SR 08-23-2011 3OCity Council Meeting: August 23, 2011
Agenda Item: 3° O
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Agreement Modifications and Change Order for Big Blue Bus
Administration Building Improvements
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a modification to
Professional Services Agreement No: 8956 (CCS) in the amount of $76,544
(includes a 10% contingency), for a total contract amount of $487,423, with
Harley Ellis Devereaux Corporation, aMichigan-based company with offices in
Los Angeles, for additional design and construction administration services for
the Big Blue Bus administration building improvements.
2. Authorize the City Manager to negotiate and execute a change. order to
Construction Contract No: 9258 (CCS) in the amount of $462,000 (includes a
10% contingency) for a total contract amount of $3,427,328, with Thomco
Construction, Inc., a California-based company, for additional construction
services for the tenant improvements at the Big Blue Bus administration building.
3. Authorize the City Manager to negotiate and execute a modification to
Contractual Services Agreement No. 9260 in the amount of $28,922 (includes a
10% contingency), for a total agreement amount of $338,722, with Design Space
Modular, aCalifornia-based company, for a trailer lease extension to house Big
Blue Bus staff on-site in temporary trailers during the administration building
construction.
4. Authorize the Director of Public Works to issue any necessary change orders to
complete the work within. budget authority.
Executive Summary
The Big Blue Bus administration building construction began on December 20, 2010.
During construction, unforeseen conditions were discovered, delaying the completion of
the project, increasing the scope of work and adding costs to existing contractual
agreements for the project. Some of these existing conditions include bringing certain
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fire-safety items up to current building and fire codes, providing adequate-power supply
for the building technologyand repairing termite damage.
In order to resolve these discoveries and complete the project, modifications to three
existing contracts are required:
• A modification to Professional Services Agreement No. 8956 (CCS) with Harley
Ellis Devereaux Corporation in the amount of $76,544, for a total agreement
amount of $487,423, for additional design services.
• A change. order to Contract No. 9258 (CCS) with Thomco Construction, Inc. in
the amount of $462,000, for a total contract amount of $3,427,328, for additional
construction work.
• A modification to Contractual Services Agreement No. 9260 (CCS) with Design
Space Modular in the amount of $28,922, for a total lease amount of $338,722,
to extend the trailer lease for another two months.
Background
Professional Services Agreement
On July 23, 2008, Council approved a Professional Services Agreement No. 8956
(CCS) in the amount of $193,954 with Harley Ellis Devereaux for interior design
services to improve the Big Blue Bus administration building. The Agreement was
modified on December 2, 2008 to increase by $71,395, for a total Agreement amount of
$265,349, to include exterior redesign on the north and south sides of the building, work
contributing to obtaining LEED certification, and CAD drafting and field verification
services. This Agreement was further modified on August 11, 2009 to increase by
$145,530, for a total agreement amount of $410,879, to incorporate replacement of the
heating, ventilation and air conditioning (HVAC) system, as well as additional LEED and
ADA compliance. items.
Construction Contract
On August 10, 2010, Council approved Contract No. 9258 (CCS) in the amount of
$2,965,328 with Thomco Construction, Inc. for the Big Blue Bus administration building
construction.
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Trailer Lease Agreement
During construction, Big Blue Bus staff could not occupy the building and were
temporarily relocated. Staff who had to remain on site are housed in temporary trailers
leased by the City. On August 10, 2010, Council approved Contractual Services
Agreement No. 9260 (CCS) in the amount of $253,000 with Design Space Modular for
the temporary trailers. Due to project delays, on June 14, 2011, Council approved a
four-month lease extension in the amount of $56,800, for a total contract amount of
$309,800.
Discussion
The Big Blue Bus administration building renovation began on December 20, 2010.
Upon further investigation during construction, additional unforeseen conditions were
discovered, delaying the completion of the project. The unforeseen conditions that
require resolution to complete the project include:
• Relocating existing fire sprinkler lines, electrical lines, plumbing vent and water
supply lines to clear a path to install new heating, ventilation and air conditioning
ductwork.
Making corrections to existing fire rated shafts that do not meet current building
and fire codes.
Installing rated walls to two existing stairwells as required per current building
and fire codes.
Bracing existing wall framing at several locations of the building to the ceiling as
required per current building codes.
Purchasing and installing additional .panels, conduit and wiring for the main
distribution frame room (main information technology room) to provide adequate
power supply.
Removing and replacing existing damaged mortar bed flooring in the restrooms.'
Repairing water damage at the existing walls of-the east stairwell due to improper
waterproofing.
Repairing termite damage found under the existing flooring in the lobby area.
There were no as-built plans for the facility, and therefore staff could not
anticipate the extent of code corrections required once the walls were opened
and deficiencies discovered.
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Modifications to three existing contracts are required to increase scope of work and
address the unforeseen conditions. Staff estimates that addressing the conditions will
delay the completion date by an additional two months. The total project delay is
expected to be approximately six months to November 2011.
Financial Impacts & Budget Actions
The modification amount to be awarded to Harley Ellis Devereaux Corporation is
$76,544 (includes 10% contingency), for a total agreement amount of $487,423. Funds
are available in the FY2011-12 budget in account 0410104.589100, Campus
Expansion.
The change order amount to be awarded to Thomco Construction, Inc. is $462,000
(includes 10% contingency), for a total contract amount of $3,427,328. Funds are
available in the FY2011-12 budget in account 0410104.589100, Campus Expansion.
The modification to be awarded to Design Space Modular is $28,922 (includes a 10%
contingency), for a total agreement amount of $338,722. Funds are available in the
FY2011-12 budget in account 0410104.589100, Campus Expansion.
Prepared by: Karen Domerchie, Project Manager
Approved: Forwarded to Council:
'-~ e=~
Martin Pastucha Rod Gould
Director of Public Works City Manager
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Reference Amended
Contract Nos. 8956 (CCS),
9258 (CCS), and 9260
(ccs)