HomeMy WebLinkAbout9/5/2001 - STAFF REPORTS (20) DATE: September 5, 2001
TO: City Council
FROM: Risk Management Specialist II via Director of Procurement& Contracting
CONSTRUCTION CHANGE ORDER NO. 1 TO COMMERICAL DIVERSIFIED, INC. FOR
REPAIR OF 538 NORTH PALM CANYON DRIVE—THE PALM CANYON THEATRE.
RECOMMENDATION:
It is recommended that the City Council approve Contract Change Order No. 1 to
Commercial Diversified, Inc., in the amount of $32,367.00, for a total contract amount of
$284,367.00, for the Palm Canyon Theatre Fire Damage Repair, City Project No. 00-20.
SUMMARY:
Contract Change Order No. 1 will correct a series of structural conditions that are a result of
the age and use of the building, not the fire, and were not visible prior to the recent removal
of the roof sheathing.
BACKGROUND:
A time line of the sequence of events from the date of the fire to the present is attached for
reference.
On June 20, 2001, the City Council awarded Commercial Diversified; Inc. the contract for
the fire damage repair work at the Palm Canyon Theatre and upgrade work, not covered by
insurance, which included replacement of standard "S" roof tiles with flat pan "S" tiles,
relocation of the electrical conduit, dual glazed windows and doors (opposed to single
glazed), relocation of the new HVAC unit away from front of parapet (out of view), minor
restroom upgrades and landscape lighting, and an electrical enclosure.
Subsequent to award of this project, it was discovered and determined by the design team
(Interactive Design Corporation) and city building officials that acTMonal structural work is
necessary in the area west of the fire damaged portion due to a series of structural
conditions.
The reason these issues pertaining to the current structural conditions were not
apparent during any earlier inspections was because they were concealed by the roof
sheathing.
On August 15, 2001, the remaining roof sheathing was removed, exposing the rafters
and a series of structural issues. The contractor advised that the rafters they removed
were brittle and several had broken from someone simply standing on them. Because
of the age (70 years) of these rafters, nailing new sheathing to them is unworkable and
both the structural engineer, Grayner Engineering, and city building officials who have
inspected the site agree the existing situation is unsafe.
The existing rafters and ties are inadequately sized according to current code
standards (UBC 1997.) The structural engineer, on inspection of the remaining roof
structure, felt that it was not beneficial to the overall stability of the building to retain
these rafters. In addition, the structure will not support the heavy plaster and lath
ceiling which hangs off the rafter ties on lower ceiling joists. This ceiling has severe
deflection in several places. A doghouse for the mechanical ducts is located on the
existing rafters. No safe method of attachment under the current conditions is evident.
The recommendation of the design team in conjunction with the City Building Official is
to replace this portion of the roof structure at the time the fire-damaged repairs are
made. Twenty-eight working days will be added to the contract to allow for Change Order
No. 1 construction. The proposed change order covers the following items:
Increase to existinq items in contract:
1. Increased size and decreased spacing of rafter ties (ceiling joists) at roof over
rehearsal room east of breezeway.
2. Decreased spacing of rafters at roof over rehearsal room east of breezeway.
3. Restocking fee for lumber ordered but not used.
New items not included in contract:
1. Demolition of plaster and lath ceiling, ceiling joists, rafters, rafter ties and plate
west of breezeway. Note: reuse existing light fixtures and AC vents.
2. Demolition of existing doghouse structure.
3. Re-routing of existing duct work through new roof to existing mechanical unit.
4. New roof framing to roof west of breezeway.
5. New 5/8" gypsum board ceiling at rooms west of breezeway including new
access panel.
6. Additional hardware as per specifications of roof west of breezeway and at west
gable.
Decrease (credits) to the contract:
1. Replacement of recycled heavy lumber with new resawn lumber DF or larch
select structural, specially milled sizes as per drawings.
2. Replacement of douglas fir/redwood windows with poplar.
Note: Since lumber has been ordered specially sized as per the contract drawings, we
suggest that the contractor use this lumber where applicable. Any new lumber which is
to be ordered as a result of the change order should be standard dimensional lumber.
