HomeMy WebLinkAboutStaff Report 134-10TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE: FEBRUARY 8, 2010 CMR:134:10
REPORT TYPE: CONSENT
SUBJECT: Approval of Amendment No. One to Contract No. C08124310 with
Cambridge CM, Inc. in the Amount of $629,930 for a Total Contract
Amount of $1,199,210 for Construction Management Services for the
Civic Center Infrastructure Improvements -Capital Improvement
Program Project PF-OI002
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or his designee to
execute Amendment No. One to Contract No. C08124310 with Cambridge CM, Inc.
(Attachment A) in the amount of $571,930 for basic services and $58,000 for additional services
to provide construction management services for the Civic Center Infrastructure Improvements
project. The amended contract amount would total $1,089,210 for basic services and $110,000
for additional services. This is one of three contracts (Huntsman Architectural Group, WSP
Flack & Kurtz, Inc., and Cambridge CM, Inc.) required to move forward with the upcoming
construction phase of this project.
BACKGROUND
The Civic Center building was constructed in 1969 and no comprehensive major maintenance
had been perfonned on the building through 2006. In fiscal year 2000-01, the City Council
created the Civic Center Infrastructure Improvements project as part of the capital infrastructure
maintenance program to address deferred and on-going major maintenance. This capital
program was intended to extend the useful life of the Civic Center by approximately 30 years by
replacing or refurbishing all the major building equipment and systems for the tower, Council
Chambers, and garage; addressing fire code compliance issues; and providing maintenance
upgrades to the exterior building envelope. Interior and systems improvements for the Police
wing of the building were excluded due to a separate planned expansion project and may need to
be addressed with a future project.
The project was phased to include a building study and report phase and a design and
implementation phase. The study phase determined the condition of the building and its
systems; the project scope; and methods for accomplishing the work in an occupied facility.
Upon completion of the study phase in fiscal year 2004 it was determined that the condition of
the elevators required immediate improvements ahead of the other work. As a result, in fiscal
years 2005 and 2006 design and construction of the elevator upgrades were completed prior to
CMR:134:10 Page 1 of3
proceeding with design for the balance of the upgrade work. The design work for the balance of
the project was completed in fiscal year 2007.
Due to the size of the projected costs at that time, the remaining project was planned for
completion in three phases (referred to as bid packages) with funding spread over a five year
period. The first phase (Bid Package 1) consisted of replacement of the main building generator,
boiler, and refurbishment or replacement of major garage and building mechanical and electrical
systems. The construction phase of Bid Package 1 was completed in fiscal year 2009 and did not
require the relocation of city personnel. Phase 2 (Bid Package 2) consists of upgrades to
mechanical and electrical distribution systems, including transformers, panels, etc.; accessibility
improvements; and exterior painting and sealing. Bid Package 2 is scheduled for fiscal years
2010 and 2011. The final phase (Bid Package 3) is intended to include any remaining work that
is not completed within the Bid Package 2 budget and is scheduled to be completed in fiscal year
2012.
Construction Management
Limited project staffing available in~house does not allow for the required management of a
project of this size and complexity. Working in an occupied facility, the logistics of this project
require a high level of after-hours and weekend work and coordination with each of the prime
contractors, consultants, and City departments. Cambridge CM, Inc., formerly known as
Alfatech Cambridge Group, was awarded the contract for construction management services in
March 10, 2008 (CMR:160:08). Cambridge CM, Inc. was selected through a standard consultant
selection process. The contract provided that the selected consultant could be awarded future
phases of the project if their work was found to be satisfactory.
DISCUSSION
Construction Management Services
Amendment # 1 to the consultant contract provides for construction management services related
to the second construction phase for systems upgrades, or Bid Package 2. Construction of this
phase will be awarded to multiple prime contractors and will take approximately ten months.
Cambridge CM, Inc. will provide full construction management services including on-site staff
to manage the bid phase, pre-construction, construction and post construction phases. The
construction manager provides daily oversight and coordination of the project; reviews all
submittals, change order requests, requests for information or clarification, and payment
requests; prepares and manages the project schedule; coordinates the work and schedule with all
contractors and consultants; maintains the project :files; and manages the closeout process.
Next Steps
Construction for this phase is currently scheduled to begin in May 2010 and is expected to take
approximately 10 months. The building will remain occupied during the course of the project.
