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HomeMy WebLinkAboutPW Alten Contract Deductive Change OrderSAN RAFAEL Agenda Item No: 5.d THE CITY WITH A MISSION Meeting Date: April 17, 2017 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Bill Guerin, City Manager Approval: �E Director of Public Works File No.: 06.01.232 & 06.01.233 TOPIC: CITY OF SAN RAFAEL ESSENTIAL FACILITIES CONSTRUCTION PROJECT — FIRE STATIONS 52 AND 57. 13" 31 X40 6W.11111111 7 ORD) Illy I [/7eff/] = Y, I Icy 16•WK1111040 I we] =1,1 wal I Mx17 WIMem 71 &10 4 AUTHORIZING THE CITY MANAGER TO EXECUTE A DEDUCTIVE CHANGE ORDER TO THE ALTEN CONSTRUCTION, INC. CONTRACT FOR CITY OF SAN RAFAEL ESSENTIAL FACILITIES CONSTRUCTION PROJECT — FIRE STATIONS #52 AND #57, IN AN AMOUNT OF APPROXIMATELY $850,000. RECOMMENDATION: Adopt the resolution authorizing the City Manager to execute a deductive change order modifying the construction contract awarded to Alten Construction, Inc., upon completion of negotiations with Alten. BACKGROUND: In 2014, the City hired Mary McGrath Architects and Kitchell to develop the Essential Facilities Strategic Plan for the City of San Rafael. The goal of this Strategic Plan was to create a thorough and operationally forward -thinking Essential Facilities Strategic Plan for the City of San Rafael. The Plan guided the City of San Rafael through the implementation of the replacement and/or seismic upgrade of the City's essential services buildings, here -in referred to as "essential facilities", to ensure that the essential facilities within the City are capable of serving the citizens in the event of a major earthquake and other potential disasters. The Strategic Plan identified that the existing Fire Stations (FS) #52 and #57 are past their useful life and therefore, were recommended to be replaced. They are proposed to be replaced at their existing locations with increased response capacity by enlarging each station to allow the placement of a medic company at these locations. In addition, FS #52 is the training location for the SRFD and this site will include a replacement training classroom and tower. The successful bidder, Alten Construction, Inc., proposed to construct the two fire station projects for $19,940,000, above the consultant's estimate of $17,600,000. This difference of more than $2.3 million must be reduced or offset in order to ensure that the City has sufficient funding to construct the remainder of the Measure E Essential Facilities program. FOR CITY CLERK ONLY File No.: 4-1-701 x 12-22 Council Meeting: 04/17/2017 Disposition: Resolution 14314 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 ANALYSIS: By separate action earlier on this agenda, the City Council has been asked to award the contract for construction of new Fire Stations #52 and #57 to Alten Construction, Inc. In recommending the award to Alten Construction, Inc., Staff noted and recommended that the contract should subsequently be revised through a deductive change -order to reduce the total construction costs for the project. City Staff and its consultants have worked with the successful bidder, Alten Construction, Inc. to identify a series of deductive changes that provide an opportunity to save significantly on the construction cost while not having a significant impact on the useful life of the buildings or impacting Fire Department response times. The team has identified more than $800,000 in savings and is in the process of concluding the negotiations with Alten. The most cost-saving examples include changing bi-fold apparatus bay doors to more traditional roll -up doors at FS #52, renegotiating and reducing the cost of the bi-fold doors at FS #57, changing the concrete block exterior privacy wall material from concrete block to a decorative fence at FS #52, removing the brick facade to expose the concrete block at FS #52, changing the traction elevator to a hydraulic elevator at FS #52, and numerous other changes in the interior of both buildings. In total, the deductions will reduce the overall construction cost of these two projects by approximately $850,000. This change -order is being negotiated with Alten Construction, Inc. and Staff plans to have it available for execution immediately following the award and execution of the contract for the construction project. In addition, as noted in the earlier staff report, Staff has identified contingency funding previously set aside for design, permitting, other