City Manager Matthews referred to an e-mail sent to the City Council on Thursday, October 20th concerning the building inspection that had take place on that date. As she had previously advised the City Council, the inspector identified several items that must be addressed in order for the City to obtain a final certificate of occupancy. The City had obtained a partial final, which allowed the City to occupy the new space.
The City Manager then directed the City Council's attention to a memo she had distributed concerning Change Order No. 24. The value of the change order was $57,498. As of the last financial report dated September 1st, the value of the Proposed Change Order (PCO) items was $125,695. The City Manager noted that the contractor had submitted several alternative ways of handling a waterproofing issue. When PCO 1121 was submitted, the contractor mistakenly submitted the aggregate cost of all options. The City noted this error and was successful in further reducing the cost of the selected option.
Community and Government Liaison Suzanne Ludlow provided an update on the process for relocating staff, which had commenced on Monday, October 24th. Ms. Ludlow informed the City Council that the relocation process would be on-going throughout the first half of the week.
City Manager Matthews informed the City Council that the contract with TRG Construction was close to execution. The parties were working out some final wording details. This process should be concluded by the end of the week.
The City Manager noted that TRG Construction had previously informed the City that it would assess a penalty of approximately $800 per day if a Notice to Proceed was not issued as of September 26th. This information was communicated to the City Council during its consideration of the Community Plaza level bids. City Manager Matthews noted that, based on staff's prior discussions with TRG Construction, it had been indicated that the penalty would be waived for some period of time. The firm had revisited this issue and had determined that the penalty would be imposed as of September 26th. Assuming a start work date of October 31st, the cost to the City would be approximately $20,000. The City Manager noted that liquidated damages of $1,000 per day were due from James F. Knott Construction for a portion of this time period.