The URL can be used to link to this page

Home My WebLink AboutPW Project Administration & Inspection Services Amendmento►ro Agenda Item No: 3, k Meeting Date: February 4, 2013 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: �� / City Manager ApproQO U4& Director of Public Works (ICVI) File No.: 06.01.191 SUBJECT: RESOLUTION AUTHORIZING THE PUBLIC WORKS DIRECTOR TO AMEND PROFESSIONAL SERVICE CONTRACTS AND THF PROJECT BUDGET FOR THE CITY HALL HEATING, VENTILATION & AIR CONDITIONING UPGRADES PROJECT, NO. 11154, IN AN AMOUNT NOT TO EXCEED $80,000. RECOMMENDATION: Staff recommends that the City Council adopt a resolution authorizing the Public Works Director to amend professional services contracts and the project budget for the City Hall Heating, Ventilation & Air Conditioning (HVAC) Upgrades Project, in an amount not to exceed $80,000. BACKGROUND: On June 18, 2012 the City Council adopted a resolution authorizing the Public Works Director to enter into an agreement with Trahan Mechanical, Inc. for the City Hall Heating, Ventilation & Air Conditioning (HVAC) Upgrades Project. During construction the contractor discovered additional hazardous materials in the ceiling and walls of the building. In order to move the project forward and to mitigate potential future hazards, the scope of abatement activity was increased to remove as much hazardous material as possible while the I" floor was vacated. This additional work exceeded the original contingency total by 72% and has delayed final completion of the project. The contractor continues to encounter hazardous material in the existing walls and ceilings. Additional funding is therefore necessary to complete the project. The Department of Public Works is utilizing several professional services providers to manage and complete the referenced project. Delays in completing the project related to the abatement of hazardous material have required the extension of our contracts with the project designer (Lefler Engineering) and the inspection consultant (Ghirardelli Associates, Inc.). Additional funding is necessary for their support. ANALYSIS: The original construction contingency for this project was $150,350. More than $108,000 has FOR CITY CLERK ONLY File No.: 11 - 3 - S 33 X L4 - I—IVIL Council Meeting: -9-141.2o)3 Disposition: R C56, 1�Vrro^U {3490 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paze: 2 been spent on the abatement of unforeseen hazardous materials to date. We estimate the need for an additional $35,000 to bring the project to completion in April 2013. Also, $45,000 is needed to provide supplementary inspection and design resources. FISCAL IMPACT: Working within existing older buildings is a complex process. It is difficult to anticipate all the issues that will be encountered. Standards of construction were not the same in the mid -1960's as they are today. In many cases unexpected modifications are necessary to install new duct work on the first floor, and mechanical systems components (air handling units, chiller, etc.). The 2009 federal grant for this project has a funding deadline which expires in June 2013. If the project is not completed, the federal government will request a refund of the funds we have already received. Additional funding was obtained in the form of a PG&E zero interest loan. The following is a summary of the project budgets and the requested amendments. Revenue Source Amount Notes Department of Energy $575,400.00 Energy Efficiency and Conservation Block Grant (EE&CBG) j PG&E Loan $385,000.00 Loan linked with Energy Saving Projects for the City's Parking Garages General Fund $428,600.00 Original General Fund Transfer to Project Account. General Fund $80,000.00 Requested Project Budget Amendment from General Fund Total Budget $1,469,000.00 Category -Eden Expense Code Amount Notes Already Obligated Expenses Design and Consultation -01 $84,928.71 Design (Multiple Consultants) Material $159,793.38 Equipment Purchase Supplies & Services -07 $4,659.49 Reproduction of Plans and Specifications Already Obligated Expenses Sub Total $249,381.58 Remaining Expenses Construction -02 $869,000.00 Contract Amount $150,350.00 Contingency (Approximately 15%) $35,000.00 Requested additional funding for Construction Contingency Subtotal Construction $1,054,350.00 Construction Inspection Services $120,268.42 Ghirardelli Associates, Lefler Engineering, and Other Professional Services $45,000.00 Requested additional funds for Ghirardelli Associates, Lefler Engineering, and Other Professional Services Remaining Expenses Subtotal $1,219,618.42 Total Project Cost $1,469,000.00 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paie: 3 OPTIONS The Council may choose to not authorize the additional funding, in which case the project may not be completed and the federal funds returned. ACTION REQUIRED: Staff recommends authorizing the Finance Director to appropriate an additional $80,000 from the General Fund to the project account and authorizing the Public Works Director to amend the specified professional service contracts and take any necessary action to complete the project. The appropriations are incorporated in the Finance Department's mid -year budget report. Enclosures RESOLUTION NO. 13490 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE PUBLIC WORKS DIRECTOR TO AMEND PROFESSIONAL SERVICE CONTRACTS AND THE PROJECT BUDGET FOR THE CITY HALL HEATING, VENTILATION & AIR CONDITIONING UPGRADES PROJECT, NO. 11154, IN AN AMOUNT NOT TO EXCEED $80,000. WHEREAS, the City Council authorized the Public Works Director to enter in an agreement with Trahan Mechanical, Inc. on June 18, 2012 for the City Hall Heating, Ventilation & Air Conditioning Upgrades Project, No. 11154; and WHEREAS, the construction contractor has encountered