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April 13, 2021 School Board Meeting
Clearlake Adult Education Center - Additional Facility Renewal - Design Build Services - SALES SURTAX
Meeting Date(s)
Consent w/o Information - 04/13/2021
Consent Type
Without Information

The sales surtax facility renewal project at Clearlake Adult Education Center was awarded to Ruby Builders in May 2019 under their continuing contract for design build services. The scope of work included a chiller replacement and air conditioning units in Buildings 3 and 4. In November 2019, a second project was awarded to Ruby Builders to replace air conditioning units in Building 2 and the chiller and air handling units serving the gym using facility renewal sales surtax contingency. In May 2020, a project to renew the building automation system was awarded to Ruby Builders in an amount not to exceed $201,254, as supplemental funding became available through the Independent Citizens Oversight Committee allocation process.

The work at Clearlake is complete, but the contract has not been closed. Plant Operations & Maintenance (POM) evaluated a damaged canopy that existed before the facility renewal work. Although the initial intention was for POM to repair the canopy, the scope of work exceeds their capabilities.

Consequently, in order to address the problem, staff requested an owner-directed change order proposal from Ruby Builders since they are still under contract on the site. Ruby Builders has submitted a Guaranteed Maximum Price (GMP) in an amount not to exceed $24,779.09 to replace the canopy under their continuing contract for design build services.  

The project is eligible for sales surtax funding and will be funded through sales surtax contingency. The Independent Citizens Oversight Committee will be advised at its April 21, 2021 meeting.

Board approval is required for change orders over $50,000 or over 10% of the original contract amount. The standard agreement template has been used, which does not require legal review.



Approve the increased project construction budget and Guaranteed Maximum Price change order submitted by Ruby Builders in an amount not to exceed $24,779.09 for the canopy demo and replacement at Clearlake Adult Education Center.


Authority for Action
F.S. 1001.42
Involves Expenditure of Funds Directly in the Classroom
Source of Funding

Sales Surtax
Financial Impact


FY Amount Budgeted Fund Cost Center Project Function Object Program










Legal Counsel Review
Susan Hann, P.E., Assistant Superintendent Facilities Services 633-1000 ext. 11446 David Lindemann, AICP, Director Planning and Project Management 633-1000 ext. 11463
Clearlake canopy photo.pdf
Clearlake Canopy Replacement CO #1 to HVAC.pdf
Agenda Plus