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Home My WebLink About4.08 Heritage Pk CODATE: TO: FROM: SUBJE STAFF REPORT DUBLIN CITY COUNCIL File # CITY CLERK -3 L' 0 0 September 21, 2010 Honorable Mayor and City Councilmembers Joni Pattillo, City Manager Approval of Contract Change Orders Required for Dublin Heritage Park And Museums, Phase I (CIP No. 950001): Construction Management Services - O'Connor Construction Management, Inc. and Design Services - Royston Hanamoto Alley & Abey, Landscape Architects. Prepared By: Herma Lichtenstein, Parks & Facilities Development Manager EXECUTIVE SUMMARY: Staff met with representatives of Bovis Lend Lease, Inc., the replacement Contractor, to review the schedule and plans to complete the project. With this information additional review of the project budget indicates the need for amendments to agreements for on -going construction activities that are carried out by project consultants. The costs include inspection, extended review of design submittals and construction management costs. The Design Services and Construction Management Services will be addressed with contract change orders to existing agreements. FINANCIAL IMPACT: Sufficient funds are included in the Project Budget. A Contract Change Order in the amount of $100,100 is proposed for additional Contract Management Services and a separate Change order for Landscape Architect Services at a cost of $127,740 is also presented for City Council approval. RECOMMENDATION: Staff recommends that the City Council: 1) Approve Change Order #1 ($100,100), to the agreement with O'Connor Construction Management, Inc. for Construction Management (Dublin Historic Park, Phase I). 2) Approve Change Order #3 ($127,740), to the Agreement with Royston Hanamoto Alley & Abey (RHAA), Landscape Architects, for design services (Dublin Historic Park, Phase I). Submitted by: Parks and Community Services Director Reviewed by: Administrative Services Director iewed by: Assistant City Manager 6r— Page 1 of 2 ITEM NO. g CO- C1 DESCRIPTION: As a result of terminating a contract and selecting a new contractor for the construction of improvements for the, Dublin Heritage Park and Museums project (Capital Improvement Project No. 950001), adjustments are also necessary to fund the design, inspection, construction management, and related costs. On July 20, 2010 the City Council authorized negotiation of an agreement with Bovis Lend Lease, Inc. to complete the remaining improvements. The project has an extended time frame and will require additional services beyond the current scope in agreements the City has with O'Connor Construction Management, Inc. (O'Connor) and Royston Hanamoto Alley & Abey (RHAA), Landscape Architects. Construction Manaqement Services Additional $100,100 On October 7, 2008, the City Council awarded a contract for services to O'Conner Construction Management, Inc. in the amount of $209,985. The scope of the contract included construction management and document processing for the first phase of the park. Due to the extension of the project, additional consultant time and services are required which will include such tasks as continued project management, preparing communication documents for the project team, and processing materials submittals. The cost of the additional services is $100,100 and requires City Council approval of the Change Order #1 to the O'Connor Agreement for Consultant Services (Attachment 1). Architect Desiqn Services Additional $127,740 On August 21, 2007, the City Council awarded a contract in the amount of $237,569 to RHAA. The scope of this contract included evaluating the feasibility of the Kolb Ranch relocation and the conceptual design of the first phase of the park. Subsequently, the City Council approved Change Orders #1 and 2, to prepare the construction documents, bid the project and provide extended Construction Review. The total cost of the agreement for services as amended by