HomeMy WebLinkAboutStaff Report 2678City of Palo Alto (ID # 2678)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 4/9/2012
April 09, 2012 Page 1 of 5
(ID # 2678)
Summary Title: Mitchell Park Construction Contract Monthly Report
Title: Submittal of Mitchell Park Library and Community Center Monthly
Construction Contract Report and Council Direction to Staff to Continue
Construction Contract Monthly Reports
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 71% 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.
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. 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
April 09, 2012 Page 2 of 5
(ID # 2678)
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.
Note: The last change order (14) is newly approved since the last monthly report to Council.
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.
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.
April 09, 2012 Page 3 of 5
(ID # 2678)
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)
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 three 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.
April 09, 2012 Page 4 of 5
(ID # 2678)
Contract Amount Amount Expended
ZFA Structural Engineers $25,000 $17,850
Jarvis Fay (Law Firm) $75,000 $42,855
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 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)s 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.
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_1-24-2012 (PDF)
·C -LBOC Minutes_10-25-2011 (PDF)
·D -Summary Charts_3-31-2012 (PDF)
·E -PAL Monthly Report -January and February 2012 (PDF)
April 09, 2012 Page 5 of 5
(ID # 2678)
Prepared By:Philip L. Bobel, Interim Asst. Director, Engineering Services
Department Head:J. Michael Sartor, Director
City Manager Approval: ____________________________________
James Keene, City Manager
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Agenda
Library Bond Oversight Committee meeting
Quarterly Meeting
January 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, Ian
Hagerman, (Attorney) Melissa Tronquet
Others: (Turner Construction Management) Greg Smith
ROLL CALL
ORAL COMMUNICATIONS
APPROVAL OF MINUTES – October 25, 2011
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 – Outside Auditor’s Report (Ian Hagerman)
4. DISCUSSION – Timing of Main Library bond issuance
5. DISCUSSION -- Draft Financial Report Summary from Administrative
Services (Tarun Narayan)
a. Expenditures to date – summary spreadsheet
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6. ACTION – Approval of Quarterly Report to Finance Committee
7. DISCUSSION– Mitchell Park Library & Community Center
contingency issue (Phil Bobel)
8. Next Steps
a. Next meeting: April 24, 2012
Meeting minutes
Library Bond Oversight Committee meeting
Quarterly Meeting
October 25, 2011
Community Room, Downtown Library
(*Note change in location)
4:00 p.m. – 5:30 p.m.
Committee Members: Dena Mossar (Chair), James Schmidt (Vice-Chair), Alice Smith,
Sandra Hirsh, John Melton
Staff: (Public Works) Phil Bobel, Karen Bengard, Debra Jacobs, (Library) Monique
leConge; (Administrative Services) Joe Saccio, Tarun Narayan, (Auditor) Michael
Edmonds, Ian Hagerman, (Attorney) Melissa Tronquet
Others: (Turner Construction Management) Greg Smith
ROLL CALL
4:02 pm. Quorum. Absent: Smith
ORAL COMMUNICATIONS
None
APPROVAL OF MINUTES – July 26, 2011
Motion to delete 2e. Unanimous
AGENDA REVIEW & REVISIONS
No changes
UNFINISHED BUSINESS
1. DISCUSSION – Construction Progress (Greg Smith)
a. Downtown Library -- Kudos on job well done.
b. Mitchell Park Library & Community Center -- Trying to close in building,
get site paved, mitigate (e) moisture due to early rains. Partnering will continue.
Third party review is underway to analyze project challenges & consequences.
Project will still come in less than bond measure cost estimate. Reserves will be
likely approx $7 million for MPL & CC. Change orders are being driven by low bid
environment.
2. DISCUSSION – Design Progress (Karen Bengard)
a. Temporary Main Library -- Finding usual hidden conditions.
b. Main Library –
i. Community meeting last evening. Part of study effort to explore connectivity.
Gardeners less resistive to idea
ii. Parks & Rec Commission and LAC this week
1. HRB, ARB in November
2. Council in December
iii. Main Library added 1.7 million for added scope of 10 items that went to
Council on July 25.
iv. Artist was at Community meeting and showed demonstration of art project.
NEW BUSINESS
3. DISCUSSION -- Draft Financial Report Summary from Administrative
Services (Tarun Narayan)
a. Expenditures to date – summary spreadsheet
i. Auditor will recommend that Staff costs be reimbursed by Bond Measure.
ii. To Finance committee on Dec 6. at 600K in staff costs to date will be
increasing
iii. Report is positive in tone. Minor items were immediately corrected by staff.
iv. Take up in January at LBOC
v. Precedence for including staff costs? Have been included in Enterprise
Fund capital bonds.
1. Not originally part of $76 M cost estimate
2. Other entities have charged staff costs
vi. Previous Council direction was that staff costs shouldn’t be included.
vii. New vendors. Creative Machines and Big D.
4. ACTION – Approval of Quarterly Report to Finance Committee
a. Math error possible in columns 5 & 6. Needs to be corrected before committee can
vote to approve it.
5. ACTION– Mitchell Park Library & Community Center contingency
issue
a. Discussion of MPL & CC contingency issue.
b. Received report from staff on Council actions relative to MPL & CC contingency
issue.
6. ACTION – Officer elections
a. Chair - Jim Schmidt
b. Vice Chair - Sandra Hirsh
c. Elected unanimously. Effective after this meeting.
7. Next Steps
a. Next meeting: January 24, 2012
b. Next Council memo in November.
Adjourn 4:50 pm.
