HomeMy WebLinkAboutStaff Report 3453City of Palo Alto (ID # 3453)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 2/11/2013
City of Palo Alto Page 1
Summary Title: Mitchell Park Construction Contract Bi-Monthly Report
Title: Submittal of Mitchell Park Library and Community Center Bi-Monthly
Construction Contract Report
From: City Manager
Lead Department: Public Works
Recommendation and Draft Motion:
Draft Motion: I move that Council:
1)Accept this update on the Mitchell Park Library and Community Center (MPL&CC)
construction project; and
2)Direct staff to continue to submit bi-monthly reports to Council and to take related
actions which Council may direct.
Executive Summary
The MPL&CC construction is approximately 81%complete (based on expenditures)and it is
anticipated that the three-building complex will be open to the public late in 2013.The
estimated opening time frame has been changed from our last estimate (Spring 2013) to late in
2013 due to delays caused by errors and omissions by the Contractor and its Subcontractors
and the necessity to fully correct each and every deficiency, and insure that the buildings are of
the very highest quality. It will also take 6-8 weeks after construction is completed to move into
the buildings, prepare the library collection and other materials for public use and ready the
staff and the space for opening. The percentage completion has increased from 75% since the
last bi-monthly report, despite a very small amount of new work being completed, primarily
because of a change in the calculation methodology to better reflect the completion
percentage.Two major milestones, the completion of windows and the beginning of ceiling
installation, have been achieved since the last bi-monthly report.
Costs have increased above the bid amount partially due to building complexities and partially
City of Palo Alto Page 2
due to the performance of the City’s contractors. To date, a total increase (Construction
Contract Change Orders)of $2,841,927 has been approved by the City, or approximately 12%
above the base construction contract amount.The bid amount was approximately 24% below
the City Engineer’s estimate and Council has authorized a maximum increase of 20% above the
bid amount in Change Orders.Thus,the project remains below budget, despite the unforeseen
costs.
Background
At 56,000 square feet, MPL&CC is the City's largest construction project in four decades. Inside
the state-of-the-art library building, teens, children, and those just wanting a quiet space will all
have their own dedicated areas. The two-building Community Center complex will contain an
expansive community room, kitchen, teen center, cafe,computer room and game room. The
complex will be the City's model for an eco-friendly facility with extensive green roofs, solar
water heating, night sky water cooling, photovoltaic panels, stormwater infiltration, and natural
daylight utilization; all wired with a state-of-the-art data feedback and control system.
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 (subsequently
modified to bi-monthly)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.Additionally, Council also directed Staff to report on
project milestones in the bi-monthly reports.
Discussion
Construction Progress
On June 4, 2012, Council requested information on construction progress and set-backs since
the last report,and milestones that staff expects will be reached by the next report.
Since the last bi-monthly report was submitted to Council on December 10, 2012 two major
milestones have been achieved: the completion of windows and the beginning of ceiling
installation.The attached “Schedule Milestones” page has been revised to show the 10 key
building interior milestones which must be achieved well ahead of opening to the public.Staff
will report on achievement of these milestones from this point forward.
Many corrections to mechanical, electrical,and plumbing (MEP)work in the walls and above
the ceiling were not completed on time. Some floor panels will have to be temporarily removed
to allow for corrections and re-inspections. The number of corrections and re-inspections
City of Palo Alto Page 3
required is much larger than for a typical project. In addition, the drywall contractor cannot
proceed efficiently, because a number of wall areas must be left open for corrective work.
Another problem is that many corrections are still needed on the sliding glass doors and this
issue has been outstanding since April. Many of the windows failed water testing multiple
times.While the windows are now complete, the MEP work is not, and therefore the drywall
work cannot be finished.
All of these problems were detected by the City’s building inspectors or construction manager
(Turner) and the contractor is being required to correct them. The City will pursue recovery of
these costs from the contractor, either by way of withholding or through separate action.Sub-
standard work will not be accepted. However,these corrections cause delays in the work of the
next subcontractor and some could cause a delay in a critical path item,thus further delaying
the project. City staff is proactively working with the general contractor and City consultants to
avoid delay while not compromising quality.In addition, the City is exploring the additional step
of bringing on a separate general contractor on an “as needed” basis to complete work that
Flintco is unable or unwilling to do.
