SR-11-27-2012-3I 913-001/414-006City Council Meeting: November 27, 2012
Agenda Item: 51
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Contract Amendment for Geotechnical Testing Services for Civic Center
Parks
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to Professional Services Agreement No. 9395 (CCS) in an
amount not to exceed $86,460 with Koury Engineering & Testing, a California -based
company, to provide additional geotechnical testing services for the Civic Center Parks
(Palisades Garden Walk and Ken Genser Square Project). This will result in a new
agreement in the amount of $155,030.
Executive Summary
On January 24, 2012, Council approved a Guaranteed Maximum Price Amendment to
Design -Build Contract No. 9395 (CCS) in an amount not to exceed $47,014,773
(includes an approximate 5% contractor contingency, 10% owner contingency and
allowances) with W. E. O'Neil Construction Company, for construction services of the
Palisades Garden Walk and Ken Genser Square (named Ken Genser Square by
Council on October 2, 2012). That contract included a total allowance of $5,126,248 for
third -party contracts including geotechnical testing and inspection, deputy inspection,
hazardous material monitoring and abatement, utility connections, and other project
related costs.
During project scoping for inspection services, the Design Build team prepared a
preliminary schedule to identify the anticipated timeframes needed for various
inspection services. Additional tasks not included on the preliminary schedule have
been identified which will require additional geotechnical inspection and testing
services. These tasks include: trench compaction testing for subsurface drainage,
lighting, and irrigation; and compaction testing of planting topsoil, base aggregate under
concrete sidewalks, and subgrade work in Main Street. It is anticipated that additional
full -time or part-time geotechnical inspection and testing services will be required
throughout the duration of construction at a cost of $86,460.
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Background
On June 28, 2011 Council approved Design -Build Contract No. 9395 (CCS) with W. E.
O'Neil Construction Company (W. E. O'Neil) in the amount of $75,750, to provide
preconstruction services for the Palisades Garden Walk and Ken Genser Square
Project.
On January 24 2012, Council approved a Guaranteed Maximum Price Amendment to
Design -Build Contract No. 9395 (CCS) in an amount not to exceed $47,014,773
(includes an approximate 5% contractor contingency, 10% owner contingency and
allowances) with W. E. O'Neil Construction Company, for construction services of the
Palisades Garden Walk and Ken Genser Square. This resulted in a new contract in the
amount of $47,090,523, which included a total allowance of $5,126,248 for third -party
contracts including geotechnical testing and inspection, deputy inspection, hazardous
material monitoring and abatement, utility connections, and other project related costs.
Discussion
During project scoping for inspection services, the Design Build team prepared a
preliminary schedule to identify the anticipated timeframes needed for various
inspection services. Grading operations requiring geotechnical inspection and testing
were identified with an anticipated schedule of approximately 90 days. This information
was used during the scoping of Koury Engineering & Testing's original contract. As the
project schedule was revised and updated through the start of construction, it became
clearer after construction began that the grading and earthwork operations would
continue longer than identified in the initial schedule. This was based on additional
work required due to site restrictions identified as the retaining walls were constructed.
Additionally, tasks not included on the preliminary schedule were identified which would
require geotechnical inspection and testing services. These tasks include: trench
compaction testing for subsurface drainage, lighting, and irrigation; and compaction
testing of planting topsoil, base aggregate under concrete sidewalks, and subgrade
work in Main Street. It is anticipated that full -time or part-time geotechnical inspection
and testing services will be required throughout the duration of construction.
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Geotechnical inspections services are provided as needed during construction and paid
for at an approved hourly rate which will remain consistent with the rate proposed in
their initial bid.
Consultant Selection
On July 22, 2011, the City issued a Request for Qualifications (RFQ) for geotechnical
inspection and testing, deputy inspection, and material testing services for various City
projects. The RFQ was published in the Santa Monica Daily Press and posted on the
City's online bidding website. A total of 21 firms responded to the RFQ. A selection
committee comprised of Public Works staff reviewed the qualifications and developed a
prequalification list of firms. In January 2012, four firms from the prequalified list were
asked to provide proposals for geotechnical testing services for Palisades Garden Walk
and Ken Genser Square. Upon reviewing the proposals and meeting with the firms,
staff recommended Koury Engineering & Testing based on their proposal, competitive
prices (hourly rates), experience, references, and qualifications of the proposed project
inspection team. Subsequently, the City entered into Professional Services Agreement
No. 9395 (CCS) with Koury Engineering & Testing for $68,570.
Financial Impacts & Budget Actions
The agreement modification to be awarded to Koury Engineering & Testing is $86,460,
for an amended agreement total not to exceed $155,030. The January 24, 2012,
Council- approved Guaranteed Maximum Price Amendment to Design -Build Contract
No. 9395 (CCS) with W.E. O'Neil Construction Company included a total allowance of
$5,126,248 for third -party contracts, of which the Koury Engineering & Testing
agreement is one. Funds in the amount of $86,460 for the third -party contracts have
already been encumbered in the FY 2012 -13 budget in account R01207117.589000.
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The agreement modification
amount ($86,460)
will
be unencumbered
from
account
R012071.17.589000 and
encumbered as
a
separate item
in
account
R01207117.589600, under Design -Build Contract No. 9395 (CCS).
Prepared by: Christopher Lamm, CIP Project Manager
Approved:
V'4�a -
Martin Pastucha
Director of Public Works
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Forwarded to Council:
Rod Gould
City Manager
Reference
Amended Agreement
No. 9395
(CCS).