9.D.
City Council Meeting - FINAL
- Meeting Date:
- 10/06/2026
- From:
- Adam Miele, Airport Program Manager
TITLE:
Consideration and Approval of Change Order: Approve the Change Order #2 for the Library Window Replacement Project.
STAFF RECOMMENDED ACTION:
1. Approve Change Order #2 with Loven Contracting for additional services requested by the City of Flagstaff.
2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
This project was intended to replace the original existing, failing, exterior windows at the Flagstaff Library (300 W. Aspen Ave.). Construction plans were developed and finalized in April 2022 for the replacement of over 100 exterior windows and frames.
Construction began in two phases; Phase one was the procurement of long lead items, specifically the windows and frames. Phase two was the actual formal construction process of removing the existing windows and frames and replacing them with new materials. Phase two began in March 2026. During the beginning of Phase 2, a couple concerning elements were discovered. The first element was the existing "up-lights" located in the children's area that appeared to be loose and or dislodging from the wall. All the lights in this area were nonoperative due to the bulbs no longer being manufactured. Note, change order #1 addressed the deficiencies of the fixtures not being operative and dislodging from the wall. The second element that needed to be addressed was the exposed wooden beams' degradation. Over the years, the beams were sun damaged, and allowed water to enter the facility, causing damage to not only the existing window frames but to the adjoining wall as well. The corrective measure for the beams was to wrap them in a watertight membrane and cover them with metal siding. Thus, change order #2 was issued. The membrane was installed to decrease the possibility of water intrusion and the metal siding was to aid in the UV protection of the structural beams.
Construction began in two phases; Phase one was the procurement of long lead items, specifically the windows and frames. Phase two was the actual formal construction process of removing the existing windows and frames and replacing them with new materials. Phase two began in March 2026. During the beginning of Phase 2, a couple concerning elements were discovered. The first element was the existing "up-lights" located in the children's area that appeared to be loose and or dislodging from the wall. All the lights in this area were nonoperative due to the bulbs no longer being manufactured. Note, change order #1 addressed the deficiencies of the fixtures not being operative and dislodging from the wall. The second element that needed to be addressed was the exposed wooden beams' degradation. Over the years, the beams were sun damaged, and allowed water to enter the facility, causing damage to not only the existing window frames but to the adjoining wall as well. The corrective measure for the beams was to wrap them in a watertight membrane and cover them with metal siding. Thus, change order #2 was issued. The membrane was installed to decrease the possibility of water intrusion and the metal siding was to aid in the UV protection of the structural beams.
Financial Impact:
Project Name: Library Window Replacement - Installation Change Order #2
Cost: $171,213.36
Account Number Budgeted:030-07-035-0140-5-4435 and total budget amount $1,699,282
Grant Funded:N/A
Funding Source: General Fund
Cost: $171,213.36
Account Number Budgeted:030-07-035-0140-5-4435 and total budget amount $1,699,282
Grant Funded:N/A
Funding Source: General Fund
Policy Impact:
None
Previous Council Decision or Community Discussion:
2024 - 2025 Budget Process
Options and Alternatives to Recommended Action:
This is a confirming change order with funding provided through the 2025 - 2026 funding process.
Background and History:
These projects were procured through the City of Flagstaff Job Order Contractors program. Broken into two separate contracts to handle the large scheduled pause in the actual project and the storing of materials till the windows could be safely installed. Loven was the lowest bidder from the request for bids from the contractors in the vertical discipline.
Connection to PBB Priorities and Objectives:
Safe & Healthy Community
- Ensure the built environment is safe through the use of consistent standards, rules and regulations, and land use practice.
- Deliver outstanding services to residents through a healthy, well-maintained infrastructure system.
- Enhance the City's Involvement in Community Education, and Regional Partnerships to Strengthen the Level of Public Trust
Connection to Regional Plan:
Flagstaff Regional Plan 2045
- Climate Action:
- Reduce climate impacts: Create cleaner air and a healthier environment that allows the Region to thrive for generations to come by decreasing GHG emissions from buildings, transportation, waste, and other sectors, and implementing CDR initiatives.
- With the new windows and frames, the loss of energy through the envelope is greatly reduced.
- Reduce climate impacts: Create cleaner air and a healthier environment that allows the Region to thrive for generations to come by decreasing GHG emissions from buildings, transportation, waste, and other sectors, and implementing CDR initiatives.
Connection to Carbon Neutrality Plan:
With the incorporation of the new windows and frames, the facility resiliently in increased by reducing the need for energy consumption for maintaining the temperature of the livable space.
Connection to 10-Year Housing Plan:
None
Connection to Division Specific Plan:
None