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SARATOGA CITY COUNCIL
MEETING DATE: January 20, 2010 AGENDA ITEM:
DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson
PREPARED BY: Barbara Powell DIRECTOR:
Assistant City Manager
SUBJECT: 2009 Library Heating Ventilating, Air Conditioning (HVAC) Renovation Project –
Budget Adjustment
RECOMMENDED ACTION:
Accept report and move to approve budget resolution.
REPORT SUMMARY:
On October 7, 2009, the Council approved a change order to the contract with CIM Air, Inc. to add the
replacement of the HVAC controls system to the scope of work. The amount of the change order approved
by Council was $68,867. At the time staff brought the change order to the Council, we inadvertently failed
to include a budget adjustment resolution. The $68,867 change order is to be funded with $35,847
remaining from the originally budgeted project contingency, and an additional transfer of $33,020 from the
Library’s Capital Improvement Fund.
FISCAL IMPACTS:
The project has been completed and, in order to pay the contractor for the outstanding invoice, staff is
recommending that the Council approve a budget resolution authorizing a transfer of $33,020 from the
Library Capital Improvement Fund to the Library HVAC Renovation Project. A budget resolution
amending the project budget is attached. The final cost of this contract, including the controls system
amendment, is $267,670.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Staff will not be authorized to pay the contractor the total final invoiced amount for the controls system.
ALTERNATIVE ACTION:
None in addition to the above.
FOLLOW UP ACTION:
Staff will pay the outstanding invoice to CIM Air, Inc.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
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Nothing additional.
ATTACHMENTS:
Budget Resolution.
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RESOLUTION NO.__________
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
AMENDING THE ANNUAL BUDGET FOR FISCAL YEAR 2009/10
TO PROVIDE FUNDING FOR THE 2009 SARATOGA LIBRARY
HVAC RENOVATION PROJECT
WHEREAS, the City Council desires to finalize the Saratoga Library HVAC Renovation Project
in the City; and
WHEREAS, additional funding in the amount of $33,020 is needed for the completion of said
project; and
WHEREAS, it is necessary to make adjustments to the Fiscal Year 2009/10 Capital Improvement
Budget as follows:
Account Description Account# Amount
To appropriate additional funding and expenditures for the Library HVAC Renovation Project
Library Capital Improvement Fund – Transfer Out 711 8701 99999 $33,020
Library HVAC Renovation Project – Transfer In 413 9374-001 49999 $33,020
Library HVAC Renovation Project – Exp. Appropriation: 413.9374.001.81161 $33,020
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Saratoga
hereby approves the above adjustments to the Fiscal Year 2009/10 Budget.
BE IT FURTHER RESOLVED, the above and foregoing resolution was passed and adopted at a
regular meeting of the Saratoga City Council held on the 20th day of January 2010 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________
Kathleen King, Mayor
City of Saratoga
Attest:
_______________________
Ann Sullivan, City Clerk
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