HomeMy WebLinkAbout2002-12-03; City Council; 16992; Additional Appropriation Carrillo Ranch Phase IIB# 16.992
ITG. - 12-3-02 -
EPT ENGIREC
CITY OF CARLSBAD -AGENDA BILL
V Ir
TITLE: DEPT. HD. vccll
REQUEST FOR ADDITIONAL APPROPRIATION TO
CONSULTANT SERVICE AGREEMENT AMOUNTS FOR
INCREASE CONSTRUCTION CONTRACT CONTINGENCY AND CITY ATTY- &?
CARRILLO RANCH PHASE II, PROJECT 34561-2 CITY e
RECOMMENDED ACTION:
Adopt Resolution No. 2002-346 authorizing an additional appropriation in the amount of
$595,000 from the Public Facility Fee account to increase the construction contract contingency and
consultant professional service agreement amounts, to Simon Wong Engineering, Inc. and KTU+A,
to complete Project 34561-2, Carrillo Ranch Phase II.
ITEM EXPLANATION:
On January 22, 2002, the City Council approved the award of the construction contract for Carrillo
Ranch Phase II; professional services agreement amendments for construction phase design
support with KTU+A; and construction management and inspection services with Simon Wong
Engineering, Inc.
During the course of performing the work, certain unforeseen conditions have resulted in change
orders to the construction contract that will deplete the original construction contingency and require
additional contingency funds. Some specific examples of these unforeseen conditions are:
1. Soils conditions requiring remedial grading
2. Dewatering required while installing drainage systems
3. Contaminated soils removal and testing costs
4. Additional architectural and structural services required for historic preservation
5. Final costs for security system installation
These unforeseen conditions have also resulted in the need for additional consultant services for
design, surveys, laboratory, construction management, inspection and other miscellaneous
consulting services.
Staff recommends an additional appropriation of PFF funds in the amount of $595,000 to complete
the project.
FISCAL IMPACT:
A summary of the project budget and additional appropriation request is as follows.
Item I Original 1 Additional Total I
Budget Appropriation Construction Contract
$ 15,000 $ 15,000 Specialty Consultants $ 270,000 $ 60,000 $ 210,000 Construction Management $ 265,000 $1 15,000 $ 150,000 Construction Design, Survey, Lab
$ 914,000 $390,000 $ 524,000 Construction Contingency $3,491,849 - $3,491,849
Miscellaneous
$4,970,849 $595,000 $4,375,849 TOTAL
$ 15,000 $ 15,000
Page 2 of Agenda Bill No. 16,992
Adequate funds are available in the Public Facility Fee account to fund the additional appropriation.
The City Manager’s authority to approve change orders, singly or in aggregate, for Project No.
34561-2, is increased by $390,000 over the originally specified contingency amount of $524,000, for
a total contingency amount of $914,000.
EXHIBITS:
1. Location Map.
2. Resolution No. 2002-346
3. Amendment No. 4 to increase amount of professional services agreement with KTU+A for
Design of Carrillo Ranch Phase II.
4. Amendment No. 6 to increase amount of as-needed professional services agreement with
Simon Wong Engineering, Inc.
5. Memo regarding Carrillo Rancho Park Request for Additional Appropriation
Phase 11,. Project 34561-2.
LOCATION MAP
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NOT TO SCALE
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PROJECT NAME
CARRILLO RANCH PARK - PHASE 11
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RESOLUTION NO. 2002-346
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, TO REQUEST ADDITIONAL
APPROPRIATION TO INCREASE CONSTRUCTION CONTRACT
CONTINGENCY AND CONSULTANT SERVICE AGREEMENT
AMOUNTS FOR CARRILLO RANCH PHASE II, PROJECT NO.
34561 -2.
