HomeMy WebLinkAboutPW Public Safety Center Demolition; Change OrderSAN RAFAEL
THE CITY WITH A MISSION
Agenda Item No: 5.d
Meeting Date: August 21, 2017
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin, City Manager Approval:
Director of Public Works
File No.:06.01.234
TOPIC: CITY OF SAN RAFAEL ESSENTIAL FACILITIES CONSTRUCTION PROJECT— PUBLIC SAFETY
CENTER.
SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE
CITY MANAGER TO EXECUTE A DEDUCTIVE CHANGE ORDER TO CVE CONTRACTING
GROUP, INC., DBA CENTRAL VALLEY ENVIRONMENTAL, FOR CITY OF SAN RAFAEL
ESSENTIAL FACILITIES CONSTRUCTION PROJECT — PUBLIC SAFETY CENTER IN AN AMOUNT
OF APPROXIMATELY $95,000.
RECOMMENDATION: Adopt the resolution authorizing the City Manager to execute a deductive change
order modifying the construction contract awarded to CVE Contracting Group, Inc.
BACKGROUND:
The City hired Mary McGrath Architects and Kitchell Construction Management in 2014 to design and
manage the construction of the City's Essential Facilities program consisting of two new fire stations, a
new Public Safety Center, and improvements to multiple other essential facilities within the City. Since
that time, staff has made significant progress in delivering the program including the design of both Fire
Stations 52 and 57, the demolition of the two existing facilities, the award of a construction contract for
the two new fire stations, and the near completion of the design for the Public Safety Center. Staff is
asking the Council to approve the next step in our essential facilities program, the demolition and
excavation of the future Public Safety Center site.
The site currently occupied by the existing Fire Stations 51, 1313 Fifth Street, the Parking Services
Building and an adjacent public parking lot are the site for the new Public Safety Center (PSC). The
design for the PSC project has been approved by the Design Review Board and the Planning Commission.
The final design is nearly complete and the City's building official is currently reviewing the final
construction documents for approval. In order to ensure that the site is ready for the construction of
the new PSC, the demolition and excavation needs to be completed first in order to ensure that any
unknown underground issues are identified and removed.
FOR CITY CLERK ONLY
File No.: 4-1-710 x 12-22
Council Meeting: 08/21/2017
Disposition: Resolution 14382
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
By separate action earlier on this agenda, the City Council has been asked to award the demolition and
excavation contract to make way for the PSC to CVE Contracting Group, Inc., doing business as Central
Valley Environmental ("CVE") in the amount of $937,000. In recommending the award to CVE, Staff
noted and recommended that the contract should subsequently be revised through a deductive change -
order to reduce the total cost for this phase of the project.
ANALYSIS: City Staff and its consultants have worked with the successful bidder, CVE, to identify a
series of deductive changes that provide an opportunity to save significantly on the demolition and
excavation contract while not having a significant impact on the successful execution of the contract.
The team has identified more than $95,000 in savings and is in the process of concluding the
negotiations with CVE. This change -order is being negotiated with CVE and Staff plans to have it
available for execution immediately following the award and execution of the contract for the
construction project.
Deduction
Category -Eden Expense Code Amount Note(s)
Approximately
Construction -02 (-$95,000) Deductive Change Order to CVE
Total Deduction TBD
FISCAL IMPACT: The Council approved contract amount of $937,000 with the understanding that this
change -order would immediately follow. Upon incorporation of this change -order, the contract with
CVE will be for an amount of approximately $842,000 plus a contingency amount of five percent
($42,100) reserved by the City for unforeseen conditions, bringing the total construction cost to
$884,100. Therefore there is no fiscal impact on Measure E funding.
OPTIONS:
Adopt the resolution authorizing the City Manager to execute a deductive change order to the
contract with CVE. If this option is chosen, the change -order will be executed immediately
following execution of the construction contract and construction will commence as soon as
possible.
2. Council can choose not to adopt the resolution and direct staff to continue negotiations with
CVE to further reduce the cost. Staff does not recommend this alternative because we believe
that CVE has diligently worked with the City to identify the cost savings available and no
additional savings will be identified prior to award of the contract. However both CVE and the
City team will continue to look for opportunities to save money as the project progresses.
ACTION REQUIRED: Adopt the resolution authorizing the City Manager to execute a deductive change
order to the construction contract with CVE an amount of approximately $95,000.
ATTACHMENTS:
1. Resolution
RESOLUTION NO. 14382
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN
RAFAEL TO AUTHORIZE THE CITY MANAGER TO EXECUTE A
DEDUCTIVE CHANGE ORDER TO CVE CONTRACTING GROUP, INC.,
DBA CENTRAL VALLEY ENVIRONMENTAL, FOR THE ESSENTIAL
FACILITIES DEMOLITION PROJECT - PUBLIC SAFETY CENTER IN
AN AMOUNT OF APPROXIMATELY $95,000
WHEREAS, on the 25th day of July, 2017, pursuant to due and legal notice published in
the manner provided by law, inviting sealed bids or proposals for the work hereinafter
mentioned, as more fully appears from the Affidavit of Publication thereof on file in the office of
the City Clerk of the City of San Rafael, California, the City Clerk of said City did publicly open,
examine, and declare all sealed bids or proposals for doing the following work in said City, to
wit:
"City of San Rafael Essential Facilities Demolition Project — Public Safety Center"
City Project No. 11291
in accordance with the plans and specifications therefore on file in the office of said City Clerk;
and
WHEREAS, the bid from CVE Contracting Group, Inc. DBA Central Valley
Environmental (hereinafter CVE) was and is the lowest and best bid for said work and said
bidder is the lowest responsible bidder; and
WHEREAS, the bid of $937,000 for City Project No. 11291, the demolition and
excavation of property to make way for the Public Safety Center project was the only bid
received; and
WHEREAS, the City wants to ensure that there is sufficient funding available to support
the remainder of the Essential Facilities program; and
WHEREAS, the City Council has awarded the contract for City Project No, 11291 to
CVE and has authorized the City Manager to execute the contract for that project, with a
recommendation by Staff for subsequent approval of a deductive change -order negotiated with
that contractor to reduce the cost of the project; and
WHEREAS, City staff is finalizing the negotiation with CVE of a deductive change -
order in an amount of approximately $95,000 to reduce the cost of the City Project No. 11291
demolition to approximately $842,000;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
RESOLVES as follows:
1. The City Manager is hereby directed, following execution of the contract with
CVE for City Project No. 11291, to execute a deductive change order to that
contract, at unit prices recommended by the Public Works Director and agreed to
by CVE, in a total amount of approximately $95,000.