Compounding problems, Flintco has recently undergone some significant organizational
changes. The CEO of the company has been replaced and a portion of the Flintco organization
has been sold. On one hand, this has caused internal distractions, but on the other hand, may
open the possibility for new leadership approaches. The City has and will continue to meet
with Flintco’s new CEO to discuss performance issues.The contract contains a liquidated
damage provision for each day of contractor delay and the City expects to invoke this provision
once the job is finally completed.
Looking ahead to the next bi-monthly report, the key milestones will be to completed are the
MEP work and the Mechanical Room.These deadlines have been missed and rescheduled
multiple times.Because the MEP work is not done the heating system cannot be started up and
thoroughly tested. Without a heating system woodwork cannot be brought into the buildings
for installation.Staff will report on the progress of the “Case Work” (woodwork)in the next bi-
monthly report and will be looking for all possible ways to minimize further slippage.
Approved Construction Contract Change Orders
To date, 31 change orders have been approved for a total amount of $2,841,927. This amount
constitutes approximately 12%of the base construction contract amount. Since the last bi-
monthly report, there have been two additional Change Orders issued. Council has authorized
change orders up to 20% of the base contract amount;leaving about 8% 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
City of Palo Alto Page 4
Order #5 in Table 1 below. The shaded change orders have been issued since the last bi-
monthly report.
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.
City of Palo Alto Page 5
9 $195,706 18 extra work items including multiple curb installations, a
basketball court slab, and an art sculpture foundation.
10 $78,514 13 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 13 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.
15 $176,586 12 extra work items including additional lighting, electrical
work, soil for silva cells & planting areas, and HVAC work.
16 $53,256 Four extra work items including traffic signal modifications,
construction recovery costs, and a tube steel base plate
modification.
17 $278,710 Five extra work items including tube steel and supplemental
exterior wall steel revisions.
18 $76,823 Seven extra work items including concrete floor sealer, wall
short panels, leakage testing, pipe supports,and permit
processing.
19 $36,526 Eight extra work items including building security, lighting,
and electrical work.
20 $20,832 Seven extra work items including lighting and electrical
work.
21 $122,071 Six extra work items including roof curbs,studs, and roof
crickets.
22 $16,839 Six extra work items including duct, gutter, and ceiling work.
City of Palo Alto Page 6
23 $122,472 Nine extra work items include occupancy changes, tube
steel and the related work, and artwork preparation totaling
$123,104 minus credit given for one of the nine work items
for roof parapets, flashing, and crickets totaling $632.
24 $46,654 Three extra work items including night sky cooling tank
repair work and parapet and roof details.
25 -$37,158 20 extra work items including glass changes and book drop
and elevator improvements totaling $44,790 minus credit
given for five of the 20 work items including deleted A/V
work, geotextile fabric work, and storm drain/gas line cost
savings totaling $81,948.
26 $28,056 Five extra work items including roof substrate revisions and
curtain wall supports totaling $31,465 minus credit given for
one of the five work items related to roof drain plumbing
totaling $3,409.
27 $49,470 Eight extra work items including exhaust fan work,
additional channels, and roof work.
28 $24,225 Nine extra work items including expansion joint work,
kitchen equipment wiring, and roof and plumbing work.
29 $94,174 14 extra work items including exterior wall water proofing,
bathroom work, plumbing work, and electrical work totaling
$101,983 minus credit given for two of the 14 work items
including a WAP reduction and book drop work totaling
$7,809.
30 $32,331 Eight extra work items including power for signage and
other outdoor expenditures.
31 $23,886 Eight extra work items including perimeter wall work,
elevator shaft power and lighting, and electrical work.
TOTAL $2,841,927 TOTAL CO’s 1-31
***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 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. (One may
note over the course of a period of time 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. Bundled
City of Palo Alto Page 7
Change Order 11, for example, totals $224,662, but includes a series of change orders, none of
which exceeds $85,000).Council has approved one Change Order to date (Change Order # 17)
which contained line items exceeding $85,000).
Related Council Directives for the Bi-Monthly Report
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 $19,581
Legal Counsel (Jarvis Fay)$75,000 $58,362
Reidinger Consulting (Scheduling)$85,000 $72,327
Legal Counsel (Otis & Iriki)$235,000 $235,000
Legal Counsel (Ginn & Crosby, LLP)$ 35,000 $1,272
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,and actual Change Order Requests (CORs),a subset of
the PCOs, which have been submitted by Flintco to date.
City of Palo Alto Page 8
A large batch of CORs was retracted by Flintco with the stated intention of modifying them.