WHEREAS, the City Council of the City of Carlsbad has determined it necessary and in
the public interest to construct Carrillo Ranch Phase II; and
WHEREAS, additional construction contingency in the amount of $390,000 is needed to
complete the project; and
WHEREAS, additional consultant services in the amount of $1 15,000 are necessary for
architectural consulting services to complete the project; and
WHEREAS, additional consultant services in the amount of $60,000 are necessary for
construction management and inspection to complete the project; and
WHEREAS, additional miscellaneous consultant services in the amount of $30,000 are
necessary to complete the project; and
WHEREAS, a total additional appropriation of $595,000 is necessary to cover the above
costs; and
WHEREAS, funds in the amount of $595,000 are available in the Public Facilities Fee
account.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1. That the above recitations are true and correct.
2. That additional funds in the amount of $595,000 are hereby appropriated from the
Public Facilities Fee account to the Carrillo Ranch Phase II construction account.
3. That Amendment No. 4 to the KTU+A Professional Services Agreement for an
additional $1 15,000 in project design services is hereby approved and the Mayor
and City Clerk are authorized and directed to execute said agreement.
4. That Amendment No. 6 to the Simon Wong Engineering, Inc. Professional
Services Agreement for an additional $60,000 in as-needed construction
maWV?ment and inspection services is hereby approved and the Mayor and City
Clerk are authorized and directed to execute said agreement.
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5. That the City Manager’s authority to approve change orders, singly or in aggregate, for
Project No. 34561-2 is increased over the originally specified contingency amount in
Resolution 2002-039 by an additional $390,000.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council
held on the 3rd day of DECEMBER , 2002 by the following vote, to wit:
in, Finnila, Nygaard, Hall
NOES: None
ATTEST P
Page 2 of 2 of Resolution No. 2002-346
(SEAL)
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AMENDMENT NO. 6 TO AGREEMENT FOR AS-NEEDED CONSTRUCTION
MANAGEMENT & INSPECTION SERVICES WITH SIMON WONG
ENGINEERING, INC.
This Amendment No. 6 is entered into and effective as of the // rn day of
, 2002, amending the agreement dated December 1, 1998, (the
“Agreement”) by and between the City of Carlsbad, a municipal corporation, (“City”),
and Simon Wong Engineering, Inc. (“Contractor“) (collectively, the “Parties”) for as-
needed Project/Construction Management and Inspection services.
RECITALS
A. On February 23, 2000, the Parties executed Ratification of Amendment
No. 1 to the Agreement to retroactively extend for a period of one year, ending on
December 1,2000; and
B. On January 25, 2001, the Parties executed Ratification of Amendment No.
2 to the Agreement to retroactively extend for a period of one year, ending on
December 1,2001 ; and
C. On August 24, 2001, the Parties executed Amendment No. 3 to the
Agreement to increase the annual contractor compensation amount to $350,000, adjust
the fee schedule, and allow for two additional one year extensions (AB 16,338;
Resolution No. 2001-255); and
D. On January 28, 2002, the Parties executed Amendment No. 4 to amend
the Agreement’s scope of work to increase the yearly fees by $100,000 for construction
management services on contract 34561-2, Carrillo Ranch Phase II, for a total yearly
Agreement amount of $450,000 (AB 16,531; Resolution No. 2002-039); and
E. On October 7,2002, the Parties executed Amendment No. 5 to extend the
agreement for a period of 7 months, expiring on June 30, 2003 and to amend the
Agreement‘s scope of work to increase the yearly fees by $95,000 for a total yearly
Agreement amount of $545,000; and
F. The Parties now desire to increase the Agreement’s scope of work and
yearly fees by $60,000 for additional Project/Construction Management and Inspection
services to complete Project No. 34561-2, Carrillo Ranch Phase II, for a total yearly
Agreement amount of $605,000 beginning with the current contract year; and
G. The Parties have negotiated and agreed to a supplemental scope of work
and fee schedule, which is attached to and incorporated by this reference as Exhibit
“A”, Scope of Services and Fee.