Change Orders #1 and 2 is $796,830. Due to the extension of the project, additional consultant time and services are required. The services will include such tasks as continued project review, responding to contractor requests for information, site inspections to assure compliance with design and historic preservation criteria, and final punch lists. The cost of the additional services is $127,740 and requires City Council approval of the Change Order #3 to the RHAA Agreement for Consultant Services (Attachment 2). The current schedule anticipates substantial completion of the project by March 2011. This will be followed by a landscape maintenance period and final acceptance in late spring. NOTICING REQUIREMENTS/PUBLIC OUTREACH: A copy of the Staff Report was distributed to O'Connor Construction Management, Inc. and Royston Hanamoto Alley & Abey, Landscape Architects. ATTACHMENTS: 1. Contract Change Order #1 to the Agreement with O'Connor Construction Management, Inc. 2. Contract Change Order #3 to the Agreement with Royston Hanamoto Alley & Abey , Landscape Architects. Page 2 of 2 / ~~ `~ CITY OF DUBLIN CONTRACT CHANGE ORDER NO PROJECT: Dublin Historic Park, Phase I TO: O'Connor Construction Management, Inc. PAGE 1 OF 1 AGREEMENT DATED October 7, 2008 between O'Connor Construction Management, Inc. and the City of Dublin You are hereby directed to make the herein described changes from the scope of services or do the following described work not included in the scope of services on this contract. NOTE: This chanae order is not effective until approved bv the Citv ManaEer Description of work to be done, estimate of quantities, and prices to be paid. Segregate between additional work at contract price, agreed price and force account. Unless otherwise stated, rates for rental of equipment cover only such time as equipment is actually used and no allowance will be made for idle time. Chan e requested by: Citv of Dublin To 0'Connor Construction Management for a total not to exceed $100,100 based on a revised project completion date of May, 2010 as a result of the termination of the original General Contractor. COST INCREASE: SUBMITTED BY: ,~~~ ~ Diane Lowart Date: 9/21/10 Parks and Community Srvsc Director APPROVAL RECOMMENDED BY APPROVED BY Gary Huisingh Date: 9/21/10 Public Works Director $100,100 Joni Pattillo Date: 9/21/10 City Manager ~~ ~, u~c uuucrsigneu contractor, nave given careiul cons~deratlon to the change proposed and hereby agree, if this proposal is approved, to all terms of this change order, and to provide all equipment and furnish all materials except as may otherwise be noted above, and to perform all services necessary for the work above specified, and to accept as full payment the prices and time extensions shown above for any and all cost and time impacts resulting from this change order. Accepted, Date By Contractor: O'Connor Constr~ction Management, Inc. Title Senior Proiect ManaQer ~~ ~ ~-~~~~~-~~ ATTACHMENT 1 CITY OF DUBLIN ~ ~ ~ EXHIBIT "A" CHANGE ORDER FORM ~ DATE: PROJECT NAME: CIP #: CONTRACT NO. CHANGE ORDER NO. PERCENT COMPLETED CONTRACTOR: CONTRACT AMOUNT: 9/21/2010 Dublin Historic Park Phase I Improvements 950001 N/A 1 90% O'Connor Construction Management $209,985 CONTRACT CHANGE ORDERS: AMOUNT CONTRACT CHANGE ORDERS: AMOUNT CHANGE ORDER #01 Additional Design Services 100,100.00 100,100.00 TOTAL OF ALL CURRENT AND PRIOR CHANGE ORDERS 100,100.00 ADJUSTED CONTRACT AMOUNT: 310,085.00 PROGRESS PAYMENTS MADE: PAYMENT#01 8,775.00 PAYMENT#19 10,576.03 PAYMENT#02 10,530.00 PAYMENT#20 11,522.62 PAYMENT #03 5,265.00 PAYMENT #21 5,312.50 PAYMENT#04 10,530.00 PAYMENT#22 2,125.00 PAYMENT#05 7,800.00 PAYMENT#23 PAYMENT #Q6 9,100.00 PAYMENT #24 PAYMENT #07 10,400.00 PAYMENT #25 PAYMENT#08 9,100.00 PAYMENT#26 PAYMENT #09 11,700.00 PAYMENT #27 PAYMENT#10 9,100.00 PAYMENT#28 PAYMENT#11 7,800.00 PAYMENT#29 PAYMENT #12 9,100.00 PAYMENT #30 PAYMENT#13 9,100.00 PAYMENT#31 PAYMENT #14 10,400.00 