HomeMy WebLinkAbout07/20/1999, C4 - ADDITIONAL CONSULTANT SERVICES FOR THE OLD CARNEGIE LIBRARY REHABILITATION PROJECT 11►
r councilJuly 20, 1999
j ac En as RepoiA �r
CITY OF SAN LUIS OBISPO
FROM: Michael McCluskey, Public Works Director
Prepared By: Bridget Fraser, Engineering Assistant l,• ?
SUBJECT: Additional Consultant Services for the Old Camegie Library Rehabilitation Project
CAO RECOMMENDATION
1. Approve Amendment No. 1 to the agreement with Marwal Construction, Inc. of San Luis Obispo,
California, in the amount of $49,760.00 for construction management and inspection services
associated with the : Old Camegie Library Rehabilitation Project.
2. Approve Amendment No. 2 to the agreement with Architectural Resources Group of San Francisco,
California, in the amount of$42,704.00 for construction administration services associated with the
Old Carnegie Library Rehabilitation Project.
3. Authorize the City Engineer to execute additional amendments of up to $15,000 for these two
contracts as long as the aggregate amount of amendments does not exceed the amount budgeted for
contingencies.
DISCUSSION
Construction Management/Inspection Services. When this project was originally funded in 1995,
Public Works planned for the engineering inspection staff to manage the construction phase. However,
due to heavy construction schedules over the past few years, the City has turned to contracting for
construction management, particularly on more complex and unusual projects. The Old Carnegie
Library Project is a prime candidate for outside services due to its complex nature involving
rehabilitation of a historic structure.
Marwal Construction has been involved with this project since 1997. Marwal assisted staff in the
selection of architects and was recently hired by the City to provide plan checking and constructability
reviews of the construction documents for this project.
MarWal has proposed a construction management budget of$49,760, to be paid hourly, which assumes
construction management and half-time inspection for an eight-month construction period. Staff
recommends amending MarWal's existing agreement to include construction management and
inspection and foregoing the timely formal RFP/solicitation process for the following reasons:
• MarWal has provided exceptional service to the City on various projects over the last five years and
is very familiar with staff and City policies.
• MarWal has recently been hired by the City to provide essentially the same services for the 868
Morro remodel, only 3 blocks away. The timing and proximity of the two city projects will allow
MarWal to efficiently oversee both projects.
• MarWal, having been involved with this project for two years, is very familiar with the project and
the construction documents.
Construction Administration Services. Architectural Resources Group of San Fransciso was hired by
the City to provide design services for this project. Although the original RFP and the consultant's
proposal included construction administration, the City and Consultant mutually agreed to delay the
inclusion of the construction administration phase from the contract until after design was ct1iland
Council Agenda Report-Additional Consultant Services: Old Carnegie Library Rehabilitation 40
Project >
Page 2
the project was out to bid. The architect has proposed a construction administration budget of$42,704
for architectural services during construction. These services typically include review of contractor
submittals and shop drawings, interpretation and clarification of the plans and specifications as needed
by the contractor or City, evaluation of materials substitutions, and monthly site reviews of the work in
progress.
Now that the project is currently being advertised for bids, both the architect's and the construction
manager's contracts need to be amended to include these construction services so they will be on board
before the contractor starts work this August.
FISCAL IlVIPACT
Funding for this project comes from Community Development Block Grant allocations and a federal
Section 108 loan. This project was originally included in the 1995-97 Financial Plan on pages 138-139
of Appendix B. The total of the unencumbered design and construction management budgets equals
$124,797 which is sufficient to cover these amendments plus contingencies.
Available Design Budget $107,847
Available Construction Management Budget 16,950
Total Available: $124,797
ARG -Architectural Services $42,704
Marwal-Construction Management 49,760
Total Contract Amounts $92,464
Available for Contingencies/Other Expenses $32,333
A budget amendment request will be prepared which will transfer the remaining design account balance
to the construction management account.