City Attorney Approved Version #05.22.01
1
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. In addition to those services contained in the Agreement, as may
have been amended from time to time, Contractor will provide those services described
in Exhibit "A".
2. City will pay Contractor for all work associated with those as-
needed services described in Exhibit "A on a time and materials basis not-to-exceed
six hundred and five thousand dollars ($605,000) for this and each subsequent contract
year. Contractor will provide City, on a monthly basis, copies of invoices sufficiently
detailed to include hours performed, hourly rates, and related activities and costs for
approval by City.
3. Contractor will complete all work described in Exhibit "A by June
30,2003.
4. All other provisions of the Agreement, as may have been amended
from time to time, will remain in full force and effect.
5. All requisite insurance policies to be maintained by Contractor
pursuant to the Agreement, as may have been amended from time to time, will include
coverage for this Amendment.
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City Attorney Approved Version #05.22.01
6. The individuals executing this Amendment and the instruments
referenced in it on behalf of Contractor each represent and warrant that they have the
legal power, right and actual authority to bind Contractor to the terms and conditions of
this Amendment.
If required by City, proper notarial acknowledgment of exe by contractor must be attached. CorDoration, Agreement must be signed by one corporate officer from each of the following two groups.
*Group A.
Chairman,
President, or
Vice-president
"Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under
corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
Deputy City Attorney /
City Attorney Approved Version #05.22.01
3
SCOPE OF SERVICES AND FEE
Provide construction inspection and project management services satisfactory to the City of Carlsbad on an as-needed basis.
Principal Civil Engineer
Sr. Structures Representative
Project Manager
Construction Manager
Structure Representative
Construction Inspector (prevailing wages)
Construction Inspector (non-prevailing wages)
$1 25.001hr
$1 01 .OO/hr
$98.00/hr
$98.00/hr
$88.00/hr
$82.00/hr
$72.60/hr
Rates are per hour and include vehicle and mileage, cell phone, and all incidentals
necessary to perform their service. Work performed over and above 8 hours on a given
day or on Saturdays will be paid at the same rates as above. Lap top computer and
printer may be required whenever a personnel class is assigned to a distinct project or
group of projects.
City Attorney Approved Version # 05.22.01
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ALL-PURPOSE ACKNOWLEDGEMENT
State of California
County of
On 11 1s loor before me, 9
personally appeared
a,&&b } ss.
fW$& 52
SIGNER(SJ
personally known to me - OR - proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s)
is/are subscribed to the within instrument and
acknowledged to me that he/she/@executed
the same in his/her/@ authorized
capacity(ies), and that by his/her/t@
signature(s) on the instrument the person(s),
or the entity upon behalf of which the
person(s) acted, executed the instrument.
WITNESS my hand and official seal.
-4 NOTARY'S SIGNATURE
OPTIONAL INFORMATION
The information below is not required by law. However, it could prevent fraudulent attachment of this acknowl-
edgement to an unauthorized document.
CAPACITY CLAIMED BY SIGNER (PRINCIPAL) DESCRIPTION OF ATTACHED DOCUMENT
0 INDIVIDUAL
TITLE(S)
PARTNER(S) 0 ATTORNEY-IN-FACT 0 TRUSTEE(S) 0 GUARDIAN/CONSERVATOR
OTHER:
NUMBgR OF PAGES
DATE OF DOCUMENT
OTHER
SIGNER IS REPRESENTING: RIGHT THUMBPRINT
NAMEOF PERSON(S) OR ENTITY(IESJ OF
SIGNER
APA 5199 VALLEY-SIERRA, 800-362-3369
AMENDMENT NO. 4 TO AGREEMENT WITH KTU+A FOR DESIGN
OF CARRILLO RANCH PHASE II
PROJECT 34561-2
This Amendment No. 4 is entered into and effective as of the /ITA day of
“Agreement”) by and between the City of Carlsbad, a municipal corporation, (“City”),
and KTU+A, (Contractor) (collectively, the “Parties”) for the design of Carrillo Ranch
Phase 11.
