sr-062811-3oCity Council Meeting: June 28, 2011
Agenda Item: J'
To: Mayor and City Council
From: .Martin Pastucha, Director of Public Works
Subject: Change Order No. 2 with Icon West, Inc. for Bike Parking Facilities at
Parking Structures 7 and 8
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a change order with Icon
West, Inc., aCalifornia-based company, in an amount not to exceed $148,250
{includes a 10% contingency), for a total contract amount of $1,534,157.
2. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
In December 2010 Council approved a contract with Icon West, Inc., in the amount of
$1,385,907 for the construction of bike parking facilities at Parking Structures 7 and 8.
Following the start of construction in March 2011, Council approved a contract with Bike
and Park, LLC, as the operator of the new bike facilities. Upon reviewing the new bike
facilities design with Bike and Park, LLC, staff recommends enhancement to the
existing design to improve operational efficiency. Staff is requesting approval of
Change Order No. 2 to Contract No. 9301 with Icon West, Inc., for the improvements in
an amount not to exceed $148;250, for a total contract amount of $1,534,157.
Discussion
The Bike Parking Facilities Project was funded by a Metro grant that required the design
process to be completed and approved by the California Department of Transportation
(Caltrans) for the FY2009-10 funding year. In order to meet the funding deadline, the
City moved forward with completing the design prior to selecting a bike facility operator
and bike access control system.
On December 7: 2010, Council approved Contract No. 9301 with Icon West, Inc., in the
amount of $1,385,907 for the construction of bike parking facilities at Parking Structures
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7 and 8. Construction started on March 1, 2011. During construction, the contractor
encountered numerous unforeseen conditions in the existing structures requiring
immediate resolution:
• Relocation of existing below grade plumbing and electrical infrastructure.
® Relocation of architectural elements that did not match as-built documentation.
• Relocation of existing structural elements that could not be verified prior to
construction.
These items have been resolved under Change Order No: 1 and are within budget
authority previously approved by Council.
On April 26, 2011, Council approved a contract with Bike and Park, LLC as the operator
of the new bike facilities. The facility operator reviewed the design and visited the
construction site, and requested changes to improve operational efficiency. The
improvements would provide:
• Easier access and egress for bike members, which includes the addition of a
second facility entry and exit pathway for safety and convenience, powered self-
opening doors, steel ledges for rolling bikes at stairs, and easier bike locking
devices.
o Better theft retrieval system; which includes an enhanced security monitoring and
access data processing system to provide identification of individuals entering
and exiting the facility.
® Greater security in the operator activity area, which includes a new wall, door and
rollup gate, bicycle repair area, security system monitor viewing, and document
storage.
The Information Systems Department staff also recommends a new software system
that would allow the bike access program to communicate seamlessly with the existing
City system. Since the total added scope exceeds the remaining project contingency,
staff is requesting approval of Change Order No. 2 with Icon West, Inc., in an amount
not to exceed $148,250 (includes a 10% contingency), for a total contract amount of
$1,534,157.
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Financial Impacts & Budget Actions
The total cost for this change order is $148,250. Funds are available in the FY2010-11
budget in account 0207011.589052, Bike Transit Center (Prop C).
Prepared by: Alex Parry, Architect
Approved:
„,
Martin Pastucha
Director of Public Works
Forwarded to Council:
~~~~
Rod Gould
City Manager
Reference Amended
Contract
No. 9301 (CCS)