Because a remodeling project tends to have more potential for unknowns and unforeseen conditions it
is possible that an issue will come up requiring additional design or additional construction
management. In order to minimise project delays, staff is recommending that the City Engineer be
given authority to amend these two contracts, if needed, for amendments of up to $15,000, as long as
the aggregate amount of amendments does not exceed the available contingencies.
Attachments:
Marwal Amendment No. 1 and proposal
ARG Amendment No. 2 and proposal
July 9,1999
\\Current Projects\BLDGS\9625 Old Carnegie Library\ Documems\5-Staff Reports\9625A&C CAR Amend]&2 MW&ARG.Doc
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AMENDMENT No. 1
TO
AGREEMENT FOR CONSTRUCTION MANAGEMENT SERVICES
Old Carnegie Library Rehabilitation
Specification No 99625C
THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on this
day of , 1999, by and between the CITY OF SAN LUIS OBISPO, a
municipal corporation, herein after referred to as City, and NIARWAL CONSTRUCTION, INC., hereinafter
referred to as Consultant.
WITNESSETH:
WHEREAS, on April 26, 1999 the City entered into an Agreement with Consultant for pre-construction
services and constructability reviews of the plans and specifications for the Old Carnegie Library Rehabilitation;and
WHEREAS, the City desires to amend the scope of services to include construction inspection and
management services and Consultant 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 Attachment A
attached hereto and shall be paid at an hourly rate,total not to exceed$49,760.
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,
A Municipal Corporation
By:
City Clerk Mayor
APPROVED AS TO FORM: CONSULTANT
By:
mey Marcia Walter, Marwal Construction,Inc
^TTACHiv1ENT A
AR. CONSTR TION INC
From Concept to Completion
AL .. uutl 665115 ,
June 29, 1999
Ms. Bridget Fraser Fax:.781-7198
Engineering Assistant Total pages (4)
Public Works
City of San Luis Obispo
955 Morro Street
San Luis Obispo, CA 93401
Re: Old Carnegie Library Rehabilitation
Proposal for Construction Management/Resident Inspection Services
Dear Bridget:
Per your request, .1 have outlined'the scope of services necessary for the rehabilitation of the
Carnegie Library. The time required for the preconstruction, construction and close-out phases of
the project follow a usual standard of practice based on the project design requirements,construction
management of the Contracts and resident inspection services.
Scope of Services
Design/Preconstruction Phase
f) Assist the City in the selection of the Architect. (Included under separate P.O.)
2) Assist the City during the design phase and develop project programming requirements.
(Included under separate P.O.)
3) Construction Documents: (Included under separate P.O.)
A. Provide construetability reviews of plaits and specification for construction
management controls,maintainability and detail issues.
B. Provide the Bid documents, Agreement, and General Conditions that form the"up
front"portion of the Specifications.
4) Bid Phase: (Included under separate P.O.)
A. Coordinate bidders questions via the "Request for Interpretation" system provided
for in the construction specifications.
B. Coordinate and conduct bid opening. .
(805)461-3411
Post Office Box 13034 San Luis Obispo, CA 93406 C4-3
ATTACHMENT A
C. Review bids for compliance with specification bid requirements. Prepare
recommendations of alternates for City selection based on best use of available funds
and City requirements.
D. Coordinate compilation of required contract documents for processing and approval
by the City.
E. Coordinate and conduct pre-construction conference.
Construction Phase
1) The Construction Manager (CM) is to provide administrative, management and related
services as required to coordinate the work of the Contractors with the activities and
responsibilities of the Construction Manager, the City, and the Architect to complete the
Project in accordance with the City's objectives for cost,time,and quality.The Construction
Manager is to administer all general conditions and construction support activities on behalf
of the City.
2) Conduct construction and progress meetings as required to discuss such matters as
procedures,progress,problems and scheduling.
3) Establishment of quality control standards based on industry practices.