PtEcatAn;! , 2002, amending the agreement dated March IO, 2000, (the
RECITALS
A. On February 1, 2001, the Parties executed Amendment No. 1 to the
Agreement to increasethe-design scope of work and amount by $85,026; and
6. On December 27, 2001, the Parties executed the Ratification of Amendment
No. 2 extending the Agreement to September IO, 2002; and
C. On January 28, 2002, the Parties executed Amendment No. 3 extending the
Agreement to September IO, 2003, and increasing the Agreement amount by $1 60,000
to provide for as-needed construction phase design support, survey, and materials
testing services.
E. The Parties now desire to increase the Agreement’s scope of work for as-
needed construction phase design support, survey, and materials testing scope of work
in the amount of $1 15,000 for a total contract amount of $652,871 ; and
D. The Parties have negotiated and agreed to a supplemental scope of work and
fee schedule, which is attached to and incorporated by this reference as Exhibit “A“,
Scope of Services and Fee.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. In addition to those services contained in the Agreement, as may
have been amended from time to time, Contractor will provide those services described
in Exhibit “A.
2. City will pay Contractor for all work associated with those services
described in Exhibit “A on a time and materials basis not-to-exceed the total contract
amount, as amended, of six hundred fifty-two thousand, eight hundred and seventy-one
dollars ($652,871). Contractor will provide City, on a monthly basis, copies of invoices
sufficiently detailed to include hours performed, hourly rates, and related activities and
costs for approval by City.
City Attorney Approved Version #05.22.01
1
3. Contractor will complete all work described in Exhibit “A by 60
days after recordation of the construction contract Notice of Completion.
4. All other provisions of the Agreement, as may have been amended
from time to time, will remain in full force and effect.
5. All requisite insurance policies to be maintained by Contractor
pursuant to the Agreement, as may have been amended from time to time, will include
coverage for this Amendment.
2
City Attorney Approved Version #05.22.01
6. The individuals executing this Amendment and the instruments referenced
in it on behalf of Contractor each represent and warrant that they have the legal power,
right and actual authority to bind Contractor to the terms and conditions of this
Amendment.
(print name/title) /
**By:
(sign here)
(print name/title)
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
Corporation, Agreement must be signed by one corporate officer from each of the following two groups.
*Group A.
Chairman,
President, or
Vice-president
**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
By: " ,~//;. { 1; (':- L,!f.:&*!q /*
DGputy City Attorney
City Attorney Approved Version #05.22.01
3
ALL PURPOSE ACKNOWLEDGMENT
In -f s* beforeme, ROBERT E. ANDERSON, Notary Public
IDATE) (NOTARY) .~ ~.
)ersonally appeared hl IC kML .A /#i6Lhu
SIGNER(!.)
c] personally known to me -0R- proved tome on the basis of satisfactory evidence to be the person(b) who:
name(b)is/aresubscribed to the within instrument and acknowledged torr
that he/shellke)l executed the same in hislheFktrairauthorized capacity(ies
and that by hislherkkeir signature(#) on the instrument the personv), or th
entity upon behalf of which the person(y) acted, executed the instrumen
WITNESS mv hand and official seal.
L"
NOTARYS SIGNATURE
OPTIONAL INFORMATION
le information below is not required by law. However, it could prevent fraudulent attachment of this acknowledgment to a]
Inauthorized document.
l4PACITY CLAIMED BY SIGNER (PRINCIPAL)
0 INDMDUAL
rjpcoRPoRATE
rnE(S)
0 PARTNER(S) 0 ATI'ORNEY-IN-FACT 0 TRUSTEE(S) 0 GUARDIAN/CONSERVATOR 0 OTHER:
lIGNER IS REPRESENTING:
AME OF PERSON(S) OR ENTITY(IES)
DESCRIPTION OF ATTACHED DOCUMENT
&A "4
TITLE OR TYPE OF DOCUMENT
NUMBER OF PAGES
DATE OF DOCUMENT
OTHER
EXHIBIT “A”
SCOPE OF SERVICES AND FEE
CONTRACTOR
KTU+A
Review shop drawings and submittals, respond to requests for information and provide
clarifications; attend meetings as requested; make site visits as requested; field mark
existing plant material to be removed; mark locations for new plant material; participate in
pre-maintenance period site review; participate in final walkthrough, and perform other
tasks as requested.
