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Agenda Item 36.
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| City Council Meeting |
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| Subject: |
| Amendment No. 2 to Professional Services Agreement with Joe Calabrese Architect in the Additional Amount of $5,600 |
| RECOMMENDATION |
| Approve Amendment No. 2 to Professional Services Agreement (PSA) for additional construction support services on the Police Department Remodel, Project 7930, in the additional amount of $5,600. |
| BACKGROUND/DISCUSSION |
In July 2014, the Police Department (PD) hired Joe Calabrese Architect (Architect) to prepare the construction plans in the amount of $24,900. On June 21, 2016, the first amendment was approved by City Council in the amount of $12,155. This amendment was necessary to provide additional design and support services for contract administration and post construction.
On September 6, 2016, City Council awarded a contract to R Dependable Construction, Inc. in the amount of $420,300, for the Police Department Remodel, Project 7930 (Project). This Project will renovate and update the existing Police Department facility to provide adequate and necessary equipment storage, make the electrical supply compatible to the current police equipment, fix all plumbing and pest issues, provide lockers for the police dispatchers and be compliant with the current Americans with Disabilities Act (ADA). In addition, new lockers will be installed by McMurray Stern, a separate contract through sole source procurement via Government Service Administration (GSA) approved vendor. This procurement process was approved by City Council on June 21, 2016.
Construction on this project started in late October 2016. During construction, the contractor encountered several unforeseen conditions that requires additional services from the Architect. One of the significant issues encountered was the HVAC layout configuration and its sizing did not match the Record Drawing. In addition, staff requested the relocation of the electrical transformer from the Police Department (PD) locker to P-1 parking lot. Relocation of the transformer to P-1 parking lot eliminates the buzzing noise it will generate in the PD locker area and provides a better access for maintenance operations. Both of these conditions require additional field visits and revisions to the contract documents/plans by the Architect. Thus, staff recommends amending the existing PSA with the Architect for the aforementioned work.
The amount of the amendment for City Council consideration is $5,600 (Exhibit A proposal attached). The Architect has done an excellent job in keeping this project moving. He is very responsive and works collaboratively with City staff. The Project is anticipated to be completed by March 2017. |
| COMMISSION/COMMITTEE RECOMMENDATION |
| The Finance Committee reviewed staff’s recommendation at their January 31, 2017 meeting and recommended to proceed. |
| FISCAL IMPACT/SUMMARY |
During construction, the Project encountered unforeseen conditions, namely the HVAC layout configuration and sizing didn’t match the City Record Drawings. Furthermore, staff requested the relocation of the electrical transformer for better location and access for maintenance operations. These aforementioned tasks required additional services from the Architect. Therefore, staff recommends approval of Amendment No.2 to the existing PSA.
If approved, the total amount of the original Agreement plus Amendment Nos. 1 and 2, will be $42,655, with design and construction support services distributed in the amount of $30,495 and $12,160 respectively. The amount allocated for construction engineering (construction support/management) for this Project is $46,233. Based on the estimated expenditure to date, an estimated savings of roughly $26,000 is anticipated for construction engineering. The aforementioned savings can cover the additional $5,600 needed for this amendment. Thus, there is no impact to the City’s General Fund. The overall project is expected to be completed within budget. |
| RESPECTFULLY SUBMITTED: |
William Gallardo, City Manager
Prepared by:Raul Y. Lising, P.E. Assistant City Engineer
Concurrence:Steve Kooyman, P.E. City Engineer and Tony Olmos, Public Works Director
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