system �unctionality which had not been identified or anticipated during design; and
• Additional construction management and inspection budget is necessary to cover the
extended timeline and increased workload for the project resulting from these CCOs.
While the new fire panel is currently operating in a temporary state, there are insufficient funds
available in the existing project budget to complete the CCOs identified above and bring the fire
panel to complete system function. Although some change orders are expected with building
projects of similar scope, due to numerous undocumented changes over the lifespan of City Hall,
the amount of differing site conditions discovered on this project are above average. This can be
attributed to original building as-built drawing inaccuracies, changes to floor layout to suit the
needs of departments not captured in as-built drawing revisions, and limited resources during
project design to fully capt�ure existing conditions.
It is very unlikely these existing conditions would have been able to be identified until a
contractor actually opened portions of the building to complete the work. Due to these
contributing factors, the funding increase to the project is imperative in order to complete the
work to have a fully functional fire alarm system at City Hall.
Currently, the project is temporarily suspended due to the lack of funds needed to complete the
effort. However, prior to the temporary suspension, the contractor incurred Liquidated Damages
(LDs) for not completing available contract work within the contract time allowed. Although,
some of the LDs will be nullified due to increases in contract days associated with the CCOs,
staff anticipates that the contractor may still be assessed LDs at the end of the project. These
potential LDs may result in a credit back to the projecYs overall budget.
Envit�onmental Review
This action, a budget increase, is not a project as defined by the California Environmental
Quality Act (CEQA). On November 10, 2022, the City's Environmental Team determined that
the project is categorically exempt from review under the CEQA, pursuant to Section 15301(a)—
Existing Facilities. No further action is required.
Council Pr�ioNity/City Manager Goals
• This agenda item is a routine operation item.
Attachments
^Budget Resolution
Award Letter 042623
Resolution No. 2025 -
A RESOLUTION OF THE CITY OF REDDING APPROVING AND ADOPTING THE 4th
AMENDMENT TO CITY BUDGET RESOLUTION NO. 2025-049 APPROPRIATING
$220,000 FOR THE CITY HALL FIRE ALARM REPLACEMENT PROJECT FOR
FISCAL YEAR 2025-26.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF REDDING
THAT Budget Resolution No. 2025-049 be and is hereby amended as follows:
FUND DNISION DESCRIPTION 1NCREASE DECREASE
335 3351 Building Maintenance $220,000
THAT account titles and numbers requiring adjustments by this Resolution are as follows:
USE SOURCE
OF FUNDS OF FUNDS
Increase(Decrease)Revenue
335-0000-2910000-00000 Fund Balance $ 220,000
Increase Expenditures
335-3351-7300004-00000 Building Improvements $ 220,000
Total $ 220,000 $ 220,000
THAT the purpose is to appropriate $220,000 for the City Hall Fire A1arm Replacement Project
for fiscal year 2025-26.
I HEREBY CERTIFY that the foregoing Resolution was introduced at a regular meeting of the
City Council of the City of Redding on the 4th day of August, 2025 and was duly adopted at said
meeting by the following vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
JACK MUNNS, Mayor
ATTEST: FORM APPROVAL:
SHARLENE TIPTON, City Clerk CHRISTIAN M. CURTIS, City Attorney
c � -r Y o F ,.�j INTERNAI�
� � ��� ����:��f CC3MMUI�IICATION
ca � i � o � rv � �%
DATE: Rpril 18, 2023 CODE: BS 5357
TO: Barry Tippin, City Manager
FRC�M: Chuck Aukland, City Engineer
SUBJEGT: Recommendation of Contract Award
City Hall Fire Alarm Replacement
Bid Schedule No. 5357
Pursuant to Public Contract Code Sections 22000-22045 bids were requested for City Hall Fire
Alarm Replacement. In accordance with Ordinance No. 2625, the City Manager has been
delegated the authority to award this project.
Attached is a tabulation of bids received and opened on March 30, 2023, for this project. The
low bid in the amount of$142,333. was received from Canti, LLC, of West Sacramento, Galifornia.
The engineer's estimate was $165,000.