Sufficie . unds are available in City Hall Parking Lot Reconstruction account no. 261-2493-
5152Q` T e project will not occur in this fiscal year. Funds will be transferred from this
a unt the P m Canyon Theatre Fire Repair account no. 261-1395-54024.
NA L. RASCO HAROLD E. GOOD
Risk Management Specialist II Director off Procurement&Contracting
APPROVED:
City Manager /
Attachments:
1. (1) Minute Order
2. Palm Canyon Theatre time line
1�fCA
E VALA, s Exhibit A
Y City of Palm Springs
Department of Procurement & Contracting
c r ros } MEMORANDUM
Date: September 5, 2001
To: City Council via David Ready, City Manager
From: Harold E. Good, Director of Procurement&Contracting
Subject: Palm Canyon Theatre Structure Fire Time Line
STATUS UPDATE
BACKGROUND:
June 6, 2000: A structure fire occurred at 538 North Palm Canyon at 11:28 p.m. This structure is a
designated Class I historic building dating from 1927. The fire damage was confined to the Southeast wing of
the"U" shaped structure. However, the costume rooms, offices, lobby, and main theatre suffered smoke and
heat damage. The Northeast wing was not damaged. The building was without electricity.
June 7, 2000: Due to the extent of the structural damage to the sculpture hall, this section was boarded up,
outside debris was removed and area was secured with chain link fence.
June 9, 2000: The City Manager approved emergency structural cleaning and repairs. The Palm Springs
Municipal Code 3.12.270 (3) authorizes the City Manager to approve the emergency purchase of services to
correct situations in which the public health, safety or welfare would bja--interrupted if normal bidding
procedures were followed. The code requires all emergency purchases, which would otherwise require
formal bidding, to be brought to the City Council for ratification at the next regular meeting.
June 19, 2000: Occupancy has been allowed back into the theatre, lobby and offices, therefore allowing the
summer kids camp to proceed as scheduled on June 19, 2000.
July 5, 2000: The City Council ratified authorization of expenditures for emergency repairs and clean up at
the theatre. Har-Bro, Inc., providing the lowest quote of three, was utilized to perform emergency structural
cleaning, and roof, ceiling and miscellaneous repairs that were essential in order to allow occupancy in the
costume rooms, offices, lobby, and theatre.
August 2, 2000: The City Council authorized design services with Interactive Design Corporation (Reuel
Young, AIA), not to exceed $10,000, for evaluation of the existing conditions and to define the scope and
prepare base drawings for the repair and restoration of the fire-damaged portion of the building.
`I d�
Palm Canyon Theatre time line
6/20/01
2
August 15, 2000: The Architect and Structural Engineer, along with the Insurance Adjuster, Procurement
Manager, City Building Official, and Plans Examiner, conducted an on-site conference and field verification.
It was necessary to complete damage removal in order to determine the full scope of all restoration work and
prepare bid documents. Although asbestos testing was complete, tests for the existence of lead based paint
had not been previously performed. The age of the building necessitated lead testing be scheduled.
August 23, 2000: An inspection was conducted to analyze lead based paint presence. The lead test results
indicated that several interior and exterior components tested positive.
September 6, 2000: The project team again met to discuss the existence of lead and how to best coordinate
the lead and asbestos abatement with the damage removal. Since the removal/abatement process is
integral to the overall damage removal work, the team strongly recommended that Har-Bro's scope of work
be increased to carry out the damage removal/abatement services. Har-Bro sub-contracted with Brickley
Environmental, a firm that specializes in removal of hazardous materials and has successfully performed
services for the city on prior occasions. Har-Bro will coordinate the abatement and damage removal work.
September 12, 2000: The architect and risk management presented an update to the Historic Site
Preservation Board on the damage removal of the southeast wing. At that time the board expressed a
desire to upgrade the one piece"S"tiles that were in place at the time of the fire.
September 20, 2000: The council authorized additional expenditures for damage removal that had to be
completed prior to gaining access to the interior of the southeast wing for an accurate assessment of the
scope of services required for full restoration of the building.
November 3, 2000: The Architect, Principal Planner, Procurement Manager, and Risk Management
Specialist met to discuss presentation to Historic Site Preservation Board on November 14th and preliminary
completion schedule.
