sr-030309-1bCity Council Meeting: March 3, 2009
Agenda Item: ~ -~
To: Mayor and City Council
From: Lee E. Swain, Director, Department of Public Works
Subject: City Hall Seismic Retrofit Project and City Hall Heating, Ventilating, and
Air Conditioning (HVAC) Replacement Project
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a seventh modification to Contract No. 8529 (CCS) with Black and Veatch for
the City Hall Seismic Retrofit Project. This modification is not to exceed $76,324
(including 10% contingency) for a revised contract total of $2,202,619.
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 HVAC replacement project. Due to a shortfall
in total construction funding, the HVAC .replacement project will be postponed and its
funding will be used to enhance the seismic retrofit construction budget. A modification
to the scope of work for Contract No. 8529 (CCS) is required for the consultant to make
the required design revisions.. Contract No. 8725 (CCS) is being terminated. The
additional construction funds will increase the amount of retrofit that can be constructed
and meet FEMA's expectations.
Specifically, the consultant will revise the design of the Jail Area Tenant Improvement
project to include a stand alone HVAC system, and modify the phasing of construction,
construction specifications, and cost estimate of the Seismic Retrofit project. The
additional scope expands the consultant's services for the design of the seismic retrofit
of City Hall, including additional project management services, meetings and fees. A
contract extension of nine weeks beyond the execution of this modification is also
required.
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Background
Previous City Council authorizations for Contract 8529 (CSS) were granted on Mav 27•
2008, December 11, 2007, June 12, 2007, Mav 24, 2007, April 25, 2006, and November
22. 2005.
The design consultant has completed both the Seismic Retrofit and HVAC Replacement
projects. Both projects have been approved by Building and Safety and are ready for
construction. Complete retrofit plans were submitted to FEMA on May 2, 2008, and are
currently being reviewed for approval. Bidding for construction will occur after FEMA
approves the retrofit plans and scope of work.
Discussion
Black and Veatch was- retained originally for the design of the seismic retrofit to the City
Hall structure. Staff then initiated an HVAC replacement project to be executed at the
same time as the seismic retrofit project. The City anticipated a cost savings by
executing the construction of both projects at the same time and awarded a contract to
Black and Veatch for the HVAC design. Upon completion of the HVAC system design,
the overall construction cost of the combined seismic and HVAC projects exceeded the
City's initial estimates due to the added complexity of construction phasing, duration of
work per phase, and additional costs due to small areas of construction. As a result,
this reduces the amount of retrofitting that can be performed.
The amount of retrofitting that is possible utilizing the available FEMA funds does not
meet the original Disaster Survey Report (DSR) requirements developed in 1999. This
budget shortfall was identified early in the project and was described to FEMA in a letter
dated May 21, 2007, and the City's intention to proceed with the underfunded project
was confirmed by FEMA in a response letter dated August 3, 2007. The budget.
shortfall is due to increases to construction costs and additional construction scope.
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The City is required to increase its contribution to the seismic retrofit budget to meet the
amended DSR requirements. To address this funding shortfall, staff recommends
transferring funds from the HVAC replacement budget and postponing the construction
of the HVAC replacement project until replacement funds are identified.
Revisions to the bidding documents are required to separate the HVAC scope of work
from the Retrofit scope of work.
The HVAC improvements to areas of City Hall currently without adequate service will be
improved by Fall 2009. The current HVAC design can be constructed when funding
becomes available and can be adapted to operate efficiently as part of future
renovations.
A modification to the existing professional services agreement with Black and Veatch,
Contract No. 8529 (CCS) in the amount of $76,324 is required for the increased scope
of work. The modified agreement will extend the contract nine .weeks after the
modification is fully executed.
Financial Impacts & Budget Actions
The total cost of the modification to the Black and Veatch Contract No. 8529 (CCS) for
additional architectural services is $76,324. Funds in the amount of $76,324 are
available in account M010085.589000 which provided funding for the design of the
HVAC project. The total cost of the existing professional services agreement is
$2,126,295. The total cost of the modified professional services agreement is not to
exceed $2,202,619.
Prepared by:
Alex Parry, Architect
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Approved: Forwarded to Council:
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Lee E. Swain, Director P. ont Ewell
Department of Public Works C' anager
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Reference Amendment to
Contract No. 8529 (CCS).