HomeMy WebLinkAboutStaff Report 135-10TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE: FEBRUARY 8, 2010 CMR:135:10
REPORT TYPE: CONSENT
SUBJECT: Approval of Amendment No. One to Contract No. C09128453 with
WSP Flack & Kurtz, Inc. in the Amount or $330,000 for a Total
Contract Amount of $550,000 for Construction Administration and
Commissioning Services for the Civic Center Infrastructure
Improvements Project -Capital Improvement Program Project PF •
10102
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or his designee to
execute Amendment No. One to Contract No. C09128453 with WSP Flack & Kurtz
(Attachment A) in the amount of $300,000 for basic services and $30,000 for additional services
to provide construction administration and commissioning services related to mechanical,
electrical and plumbing work for the Civic Center Infrastructure Improvements Project PF-
01002. The amended contract amount would total $500,000 for basic services and $50,000 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.
DISCUSSION
Background
The Civic Center building was constructed in 1969 and no comprehensive major maintenance
had been performed 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
CMR:135:10 Page 1 of3
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
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 fmal 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.
Mechanical, Electrical and Plumbing Construction Administration
WSP Flack & Kurtz, Inc. provided mechanical, electrical and plumbing (MEP) design as a sub
consultant to Huntsman Architectural Group for all phases of the project. Since the MEP work
constitutes the majority of the construction scope, the City separated the construction
administration services for Bid Package 1 into two specialty contracts: (1) architectural and
structural and (2) mechanical, electrical and plumbing (CMR 344:08). This division also
resulted in a cost savings to the City by eliminating overhead costs related to specialty design
work.
Consultant Services Description
Amendment # 1 to the consultant contract provides for construction administration and
commissioning services related to mechanical, electrical and plumbing work under the second
construction phase for systems upgrades, or Bid Package 2. The consultant will provide standard
construction support during the bid, construction and closeout phases including submittal review;
response to requests for information or clarification; attendance at job-site meetings; review of
claims or change order requests; project oversight to assure construction conformance with
design requirements; and project closeout including preparation of Record Drawings.
Commissioning, part of the green building process, is a systematic process of ensuring that new
building systems perform interactively according to the documented design intent and
operational requirements, and that specified system documentation and training are provided the
facility staff.
Next Steps
Construction of this phase will be awarded to multiple prime contractors and will include
refurbishment of mechanical systems not upgraded with Bid Package I; electrical systems,
including transformers, panels, etc.; accessibility improvements; and exterior painting and
CMR:13S:10 Page2of3
sealing. Construction of this phase IS expected to begin ill May 2010 and will take
approximately ten 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.
RESOURCE IMPACT
Funds for this project are available in Capital Improvement Program Project PF-01002, Civic
Center Infrastructure Improvements.
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:
KAREN SMITH
Manager, Facilities Maintenance & Projects
DEPARTMENT HEAD: tL J.gf<~~
CITY MANAGER APPROVAL:
CMR:135:10 Page 3 of3
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AMENDMENT ,NO. ONE TO CONTRACT NO. 009128453
BETWEEN THE CITY OF PALO ALTO AND
WSP FLACK & KURTZ, INC.
ATTACHMENT A
This Amendment No. One to Contract No. C0912B453
("Contract" ) is entered into 1 by and between the
CITY OF PALO ALTO, a charter city and a municipal corporation of
the State of California ("CITY"), and WSP Flack & Kurtz, Inc., a
Califprnia corporation, located at 405 Howard Street, Suite 500,
San Fran~iscol CA 94105 ("CONTRACTOR").
R E CIT A L S:
WHEREAS, the Contract was entered into between the
parties for the provision of professional services described in
C0912B4S3 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:
SECTION 1. The section entitled "NOT TO EXCEED
COMPENSATION is hereby amended to read as follows:
l00126smOl0
"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 Five Hundred Thousand
Dollars ($500,000), In the event Additional Services
are authorized, the total compensation for services and
reimbursable expenses shall not exceed Fifty Thousand
Dollars ($50,000). The applicable rates and schedule
of payment are set out in Exhibit \\C", entitled
"COMPENSATION", which is attached to and made a part of
this Agreement.
Additionjil Services, if any, shall be authorized in
accordance with and subject to the provisions of Exhibit
"C", 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 "Al'. II
1
SECTION 2. The following exhibit (s) to the Contract
is/are hereby amended to read as set forth in the attachment(s) to
this Amendment, which are incorporated in full by this reference:
a. Exhibit "A" entitled "Scope of project".
b. Exhibit "B" entitled "Time Schedule".
c. Exhibit "e" entitled "Compensation".
SECTION 3. 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.
APPROVED: FLACK & KURTZ, INC.
City Manager
Director of Public Works
Title: __ ~ ____ ~~ __________ __
APPROVED AS TO FORM:
Senior Asst. City Attorney
Attachments:
EXHIBIT "A":
EXHIBIT liB II ;
EXHIBIT "C":
lOOl26smOlO
SCOPE OF PROJECT
TIME SCHEDULE
COMPENSATION
2
REVISED EXHIBIT "A": SCOPE OF WORK (Amendment #1} .
CIVIC CENTER INFRASTRUCTURE PROJECT: CIP PF~Ol 002
Bid Phase and Construction Administration Work for "Bid Package 2"
1. INTRODUCTION
The City of Palo Alto is upgrading the Civic Center building, located at 250 Hamilton Ave, Palo
Alto, CA. The scope of work includes replacement or retrofit of the building ventilation
systems, garage ventilation systems, boiler, building emergency generator, elevators, electrical
systems and distribution wiring, life safety system, and Americans with Disabilities Act (ADA)
improvements (as triggered by Title 24 provisions required by the aforementioned upgrades).
The project shall also include installation of energy saving systems/features. The Consultant's
se~ces shall be phased and shall include a building study and report phase along with design
and implementation phases as required to accomplish the above project.
The cooling tower, chiller, mezzanine fan coil units and a small emergency generator were
installed within the last 8 years and need not be replaced. Recent retrofit work to the office
finishes was completed on the mezzanine level, 2no. floor, 3rd floor, 4th floor, 5th floor, and the 8th
floors. Electrical upgrades to the 2nd floor computer room and Level "A" Communications
Center will be completed in 2002. All building lighting has been recently upgraded for energy
efficiency. Consultant shall understand how the past work fits in with the new, and integrate
systems where efficiency, cost reductions, and maintenance savings can be achieved.
Flack & Kurtz (Consultant) has been a sub~consultant to Huntsman Architectural Group for aU
previous phases ofthis project which include: Building Study and Report Phase, Design and
Implementation Phase -Elevator Upgrade, Design of Infrastructure Repairs and the first
construction phase of the design work of which the mechanical, electrical and plumbing scope
made up approximately 85% ofthe overall work in this phase. Bid Package 2 will cover MEP
infrastructure upgrades and construction administration services for the Tower levels including
replacement of electrical heating coils with hot water heating coils; replacement of electrical
feeders, panels, and step~down transformers; lighting and lighting control upgrades; replacement
of cooling fan and chilled water coils; and testing and replacement of fire dampers.
1. SCOPE OF SERVICES
The Consultant shall provide support during bid, construction, and close out periods as follows:
A. Bid Phase:
• Consultant shall attend the pre-bid meeting; respond to questions from
bidders; issue clarifications for addenda as required; and assist the City
of Palo Alto and their Construction Manager in assessing the bids for
award.
• Consultant win not be responsible for the administration of award of the
bids.
Contract No. C09128453 -Amendment One Page 1 12/29/09
B. Construction Phase
During the construction phase the Consultant shall:
• Attend the pre-construction meeting.
• Attend site construction meetings twice per month for the designated construction period.
• Review submittals and shop drawings and respond to RFl's from City or
City·s Construction Manager.
• Make revisions to the construction documents and issue Bulletins as
required
• Coordinate with the City of Palo Alto building inspeetors as required.
• Attend one punch list visit to review the work and compile a punch list.
• Attend one follow up punch list review to make sure the punch list items
have been correeted.
• Provide full commissioning services and documentation for all
equipment and systems installed as part of Bid Packages I and II to
comply with requirements ofUSGBC LEED process and submittals.
C. CloseOut
During Close Out Phase, the Consultant shall:
• Attend a close out meeting with the City, the Construction Manager and
the contractors (one meeting only).
• Produce final "Record Drawings" from infonnation provided by Prime
Contractors. This includes one hard and one CD copy of the final
construction drawings. Coordinate fmal drawing package with Architeet
to provide one complete package to City.
• Review the final close out package submitted by the prime contractors
for completeness.
• Provide documentation of commissioning process to comply with
requiremqlts ofUSGBC LEED process and submittals.
3. QR.A WINGS AND SPECIFICATIONS
As applicablet upon completion of the construction phase, and after acceptance by the City. the
Consultant shall submit to the City one (1) complete set of reproducible record drawings
reflecting all as-built conditions. A complete set of Record Drawings shall also be submitted to
the city on CD in AutoCAD Version R14 or R2000.
4. PROJECT ADMINISTRATION
Karen Smith wiJl be the City's Project Manager, unless directed otherwise by the City. Philip
Ciralsky will be the City's Projeet Engineer, unless directed otherwise by the City. AU
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.
Contract No. C09128453 -Amendment One Page 2 12129/09
EXIDBIT "B": SCHEDULE QF PERFORMANCE
BID PACKAGE 1: (completed)
Consultant shall complete all services under this agreement by September 30, 2009, or
completion of the construction phase, whichever occurs first. The construction phase is expected
to be 270 calendar days.
BID PACKAGE 2:
Consultant shall complete all selVices under this agreement by June, 2011. The construction
phase is expected to begin in May 2010 and be ten (10) months.
Contract No. C091284S3 -Amendment One Page 3 12/29/09
EXHIBIT "C": COMPENSATION
Civic Center Infrastructure Project -WSP Flack & Kurtz
BID PACKAGE 1: (completed)
Basic Services
The fees for this work shall include all Consultant costs necessary for providing the desired
services including subMconsultant costs, reimbursables, meetings, and report generation.
Reimbursables shall include travel. document reproduction costs, mailing and courier services.
Travel shall be reimbursed at the City's current standard rate.
Bid/Construction/Closeout Services (hourly, not-to-exceed)
Additional Services
Total for Big Package 1
BID PACKAGE 2:
Basic Services
$200.000
$20,000
$220,002
Consultant shall be paid on a time and materials basis according to the hourly rates set forth in
Exhibit "C-l" and not to exceed the amounts specified below.
The fees for this work shall include all Consultant costs necessary for providing the desired
services including sub-consultant costs, reimbursables, meetings, and report generation.
Reimbursables shall be paid at cost and shall include travel, document reproduction costs,
mailing and courier services. Travel shall be reimbursed at the City's current standard rate.
Bid/Construction/Closeout Services (hourly, notwtoMexceed)
Commissioning Services (hourly, noHoMexceed)
Reimbursable Expense
Total Basic Services
Additional Services
Total for Bid Package 2
Additional Services
$230,000
$30,750
$39.250
$300,000
$30,000
$330,000
Consultant shall be paid on a time and material basis according to the hourly fee schedule rates
attached as Exhibit "C-l" should any work be requested by the City which falls outside the basic
services of this project. All additional services work must be authorized in advance in writing by
the City's Project Manager prior to accomplislunent ofthe work.
Contract No. C09128453 -Amendment One Page 4 12129109
••
STANDARD HOURL Y RATES -EXHIBIT C·1
(Effective January 2010)
Title
President
Senior Vice President
Vice President
Senior Associate
Associate
Engineer
Design Engineer
Designer
CAD Operator
Administration
CAD Manager
NOTE -Rates are subject to annual adjustment.
$400
$300
$225
$180
$160
$130
$110
$ 95
$ 95
$ 85
$125
,-,WSP-FLACK+KURTZ