HomeMy WebLinkAboutStaff Report 316-07City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE:JULY 23, 2007 CMR:316:07
SUBJECT:APPROVAL OF AMENDMENT ONE OF CONTRACT C04105673 WITH
PHILIP HENRY ARCHITECTS, IN THE AMOUNT OF $65,000 FOR
DESIGN OF INFRASTRUCTURE MAINTENANCE FOR THE ANIMAL
SERVICES CENTER -CAPITAL IMPROVEMENT PROGRAM
PROJECT PE-04014
RECOMMENDATION
Staff recommends that Council authorize the City Manager or his designee to approve
Amendment One to the contract C04105673 with Philip Henry Architects in the amount of
$65,000 for design of infrastructure maintenance for the Animal Services Center.
BACKGROUND
The Animal Services Center at 3281 East Bayshore Road was built in 1972. Since the time of
construction, a few piecemeal changes have been made to the original design in efforts to
accommodate changes in the way business is conducted, an increase in animals handled, new-
services, and changes in legal requirements. Some of these changes included the construction of
an isolation building and euthanasia room in 1985, a front office remodel in 1987, and a
volunteer center/meeting room which was added in 1990.
In 1996, the City retained a consultant, Adamson Associates, to evaluate the condition of all of
the City’s buildings. The Adamson report listed the specific renovations needed at each City
facility, estimated costs, and recommended a timetable for implementation. It recommended
renovations for the animal shelter that included electrical, mechanical, and Americans with
Disabilities Act (ADA) upgrades; roofing; painting; and flooring. These recommendations were
then incorporated into the City’s Infrastructure Management Plan (IMP) and Capital
Improvement Program, with $526,000 budgeted for their completion.
Renovations were delayed due to the potential contract with the City of Sunnyvale. Since 1993,
the City of Palo Alto has provided regional animal control and sheltering services to Los Altos,
Los Altos Hillsand Mountain View. On December 15, 2003, Council approved 10-year selwice
agreements with Los Altos, Los Altos Hills and Mountain View and a 20-year service agreement
with the City of Sunnyvale. In order to accommodate the additional need to house and treat the
increased number of animals from Sunnyvale, plans were developed to expand the administrative
area of the shelter. The four other cities agreed to share in the cost of the shelter design and
construction. Sunnyvale has since decided not to contract for Palo Alto services and due to the
significant deterioration of the building, the need to repair certain portions of the building has
become urgent.
11
CMR:316:07 Page 1 of 3
DISCUSSION
In February 2004, Counci! approved a contract with Philip Henry Architecture for design
services (CMR: 102:04). The proposed expansion project (CIP PE-04014) would have combined
the renovations to the existing building recommended in the Adamson Associates report as well
as provide expanded dog kennels and more space for the shelter needs of both Palo Alto and the
other client cities. The existing office area and kennel areas are approximately 3,600 and 2,000
square feet, respectively. Approval of a construction contract would have added 2,000 square
feet of office area (for a total of 5,600 square feet) and 1,687 square feet of kennel (for a total of
3,687 square feet) as well as upgrade the existing building’s electrical and heating systems,
flooring and other deficiencies noted in the Adamson report.
The project was first advertised for construction bids on May 30, 2006, and only one bid from
John Plane Construction was received at a cost of $3,080,838. This bid was rejected by the
Purchasing Manager due to its cost, and the project was re-bid, hoping that more favorable bids
would be received later in the construction season. The second set of bids were opened on
July 25, 2006 and ranged from a low of $2,224,737 to a high of $2,837,000. The low bid was
again significantly over the construction budget. Therefore, staff met with representatives from
Sunnyvale, Mountain View, Los Altos and Los Altos Hills to discuss the need for additional
funding in order to award a construction contract. The staff members from these cities were not
able to obtain their Council’s approval for increased funding within the !20 days allocated to
award the construction contract, so the Purchasing Manager again rejected all bids.
