SR-080527-1HCity Council Meeting: May 27, 2008
Agenda Item:
To: Mayor and City Council
From: Joan Akins, Acting Director - Environmental and Public. Works
Management
Subject: Contract Modifications for the City Hall Seismic Retrofit Project and City
Hall Heating, Ventilating, and Air Conditioning Replacement Project
Recommended Action
Staff recommends that the City Council
1. authorize the City Manager to negotiate and execute a sixth modification to
Contract No. 8529 (CCS) with Black and Veatch for the City Hall Seismic Retrofit
Project. This modification is not to exceed $223,894 (including 10% contingency)
for a revised contract total of $2,126,295; and
2. authorize the City Manager to negotiate and execute a third modification to
Contract No. 8725 (CCS) with Black and Veatch for the City Hall HVAC
Replacement Project. This modification is not to exceed $84,848.50 (including
10% contingency) for a revised contract total of $405,514.50.
Executive Summary
Black and Veatch is currently under Contract No. 8529 (CCS) to provide design
services for the City Hall Seismic Retrofit project, and Contract No. 8725 (CCS) to
provide design services for the- City Hall Heating, Ventilating, and Air Conditioning
(HVAC) replacement project. Revisions to the elevator and electric room designs, and
multiple presentations to City Council and Landmarks Commission, have increased the
scope, schedule and costs of the Seismic Retrofit and HVAC- Replacement design
projects. Modifications to the existing contracts are required for the consultant to
complete the design phase, which includes improvements to the jail tenant area as part
of the seismic retrofit project, and the electrical room addition as part of the HVAC
replacement project.
Specifically, the consultant will develop a revised interior office layout to accommodate
the interior elevator, and revise structural engineering for the construction of the interior
elevator shaft. The additional scope expands the consultants services for the design of
the Seismic Retrofit of City Hall, including additional project management services,
meetings and fees. A contract extension to October 1, 2008 is also required. This
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modification increases the consultant's fee from the fourth modification total of
$1,902,404 to a total not to exceed $2,126,295.
The consultant will also develop plans for the addition of an exterior electrical room.
Development of these plans requires additional consultant services for the design of the
City Hall HVAC replacement project, and extends the contract time to September 1,
2008. This modification increases the consultant's fee from the original contract total of
$320,666 to a total not to exceed $405,514.50.
Background
The location of the exterior elevator, electric room, ISD office entry and ramp was first
presented to the Landmarks Commission on October 8. 2007. The project was then
presented to City Council on November 13, 2007, at which time staff was directed to
move the elevator to the interior of the building and to explore alternative locations for
the proposed new electrical room: Council approved the interior location of the elevator
and the location of the new electrical room on February 12 2008.
On March 10, 2008, staff presented to the Landmarks Commission the schematic plans
for the proposed exterior electrical room addition and ISD office entry ramp to City Hall.
The Commission approved the location of the electrical room and requested revisions to
the layout of the ISD office entry ramp. The revisions to the jail area were approved
April 14, 2008.
Previous City Council authorizations were granted on, December 11, 2007, June 12.
2007, Mav 24, 2007, April 25, 2006, and November 22, 2005.
Discussion
A modification to the existing professional services agreement with Black and Veatch,
Contract No. 8529 (CCS) in the amount of $223,894 is required for the increased scope
of work. Services to be added to the existing scope include additional project meetings,
additional cost estimates, multiple revisions, to the elevator schematic design
documents, revisions to the new Information System Department (ISD) offices and
restrooms, design of an interior elevator, restrooms, revised ISD office entry ramp, and
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additional survey work. A six-month extension to the current agreement is required due
to additional time spent in obtaining City Council approval. With this modification, the
agreement will now expire on October 1, 2008, and the new agreement is not to exceed
$2,126,295. The modification to the existing agreement is funded by FEMA grant funds
and General Funds. FEMA has approved the use of seismic retrofit funds for this
project.
A modification to the existing professional services agreement with Black and Veatch,
Contract No. 8725 (CCS) in the amount of $84,848.50 is required for the increased
scope of work. Services to be added to the existing scope include additional project
meetings, design and construction documents for the new electric room, additional site
surveys and cost estimates. A four-month extension to the current agreement is
required due to the additional time spent in obtaining City Council approval. The
modified agreement will now expire on September 1, 2008, and the agreement is not to
exceed $405,514.50. The modification to the existing agreement is funded by General
Funds.
Americans with Disabilities Act Access Ramp
The new ramp is required for the operation of the office space located in the renovated
jail area. The jail area renovation is part of the FEMA funded Seismic Retrofit project.
The location of the entry door has not been revised from the original presentation. The
new location is highlighted on Attachment 1. The revised location does not have an
impact on the interior functioning of the space.
Environmental Analysis
FEMA requires that the project be reviewed and approved by the State Historic
Preservation Officer (SHPO). FEMA will submit the project to SHPO after the City
provides final construction drawings documenting grant-funded construction scope.
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Commission Action
The exterior electric room addition and jail area ramp projects have been presented to
Landmarks Commission and approved on March 10 and April 14, 2008, respectively.
Financial Impacts & Budget Actions
The total cost of the modification to the Black-and Veatch contract No. 8529 (CCS) for
additional architectural services is $223,894. Funds in the amount of $223,894 are
available in account E130748.555010, "City Hall Seismic Retrofit." The total cost of the
modified professional services agreement is not to exceed $2,126,295.
The total cost of the modification to the Black and Veatch contract No. 8725 (CCS) for
additional architectural services is $84,848.50.. Funds in the amount of $84,848.50 are
available in account M010085.589000, "City Facility Maintenance." The total cost of the
modified professional services agreement is not to exceed $405,514.50.
Prepared by: Alex Parry, Architect
Approved:
Forwarded to Council:
Joa ins ont Ew II
Actin Director -Environmental and Cit Manager
Public Works Management Department
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Reference
Amended Contract
Nos. 8529 (CCS)
and 8725 (CCS).