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DATE:
TO:
FROM:
STAFF REPORT
CITY COUNCIL
July 16, 2013
Honorable Mayor and City Councilmembers
Joni Pattillo City Manager""'
CITY CLERK
File #600 -35
SUBJECT: Change Order for Additional Architectural Consultant Services for the Public
Safety Complex and Maintenance Yard Facility
Prepared by Herma Lichtenstein, Parks and Facilities Development Manager
EXECUTIVE SUMMARY:
On March 20, 2012, the City Council approved the Consultant Services Agreement with Dahlin
Group Architecture to design the Public Safety Complex at 6363 Clark Avenue and the
Maintenance Yard Facility at Scarlett Court. Unforeseen conditions at the existing facilities and
changes in the building and safety codes required more extensive design and engineering for
the project.
FINANCIAL IMPACT:
The 2012 -2017 Capital Improvement Program (CIP), includes the Public Safety Complex
(Project number 930016) and the Maintenance Yard Improvements (Project number 930010)
which includes a total combined anticipated project expenditure for Fiscal Years 2012/13 and
2013/14 of $14,466,057 as reported to the City Council in the Fiscal Year 2013/14 budget
update. There are sufficient funds to authorize the Change Order request of $47,500.
RECOMMENDATION:
Staff recommends the City Council authorize the City Manager to execute the Change Order to
the Consultant Services Agreement with Dahlin Group Architecture.
Submitted B Reviewed By
Director of Parkland Assistant City Manager
Community Services
DESCRIPTION:
During the course of deign several issues arose related to the two project sites that required
additional engineering and design. Primarily, upgrades to the structure, roof and heating and
ventilation (HVAC) systems at the Public Safety Complex. This became evident after further
testing and inspection of the building during the design process. The installation of a new HVAC
Page 1 of 2 ITEM NO. 4.12
system also triggered the requirements for fundamental commissioning of the system to meet
the new CalGreen codes for energy efficiency.
The total cost for the design of these requirements was $47,500 or four percent of the total
design fees.
NOTICING REQUIREMENTS /PUBLIC OUTREACH:
A copy of the Staff Report was sent to Dahlin Group Architecture.
ATTACHMENTS: 1. Scope of Additional Services
2. Change Order
Page 2 of 2
DAHUN
..I
I. .11111 ILI
6363 Clark Avenue Building
562.010
June 26, 2013
REQUESTED ADDITIONAL SERVICES # 01 Page 1 of 1
CLIENT: UTY OF DUBLIN
100 civic Plaza
Dublin, CA 94583
ATTENTION: Hernia Lichtenstein
lier -ma.lichtenstein@dublin.ca.gov
SPOKE WITH: Herma Lichtenstein
FROM. Gregor L. Markel, AIA, LEED AP
Senior Associate / Senior Architect
Gregor. Markel@clah ling roup. conr
CONTRACT
DATE: March 7, 2012
RE: 6363 Clark Avenue — Dublin Public. Safety Complex
Dear 1-ler-ma:
In relation to the above contract, you have requested we provide the following additional service(s).-
1. Structural Engineering
A. Engineering design, drawings, detailing, and calculations reqUired by the Building Official to
seistnically upgrade the Office Area of the existing structure to bring it Lip, to current code
requirements for an essential facility to allow for current and fUtUR) tenant irnprovernents.
2. Architectural, Mechanical, Plumbing and Electrical Design
A. Engineering design, drawings, and detailing and coordination for the inclusion of the ACFD
temporary facility to include this work in the base, contract documents for permit and bid. Work is
coordinated with ACFD requirements for use, uncludirig specialty shop / equipment area and
ventilation requirements. Design of complete mechanical system for consideration by 01,-ievron for
grant fundirig prior to the start of design docurnents.
3. CalGreen Commissioning
A. Provide commissioning documentation, sequencing and post construction field review of MEP
systenis for compliance with Cal Green Commissioning requiremerits 'for fundarnental
cornn,fissioning.