A third invitation for formal bids for the project was posted at City Hall and sent to 22
contractors and 11 builder’s exchanges on December 4, 2006. The bidding period was 71 days.
Bids were received from eight contractors on February 13, 2007. Bids ranged from a low of
$2,046,300 to a high of high of $2,594,342. The low bid from D.L. Falk Construction was
$524,489 above the construction budget that had been a~eed to by the various cities. Staff met
with representatives from the other agencies and outlined the additional funding that would be
required from each jurisdiction.
However, on March 27, 2007, the Sunnyvale City Council voted to withdraw from participation
in the project and will instead secure animal services through a contract with the Silicon Valley
Humane Society. The City of Sunnyvale will not be reimbursed its portion ($220,000) of the
design fees. The Purchasing Manager has once again rejected all construction bids.
It is imperative that this work be completed as soon as possible and before the rainy season
arrives. Amendment One to contract C04105673 with Philip Henry Architects provides for the
revision of the construction drawings to reflect removal of the new administration area from the
plans, re-calculation and re-routing of electrical, heating and air conditioning (HVAC) lines and
ductwork away from what was to have been the administration area. It also allows for the
revision of interior walls, equipment and other modifications that would have been made to
existing work areas if staff had moved into the new administration space. Maintenance work,
such as a new roof, new HVAC units, dry rot repair, tenting for termites and staff and public
restroom accessibility items will remain in the project. It had been anticipated that the roof
would have been replaced years ago, after the first advertisement for construction bids, however
while three separate sets of bids have been rejected, the roof has deteriorated to such an extent
that rotting rafters make stability uncertain for maintenance crews walking on the roof to patch it
CMR:316:07 Page 2 of 3
and presents health and safety concerns for staff, the public and the animals. The leaking roof
has also damaged merchandise that is for sale in the shelter’s retail area.
The Amendment One to contract C04105673 with Philip Henl3~ Architecture will allow the
revised bid package with the various maintenance items to be completed so that hopefully this
work can begin before this coming winter’s rains.
RESOURCE IMPACT
The cost of the new roof, heating, air conditioning, dry rot repair, restroom and other
miscellaneous accessibility upgrades and repairs is estimated to be roughly $600,000 and can be
funded within the existing CIP PE-04014, Animal Shelter Expansion & Renovation. The
original CIPs for this work were closed when PE-040!4 was funded and their budgets included
in the expanded project. There is sufficient budget remaining in this project to fund this
amendment for the design, the subsequent upgrades/repairs and a portion for a later phase of
construction of the protective custody kennels.
POLICY IMPLICATIONS
Approval of this contract is consistent with City policies.
TIMELINE
The re-design of the project will be completed this summer and the maintenance portion of the
project advertised for construction bids in the fall of 2007.
ENVIRONMENTAL REVIEW
This project has been determined to have no significant effect on the environment and to be
Categorically Exempt from the requirement for the preparation of environmental documents ....
under the California Environmental Quality Act (CEQA) per CEQA Guidelines, Article 19,
Section 15303, Class 3C.
ATTACHMENTS
Attachment A: Amendment One of Contract C04105673 with Philip Henry Architects
PREPARED BY:
~v^~i~NBENGARD
Senior Engineer
DEPARTMENT HEAD:
GLENN S. ROBERTS
Director of Pubic Works
CITY MANAGER APPROVAL:
EMK
Assistant City Manager
CMR:316:07 Page 3 of 3
ATTACHMENT A
AMENDMENT NO. I TO CONTRACT NO. C04!05673
BETW~-EN THE CITY OF PALO ALTO AA~D
PHILIP HENRY ARCHITECTURE
This Amendment No.1 to contract No. C04105673
("Contract") is entered into, by and between the
CITY OF PALO ALTO, a California Charter City ("CITY"), and PHILIP
HENRY ARCHITECTURE, a sole proprietorship !ocated at 1306 Fourth
Street, Berkeley, CA 94710 ("CONSULTANT").