Work will be scheduled to keep systems operational during working hours and to minimize the
impacts of construction on staff and the public.
CMR:134:10 Page 2 of3
Work will be scheduled to keep systems operational during working hours and to minimize the
impacts of construction on staff and the public.
RESOURCE IMPACT
Funds for this contract are available in Capital Improvement Program Project PF-01002, Civic
Center Infrastructure Improvements.
POLICY IMPLICATIONS
This recommendation does not represent any change in existing City policies.
ENVIRONMENTAL REVIEW
The project is categorically exempt from review under the California Environmental Quality Act
under Guidelines Section 15301, maintenance, repair or minor alteration of existing public
facilities.
ATTACHMENTS
Attachment A: Amendment # 1
PREPARED BY:
DEPARTMENT HEAD:
CITY MANAGER APPROVAL:
KAREN SMITH
Manager of Facilities Maintenance and Projects
GLENN ROBERTS
D~irector of Public Works
~
AAMES EE E
City Manager
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AMBNDIOlNr NO.OD TO CON'l'RACT NO. C08124310
BB'l'NBEN THB CITY OF PALO ALTO AJ.G)
CAHBRIDGB eM, INC.
ATTACHMENT A
This Amendment No. One to Contract No. C08124310
("Contract n ) is entered into , by and between the
CITY OF PALO ALTO, a charter city and a municipal corporation of
the State of California ("CITYN), and Cambridge eM, Inc., formerly
known as Alfa Tech Cambridge Group, a California General
Partnership, located at 345 California Avenue, Suite 3, Palo Alto,
CA 94306 ("CONTRACTOR").
R Bel TAL S.
WHEREAS, the Contract was entered into between the
parties for the provision of professional services described in
C08124310 related to Civic Center Infrastructure upgrades; and
WHEREAS, the parties wish to amend the Contract;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
follows:
SECTION 1. Section TERM is hereby amended to read as
"TERM. The services and/or materials furnished under
this Agreement shall commence on the date of its
execution by CITY, and shall be completed fourteen (14)
months from receipt of City's notice to proceed or upon
completion of close out of Project, whichever is later.
upon the receipt of City's notice to proceed, Consultant
will commence bid, construction, and close out phase work
in accordance with the time schedule set forth in Exhibit
"A". Time is of the essence of this Contract. The
provision will not preclude the recovery of damages for
delay caused by CONSULTANT."
SECTION 2. Section COMPENSATION is hereby amended to
read as follows:
lOOtZ6am010
"COMPENSATION to be paid to CONSULTANT for performance
of the Services described in Exhibit "A", including
both payment for professional services and reimbursable
expenses, shall not exceed One Million Eighty-Nine
Thousand Two Hundred and Ten Dollars ($1,089,210). In
the event Additional Services are authorized, the total
compensation for services and reimbursable expenses
shall not exceed One Hundred and Ten Thousand Dollars
($110,000). The applicable rates and schedule of
1
payment are set out in Exhibit "CN, entitled
"COMPENSATION", which is attached to and made a part of
this Agreement.
Additional Services, if any, shall be authorized in
accordance with and subject to the provisions of
Exhibit "cn. CONSULTANT shall not receive any
compensation for Additional Services performed without
the prior written authorization of CITY. Additional
Services shall mean any work that. is determined by CITY
to be necessary for the proper completion of the
Project, but which is not included within the Scope of
Services described in Exhibit "An.
SECTION 3. The following exhibit{s) are hereby added to
the contract, which are incorporated in full by this reference:
a. Exhibit "AN entitled "Scope of Project".
b. Exhibit "aN entitled "Time Schedule".
c. Exhibit "c" entitled "Compensation".
