title
APPROVE MOTION TO AUTHORIZE PROFESSIONAL SERVICES CONTRACT AMENDMENT NO. 7, EXECUTE AMENDMENT NO. 2, AND AUTHORIZE CONTRACT CHANGE ORDER NO. 7 FOR THE NEW CITY HALL RENOVATIONS AND RELOCATION PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize the City Manager to execute Professional Services Contract Amendment No. 7 in the amount of $820,000 with Indigo | Hammond + Playle Architects, LLP, for design support during construction for the New City Hall Renovations and Relocation, Project No. E016015.
2. Authorize the City Manager to execute Amendment No. 2 to the Professional Services Contract with Griffin Structures, Inc., in the amount of $288,464, for construction management services for the New City Hall Renovations and Relocation, Project No. E016015.
3. Authorize the City Manager to execute Contract Change Order No. 7 in the amount of $93,261.41 with Roebbelen Contracting, Inc. for construction of the New City Hall Renovations and Relocation, Project No. E016015.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
body
Summary
This project is renovating two five-story buildings (one building includes a basement) including on- and off-site improvements. Upon completion, the majority of City departments will be relocated into the buildings. This project is approximately 60 percent complete and was included in the 2018-23, 2019-24, 2020-25, and 2021-26 Five-Year Capital Improvement Plans (CIPs).
On December 17, 2019, by Motion No. 2019-12-17-1108, Council awarded a Professional Services Contract in the amount of $1,392,900 to Indigo | Hammond + Playle Architects, LLP (Indigo), of Davis, CA, for architectural design and engineering/construction drawings for Tenant Improvements to the Waterfront Towers for the Relocation of City Hall project.
On November 16, 2021, by Resolution No. 2021-11-16-1205, Council awarded a Professional Services Contract in the amount of $722,000 to Griffin Structures, Inc. (Griffin) of Santa Clara, CA, for construction management services for the New City Hall Renovations and Relocation, Project No. E016015.
On May 3, 2022, by Resolution No. 2022-05-03-0902, Council awarded a Construction Contract in the amount of $42,348,123 to Roebbelen Contracting, Inc. (Roebbelen) of El Dorado Hills, CA, for construction of the New City Hall Renovations and Relocation, Project No. E016015.
Building remodel type projects of this size and complexity often experience unforeseen conditions that require a team approach to resolve. The contractor, architect, and construction management staff all play key roles. While these issues are expected to decrease as the project progresses, the volume of changes require adjustments to contracts to ensure that adequate supervision and guidance are provided to project completion.
It is recommended that Council approve Professional Services Contract Amendment No. 7 in the amount of $820,000 with Indigo so that they can continue to respond to inquiries from the contractor, provide design alterations to work around field conditions, and provide design changes initiated by the City. To date, six Professional Services Contract Amendments totaling $1,803,233 have been approved with Indigo. Upon approval of Amendment No. 7, the revised total contract amount will be $4,016,133.
It is also recommended that Council approve Professional Services Contract Amendment No. 2 in the amount of $288,464 with Griffin to provide additional funds to continue to monitor daily construction activities for compliance to plans and specifications. Amendment No. 1 in the amount of $169,832 with Griffin was approved for additional enhanced scheduling and construction management services required on the project. Upon approval of Amendment No. 2, the revised total contract amount will be $1,180,296.
It is further recommended that Council approve Contract Change Order (CCO) No. 7 in the amount of $93,261.41 with Roebbelen to provide waterproofing to the basement walls. To date, six CCOs totaling $4,300,017.59 have been approved with Roebbelen. Upon approval of CCO No. 7, the revised total contract amount will be $46,741,402.
Council approval is required, as each of these contract changes or amendments exceed the administrative authority for change orders or amendments. Upon Council approval of the recommended contract changes or amendments, the administrative authority will be reset, providing the City Manager with authority to approve future contract changes or amendments up to the new calculated limits. The recommended actions do not increase project budget.
DISCUSSION
Background
The Tenant Improvements to the Waterfront Towers for the Relocation of City Hall project site is located at 501 and 509 West Weber Avenue, at the northwest corner of Weber Avenue and Lincoln Street (Attachment A - Vicinity Map). The project is in the process of renovating two five-story buildings (one building includes a basement) including on- and off-site improvements. Upon completion, the majority of City departments will be relocated into the buildings. The project was included in the 2018-23, 2019-24, 2020-25, and 2021-26 Five-Year CIPs and funded by multiple funding sources.
On December 17, 2019, by Motion No. 2019-12-17-1108, Council awarded a Professional Services Contract in the amount of $1,392,900 to Indigo of Davis, CA, for architectural design and engineering/construction drawings for Tenant Improvements to the Waterfront Towers for the Relocation of City Hall project.