RECITALS:
WHEREAS, the Contract was entered into between the
parties for the provision of professional consulting services
relating to the Palo Alto Animal Shelter (~Project"); and
WHEREAS, the parties wish to amend the Contract to
increase the scope of services;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
SECTION i. Section 2, SCOPE OF PROJECT; CHANGES AND
CORRECTIONS, is hereby amended to add the following:
~CONSULTANT shall perform the services described in Exhibit ~A-I"
in accordance with the terms and conditions contained in this
Agreement. The performance of all Services shal! be to the
reasonable satisfaction of CITY".
SECTION 2. Section 5.1.1, COMPENSATION, is hereby
amended to read as follows:
~In consideration of the full performance of the Basic Services set
forth in Exhibit ~A" and "A-l", including any authorized
reimbursable expenses as outlined in Exhibit ~A", CITY will pay
CONSULTANT a lump sum of three hundred fifty-two thousand seven
hundred seventy-seven dollars ($352,777.00)."
Section 5.1.3, COMPENSATION, is hereby
amended to read as follows:
~CONSULTANT’S maximum compensation under this agreement shall not
exceed four hundred twenty-five thousand nine hundred forty-four
dollars ($425,944.00) which is the total of the amount set forth in
section 5.1.1 for performance of Basic Services and the total
amount established in section 5.1.2 for the performance of
authorized Additional Services. CONSULTANT will not be paid for
extra work or changes, including, without limitation, any design
work or change order preparation, which is made necessary on
account of CONSULTANT’s errors, omissions, or oversights."
SECTION 3. The fol!owing exhibit(s) to the Contract are
hereby set forth as attachment(s) to this Amendment, which are
incorporated in ful! by this reference:
Exhibit "A-I" entitled "SCOPE OFPROJECT & TIME SCHEDULE".
SECTION 4. Except as ~erein modified, all other
provisions of the Contract, including any exhibits and subsequent
amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
APPROVED AS TO FORM:CITY OF PALO ALTO
Senior Asst. City Attorney Asst. City Manager
APPROVED:
Director of Administrative
Services
Name:
Title:
Attachments:
EXHIBIT "A-I":
Taxpayer Identification No.
(Compliance with Corp. Code § 313 is
required if the entity on whose behalf
this contract is signed is a
corporation. In the alternative, a
certified corporate resolution
attesting to the signatory authority
of the individuals signing in their
respective capacities is acceptable).
SCOPE OF PROJECT & TIME SCHEDULE
EXHIBIT ~A-I"
CITY OF PALO ALTO ANIMAL SHELTER
SCOPE FOR MAINTENANCE AND ACCESSIBILITY RENOVATIONS
~esign Phase
Maintenance and Accessibility Renovations Project - Revise
plans dated 1/31/06 and specifications prepared by Philip
Henry Architecture to include the following:
¯Remove new administration building and new kennel
from the plans and specifications.
¯Rework the existing buildings’ heating,
ventilation and air conditioning (HVAC) system,
boiler, mechanical, electrica! and any other
systems as needed to accommodate reduced
footprint.
¯Redesign new security alarm (for break-ins) for
existing animal shelter as needed to accommodate
reduced footprint.
¯Redesign staff alarm system (for staff
emergencies/dangerous situations) so that it can
be used at the existing building and has a
connection point that allows it to be expanded
into the (future) protective custody kenne! area.
¯Design a new roof screen.
¯Include known dry-rot and hazmat work at existing
buildings.
¯Revise plans to comply with Title 24 & Americans
with Disabilities Act requirements.
Include the already-designed northwest building
repair at the spay and neuter clinic area in the
bid documents.
¯Include a cool roof design for existing
buildings, with the exception of the Isolation
Building.
¯Design HVAC stub-out system for potential smal!
animal room expansion.
All plans shall conform to the City of Palo Alto Building
Division’s revision submittal requirements as described at:
http://www.cityofpaloalto.org/planning-
communit~/documents/devctr-revi-appl-4.pdf