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Home My WebLink About01/09/2007, C11 - CONTRACT AMENDMENT FOR DISPATCH CENTER DESIGN counat M°�°•p 1-9-07 accnaa nepom hcmNum6w C' CITY OF SAN LUIS OBISPO FROM: Bill Statler, Director of Finance & Information Technology Teri Maa, Information Technology Manager Steve Schmidt, Telecommunications Supervisor SUBJECT: CONTRACT AMENDMENT FOR DISPATCH CENTER DESIGN CAO RECOMMENDATION Approve a contract amendment with RRM Design Group in the amount of$36,900 for additional design work on the dispatch center upgrade project. DISCUSSION Overview In March 2005, the Council authorized RRM Design Group (RRM) to complete architectural and engineering services for a single-story 3,044 square foot dispatch center located at Fire Station No. 1. Since then, the space needs "program" has remained the same for all factors except for one: the technology equipment room. As Staff began developing the final design, it became clear that the initial space needs assessment for technology uses such as 9-1-1, computer-aided dispatch and radio systems will not be adequate in meeting the operational needs of the center. Based on initial meetings, it appears that a modest increase of 500 square feet to the overall size of the center will be needed for technology equipment. Accordingly, Staff recommends amending the contract with RRM to redesign the equipment room to adequately accommodate technology needs. Background The following summarizes key design milestones relative to this project: ■ Agreement. The Council awarded a contract to RRM in the amount of$155,725 for Phase 1 design services associated with the dispatch center project on May 18, 2004, and authorized the CAO to amend the contract for Phase 2 services by up to $110,000. This award by Council amounting to $265,725 was predicated on relocating the dispatch center within the Police Station at 1042 Walnut. ■ Contract Amendment No. 1. Desiring to investigate the viability of relocating the dispatch center within the Police Station, the City amended the scope of services on July 14, 2004, and authorized RRM to perform only those tasks associated with the programming phase (Phase I Tasks A, B1 and B2) for a fee of$48,020. Although the original Agreement awarded $155, 725, RRM could only expend $48,020. ■ Contract Amendment No.2. An additional fee of$8,160 was authorized on November 15, CAI - I Contract Amendment for Dispatch Center Design Page 2 2004 to accomplish a training room study and proposed two-story building option at Fire Station 1. Of the$155,725 award, RRM was now authorized to expend a total of$56,180. ■ Project Adoption. On March 15, 2005, the Council approved a project budget of $2,884,000 for the construction of a new dispatch center at Fire Station No. 1. Additionally, the CAO was authorized to amend the agreement with RRM Design Group for Phase 1 and 2 services from $265,725 to $286,600 to reflect the changed scope of services. ® Contract Amendment No. 3. On October 12, 2005, the CAO authorized RRM to complete all tasks for a total fee of$286,600. ® Contract Amendment No. 4. On March 9, 2006, the CAO authorized RRM to perform limited survey work at Fire Station No. 1 in the amount of$5,600, resulting in a total revised compensation of$292,200. ■ Contract Amendment No. 5. On December 15, 2006, the CAO authorized RRM to perform additional services for systems coordination, meetings and survey work in the amount of $17,500, resulting in a total revised compensation of$309,700. Contract Amendment No. 6 This work involves expanding the equipment room to accommodate existing and future technology systems. Redesigning this room will require updates and revisions to virtually all sheets in the current construction documents set, including site plans, floor plans, exterior elevations, building sections, interior elevations, reflected ceiling plans, lighting layout, mechanical/plumbing/electrical equipment sizing and layout, and foundation and framing design. Staff is requesting a contract amendment authorizing RRM to perform the following tasks: 1. Revise architectural construction documents per the approved building redesign. 2. Coordinate with consultants for the redesign of all building systems and revision of the structural, mechanical, plumbing, and electrical construction documents. 3. Revise civil and landscape plans based upon the revised site plan. 4. Revise technical specifications and product cut sheets as required. 5. Coordinate with the City staff and others for the telecommunications and radio design components. 6. Re-submit plans to Community Development as required for approval of the revised design. 