HomeMy WebLinkAboutAgenda Statement 1981/07/07 Item 9COUNCIL AGENDA STATEMENT
Item 9
Meeting Date
ITEM TITLE: Resolution ~os3,,S Accepting the work on the Loma Verde Park Solar Heating
S.~,stem
SUBMITTED BY: Director of Building and Housing (4/5ths Vote: Yes Nom)
On July 1, 1980 the City Council awarded a contract to Parnell and Leonard, Inc. in the
amount of $77,861 for constructing a Solar Heating System at Loma Verde Park. The work
has been completed and inspected by the Director of Building and Housing and found to
be satisfactory.
RECOMMENDATION: That Council
Approve this resolution accepting the Solar Heating System at Loma Verde Park.
BOARD/COMMISSION RECOMMENDATION: N/A
DISCUSSION:
The contract with Parnell and Leonard, Inc. specified that the work shall be completed in
90 working days from August 22, 1980, which made the completion date December 30, 1980.
On December 23, 1980 a 60-day extension of contract was granted by the City Council due
to several months delay of factory shipped parts. This extended the completion date to
Parch 25, 1981. On March 23, 1981, a letter was written by Parnell and Leonard requesting
an additional 30-day extension of completion date due to an undelivered part from the
factory. Parnell and Leonard was informed by this department that we needed substantiating
evidence that the delay was due to circumstance beyond their control. After a four-week
delay, they came up with evidence which indicated that the delay was indeed due to a
defective parts run at the factory and a subsequent parts recall. However, the evidence
also indicated that the missing part was not ordered until January 30, 1981. This delay
in ordering was deemed to be due to Parnell and Leonard's own negligence. Their request
was not forwarded to Council for approval.
The missing part was picked up on April 14, 1981 and immediately installed, and the
system was put on line and producing solar heate,~ water for the pool from April 22, 1981 on. j
Further delays in the final acceptance of the job were experienced due to the unavailability
of Mitchell Webb, the consulting engineers, to make a walk through inspection as early as
requested, and due to changes in operating instructions initiated by Mitchell Webb, which
required the contractor to change the operating manuals and instructions furnished to the
City before acceptance of the system. The final operating instructions and manuals were
passed out by the contractor and the run through and familiarization of equipment for
the City maintenance employees was held on June 2, 1981.
Parnell and Leonard has complied with the terms of their contract in completing the installa -
tion of the pool solar heating system. Although they did exceed the expiration date of the
contract by 20 days (March 25 to April 22, 1981), this extension of completion time did not
result in any additional engineering, inspection, superintendence, or other overhead expenses
being accrued by the City, as provided under Part 1, Sec. 6-6.2 of the job contract and work
specifications. Therefore, it is my recommendation, after having consulted with the Deputy
City Attorney on the terms of the contract, that the City Council accept the work on the
Solar Heating System at Loma Verde Park, and that no charges or damages should be assessed
for the 20-day delay in completion.
Continued
7/7/81
Form A-113 (Rev. 11/79)
Page 2, Item g
Meeting Date 7/7/81
No change orders or additional charges were incurred on this contract with the exception
of the $350 expenditure listed below for the replacement of two boiler flue vent caps.
This replacement became necessary in order to eliminate the excessive sooting which
resulted after the boiler flue stacks were raised 9-1/2 feet above the roof to clear
the solar panels.
FISCAL IMPACT
Amount of original contract $77.,861
8% Contingency 6,229
Amount of expenditure authorized by City Council 84,090
Replacement of flue vent caps 350
Final Construction Cost
--___~.
f, ` ` - -.... - --
R. s ~~~~ r
$78,211
~ _ ~ ~s~s