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Home My WebLink About02/04/2003, C7 - FINAL CONSTRUCTION MANAGEMENT CONTRACT AMENDMENT FOR MARSH STREET PARKING GARAGE EXPANSION PROJECT council °° j acEnaa Repout N, r1 CITY OF SAN LUIS 'OBISPO FROM: Mike McCluskey, Director of Public Works Yo - Prepared By Keith Opalewski, Parking Manager SUBJECT: FINAL CONSTRUCTION MANAGEMENT CONTRACT AMENDMENT FOR MARSH STREET PARKING GARAGE EXPANSION PROJECT CAO RECOMMENDATION Approve contract amendment No. 2 for additional construction management services to Hams & Associates in the amount of$200,794 and authorize the Mayor to sign the contract amendment. DISCUSSION The construction contract for the Marsh Street Garage expansion officially started on August 6, 2001. The original contract was for a 12-month construction period, which by industry standards was a very aggressive schedule that assumed minimal problems during the course of the construction. However, due to a number of issues (archeological discoveries and monitoring, site constraints, design changes, change orders, Post Office operations, and maintaining garage operations) the construction continued beyond the 12-month period. Moreover, although the garage expansion was formally dedicated on October 22, 2002, additional construction refinements continued on until early 2003. These final construction issues, more commonly known as "punch list" items, are typical for most construction projects, especially one the size and complexity of the garage expansion project. As a result of the delays and difficulties encountered to complete the project, the current contract for construction management services is substantially under funded by $200,794 and will need to be amended in order to finalize the project and the consultant budget. FISCAL IMPACT The additional funding for the construction management consultant can be met through use of the construction contingency fund, which was approved as part of the original construction budget. The original proposals submitted by Harris & Associates (construction management consultant) were for a 12-month construction period. However, since the construction contract for ARB, Inc has gone for 16 months, the contract needs to be amended to match costs incurred for the 16- month period for the actual construction of the garage, along with close out issues for the project that still need to be finalized. The following summarizes the contract amendment and contingency fund balance. � n� _ 1 i 1 Council Agenda Report=Construction Management Contract Amendment-Marsh Street Garage Page 2 Construction Management Contract Harris & Associates Original Contract $304,600 Amendment 1 $72,480 Amendment 2 (Proposed) $200,794 $577,874 Contingency Fund Contingency Fund $654,800 Expended Contingency Funds ($86,489) Pending Change Orders ($246,678) Subtotal $321,633 ($321,633) Harris Contract Amendment ($200,794) Contingency Fund Balance $120,839 Remaining costs that may be incurred include the possibility of increased architect's fees for construction services and items related to construction or design quality issues. Neither set of expenses is expected to approach the amount of the remaining contingency amount. ALTERNATIVES Contract obligations must be fulfilled for the completed garage expansion project and as such there is no other viable alternative. ATTACHMENT—Attachment 1—Contract Amendment hCouncil Agenda Reports\2003 agenda reports\CM contract amendments mss.doc ATTACHMENT I AMENDMENT NO. 2 AGREEMENT WITH HARRIS AND ASSOCIATES The AGREEMENT dated March 10, 2000 between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as "City" and "Harris and Associates", hereinafter referred to as "Contractor", is hereby amended to as follows: A. DESCRIPTION OF WORK 2. Workscope Provide additional services for construction management, inspection, and close-out services pursuant to the extended project construction phase for an adjusted contract amount of$200,794 as outlined in Exhibit "A". All other terms and conditions of the AGREEMENT remain the same. Both CITY and CONTRACTOR do covenant that each individual executing this addendum on behalf of each party is a person duly authorized and empowered to execute Agreements for such part. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed on this day of , 2003. CITY OF SAN LUIS OBISPO A Municipal Corporation David F. Romero, Mayor APPROVED AS TO FORM: CONTRACTOR r. City Attorney Print Name: G:/Contracts&RIWAmendtnmt 2—Hams&Assoc. C ,7 - 3 Exhibit A January 20, 2003 Mr. Keith Opalewski Parking Services Manager City of San Luis Obispo 1260 Chorro Street San Luis Obispo, CA 93401 Re: City of San Luis Obispo Marsh Street Garage Expansion Project Additional Services Proposal for Extended Project Construction Phase Dear Keith, This letter is to request that the City consider Harris' proposal to provide additional services pursuant to the subject project The additional services are required to provide construction management, inspection, and close-out services pursuant to the extended project construction phase. The project extended duration is approximately 3 to 4 months beyond the original anticipated construction duration. The project delays appear to have been caused by a combination of Contractor caused delays, unforeseen conditions, and design changes required during construction. Harris &Associates' estimated cost for the required additional services is $200,794. A breakdown of this estimated cost is attached. As we have discussed, Harris & Associates will continue to provide the necessary project services while the City reviews and processes our request. Thank you for your consideration and please do not hesitate to contact me at 805.890.0128 if you have any questions, comments, or wish to discuss this matter. Sincerely, HARRIS & ASSOCIATES Steve Mimiaga, P.E. Project Manager 0, 7' 4 Exhibit A 1/21/2003 Harris&Associates CASH FLOW REPORT I STAFFING PLAN/ESTIMATE OF ADDITIONAL COSTS DATA DATE:31 DEC 02 MARSH STREET GARAGE EXPANSION PROJECT City of San Luis Obispo Estimate of Additional Construction Management and Inspection Costs Projected Project Schedule 2002/2003 Au a I Sea Oct Nov Dec Jan Feb Mar Aor Project Construction Period Project Closeout Stffing Plan Months I Billingeo*I Oct' I Nov'I Dec'I Jan Feb I Mar I Total Project I Rate P22� " Hours Totals Jim Guerrero(PD) 220.001 1 1 9 1,980 Steve Mimiaga(PM) 140.001 1 1 11 171 121 21 20 201 201 20 141 19,740 Mary Jo Bachini(CM) 100.001 1 1 137 1081 1 1 1— 2451 24,500 [Ea!Skrabanek(Closing CM) 90.001 1 1 `1031 1701 120 1 1 3931 35,370 2 3 4 9 I 12 3 20 1201 10�800 in Kimbedin(Back up Inspector) 90.001 1 1 1201 1 — I liceasar Moran(Office En r. 40.001 1 1 121 351 251 92 20 201 20 20 353 14,113. puly Structures Inspector(req) 65.001 1 2001 r5-9 1841 1441 102 80 20 1 20 20 929 60,385 V puty Structures IME 97.50 1 651 73 991 141 1 251 24,473 or g�5 time 0 30.W -T— 7 at dy Structures im. 231 2o 4 9,620 total estimated cost P2 —0,9811 WORK ALREADY COMPLETED,COSTS ARE ACTUAL 20 Harris Total Amount Needed to Finish Project 200,981 Harris Total Amount Remainina In Current Bud et 187 HARRIS TOTAL AMOUNT OF PROPOSED INCREASE 200,794 BUDGET SUMMARY Ori incl Harris Fee 1 $304,6001 [Contract Amendment No. 1 172 480 1WAmendment No; (Dendinq) 1 $200,794 (I Total Contract Amount 1 $577,8741