SR-307-002-04 (6)
EPWM: \Share\STAFF REPORTS\FY 05-06\02_14\Civic Electrical Upgrade.doc
City Council Meeting: February 14, 2006 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Modification to Design-Build Agreement for the Civic Auditorium Cooling
System Project
Introduction
This report recommends that the City Council authorize the City Manager to negotiate
and execute a modification to Design-Build Agreement 8439 (CCS) with H.E.C.
Engineers and Contractors, Inc., in an amount not to exceed $172,000 to upgrade the
electrical service for the Civic Auditorium Cooling System Project.
Background
On January 11, 2005, the City Council awarded Design-Build Agreement 8439 (CCS) to
H.E.C. Engineers and Contractors, Inc., in the amount of $871,000 for the construction
of the Civic Auditorium Cooling System Project. During the early stage of construction,
it was determined that the existing electrical service was insufficient for the new cooling
system equipment, and that the existing panel requires an upgrade from 600 amps to
1,200 amps.
The original award was based on the as-built record drawings on file. These drawings
indicate that the existing panel is a 1000 amp panel that would be sufficient to handle
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the new equipment. However, once the design build team started their field work and
opened the 1000 amp panel, they discovered there were only 600amps of service.
Upon visiting the site, the Building Department Inspector confirmed the need to upgrade
the panel. This unforeseen condition was discovered after the original Council award.
Discussion
City staff worked with J.C. Chang Electrical Engineering Design Consultants, hired by
H.E.C. Engineers and Contractors, Inc., to prepare the design for the electrical upgrade
and obtain approval from the City of Santa Monica’s Building and Safety Division. The
electrical upgrade includes removal and replacement of electrical service cabinet
breakers and motor controllers, installation of new larger steel conduits and new wires,
coordination with Southern California Edison, connection and testing of existing
mechanical equipment to the new controller.
As a result of the needed electrical upgrade, City staff recommends that the City
Council approve an increase to Design-Build Agreement 8439 (CCS) in an amount not
to exceed $172,000 for additional services required to complete the project. With this
modification, the total amount of the contract will be $1,043,000.
H.E.C. Engineers and Contractors, Inc., has satisfactorily performed the East Wing
Ceiling Replacement Project which included electrical and lighting replacement. The
firm is thoroughly familiar with the electrical and mechanical systems requirements at
the Civic Auditorium.
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The work is scheduled to be completed within five weeks during the months of June and
July when scheduling for the Civic Auditorium has been blocked from taking
reservations.
Budget/Financial Impact
Funds required:
Electrical Upgrade $172,000
Total Required $172,000
Funds in the amount of $172,000 are available in the accounts:
C320563.589000 “Civic Auditorium Renovation $135,000
C320570.589000 “Civic Auditorium Stage
Lighting Equipment 37,000
Total Available $172,000
In order to complete the Civic Auditorium Cooling System Project, we will move
available funds from these projects to the “Civic Auditorium Cooling Tower” Project
C320811.589000.
Recommendation
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a modification to
Agreement 8439 (CCS) with H.E.C. Engineers and Contractors, Inc., in an
amount not to exceed $172,000 to upgrade the electrical service and;
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2. Authorize the City Engineer to issue any necessary modifications to complete
additional work within budget authority.
Prepared by: Craig Perkins, Director, Environmental and Public Works Management
Anthony Antich, P.E., City Engineer
Barbara Stinchfield, Director, Community and Cultural Services
Karen Ginsberg, Assistant Director, Community and Cultural Services
Carole Curtin, Event Facilities Manager
Reference to Amendment Contract No. 8439 (CCS)
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