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HomeMy WebLinkAbout2021-01-26; City Council; Resolution 2021-033RESOLUTION NO. 2021-033 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING AMENDMENT NO. 2 TO THE AGREEMENT WITH GRIFFIN STRUCTURES, INC., TO EXTEND AND AMEND THE AGREEMENT FOR CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES FOR THE SAFETY CENTER RENOVATION PROJECT, CAPITAL IMPROVEMENT PROGRAM PROJECT NO. 4715, IN AN AMOUNT NOT TO EXCEED $368,000 WHEREAS, on Aug. 28, 2018, City Council adopted Resolution No. 2018-161, authorizing Griffin Structures, Inc. (GSI) to provide construction management and inspection services for the Safety Center Renovation Project, Capital Improvement Program Project No. 4715 (Project), in an amount not to exceed $385,500; and WHEREAS, the scope and design of the project has developed over the past several years into one that comprehensively addresses building infrastructure needs, energy efficiency upgrades and essential safety and security improvements; and WHEREAS, staff recommends the scope of the Project be further expanded to incorporate seismically retrofitting the Emergency Operations Center portion of the building complex; and WHEREAS, the City Council concurs that it is in the best interest of the city to maintain the same construction management team that has been involved to date for the duration of the Project; and WHEREAS, GSI has tendered a proposal for the extension of their services for an additional two years in an amount not to exceed $368,000; and WHEREAS, the City Planner has considered the potential environmental effects of the agreement and determined that the Project is categorically exempt from environmental review pursuant to Article 19, Section 15301 (d), Existing Facilities, Class 1, because the project proposes restoration or rehabilitation of deteriorated or damaged structures, facilities or mechanical equipment to meet current standards of public health and safety, and that no exception to the exception, as set forth is CEQA Guidelines section 15300.2 applies. 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 the proposal submitted by GSI in an amount not to exceed $368,000 for construction management and inspection services is hereby accepted. Jan. 26, 2021 Item #2 Page 20 of 27 3. That the mayor is authorized and directed to execute Amendment No. 2 to the agreement with GS!, attached hereto as Attachment A. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 26th day of January 2021, by the following vote, to wit: AYES: Hall, Blackburn, Acosta, Bhat-Patel, Schumacher. NAYS: None. ABSENT: None. MATT HALL, Mayor On ez7 r BARBARA ENGLESON, City Clerk iDep (SEAL) Jan. 26, 2021 Item #2 Page 21 of 27 DocuSign Envelope ID: 6608128F-08FD-4BBF-A8CE-DECBA94D55DF PSA19-502TRAN AMENDMENT NO. 2 TO AMEND AND EXTEND AGREEMENT FOR CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES FOR THE CARLSBAD PUBLIC SAFETY AND SERVICE CENTER IMPROVEMENTS GRIFFIN STRUCTURES, INC. This Amendment No. 2 is entered into and effective as the 27th day of January , 2021, amending and extending the Agreement dated August 30, 2018 (the 'Agreement') by and between the City of Carlsbad, a municipal corporation, ("City"), and Griffin Structures, Inc., a California corporation, ("Contractor") (collectively, the "Parties") for the Carlsbad Public Safety and Service Center Improvements. RECITALS A.On February 10, 2020, the Parties executed Amendment No. 1 to the Agreement to extend the Agreement for a period of one (1) year; and B.The Parties desire to alter the Agreement's scope of work to include construction management and inspection work for the expanded scope of work for the Safety Center administration building and the Emergency Operations Center/Conference Room wing of the Safety Center; and C.The Parties desire to extend the Agreement for a period of two (2) years; and D.The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated in 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". With this Amendment, the total Agreement amount shall not exceed seven hundred fifty-three thousand five hundred dollars ($753,500). 