Principal ................................................................. $1 10.00/hr.
Designer.. ............................................................... $55.00/hr.
Budget estimate.. ............................................................. .$30,000.00
CONTRACTOR’S SUBCONSULTANTS
MWD ARCHITECT
Review shop drawings and submittals, respond to requests for information and
clarifications; attend meetings as requested; make site visits as requested; perform other
tasks as requested.
Corporate Architect.. ................................................... $175/hr.
Project Architect.. ...................................................... .$I 1 O/hr.
Budget estimate.. ............................................................... .$20,000.00
GEOCON Inc.
Perform field and lab materials testing as approved; provide field observation as
requested; prepare and provide reports and perform other tasks as requested.
Geotechnical Engineer.. ............................................. .$I 05.00
Geologist.. ............................................................... .$95.00
Technician.. ............................................................. .$63.00/hr.
Lab tests to be paid per attached schedule.
As-graded Geologic Map.. .......................................... .$600.00
Building/Bridge Foundation Report. ............................... .$300.00
City Attorney Approved Version # 05.22.01
4
Budget estimate.. ............................................................... .$30,000.00
O’DAY CONSULTANTS
Review shop drawings and submittals, respond to requests for information and provide
clarifications; attend meetings as requested; make site visits as requested; provide
construction staking (see Detailed Description of Staking Scope of Work, attached) and
associated calculations; perform other tasks as requested.
Project Manager.. ...................................................... $1 29.00/hr.
Survey Supervisor.. ................................................... .$96.00/hr.
Survey Office Calculations ........................................... $103.00/hr.
Two man survey crew .................................................. $175.OO/hr.
Budget estimate.. ............................................................... .$58,000.00
MEL GREEN & ASSOCIATES
Review shop drawings and submittals, respond to requests for information and provide
clarifications; attend meetings as requested; make site visits as requested; perform other
tasks as requested.
Structural Engineer.. ................................................ ..$I I O.OO/hr.
Budget estimate.. ............................................................... $1 0,000.00
BECHARD LONG & ASSOCIATES
Review shop drawings and submittals, respond to requests for information and provide
clarifications; attend meetings as requested; make site visits as requested; perform other
tasks as requested.
Electrical Engineer.. ................................................... $60.00/hr.
Technician.. ............................................................ .$40.00/hr.
Budget estimate.. .............................................................. .$7,000.00
GRAPHIC SOLUTIONS
Review shop drawings, submittals, samples, and patterns; respond to requests for
information and provide clarifications; make site visits as requested.
Senior Designer I I.. .................................................. .$90.00/hr.
Project Manager.. .................................................... .$85.00/hr.
Budget estimate.. ............................................................. .$2,000.00
City Attorney Approved Version # 05.22.01
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REIMBURSABLES FOR CONTRACTOR AND CONTRACTOR’S SUBCONSULTANTS
Cost + 15% when approved in advance by City.
Budget estimate.. ............................................................. ..$3,000.00
All rates include transportation, computers, and all implements, tools, and incidentals
necessary to provide the services included in this exhibit. Consultants shall check in and
out with City’s on site representative at each site visit. A 15% mark up will be added to all
subconsultant hours.
