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``~~~~ STAFFREPORT CITY CLERK
`c~~j,~ ~~~ DUBLIN CITY COUNCIL File # ^[~]~0-30~
DATE: September 21, 2010
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager
SUBJE : 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).
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Submitted by: Reviewed by: iewed by:
Parks and Community Administrative Services Assistant City Manager
Services Director Director
Page 1 of 2 ITEM NO. ~~
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
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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:
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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
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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
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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 ~/
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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