4) Review the General Contractors monthly progress schedule and notify the City of non-
performance with the contract completion requirements. Recommend action to be taken to
bring the schedule back into line.
5) Recommend courses of action to the City when the requirements of the contract are not being
fulfilled and the non-performing party will not take satisfactory corrective action.Implement
City direction.
6) Recommend changes made necessary or desirable as a result of situations incurred during
the actual construction. Review said requests for changes and submit recommendations to
the City.
7) Review payment applications by the Contractor for progress and final payments. Make
recommendations for certification to the City for payment.
8) Determine in general, that the work of each Contractor is being performed in accordance
with the requirements of the Contract Documents. As required, make recommendations to
the City regarding special inspections or testing and of work not in accordance with the
provisions of the Contract Documents. Subject to the review of the City,reject work which
does not conform to the requirements of the Contract Documents.
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PTTACHiVIENT A
9) Maintain liaison and coordinate the activities of the City, Architect, Consultants, and
cooperate with other regulatory agencies and governing bodies.
10) Provide Resident Inspection services to ensure compliance with code,plans, specifications
and quality control.Provide daily logs containing records of weather,Contractor's work on
site, number of workers, work accomplished, problems encountered, and other similar
relevant data as the City may require. Coordinate the services of special inspectors as
required.
11) Create, maintain and make available to the Contractors, a Request for Information form,
whenever any corrective change is necessary in field construction that will result in a
variance from the specifications and plans as originally issued.
12) Consult with the Architect and the City over any Contractor requested interpretations of the
meaning and intent of the plans and specifications, and assist in the resolution of questions
which may arise.
13) Receive and log all Shop Drawings,Product Data, Samples and other Contractor submittals
prior to transmission to the Architect. Coordinate with the Architect procedures for
expediting the processing and approval of Shop Drawings,Product Data,Samples and other
submittals.
14) Maintain at the project site, current record copies of all Agreements, Drawings,
Specifications, Addenda, Field Orders, Bulletins, Contractor Payment Requests, Change
Orders,modifications,and other relevant Contract Documents in good order and marked to
record all changes made during constniction to: Shop Drawings, Product Data, Samples,
submittals, purchases, maintenance and operating manuals and instructions, other related
documents and revisions which arise out of the work in the contract.
15) When the Contractor's work or a designated portion thereof is substantially complete prepare
for the City, a list of incomplete or unsatisfactory items via a"punch list".
Proiect Close-
1) Following the issuance of the Certificate of Substantial completion of the Project or
designated portions thereof,evaluate the completion of the work of the Contractor and make
recommendations to the City when work is ready for final inspections. Coordinate and
conduct final inspections with the City and the Architect.
2) Secure and transmit to the City and Architect required guarantees,affidavits,releases,bonds,
and waivers. Coordinate delivery of all keys, manuals, record drawings, and maintenance
stocks to the City.
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AT" ACHMENT A
Fee Schedule
The costs are based on assuming a level of performance from the Architect and General Contractor
over which Marwal Construction has no control.I have included time for the design/preconstruction,
construction phase, and project close-out phases. If the City wants to increase the scope of my
services it will be based on hourly rates already established.
Phase Hours Unit rate Total
Construction Manager/Resident Inspector:
Preconstruction (Included under separate P.O.)
Construction- 704 $55.00/hr $38,720.00
(Assumed 4 hours per day/8 months)
Project Close-out- 168 $55.00/hr $ 9,240.00
Construction Expediter:
All Phases- 72 $25.00/hr $ 1.800.00
Total Proposal Costs $49,760.00
The above unit rates include all necessarybusiness expenses including$1.0 million General Liability
and Automobile insurances. Additional insured endorsements can be provided upon request.
Again, thank you for this opportunity to be of service. Please feel free to contact me if you require
any additional information. I can be reached at the following numbers,(805)461-3411 or paged at
(805) 546-2526.
