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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. 1 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. 2 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 3 Approved: Forwarded to Council: ~~~,,: /~ Lee E. Swain, Director P. ont Ewell Department of Public Works C' anager 4 Reference Amendment to Contract No. 8529 (CCS).