The City has informed Flintco that its retraction may jeopardize the ability of the City to act
on these CORs. Due to the failure of Flintco to meet its self-imposed deadlines for
resubmittal of the CORs, the City has resumed issuance of Unilateral Change Orders in order
to ensure a cash flow for the subcontractors so they will not leave the job. Recently, Flintco
began submitting CORs again. Many of the newly submitted CORs appear to be duplicative
of,or inconsistent with,previous CORs. City staff and Turner will take extreme steps to
ensure that Flintco is not double paid.
The latest bi-monthly report concerning all Library Projects (“Palo Alto Library Projects”) is
included as Attachment E.
Resource Impact
There are no resource impacts associated with providing the bi-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 bi-monthly reports to Council.
Environmental Review
Providing bi-monthly reports on this topic to Council does not constitute a project under the
California Environmental Quality Act (CEQA).
Attachments:
·A -MPL COs # 30-31 (PDF)
·B -LBOC Agenda_2-5-2013 (PDF)
·C -LBOC Minutes_10-30-2012 (PDF)
·D -MPL Financial Charts (PDF)
·E -PAL Bi-Monthly Report Nov-Dec 2012 (PDF)
Contract Change Order
City of Palo Alto
Department: Public Works Engineering
Contract Number: C11136473
,,~Contract Ghange Order Thirty-continued 'j
CONTRACTOR CERTIFICATION: The undersigned Contractor approves this Change Order as to the changes, if any, in
the contract price specified for each Line Item and as to the extension of time allowed, if any, for completion of the entire
work on account of each Line Item, and agrees to furnish all labor and materials and perform all work necessary to
complete any additional work specified therein, for the consideration stated therein.
CLAIM PROCEDURE: Any items in Contractor's Change Order Request that are not included in this Change Order are
hereby deemed rejected as of the date of this letter. If Contractor wishes to dispute this rejection, it may submit a Claim
pursuant to Section 4.2 of the Contract General Conditions within thirtyi301 days of the date of this ChanQe Order .
.
Accepted for Contractor: Accepted for City of Palo Alto:
By: Signature Declined By:
Title: Andy Brophy Title: Phil Bobel
Flintco -Project Manager Assistant Director of Public Works
Date: Date:
'0 CD
N M_ '<t "' 0::
(,) :!E u. (j) 0 0
Cl.. (,) 0:: <C u. (,) Descri Amount
173.1 560 161 1080 ASI161 Lighting Bldg A 2nd Floor (A21 0)
280 379 1032 1032 1032 Rated Cable
283 395 1053 263 RFI 1053 Metal Wall Panel Deferred Submittal -Claim Adj 7,330 .I
301 465 124 1057 ASI 124 Power for Signage 14,401 /
321 438 1145 1041 RFI1145 Extend Duct & Reframe Wall Bldg B -Entitlement Decision 534 / Adjustment
322 435 1123 1055 RFI 1123 Hard Lid Soffit & Fire Rating (A 112) -Entitlement Decision 2,518 / Adjustment
387 520 143 1072 ASI143 Range Hood (A137) 569 ,/
472 623 1444 064 1124 RFI1 Waterproofing A 1,390 II'
Total for this change order 32,331. /
Key:
1. Potential Change Order 3. Request for Information 5. Field Order or Extra Work Authorization
2. Change Management 4. Architect's Supplemental Instructions 6. Change Order Request
Note: This Change Order is being issued unilaterally by the City. The basis for the adjustment in the contract sum was determined by
the City pursuant to Section 7.2.4 (iii). Contractor has indicated that it is unwilling to execute a Change Order because it does not wish
to be bound by subsection 7.2.13 of the Contract General Conditions. The City's action in approving this unilateral Change Order is
intended to ensure fair and prompt adjustment to the Contract Sum. In doing so, the City expressly disavows any intent to waive or any
actual waiver of any of the Contract provisions regarding Change Orders. All provisions of the Contract Documents remain in full force
and effect.
ApPENDIX B -CONTRACT CHANGE ORDER PAGE20F3
Contract Change Order
City of Palo Alto
Department: Public Works Engineering
Contract Number: C11136473
CONTRACTOR CERTIFICATION: The undersigned Contractor approves this Change Order as to the changes, if any, in
the contract price specified for each Line Item and as to the extension of time allowed, if any, for completion of the entire
work on account of each Line Item, and agrees to furnish all labor and materials and perform all work necessary to
complete any additional work specified therein, for the consideration stated therein.
