SR-121107-1F~_
;tYof City Council Report
Santa Monica
City Council Meeting: December 11, 2007
Agenda Item:
To: Mayor and City Council
From: Craig Perkins, Director -Environmental and Public Works Management
Subject: Approval of Third Modification to the Existing Professional Services
Agreement for the City Hall Seismic Retrofit Project for Contract
Extension, Modification of Existing Scope and Scope Addition.
Recommended Action
Staff recommends that the City Council:
1. authorize the City Manager to negotiate and execute a third modification to
Contract No. 8529 (CCS) with Black and Veatch, modifying the existing scope,
schedule, and cost of the Seismic Retrofit Project. This total modification is not to
exceed $213,826 (including 10% contingency) for a revised contract total of
$1,524,715; and
2. authorize the City Manager to negotiate and execute a third modification to
Contract No. 8529 (CCS) with Black and Veatch, adding the new scope of Jail
Area Tenant Improvement (TI), elevator addition, restroom addition, and electric
room addition scope, schedule, cost to the existing Seismic Retrofit Project. This
total modification is not to exceed $377,686 (including 10% contingency) for a
revised contract total of $1,902,401.
Executive Summary
Black and Veatch is currently under Contract No. 8529 (CCS) to provide design
services for the seismic retrofit of City Hall. This project has two major components,
seismic retrofit to City Hall and tenant improvement to the jail area. These two
components include numerous scopes of work which are monitored with itemized cost
breakdowns. Recommendation #1 relates to the scope included within the existing
seismic retrofit cost breakdown and is required to complete the Seismic Retrofit Project.
Recommendation #2 relates to Jail Area TI new scope that will be tracked in a separate
cost breakdown within the existing Seismic Retrofit Project and is necessary to
complete the new elevator/electrical room addition. The two part recommendation is
presented in order to facilitate Council's flexibility in approving the scopes separately.
Staff recommends that Council approve Recommendation #1 to allow the consultant to
complete their existing scope of work and approve Recommendation #2 to allow the
consultant to continue development of the elevator/electrical room addition required to
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provide a code compliant TI to the jail area. Staff requests authorization of
recommendation one and two.
Recommendation #1 provides an extension to the current contract to develop
construction drawings due to the extensive coordination of "Construction Phasing"
required between the Seismic Retrofit and Heating Ventilating Air Conditioning (HVAC)
Replacement Projects. This contract extension requires additional project management
services, additional fees and expands the consultant's services for the design of the
seismic retrofit of City Hall to March 31, 2008. This modification increases the
consultant's fee from the Second Modification total of $1,310,889 to a total not to
exceed $1,524,715.
Recommendation #2 authorizes the consultant to develop plans for the Jail Area TI,
data center relocation, new elevator, and new electric room in conformance with
direction given by Council given in study session. Development of these TI plans
requires additional services, fees and expands the consultant's services for the design
of the seismic retrofit of City Hall to May 31, 2008. This modification increases the
consultant's fee from the Second Modification total of $1,310,889 to a total not to
exceed $1,902,401. Staff recommends authorization of this modification to allow the
consultant to continue work on the design within Federal Emergency Management
Agency (FEMA) grant expenditure deadlines.
Discussion
The City intends to construct the Seismic Retrofit project and the HVAC replacement
project simultaneously. This construction approach will provide less disruption to
services at City Hall and will lower construction costs. This approach requires a high
level of coordination between the construction documents, the bidding documents, and
the construction activities of the two projects. The HVAC replacement project provides
the critical factors in determining the size and phasing of the construction zones,
therefore completion of the Seismic Retrofit project bidding package cannot be
completed prior to completion of the HVAC replacement project bidding package.
Additional services are also being added for assistance during the bidding phase, which
were not included in the original contract or previous modifications.
FEMA has approved utilizing grant funds for the design and construction of the data
center relocation, Jail Area TI project for the relocation of Information Systems
Department (ISD) and the construction of a new elevator.
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City Hall currently houses the main data center that serves all City facilities. This data
center and ISD offices must be relocated in preparation for the Seismic Retrofit Project.
The proposed new location for the data center and ISD offices is in the vacant jail in City
Hall. Conversion of the jail into the data center and offices requires addition of an
exterior elevator, restrooms and a new main entry door. Increased power requirements
of the new data center and elevator create additional electrical demands that require a
larger main electrical service to the building. This new electrical service requires the
addition of an exterior electrical room.
The current total estimated construction cost for the City Hall Seismic Retrofit Project is
approximately $10.5 million. Funds have been approved by FEMA for the additional
design work by Black and Veatch, with the exception of funds for construction of the
electrical room, which is ineligible under federal guidelines.
Previous Council Actions
On May 24, 2007, City Council authorized the second modification to the Professional
Services Agreement with Black and Veatch for design of the City Hall Seismic Retrofit
Project. On April 25, 2006, City Council authorized the first modification to the
Professional Services Agreement with Black and Veatch for design of the City Hall
Seismic Retrofit Project. On November 22, 2005, City Council authorized the
negotiation of a professional services agreement with Black and Veatch, Contract No.
8529 (CCS) for design of the City Hall Seismic Retrofit Project.
Contract Modification
Recommendation #1- A modification to the existing professional services agreement
with Black and Veatch, Contract No. 8529 (CCS) in the amount of $213,826 is required
for the increased scope of work. This modification includes both additive and deductive
scopes. Services to be added to the existing scope include the project management
during the completion of the Seismic Retrofit construction documents and services
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during the construction bidding process. Services to be deducted from the existing
scope include portions of the as-built process (second modification), not completed due
to unforeseen site conditions. A three month extension of the project completion date is
also required. The modified agreement will now expire on March 31, 2008. With this
modification, the new agreement is not to exceed $1,524,715. The modification to the
existing agreement is funded by FEMA grant funds.
Recommendation #2- A modification to the existing professional services agreement
with Black and Veatch, Contract No. 8529 (CCS) in the amount of $377,686 is required
for the increased scope of work. Services to be added to the existing scope include the
creation of design and construction documents of the new ISD offices, an exterior
elevator, an electric room, restrooms, and a new ISD office entry door. A three month
extension of the project completion date is also required. The modified agreement will
now expire on May 31, 2008. With this modification, the new agreement is not to
exceed $1,902,401. The modification to the existing agreement is funded by FEMA
grant funds and General Funds. FEMA has approved the use of grant funds for the
elevator addition project. The electric room addition is ineligible under FEMA
regulations. General funds will utilized to fund the electrical room portion of this contract
modification.
Financial Impacts & Budget Actions
Recommendation #1-The total cost of the modification to the Black and Veatch contract
for project management services is $213,826.
Funds in the amount of $213,826 are available in account E130748.555010, "City Hall
Seismic Retrofit." The total cost of the modified professional services agreement is not
to exceed $1,524,715.
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Recommendation #2- The total cost of the modification to the Black and Veatch contract
for architectural services is $377,686. Design of the new electric room will be funded
with General Funds ($15,750).
Funds in the amount of $361,936 are available in account E130748.555010, "City Hall
Seismic Retrofit." Funds in the amount of $15,750 are available in account
0010162.589000, "City Hall Expansion." The total cost of the modified professional
services agreement is not to exceed $1,902,401.
Prepared by:
Alex Parry ,Architect
Approved:. Forwarded to Council:
oar
C~ig Perkins " ~,Y_amont Ewell
Director -Environmental and Public City Manager
Works Management
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Reference
Amended Contract
No. 8529 (CCS).