Total fee not to exceed ..................................................... ..$I 60,000.00
City Attorney Approved Version # 05.22.01
6
Sep-27-02 1 :OBPM; Page 2/4
I
ent BY: KTUA LANDSCAPE ARCHITECTURE; 81 92949965; .- .- - '-. - '- '- Page 314
Named Insured: x + a
Policy Number; ELXOU96868
WAIVER
Transfer Of Rights Of Recovery Against Others
MIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
This endorsement modifies insurance provided under the following:
(x \ LMILlTY COVERAGE PART
I I BUSINESS am COVERAGE PART (SECTION nj
I I COMMERCIAL UMBRULA UABlLlN COVERAGE PART,
Designated Person Or Organizatbn:
BLANKET WANER OF RtGHTS OF RECOVERY WHEN REQUlRED BY A WORK CONTRACT
*an -ired hy CpnLrrct
Contract Nurnbw:
Descdption of Project.
Location of Project:
We waive any right of reoovery we may have against the person or organization designated in the Schedule because of paymen$ we make for injury or damage aridng out of
wark yw pforrn under a contract with the designated
person or organization. The waiver applim only to the designated person or organization and the work you perform
must be under the cantract, and far the proiect and location,
designated in tne Schedule.
I
ent BY: KTUA LANDSCAPE ARCHITECTURE; 61 92949965;
" ._ .- - - "' "
THIS EIPDORSEMWl CHMGES THE POLICY, PLEASE READ 1'1 CAREFULLY.
This endorsement modlfies bUran@ provided under the following;
LIABUPI COVERAGE PART,
Schedule
Name of Person M Organization;
9ad zmquuirsd corktact
1. SECTION LI - WHO IS AN INSURED is emended to include as an insured the person or organization shown in he
Schedule, but only with respect to liability arising out of
"ywt work" fw that insured by or far yw.
2. With respect to 1. above the fdlwing additional prwisim applies:
SECTION W. 5. Other Insurance is replaced by the
following:
5. other Insurance.
The insurance ahded by this Coverage Part is
primary insuram and we will not seek contribution
born any valid and collectible "other insurance*
available to the insured unless the
GL18F22 45 OB 99
Sep-27-02 1 :08PM; Page 414
valid and mRectiMe "other insurance" is p.W by
a person or organization who is not shawn in the schedule. Then we will share with that valid and colledibk "othrr insurance" by the method described
below.
If all of the valid and collectible "her insurance"
permits contribution by equal shares, we will follow this mebd atso. Under this approach, each insurer
CQntribUteS equal amounts until it has paid its
applicable limit d insurance or am af the loss
remains, whichever mmes first.
if any of the valid and cdlecllble "other insurance" does not permit contribution by equal shares, we will contribute by limits. Under this methad, each
Insurer's share is based on the ratio of its applicable limit of insurance to tha total applicable limits of
insurance of all insurers.
Pogoldl
LANDSCAPE ARCHITECTURE + PLANNING
Date: September 27,2002
To: Jennifer
Company: City of Garlsbad
RE: Certificate of Insurance for KTU+A
Deaf Jennifer:
Here is the Insurance Certificate for City of Garlsbad. If you need anything
further, please call me.
Pis. Thanks for the heads up an the business license; we will be renewing that
on September 30,2002.
Slncerely,
Michelle Manian
Assistant to Controller
KTU+A Landscape Architecture
(6 1 0) - 294-4477 X 102
By: Michelle Manian E mail: rnichelte Q ktua.com
Copy: file
Member of St Paul Companler
Mew a list of orouo members or !he UrOUD'S ratkg AM. 04 *: 02Qo NAIC *: 26887
November 22,2002
TO: CITY MANAGER
FROM: Deputy City ruction Management & Inspection
VIA:
Engineering Services
CARRILLO RANCH PARK REQUEST FOR ADDITIONAL APPROPRIATION
PHASE II, PROJECT 34561-2
Several questions and comments have arisen regarding the Agenda Bill
requesting additional appropriations for Carrillo Ranch Park Phase II, namely:
How was the original contingency fund spent?
Provide costs for the 5 items identified in the Agenda Bill.