Mitchell Park Library Approved Change Orders (CO's) and Outstanding Potential
Change Orders (PCO's)
$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
0%71%
100
%
Percent Completion
Co
s
t
Approved CO's
Outstanding PCO's
Flintco COR's
10% Contingency
20% Contingency
Revised 11/10/11
Library Bond Fund Utilization Projections
(February 2012)
(Dollars in Millions)
4
(DT)
5.212
(DT)
4.418
(DT)
$50M (Mitchell)
$49.043M
(Mitchell)
$41.027M
(Mitchell)
$18M (Main)
$18M
(Main)
$21.706M *
(Main)
4 (Other)
3.745
(Other)
1.626
(Other)
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Dollars (Millions)
Downtown Library Mitchell Park Library Main Library Temporary Libraries & Bond Costs
$68.777M $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 January - February 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
January - February 2012
PROJECT CONSTRUCTION
CONSTRUCTION BEGAN:
September 2010
SCHEDULED OPENING:
Fall 2012
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
• Middlefield Street improvements
UPCOMING ACTIVITIES
• Exterior Wall Dry in & Finishes
• Window installation in progress
Library & Community Center North Elevation
Library Roofing Started
February 2012
Library Window Installation has Started Street Work in Final Phase
Community Center Interior Framing & Above
Ceiling Rough In
Community Center Exterior Waterproofing
Library Metal Siding Supports Library Metal Soffit Framing Complete
Library Stucco Starting
Progress Photos
Mitchell Park Library & Community Center
Management Summary
January - February 2012
Noteworthy Accomplishments
• Exterior walls spray on waterproofing 90% complete
• Exterior wall sheet metal flashing 70% complete
• Middlefield signal is working, street is paved and sidewalk is open
• Occupancy separation plan check complete
Current Project Challenges:
• Exterior wall dry-in is two months away
◊ No net progress on dry-in for the last two months
◊ Window mock ups failed water leak testing
◊ Temporary dry-in is incomplete
• Processing the high volume of change documentation and providing direction
◊ Settle tube steel and exterior wall framing changes
◊ Settle waterproofing and sheet metal changes
• Submittals impacting material delivery and inspection
◊ 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 has no lost time incidents in 115,000 hours of work to date with 4 incidents reported
• Public Safety is a priority outside the fence. No incidents reported to date
• Flintco has created designated walkways in the Library to reduce tripping hazards.
Quality Control
• City & Special Inspectors re-inspect work se veral times
◊ Work is not always ready when inspection is called for.
◊ Work does not always pass inspection
◊ Inspector has set minimum requirements for interior inspection and Flintco is preparing a plan.
• Quality Control Observation Reports : 54 have been issued and 7 remain open
• Glazing contractor is having difficulty meeting quality control standards.
Schedule:
• Flintco’s reported completion date has slipped 3 months since the beginning of the year
• Updates are not tied to baseline schedule. Maintain baseline as built for contract purposes
• City & TCCO are reviewing schedule extension requests from contractor
Next Key Milestones:
• Building Dry In: Library 4/23; Teen Center 5/22 Community Center 5/9
Mitchell Park Library & Community Center
Schedule Milestones
February 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 4/23/12 5/22/12 5/9/12
Frame Interior Walls INT 1130 5/24/11 6/1/11 7/1/11
Insp - OK to hang drywall INT 1085/2090 6/13/12 5/10/12 7/5/12
Insp - MEP overhead AINT 1220 9/20/11 9/20/11 9/20/11
Casework Start Date FIN 10159/1090 8/16/12 7/30/12 8/23/12
Ceiling Complete FIN 1120 9/14/12 9/4/12 8/6/12
Flooring Complete FIN 1180/1250 9/13/12 9/18/12 9/17/12
Permanent Power EQU2020 6/12/12 9/11/12 8/17/12
Heat & Air Conditioning Online EQU 1100 7/18/12 10/9/12 9/10/12
Elevator Complete AEQU1090 8/13/12 x x
Parking Paving Complete STE 1410 6/21/12 x x
Substantial Completion PCO 1555 12/17/12 12/17/12 12/17/12
Certificate of Occupancy PCO 5020 2/4/13 2/4/13 2/4/13
Building Air out and Commissioning complete EQU 1070 2/17/13 1/25/13 2/22/13
Completed
Completion Date
Main Library
1213 Newell Road, Palo Alto
Exterior View
February 2012
PROJECT CONSTRUCTION
CONSTRUCTION STARTS:
Winter 2012-2013
SCHEDULED OPENING:
Spring 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
UPCOMING ACTIVITIES
• Parking & Circulation Study
• Constructability Review
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
February 2012
Noteworthy Accomplishments
• Design development complete
• Council approved scope expansion
• Competed hazardous material report
• Published 100% design development estimate
Current Project Challenges:
• Final construction documents
• Bidding project
Safety
• No activities
Quality Control
• No activities
Schedule:
• Construction begins Spring 2013
Next Key Milestones:
• Constructability review of 95% construction documents
• Parking & circulation study
printed 3/29/2012
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 41,027,138 8,015,862
11000 Main Library 18,000,000 20,100,000 21,705,700 -1,605,700
11010 Art Center Temporary Library 500,000 506,309 -6,309
Bonding and Financing Costs 4,000,000 500,000 500,000 0
BONDED AMOUNT 76,000,000 76,000,000 68,776,945 7,223,055
- - -
February-2012
FINANCIAL SUMMARY
BUDGET COSTS
The combined projects currently have a projected cost reserves of $7,223,055
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.