SR-1000-001-06-1
EPWM: CP:AA:DB:S:\SP1609\RNL\Staff Reports\CC1609-4.doc
Council Meeting: October 8, 2002 Santa Monica,
California
TO: Mayor and City Council
FROM: City Staff
SUBJECT:Modification to the Professional Services Contract 7445 (CCS) with
RNL Interplan, Inc., d.b.a. RNL Design for the Santa Monica Big
Blue Bus Natural Gas Fueling/Bus Wash Facility
Introduction
This report recommends that the City Council authorize the City Manager to negotiate
and execute a Fourth Modification to Professional Services Contract No. 7445 (CCS)
with RNL Interplan, Inc., d.b.a. RNL Design (RNL) for additional design and construction
administration services for the Santa Monica Big Blue Bus Natural Gas Fueling/Bus
Wash Facility in the amount of $500,000 plus $75,000 in contingency.
Background
On March 31, 1999, the City awarded a contract to RNL Design for $480,000, including
contingencies to perform design of the Natural Gas Fueling/Bus Wash Facility at the Big
Blue Bus. On January 9, 2000, Council approved a $325,000 expansion of the budget
authority to include certain additional costs for design services to enhance the
architecture and incorporate art into the overall design of the facility.
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Discussion
As the design progressed, cost estimates and construction durations for this complex
project were updated. Also, unforeseen impacts during the construction phase of the
project took place. This combination of factors has resulted in a substantial increase in
needed work effort by RNL Design and their sub-consultants.
These changes include the following:
New Title 8 (OSHA) worker safety regulations
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Essential facility design enhancement
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Hazardous Operations (HAZOP) study
?
LNG/CNG training and testing participation
?
Development of facility maintenance plan
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Edison transformer relocation resulting from phasing change
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Contractor substitution of LNG/Bus Wash equipment suppliers
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Unforeseen soil conditions during excavation operations
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Addition of communications equipment room
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Modified fuel dispenser design
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Changes in medians in Fifth Street to accommodate CNG fuel island egress
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MTA restrooms for layover on Fifth Street
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Additional meetings/site inspections
?
In addition, due to the numerous impacts to the project previously mentioned, there
was an increase in the construction cost estimate from $6.6 million to 11.1 million
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and an extended construction duration from 7 months to 12 months. However;
overall, the percentage of design fee versus construction budget is within industry
standards.
The fee for the additional design services of $575,000 including contingency, exceeds
the current budget authority. The original contract amount including contingency was
$480,000. The Second and Third Modifications brought the total to $805,000. These
changes will increase the project design and construction administration costs by a total
of $575,000 to $1,380,000.
Budget/Financial Impact
FUNDS REQUIRED
Contract Amendment: $500,000
Contingency: $ 75,000
Total Increase: $575,000
Funds in the amount of $575,000 are available in the following CIP accounts:
Account Number Title Contract Contingency Total
C41010499.589000 “Facility Improvements.” $61,583 $0 $61,583
C41010401.589000 “Facility Improvements.” $438,417 $75,000 $513,417
Total $500,000 $75,000 $575,000
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Recommendations
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a Fourth Modification to
Professional Services Contract No. 7445 (CCS) with RNL Interplan, Inc., d.b.a.
RNL Design in the amount of $500,000 for additional design and construction
administration services for the Santa Monica Big Blue Bus Natural Gas
Fueling/Bus Wash Facility and approve $75,000 in contingencies; and
2. Authorize the City Engineer to issue any necessary change orders within budget
authority in accordance with the Administrative Instructions on Change Orders.
Prepared by: Craig Perkins, Director of Environmental & Public Works Mgt.
Stephanie Negriff, Director of the Big Blue Bus
Janeene De Martinez, Transit Finance and Business Services Manager
Roy Neva, Transit Construction Manager
Anthony Antich, P.E., City Engineer
Dave Britton, P.E., Principal Civil Engineer
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