Recommendation
It is recommended that the City Manager:
1. Award this project to Conti, LLC, in the amount of$142,333;
2. Approve an additional $15,000 ta cover the cost of contract change orders;
3. Approve an additional $44,000 for construction management, for a total of$201,333; and
4. Find the praject is Categorically Exempt from the California Environmental Quality Act per
Section 15301(a) — Existing Facilities
The City Hall Fire Alarm Replacement is funded by the Building Maintenance Funds.
Cost Summary
Item Estimated
Pro'ect Development Cost $34,000.00
Construction Contract + Contin enc $157,333.00
Contract Administration, Inspection, Testin $44,OOOAO
To#al Project Cost $235,333.00
Background
This prc►ject will replac� the fire alarm system at the City Hall building.
Attachmerafs
Bid Tab
Notice of Exemption
c: Finance
Environm�ntal Campliance Manager
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City Engineer Date
APPROVED.
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Nc�°rzc� oF Ex� �rit��
T4: ❑ (��ce of Planning and Res�arcl� FRt�M: City uf Redding
1400 Tenth Stre�t,Room I21 Public Wc�rks I3eparhnent
Sacramento,CA 95�14 777 Cypress Avea��ue
Redding,CA 96(}tl1
a Shasta Caunty Clerk
Covniy af Shasta
P,O.Box 9908$0, 1643 Market Street
Redding,CA 96099-088�
Project Title;City Hall�ire A1arm Renlacement Proiect,J O#9248-�45
Pra,�ect Location—Speci�ic: '177 CYpress Avenue
Proj�ct Loca#ion—City. Reddln�Pro�ect Location—County: Shasta
a�scription of Project. The Citv of R:eddin�will replace the existin�fire ala svstem at City Hal1 �VU�rk wi�l require
the remc�val and renlacament of the fire �tarm epu�pmen# and cablir�� �1�:ctric�i modifications an�i replacement or
reccsnnection of assoelated e ur ment.All work wrll be conducted can Ci ro e .
Nar�ne�f Public.Agency Approving Project:Citv c�f R.edd�n�
Name of Fersort c�r Agency Carrying(}u�Pro,�ect:I�:urt Maire,Proiect En�;ineer
Exempt 5tatus:(check one)
❑ Ministerial [Sectic�n 21080(b)(1); 15268],
Cl i)ecl�red Emergency c�ect�an 21080�6)(3); 15269{a)]
� Emergency Prc�ject[Sectifln 2i(}8�(b)(4); 1���9{b)]
L7 Statutory Exernptions: State code number:
❑ Comtnon Sense Exemptitsn�This project does nat�ail vsrithin an exempt ciass,but it can be seen witla ce�ta�inty t�at t�ere is.
no possibility that#lae actrvity may have�signifcant effect an t�te enviro emt{lA CCR 15t�61 jb3j3�).
� Categorical Exemption. State iype and section n�mb�r: Sectian 153flifa� �xistrn���cilities
a No exceptions-apply thhat wt�uld bar'the use�f a categoracal exemp�tio�{P 21{}�4 d 1��CCR 153Qfl,��:
Reasous svhy pra�ect is exeuipf: �lass 1 �xem�tivns inctu�e t�e t�nerat�c�n repair iraten ce �r ��sr a1#er�ti�n c�f
ex�stin� �ublic struafures and fac���t�es. Tl�e exlst�n� �re al' svste�n wi11 be r��placed tc� meet ar��sde�a safe� a�d
effic�ency standards The a�rotect w�ll not result�n ex�ans�c�n c�f use as t�e prc��ec�da�s riot incla�de t�e cc�ns cticar���
new fac�l�ties. The actian area does�ot hav�s� �ficant values for�vildlife ha��t�at or ssther ene�iro �a�t��resourees and
the�roject has no notenti�l to has�e a si�i�i t effect�an the enviro ent
Lead Agency Gon�a�t Fersonz ber]Kel�ev Telep�c�s�e:53U.225.4045
If�'iled by Applican#.
1. Atka�h certified docurnent of exemptian finding.
2. Ha��notace+�f�xemption been filed by the pubiic ager�cy apprcavui�the projec#?�Y�s��a�
Signature. �� �-
-� � ���._l���-���
Title: Environmen#al Compli ce 1Vf �er
�Sig�aed b��ad A�enc�+ ��te s�eceived for fili�g�t t�Pit:
Ci 5igned by Ap�sli t