CLAIM PROCEDURE: Any items in Contractor's Change Order Request that are not included in this Change Order are
hereby deemed rejected as of the date of this letter. If Contractor wishes to dispute this rejection, it may submit a Claim
ursuant to Section 4.2 of the Contract General Conditions within thirt 30 da s of the date of this Chan e Order.
Accepted for Contractor: Accepted for City of P(1Jio Alto:
By: Signature Declined By:
Title: Andy Brophy Title: Flintco -Project Manager
Date: Date:
SCOPE OF WORK
"'0 '" ... v 1ft "'0::
0 :E u: c;; 0 0
t:I.. 0 0: « u.. 0 Description Amount
161.1 528 1307 1075 RFI1307 Elec for hand dryers Bldg C (C135&C137) 2,824
206.4 466 1219 1058 RFI1219 Curtain Power Requirements Bldg A 2,718 ,...
273 369 1038 226.1 RFI 1038 Fur Wall for Vent Line (A234) -Claim Adjustment 542 ,/
343 474 791 044 1121 RFI 791.1 Smartboard Conduit & Wire (A104) 2,051 .... RFI 791.2 Revise Elect Rtl at LCD Displays
345 478 1174 046 1061 RFI 1174 Elevator Shaft Power & Lighitng 4,422 -
376 517 135 1069 ASI 135 Door Bell & Chimes 4,301
379 518 138 1070 ASI138 Outletin AV Room (C142) 823 I--
413 572 1382 1118 RFI 1382 Perimeter Walls Below RAF Bldg A & East Wall Bldg B 6,205 I--
Total for this change order 23,886. v
Key:
1. Potential Change Order 3. Request for Information 5. Field Order or Extra Work Authorization
2. Change Management 4. Architect's Supplemental Instructions 6. Change Order Request
Note: This Change Order is being issued unilaterally by the City. The basis for the adjustment in the contract sum was determined by
the City pursuant to Section 7.2.4 (iii). Contractor has indicated that it is unwilling to execute a Change Order because it does not wish
to be bound by subsection 7.2.13 of the Contract General Conditions. The City's action in approving this unilateral Change Order is
intended to ensure fair and prompt adjustment to the Contract Sum. In doing so, the City expressly disavows any intent to waive or any
actual waiver of any of the Contract provisions regarding Change Orders. All provisions of the Contract Documents remain in full force
and effect.
ApPENDIX B -CONTRACT CHANGE ORDER PAGE20F3
Agenda
Library Bond Oversight Committee
Quarterly Meeting
Tuesday, February 5, 2013
7th Floor Conference Room
4:00 PM – 5:30 PM
Committee Members: Sandra Hirsh (Chair), Alice Smith (Vice-Chair), John Melton,
Dena Mossar, James Schmidt
Staff: Phil Bobel (Public Works), Brad Eggleston (Public Works), Debra Jacobs (Public
Works), Richard Hackmann (Public Works), Monique leConge (Library), Joe Saccio
(Administrative Services), Tarun Narayan (Administrative Services), Jim Pelletier (City
Auditor’s Office), Cara Silver (City Attorney’s Office)
Others:
ROLL CALL
ORAL COMMUNICATIONS
APPROVAL OF MINUTES – October 30, 2012
AGENDA REVIEW & REVISIONS
UNFINISHED BUSINESS
1. DISCUSSION – Construction Progress
a. Mitchell Park Library & Community Center
b. Temporary Main Library
2. DISCUSSION – Design Progress
a. Main Library
NEW BUSINESS
3. DISCUSSION - Update on Main Library Project
a. Bidding and Construction Schedule
b. Preparation of Bond Issuance
4. DISCUSSION - Draft Financial Report Summary from Administrative
Services
a. Expenditures to Date – Summary Spreadsheet
5. ACTION - Approval of Quarterly Report to Finance Committee
6. Next Steps
a. Next Meeting – Tuesday, April 23, 2013
ADA: Persons with disabilities who require auxiliary aids or services in using
City facilities, services, or programs or who would like information on the City's
compliance with the Americans with Disabilities Act (ADA) of 1990, may
contact (650) 329-2550. Sign language interpreters will be provided upon
request with 72 hours in advance notice.
Meeting materials will be provided at the meeting. Visit www.cityofpaloalto.org
or call (650) 617-3174 for more information.
