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Home My WebLink About6 Lighting Retrofit Headquarters _ . . Agenda Item # Memorandum To: Board of Directors From: Scott Terrell Date: July 11, 2003 Subject: Lighting Retrofit of the District Headquarters building 1. WHY THIS MATTER IS BEFORE THE BOARD When District staff applied for Senate Bill SBSX funding, a high efficiency lighting retrofit of the building was included. The California Energy Commission set aside grant money to cover the entire cost of the project at no expense to the District rate payers. 2. HISTORY On November 20, 2002 the Board awarded the contract of the Lighting Retrftit of the District Headquarters building to PENCON (Pacific Environmental Control, Inc) in the amount of $35,800. 3. NEW INFORMATION The project is now finished and District Staff would like the Board to accept the project as complete and to pay the remaining balance of the contract less the 10% retention and to file a Notice of Completion with the county. 4. RECOMMENDATION Consideration of a close out contract change order relating to the Lighting Retrofit of the District Headquarters building in the amount of$3,390,07 1 recommend that the Board accept a resolution accepting the project as complete, pay the balance less the 10% retention and to file a Notice of Completion. II Change Order Contract Name: Truckee Donner PUD Lighting Retrofit Project Contract Change Order No: 1 Ong. Contract Amt. $ 35,800 Days NA Date: July 16, 2003 Prev. Apprd Changes$ 0 Days NA Contractor: Pacific Environmental Control This Change $ 3,390.07 Days NA Revised Contract Amt. $ 39,190.07 Days NA This Change Order covers changes to the subject Contract as described herein: (1) Add two new exit signs, $433.50; (2) Change to 8 foot lamps and ballast, $3454.40; (3) Remove one fixture instead of retrofit, $21.50; (4) Change from dimming ballast to non-dimming ballast, ($957.63); (5) Board room troffers, $134,63; (6) Remove from scope, ($462.00); (7) Add two lamps and one ballast beyond scope,$420.12; 35 k lamps (warm white lamps for sun meter shop), $60.72; (8) Change from two lamp and one ballast to three lamps two ballast, $95.82; (9)Add five fixtures not in scope, $232.50; (10) Delete one fixture from scope, ($43.50). The amount of the Contract will be increased by the sum of$3,390.07 and the Contract Time shall not be extended. The undersigned Contractor approves the foregoing Change Order as to the changes, if any, in the contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time allowed, if any, for completion of the entire work on account of said Change Order. The Contractor agrees to furnish all labor and materials and perform all other necessary work, inclusive of the directly or indirectly related to the approved time extension, required to complete the Change order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Order shall be effective when approved by the District. Pacific Environmental Control Truckee Donner Public Utility District Dan Pendleton Peter L. Holzmeister Application and Certificate For Payment Page I To Owner: TRUCKEE DONNER PUBLIC UTILITY Project: TRUCKEE DONNER PUD RETRO Application No: 3 Date: O6/24/03 11570 DONNER PASS �m P 0 BOX 309 TRUCKEE,CA 96I60 Period To: 06124103 Architect's From PACIFIC ENVIRONMENTAL CONTROL Contractor)ob Project No: d (Contractor): 3420 Fostoria Way,Suite G Number: 3096 San Ref Contact pate: Reform,CA 94583 Via(Architect): Phone: 925 866-9035 Contract For: Contractor's Application For Payment Change order summary Additions Deductions Original contract SUM 35,800.00 Change orders approved In previous months by owner Net change by change orders 3,390,07 Date Contract sum to date Number Approved 39,190.07 Change 001 06/24/03 3,390.07 orders Total completed and stored to date 39,190.07 approved this month RetalnageF1' r• 6:6$!oof"campfeted work rr9 00 rrNais Ld 3,390.07 !):gWo-of.sterreci.fitaterial EL Net change by change O'00 orders 3,390.07 The undersigned Contractor testifies that to the best of the Contractors knowledge, e Total earned less retains information,and belief the work covered by this Application for Payment has been completed g -�y}�l•9Q:e ^^-S"f1" , .;P/£),tr in accordance with the Contract Documents,that all amounts have been paid by the Contractor y for work for which presdous Certificates for Payment were issued and payments received from Less previous certificates of payment 32,220.00 the Owner ue ,and that current payment shown herein is now d . Current sales tax Can r. e� av: n ....