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Home My WebLink About2020-12-17; New Village Arts Building Roof Replacement Project Update (District 1); Gomez, PazTo the members of the: ,g 11 COUNCIL Date ~CA ..::L CC ✓ CM ~✓---ACM ✓ DCM (3) ✓ Dec. 17,2020 Council Memorandum To: Honorable Mayor Hall and Members of the City Council From: Paz Gomez, Deputy City Manager, Public Works Via: Geoff Patnoe, Assistant City Manager Q {city of Carlsbad Memo ID #2020268 Re: New Village Arts Building Roof Replacement Project Update (District 1) This memorandum provides an update to a previous memorandum dated Feb. 20, 2020, on the New Village Arts (NVA) Building Roof Replacement, Capital Improvement Program (CIP) Project No. 4739 (Project). Background The city owns the building and property located at 2787 State Street. The building, currently leased to NVA, is being refurbished as part of CIP Project No. 4739, which was approved by City Council as part of the fiscal year (FY) 2017-18 CIP Budget process. The project scope includes replacing the roof and repairing or replacing the siding on the building. On July 28, 2020, the City Council adopted Resolution No. 2020-160, approving plans and specifications and authorizing advertisement for bids for construction of the Project. On Sept. 22, 2020, the City Council adopted Resolution No. 2020-192, accepting bids and awarding a contract to SD Remodeling, Inc. (contractor), for construction of the Project. On Oct. 29, 2020, the contractor was directed to commence work with a contractual completion date of Dec. 27, 2020. Discussion During construction of the Project, it was determined that framing members of the west wall were damaged beyond repair and needed to be replaced. A contract change order was executed enabling the contractor to replace the framing, and the contract completion date was revised to Jan. 20, 2021. As shown in Attachment A, the Project was originally scheduled to be completed in Spring 2021. It is currently ahead of the schedule presented in the previous memorandum dated Feb. 20, 2020, with an estimated completion date of Jan. 20, 2021. Next Steps Staff will continue to oversee the construction work being performed by the contractor and will file a Notice of Completion upon Project completion. Upon completion of construction, Cultural Public Works Branch Fleet and Facilities Department 405 Oak Avenue I Carlsbad, CA 92008 I 760-602-2730 Council Memo -New Village Arts Building Roof Replacement Project Update (District 1) Dec. 17,2020 Page 2 Arts staff will initiate a process to install an artist-commissioned mural on the newly renovated west wall. Attachment: A. Council Memo on Status of NVA Building Roof Replacement Project, CIP Project No. 4739, dated Feb. 20, 2020 cc: Scott Chadwick, City Manager Celia Brewer, City Attorney . Gary Barberio, Deputy City Manager, Community Services Robby Contreras, Assistant City Attorney Suzanne Smithson, Library & Cultural Arts Director John Maashoff, Public Works Manager Curtis Jackson, Real Estate Manager To the members of the: 2l~ITY COUNCIL Date-=@~A i CC .X.... ,fl:c1·tyof ATTACHMENT A {_ Carlsbad CM _A_ COO i._ DCM {3) .;&_ Memo ID# 2020016 Council Memorandum Feb. 20,2020 To: Honorable Mayor Hall and Members of the City Council From: Paz Gomez, Deputy City Manager, Public.Works Via: Elaine Lu key, Chief Operations Officer .eftt Re: Status of New Village Arts (NVA) Building Roof Replacement Project, Capital Improvement Program (CIP) Project No. 4739 . This memorandum provides a status update of the NVA Building Roof Replacement Project. Background The city owns the building and property located at 2787 State Street, APN NO. 760-166-45-00. The building is currently leased to the New Village Arts (NVA}, a California tax-exempt nonprofit public benefit corporation (Attachment A). At the City Council meeting on Feb. 11, 2020, during discussion of Item No. 6, Consideration of the City's Partnership with NVA, the NVA Board President requested City Council direct staff to spend the allocated money to enhance the west wall of the facility and fix the leaking roof. Discussion As part of the Fiscal Year (FY) 2017-18 budget process, the Cit y Council approved CIP Project No. 4739 in the amount of $223,626 to replace t he roof and repair and replace siding on the building leased by NVA. In July 2018, staff reached out to Ms. Kristianne Kurner, Execu t ive Artistic Director of NVA, to discuss the scope of t he approved project and to solicit NVA's input. In August 2018, staff engaged the services of an architect to assist in preparing plans and specifications for the project; however, in late 2018, the architectural contract was terminated due to their lack of performance. Staff subsequent ly engaged another architectural firm and began negotiat ing the scope of a new contract. In April 2019, staff met wit h Ms. Kurner, and updated her on the status of the pending architectural contract and to discuss construct ion scheduling wit h NVA events taken into consideration. In early 2019, Mr. Alex Goodman, Managing Director of NVA, provided guidance to staff on revisions to the original scope of work, including deletion of the south wall siding and improving sound attenuation of the west wall. As part of the FY 2019-20 budget process, City Council Public Works Branch Faraday Center 1635 Faraday Avenue I Ca rlsbad, CA 92008 I 760-602-2730 Honorable Mayor Hall and Members of the City Council Feb 20, 2020 Page 2 approved staff's request for an additional $30,000 of appropriation to the project budget for potential construction cost escalations. In July 2019, a contract was awarded to another architectural firm to prepare plans and specifications. On Sept. 3, 2019, staff provided Ms. Kurner an update on all aspects of the scoped project and further discussed construction scheduling taking NVA events into consideration. In October 2019, during the design process, it was determined that structural engineering services were needed to complete design of the replacement roof. A contract for structural engineering services was awarded in January 2020, and work is underway. On Feb .' 18, 2020, staff discussed the structural elements of the project onsite with Ms. Kurner, the architect and the structural engineer. Additionally, on Feb. 12, 2020, staff reached out to NVA staff to schedule a meeting to discuss the project schedule and potential construction windows. This meeting is scheduled for Feb. 20, 2020. Next Steps Public Works staff will continue to work with the architectural and structural engineering firms to prepare plans and specifications and.construction contract documents; Below is the current time line: • · June 2020-complete plans and specifications • Summer 2020-request City Council approval of plans and specifications and authorization to bid contract • Fall 2020 -estimated start of construction • Spring 2021 -estimated construction completion Attachment: A. NVA Lease cc: Scott Chadwick, City Manager Celia Brewer, City Attorney Ron Kemp, Assistant City Attorney Gary Barberio, Deputy City Manager, Community Services John Maashoff, Public Works Manager Curtis Jackson, Real Estate Manager