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APPROVE MOTION TO AUTHORIZE STANDARD AGREEMENT AMENDMENT NO. 14, AND AUTHORIZE PROFESSIONAL SERVICES CONTRACT AMENDMENT NO. 11 FOR THE NEW CITY HALL RENOVATIONS AND RELOCATION PROJECT (SINGLE DISTRICT - DISTRICT 5)
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RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Authorize Standard Agreement Amendment No. 14 in the amount of $200,000 with Indigo | Hammond + Playle Architects, LLP for design support during construction for the New City Hall Renovations and Relocation, Project No. E016015.
2. Authorize Professional Services Contract Amendment No. 11 in the amount of $320,989 with Griffin Structures, Inc. for construction management services for 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.
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Summary
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 Capital Improvement Plans (CIPs).
On December 17, 2019, by Motion No. 2019-12-17-1108, Council awarded a Standard Agreement 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.
Additional services are required from Indigo and Griffin to complete and closeout the project.
It is recommended that Council approve a motion to authorize Standard Agreement Amendment No. 14 in the amount of $200,000 with Indigo for continued architectural support to complete the project. To date, 13 Standard Agreement Amendments totaling $6,638,133 have been approved with Indigo. Upon approval of Standard Agreement Amendment No. 14, the revised total contract amount will be $6,838,133.
It is also recommended that Council approve a motion to authorize Professional Services Contract Amendment No. 11 in the amount of $320,989 with Griffin to continue managing daily construction activities through completion of the project. To date, 10 Professional Services Contract Amendments totaling $3,276,759 have been approved with Griffin. Upon approval of Professional Services Contract Amendment No. 11, the revised total contract amount will be $3,597,748.
Council approval is required, as each of these amendments exceed the administrative authority for amendments. Upon Council approval of the recommended amendments, the administrative authority will be reset, providing the City Manager with authority to approve future amendments up to the new calculated limits.
DISCUSSION
Background
The project site is located at 501 and 509 West Weber Avenue, at the northwest corner of Weber Avenue and Lincoln Street (Attachment A). 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 Standard Agreement 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.
Standard Agreement Amendments Nos. 1 through 13 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 projects of this size and complexity often experience unforeseen site conditions that require a team approach to resolve. The contractor, architect, and construction management staff all collaborate to resolve construction issues. The architect is required to respond to requests for information from the contractor because they are the architect of record. 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 requires constant attention. The project is nearing completion and Standard Agreement Amendment No. 14 with Indigo will ensure that architectural support is maintained through completion and closeout of the 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 of Santa Clara, CA, for construction management services for the New City Hall Renovations and Relocation, Project No. E016015. Professional Services Contract Amendments Nos. 1 through 10 with Griffin were previously approved for additional enhanced scheduling, material testing, handling of field changes and material supply chain issues, utilities coordination, and other project issues that extended the time needed to complete the project. Griffin provides day-to-day inspection, oversight, reporting and other contract management duties. Professional Services Contract Amendment No. 11 with Griffin will ensure that construction management services can be maintained completion and closeout of the project.
Present Situation
The project is approximately 95 percent complete. The project is a highly complex adaptive reuse and remodel project. Unforeseen field conditions, code compliance corrections, utility coordination, and project additions are common for projects like these. These factors together with supply chain disruptions during Covid and project additions increased both the cost and time to complete the project. Construction management services is necessary through project completion and closeout. The architectural team is also needed to resolve architectural field issues, provide more design information to the contractor and prepare design adjustments. Consequently, as the project duration increased, additional services were required from Indigo and Griffin to complete and close out the project.
Indigo has submitted Standard Agreement Amendment No. 14 in the amount of $200,000 to provide continuing architectural support and direction to the contractor with design modifications resulting from ongoing field changes. It is recommended that Council approve a motion to authorize Standard Agreement Amendment No. 14 in the amount of $200,000 with Indigo for design support during construction for the New City Hall Renovations and Relocation, Project No. E016015. The additional services will enable Indigo to support the project through completion and closeout of the project. To date, 13 Standard Agreements Amendments totaling $6,638,133 have been approved with Indigo. Upon approval of Standard Agreement Amendment No. 14, the revised total contract amount will be $6,838,133 (Attachment B).
Griffin has submitted Professional Services Contract Amendment No. 11 in the amount of $320,989 to provide construction management services to complete and closeout the project. It is recommended that Council approve a motion to authorize Professional Services Contract Amendment No. 11 in the amount of $320,989 with Griffin for construction management services for the New City Hall Renovations and Relocation, Project No. E016015. To date, 10 Professional Services Contract Amendments totaling $3,276,759 have been approved with Griffin. Upon approval of Professional Services Contract Amendment No. 11, the revised total contract amount will be $3,597,748 (Attachment C).
Staff are presently entering final stages of construction. Staff have been moved into buildings 1 and 2 under a temporary occupancy permit. Staff are working to finalize all outstanding construction work that will lead to a final occupancy and permit sign off. In addition, staff is working to complete the installation of parking lot cameras, a trash enclosure, and a building for the backup generator which were not part of the original construction contract. Constructing a highly complex adaptive reuse and remodel project like new city hall typically takes longer for reasons noted above. As with other projects, delaying construction completion will increase the contractor’s costs for rental equipment, material trailers, contractor field offices, utility services, and field office overhead. Staff is presently reviewing Roebbelen increased costs for the extended construction period together with other disputed contract work. Upon final review of all project closeout costs and claim issues, staff will negotiate a final contract settlement with the contractor and return to Council for final approval.
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), to authorize Standard Agreement Amendment No. 14 in the amount of $200,000 with Indigo. Upon approval of Standard Agreement Amendment No. 14, the revised total contract amount with Indigo is increased to $6,838,133.
There is sufficient funding in the New City Hall Renovations and Relocation, Project No. E016015 (formerly PW1615), to authorize Professional Services Contract Amendment No. 11 in the amount of $320,989 with Griffin. Upon approval of Professional Services Contract Amendment No. 11, the revised total contract amount with Griffin is increased to $3,597,748.
Attachment A - Vicinity Map
Attachment B - Standard Agreement Amendment No. 14 with Indigo
Attachment C - Professional Services Contract Amendment No. 11 with Griffin