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Home My WebLink AboutStaff Report 257-09TO: HONORABLE CITY COUNCIL FROM: CITY MANAGER DEPARTMENT: PUBLIC WORKS DATE: JUNE 1,2009 REPORT TYPE: CONSENT CMR:257:09 SUBJECT: Approval of a Change Order to the Contract with AJF Builders, Inc. to Add $89,447 for a Total Contract Amount of $623,698 for Fire Stations 5 and 8 Improvements -Capital Improvement Program Project PF - 01004 RECOMMENDATION Staff recommends that Council: I. Approve and authorize the City Manager or designee to execute the attached contract change order with AJF Builders, Inc., to add $89,447 to the contrlIDt for It total contract amount of $623,698 for Fire Station 5 and 8 Improvements -Capital Improvement Program ProjectPF -01004. 2. Authorize the City Manager or his designee to negotiate and execute one or more change orders to the contract with AJF Builders, Inc., in an additional amount not to exceed $14,000 for related, additional but unforeseen work that may develop during the project. DISCUSSION Background Council approved a contract with AJF Builders, Inc. on December 8, 2008 (CMR:455:08). The work performed under this contract provided for the renovation and seiamic upgrade of Fire Stations 5 and 8. proj ect Description During the course of construction, extensive unforeseen damage was discovered at both fire stations. At Fire Station 5, following the tear-off of the roof, additional dry rot was found beyond that determined in the design phase. Due to these unforeseen conditions, additional repairs were required including beam replacement and repair of rafter tails, eave boards, and glue laminated beams. Within the interior of the structure, there were various concealed conditions that were addressed during construction including plumbing and electrical in walls, and conduit in the slab. During Fire Station 8 demolition, the contractor found animal damage and infestation, and dry rot and mold in the walls. Removal of gypsum board in selected areas, kitchen cabinets, and restroom fixtures was required to determine the cause of the mold problem. Limited mold remediation was completed by an environmental contractor, and further investigation was completed to determine the probable cause. The architect determined that the non-conventional construction method originally used was probable cause for the conditions found. Various improvements to mitigate the potential for future problems Were recommended. These include the installation of exterior paper and siding; replacement of windows and trim; removal of viscuine, insulation and gypsum board; and installation of new insulation and gypsum board. The Qriginal contract contingency funds in the amount of $69,700 were used to address the issues identified at Station 5, and to address limited demolition and cleanup at Station 8. As Station No. 8 is not staffed until July 1, priority was placed on completion of Station 5 to allow occupancy as soon as possible. Additional funds in the amount of $89,447 are now requested for the completion of work at Station 5 and the wark recommended above for Station 8 to allow occupancy before the summer fire season begins. Additional contingency funds of $14,000 are requested for further unforeseen conditions such as dry rot or mold. RESOURCE IMPACT Funds for this work are available in Capital Improvement Program Project PF-OI004 -Fire Station Improvements. POLICY IMPLICATIONS This recommendation does not represent any change to existing City policies. ENViRONMENTAL REVIEW This project is categorically exempt from California Environmental Quality Act under Section 15301 as an alteration to an existing facility and no further environmental review is necessary. ATTACHMENTS Attachment A: Change Order PREPARED BY: DEPARTMENT HEAD: CITY MANAGER APPROVAL KAREN SMITH Manager, Facilities Maintetlance & Projects I:£j,~ .. GLENN S. ROBERTS Director of Public Works ATTACHMENT A -------------~ .... -.-.-------------~ ... Project Title: Fire Station 5 &8lmp rovements -Construction Project Number: NIA Phase --_ ... _-._---... Contract Number: C1l9129264 Data: 06101109 ....... _--,--- Contractor: AJF Builders Change Order CPACOt#24 Number: , Inc. -- Description of Change Order Background Information: Change Order Justification: During the course of construction, ext -,.