2.City will pay Contractor for all work associated with those services described in Exhibit "A" on a percentage complete basis not-to-exceed three hundred sixty-eight thousand dollars ($368,000). 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 February 27, 2023. 4.All other provisions of the Agreement, as may have been amended from time to time, shall remain in full force and effect. 5.All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, shall include coverage for this Amendment. City Attorney Approved Version 6/12/18 1 of 3 Jan. 26, 2021 Item #2 Page 22 of 27 By: for Barbara Engleson, City Clerk c-/-o( Gomez/ Depu cir3 c tA-r (sign here) DocuSign Envelope ID: 6B08128F-08FD-4BBF-A8CE-DECBA94D55DF PSA19-502TRAN 6. The individuals executing this Amendment and the instruments referenced 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 hereof of this Amendment. CONTRACTOR CITY OF CARLSBAD, a municipal GRIFFIN STRUCTURES, INC., a corporation of the State of California California corporation By: ittaL (sign here) By: -1(cfriffil Matt Hall, Mayor Mark Hoglund, CFO (print name/title) ATTEST: Jon Hughes, Vice-President (print name/title) If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups. Group A Group B Chairman, Secretary, President, or Assistant Secretary, Vice-President 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: CELIA A. BREWER, City Attorney BY: Assistant City Attorney City Attorney Approved Version 6/12/18 2 of 3 Jan. 26, 2021 Item #2 Page 23 of 27 DocuSign Envelope ID: 6608128F-08FD-4BBF-A8CE-DECBA94D55DF PSA19-502TRAN EXHIBIT "A" SCOPE OF SERVICES AND FEE Itemized List of what Contractor will do for City and at what price. 1.Continuation of construction sequence assessment, review project bid documents, review probable costs, support design-build proposal solicitation phase, contract administration and management, construction reporting and communication, photo documentation, conduct construction progress meetings, review shop drawings and submittals, interpret plans and specifications, construction inspection, review progress payments, monitor contractor's claims and change orders, and close out the project. $357,588 2.Reimbursable expense allowance. Not to exceed $10,412 NOT-TO-EXCEED TOTAL (inclusive of reimbursable expenses) $368,000 City Attorney Approved Version 6/12/18 3 of 3 Jan. 26, 2021 Item #2 Page 24 of 27 DocuSign Envelope ID: 6B08128F-08FD-4BBF-A8CE-DECBA94D55DF PSA19-502TRAN Exhibit "A" GRIFFIN STRUCTURES FEE PROPOSAL CARLSBAD PUBLIC SAFETY & SERVICE CENTER PROJECT CITY OF CARLSBAD 12/08/20 Griffin Structures' Fee Proposal is based on all reasonable costs necessary to perform Additional Services for the City of Carlsbad's Public Safety & Service Center Project. For these requisite services, Griffin Structures proposes the following Not to Exceed Fee: Construction Mailagement: $ 357,588 Reimbursable Expenses 10,412 Total $ 368,000 All proposed hourly rates are fully burdened and include overhead, profit, taxes, and benefits. The hours identified for each individual employee and tisk are estimates only and arc not to be construed as not, to exceed hours for any individual task, phase, or time-period. We reserve the right to reallocate hours between staff members and tasks to accomplish the overall objectives and requirements of the project Services are based on the attached Contract Analysis which provides comparison of Base Contract resource allocation schedule and the Actual resource allocation schedule as it is currently forecasted. Any extension of the schedule or services may result in additional fee, in good faith negotiation with the City. ADDITIONAL SCOPE This ASR represents additional Construction Management costs related to the following: 1.Preconstruction services were originally contracted to run a total of 12 months. Due to extensive project delays, preconstruction services were extended by an additional 14 months resulting in a total Preconstruction duration of 26 months. 2.Construction Management services were originally contracted for a total of 8 months. Due to extensive project. scope increases and the need for a phased implementation for the preservation of emergency services, the project now anticipates an 18-month schedule. 