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City of City Council Report
Santa Monica"
City Council Meeting: November 8, 2011
Agenda Item: 313
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: CityTV Tenant Improvements Contract Change Order and Modification
Recommended Action
Staff recommends that the City Council
1. Authorize the City Manager to negotiate and execute a fifth modification to
Professional Services Agreement No. 9014 (CCS) in the amount of $24,935 with
Nonzero Architecture, a California -based company, to provide additional design
services for the CityTV tenant improvements. This will result in a new agreement
appropriation not to exceed $285,944.
2. Authorize the City Manager to negotiate and execute a sixth change order to
Construction Contract No. 9307 (CCS) in the amount of $110,000, which
includes a 10% contingency, with SBS Corporation, a California -based company,
to provide additional construction services for the CityTV tenant improvements.
This will result in a new contract appropriation not to exceed $1,742,360.
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
CityTV is responsible for the government community cable channel of the City of Santa
Monica. CityTV had been operating from a leased space at 525 Broadway, and when
the lease expired in 2009, operations were temporarily relocated to 1717 4th Street. In
April 2010, the City purchased the building located at 1654 19th Street as a permanent
location for CityTV. The City hired Nonzero Architecture to provide design services and
SBS Corporation to provide construction services for this new facility. Since
construction began on this project in March 2011, there have been unknown existing
conditions that have impacted the cost of the project. As a result, staff is requesting a
fifth modification to Professional Services Agreement No. 9014 in the amount of
$24,935 for additional design services, and a change order to Construction Contract No.
9307 in the amount of $110,000 for additional construction services. The project is
estimated to be completed by the end of December 2011.
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Background
The CityTV channel is funded, programmed, and operated by the City, and is available
to every cable television subscriber within the City. CityTV's award winning station
provides live coverage of public meetings, news, series, and live call -in programming.
For the last 10 years, CityTV had been operating from a leased space at 525 Broadway,
and in April 2009, operations were temporarily relocated to 1717 4th Street.
In 2008, CityTV entered into a lease agreement at 1654 19th Street and on December 2
2008, Council approved Professional Services Agreement No. 9014 (CCS) with
Nonzero Architecture to provide design and bid preparation document services for the
tenant improvements of the new CityTV facility in an amount not to exceed $198,550.
On July 28, 2009 and February 23, 2010, Council approved additional funds in the total
amount of $62,459, for a total agreement appropriation of $261,009. To date, four
modifications to the agreement have been executed within budget authority for
additional design services related to the mechanical and seismic code requirements
including storm drain system upgrades, restroom upgrades, and waterproofing for the
building. In April 2010, the City decided to purchase and not to lease the building as a
permanent location for CityTV.
On December 14, 2010, Council approved Construction Contract No. 9307 (CCS) with
SBS Corporation in an amount not to exceed $1,632,360, for the tenant improvements
of the new CityTV facility. To date, five change orders have been executed within
budget authority as a result of the additional design changes.
Discussion
The construction of the CityTV tenant improvements began on March 21, 2011, and
since then there have been various unknown existing conditions that have impacted the
cost of the project, which include:
Limited space on the alley side of the building that made it difficult to install the
new utilities to the building, new fire sprinkler system double check detector
valve, and new trash enclosure. Additionally, some of the existing underground
utilities had to be relocated, including the existing roof drainage sump pump pit.
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• While excavating to install the new utilities to the building, excessive amounts of
concrete were found underground and had to be removed in order to install the
new underground utilities.
• Unforeseen and unidentified underground utilities were encountered while
excavating for the new electrical service at the alley. The contractor had to
carefully excavate around these existing utilities to install the new electrical
service to the building.
• The existing building did not have heating, ventilation, and air conditioning
(HVAC) since it was a former auto repair shop. During construction, it was very
difficult for the contractor to install the new HVAC system since there is limited
space in the approximately 4,800 square feet building, particularly above the new
television studio room.
• Although the placement of the new pad mounted 800 amp electrical transformer
was approved by the electric company, the transformer had to be eliminated due
to clearance issues on the alley side of the building. The electrical service to the
building was revised from an 800 amp pad mounted transformer to a 600 amp
pole mounted transformer. This change affected the work that was already
completed on and off site.
• Termite damage was found at the existing plywood substrate on the roof and this
plywood had to be replaced before installing the new roofing.
• The existing roof drains and roof drain piping were found to be leaking and in
very poor condition after the existing roofing was removed. These roof drains
had to be replaced before the new roofing was installed.
These unknown existing conditions impacted the project budget and resulted in $24,935
in additional design costs and $110,000 in additional construction costs. A fifth
modification to Professional Services Agreement No. 9014 with Nonzero Architecture
and a sixth change order to Construction Contract No. 9307 with SBS Corporation are
required to increase the scope of work and address the unforeseen conditions. The
project is estimated to be completed by the end of December 2011.
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Financial Impacts & Budget Actions
The fifth modification to Professional Services Agreement No. 9014 (CCS) to be
awarded to Nonzero Architecture is $24,935, and the sixth change order to Construction
Contract No. 9307 (CCS) to be awarded to SBS Corporation is $110,000, which
includes a 10% contingency. Funds are included in the FY2011 -13 budget at account
0044031.589000, CityTV Studio- Adelphia Funds.
Prepared by: Karen Domerchie, Project Manager
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Forwarded to Council:
Rod Gould
City Manager
Reference Amended
Contract No. 9014 (CCS)