PAYMENT #32 PAYMENT#15 18,200.00 PAYMENT#33 PAYMENT #16 9,100.00 PAYMENT #34 PAYMENT#17 7,150.00 PAYMENT#35 PAYMENT#18 4,075.00 PAYMENT#36 118,300.00 29,536.15 TOTAL ACTUAL PAYMENTS: $147,836.15 ADJUSTED TOTAL CONTRACT: $310,085.00 REMAINING BALANCE ON CONTRACT: $162,248.85 RECOMMENDATION: APPROVED DENIED SIGNATURE: ~"' ~ ~ ~ Supervising Dept Head APPROVED DENIED City Manager APPROVED DENIED Mayor ~ ~.,; ~ ~ CITY OF DUBLIN CONTRACT CHANGE ORDER NO. 3 PROJECT: Dublin Historic Park Master Plan Addendum & Phase I Improvements PAGE 1 OF 1 TO: Royston Hanamoto Alley and Abey AGREEMENT DATED August 21, 2007 between Royston Hanamoto Alley and Abey and the City of Dublin You are hereby directed to make the herein described changes from the scope of services or do the following described work not inciuded in the scope of services on this contract. NOTE: This chanee order is not effective until aqproved bv the City Mana~er Description of work to be done, estimate of quantities, and prices to be paid. Segregate between additional work at contract price, agreed price and force account. Unless otherwise stated, rates for rental of equipment cover only such time as equipment is actually used and no allowance wil] be made for idle time. Chanee requested bv: Citv of Dublin The last percenta~e shown is the net accumulated increase or decrease from the ori~inal fee in the Agreement Royston Hanamoto Alley and Abey for a total not to exceed $127,740 based on a revised project completion date of May, ZO10 as a result of the termination of the original General Contractor. COST INCREASE $127,740 SUBMITTED BY: ~ ~~J G(.l.~i Diane Lowart Date: 9/21/10 Parks and Community Services Director APPROVAL RECOMMENDED BY APPROVED BY Gary Huisingh Date: 9/21/l0 Joni Pattillo Date: 9/21/10 Public Work Director City Manager We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we wil] provide all equipment, fumish all materials, except as may otherwise be noted above, and perform all services necessary for the work above specified, and will accept as full payment therefor the prices shown above. , Accepted, Date Contractor: Royston Hanamoto A11ey and Abey By Title: Aditva Advani If the Contractor does not sign acceptance of this order, his/her attention is directed to the requirements of the specifications as to proceeding with the ordered work and filing a written protest within the time therein specified. Attachment 2. CI f Y OF DU~LIfV ~/ ~ /j EXHIBI d T "A" CHANGE ORDER FORM 7`1 DATE: 9/21 /2010 PROJECT NAME: Dublin Historic Park Master Plan Addendum and Phase I Improvements CIP #: 950001 CONTRACT NO. N/A CHANGE ORDER NO. 3 PERCENT COMPLETED 89% CONTRACTOR: Royston Hanamoto Alley and Abey CONTRACT AMOUNT: $237,569 CONTRACT CHANGE ORDERS: AMOUNT CONTRACT CHANGE ORDERS: AMOUNT CHANGE ORDER #01 Additional Design Services 499,261.00 CHANGE ORDER #02 Additional Design Services 60,000.00 CHANGE ORDER #03 Additional Design Services 127,740.00 687,001.00 TOTAL OF ALL CURRENT AN D PRIOR CHANGE ORDERS 687,001.00 ADJUSTED CONTRACT AMO UNT: 924,570.00 PROGRESS PAYMENTS MADE: PAYMENT#01 1,914 PAYMENT#19 ' 10,204 PAYMENT #02 2,661 PAYMENT #20 26,749 PAYMENT #03 11,460 PAYMENT #21 10,303 PAYMENT#04 24,004 PAYMENT#22 24,232 PAYMENT#05 10,138 PAYMENT#23 9,410 PAYMENT#06 18,782 PAYMENT#24 7,839 PAYMENT #07 24,411 PAYMENT #25 4,559 PAYMENT#OS 25,837 PAYMENT#26 6,524 PAYMENT #09 55,313 PAYMENT #27 6,338 PAYMENT#10 25,059 PAYMENT#28 1,346 PAYMENT#11 76,258 PAYMENT#29 34,093 PAYMENT #12 3,134 PAYMENT #30 6,550 PAYMENT #13 113,762 PAYMENT #21 7,814 PAYMENT#14 4,941 PAYMENT#21 7,g23 PAYMENT#15 151,778 PAYMENT#21 5,530 PAYMENT #16 49,547 PAYMENT #21 PAYMENT#17 33,985 PAYMENT#21 PAYMENT #18 17,763 PAYMENT #22 650,748 169,313 TOTAL ACTUAL PAYMENTS: $820,061.30 ADJUSTED TOTAL CONTRACT: $924,570.00 REMAINING BALANCE ON CONTRACT: $104,508.70 RECOMMENDATION: APPROVED DENIED SIGNATURE: M Lu"~ ~I Supervising Dept Head APPROVED DENIED APPROVED DENIED ~ity n~anager Mayor