1
Minutes
Library Bond Oversight Committee
Quarterly Meeting
October 30, 2012
7th floor conference room
4:00 p.m. – 5:30 p.m.
Committee Members Present: James Schmidt (Chair), John Melton, Dena Mossar, Alice
Smith
Committee Members Absent: Sandra Hirsh (Vice-Chair)
Staff Present: (Public Works) Brad Eggleston, Phil Bobel, Debra Jacobs, Richard
Hackmann (Library) Monique leConge; (Administrative Services) Joe Saccio, Tarun
Narayan, (Auditor) Jim Pelletier, (Attorney) Melissa Tronquet
ROLL CALL
4:02 PM
ORAL COMMUNICATIONS
None
APPROVAL OF MINUTES – July 24, 2012
Approved
AGENDA REVIEW & REVISIONS
UNFINISHED BUSINESS
1. DISCUSSION – Construction Progress
a. Mitchell Park Library & Community Center
Debra Jacobs said she wishes she had more to report on MPL since the last
meeting but the only main thing she can say has been achieved is permanent
power
Phil Bobel said that the City has limited rights under California law regarding
contracts. The City must take the low bidder and then either use them or drop
them and rebid
Staffs’ estimate is that going through a rebid process would take too long
Bobel staff is very disappointed with the construction delays
2
In response to a question about the time limits in which bond money must be
spent, Joe Saccio said he did not feel the City was improperly acting
o Saccio said as long as the City is spending the money in a good-faith time
frame and as long as the City is trying to get the project done the City is
OK
Bobel said he was disappointed with the way things had gone and was sad to
say that when a temporary use and occupancy permit is issued some minor work
will still be going on but hopes it is not intrusive to users and staff
Alice Smith said Bobel should speak with the head of Flintco, not the head of
Flintco Pacific, about how poorly the project is going
o Bobel agreed with this
b. Temporary Main Library
Brad Eggleston said Main is at 95% design and is going well
o The plans were sent to plan review as well
Eggleston also noted that staff has made a long list of things that have not gone
well at MPL that they will use to enhance the contract for Main including a true
not to exceed figure, prequalification of subcontractors, and more detailed
provisions for the constructability review
Nova Partners is the construction manager for Main and will help staff work
through the bid process and selection of a contractor.
o Staff is looking to do this in March of 2013
John Melton said he wants to make sure that the Council’s CMR for the
authorization of bond funds for Main is written differently
The Art Center Auditorium will serve as the temporary Main Library and is
essentially ready
Staff is trying to minimize the time between when Main closes and when the
temporary Main opens
Melton commented that the temporary library at Cubberley is working very well
Also, the Downtown and College Terrace libraries will be open extra days when
Main is closed
Dena Moser requested the City have short term parking at the Downtown Library
back lot instead of the colored zoned parking it currently has
2. DISCUSSION – Design Progress (Phil Bobel)
a. Main Library
Included with the discussion of item # 1B above
3
NEW BUSINESS
3. DISCUSSION - GO bond assessment for FY 2012-13
Nothing further to report out since the last meeting
4. DISCUSSION - Update on reconciliation of Main Library costs (Phil
Bobel)
Eggleston distributed a more detailed and updated Main Library cost estimate
Eggleston said Group 4 Architecture revised their estimated cost figure based on
the 95% design and that Nova Partners would be independently checking that
figure as well
Bobel said that he was taking into account the fact that reserves are lowering but
is confident that the current reserves are sufficient even considering the fact that
more MPL additional costs are going to occur in the future
Bobel said that additional funds were contributed to Main and that he is working
hard to make sure that even in a worst case scenario (in terms of cost) that the