Our fee for these services will be a FIXED FEE of 7,600.00
Estimated hourly fees will be in accordance with our basic hOUrly rate schedule attached. Please sign and
return (via FAX or mail) the acceptance below and we will proceed upon receipt. All conditions of our
original contract still apply.
Thank you,
Approved this date: ............. . .
CITY OF IDU BI lN D HLIN (31ROUP, INC
Narne Gregor L Mar el
Title Senior Associ�ia Zknjor Architect
C23921 — Exp, 2/28/13
END OF RAS 01
9,1 "UH ve9W.ns"a L.WGRdbUPCOM
CITY OF DUBLIN
CONTRACT CHANGE ORDER NO. 1
PROJECT: City Of Dublin /Alameda County Joint Use Public Safety Complex - CIP # 930016
TO: Dahlin Group Architects
AGREEMENT DATED May 7, 2012
between Dahlin Group Architects and the City of Dublin
You are hereby directed to make the herein described changes from the scope of services or do the following described work not included
in the scope of services on this contract.
NOTE: This change order is not effective until approved by the City Manager
Change requested bv: City of Dublin
The last percentage shown is the net accumulated increase or decrease from the original fee in the Agreement.
Dahlin Group Architects for a total not to exceed $47,500 based on a City directed scope change to design and prepare
construction documents for two facilities. This exceeds the originally anticipated scope of services to rehabilitate one
existing building as detailed in the contract dated March 7, 2012.
SUBMITTED BY:
ESTIMATED COST INCREASE $47,500
APPROVAL RECOMMENDED BY APPROVED BY
Henna Lichtenstein Date Paul McCreary Date Joni Pattillo
Date
Parks & Facilities Develop. Manager Parks & Community Services Director City Manager
We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved,
that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services necessary for
the work above specified, and will accept as full payment therefor the prices shown above.
Accepted, Date
M
Consultant
Title
PAGE 1 OF 1
ATTACHEMENT 1
CITY OF DUBLIN
EXHIBIT "A" CHANGE ORDER FORM
DATE: 7/11/2013
$16,120
PROJECT NAME: City of Dublin /Alameda County Joint Use Public
Safety Complex
CIP #: 930016
PAYMENT #02
CONTRACT NO.
PAYMENT #18
CHANGE ORDER NO. 1
$89
PERCENT COMPLETED 67%
$52,930
CONTRACTOR: Dahlin Group Architects
CONTRACT AMOUNT: $322,539
PAYMENT #04
CONTRACT CHANGE ORDERS: AMOUNT
CONTRACT CHANGE ORDERS: AMOUNT
CHANGE ORDER #01, Design Changes 47,500.00
47, 500.00
$19
TOTAL OF ALL CURRENT AND PRIOR CHANGE ORDERS:
$47,500.00
ADJUSTED CONTRACT AMOUNT:
$370,039.00
PROGRESS PAYMENTS MADE:
PAYMENT #01
$16,120
PAYMENT #17
$3,150
PAYMENT #02
$30,570
PAYMENT #18
$89
PAYMENT #03
$52,930
PAYMENT #19
PAYMENT #04
$215
PAYMENT #20
PAYMENT #05
$19
PAYMENT #21
PAYMENT #06
$22,940
PAYMENT #22
PAYMENT #07
$34,370
PAYMENT #23
PAYMENT #08
$18
PAYMENT #24
PAYMENT #09
$29,150
PAYMENT #25
PAYMENT #10
$15,400
PAYMENT #26
PAYMENT #11
$3,391
PAYMENT #27
PAYMENT #12
$23,100
PAYMENT #28
PAYMENT #13
$979
PAYMENT #29
PAYMENT #14
$9,600
PAYMENT #30
PAYMENT #15
$110
PAYMENT #31
PAYMENT #16
$5,200
PAYMENT #32
$244,113
$3,239
TOTAL ACTUAL PAYMENTS:
$
247,352.42
ADJUSTED TOTAL CONTRACT:
$370,039.00
REMAINING BALANCE ON CONTRACT:
$122,686.58
SIGNATURE:
APPROVED
DENIED
Supervising
Dept Head
APPROVED
DENIED
--.uy iwdndyei
APPROVED
DENIED
Mayor