Amendment Nos. 1 through 6 with Indigo were previously approved for various changes needed during the design and construction phases. In the construction phase, the architect plays an integral role in providing design support. Building remodel type projects of this size and complexity often experience unforeseen conditions that require a team approach to resolve. The contractor, architect, and construction management staff all collaborate to resolve construction issues. The architect must be available to respond to requests for information from the contractor. Construction issues often require input from the architect, or modification to the original design to address field conditions. While these issues are expected to decrease as the project progresses, the volume of changes on a project of this size require constant attention. The project is nearing completion. However, guidance of resolving field issues and completing project close out work will be required from the project architect. Indigo has submitted Amendment No. 7 for the needed extra services.
On November 16, 2021, by Resolution No. 2021-11-16-1205, Council awarded a Professional Services Contract in the amount of $722,000 to Griffin of Santa Clara, CA, for construction management services for the New City Hall Renovations and Relocation, Project No. E016015. Amendment No. 1 in the amount of $169,832 with Griffin was approved for additional enhanced scheduling and construction management services required on the project. Amendment No. 2 in the amount of $288,464 provides additional construction management services to complete the project. Significant field changes, material supply chain issues, utilities coordination, and other project issues have delayed the New City Hall project. This can be expected for a project of this size. Due to these delays, the contract with Griffin will need to be extended to account for the additional time needed to manage the project through completion and close out of the project. Griffin has submitted Amendment No. 2 for the needed extra services.
On May 3, 2022, by Resolution No. 2022-05-03-0902, Council awarded a Construction Contract in the amount of $42,348,123 to Roebbelen of El Dorado Hills, CA, for construction of the New City Hall Renovations and Relocation, Project No. E016015.
To date, six CCOs have been approved with Robbelen for multiple changes and additions including: additional demolition; more heating, ventilation, and air conditioning upgrades; elevator upgrades; concrete structural repairs; additional exterior insulation finish system work; fire prevention additions; expedited electrical metering switchboard, floor plan changes, and other miscellaneous building additions. CCO No. 7 provides waterproofing to the basement walls to prevent water intrusion.
Present Situation
Many unforeseen conditions arise with a building remodel project of this size and complexity. In addition, new work is often added to the project that requires new architectural details or plan sheets. Therefore, heavy involvement is needed throughout construction by the architect as well as the construction manager.
It is recommended that Council approve Professional Services Contract Amendment No. 7 in the amount of $820,000 with Indigo for design support during construction for the New City Hall Renovations and Relocation, Project No. E016015. The revised total contract amount will be $4,016,133 (Attachment B).
It is also recommended that Council approve Professional Services Contract Amendment No. 2 in the amount of $288,464 with Griffin for construction management services for the New City Hall Renovations and Relocation, Project No. E016015. The revised total contract amount will be $1,180,296 (Attachment C).
It is further recommended that Council approve CCO No. 7 in the amount of $93,261.41 with Robbelen for construction of the New City Hall Renovations and Relocation, Project No. E016015. The revised total contract amount will be $46,741,402 (Attachment D).
Council approval is required as each of these respective contract changes or amendments exceed the administrative authority for change orders or amendments. Upon Council approval of the recommended contract changes or amendments, the administrative authority will be reset, providing the City Manager with authority to approve future contract changes or amendments up to the new calculated limits. The recommended actions do not increase project budget.These contract changes are needed to provide the necessary funding and authority to make further changes administratively to successfully complete this critical project. The project construction is approximately 60 percent complete and is expected to be completed in summer of 2024.
FINANCIAL SUMMARY
There is sufficient funding in the Tenant Improvements to the Waterfront Towers for the New City Hall Renovations and Relocation, Project No. E016015 (formerly PW1615), Account No. 4510-418-800007-300-000-30-45-000-000, to approve Professional Services Contract Amendment No. 7 with Indigo in the amount of $820,000. With approval of Professional Services Contract Amendment No. 7, the revised total contract amount with Indigo is increased to $4,016,133. It is anticipated that Professional Service Contract Amendment No. 7 will provide adequate funding for architectural services into the spring of 2024, at which time their remaining scope of work will be re-evaluated.
There is sufficient funding in the New City Hall Renovations and Relocation, Project No. E016015 (formerly PW1615), Account No. 4510-418-800007-300-000-30-45-000-000, to approve Professional Services Contract Amendment No. 2 with Griffin in the amount of $288,464. With approval of Professional Services Contract Amendment No. 2, the revised total contract amount with Griffin is increased to $1,180,296.
There is sufficient funding in the New City Hall Renovations and Relocation, Project No. E016015 (formerly PW1615), Account No. 4510-418-800007-300-000-30-45-000-000, to approve CCO No. 7 with Roebbelen in the amount of $93,261.41. With approval of CCO No. 7, the revised total contract amount with Roebbelen is increased to $46,741,402.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Vicinity Map
Attachment B - Amendment No. 7 with Indigo
Attachment C - Amendment No. 2 with Griffin
Attachment D - CCO No. 7 with Roebbelen