SECTION 4. Except as herein modified, all other
provisions of the Contract, including any exhibits and subsequent
amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF I the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
APPRO~:
City Manager
Na
Director of Public Works
Title::Eku .. ,c ... ,.' r/CItJ:,O
APPROVED AS TO FORM;
Senior Asst. City Attorney
Attachments:
EXHIBIT "A":
EXHIBIT "B":
EXHIBIT "Cit:
100126 8tn 010
SCOPE OF PROJECT
TIME SCHEDULE
COMPENSATION
2
EXHIBIT "A": SCQPE QF PROJECT -AMENDMENT #1 REVISION
\
CIVIC CENTER INFRASTRUCTURE PROJECT -CIP PF .. OI00l
CONSTRUCTION MANAGEMENT SERVICES
1. INTRODUCTION
The City of Palo Alto is upgrading the Civic Center building, located at 250 Hamilton
Ave, Palo Alto7 CA The scope of work includes replacement or retrofit of the building
ventilation systems, garage ventilation systems, boiler, building emergency generator,
electrical systems and distribution wiring, life safety system, and accessibility
improvements. The Consultant's services shall include full Construction Management
Services as required to accomplish the above project using a multiple prime delivery
method.
2. SCOPE OF StiRYICES
All work described below wID be dODe in eODJunction with the City of Palo Alto's
oDgoinl review aDd approval.
A. General Requirements
The Construction Manager shall provide a construction professional or professionals to
represent the City on-site. This Resident Project Representative (RPR) shall be approved
by the City as having appropriate worlc: experience for the position. If at any time7 the
City is not satisfied with the performance of the RPR, the City reserves the right to
request the services of a different individual. If for any reason the Consultant, Cambridge
eM, Inc. (CCMI), proposes a change of the RPR during the course of the project, the
City reserves the right of approval of the new RPR.
Oftlce space and equpment for Consultant's staff shall be provided by Consultant
B. Prcconstrucdon
Document and Constructability review: CCMI will review the plans and specifications.
CCMI will provide a constmctability review for the project docwnents and make
appropri~ recommendations to the City. CCMI witt work with and coordinate with the
ArehitectiEngineers who have provided design services and win be providing
Construction Administration services (under separate contracts) to avoid duplication of
services. CCMI will write up the 'lnatructions to Bidders'· which will define the scope of
work that must be included in each of the multiple prime contractor trade bid packages.
CCMI will prepare the documentation required to ensure all the required work is included
in the multiple prime contractor request bid packages and contracts. CCMI will prepare
bid sheet breakdown for each bid package. CCMI will become familiar with the various
City department functions and requirements for project coordination.
C08124310 Amendment One Page 1 1126/2010
Schedule: CCMI will develop a master construction schedule for the project with input
from the City. This schedule will be incorporated in the multiple prime contractors' IFB
packages and be refined with the multiple prime coritractors selected to perform the work.
The schedule will take into account the necessity to maintain all the building functions
including the emergency call center, the CITY's central computer room, and Police
Department. CCM! will take into account the fact that the building must remain fully
occupied and functioual at all times.' All construction related activities will be plalmed to
ensure scheduling of disruptive work is kept to a minimum and is performed off hoUrs.
Bidding: CCMI will organize and' manage bid advertisement and contractor
participation. CCMI will review the multiple prime contractor bids for completeness and
compliance with the technical portions of the bid requirements as set forth in the
specifications' and make a recommendation for award or rejection. CCMI will assist and
manage the bid period work items including clarifications, bid evaluations, and bid
compliance with contract documents. CCMI will review the prime subcontractor list for
completeness and compliance with the bid documents.
Budget: CCMl will work with the City to develop a budget fonnat and tracking system.
CCMI will review the current budget and offer an opinion to the projected cost of work.
Hazardous Material Abatement: CCMI will propose and manage a program to ensure
proper hazardous materials investigations and reports are generated and followed. CCMI
will assist the City to manage the abatement process to ensure compliance with all
applicable laws.
c. COlUtruetion Management
Daily Constructi9B Managemcgrt: CCMl will coordinate and manage the day-to--day
construction work performed by the multiple prime ,contractors and their sttbcontractors.
CCMI will manage the process to see that City services are Dot diSlUpted and there is
minimum impact to the City operations and staff., CCMI will ensure that coordination is
maintained between all parties that must be made aware of daily construction activities
and that good communication is maintained. CCMI will implement expeditious methods
for resolving conflicts. CCM! will handle all coordination with City staff.
Buildins Jnapections and Pennit: CCMI will coordinate all building inspections with the
prime contractors prior to calling for inspections by the City Building Inspection division.
Documentation: CCM! will prepare and/or review all necessary documentation for the
project including, but not limited to, daily logs and inspection progress reports,
photos/videos, Requests for Information (RFI), correspondence, shop drawings, and other
contractor submittals. CCMI will maintain all files and documentation for properly
managing the project. CCMI will track all RFI correspondence and submittal status.