pre -construction activities, and construction contingency during design to offset the remainder of the difference between the consultants estimate and Alten's proposal. Deduction Category -Eden Expense Code Amount Note(s) Approximately Deductive Change Order (Alten Construction, Construction -02 $850,000 Inc.) Total Deduction TBD FISCAL IMPACT: The Council approved contract amount of $19,940,000 plus a construction contingency of $115,000 for a total construction cost of $20,055,000 was approved with the understanding that this change -order would immediately follow. Upon incorporation of this change - order, the contract with Alten Construction, Inc. will be for an amount of approximately $19,100,000 plus a contingency amount of five percent ($955,000) reserved by the City for unforeseen conditions, bringing the total construction cost to $20,055,000. Therefore there is no fiscal impact on Measure E funding. OPTIONS: 1. Adopt the resolution authorizing the City Manager to execute a deductive change order to the contract with Alten Construction, Inc. 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 Alten Construction, Inc. to further reduce the cost. Staff does not recommend this alternative because we believe that additional cost cutting will result in potential impacts to the useful life of the buildings or will impact the response times of the Fire Department. However both Alten and the City team will continue to look for opportunities to save money as the project progresses into construction. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paye: 3 ACTION REQUIRED: Adopt the resolution authorizing the City Manager to execute a deductive change order to the construction contract with Alten Construction, Inc. an amount of approximately $850,000. ATTACHMENTS: Resolution RESOLUTION NO. 14314 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL TO AUTHORIZE THE CITY MANAGER TO EXECUTE A DEDUCTIVE CHANGE ORDER FOR THE ESSENTIAL FACILITIES CONSTRUCTION PROJECT - FIRE STATION #52 AND FIRE STATION #57 IN AN AMOUNT OF APPROXIMATELY $850,000 WHEREAS, on the 15th day of March, 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: "Essential Facilities Construction Project — Fire Station #52 & Fire Station #57" City Project No. 11257 in accordance with the plans and specifications therefore on file in the office of said City Clerk; and WHEREAS, the bid of Alten Construction, Inc. for City Project No. 11257 was and is the lowest and best bid for said work and said bidder is the lowest responsible bidder; and WHEREAS, the bid of $19,940,000 for City Project No. 11257, the construction of two new fire stations, is higher than the consultant's estimate of $17,600,000; 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, 11257 to Alten Construction, Inc. 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 Alten Construction, Inc. of a deductive change -order in an amount of approximately $850,000 to reduce the cost of the City Project No. 11257 construction project without affecting the overall useful life of the buildings or the Fire Department response times at either Fire Station #52 or Fire Station #57; and WHEREAS, such a change -order, along with additional funds staff has identified, in the form of unneeded construction and administrative contingencies, will reduce the overall cost of the project sufficiently to ensure that sufficient funding is still available to support the remainder of the Essential Facilities program; 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 Alten Construction, Inc. for City Project No. 11257, to execute a deductive change order to that contract, at unit prices recommended by the Public Works Director and agreed to by Alten Construction, Inc., in a total amount of approximately $850,000. 2. Funds saved by this change -order will be deducted from City Project No. 11257 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 17th day of April, 2017 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None - ^ A&W ESTHER C. BEIRNE, City Clerk 0&' CHANGE ORDER Project: City of San Rafael Essential Facilities Phase 1- Fire Stations 52 & 57 Fire Station 52, 210 3rd Street, San Rafael, CA 94901 Fire Station 57, 3530 Civiv Center Drive, San Rafael, CA 94903 Contractor: Alten Construction, Inc. 72012 1h Street Richmond, CA 94801 Owner Contract fl: 06.01.225 Contract Date: 1 -Jun -17 Construction Manager: Kitchell Project Architect: Mary McGrath Architect's Add/Deduct