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APPROVE MOTION TO AUTHORIZE STANDARD AGREEMENT AMENDMENT NO. 9, AUTHORIZE PROFESSIONAL SERVICES CONTRACT AMENDMENT NO. 5, AND AUTHORIZE CONTRACT CHANGE ORDER NO. 17 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 Standard Agreement Amendment No. 9 in the amount of $750,000 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 Professional Services Contract Amendment No. 5 in the amount of $442,565 with Griffin Structures, Inc., 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. 17 in the amount of $300,000 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.
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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 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 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.
The project is approximately 75 percent complete. Additional services from Indigo and Griffin are needed to facilitate resolution of field changes as the contractor works to complete the project.
It is recommended that Council approve Standard Agreement Amendment No. 9 in the amount of $750,000 with Indigo so that they can continue guidance to complete the project. To date, eight Standard Agreement Amendments have been approved, totaling $4,412,133 with Indigo. Upon approval of Standard Agreement Amendment No. 9, the revised total contract amount will be $5,162,133.
It is also recommended that Council approve Professional Services Contract Amendment No. 5 in the amount of $442,565 with Griffin to continue managing daily construction activities for compliance to plans and specifications. To date, four Professional Services Contract Amendments totaling $1,027,196 have been approved with Griffin. Upon approval of Professional Services Contract Amendment No. 5, the revised total contract amount will be $2,191,761.
It is further recommended that Council approve Contract Change Order No. 17 in the amount of $300,000 with Roebbelen for construction of the New City Hall floor plan revisions. To date, 16 Contract Change Orders totaling $8,926,285.41 have been approved with Roebbelen. Upon approval of Contract Change Order No. 17, the revised total contract amount will be $51,574,408.41.
Council approval is required, as each of these contract changes, amendments, or renewal of change order authority exceed the administrative authority for change orders or amendments. The recommended actions do not increase project budget.
DISCUSSION
Background
The new City Hall Renovation and Relocation 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 the new City Hall renovations and relocation project.
Amendment Nos. 1 through 8 with Indigo were previously approved for various changes needed during the project’s design and construction phases. During construction, the architect plays an integral role in providing design support. Building remodel 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, field changes which require input and guidance from the architect are ongoing, and another amendment will be required for project 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. Amendment Nos. 1 through 4 with Griffin were previously approved for additional enhanced scheduling and construction management services required on the project. Significant field changes, material supply chain issues, utilities coordination, and other project issues have extended the time needed to complete construction of the New City Hall project. This can be expected for a project of this size, and another amendment for Griffin’s contract will be needed to manage the project through completion and closeout of the project.
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. Contract Change Order Nos. 1 through 16 with Roebbelen were previously approved to accommodate unforeseen circumstances, upgrading building systems to current building code requirements, and additional work requested by the City. These types of changes are common in a building re-model project. Additional changes to the project are occurring as the project reaches the end of construction and another Contract Change Order will require Council approval.
Present Situation
Indigo has submitted Standard Agreement Amendment No. 9 in the amount of $750,000 to provide continuing support and direction to the contractor with design modifications resulting from ongoing field changes. It is recommended that Council approve Standard Agreement Amendment No. 9 in the amount of $750,000 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 completion of the project. The revised total contract amount will be $5,162,133 (Attachment B).
Griffin has submitted Professional Services Contract Amendment No. 5 in the amount of $442,565 to provide construction management services to complete and close out the project. It is recommended that Council approve Professional Services Contract Amendment No. 5 in the amount of $442,565 with Griffin for construction management services for the New City Hall Renovations and Relocation, Project No. E016015. The revised total contract amount will be $2,191,761 (Attachment C).
Roebbelen has submitted Contract Change Order No. 17 in the amount of $300,000 to accommodate floor plan revisions requested by the City. It is recommended that Council approve Contract Change Order No. 17 in the amount of $300,000 with Roebbelen for construction of the New City Hall Renovations and Relocation, Project No. E016015. The revised total contract amount will be $51,574,408.41. The project construction is approximately 80 percent complete and is expected to be completed in spring of 2025.
Council approval is required, as each of these Contract Change Orders and Amendments, exceed the existing administrative authority for each contract. The recommended actions do not increase project budget.
FINANCIAL SUMMARY
There is sufficient funding in the New City Hall Renovations and Relocation, Project No. E016015 (formerly PW1615), to approve Standard Agreement Amendment No. 9 with Indigo in the amount of $750,000. With approval of Standard Agreement Amendment No. 9, the revised total contract amount with Indigo is increased to $5,162,133.
There is sufficient funding in the New City Hall Renovations and Relocation, Project No. E016015 (formerly PW1615), to approve Professional Services Contract Amendment No. 5 with Griffin in the amount of $442,565. With approval of Professional Services Contract Amendment No. 5, the revised total contract amount with Griffin is increased to $2,191,761.
There is sufficient funding in the New City Hall Renovations and Relocation, Project No. E016015 (formerly PW1615), to approve Contract Change Order No. 17 in the amount of $300,000 with Roebbelen. With approval of Contract Change Order No. 17, the anticipated the revised total contract amount with Roebbelen is increased to $51,574,408.41.
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 - Standard Agreement Amendment No. 9 with Indigo
Attachment C - Professional Services Contract Amendment No. 5 with Griffin
Attachment D - CCO No. 17 with Roebbelen