7. Update construction cost estimate based on the revised design documents. The following summarizes the cost for these changes: Contract Amendment for Dispatch Center Design Page 3 RRM Amended Services Additional Architectural Fees 23,000 Civil Consultant 2,800 Structural Consultant 4,000 Mechanical/Plumbing Consultant 2,750 Electrical Consultant 2,200 Landscape Consultant 500 Cost Estimating Consultant 1450 TOTAL $36;900 Next Steps Council approves RRM contract amendment 1/07 Council approves plans and specs for bidding 4/07 CAO awards construction contract 6/07 Contractor begins construction (10 months) 8/07 Contractor completes construction 6/08 Complete technology and furnishings 9/08 Complete facility training and cut-over/Occupy building 1/09 FISCAL IMPACT The current project budget has adequate contingency funds for these additional services. However, based on significant increases in construction costs since the project budget was approved by the, Council in March 2005, it is likely that additional funds will be needed to complete this project. Staff cannot finalize the project budget, which is planned for presentation to the Council in April 2007 (along with final plans and specifications) until the design is completed. ATTACHMENT Amendment No. 6 to Agreement QUnformation TechnologyUnformation Technology Division\Dispatch Center Upgrade\_Project Milestones\2004, 5-18 AE Agreement\ Agreement Amendments/No.6 CAR Report C( � ' 3 i AMENDMENT NO. 6 TO AGREEMENT THIS AMENDMENTTO AGREEMENT is made and entered in the City of San Luis Obispo on.January 9.2007 by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City. and RRM DESIGN GROUP,hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on June 22, 2004 the City entered into an Agreement with Contractor for design services for Public Safety Dispatch Center per Specification No. 90223A:and WHEREAS, the City desires to amend the scope of services to include dispatch center redesign and expansion of the equipment room,and the Contractor has submitted a proposal for this purpose that is acceptable to the City. NOW THEREFORE, in consideration of their mutual promises,obligations and covenants hereinafter contained,the parties hereto agree as follows: 1. The scope of services and related compensation is hereby amended as set forth in Exhibit A attached hereto. 2. All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above. ATTEST: CITY OF SAN LUIS OBISPO By: City Clerk City Administrative Officer ,APPROVED AS TO FORM: CONTRACTOR By. i Z.vrjCity Attorney �( ( -4 rrmrou EEO g p creating environments people enjoy" Additional Services Authorization Client: City of San Luis Obispo Task ID No.: Project: San Luis Obispo Dispatch Center Date: November 14, 2006 Work requested by: Teri Maa job No.:1004514 Request received by: Candice Wong Date received: October 19. 2006 o Verbal o Letter o Marked Prints o Other o Client authorization required o Included in contract, authorization not required o Verbal authorization received Expended and Additional Fees RRM Expended fees: $ 5,500 Additional Architectural Fees: $17,500 Additional Consultant Fees: Civil: $ 2,800 Structural: $ 4,000 Mech/Plumbing: $ 2,750 Electrical: $ 2,200 Landscape: S 500 Cost Estimating: $ 1 ,650 Subtotal Additional Consultant Fees: $13,900 Grand Total $36,900 o Non-chargeable o Hourly x Fixed Fee o Other Description of Work to be Performed On October 19, 2006, the City requested that RRM redesign and expand the Dispatch Center's equipment room to accommodate future capacity for technology. RRM and our consultant team were scheduled to complete 90% construction documents on October 31, 2006 and had expended fees for 75% construction documents, which were submitted for cost estimating in preparation for a November City Council hearing for this project. The revised design was presented to the City Team on October 26, 2006 and approved by the City Upper Management on November 2, 2006. The redesigned building will necessitate updates and revisions to virtually all sheets in the current construction documents set, including site plans, floor plans, exterior elevations, building sections, interior elevations, reflected ceiling plans, lighting layout, mechanical/plumbing/electrical equipment sizing and layout, and foundation and framing design. At the City's request, RRM and our consultant team will perform the following tasks: 1 . Revision of the Architectural construction documents per the approved building redesign. 2. Coordination with consultants for the redesign of all building systems and revision of the Structural, Mechanical, Plumbing, and Electrical construction documents. 3. Revision of Civil and Landscape plans based upon the revised site plan. 4. Revision of the technical specifications and product cut sheets as required. COMMUNITY I PUBLIC SAFETY I RECREATION I EDUCATION I URBAN ARCHITECTS IENGINEERS ILANDSCAPEARCNITECTSIPLANNERSISURVEYORS A Cama Ca nn I V4ar M=90.Wry,A¢rvxa#C110901 Jerry Moad.RCE#36895.L5#6276I JM Few.u#2w 5. Coordination with the City's consultants for the telecommunications and radio design components. 6: Re-submittal to City Planning agencies as required for approval of the revised design. 7. Updated Construction Cost Estimate based on the revised design documents. Expended RRM Additional Service Fees: $ 5,500 Consultant Additional Service Fees: 5 13,900 RRM Additional Service Fees: S 17,500 Total Additional Fees $ 36,900 1 hereby authorize the above work to be performed By: Date: Client Signature Pleasesign and return original so that we may proceed with the above work. COMMUNITY PUBLIC SAFETY I RECREATION I EDUCATION I URBAN ARCHITECTS I ENGINEERS I LANDSCAPE ARCHITECTS I PLANNERS I SURVEYORS AC0aC0WR110n IVIQ01MMg0M,An;6neRaCIIMO]AfNM¢eal,RCEg6M5.L5a62I61im Peur,U20u4