The security system costs appear excessive.
Staff is requesting approval of an additional appropriation to complete the
construction of Carrillo Ranch Park, Phase II as proposed. There have been
many issues that have arisen during the course of construction that have resulted
in extra work and impacted the original construction contingency fund of
$524,000 approved with the award of construction contract. A major portion of
the extra work can be attributed to the nature of historic preservation and
unforeseen site conditions.
To date the City has negotiated extra work Change Orders in the amount of
$325,422. Staff is estimating that an additional $308,000 will be required for extra
work that has been identified. This adds up to approximately $633,000 in
contingency funds required to complete the project, which exceeds the original
contingency amount. It is staffs opinion that there are still many issues that are
unknown, unidentified or undiscovered at this time which will result in extra work
and the need for additional contingency funds. Staff is raising these issues at
this time to identify the funding issue as early as possible.
The Agenda Bill outlines several of the more significant extra work items:
1. Dewatering required while installing drainage systems
2. Contaminated soils removal and testing costs
3. Soils conditions requiring remedial grading
4. Additional architectural and structural services required for historic
5. Final costs for security system installation
preservation
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It is estimated that items 1, 2, and 3 above, total approximately $75,000 for
unknown site conditions. Item 4 is estimated at approximately $195,000 for
additional professional design services required to support staff during
construction. Item 5 is estimated at $85,000. Items 1 through 5 total
approximately $350,000.
There are other items not specifically mentioned in the Agenda Bill that have
been charged against the construction contingency. The combination of
enlarging water meters to meet the final design and a capacity charge by the San
Diego County Water Authority resulted in an additional $50,000 in water service
costs. Several changes were required to improve pedestrian and disabled access
that totaled over $36,000. Fire sprinklers for the Visitor Center; fire sprinkler
design for the other building structures; and the design for the security system
totaled over $40,000. Several improvements were added to Deedie’s House,
such as sewer service, water service, and electrical service that totaled over
$17,000. There is currently over $41,000 in work that was never identified that
needed to be performed by the contractor for various reasons. Many of these
changes have resulted in additional professional design consultant fees in order
to receive fixed bids from the contractor.
The City has incurred some construction costs as a result of incomplete details
on the original plans. In most cases, the City would pay these construction costs
anyway; however, the costs were not clear to the contractor and not reflected in
his bid. Staff has discussed these items with the design consultants and
negotiated revised design fees to offset some of these costs.
This project has been a very difficult project to prepare complete construction
documents for. There are many unknowns due to the construction methods,
materials and designs used over the years to construct the Carrillo Ranch. Many
issues aren’t discovered until the contractor removes walls, roofs or begins
excavations. When the City put this project out to bid, no bids were received. It is
believed that contractors were not comfortable bidding the project due to the
project complexity and unknown conditions.
An estimate for the security system was not included in the final construction
estimate: It was assumed that the contingency would have sufficient funds
available to cover the security system. However, now that a final security system
design has been completed and prices .quoted, this has become a significant
construction item. The $85,000 estimated for the security system includes access
controls for the site and buildings, fire alarm systems, burglar alarms and the
underground wiring to protect the park site (refer to attached memo on the
security system).
The need for a security system was identified during the course of public
outreach as part of the master planning for Carrillo Ranch Park. It was also
found that there was a need to demonstrate to the State of California that the site
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C:\WINDOWS\TEMP\Memo - 1 .doc
would be secure for the historic artifacts that the State may be contributing. As a
result, an additional study and report was prepared which contained
recommendations for the site security. These recommendations were
incorporated into the final project. The Carrillo Ranch Master Plan
Recommendations, Section 4.6, Security and Safety Recommendations &
Guidelines, are attached for your convenience.
Sincerely,
CONRAD “SKIP” HAMMANN, P.E.
