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APPROVE MOTION TO AUTHORIZE PROFESSIONAL SERVICES CONTRACT AMENDMENT NO. 12, AUTHORIZE PROFESSIONAL SERVICES CONTRACT AMENDMENT NO. 8, AND AUTHORIZE CONTRACT CHANGE ORDER NO. 26 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 Professional Services Contract Amendment No. 12 in the amount of $186,000 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. 8 in the amount of $400,000 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 enter into Balancing Contract Change Order No. 3 with DSS Company dba Knife River Construction, in the amount not to exceed $80,000 for the Stockton City Hall Parking Lot, Project No. E016015-A.
4. Authorize Contract Change Order No. 26 in the amount of $496,820.18 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
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 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.
On June 18, 2024, by Resolution No. 2024-06-18-1218, Council awarded a Construction Contract in the amount of $4,401,044.10 to DSS Company dba Knife River Construction (Knife River) of Stockton, CA, for construction of the Stockton City Hall Parking Lot, Project No. E016015-A.
The project is approximately 90 percent complete. Additional services are required from Indigo, Griffin, Knife River, and Roebbelen to complete and closeout the project. It is recommended that Council approve a motion to authorize Professional Services Contract Amendment No. 12 in the amount of $186,000 with Indigo for continued architectural support to complete the project. To date, 11 Professional Services Contract Amendments totaling $4,369,233 have been approved with Indigo. Upon approval of Professional Services Contract Amendment No. 12, the revised total contract amount will be $5,948,133.
It is also recommended that Council approve a motion to authorize Professional Services Contract Amendment No. 8 in the amount of $400,000 with Griffin to continue managing daily construction activities through completion of the project. To date, seven Professional Services Contract Amendments totaling $1,769,761 have been approved with Griffin. Upon approval of Professional Services Contract Amendment No. 8, the revised total contract amount will be $2,891,761.
It is also recommended that Council approve a motion to authorize an anticipated Contract Change Order (CCO) in the amount not to exceed $80,000 with Knife River for additional electrical site work, security access, irrigation and planting, and closeout of the project. To date, two CCOs totaling $539,841.92 have been approved with Knife River. Upon approval of Balancing CCO No. 3 in the not to exceed amount of $80,000, the revised total contract amount will be $5,020,886.02.
It is further recommended that Council approve a motion to authorize CCO No. 26 in the amount of $496,820.18 with Roebbelen for floorplan revisions, temporary elevator related work, as well as various courtyard, restroom, lighting, and access door items. To date, 25 CCOs totaling $14,231,317.28 have been approved with Roebbelen. Upon approval of CCO No. 26, the revised total contract amount will be $57,076,260.46.
Council approval is required, as each of these amendments or CCO exceed the administrative authority for amendments or CCOs. Upon Council approval of the recommended amendments or CCO, the administrative authority will be reset, providing the City Manager with authority to approve future amendments or CCOs up to the new calculated limits. The recommended actions do not increase the project budget.
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 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.
Professional Services Contract Amendments Nos. 1 through 11 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 require constant attention. The project is nearing completion and Professional Services Contract Amendment No. 12 with Indio is necessary to continue architectural support 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 7 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 the day-to-day inspection, oversight, reporting and other contract management duties. Professional Services Contract Amendment No. 8 with Griffin is necessary to continue managing daily construction activities 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. CCO Nos. 1 through 25 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. CCO No. 26 with Roebbelen is necessary for floorplan revisions, temporary elevator related work, as well as various courtyard, restroom, lighting, and access door items to address additional changes to the project that are occurring as the project reaches the end of construction and closeout.
On June 18, 2024, by Resolution No. 2024-06-18-1218, Council awarded a Construction Contract in the amount of $4,401,044.10 to Knife River of Stockton, CA, for construction of the Stockton City Hall Parking Lot, Project No. E016015-A. CCO Nos. 1 and 2 with Knife River were previously approved for off-site paving work, upgrading electrical due to vandalism, storm drain modifications, and other unforeseen site issues. The anticipated CCO with Knife River is for additional electrical site work, security access, irrigation and planting, and closeout of the project.
Present Situation
Indigo has submitted Professional Services Contract Amendment No. 12 in the amount of $186,000 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 Professional Services Contract Amendment No. 12 in the amount of $186,000 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, 11 Professional Services Contract Amendments totaling $4,369,233 have been approved with Indigo. Upon approval of Professional Services Contract Amendment No. 12, the revised total contract amount will be $5,948,133 (Attachment B).
Griffin has submitted Professional Services Contract Amendment No. 8 in the amount of $400,000 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. 8 in the amount of $400,000 with Griffin for construction management services for the New City Hall Renovations and Relocation, Project No. E016015. To date, seven Professional Services Contract Amendments totaling $1,769,761 have been approved with Griffin. Upon approval of Professional Services Contract Amendment No. 8, the revised total contract amount will be $2,891,761 (Attachment C).
Knife River is anticipating Balancing CCO No. 3 in the not to exceed amount of $80,000 for additional electrical site work, security access, irrigation and planting, and closeout of the project. It is recommended that Council approve a motion to authorize Balancing CCO No. 3 in the amount not to exceed $80,000 with Knife River for construction of the Stockton City Hall Parking Lot, Project No. E016015-A. To date, two CCOs totaling $539,841.92 have been approved with Knife River. Upon approval of the Balancing CCO No. 3 in the not to exceed amount of $80,000, the revised total contract amount will be $5,020,886.02.
Roebbelen has submitted CCO No. 26 in the amount of $496,820.18 for remaining floorplan revisions, temporary elevator related work, as well as various courtyard, restroom, lighting and access door items. It is recommended that Council approve a motion to authorize CCO No. 26 in the amount of $496,820.18 with Roebbelen for construction of the New City Hall Renovations and Relocation, Project No. E016015. To date, 25 CCOs totaling $14,231,317.28 have been approved with Roebbelen. Upon approval of CCO No. 26, the revised total contract amount will be $57,076,260.46 (Attachment D). The project construction is approximately 90 percent complete and is expected to be completed in fall of 2025.
Council approval is required, as each of these amendments or CCO exceed the administrative authority for amendments or CCOs. The recommended actions do not increase the project budget.
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. 4510-418-800007-300-000-000-30-45-000-000, to authorize Professional Services Contract Amendment No. 12 in the amount of $186,000 with Indigo. Upon approval of Professional Services Contract Amendment No. 12, the revised total contract amount with Indigo is increased to $5,948,133.
There is sufficient funding in the New City Hall Renovations and Relocation, Project No. E016015 (formerly PW1615), Account No. 4510-418-800007-300-000-000-30-45-000-000, to authorize Professional Services Contract Amendment No. 8 in the amount of $400,000 with Griffin. Upon approval of Professional Services Contract Amendment No. 8, the revised total contract amount with Griffin is increased to $2,891,761.
There is sufficient funding in the Stockton City Hall Parking Lot, Project No. E016015-A, Account No. 4510-418-800007-300-000-30-45-000-000, to approve an anticipated CCO in the amount not to exceed $80,000 with Knife River. Upon approval of Balancing CCO No. 3, the revised total contract amount with Knife River is increased to $5,020,886.02
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. 26 in the amount of $496,820.18 with Roebbelen. Upon approval of CCO No. 26, the revised total contract amount with Roebbelen is increased to $57,076,260.46.
Attachment A - Vicinity Map
Attachment B - Professional Services Contract Amendment No. 12 with Indigo
Attachment C - Professional Services Contract Amendment No. 8 with Griffin
Attachment D - CCO No. 26 with Roebbelen