City’s General Fund is not hit hard by this
5. DISCUSSION - Draft Financial Report Summary from Administrative
Services (Tarun Narayan)
a. Expenditures to date – summary spreadsheet
Tarun Narayan said there were $800,00 in additional expenditures and that those
are consistent with what has been going on with the project
Narayan said there were minor increased legal and consultant costs but most of
the increases are construction costs
Jim Pelletier asked it if was better to break down the contract costs versus
projected costs of the budget history and projection figures
o Narayan said that he understands the concern but feels this is the best
presentation for clarity to the public
Moser asked about the variations in figures the LBOC sees versus the City
Council sees
o Staff explained that is only a matter of when the different groups meet and
that for every report a cut-off date is required for data so they will never be
exactly the same unless they are meeting on the same cycle
In the future staff wil communicate the difference between the figures in the bi-
monthly report and the LBOC report
Melton asked if Council understood that the money is evaporating in the reserves
and Bobel said the Council is very clear on that
Melton asked if the media ever asked about this report or if any citizens had ever
inquired about it and the consensus was no
4
6. ACTION - Approval of Quarterly Report to Finance Committee
Approved 4-0 as amended (the removal of the box on page 3 and a change to
the transmittal letter communicating the difference between the figures in the bi-
monthly report and the LBOC report)
7. ACTION – Election of a new LBOC Chair and Vice-Chair
Hirsh elected as 2013 LBOC Chair 4-0 as nominated by Schmidt
Alice Smith elected as 2013 LBOC Vice-Chair 4-0 as nominated by Mosser
8. Next Steps
a. Next meeting – January 22, 2013
$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
s
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
4.19
(DT)
5.21
(DT)
4
(DT)
$44.36
(Mitchell)
$49.04
(Mitchell)
$50
(Mitchell)
$22.66*
(Main)
$18
(Main)
$18
(Main)
1.65
(Other)
3.75
(Other)
4 (Other)
Cu
r
r
e
n
t
P
r
o
j
e
c
t
i
o
n
E
n
g
i
n
e
e
r
'
s
E
s
t
i
m
a
t
e
Bo
n
d
E
l
e
c
t
i
o
n
Es
t
i
m
a
t
e
Dollars (Millions)
Library Bond Fund Utilization Projections
(Decemebr 2012)
(Dollars in Millions)
Mitchell Park Library Main Library Temporary Libraries & Bond Costs
$72.86M $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
November ‐ December 2012
Mitchell Park Library & Community Center
Main Library
Mitchell Park Main Entry
Table of Contents
I. Mitchell Park Library & Community Center
Status Report
Management Summary
Schedule Milestones
II. Main Library
Status Report
III. Financial Summary
Mit
Com
3700
The ne
sustain
civic, c
new ce
made
betwe
tempo
Cubbe
WEB
tchell
mmun
0 Middle
ew Mitchell
nable joint‐u
cultural, soci
enter, which
possible thr
een the city a
orary library
erley Commu
CAM LINK
Sun
Park
nity C
efield Ro
Park Library
use facility th
ial, educatio
h will replace
ough Measu
and the com
and teen ce
unity Center
K: http://173.1
n Rising Over
Libra
enter
oad, Palo
y and Commu
hat will be a
onal, and rec
e undersized
ure N and th
mmunity. Du
enter facilitie
.
164.239.206/v
Mitchell Park
ry &
r
o Alto
unity Center
vibrant dest
reational ac
d and aged fa
e strong par
ring constru
es are availa
view/viewer_
N
k Library
r is a highly
tination for
tivities. The
acilities, is
rtnership
uction,
ble at the
_index.shtml
Novembe
e
er – De
PR
CO
Sep
AN
Lat
PR
OW
Cit
AR
Gro
GE
Flin
CO
Tu
FO
ww
jec
KEY
UP
ecember
ROJECT CON
ONSTRUCTION
ptember 201
NTICIPATED O
te 2013
ROJECT TEAM
WNER:
ty of Palo Alto
RCHITECT:
oup 4 Archite
ENERAL CONT
ntco Pacific, I
ONSTRUCTION
rner Construc
OR MORE INFO
ww.cityofpalo
cts/facilities/l
Y ACCOMPLIS
Screen Wal
Dry Wall Co
Windows In
Permanent
PCOMING ACT
Stonework
Exterior Pai
Interior Cei
Ornamenta
Pavers Insta
Interior Cei
r 2012
STRUCTION
N BEGAN:
0
OPENING:
o Public Work
ecture
TRACTOR:
nc.