-----,,-_._.......--- ensive unforeseen damage was discovered at both Fire Stations 5 and B. Additional repairs were required at Stalion 5 including lails, eave boards, and glue laminated beams. e were various concealed conditions thai were g plumbing and electrical in walis, and conduit ! beam replacement and repair of rafter Within the intenor of the structure, ther addressed during construction includin in the slab. , During Fire Station 8 demolition, the co ntractor found animal damage and infestation, i Removal of gypsum board in selected areas, : : and dry rot and mold in the walls. kitchen cabinets, and restroom fixture S was required to determine the cause of the , mined that the non-conventional construction e cause for the conditions found. Various al for future problems were recommended. lOr paper and siding; replacement of windows on and gypsum board; and Installation of new : mold problem. The architect deter , method originally used was probabl improvements to mitigate the potenti These include the installation of exter" and trim; removal of viscuine, insulati .i.nsulation and 9l'l1sum board ._----- Increase contract with AJF Builders, In C. for the repair of concealed and unforeseen conditions in the amount of $89,447. roeacrlpj.ion of Work to be Station B exterior siding, windows, inte rior insulalion and drywall, restroom . Performed: renovation, and replacement of kitchen cabinets. Station 5 replacement of apparatus , bay light fixtures, plumbing and electric ~-----~----- : Incorporates Field Order Work is described in contractor's pendi al connec:tlons for extractor/d.-!.ry..;,e..;,r. ____ -I ng change order requests #3,4,5,11, 12,24R3, Number(s): . 25 and 26, ,--~---.. ._-----.. Cost Time Change order will: This Change order will: 0 Not change cost a Not change time ! X Increase contract and contingency by $89,447. X Increase time by 48 days a Decrease cost by $ 0 Decrease time by days ! The date of completion liS of this change order is -._--... Note GIL account number (s) here (see GIL #'s below): July 3, 2009. -,- ApPEllolX 8-CONTRACT CHANGE OI!llER PAGE 1 OF3 Contract Change Order City of Palo Alto Department: Public Works Facilities Management Contract Number: C09129624 Basis for change in Cl Unit price(s) X lump sum 1:1 Cost plus % 1:1 Other: -~~" .. ~-- Contract Change Order Form -continued ... __ ..... ... __ ..... The undersigned Contractor approves this Change Order as to the ebunges, if any, in the contract price specified for each Line Item and as to the extension oftime allowed, if any, for completion oftha entire work on account of each Line Item, and agrees to furnish all labor and materials and perform all work necessary to complete any additiooal work specified therein, for the cOIk,ideration stated therein. It is understood that the lime and cosl adj1lstments set forth in this Change Order include full compensation fur any impacts or &Iays asSQciated with-the Line Items addressed in this Change Order. ... --.. ,- Accepted for Contractor: Accepted for City of Palo Alto: .•....... ~ By: Anthony Franceschini By: Karen Smith .. ~-~ .... - Title: President, AJF Builders, Inc. Title: Manager, Facilities Maintenance and Projects . -~ Date: Date: 611/2009 ~ .. ---.- Summary of Amounts Payable Under Contract (For Intemel Purposes Only) Amount of Original Contract $ 464,551,00 Net affect of all Change Orders $ lSI},147.00 Revised Contract Total: $ 623,6911.00 Compare to: I Original Contract Amount: $ 464,551.00 Add: Contract and $ 173,147.00 Contingency: Total Authorized Funding: $ 637,6911.00 Change orders shall not be initiated tor Council-approved contracts If the revised contrect total exceeds the totel authorized funding amount. PAGE20F3 APl'ENlllJ( S...comRACT CIlAHGE OIIDE. Document Preparation By: Karen Smith Title: Manager, Facilities Maintenance and Projects Date : 5/\9/09 City Approval -Required on all change ordere By: Karen Smith Title: Manager, Facilities Maintenance and Projects Date : 06/01109 City Approval-Department Head signature required when any Individual Change Order exceeds $10,000. By: Glenn Roberts TItle: Director ofPnblic Works Date: 06/01109 i\Pl'ENDIX B-CONTRACT CHANGE ORDER