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Home My WebLink About02/06/1996, 9 - PROJECT BUDGET FOR PARKS AND RECREATION OFFICE BUILDING SPECIFICATION NO. 94-13B �IIIN�I IWIIIIIQ�p �I�III r ME_ I t A : c� o sap suis os�spo COUNCIL AGENDA REPORT ITE NU ER: D FROM: Michael D. McCluskey, Public Works Directovv/� Paul LeSage, Parks and Recreation Director Prepared by: David Elliott, Administrative Analyses 7 SUBJECT: Project Budget for Parks and Recreate Office Building Specification No. 94-13B CAO RECOMMENDATION: Appropriate an additional $68,200 to the project budget ($36,400 from the capital outlay fund_ completed projects account and $31,800 from the general fund unappropriated balance) DISCUSSION: Construction on the Parks and Recreation Office Building is about 80 percent complete. Construction remains on schedule and the project should be substantially completed in mid-April 1996. When the aggregate cost of construction contract change orders exceeds 75 percent of the contingency allowed for that purpose, purchasing policies require staff to inform the awarding authority, which is the Council on this project. Costs in six areas, including construction contract change orders, will exceed the amounts budgeted and will require adjustments to the project budget. 1. Miscellaneous Design Services. Money was not budgeted for several minor services required to design the project and get it out to bid. Because existing surveys of the site were not adequate, staff ordered a new survey at a cost of$1,150. Also, money was not budgeted for blueprinting the plans ($1,506) and printing the specifications ($627). Recommended increase to the design budget: $3,300 2. Construction Contract Change Orders The project budget allowed $22,300 (about four percent of the construction contract cost) for change orders. Although this amount was lower than the eight to ten percent normally allocated, staff thought it would probably be adequate based on the relative simplicity of the project and the reputation of the construction contractor. Contract Change Order No. 1 (copy attached) included eleven revisions for a total of $22,930. $9,329 of this amount was required for changes made during planchecking to the complicated roof structure, an important element in fitting the building into the surrounding neighborhood to satisfy architectural review requirements. This change order has exhausted the contingency allocation. It appears there may be up to $7,000 more in change orders, which would bring the aggregate cost of change orders up to about six percent of the contract cost. Recommended increase to the construction budget: $7,700 3. Special Testing and inspection Services Extraordinary soil conditions found on the site required laboratory testing of prepared soil and foundation concrete. Staff did not expect the 9� '�� »►►►I�IIIIIIIIIII► ►��III city of san i.,s OBIspo Mii% COUNCIL AGENDA REPORT need for this testing and inspection and did not budget for it. Also, some structural welding required certified inspection. Some additional soils testing will also be required before the project is completed. Recommended increase to the construction management budget.- $4,000 4. Architectural Consultation Services. The project budget allowed $7,500 for architectural consultation on a time and materials basis to clarify plans and to design required plan revisions during construction. Because of extensive consultation required on the roof structure, the cost for these architectural services will probably be $13,000. Recommended increase to the construction management budget. $5,500 5. Systems Furniture Installation. When a-preliminary space needs analysis was completed early in the project planning stage, staff budgeted $71,000 for furnishings based on an preliminary quotation from the city's contract dealer for systems furniture. Later staff reduced this budget to $60,000 assuming that a) two workstations would be eliminated because of organization changes in the Parks and Recreation Department and b) some existing furnishings (particularly file cabinets) would be used in the new building. The final quotation for furnishings is $87,400. Three factors contributed to the increase from $60,000 to $87,400: O The original quotation was done without the final furnishings plan and assumed a high level of panel sharing because workstations would be clustered. This assumption turned out to be too optimistic, because the building floor plan did not allow the typical level of clustering. An additional 130 lineal feet of panels are required at a cost of $9,400. O The $60,000 budget included three supervisor workstations, eleven secretary/coordinator workstations, and two temporary employee workstations (total: 16). The final quotation includes three supervisor workstations, twelve secretary/coordinator workstations, and seven temporary employee workstations (total: 22) required to accommodate the current Parks and Recreation staff after some recent additions. Two of the additional workstations are for reservations and clerical workers transferred to Parks and Recreation from other departments. One additional workstation is for a ranger hired in November 1995 to patrol parks and open space areas. The other three additional workstations are for volunteer interns recruited to start or expand new recreation programs. The cost of the additional six workstations comes to $13,000. O The original quotation and the existing budget were based on 1994 prices. Since then, there has been a five percent price increase, which accounts for $4,200 of the final quotation. Significant reductions in the furnishings budget are not feasible