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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 1 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 2 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. 3 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 4 Reference Amended Contract Nos. 8529 (CCS) and 8725 (CCS).