unforeseen hazardous materials that required mitigation; and WHEREAS, the mitigation of these hazardous materials has extended the project completion date and has financially impacted the project budget so that additional funding is necessary to complete the project; and WHEREAS, it is necessary to amend the project budget by $80,000 to extend professional services agreements and complete construction in a timely WWO111NO NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of San Rafael does hereby authorize the Finance Director to appropriate an additional $80,000 to the project; and BE IT FURTHER RESOLVED, that the Council does hereby authorize the Public Works Director of the City of San Rafael to amend professional services contracts and 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 Council of said City on the 4 1 day of February, 2013, by the following vote, to wit: AYES: COUNCIL MEMBERS: Colin, Connolly, Heller, McCullough & Mayor Phillips NOES: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: None ESTHER C. BEIRNE, City Clerk File No. 06.01.191 AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH GHIRARDELLI ASSOCIATES, INC. FOR THE CITY HALL HEATING, VENTILATION AND AIR CONDITIONING SYSTEM UPGRADES at'lelllflo &1119191Yl This Amendment No. 1 to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and GHIRARDELLI ASSOCIATES, INC., a corporation (hereinafter "CONSULTANT"), is made and entered on the 024tday of March 2013. RECITALS WHEREAS, the CITY required professional inspection for the City Hall Heating, Ventilation & Air Conditioning Systems Upgrades Project; and WHEREAS, on July 2, 2012, the CITY entered into an Agreement for Professional Services with CONSULTANT to assist in the inspection of the "City Hall Heating, Ventilation and Air Conditioning Systems Upgrades" project (the "Agreement"); and WHEREAS, the progress of the project has been delayed due unforeseen conditions related to hazardous materials encountered with the project; and WHEREAS, the CITY requires additional professional inspection support to complete the review of the construction of the City Hall Heating, Ventilation and Air Conditioning Systems Upgrades project; and WHEREAS, on February 4, 2013 the City Council authorize the Public Works Director to amend the Agreement to increase the compensation payable to CONTRACTOR; AMENDMENT NO. 1 TO AGREEMENT NOW, THEREFORE, the parties hereby agree to an Amendment No. I to the Agreement between the parties as follows: 1. Paragraph 4 of the Agreement is amended to read in its entirety as follows: C�K�]u1��I►6Y:rM[�7�1 For the full performance of the services described by CONSULTANT, CITY shall pay CONSULTANT on time and materials basis for services rendered in accordance with the rates shown on the current fee schedule as described in Exhibit B attached [to the Agreement] and incorporated herein in a total contract amount not to exceed $100,000.00. 2. Except as expressly amended herein, the terms and conditions of the Agreement, dated July 2, 2012, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this Amendment No. 1 as of the day, month, and year first above written. CITY OF SAN RAFAEL Name: NADER MANSOURIAN Title: Director of Public Works ATTEST: ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: L�--j F �I r ROBERT F. EPSTEIN, Cityorney Y�v File No. 06.01.191 2 GHIRARDELLI ASSOCIATES, INC. kame: J mi Park itle: Proje irector PROFESSIONAL SERVICES AGREEMENT/CONTRACT COMPLETION CHECKLIST AND ROUTING SLIP 3 zJ Below is the process for getting your professional services agreements/contracts finalized and executed. Please attach this "Completion Checklist and Routing Slip" to the front of your contract as you circulate it for review and signatures. Please use this form for all professional services agreements/contracts (not just those requiring City Council approval). This process should occur in the order presented below. Step ResponsibleI Description I Completion Department Date 1 City AttorneyI Review, revise, and comment on draft agreement. 2 Contracting Department Forward final agreement to contractor for their signature. Obtain at least two signed originals from contractor. 3 Contracting Department Agendize contractor -signed agreement for Council approval, if Council approval necessary (as defined by City Attorney/City Ordinance*). 4 City Attorney Review and approve form of agreement; Q bonds, and insurance certificates and (� endorsements. 3 I 5 City Manager / Mayor / or Agreement executed by Council authorized Department Head I official. 6. City Clerk" City Clerk attests signatures, retains original agreement and forwards copies to the =, J� 1,2v 13 . contracting department. To be completed by Contracting Department: n Project Manager: 2Lc �� l%fc�c� Project Name: Agendized for City Council Meeting of (if necessary): 6c4e,,ZXJ„ AIM 4,/W/o •�„W. 7� If you have questions on this process, please contact the City Attorney's Office at 485-3080. * Council approval is required if contract is over $20,000 on a cumulative basis. CITY OF SAN RAFAEI_ ROUTING S1 IP / APPROVAL. FORM INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. 3. k DATE OF MEETING- 2/4/13 FROM- Nader Mansourian DEPARTMENT- PUBLIC WORKS DATE- 1/29/13 TITLE OF DOCUMENT - RESOLUTION AUTHORIZING THE PUBLIC WORKS DIRECTOR TO AMEND PROFESSIONAL SERVICE CONTRACTS AND THE PROJECT BUDGET FOR THE CITY HALL HEATING, VENTILATION & AIR CONDITIONING UPGRADES PROJECT, NO. 11154, IN AN AMOUNT NOT TO EXCEED $,80,000. Department Head (signature) *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** *** (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY APPROVED AS TO FORM: AGENDA ITEM- p City Manager (signature) City Attorney (signature) NOT APPROVED REMARKS: File No.:; 06.01.191