CCMI will review and comment on any project-related coaespondence as requested by
the Project Manager. Routine correspondence that is related to product infonnation or
C08124310 Amendment One Page 2 112612010
minor design issues may be prepared and answered by CCMI on its letterhead, with a coy
of the response directed to the Project Manager and the Design Architect.
Correspondence requiring City response shall be reviewed, approved, and signed by only
the Project Manager.
Schedule Updates and monitoring: CCMI will work with the City's Project Manager to
prepare milestone dates and overall schedules for the work for use by the individual
contractors to prepare individual CPM schedules. CCMI will analyze, monitor and update
the master schedule as the project progresses. CCMI will analyze the schedule for logical
construction, co~ level of critical activities and to verify progress in conjunction
with the analysis of pay applications. CCMI will review contractors' individual CPM
schedules" monitor the contractor's pro~, notify the City of any slippage and
coordinate contractor recovery plans. CCMI will coordinate any construction logistics
plans of the contractors.
Progress Payments: CCMI will review progress payment requests submitted by multiple
prime con.tmctors, within five (5) days of receipt and verify the accuracy and percentage
of completion against the schedule, and resolve any discrepancies in the invoices. CCMI
will review the invoices and backup for completeness and compliance with contract
documents and make a recommendation to the Project Manager for payment of the
progress payment requests.
Cbange Order Monitoring and Processing: CCMI will review and evaluate all contractor
extra worlc requests. CCMI will review the contract documents to detennine entitlement,
complete an independent estimate of the cost of the changes, and reconcile with the
contractor's change order request. CCMI will prepare extra scope of work authorizations
for City approval and track: all scope and schedule changes. Should there be
disagreements with change order validity, CCMI will implement expeditious methods for
resolving conflicts. .
MmmDu: Throughout the construction process, CCMI will be prepared to address
comments and concerns of the construction contractors, the design arohitect and
engineers, and the City's Project Manager on an as-needed basis. CCMI will set up and
conduct weekly progress meetings and any other meetings neces~ to facilitate the
project work. CCMI will write and distribute the meeting agendas, and meeting minutes,
including: City~CM meetings, regular site meetings, and meetings with city staff,
contractors, and various City departments. The meeting minutes will explicitly track who
has the responsibility for each action item with expected completion dates.
Miscellaneous: CCMl will review and comment on any project related correspondence if
requested by the Project Manager. CCMI will address comments and concerns of the
multiple prime contractors and the ArcbitectlBngineer as needed.
Testing Agencies: Testing agency will be under contract with the City. CCMI will
coordinate and schedule the testing agency services for materials testing and special
. .
C08124310 Amendment One Page 3 1/26/2010
inspections. CCMI will ensure that all required sign-offs are reviewed and distributed and
are in compliance with the specifications.
Quality Control and Assurance: CCMI will monitor the contractors work for any
deviations in scope, schedule or perfonnance and keep the City informed of any issues
that may arise.
Record Drawings: CCMI will coordinate the preparation of record drawings with the
contractors, Architects, and Engineers on a regular basis, both during the construction
and post constnlction phases, and review the drawings for "as-built" accuracy.
Iminingj CCMI will set up and coordinate contractor provided training of City staff as
required by the contract documents and as necessary to ensure that the appropriate City
personnel are adequately trained and familiar with the new and refurbished equipment
CPouni§sioning: CCMI will manage and coordinate the commissioning of the new and
refurbished equipment with the contractors and design consultants to ensure that all new
and refbrbished equipment have been installed in accordance with the contract
documents, are working properly as stand-alone equipment, and are working properly as
part of a complete system.
D. Post ConstnletioD -Close Out
Recgrd DrawigSl: CCMI will coordinate the preparation of record drawings with the
contractors, Architects, and Engineers on a regular basis, both during the construction '
and post construction phases, and review the drawings for "as-builf' accuracy.
Close Qut: CCMI will ensure completion and delivery of all contractor required close
out documentadon including operation and maintenance manuals. record drawings, and
warranties. CCMI will review all these materials for compliance with the contract
documents and for completeness. Any deficiencies of disci.'epancies will be reported to
the City Project Manager for her information and notice will be given to the Contractor
for correction. CCMI will work under the direction of the City's 'Project Manager to
resolve any contract claim issues that may arise (stop work notices, bonding, delays, extra
work, etc).
files to City: . CCMI will consolidate and deliver all project files and documentation
maintained by the Construction Manager to be retained by the City.