Description Deduct Fire Station 52— Value Engineering (See Exhibit A attached) Deduct Fire Station 57—Value Engineering (See Exhibit A attached) Contract Sum: The original Contract Sum (without Alternates) is: Net change by previously authorized Change Orders The Contract Sum (without Alternates) prior to this Change Order is: The Contract Sum (without Alternates) will be changed by this Change Order in the amount of The new Contract Sum (without Alternates) including this Change Order is: Contract Time: The Contract Time will be change by ZERO (0) days. The date of Substantial Completion is 400 calendar days after the Notice to Proceed. Date: 10 -May -17 Change Order p. 001 Amount ($623,458) ($217,708) Total: ($841,166) $19,940,000 $0 $19,940,000 ($841,166) $19,098,834 This Change Order is issued pursuant to the provisions of the General Conditions of the Contract for Constrcution Article 17 Changes in the work, The Contractor is directed to proceed with the constrcution activities in such a manner as to preclude the necessity for later altering the work in order to accomplish this change. The Contractor agrees that this Change Order includes all costs (direct and indirect) and time related to or caused by the change in the scope of Work, including costs and time associated with coordinating the scope of this Change Order with all other aspects of the Work and resolving any conflicts or future changes to the Work as a result thereof. It is the express intent of the Contractor to waive any and all claims that it has against the Owner, including any which are presently unknown, unsuspected, unanticipated or undisclosed, related to or caused by this change. Contractor expressly waives the provisions of section 1542 of the Civil Code of California, which provides: A general release does not extend to claims which the creditor does not know or suspect to exist in his or her favor at the time of executing the release, which if known by him or her must have materially affected his or her settlement with the debtor. Authorized: Not valid unt'I signed by both the Owner and Owner's Representative. Contractor: Alten Construction, Inc. 720 12`h Street Richmond, CA 94801 Byr (hainIn Name: Date: 5/10/17 Owner's Representative Kitchell CEM 2450 Venture Oaks Way Sacramento, CA 95833 Bv: Name: Date: Owner: City of San Rafae 1400 Fifth Avenue San Rafael, CA 94901 By: ame Date: -C---3 d vl —7 RAP,q�` SubContractor: Value: yP� ASI -001a T c ss ASI.001a -Service Doors Byron Epp ($345,982) Credit for all doors on station Exhibit A Thor Door $252,619 SAN RAFAEL FIRE STATIONS 52 & 57 A51 -001a - OH Coiling Doors The Door Company VALUE ENGINEERING Alternate Contractor for Coiling Doors A51 -001a - Electrical Mike Brown Electric $0 ACCEPTED STATION 52 Davison VALUE Apparatus Bay Doors -Thar Door ASI -001a ($50,363) Site Wall and Fencing Revisions - Ahlbom A51 -002c ($211,819) Exterior Material Finish Changes Honed & Running A51 -004b ($159,218) Precast Concrete in lieu of Terrazzo - Alten ASI -005a ($24,074) Delete Gray Water System ASI -009 ($5,894) Hydraulic in lieu of Traction Elevator ASI -010 ($37,684) Acaust Baffle (Hallway) in lieu of Clouds ASI -011 ($10,161) Alternate Wood Ceilings - 3" Slats ASI -012a ($19,421) Face Shell Lt Wt CMU ASI -013 $0 Delete Extractor and Dryer from Contract ACI ($26,170) Alten SUBTOTAL ($544,804) ASI.002c - Gate Controls OH&P ($19,068) B&I ($9,586) Change Training Tower Allowance to$1,000,000 ALLOW ($50,000) TOTAL ($623,458) ACCEPTED STATION 57 VALUE Ceilings from Clouds to ACT ASI -001 ($5,880) Patio Roof Overhang Adjustment ASI -002 ($22,539) Precast Concrete in lieu of Terrazzo -Allen ASI -003a ($10,660) Delete Gray Water System ASI -007 ($4,313) Alternate Wood Ceilings - 3" Slats ASI -008a ($10,789) Alternate Metal Ceiling Product ACI ($15,000) 3 ea Bi Fold Doors & 3 ea Alt Rytec Doors ACI ($111,479) Delete Extractor and Dryer from Contract ACI ($26,170) SUBTOTAL ($206,830) OH&P ($7,239) B&I ($3,639) TOTAL ($217,708) COMBINED TOTAL ($841,166) STATION 52 ACCEPTED VALUE ENGINEERING- INDIVIDUAL ASI BREAKDOWNS Document: SubContractor: Value: Notation: ASI -001a ASI.001a -Service Doors Byron Epp ($345,982) Credit for all doors on station A51 -001a - OH Rolling Doors Thor Door $252,619 Full Vision per Cary Request A51 -001a - OH Coiling Doors The Door Company $11,000 Alternate Contractor for Coiling Doors A51 -001a - Electrical Mike Brown Electric $0 No Cost Change ASI -001@ - Steel Davison $22,000 TOTAL ($50,363) ASI -002c A51 -002c -CMU SW Mertz ($44,813) ASI -002c - Rebar Camblin $3,500 A51 -002c - Concrete Devincenzi $14,175 ASI-002ac- Plaster Robert Boeger ($12,500) ASI -002c - Fencing (As Bid) Fence Corp ($284,112) ASI -002c - Steel Gate Alten $5,000 ASI.002c - Gate Controls The Door Company $32,480 A51 -002c - Fencing (Ornamental) Ahlborn $74,450 Mising Gate Controls and Steel Gate TOTAL ($211,819) ASI -003 VOID ,)pXkrot ItAFq�` 2 0 �y Y WIiH PH ASI -004b ASI.004b - CMU - Honed & Running ASI -004a -CMU Face Shell (LT WT) A51 -004a - Balcony Rail A51 -004a - Plaster@ Metal Panels ASI.004a - Plaster at Thin Brick ASI.004a -Waterproofing ASI -004a -Metal Panels A51 -004a -Thin Brick ASI.005a ASI -005a - DeleteTerrazzo ASI -005a - Concrete ASI -005a - install ASI -006 VOID ASI -007 VOID ASI -009 VOID ASI -009 ASI -009 - Plumbing ASI -009 - Electrical ASI -009 - Landscaping ASI -009 - Site Utilites ASI -010 ASI -010 - Elevator ASI -010 - Electrical ASI -010 - CMU ASI -010 - Steel ASI -011 ASI -011- Accoustical Clouds ASI -011- 2x4 & Baffles ASI.012a A51 -012a - Specified Wood Ceiling ASI -012a -Alternate Wood Ceiling ASI -013 ASI -013 - CMU ASI -013 -Thin Brick ASI -013 - Plaster at Thin Brick ASI -013 - Waterproofing ACI DELETE EXTRACTOR & DRYER Extractor & Dryer becomes OF01 SW Mertz $38,178 SW Mertz $2,520 Davison $8,000 Robert Boeger $4,000 Robert Boeger ($16,740) Mike Flynn $0 Tricore Panels ($61,977) California Tile ($133,199) Davison TOTAL ($159,218) Top End ($43,864) Universal Precast $13,254 Alten $6,536 TOTAL ($24,074) $0 $0 $0 Azevedo Plumbing ($5,894) Mike Brown Electric $0 Neary Landscape $0 Bay Citiess Grading & Paving $0 TOTAL ($5,894) OTIS ($36,284) Mike Brown Electric $0 SW Mertz ($1,400) Davison $0 DW Acoustics DW Acoustics TOTAL DW Acoustics SW Mertz California Tile Robert Boeger Mike Flynn Taylor Houseman STATION S7 ACCEPTED VALUE ENGINEERING - INDIVIDUAL ASI BREAKDOWNS Document: Subcontractor: ASI -001 ASI -001- Acoustical Clouds DW ACoustics ASI -001- 2x4 Ceiling DW ACoustics TOTAL ($37,684) ($26,882) $16,721 TOTAL ($10,161) ($42,749) $23,328 TOTAL ($19,421) $30,367 ($30,111) $0 $0 TOTAL $0 ($26,170) TOTAL ($26,170) Value: ($9,120) $3,240 TOTAL ($5,880) No Cost Change No Cost Change No Cost Change No Cost Change 3" Slat Material Must use Lt We ght CMU Notation: yp„� t2AF,q�! o ry wirM oM ASI -002 ASI -002 - Metal Deck ASI -002 - Roofing ASI -002 - Lt Weight Concrete ASI -002 - CMU ASI -002 - Steel ASI -003a ASI -003a -Terrazzo ASI -003a -Concrete ASI -003a - Installation ASI -004 VOID ASI -005 VOID ASI -006 VOID ASI -007 ASI -007 - Plumbing ASI -007 - Electrical ASI -007 - Landscaping ASI -007 -Site Utilities ASI -008a ASI -008a -Specified Wood Ceiling ASI -008a -Alternate Woad Ceiling ACI Alternate Metal Ceiling Specified Metal Ceiling Alternate Metal Ceiling ACI 3 ea BI FOLD (SPEC'd) & 3 ea RYTEC (Alt) Bid Day Pricing as Specified Revised Pricing as Apecified ACI DELETE EXTRACTOR & DRYER Extractor & Dryer becomes OFO1 BT Mancini ($1,100) Platinum ($10,088) Alten ($2,351) SW Mertz ($1,400) Davison ($7,600) $0 TOTAL ($22,539) Top End ($17,960) Universal Precast $3,764 Alten $3,536 DW Acoustics TOTAL ($10,660) $0 $0 $0 Azevedo Plumbing ($4,313) Mike Brown Electric $0 No Cost Change Neary Landscape $0 No Cost Change Bay Cities Grading & Paving $0 No Cost Change TOTAL ($4,313) DW Acoustics ($23,749) DW Acoustics $12,960 3" Slat Material TOTAL ($10,789) DW Acoustics DW Acoustics Byron Epp Byron Epp Taylor Houseman ($192,425) $177,425 TOTAL ($15,000) ($365,300) $253,821 TOTAL ($111,479) ($26,170) TOTAL ($26,170) The Roll ng Doors are Rytek VP Direct Drive Doors ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 4/17/2017 From: Bill Guerin Department: Public Works Date: Click here to enter a date. Topic: CITY OF SAN RAFAEL ESSENTIAL FACILITIES CONSTRUCTION PROJECT - FIRE STATIONS 52 AND 57. Subject: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO ACCEPT A DEDUCTIVE CHANGE ORDER TO THE ALTEN CONSTRUCTION, INC. CONTRACT FOR CITY OF SAN RAFAEL ESSENTIAL FACILITIES CONSTRUCTION PROJECT - FIRE STATIONS 52 AND 57, IN AN AMOUNT OF APPROXIMATELY $850,000. Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: Staff Report APPROVALS ® Finance Director Remarks: final approved 4/12 ® City Attorney Remarks: LG -Approved 4/12/17. ® Author, review and accept City Attorney / Finance changes Remarks: M City Manager Remarks: FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: