HomeMy WebLinkAboutID-2758-Mitchell-Park-Construction-Contract-Monthly-Report-6-4-12City of Palo Alto (ID # 2758)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/4/2012
June 04, 2012 Page 1 of 6
(ID # 2758)
Summary Title: Mitchell Park Construction Contract Monthly Report
Title: Submittal of Mitchell Park Library and Community Center Monthly
Construction Contract Report
From:City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council:
1)Accept this update on the Mitchell Park Library and Community Center
(MPL&CC) construction contract change orders; and
2)Direct staff to continue to submit monthly reports to Council and to take
related actions which Council may direct.
Executive Summary
The MPL&CC construction is approximately 72% complete (based on
expenditures). Council has authorized a 20% construction contract contingency
ceiling for unanticipated construction costs and established specific project
reporting requirements in order to manage costs. Actual change orders approved
to date total $1,676,174 or about 7%of the base construction contract amount.
Background
On September 12, 2011,Council authorized an increase in change order authority
and a ceiling for the MPL&CC construction contract from 10% to 20% to cover
unanticipated construction costs. Council also directed staff to provide Council
with a Monthly Report on Change Orders with Flintco, the general contractor.
Council also requested the City Attorney to provide additional confidential
briefings regarding potential claims against other responsible parties.
June 04, 2012 Page 2 of 6
(ID # 2758)
Discussion
To date, 14 change orders have been approved for a total amount of $1,676,174.
This amount constitutes about 7%of the base construction contract amount.
Since the last Staff Report update, there have been no additional Change Orders
issued. Council has authorized change orders up to 20% of the base contract
amount;leaving about 13% remaining. A breakdown of the change orders and
the key components of each are contained in Table 1 listed below with a brief
description of each. Please recognize that change orders can include reductions
and credits as well as new costs. You will see this, for example, reflected in
Change Order #5 in Table 1 below.
Table 1
Change Order Amount Change Order Summary
1 $41,725 Eight extra work items including the pruning of
trees, clean-up of the old building, and removing
conduit found during site clearing and grading.
2 $33,102 Four extra work items including the rerouting of a
storm drain around tree roots and the addition of a
new manhole that the drawings showed being
present but wasn’t.
3 $215,501 10 extra work items including an adjustment
needed due to tree root interference, an upgrade in
wall insulation capability, and design coordination
needed for steel installation.
4 $242,754 11 extra work items including the installation of
dowels at additional locations, the installation of
thicker glass railings to increase stability, increased
gas transmission line coordination, and extra
concrete water protection.
5 $4,436 24 extra work items including an extra light fixture
cost, fire safety drawing coordination, and a variety
of additional required supplies totaling $70,536
minus credit given for three of the 24 work items
including spare fixtures no longer required and
reimbursed City of Palo Alto dump fees totaling
$66,100.
June 04, 2012 Page 3 of 6
(ID # 2758)
6 $25,123 Seven extra work items including additional gas
main protection, curb strengthening, and deck
support for the Building A green roof.
7 $74,304 19 extra work items including HVAC driven floor
adjustments, electrical system adjustments, data
cable rerouting, and a new load break cabinet
totaling $109,965 minus credit given for two of the
19 work items including stones for the Arch
provided by the artist and value engineering
totaling $35,661.
8 $385,251 10 extra work items including additional fill,
perforated metal panel ceiling work, various
waterproofing, and conduit.
9 $195,706 18 extra work items including multiple curb
installations, a basketball court slab, and an art
sculpture foundation.
10 $78,514 18 extra work items including a Flintco field staff
supplement, waterproofing, plumbing and electrical
system alterations, and tree protection measures
totaling $79,226 minus credit given for one of the
18 work items identified as plumbing fixture
changes totaling $712.
11 $224,662 14 extra work items including beam strengthening,
interior & exterior roof tank pipe supports, electric
vehicle chargers, load break cabinet bollards, and
additional steel.
12 $20,347 Seven extra work items including A/V work,
electrical changes, and a roof access ladder.
13 $80,721 13 extra work items including metal stud framing,
light fixtures, and miscellaneous electrical work.
14 $54,028 Five extra work items including a thickened roof
edge, equipment curbs, a Building A ramp, signage
support, and a book drop.
TOTAL $1,676,174 TOTAL CO’s 1-14
***For further information about each of the change orders see the attached
corresponding Contract Change Order Scopes of Work (Attachment A).
June 04, 2012 Page 4 of 6
(ID # 2758)
Change order requests submitted by the contractor are typically bundled together
on a monthly basis and summarized in one single change order. On
September 12, 2011,Council further directed staff to submit any change order
request which exceeds $85,000 to Council for approval. Staff is interpreting this
to mean an individual change order line item more than $85,000. (You may note
over the course of a month a number of on-site decisions are made, in order to
not slow the project down, which when complied later can add up to more than
$85,000). Thus, there are no change order requests greater than $85,000 which
staff is recommending Council approve at this time. (Bundled Change Order 11,
for example, totals $224,662, but includes as series of change orders, none of
which exceeds $85,000).
Council further directed that staff report to Council on oversight activities.
Therefore, attached is the most recent Library Bond Oversight Committee agenda
(Attachment B)and Library Bond Oversight Committee minutes (Attachment C).
On October 17, 2011, Council requested information on two other related topics
and these are addressed below.
1)Expenditures for New Consultants
The City Attorney’s Office has hired the following consultants to assist with the
review of construction costs requested by Council. The table below shows the
amount encumbered and the amount spent to date.
Contract Amount Amount Expended
ZFA Structural Engineers $25,000 $17,850
Legal Counsel (Jarvis
Fay/Otis & Iriki)
$135,000 $53,813
Reidinger Consulting
(Scheduling)
$85,000 $72,327
2)Outstanding Change Orders Proposed by the Construction Contractor (Flintco)
In addition to knowing the amount of the Change Orders approved to date by
the City (above), Council members asked the value of the outstanding change
orders proposed by Flintco but not yet approved or rejected. This information
June 04, 2012 Page 5 of 6
(ID # 2758)
is contained in Attachment D. The first graph on Attachment D shows both
Potential Change Orders (PCOs) (which is an internal list compiled by the City’s
construction manager of certain work items that could eventually result in
extra work claims)and actual Change Order Requests (CORs),a subset of the
PCOs, which have been submitted by Flintco to date. (Note: All CORs have
been temporarily retracted by Flintco while they work on adjustments to
them. Flintco has been notified that the retraction may jeopardize the ability
of the City to act on these CORs).
The latest Monthly Report concerning all Library Projects (“Palo Alto Library
Projects”) is included as Attachment E. These will no longer be forwarded to
Council via a separate staff report.
In this update staff has also included a Mitchell Park Library Cost Comparison
Table (Attachment F) that shows the construction cost of this project in
comparison to other recent projects the City has done. Additionally, the Mitchell
Park Library Cost Comparison Table shows the contingencies approved and used
for each of those projects to help put the 20% contingency fund approved for this
project in context relative to what has been approved in the past.
Resource Impact
There are no resource impacts associated with providing the monthly reports to
Council. The approved change orders are within the Capital Improvement
Program Project (CIP)Budget PE-09006 for the MPL&CC project.
Policy Implications
There are no policy implications in providing the monthly reports to Council.
Environmental Review
Providing monthly reports on this topic to Council does not constitute a project
under the California Environmental Quality Act (CEQA).
Attachments:
·A -MPL COs # 1-14 (PDF)
·B -LBOC Agenda_4-24-2012 (PDF)
·C -Final LBOC Minutes_1-24-2012 (PDF)
·D -Summary Charts_5-2012 (PDF)
June 04, 2012 Page 6 of 6
(ID # 2758)
·E -PAL Monthly Report -March and April 2012 (PDF)
·F -MPL Cost Comparision Table_4-2012 (PDF)
Prepared By:Richard Hackmann,
Department Head:J. Michael Sartor, Director
City Manager Approval: ____________________________________
James Keene, City Manager
Agenda
Library Bond Oversight Committee meeting
Quarterly Meeting
April 24, 2012
7th floor conference room
4:00 p.m. – 5:30 p.m.
Committee Members: James Schmidt (Chair), Sandra Hirsh (Vice-Chair), John Melton,
Dena Mossar, Alice Smith
Staff: (Public Works) Phil Bobel, Karen Bengard, Debra Jacobs, (Library) Monique
leConge; (Administrative Services) Joe Saccio, Tarun Narayan, (Auditor) Jim Pelletier,
(Attorney) Melissa Tronquet
Others: (Turner Construction Management) Greg Smith
ROLL CALL
ORAL COMMUNICATIONS
APPROVAL OF MINUTES – January 24, 2012
AGENDA REVIEW & REVISIONS
UNFINISHED BUSINESS
1. DISCUSSION – Construction Progress (Greg Smith)
a. Mitchell Park Library & Community Center
b. Temporary Main Library
2. DISCUSSION – Design Progress (Karen Bengard)
a. Main Library
NEW BUSINESS
3. DISCUSSION – Update on Flintco / Construction costs / Council
action (Phil Bobel)
4. DISCUSSION -- Draft Financial Report Summary from Administrative
Services (Tarun Narayan)
a. Expenditures to date – summary spreadsheet
5. ACTION – Approval of Quarterly Report to Finance Committee
6. DISCUSSION– Mitchell Park Library & Community Center
contingency issue (Phil Bobel)
7. Next Steps
a. Next meeting: July 24, 2012
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Minutes
Library Bond Oversight Committee meeting
Quarterly Meeting
January 24, 2012
7th floor conference room
4:00 p.m. – 5:30 p.m.
Committee Members: Dena Mossar, James Schmidt (Chair), Alice Smith, Sandra Hirsh
(Vice-Chair), John Melton
Staff: (Public Works) Phil Bobel, Karen Bengard, (Library) Cornelia Van Aken;
(Administrative Services) Joe Saccio, Tarun Narayan, (Auditor) Jim Pelletier, Ian Hagerman
(Attorney) Melissa Tronquet
Others: (Turner Construction Management) Greg Smith
ROLL CALL
4:00 Quorum
Absent: Mossar
ORAL COMMUNICATIONS
None
APPROVAL OF MINUTES – October 25, 2011
Unanimous
AGENDA REVIEW & REVISIONS
No Changes
UNFINISHED BUSINESS
1. DISCUSSION – Construction Progress (Greg Smith)
a. Mitchell Park Library & Community Center
Greg distributed copies of the Nov/Dec “Palo Alto Library Projects Progress
Report”. Progress was slow if you viewed the outside of the building but there is
also significant work that has been done on the interior. Contractor’s estimated
completion is Dec 2012. It will take library staff 2-3 months after completion to
move in books and equipment and test procedures.
b. Temporary Main Library
Temp library will be in auditorium of Art Center, estimated completion in August
2012. Will not be opened (except to Art Center uses) until Main Library is ready
to close. Main Library will not close for construction until Mitchell Library is ready
for use.
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2. DISCUSSION – Design Progress (Karen Bengard)
a. Main Library
Council meeting on integration of Main/Art Center has been moved to March 5th.
Main point of controversy is the driveway ‘connector’ piece that will impact some
of the garden spots. Construction on the Main Library cannot start until the new
Mitchell Library is complete and the staff from Main moved into Mitchell.
Assuming Mitchell is completed in December 2012, construction on Main could
start in Feb/March 2013. Construction duration on Main is 1.5 years.
NEW BUSINESS
3. DISCUSSION – Outside Auditor’s Report (Ian Hagerman)
Auditor distributed copies of report from “outside auditor”, MGO CPA firm. Outside
auditor’s report was provided; it had been approved by the Finance Committee by 3-
1. No significant issues found; minor issue of $400 in spending that was mis-
classified as bondable and the use of financial advisors whose contracts has expired.
Auditor will request policy enhancements and clarifications. Auditor’s workplan is on
website.
4. DISCUSSION – Timing of Main Library bond issuance
There was a discussion of the timing of the Main Library bond. Tarun and Joe felt
that they would need a few months prior to issuance to get a final construction cost
estimate. Karen Bengard felt that it might be beneficial to ask for the remaining funds
up to the $76 million bond limit. No decision needed to be made at this point, so
discussion will continue as more up-to-date cost estimates for Main and Mitchell are
known.
5. DISCUSSION -- Draft Financial Report Summary from Administrative
Services (Tarun Narayan)
a. Expenditures to date – summary spreadsheet
Spreadsheet distributed. Discrepancy (of about $419K) with Greg
Smith/Turner’s worksheet was because Turner’s reflects more up-to-date
information. Tarun was requested to remove schedule information from the
spreadsheet as it was outdated and is shown on other locations such as the “Palo
Alto Library Projects, Monthly Progress Report” prepared by Turner.
6. ACTION – Approval of Quarterly Report to Finance Committee
Jim was not aware if LBOC item has been agendized or whether he needs to appear
in person to present findings. It was recalled that the Finance Committee had
requested an in-person appearance by the LBOC Chair. Karen will investigate
requirements and ask Debra Jacobs to draft cover letter for the report.
7. DISCUSSION– Mitchell Park Library & Community Center
contingency issue
Phil Bobel discussed (in general) ongoing legal issues related to the MPLCC. He
attends closed session to brief Council on proposed Change Order costs. It was
explained that the contingency amount was increased from the original 10 percent to
the current 20 percent, and that the project is within budget.
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8. Next Steps
a. Next meeting: April 24, 2012
$0
$1,000,000
$2,000,000
$3,000,000
$4,000,000
$5,000,000
$6,000,000
$7,000,000
$8,000,000
Co
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t
Percent Completion
Mitchell Park Library Approved Change Orders (CO's) and Outstanding
Potential Change Orders (PCO's)
Approved CO's
Outstanding PCO's
Flintco COR's
10% Contingency
20% Contingency
Revised 11/10/11
4.418
(DT)
5.212
(DT)
4
(DT)
$41.357M
(Mitchell)
$49.043M
(Mitchell)
$50M
(Mitchell)
$21.683M *
(Main)
$18M
(Main)
$18M
(Main)
1.62
(Other)
3.745
(Other)
4 (Other)
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Dollars (Millions)
Library Bond Fund Utilization Projections
(April 2012)
(Dollars in Millions)
Mitchell Park Library Main Library Temporary Libraries & Bond Costs Series5
$69.078M $76M
*The Main Library Projection was increased following Council approval on July 25, 2011 (Staff Report #1438) of approximately $1.7M of design
amendments and future building improvements related to deferred maintenance, code upgrades and service enhancements.
Palo Alto Library Projects
Bi-Monthly Progress Report
March - April 2012
Mitchell Park Library & Community Center
Main Library
Mitchell Park Main Entry
Table of Contents
Mitchell Park Library
Status Report
Management Summary
Action Items
Schedule Milestones
Main Library
Status Report
Management Summary
Library Closure Plan
Financial Summary
Mitchell Park Library &
Community Center
3700 Middlefield Road, Palo Alto
The new Mitchell Park Library and Community Center is a highly
sustainable joint-use facility that will be a vibrant destination for
civic, cultural, social, educational, and recreational activities. The
new center, which will replace undersized and aged facilities, is
made possible through Measure N and the strong partnership
between the city and the community. During construction,
temporary library and teen center facilities are available at the
Cubberley Community Center.
WEB CAM LINK: http://173.164.239.206/view/viewer_index.shtml
March - April 2012
PROJECT CONSTRUCTION
CONSTRUCTION BEGAN:
September 2010
ANTICIPATED OPENING:
Spring 2013
PROJECT TEAM
OWNER:
City of Palo Alto Public Works
(650) 329-2295
ARCHITECT:
Group 4 Architecture,
Research + Planning Inc.
South San Francisco, CA
(650) 871-0709
GENERAL CONTRACTOR:
Flintco Pacific, Inc.
Folsom, CA
(916) 351-5400
CONSTRUCTION MANAGER:
Turner Construction Company
San Jose, CA
(408) 277-6370
FOR MORE INFORMATION
www.cityofpaloalto.org/libraryprojects
KEY ACCOMPLISHMENTS
Stair Tower Siding
UPCOMING ACTIVITIES
Exterior Wall Dry in & Finishes
Glass installation in progress
Plaster
Library Main Entrance
Library Roofing Started
March - April 2012
Up on the Roof – Future Solar Array Area Glass on the South Side and Roof Overhang Framing
Work on the Teen Center Closing up Walls on the Roof
New Blue Stair Tower Stucco South Side Building A
Progress Photos
Mitchell Park Library & Community Center
Management Summary
March - April 2012
Noteworthy Accomplishments
Waterproofing & flashing complete
Current Project Challenges:
Exterior wall dry-in is 6 weeks away (Scheduled for 6/7)
Little progress on dry-in for the last 4 months
Window mock ups failed water leak testing
Temporary dry-in was never complete (Rain season officially ended 4/15)
Processing the high volume of change documentation and providing direction
Settle tube steel and exterior wall framing changes (Ready for Council approval)
Settle waterproofing and sheet metal changes (Estimate complete)
Expecting significant number of new COR to review
Submittals impacting material delivery and inspection (In progress but nothing completed)
Photovoltaic and Solar Hot Water systems need separate permits
Vehicle chargers need a separate permit
Deferred submittals for glass railings, elevators and library shelving need to complete plan check
Architects Supplemental Instructions need to complete plan check
Safety
Contractor glazing subcontractor had recordable accident – cut hand
Public Safety is a priority outside the fence. No incidents reported to date
Quality Control
City & Special Inspectors re-inspect work several times
Work is not always ready when inspection is requested
Work does not always pass inspection
Inspector has set minimum requirements for interior inspection and Flintco is preparing a plan.
Quality Control Observation Reports : 56 have been issued and 12 remain open
Glazing contractor is having difficulty meeting quality control standards
1 non compliance notice issued for glazing
Schedule:
Flintco’s reported completion date has slipped 4 months since the beginning of the year
Updates are not tied to baseline schedule. Keep as built dates on baseline schedule
Contractor plans to ask for 1 year extension
Next Key Milestones:
Building Dry In: Library 6/7 Teen Center 5/16 Community Center 6/1
Mitchell Park Library & Community Center
Schedule Milestones
March - April 2012
Activity ID Bldg-A Bldg-B Bldg-C
Pad Certification 10/27/10 10/27/10 10/27/10
Foundation Complete 12/28/11 1/16/11 1/7/11
Frame & Place Slab on Grade 2/11/11 5/6/11 5/3/11
Top out Structural Steel Frame 5/31/11 4/15/11 5/12/11
2nd Floor Poured 4/16/11 X X
Roof Poured 5/31/11 6/24/11 6/21/11
Frame Ext Walls EXT 4000 9/2/11 9/26/11 9/2/11
Building Dried In EXT 5555 6/7/12 5/16/12 6/1/12
Frame Interior Walls INT 1130 5/24/11 6/1/11 7/1/11
Insp - OK to hang drywall INT 1085/2095 7/30/12 5/17/12 7/5/12
Insp - MEP overhead AINT 1220 9/20/11 9/20/11 9/20/11
Casework Start Date FIN 10159/1090 10/2/12 8/2/12 8/2/12
Ceiling Complete FIN 1120 10/30/12 9/7/12 8/28/12
Flooring Complete FIN 1180/1250 11/26/12 9/21/12 10/5/12
Permanent Power EQU2020 7/27/12 9/14/12 9/7/12
Heat & Air Conditioning Online EQU 1100 8/31/12 10/12/12 9/28/12
Elevator Complete AEQU1090 9/27/12 x x
Parking Paving Complete STE 1410 6/21/12 x x
Substantial Completion PCO 1555 2/5/13 2/5/13 11/21/12
Certificate of Occupancy PCO 5020/1555 3/20/13 3/20/13 3/20/13
Building Air out and Commissioning complete EQU 1070 2/17/13 3/12/13 4/9/13
Completed
Completion Date
Main Library
1213 Newell Road, Palo Alto
Exterior View
March - April 2012
2011
PROJECT CONSTRUCTION
CONSTRUCTION STARTS:
Summer 2013
ANTICIPATED OPENING:
Fall 2014
PROJECT TEAM
OWNER:
City of Palo Alto Public Works
(650) 329-2295
ARCHITECT:
Group 4 Architecture,
Research + Planning Inc.
South San Francisco, CA
(650) 871-0709
CONSTRUCTION MANAGER:
TBD
FOR MORE INFORMATION
www.cityofpaloalto.org/libraryprojects
KEY ACCOMPLSHMENTS
Design Development Complete
Council Approved Scope Expansion
Constructability Review
UPCOMING ACTIVITIES
Decision on Site Development
Connectivity with Art Center
Circulation around Community Gardens
Construction Estimate Update
The Palo Alto Main Library renovation and addition is in the
final phase of design “Better Libraries for Palo Alto” projects,
funded by the passage of Measure N by voters in 2008. The
project incorporates upgrades to the historic building’s structural,
electrical and mechanical systems while preserving the integrity of
architect Edwards Durrell Stone’s iconic design. The new
addition includes a program room and additional restrooms
to extend the services of this heavily-used branch. The
project targets LEED certification.
Main Library
Management Summary
March - April 2012
Noteworthy Accomplishments
Design development complete
Council approved scope expansion
Completed hazardous material report
Published 100% design development estimate
Constructability review of 95% construction documents
Current Project Challenges:
Decide on Site circulation plans
Complete final construction documents
Plan Check
Safety
No activities
Quality Control
No activities
Schedule:
Construction begins mid 2013
Next Key Milestones:
Council Decision on Parking Circulation
Estimate update
Constructability Review follow up
Closure Plan
March - April 2012
Mitchell Park Library and Community Center construction started,
College Terrace Library re-opened
Mitchell Park Library & Community Center
Opening to the Public in the Spring 2013
Main Library
Closes for construction Mid 2013
20
1
0
20
1
1
201
2
201
3
Downtown Library re-opened
201
4
Main Library
Opening to the Public in 2014
printed 5/11/2012
MEASURE
N
ENGINEER'S
ESTIMATE PROJECTED RESERVES
09010 Cubberley Temporary Library 645,000 619,687 25,313
09005 Downtown Library 4,000,000 5,212,000 4,418,111 793,889
09006 Mitchell Park Library & C.C.50,000,000 49,043,000 41,356,894 7,686,106
11000 Main Library 18,000,000 20,100,000 21,682,800 -1,582,800
11010 Art Center Temporary Library 500,000 500,000 0
Bonding and Financing Costs 4,000,000 500,000 500,000 0
BONDED AMOUNT 76,000,000 76,000,000 69,077,492 6,922,508
- - -
April-2012
FINANCIAL SUMMARY
BUDGET COSTS
The combined projects currently have a projected cost reserves of $6,922,508
Temporary Library at Cubberley finished below estimate. Balance is held for move out costs.
Downtown Library is now finished. Budget will update when all contracts are closed out.
Mitchell Park Library and Community Center bids were significantly below estimate.
Bond costs have been reforecast and the financing budget is reduced by $2,100,000 from the last report
Main Library Budget is increased $2,100,000 from financing budget reduction.
Council scope increases and current estimates still project higher costs.
Reserves are based on contracts awarded to date. Future awards will affect reserves.
April 2012
Mitchell Park Library Cost Comparison Table
1 Actual (Construction Cost) Definition: The total cost of construction. This figured is calculated my adding the construction contract amount to the
construction contingency used.
Project Name Construction Cost
Contract Amount Contingency Contingency Used Actual1
Mitchell Park Library $24,365,000 $4,873,000 (20%) TBD TBD
Alma Storm Drain Improvement $573,000 $57,300 (10%) $54,696 (9.54%) $627,696
Children’s Library $2,646,000 $317,520 (12%) $289,877 (10.96%) $2,935,877
College Terrace Library $1,365,988 $341,497 (25%) $224,658 (16.45%) $1,590,646
Downtown Library $2,500,000 $375,000 (15%) $375,000 (15%) $2,875,000
Greer Park $1,220,075 $122,008 (10%) $121,641 (9.97%) $1,341,716
Parking Lot (S/L/R) $22,535,000 $3,380,250 (15%) $2,372,415 (10.53%) $24,907,415
San Francisquito Pump Station $6,938,115 $693,812 (10%) $0 (0%) $6,778,636
Storm Drain Rehab (Phase IV) $144,000 $14,400 (10%) $14,396 (9.97%) $158,396