Warranty: CCMI will coordinate correction of all defective work items that are included
in the projects warranty period to repair or replace defective work.
3. DRAWINGS AND SPEClFICATIQNS
C08124310 Amendment One Page 4 1126/2010
Document type and fonnat for the project are as follows: Specifications in electronic
"Word--document format, drawings on CD in AutoCAD version R14 or R2000.
Drawings shall be on a 36" x 48" sheet size with a scale of 1/4" = 1 '. Record Drawings to
be submitted to the City: one hard copy set and soft copy on CD in AutoCAD Version
1.14 or R2000.
4. PRQJECT ADMINISTRATION
Karen Smith, will be the City's Project Manager, and Philip Ciralsky, Project Engineer,
will be the City's Project Engineer, unless directed otherwise by the City. All questions,
correspondence and invoices will be addressed to the Project Manager at (650) 496-6973.
Fax number is (650) 496-6958. All correspondence shall be addressed to the City of Palo
Alto, Facilities Management Division, P.O. Box 10250, Palo Alto, CA, 94303.
C08124310 Amendment One , PageS 1126/2010
lWIlIIT Ii lIME SCHEDULE -AMENDMENT '1 UVISIQN
BID PACKAGE 1: (Completed)
The Consultant shall complete aU Ploject and Construction Mauagement services within
the term period for this agreement whieh shall be through the completion of the post
construction and close out phase. CM Services are awarded for Phase I only at this time.
CM Services may be extended to Phase n and TIl of the project pursuant to approval of
funding for those phases, and the quality of the consultant's work is acceptable during the
previous phase of the contract.
BID PACKAGE 2:
Amendment #1 awards CM Services for Bid Package 2. The Consultant shall complete
all Project and Construction Management services within the teIm period for this
agreement which shaI1 be through the completion of the post construction and close out
phase.
CM Services may be extended to Phase TIl (Bid Package 3) of the project pursuant to
approval of funding for those phases, and the quality of the consultant's work is
acceptable during the previous phase of the contract.
C08124310 Amendment One Page(i 112612010
EXHIBIT c; COMtBl'ISAlImj
;gaslc Service8i
The fees for this work shall include all Consultant costs necessary for providing the
desired services including sub-consultant costs, reimbursables, and meetings.
BID PACKAGE 1: (completed)
Consultant shall provide all basic services for a not-to-exceed fee of five hundred tbree
thousand two hundred eighty dollars ($503,280).
Pre-Construction
Construction
Closeout
Total Base Fee (Not-to-Exceed)
Reimbursable Allowance
Total Fee Not .. to-Exceed
Additional Services (Not-toMExceed)
BID PACKAGE 2:
$75,000
$398~80
$3QJ)QQ
$503,280
S14J)gQ
$517,280
$52,000
Consultant shall provide all basic services on a time and materials basis in accordance
with the hourly fee schedule contained below for a not-to-exceed fee of Five Hundred
Seventy-One Thousand Nine Hundred Thirty Dollars ($571,930).
Total Base Fee (Not-to-Exceed)
Reimbursable Allowance
Total Fee Not-to-Exceed
Additional Services (Not-to~Bxceed)
Rebnbunable Allowance:
$556,680
$15.250
$571,930
$58,000
Reimbursables shall be limited to out of town travel, document reproduction costs,
mailing and courier services. Mileage shall be reimbursed at the City's current standard
rate.
C08124310 Amendment One Page 7 1126/2010
AdditJoDal Seryiees;
Consultant shall be paid on a time and material basis according to the hourly rates below,
should any work: be requested by the City which falls outside the baSic services oftbis
project. All additional semces work must be authorized in advance in writing by the
City's Project Manager prior to accomplishment of the work:.
B0JlB!dY liE SCBIg)ULE
Principal SI90
Sr. Project Manager S160
Cost Estimator $165
Project Construction Manager $145
Assistant Project Manager S130
Project Engineer S120
CCM MEP Engineer $200
COS124310 Amendment One PageS 112612010