Sincerely,
,0/
Marcia Walther
Marwal Construction Inc.
cc:Old Carnegie Library Proposal,June 29, 1999
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TOTAL P.04
AMENDMENT No. 2
TO
AGREEMENT FOR DESIGN SERVICES
Old Carnegie Library Rehabilitation
Specification No 96-25A
THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on this
day of , 1999, by and between the CITY OF SAN LUIS OBISPO, a
municipal corporation, herein after referred to as City, and ARCHITECTURAL RESOURCES GROUP,
ARCHITECTS,PLANNERS& CONSERVATORS,INC,hereinafter referred to as Consultant.
WITNESSETH:
WHEREAS, on May 19, 1998 the City entered into an Agreement with Consultant for design services for
the Old Carnegie Library Rehabilitation;and
WHEREAS, the City desires to amend the scope of services to include Construction Administration
services and Consultant 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 Attachment A
attached hereto to be paid as follows
Phase 5-Construction Administration lump sum not to exceed $37,704.00
Option ]-Additional Site Visits(if needed) per Attachment A 5.000.00
Total Compensation $42,704.00
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 written above.
ATTEST: CITY OF SAN LUIS OBISPO,
A Municipal Corporation
By:
City Clerk Mayor
APPROVED AS TO FORM: CONSULTANT
Architectural Resources Group
Architects, Planners&Conservators, Inc.
By:
rney Bruce D.Judd,FAIR, Principal
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ATTACHMENT A
Old Carnegie library Rehabilitation, City of San Luis Obispo July 6, 1999
PROPOSED PLAN OF WORK & COMPENSATION
Phase Fh e: Construction Administration
Scone
I. Site visit#7
a. Architect and Structural Engineer to attend pre-construction meeting.
2. Review and respond to Contractor's requests for information and clarifications. Provide
clarification drawings as needed.
3. Assist City in Contract Change Order preparation.
4. Process,review and distribute Contractor submittals of Shop Drawings, product data, and
samples.
5. Architect and Structural Engineer to provide five (5)on-site observations throughout the
course of the construction.
6. Mechanical and Electrical Engineer shall visit the site at intervals appropriate to the work
and attend job site meetings as requested by Owner to a maximum of 7 total site visits
throughout the course of the cow ttvction.
7. Landscape Architect shall make two(2) site visits throughout the course of the
construction.
8. Architect and Structural,Mechanical; and Electrical Engineers shall make one final site
visit to assist City with final inspection and prepare Punch List.
9. Review Contractor's preparation of Record Drawings.
Assumojons
1. City will provide a Construction Manager to oversee the Construction phase.
2. Construction phase will last a maximum of 8 months.
Lump Sum Com cation
We propose to provide the services as outlined in the scope for Construction Administration,
including travel and reimbursable expenses, for $37,704
Options/Additional Services
1. Additional site visits for meetings as requested by the City shall be as follows:
a. Architect and Structural Engineer: $1000.00 per visit per person for a one day trip.
b. Landscape Architect: $600.00 per visit per person for a one-half day trip.
c. Mechanical and Electrical Engineers: At an hourly rate of$100 per hour.
Archiceccural Resources C=up Page 1 of 2
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ATTACHMENT A
Old Carnegie Library Rehabilitation, Oty of San Luis Obispo July b, iggg
2. Record Drawing information as submitted by the Contractor can be transferred to update
the CAD files at an hourly-not-to-exceed $12,000.
3. Change Orders and drawings prepared for additional scope items and unforeseen
conditions will be prepared for 12%of the Change Order amount.
4. The following are the billing rates for additional work(valid from January 1, 1999 to
December 1, 1999):
Principals $130.00/Hour
Project Managers/Project Architects/Senior Conservator $100.00/Hour
Job Captains $ 85.00/Hour
Designers/Historical and Conservation Staff $75.00/Hour
CARD Operators $75.00/Hour
Administrative Staff $ 50.00/Hour
Architectural Resources Group page 2 of 2
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