N MANAGER:
ction Compan
ORMATION
oalto.org/gov
ibrary/defaul
SHMENTS
l At Entry
ontinues
nstalled
Power
TIVITIES
nting and Tri
lings
l Fencing
allation
lings
ks
:
ny
/topics/pro
lt.asp
m
The
N
e Mitchell Pa
Novemb
ark Library R
ber – De
Rainbow
ecembeer 2012
Photoss
Mitchell Park Library & Community Center
Management Summary
November ‐ December 2012
Noteworthy Accomplishments
Permanent power is connected
Exterior doors are installed
Colorful sunscreen installed
Change Order Request (COR) backlog completed
Photovoltaic systems permits have been issued
Current Project Challenges:
Processing the high volume of change documentation and providing direction
Waterproofing and sheet metal changes orders issued
Significant number of new COR received. Weekly review meetings are in progress
The pace of work needs to pick up with more manpower assigned to critical path activities
Disputes over non‐compliant work need resolution
Mechanical room needs to be re‐worked by the new mechanical subcontractor
Safety
Public Safety is a priority outside the fence. No incidents reported to date
School resumed smoothly without any safety issues from construction
Quality Control
City and Special Inspection Work:
Work needs to be ready when inspection is requested
Work should pass inspection the first time around
Quality Control Observation Reports:
Open reports need to be signed off before space above ceilings can be covered
Courtyard Concrete benches finishes need remedial work.
Sliding glass doors need remedial work
Window water testing is still incomplete due to high failure rate
Costs:
The City issued 31 Change Orders dealing with over 429 CORs. An additional 49 CORs were rejected.
Mitchell Park Library & Community Center
Schedule Milestones
November ‐ December 2012
Ma
121
The P
final p
funde
projec
electri
archite
additi
to ext
projec
ain Lib
13 Newel
alo Alto Mai
phase of desig
ed by the pas
ct incorporat
ical and mech
ect Edwards
ion includes
tend the serv
ct targets LE
brary
ll Road,
Exter
in Library re
gn “Better Li
ssage of Me
tes upgrades
hanical system
Durrell Ston
a program r
vices of this
EED certificat
Palo Alto
rior View
novation an
ibraries for P
asure N by v
to the histor
ms while pres
ne’s iconic d
room and ad
heavily‐use
tion.
o
No
d addition is
Palo Alto” pr
voters in 200
ic building’s s
serving the in
esign. The n
dditional res
d branch. T
ovembe
s in the
rojects,
08. The
structural,
tegrity of
new
trooms
he
r - Dec
PR
CO
Su
AN
La
PR
OW
Cit
AR
Gr
CO
No
FO
ww
jec
KE
C
UP
ember 2
ROJECT CON
ONSTRUCTIO
ummer 2013
NTICIPATED O
te 2014
ROJECT TEAM
WNER:
ty of Palo Alto
RCHITECT:
roup 4 Archite
ONSTRUCTIO
ova Partners
OR MORE INF
ww.cityofpalo
cts/facilities/
EY ACCOMPLI
Completed p
bidders
Plans submitt
PCOMING AC
Invitation for
issued in Mar
Main Library
Main Library
2012
NSTRUCTION
N BEGINS:
OPENING:
M
o Public Work
ecture
N MANAGER
FORMATION
oalto.org/gov
library/defau
ISHMENTS
requalificatio
ted for buildi
CTIVITIES
r bids anticipa
rch
will close and
will open in e
N
ks
R:
v/topics/pro
ult.asp
on of
ng permit
ated to be
d Temp.
early May
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 4,189,759 1,022,241
09006 Mitchell Park Library & C.C.50,000,000 49,123,000 44,357,041 4,765,959
11000 Main Library 18,000,000 20,100,000 22,660,263 -2,560,263
11010 Art Center Temporary Library 500,000 528,232 -28,232
Bonding and Financing Costs 4,000,000 500,000 500,000 0
BONDED AMOUNT 76,000,000 76,080,000 72,854,982 3,225,018
- - -
November - December 2012 Update
PALO ALTO LIBRARIES
BOND MEASURE N PROJECTS
FINANCIAL SUMMARY
BUDGET COSTS
The combined projects currently have projected cost reserves of just over $3,000,000.
Notes on Projected Cost:
Temporary Library at Cubberley finished below estimate. Balance is held for move out costs.
Downtown Library is finished. Uncommitted Contingency of $228,352 is released.
Mitchell Park Library and Community Center bids were significantly below estimate.
Recent Design and C.M. Contract amendments are included.
Bond costs were reforecast and the financing budget was reduced to $500,000.
Main Library Budget increased $2,100,000 from financing budget reduction.
Council increased Project Scope. Projected Cost includes current estimated cost increases.
Projected Cost is based on CPA Public Works estimates.
Projected Costs are based on contracts awarded to date with their full contingency authorization.
Projected Costs for contracts not yet awarded are based on the current estimate.
printed 2/5/2013