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HomeMy WebLinkAbout01/05/1993, 5 - APPROVAL OF CONTRACTS FOR ARCHITECTURAL AND CONSTRUCTION MANAGEMENT SERVICE FOR NEW HEADQUARTERS FIRE STATION/RECREATION ADMINISTRATION BUILDING.MeetinL,_.ate: January 5, 1993 city of San LUIS OBISpo� A COUNCIL AGENDA REPORT From: Robert Neumann, Fire Chief Prepared By: Erwin Willis, Battalion Chief Subject: Approval of contracts for architectural and construction management service for new Headquarters Fire Station /Recreation Administration Building. CAO RECOMMENDATION: 1. By motion, approve and authorize the Mayor to execute a contract with Ross Levin MacIntyre & Varner Architects in the amount of $295,000, plus up to an additional $19,000 for early completion, for architectural services for new Headquarters Fire Station /Recreation Administration Building. 2. By motion, approve and authorize the Mayor to execute a contract, with Vanir Construction Management, Inc. in the amount of $49,041 for Construction Management services for new Headquarters Fire Station /Recreation Administration Building. DISCUSSION: The Headquarters Fire Station was constructed in 1940 as a Works Progress Administration (WPA) project. It was originally two buildings housing City Hall, the Police Department and Fire Department. After the Police Department vacated the buildings in 1976, the two buildings were connected to become one structure. After the San Fernando Valley earthquake, the Fire Department became very concerned about the structural stability of the Headquarters Fire Station and in 1986, the Department hired Applied Engineering to do a structural analysis of the facility. The study found that the Station was extremely deficient with inadequate reinforcing metal in the walls, inadequate roof trusses, inadequate roof diaphragm to wall connections, and many other problems. The conclusion of this study was the cost of bringing the building up to State requirements for a fire station exceeded the value of the building. Shortly after this study three roof trusses in the shop area of the building failed, requiring that portion of the building to be vacated and shored up until new metal trusses could be designed and installed. In 1986, based on the above study and due to the inadequate size and structural deficiencies, the Fire Department requested funding to replace the Headquarters Fire Station. Council delayed this request and requested a comprehensive study be commissioned on the needs and adequacy of all City facilities. This "Facilities Master Plan" was completed by West + Doubledee Architects and approved by Council in 1988. ���� "�� ►�hIIl��po ,I���l City Of San tuts OBI Sp0 COUNCIL AGENDA REPORT This study concluded that the Headquarters Fire Station was the most deficient structure in the City and the most in need of replacement. The study states: "Many additions and modifications over the years have contributed to its current inefficient and crowded arrangements. Current circulation patterns are awkward and inefficient. Termite damage and infestations are evident. Recent reports.indicate that the building is structurally unsound. The building also has inadequate heating, plumbing and electrical systems: poor ventilation; inferior lighting; and a leaky roof." Based on these studies, during the FY 1989 -91 budget hearings the City Council approved funding for the construction of a new 20,000 sq. ft. Headquarters Fire Station with 6,500 sq. ft. of expansion office space. The current budget includes $2,500,000 for site acquisition and $450,000 for design of this new station. On November 7, 1990, Council approved expending $2,640,000 for the purchase of the Emerson School site for the new station and directed staff to begin design and planning activities for the relocation of Fire Station Number One. At the July 21, 1992, meeting Council certified a list of qualified architectural firms and directed staff to start negotiations with the top firm, Ross Levin MacIntyre & Varner Architects. At this meeting Council also directed that the 6,500 sq. ft. of expansion office space be used for the administrative offices of the Recreation Department. At the September 1, 1992, meeting Council certified a list of Construction Management firms and approved Staff entering into a $9,500 contract with Vanir Construction management. Vanir's contract called for architectural negotiation services not to exceed $4,500 and programming services not to exceed $5,000. Vanir has completed the negotiations phase and has brought forward a proposed architectural contract in the amount of $295,000. Staff believes that Vanir has negotiated an excellent contract for the City. The original amount requested by Ross Levin MacIntyre & Varner for architectural services exceeded $400,000. Additionally, the contract is very thorough and precise. The Engineering Department has praised the completeness of this contract and stated that it will provide a model for future City architectural contracts. During the negotiations phase of this project the value of using a construction management firm was demonstrated. As stated, Vanir, due to their extensive construction background, was able to reduce the amount of the architectural contract by over $100,000. The cost to the City for this service was $3,000. Staff believes that similar savings can be realized if this firm is retained for the remainder of the construction project. At the September 1, 1992, Council meeting staff requested to negotiate a $100,000 to $155,000 contract with Vanir for the entire project. Council rejected this contract but approved $9,500 for the negotiating /programming phase of the project. Council also approved staff returning with a more limited construction management contract ��►�►�H�IVIIIII��� ���U city of San IU1S OBISpo COUNCIL AGENDA REPORT for Vanir when staff returned with the architectural contract. Staff has worked with Vanir to develop an alternative "limited scope" construction management contract. We believe this contract will provide the City with the expertise to complete the City's first State designated "essential service facility" at a minimal cost to the City. Staff has contacted several agencies that Vanir has done work for. All of these agencies indicated that Vanir has saved them more than the cost of their services. This was vividly demonstrated to the City staff during the negotiations phase of this project. Under this "limited scope" contract many of the services that Vanir would have provided under the original proposal will now be done by the City's Engineering Department i.e., State required on site inspections, review of all plans and modifications, all bidding services, etc. Vanir will concentrate its efforts in three areas where City Staff does not have the expertise or experience in constructing an essential service facility, such as a fire station. 1) Vanir will do the cost estimating for the project to verify the architect's estimates. Vanir's staff includes personnel who specialize in cost estimating and have developed a computer data base of materials and construction costs that assist them in providing accurate cost estimates. 2) Vanir will provide "change order" management and negotiating. They have the expertise to keep "change orders" and their cost to a minimum. This is an area that has greatly escalated the cost of recent City projects. 3) Vanir will provide scheduling and management services to keep the project on time and on budget. Again, staff believes that the overall cost of the project will be reduced by using ---construction management firm. Contract highlights As stated, the total architectural contract amount is $295,000. The contract calls for all design phases to be completed within 18 months of the signing of the contract. The contract also has an acceleration clause that pays the architect an additional $19,000 if they can complete all design phases within-.13 months, or $10,000 if the design is completed within 14 months. This acceleration clause is included to try and speed design-so the City can take advantage of the current reduced construction costs due to the recession. The contract also has a $500 per day liquidated damages clause if the design is not completed within the stipulated 18 months. The Contract requires the Architect to- attend all ARC, Planning Commission and Council meetings regarding this project. In addition, the contract requires the architect to hold three neighborhood meetings at the site to gather input and gain consensus from people that live near the site. Additionally, the contract requires an independent third party, approved by the City, to do a Value Engineering and Constructability ��i�►bNlfulllll���l ���ll MY Of San WIS OBISPO COUNCIL AGENDA REPORT study of the project. The Value Engineering evaluation looks at the "life cycle" cost of the major components of the building to determine the most cost effective products and materials to use in the structure. The Constructability study looks at the cost of alternative construction methods for the structure. These independent evaluations of the architect's designs help guarantee that the City is receiving the most value for the money spent. FISCAL IMPACT The architectural contract will have a base cost of $295,000 with the possibility of a maximum acceleration payment of $19,000. The construction management contract will be $4.9,041. This provides a total maximum design and management expenditure of $363,041. The current budget includes $450,000 for the design phase of this project. The FY 1991 -93 Financial Plan contains $3,000,000 for the construction of the new station and Recreation Department offices ($2,350,000 for the Fire Station and $650,000 for the Recreation Department's office space). The construction of this project will be debt financed. Continuation on this capital improvement project was approved by the City Council on June 30th for reasons related to the City's longstanding investment in, and commitment to, the replacement of this important public safety facility. CONCURRENCES The City Attorney, City Engineer and Risk Management Analyst have reviewed and approve of the contract. The City Engineer also agrees with the use of construction management contract due to Vanir's extensive expertise in building construction management. The Recreation Director concurs and will be involved in the design stages of the facility. ATTACHMENTS All contracts are available in the Council Office for review.