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Home My WebLink About12/02/2003, C11 - BUDGET AMENDMENT FOR THE DAMON-GARCIA SPORTS COMPLEX SPECIFICATION NO. 99826 council. M°°flm Dec 2,2003 Agcnaa aEpoat ,,.mN�. ` . C I TY OF S AN L U IS 0 B I S P O FROM: Michael McCluskey, Public Works DirectoTOk- Prepared By: Daniel Van Beveren, Associate Enginee SUBJECT: BUDGET AMENDMENT FOR THE DAMON-GARCIA SPORTS COMPLEX SPECIFICATION NO. 99826 CAO RECOMMENDATION 1. Appropriate $50,000 from the Parkland Development Fund to fund contingencies for the Damon Garcia Sports Fields Construction Project. 2. Approve and execute Amendment No. 4 to the Agreement to Furnish Design Services for the Damon-Garcia Sports Complex Under Specification No. 99826 in the amount of: $33,947.39. DISCUSSION On December 9, 2002 the CAO awarded the construction contract for the Damon Garcia Sports Fields to Souza Construction. At that same time, all anticipated projects costs were identified, and a project budget was established. This project,although owned and funded by the City, is in effect a development project and is being treated as such by the private utility companies (PG&E and SBC) that will serve the facility. As is the case with any development project, a coordinating effort takes place between the developer(the City in this case) and the utility companies. The developer communicates the need for service to the utility, and the utility generates a set of plans for infrastructure upgrade/expansion that is needed in order to serve the facility. The developer builds the infrastructure improvements as shown on the plans, and the utility company supplies the materials and labor needed in order to make the wire connections within the conduits and vaults. Once the final connection is made, the service is established and the utility company sends the developer a bill for all their costs as well as a hook up service charge. Due to the complexity of this project, these costs associated with establishing PG&E service to the site are somewhat higher than what might be typical. Due to the specific power requirements associated with sports lighting systems, the nearest possible point of connection to the existing power grid is located on the east (opposite from the sports fields) side of Broad Street. Conduits needed to be bored underneath Broad Street from the site to this point of connection. Additionally, significant modifications needed to be done to the poles supporting the overhead lines on Broad Street, and additional vaults and conduits were needed in the vicinity of Broad and Industrial to facilitate the extension of Industrial Way. The specific requirements associated in establishing SBC service are similar to that of PG&E. Although the point of connection is on the west side of Broad Street, significant modifications to the existing conduits and overhead lines was needed to accommodate the street modifications i Council Agenda Report—Budget Amendment for the Damon-Garcia Sports Complex Page 2 associated with the project. Because the work associated with establishing the utility service connection was not shown on the original construction plans, the contractor's original bid did not include this work. In a circumstance such as this, the contractor will typically either perform the work on a cost and materials basis, or the contractor and the City negotiate a price ahead of time. The actual costs paid to Souza Construction via change orders for work related to providing utility service is as follows: Pull Box installation for PG&E $36,742.70 Pull Box installation for SBC $12,504.27 Installation of Conduit under Broad Street $38,647.70 TOTAL $879930.67 The following items are direct utility costs billed to the City by PG&E or SBC: SBC Materials and.Labor $13,954.34 PG&E Materials and Labor $38,078.47 PG&E Deposit for Service $2,000.00 PG&E Remaining Service hook up fee $9,357.65 TOTAL $639390.46 In summary, the costs associated with the utility service connections have resulted in significant project costs that had not been previously identified. As a result, the construction contingency, which is generally used for additional construction costs,has been used to fund these items. Recommendation#2 of this report is for an amendment to the existing consultant service agreement. On April 18, 2000 the City entered into an agreement with FIRMA to complete preliminary design of the Damon Garcia Sports Complex. Three subsequent amendments to the original agreement were processed for FIRMA to complete the plans, specifications, and an engineer's estimate (PS&E); acquire all needed permits for the project; and to provide support services during construction activities. The tasks included in the original agreement and the three amendments have now been completed. The consultant has also provided services which were not included within the scope of work under the existing agreements. Those extra services,plus further additional services for which the City wishes to use the consultant in order to complete the project, require a fourth amendment to the existing agreement between the City and FIRMA. Firma has provided an estimate of$33,927.39, which will pay for all completed out of scope and remaining additional consultant services associated with assisting with project completion. Completed services include a redesign of the irrigation system and the addition of a booster pump needed to increase water pressure. The additional services include the continued necessary environmental monitoring, and an overall performance evaluation of the sports lighting system. Cil ^ a Council Agenda Report—Budget Amendment for the Damon-Garcia Sports Complex Page 3 FISCAL IMPACT In April of 2003, the City Council authorized a reduction to the Damon Garcia project budget by $384,900 to fund other projects. The budget shown below reflects the balance available after the transfer of those funds from the project budget. As this project progresses into the final weeks of construction, an analysis of the project reveals the following known project costs: Original Contract Amount: $3,363,509.06 Increased Quantities: $86,250.59 Change Orders $150,430.90 Amount Previously Transferred into Design Account $33,982.00 Amount Needed for Additional Consultant Fees $33,947.39 Direct Cost for Water Pressure Booster Pump $19,073.00 PG&E and SBC Direct Fees $63;390.46 City Building Permit Fee(including City Utility Impact Fees) $177,264.16 Geotechnical Testing Services (estimated for total project) $15,000.00 Public Art $20,000.00 Other direct in-house project costs (copying, mailings, etc) $10,000.00 TOTAL CURRENT PROJECT COSTS: $399729596.97 Construction Budget at time of project award $4,366,409.06 Amount transferred out of project budget in April 2003 $384,900.00 Construction Budget after Budget Transfer in April 2003 $3,9813,509.06 Remaining amount available: $8,912.09 As many items of work still remain and the flow of the project is one of ongoing minor (but still additive) change orders, staff is recommending a proactive measure — to add to the contingency account before it is overdrawn. Based on the amount of time remaining and the amount of work remaining, we feel comfortable that a total remaining contingency of about $60,000 will see the project successfully through to completion. Staff is therefore requesting a budget transfer of $50,000 from the existing Park In-Lieu fees account to cover any potential future project costs that are unknown at this point. The 2003/05 Financial Plan shows that there is$100,000 available in the unreserved Parkland Development Fund. Had we not encountered the PG&E and SBC fees, this request would not have been necessary. ATTACHMENTS Amendment No. 4 to the Agreement to Furnish Design Services for the Damon-Garcia Sports Complex Under Specification No. 99826 Council Reading File: Copy of original contract and previous amendments I:\—Council Agenda Reports\2003 agenda reports\Engineering and Maintenance Services(Walter)\99826—Budget Amendment CiI - 3 Amendment No.4 To the Agreement to Furnish Design Services For the Damon-Garcia Sports Complex Under Specification No. 99826 The scope of work for the agreement between the City of San Luis Obispo and FIRMA dated April 18., 2000 shall be amended to include the following tasks: • Continued construction management assistant as directed by City staff • Re-design of irrigation system according to revised water pressure information • Completion of the Public Improvement Plans and the Cal Trans Encroachment permit per the direction of Cal Trans and City staff • Modifications to structural elements of the building as needed during construction • Performance Evaluation of the Sports Lighting System Payment for completion of these items of work will not exceed$33,947.39, per letter from FIRMA dated November 4, 2003. All other terms and conditions of the agreement shall remain in full force and effect. For the City of San Luis Obispo: For FIRMA: City Administrative Officer date date Approved as to Form: Ci rney cl � - �