sr-022812-3gCity Council Meeting: February 28, 2012
Agenda Item: 3-C-1,
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Bike Parking Facilities Contract Change Order and Agreement
Modification
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a fifth change order to
Construction Contract 9301 (CCS) in an amount not to exceed $117,666 with
Icon West, Inc., a California -based company, for additional construction services.
This will result in a new contract in the amount of $1,651,823.
2. Authorize the City Manager to negotiate and execute a fourth modification to
Professional Services Agreement 9302 (CCS) in an amount not to exceed
$22,110 with Civil Source, Inc., a California -based company, for additional
construction management services. This will result in a new contract in the
amount of $283,248.
3. Authorize the Director of Public Works to issue any necessary change orders to
complete additional work within budget authority.
Executive Summary
In December 2010, Council approved a contract with Icon West, Inc. in the amount of
$1,385,907 for construction services and a contract with Civil Source, Inc. in the amount
of $193,938 for the construction management services for the bike parking facilities at
Parking Structures 7 and 8. This project is funded by a Metro grant. Upon completion
of the project, new unforeseen conditions and new code requirements were discovered
and required additional services to close out the project. Staff recommends a fifth
change order to Construction Contract 9301 (CCS ) with Icon West, Inc. in the amount
of $117,666 for a total contract of $1,651,823, and a fourth modification to Professional
Services Agreement 9302 (CCS) in the amount of $22,110 for a total contract of
$283,248 to close out the project. The additional funding requests are within approved
Metro grant funding authority.
1
Background
The Bike Parking Facilities Project in Parking Structures 7 and 8 was funded by a Metro
grant that required the design process to be completed and approved by the California
Department of Transportation (Caltrans) for the FY2009 -10 funding year. In order to
meet the funding deadline, the City moved forward with completing the design prior to
selecting a bike facility operator and bike access control system.
On December 7, 2010, Council approved Construction Contract 9301 (CCS) with Icon
West, Inc., in the amount of $1,385,907, and Professional Services Agreement 9302
(CCS) with Civil Source, Inc. in the amount of $193,938, for construction management
services of bike parking facilities at Parking Structures 7 and 8. Construction started on
March 1, 2011.
On April 26, 2011, Council approved a contract with Bike and Park, LLC as the operator
of the new bike facilities.
On June 28, 2011, Council approved a first change order in the amount of $148,250
with Icon West, Inc. for added scope requested by the facilities operator and enhanced
technology software. Change orders two through four were also issued, within budget
authority previously approved by Council, to resolve other project unforeseen
conditions.
On August 9 2011, Council approved a first modification in the amount of $67,200 with
Civil Source, Inc. to provide additional construction management services for the
project. Subsequently, modifications two and three were also issued, within budget
authority previously approved by Council, to extend construction management services
due to additional work that needed to be completed by the contractor, Icon West, Inc.
2
Discussion
Near the end of construction, additional scope and new unforeseen conditions were
encountered. Some of these items included:
• Relocation of an existing transformer in Parking Structure 7. The transformer
was not code compliant and needed to be relocated. In addition, a security fence
was installed to separate Bike Center members from the transformer and
disconnect switch.
• Installation of additional emergency exit signs. Additional exit signage and
modifications to existing signage are required to meet current code requirements.
• Relocation of exterior signage to improve visibility to public. The original sign
locations were deemed to be hidden by several street trees and light poles.
Relocation of the sign included extending lighting to the revised location. In
addition, photo cells were added at each sign to turn off the lighting during
daytime hours.
• Installation of conduit and cabling from the Santa Monica Place's main point of
entry to each facility for telecommunications. Each facility requires phone data
for emergency "blue light" phone and operation. Telecommunications service
was not available at either facility. As a result, a conduit and cabling had to be
run from the site's main entry location to get access. This work included several
hundred feet of conduit and cabling to each facility.
• Revisions to power door openers. Upon installation of the power door openers at
Parking Structure 8, it was discovered that existing conditions required
modification to the previously installed door in order for the opener to function
properly.
• Upon final installation of garage access (gate) doors in each structure, it was
determined that a steel angle and plexiglass was needed to eliminate
unauthorized access to the facilities.
• Additional administrative costs as defined by the contract for additional
compensable days added to the contract.
• Modification to the bicycle racks to provide tamper proof locking arms.
As a result of these new unforeseen conditions, a fifth change order to Construction
Contract 9301 (CCS ) with Icon West, Inc. in the amount of $117,666, and a fourth
modification to Professional Services Agreement 9302 (CCS) in the amount of $22,110
with Civil Source, Inc. are required to close out the project.
3
Financial Impacts & Budget Actions
The fifth change order to Construction Contract 9301 (CCS) to be awarded to Icon
West, Inc. is $117,666, for a new contract total of $1,651,823. The fourth modification
to Professional Services Agreement 9302 (CCS) to be awarded to Civil Source, Inc. is
$22,110, for a new contract total of $283,248. Funds in the amount of $139,776 are
available in the FY2011 -13 budget in account C207011.589052. The fund requests are
within approved Metro grant funding authority.
Prepared by: Alex Parry, Senior Architect
Approved: Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
0
Reference Amended
Contract Nos. 9301 (CCS)
and 9302 (CCS).