2. Funds saved by this change -order will be deducted from City Project No. 11291
and shall be returned to the Measure E- Public Safety Improvement account.
3. The City Manager is hereby authorized to take any and all such actions and make
changes as may be necessary to accomplish the purpose of this resolution.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the
foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the
City Council of said City held on the Monday, the 21 st day of August, 2017 by the following
vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Colin
ESTHER C. BEIRNE, City Clerk
CHANGE ORDER
(Project: (City of San Rafael Essential Facilities (Date:
(Essential Facilities Demolition Project - Public Safety Center iChange Order k: I 001
11400 Fifth Avenue, San Rafael, California 94901
(Contractor: (Central Valley Environmental
14263 N. Selland Ave. 1
IFresno,CA 93722 1
(Owner Contract #: 11291
iContract Date: 9/11/2017
(Construction Manager: Kitchell
iProject Architect: Mary McGrath Architects
Add/Deduct Description Amount
Deduct Dewatering ($20,000)
Deduct Exclusion of Site Deconstruction Items Outlined In Exhibits 1-19 ($75,000)
Total- ($95,000)
Contract Sum:
The original Contract Sum is: $937,000
Net change by previously authorized Change Orders: $0
The Contract Sum prior to this Change Order is: $937,000
The Contract Sum will be changed by this Change Order In the amount of: ($95,000)
The New Contract Sum including this Change Order is: $842,000
Contract Time;
The Contract Time wi I be changed by ZERO (0) days.
Authorized:
Not valid until signed by both the Owner and Owner's Representative.
Contractor: Owner's Representative:
Central Valley Environmental Kitchell CEM
4263 N. Selland Ave. 2450 Venture Oaks Way
Fresno, CA 9337222 Sacramento, CA 95833
By:fr L��,rl�
Name: Tim Williamson Namd,., < r`( LU "'t-4
Date: 9/9/17 Date: a Iq f I �- -
Owner:
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94901
By: 1 \fir
Nam tg IM /J Z
Date: 5 I<< 1
fit.—h
SAN RAFAEL STAFF REPORT APPROVAL
THE CITY WITH AMISSION ROUTING SLIP
Staff Report Author: Bill Guerin Date of Meeting: 08/21/2017
Department: Public Works
Topic: CITY OF SAN RAFAEL ESSENTIAL FACILITIES CONSTRUCTION PROJECT — PUBLIC SAFETY CENTER.
Subject: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY
MANAGER TO EXECUTE A DEDUCTIVE CHANGE ORDER TO CVE CONTRACTING GROUP, DBA CENTRAL VALLEY
ENVIRONMENTAL FOR CITY OF SAN RAFAEL ESSENTIAL FACILITIES CONSTRUCTION PROJECT — PUBLIC SAFETY
CENTER IN AN AMOUNT OF APPROXIMATELY $95,000
Type: (check all that apply) ❑ Consent Calendar ❑ Public Hearing
❑ Discussion Item X❑ Resolution ❑ Ordinance
❑ Professional Services Agreement ❑ Informational Report
*If PSA, City Attorney approval is required prior to start of staff report approval process
Was agenda item publicly noticed? ❑ Yes El No I Date noticed: I ❑Mailed ❑Site posted ❑Marin IJ
Due Date
Responsibility
Description
CompletedDate
Initial / Comment
DEPARTMENT REVIEW
FRIDAY
Director
Director approves staff
8/10/2017
❑X
noon
report is ready for ACM,
BG
8/4
City Attorney & Finance
review.
CONTENT REVIEW
MONDAY
Assistant City Manager
ACM, City Attorney &
Click here to
D
morning
Finance will review items,
enter a date.
8/7
make edits using track
City Attorney
changes and ask questions
8/11/2017
D
using comments. Items will
LG
be returned to the author
8/14/2017
Finance
by end of day Wednesday.
0
VB
DEPARTMENT REVISIONS
FRIDAY
Author
Author revises the report
Click here to
❑
noon
based on comments
enter a date.
8/11
receives and produces a
final version (all track
changes and comments
removed) by Friday at
noon.
ACM, CITY ATTORNEY, FINANCE FINAL
APPROVAL
MONDAY
Assistant City Manager
ACM, City Attorney &
Click here to
morning
Finance will check to see
enter a date.
8/14
their comments were
City Attorney
adequately addressed and
8/15/2017
LG
sign -off for the City
Manager to conduct the
8/14/2017
0
Finance
final review.
VB
TUES
City Manager
Final review and approval
Click here to
noon
enter a date.
8/15