HomeMy WebLinkAbout10/06/2009, C2 - AMENDMENT NO. 10 TO PUBLIC SAFETY DISPATCH CENTER DESIGN AND CONSTRUCTION ADMINISTRATION AGREEMENT councit Mcv°°'oWOctober 6,2009
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CITY OF SAN LUIS OBISPO
FROM: Bill Statler, Director of Finance& Information Technology
Steve Schmidt, Information Technology Manager
SUBJECT: AMENDMENT NO. 10 TO PUBLIC SAFETY DISPATCH CENTER DESIGN
AND CONSTRUCTION ADMINISTRATION AGREEMENT
RECOMMENDATION
Approve Amendment Number 10 to the Design Services Contract with RRM Design Group for
the Public Safety Dispatch Center Design and Construction Project in the-amount of$25,740 and
authorize the Mayor to execute said agreement.
DISCUSSION
This report seeks Council authorization to amend RRM Design Group's agreement to provide
adequate compensation for the remainder of the project. At the time of the estimate, about $700
remained in the agreement and the project is scheduled to be finished at the end of November,
almost 3 more months. Based on the current level of monthly activity and the remaining design
and coordination responsibilities, RRM Design Group estimates that the $25,740 will be
adequate. The revised total compensation is $518,890. (This is less than 15% of total
construction costs). This estimate with a detail of the services is shown in the table below.
RRM Design Group Agreement-Summary of Amendmer t.No. 10 Service Level Changes
Current Compensation ( Including Amendments 1 —9 $493,150
Ex anded.Service Arriendment10 and Additional Com'ensation
Additional work for revisions to the dispatch floor layout
-Removal of two overhead projectors and screens were requested along with the
addition of two wall-mounted LCD screens. Revisions to the architectural, electrical, and
telecommunications plans were made to accommodate these changes $ 2,640
Additional work to revise the pre-action Fire Protection System recommended by the fire
sprinkler contractor
-The City agreed to allow these changes and product substitution. RRM scope of
services for these changes involved meetings with the City and contractor, redesign of
the Fire Riser Closet, Women's Locker Room, and review of the substitution request. $ 1,980
Additional meetings during construction administration phase
-.RRM and our consultants have participated in additional coordination meetings with
City vendors.These meetings were requested by the City to help review and clarify the
vendor's scope of work. The City vendor meetings included separate meetings for the
security system, audio-visual, and HVAC controls stem. $ 1,320
Construction Administration
RRM has expended the additional compensation awarded in amendment#9 for an
enhanced level of construction administration services and requires additional
compensation to provide construction administration services to complete the project.
Currently RRM is averaging 15 hours per week. $19,800
Amendment No. 10 Total Not to exceed' =_ '•. `7 , $25,740
Revised Total Compensation $518,890
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RRM Design Group Amendment 10—Dispatch Center
Page 2
FISCAL IMPACT
Adequate funding is available in the design phase of the Dispatch Center approved budget. The
remaining design budget amount is $33,717.00.
CONCURRENCES
City of San Luis Obispo Engineering staff and MarWal Construction (Construction Manager),
concur with this recommendation.
ALTERNATIVES
Given past Council approvals and work underway, there are no viable alternatives to the
recommended actions.
ATTACHMENT
Amendment Number 10 to the Agreement with RRM for design services for the dispatch
center.
T:\Council Agenda Reports\Finance& IT CAR\2009\CAR RRM Amend 10_10-06-09.doc
ATTACHMENT
AMENDMENT NO. 10 TO AGREEMENT
THIS AMENDMENT TO AGREEMENT is made and entered into in the City of San Luis Obispo on
October 6,2009,by and between the CITY OF SAN LUIS OBISPO,a municipal corporation, hereinafter 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
the Public Safety Communications and Emergency Operations Center Project(90223).
WHEREAS, the City desires to amend the scope of services to include changes outlined in the three
Additional Services each dated August 19, 2009.
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 are hereby amended as set forth in Exhibit A
attached hereto (Statements of Additional Services), resulting in amended compensation of$25,740 and a revised
total compensation to not exceed$518,890.
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
fust above written.
ATTEST: CITY OF SAN LUIS OBISPO
By:
Elaino Cano, City Clerk Dave Romero, Mayor
APPROV/;AS TO FORM: CONTRACTOR
c/ By:
ona an P. Lowel,City Attorney RRM Design Group
T:\Council Agenda Reports\Finance&IT CAR\2009\amend RRM Amend 10_10-06-09.doc C a 3
ATTACHMENT k x h ; /�
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creating environments people enjoy'
Additional Services Authorization
Client: City of San Luis Obispo Task ID No.:
Project: San Luis Obispo Dispatch Center Date: August 19. 2009
Work requested by: Steve Schmidt job No.:1004514
Request received by: Candice Wong
Date received:
o Verbal o Letter o Marked Prints o Other
}(Client authorization required o Included in contract, authorization not required
o Verbal authorization received
Estimated Hours
o Non-chargeable o Hourly X Fixed Fee o Other
Description of Work
RRM is requesting additional compensation for various services performed during the Construction
Administration phase that are beyond the original scope identified in the contract. The following is a
description of additional tasks performed:
Design Changes
RRM and our consultants have provided additional design and documentation services for City directed
revisions to the contract documents. The following are City requested design changes that have
necessitated redesign work:
Dispatch Floor/Telecomm Revisions Expended fee: 24 hours @$110/hr= $2,640
Through several coordination meetings with the City's AV vendor, revisions to the Dispatch Floor
layout were requested. Removal of two overhead projectors and screens were requested along
with the addition of two wall-mounted LCD screens. Revisions to the architectural, electrical and
telecommunication plans were made to accommodate this change.
Pre action Fire Protection System Expended fee: 18 hours @$110/hr= $1,980
Revisions to the Pre action Fire Protection System were requested by the fire sprinkler contractor.
The City agreed to allow these changes and product substitution. RRM scope of services for these
changes involved meetings with the City and contractor, redesign of the Fire Riser Closet,
Women's Locker Room, and review of the substitution request and submittal.
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City Vendor Coordination Meetings Expended fee: Six Meetings x 2 hL_. @$110/hr= $1,320
RRM and our consultants have participated in additional coordination meetings with City vendors.These
meetings were requested by the City to help review and clarify the vendor's scope of work. The City
vendor meetings included separate meetings for the security system, audio-visual system, and HVAC
control system.
Construction Administration Estimated fee: 15 weeks x 12 hours @$110/hr= $19,800
Per Amendment#9, additional compensation was approved for RRM to provide an enhanced level of
construction administration services.As of August 2009, RRM has expended the additional
compensation awarded in amendment#9 and requires additional compensation to complete the project,
which we estimate to be November 15, 2009. Currently RRM is averaging 15 hours per week on
construction administration services.
Additional Expended Fees: $ 5.940
Additional Estimated Fees: $ 19.800
Total Not to Exceed Additional Fees $ 25.740
1 hereby authorize the above work to be performed
By: Date:
Client Signature
Please sign and return original so that we may proceed with the above work.
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