3.Additional reimbursable expenses derived from a larger project and a longer construction schedule are included proportionally. Jan. 26, 2021 Item #2 Page 25 of 27 DocuSIgn Envelope ID: 6808128F-08FD-46F-A8CEDECBA94D55DF PSA 9-502TRAN Exhibit "A"."-- I .. • ...... ..... ..... ...... ... ... l• le • .• • • • , • 0,14-11.1.,,ACTAJA-r••••—rir•-• ce• ar•—••• • AM Vf2 ' F.1157. LL • • • Jan. 26, 2021 Item #2 Page 26 of 27 FARADAY AVE. PALOMAR AIRPORT RD. E L C A M I N O R E A LORIONST.WHIPTAIL LOOPLOKERAVE.WE S T E A S T SALK AVE. IMPALA DR.PALMERWY.GATEWAY RD. SITE PALOMAR AIRPORT EL F U E R T E ST.RUTHERFORD RD. SITE LOKERAVE. SAFETY CENTER 1 Jan. 26, 2021 Item #2 Page 27 of 27 Steven Stewart, Municipal Projects Manager Mickey Williams, Assistant Police Chief Jan. 26, 2021 Amendment No. 4 to Agreement with Sillman Wright Architects, Inc. and Amendment No. 2 to Agreement with Griffin Structures, Inc. for the Safety Center Renovation Project . Recommendation Adopt resolutions: •Authorizing Amendment No. 4 to the agreement with Sillman Wright Architects, Inc., to incorporate structural engineering services for the Emergency Operations Center complex into the design work for the Safety Center Renovation Project, CIP Project No. 4715, in an amount not to exceed $278,967, and •Authorizing Amendment No. 2 to the agreement with Griffin Structures, Inc., to extend and amend the agreement for construction management and inspection services for the Safety Center Renovation Project, CIP Project No. 4715, in an amount not to exceed $368,000. Background/Details •Currently there are two projects in the city’s adopted Capital Improvement Program, the Safety Center Renovation Project, Project No. 4715, and the Emergency Operations Center (EOC) Reconfiguration Project, Project No. 4719. •The projects are located adjacent to one another in the Safety Center complex, recently renamed the Police and Fire Headquarters (Resolution No. 2020-219). •The design work for the Safety Center Renovation has been completed, submitted to the city for review and permitted. The work includes upgrading interior finishes, expanding select functional areas, infrastructure upgrades, Climate Action Plan measures, and structural reinforcement of the building to be compliant with the Essential Services Building Seismic Safety Act of 1986 (ESBSSA). Background/Details •Design work for the EOC Reconfiguration is being developed and staff is recommending the work include structural upgrades to the building necessary to be EBSSA compliant. •Before requesting city council authorization to advertise the Safety Center project for bidding, staff recommends that the Safety Center project design work be amended to include a structural upgrade of the EOC. •If approved, structural upgrades of the Safety Center and EOC will be permitted and constructed sequentially as part of the Safety Center Refurbishment Project. Next Steps •Staff will process Amendment No. 4 to the agreement with Sillman Wright Architects to add structural engineering and architectural design services for the EOC complex to address structural code requirements for an essential building. •Staff will also process Amendment No. 2 to the agreement with Griffin Structures to extend and amend their agreement for the Project inclusive of the structural work in the EOC area. •The design work for the Safety Center Renovation will be modified to include seismically upgrading the EOC. Once design is complete staff will return to council with a request to approve the plans and specifications and authorize bidding of the project. Recommendation Adopt resolutions: •Authorizing Amendment No. 4 to the agreement with Sillman Wright Architects, Inc., to incorporate structural engineering services for the Emergency Operations Center complex into the design work for the Safety Center Renovation Project, CIP Project No. 4715, in an amount not to exceed $278,967, and •Authorizing Amendment No. 2 to the agreement with Griffin Structures, Inc., to extend and amend the agreement for construction management and inspection services for the Safety Center Renovation Project, CIP Project No. 4715, in an amount not to exceed $368,000.