DATE: November 14, 2023
TO: Mayor and City Council
FROM: Director of Public Works
SUBJECT
Title
Adopt Resolutions Authorizing the City Manager to Amend the Professional Services Agreements with (1) Kitchell CEM for Extended Construction Support Services by $98,000 for a Not-to-Exceed Amount of $2,631,000, (2) with RossDrulisCusenbery Architecture, Inc., by $107,000 for a Not-to Exceed Amount of $3,361,000; and (3) Transfer and Appropriate Additional Funds in an Amount of $2,030,000 for the Current Project Cost the Fire Station 6 and Fire Training Center Project, Project Nos. 07481 and 07482
EndRECOMMENDATION
Recommendation
That Council adopts the attached resolutions (Attachments II, III, IV) authorizing the City Manager to:
1. Amend the Professional Services Agreement (PSA) with Kitchell CEM (Kitchell) for extended construction management services for the Fire Station 6 and Fire Training Center (FS6/FTC) project by $98,000 for a not-to-exceed (NTE) amount of $2,631,000; and
2. Amend the PSA with RossDrulisCusenbery Architecture, Inc., (RDC) for extended construction support services for the FS6/FTC project by $107,000 for a NTE Amount of $3,361,000; and
3. Appropriate additional funds for the FS6/FTC project in the amount of $2,030,000 for the current project cost.
End
SUMMARY
The Fire Station 6 and Fire Training Center (FS6/FTC) project commenced construction on August 17, 2020, and was anticipated to be completed in the Fall of 2022. While fire department personnel have moved into the new fire station and Las Positas Chabot College District students are using the facility, there are remaining outstanding construction items that need to be completed in order to close out the project. It is anticipated that these items will be completed by the end of January 2024.
Throughout the course of construction, construction management services provided by Kitchell and construction support services provided by RDC have been necessary to ensure that construction complies with project plans, specifications, and codes and regulations. Council adopted resolutions authorizing the City Manager to execute agreements with Kitchell for construction management and with RDC for construction support prior to the commencement of construction. Due to the extended construction duration, the current budget allocated for services by these firms will not be sufficient to close out the project. Staff is requesting amendments in the amounts of $98,000 with Kitchell and $107,000 with RDC which are necessary to complete the project.
The total construction cost includes the contract bid amount plus a contingency cost for unanticipated changes. With the number of approved change orders and the number of projected outstanding change orders, the budgeted administrative change order (ACO) amount will be exceeded. In addition to ACO and construction support by Kitchell and RDC, temporary housing, fixture, furniture & equipment (FF&E) and staff construction administration costs have also increased. Additional funding in the amount of $2,030,000 will be needed to pay for these items. Staff is requesting appropriation of additional funds in the amount of $2,030,000 from the Measure C (Fund 406).
ATTACHMENTS
Attachment I Staff Report
Attachment II Resolution - Amendment with Kitchell
Attachment III Resolution - Amendment with RDC
Attachment IV Resolution - Appropriation