Deputy City Engineer
Attachments
c: Frank Mannen, Assistant City Manager
Ken Price, Parks Director
Mark Steyaert, Park Development Manager
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C:\WINDOWS\TEMP\Memo - 1.d~
November 18,2002
TO: DEPUTY CITY ENGINEER, CONSTRUCTION MANAGEMENT AND INSPECTION
From: Park Development Manager
SECURITY SYSTEM BACKGROUND
The need for a security system was identified during the extensive public outreach process for the Leo
Carrillo Master Plan, which was approved by the City Council in January 1998. There was a general
concern from the public and staff about protecting the Ranch from intruders, especially due to the parks
location next to an elementary school and within a housing development. It was recognized that this
park will have controlled access, and won’t be available to the public at all times. The park will also
house interpretive historical items of value that are essential to “telling the story” of early California
history.
A general description of the security requirements were outlined in the approved Master Plan and
included the following concepts:
A six-foot high solid adobe type wall will surround most of the property.. . . . ... a live-in caretaker.. .is recommended
It is important that the protection planning for the Leo Carri7lo Ranch be coordinated in a site
The structures are intended to publicly display artifacts and collections owned by Leo Catrillo,
“security master plan ”.
his friends, relatives and other contributors. These artifacts, whether of a large or small intrinsic
historic value, must be held safe and secure at all times. Special security measures must be
undertaken, including audio, visual, and electronic measures.
center . , . . . .. .
appendix to the Master Plan. It describes, in general terms, the care that should be taken with
historical interpretive items.
A security system will be installed that is electronically connected to a central distribution
Note: The Cal. Dept. of Parks and Rec. Museum Operations Manual was included as an
Phase One of the Carrillo Ranch project, completed in November 1999, addressed the first bullet point
above. The $500,000 project constructed a perimeter wall and barrier landscaping around the Ranch.
In addition, in response to the second bullet point, the City is providing a new “caretaker’s residence” at
the Ranch.
To address the security plan, a “Security Master Plan” was commissioned through a consultant to
CAPS (the City’s primary security provider). The main purpose of the security system that was
recommended in the “Security Master Plan” was to protect the Ranch from intruders by installation of
security devices such as video cameras, door and window sensors, and appropriate connections to
park personnel and outside security monitoring companies. The plan also addressed fire protection
devices. Finally, a small portion of the plan discussed protection of “relics” (i.e. historic artifacts).
The final “Security Master Plan” was not received in time to analyze the findings and include the
recommendations in the final plans for the park. It was therefore intended to add the security system
through a change order during the park construction and pay for the work from the contingency fund.
Unfortunately, the contingency funds have been depleted due to unforeseen work that has arisen.
Pg. 2 of 2, Carrillo Security System
In the last couple months, we have met with a security installation company, provided them the
“Security Master Plan”, and asked for a design and cost to install. Their bid to install was approximately
$60,000 (we allowed for a budget of $85,000 which provides for the general contractor’s mark-up,
additional conduit provided by the general contractor, and any last minute changes required by the
City’s Fire Department as part of their review). Their bid includes:
Fire sensors and alarms for the Hacienda, Deedie’s House, Cabana, Caretaker’s House,
Blacksmith’s Shop, Barn, Stable, and the Visitors Center (approx. $14,000).
Intrusion sensors and alarms for the Hacienda, Deedie’s House, Cabana, Caretaker’s House,
and the Visitors Center (approx. $1 3,000).
6 video cameras located around the Ranch, accompanying recording devices, and monitors
(approx. $25,000).
Wiring to throughout the site, including to the entry gate (approx. $9,000).
With the completion of the above items, staff feels we have adequately addressed the security
directives of the Leo Carrillo Master Plan.
Mark Steyaert
C: City Manager
Assistant City Manager
Public Works Director
Recreation Director
Deputy Public Works Director, General Services
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i f ArMacts of uniqueness or intrinsic value will receive special and spe- cific proteaon. The protection, however, should not detract from the
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For interior fire sprinklers, '1 500 gaIfons per minute on-site source
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