because calculations of space needs and building size are based on the use of systems furniture. Generally, systems furniture 9- ��H�ibi►►IVIIIIIIIIIPp1�u�q�plll city of San _ ,JS OBISpo Aii% COUNCIL AGENDA REPORT takes up about fifteen percent less floor space than conventional furniture, and electrical, communication, and computer network circuits are built into the systems furniture panels. Both of these features reduce construction costs significantly. Recommended increase to the equipment budget: $27,400 6. Data/Communication Cabling Installation This work includes extending fiberoptic cable from the Marsh Street Parking Garage, connecting all workstations to the wide area network, and installing phone lines. Because staff thought most of this installation might be covered by other capital projects, no money was allocated for this purpose in the project budget. Staff has received a quotation of$20,300 from the company which has performed previous cabling installations and upgrades for the City. Recommended increase to the equipment budget: $20,300 FISCAL EWPACT: The proposed adjustments to the project budget are summarized in the table below: Current Proposed Recom- Project Project mended Design Budget Budge, t Increase Appraisal Services (860 Pacific) $ 2,000 $ 2,000 Architectural Design Services 29,300 29,300 Geotechnical Services 1,700 1,700 Surveying Services 0 1X 200 $ 1 200 Printing Services 0 600 X600 Blueprinting Services 0 1,500 1 500 Construction ' Base Construction Contract 511,600 511,600 Construction Contract Change Orders 22,300 30,000 7,700 Utilities Installation 17400 19400 Construction Management General Inspection Services 15,000 15,000 Architectural Consultation Services 7,500 13,000 59500 Special Inspection and Testing Services 0 4,000 4,000 Equipment Systems Furniture Installation 60,000 871400 27,400 Data/Communications Cabling Installation 0 20.300 20,300 $650,800 $719,000 $68,200 There is $36,400 currently available in the capital outlay fund completed projects account to 1 ��N�i�►►►�Illll�flli !IIUIII city of San L.,s OBrspo C®`JIVCIIo �►C�ENDA REPORT cover part of the recommended increase. The _remaining $31,800 must come from the unappropriated balance of the general fund: Based on current projections of.general fundrevenues, expenditures, and ending balance (which will presented to the Council in greater detail at the midyear budget review), there are adequate resources to make the recommended appropriation and maintain fund balance at adopted policy levels. AT TACBMEW: Contract Change Order No. 1 6:Ufuilding\parkreclagn. i f ��►��►�!►►i►� ►IIIIIIIIIIIIIIh1°"'��"��" III IL ity of sAn tuis oaspo 955 Morro Street • San Luis Obispo, CA 93401 CHANGE ORDER PROJECT: PARKS AND RECREATION OFFICE PROJECT CHANGE ORDER NO: ONE (1) OWNER: City of San Luis Obispo DATE: December 18, 1995 955 Morro Street San Luis Obispo, CA 93401 ARCHITECT: Bruce Douglas Fraser, AIA 971 Osos Street San Luis Obispo, CA 93401 CONTRACTOR: Carroll Building Company PROJECT NO: 94-13B P.O. Box 179 San Luis Obispo, CA 93406 CONFORMANCE WITH CONTRACT DOCUMENTS, DRAWINGS, AND SPECIFICATIONS All Change Order work shall be in strict conformance with the Contract Documents, Drawings, and Specifications as they pertain to work of a similar nature. CRB NO. DESCRIPTION DEDUCT ADD #01 Plan check corrections issued after the bid date. $2,283.00 #02 Credit for utility materials not provided for City $511 .00 , crew's use. #04 Added traffic rated pull box in intersection for fiber $ 952.00 optic conduit. Plans indicated pull box was existing. #05 Revised Prim Trim -width to 5 1/2", added 5/8" furring at $ 694.00 truss connections for shims, revised 2x4 furred wall to 2x6. #06 Added shear panel to the vertical surfaces of the gables of $1,771.00 the box above the lobby. #08 Furring down the ceiling in the Vestibule and select areas of $ 194.00 the Men's and Women's restroom to enclose a truss tie-rod and provide clearance at the recessed light fixtures. #09 Revised landscaping around D.I. to maintain slopes for drainage. $3,467.00 Revised walkway for future tie-in with park. #10 Provide revised connector at (3) truss end connection points. $ 748.00 The City of San Luis Obispo is committed to include the disabled in all of its services, programs and activities. ` Telecommunications Device for the Deaf(805)781-7410. ® 9J Change Order No. One (1), 12/18/95 Parks and Recreation Office Project Project No. 94-13B Page 2 #13 Added utility extensions above original scope in lieu of City crews $4,305.00 crews performing the work. Involves power, phone, cable TV and fire line/PIV. MISC1 Miscellaneous revisions due to responses to RFI's. Most are structural $5,922.00 in nature due to the complexity of the roof structure. N/A Add back in monies incorrectly deleted when Alternate deducts $3,105.00 #1 and #2 were selected by the City vs the application of Alternate deduct #03. SUBTOTAL DEDUCTIONS $511 .00 SUBTOTAL ADDITIONS $23,441.00 NET CHANGE $22,930.00 ORIGINAL CONTRACT SUM $511,564.00 NET CHANGE - ALL PREVIOUS CHANGE ORDERS $ -0- ADJUSTED CONTRACT SUM $511,564.00 NET CHANGE - CHANGE ORDER NO. ONE (1) $ 22,930.00 ADJUSTED CONTRACT SUM THROUGH CHANGE ORDER NO. ONE (1) $534,494.00 COMMENCEMENT DATE June 26, 1995 ORIGINAL COMPLETION DATE (300 CALENDAR DAYS) April 20, 1996 TIME EXTENSION - ALL PREVIOUS CHANGE ORDERS -*-0 Days ADJUSTED COMPLETION DATE PRIOR TO THIS CHANGE ORDER . April 20, 1996 TIME EXTENSION - CHANGE ORDER NO. ONE (1) 0 Days ADJUSTED COMPLETION DATE April 20, 1996 RECO MENDED FOR APPROVAL DATE: onstruction Manager APPROVED( I)' DATE: .Z Contractor APP OVED ( l Lg2:= DATE: City of San Luis Obispo 9-6