-s fl:O06%"t�fta�cable-arnount $'QO Date: N LD State of: County of: ca WSubsonbed and swom to before me this_day of CtiFrent.sales t (}.(s(3 (year)_ Notary public: Current payment due �_ CV m ray commission cnpires Balance to finish, Including retainage ® Architect's Certificate For Payment In accordance with the Contract Documents, based on on-site observations and the data Archiied; m comprising the above application the Architect certifies to the Owner that to the best of the Architect's knowledge,information and belief the Work has progressed as indicated,the quality By,00 of the Work is in accordance with the Contract Documents, and the Contractor is entitled to die. m payment of the Amount Certified. m This Certification is not megoilable. TheAtnount Certified is payable only to the Conlrapor named herein. Issuance, NAmount Certified: S contr . art aceepGame of payment are without prejudice to any rights of the Owner or Contractor under this rn m Application and Certificate For Payment -- page 2 To Owner: TRUCKEE DONNER PUBLIC UTILITY Application No: 3 Date: 06/24/03 Period To: 06/24/03 From(Contractor): PACIFIC ENVIRONMENTAL CONTROL Contractor's Job Number: 3096 Project: TRUCKEE DONNER PUD RETRO Architect's Project No: Work Completed Materials Completed and Item Scheduled Previous Presently Stored Stored to Date Balance to Finish Number Description Value Application This Period % Retention Memo 001 LIGHTING RETROFIT 35,800.00 32,220.00 3,580.00 0.00 35,800.00 100.00 0.00 0.00 002 CHANGE ORDER ONE 3,390.07 0.00 3,390.07 0.00 3,390.07 100.00 0.00 0.00 Application Total 39,190.07 32,220.00 6,970.07 0.00 39,190.07 100.00 0.00 0.00 I I III� DONNER �u '2pu ll District r Resolution No . 2003- XXX AUTHORIZING THE ACCEPTANCE OF THE LIGHTING RETROFIT OF THE DISTRICT HEADQUARTERS BUILDING AND DIRECTING FILING OF THE NOTICE OF COMPLETION WHEREAS, the Board of Directors of the Truckee Donner Public Utility District made the determination to undertake the lighting retrofit of the District Headquarters building; and WHEREAS, PENCON (Pacific Environmental control, Inc.),was selected bythe District to perform the work; and WHEREAS, the District's Planning Director, Scott Terrell, has recommended that the work be accepted by the District; NOW THEREFORE BE IT RESOLVED by the Board of Directors of the District as follows: 1. That the District hereby accepts the Installation of Lighting Retrofit of the District Headquarters building Project as complete. 2. That the Clerk of the District be directed to file with the County of Nevada the Notice of Completion, a copy of which is attached hereto. 3. That 35 days following the filing of the Notice of Completion, the 10% retained from the contractor payments be released to the contractor if no claims have been made to the District by material suppliers or laborers. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the 16" day of July 2003 by the following roll call vote: AYES: NOES:N ABSTAIN: ABSENT: TRUCKEE DONNER PUBLIC UTILITY DISTRICT By J. Ron Hemig, President of the Board ATTEST: Peter L. Holzmeister, Clerk of the Board bhc RECORDING REQUESTED BY: Truckee Donner Public Utility District WHEN RECORDED, RETURN TO: TRUCKEE DONNER PUBLIC UTILITY DISTRICT Post Office Box 309 Truckee, CA 96160 NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN: 1. That the name and address of the public entity for whom the improvement project was done, as owner thereof, is the Truckee Donner Public Utility District, Post Office Box 309, Truckee, CA 96160. 2. That on July 16, 2003 the hereinafter described improvements were accepted as complete pursuant to a resolution of the Truckee Donner Public Utility District, the awarding authority. 3. That the subject improvements of the Notice are generally described and identified as follows: Lighting Retrofit of the District Headquarters building Project located at 11570 Donner Pass Road, Truckee, Ca. 4. That the name and address of the contractor for such project was: PENCON (Pacific Environmental Control, 3420 Fostoria Way, Suite G, San Ramon, Ca. 94583 I certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Dated: TRUCKEE DONNER PUBLIC UTILITY DISTRICT By Peter L. Holzmeister, General Manager