Preliminary schedule:
January 4 Submittal to the building department
January 11 Engineering review of bid package Y
February 8 Advertise for bid
March 6 Open bid
March 21 Award
April 23 Pre-construction meeting
May 1 Start construction
June 22 Restrooms open
August 10 Construction complete
November 10, 2000: Damage removal completed.
November 14, 2000: The Historic Site Preservation Board approved the southeast wing exterior scope of
work. This approval included the utilization of the one piece flat pan Spanish "S"-tile as shown on the 1926
drawings, replacing the one piece "S"the that was on the building at the time of the fire.
February 1, 2001: The Architect, along with the Insurance Adjuster, Procurement Manager, Risk
Management Specialist, and City's Associate Civil Engineer met to finalize issues in order to complete the
architectural drawings and specifications for submittal to the building department on February 14`h.
14 /1g
Palm Canyon Theatre time line
6/20/01
3
Schedule Update as of February 9, 2001:
February 14 Submittal to the building department
February 21 Engineering review of bid package
March 21 Advertise for bid
April 16 Open bid
May 2 Award
May 30 Pre-construction meeting
June 6 Start construction
August 1 Restrooms open
September 19 Construction complete
Current Schedule of as August 29, 2001
April 21, 2001: First advertisement of bid.
May 15, 2001: Bid opening.
May 16, 2001: City Council rejected all initial bids received at the May 15, bid opening, and
authorized the re-advertisement for bids.
June 12, 2001: Bid opening.
June 20, 2001: City Council awarded contract to Commercial Diversified, Inc.
July 12, 2001: Contract documents executed after receipt of bonds and insurance.
August 6, 2001: Construction commenced.
August 15, 2001: Structural condition issues identified. Architect, structural engineer, and city building
officials began investigation of structural conditions.
August 20, 2001: Construction suspended due to structural condition issues in the portion of the
building not affected by the fire.
August 21, 2001: Change order to correct issues developed, including cost options and impact on
construction schedule.
August 29, 2001: Staff report submitted for City Council approval at September 5th meeting.
January 12, 2002: Estimated construction completion date (contract with change order no. 1 provides
108 working days to complete project.)
CITY OF PALM SPRINGS
CONTRACT CHANGE ORDER
CHANGE ORDER NO. 1
TO: Commercial Diversified Inc.
72033 Twentynine Palms Highway
Twentynine Palms, CA 92277
FAX: (760) 367.6860
Date: 5 September, 2001
Project No: 0020
Project: Palm Canyon Theatre Fire Damage Repair
Change Order No: One (1)
Contract Purchase No:
Account No: 261-1395-54024
M.O. # 6871 Agr. #4375
A - CHANGES IN WORK:
Increase to contract quantities:
Increase to existinq items in contract
1. Ceiling Joist at rehearsal room
Increase size of rafter ties (ceiling joists) at roof over rehearsal room and breezeway.
Reduce spacing from 24" to 16" o.c. Material shall be nominal 2x10 DF#1 or better @
16" o.c., face nailed to rafters w/4-16d.
2. Rafters at rehearsal room
Increase number of rafters at roof over rehearsal room and breezeway by reducing
spacing to 16" OC. Material shall be nominal 2 x 6 DF#2 @ 16" o.c. w/2x8 ridge board
toenailed 4-8d
New items not included in contract y
1. Demolition
a. Remove plaster and lath ceiling, ceiling joists, rafters, rafter ties and plate west of
breezeway.
b. Protect and temporily cap AC vents.
c. Remove electrical conduit and light fixtures.
d. Demolish existing doghouse structure at roof.
e. Re-route existing ductwork through new roof to existing mechanical unit
f. Support and protect electrical feeds
2. New Work
a. New roof framing to roof west of breezeway. Comprising nominal 2x6 DF #2 rafters @
16" o.c. w/ gominal 2x8 ridge board toenailed 4-8d and nominal 2x10 DF#1 or better
rafter ties (ceiling joists) @ 16" o.c., face nailed to rafters w/4-16d.
b. New 5/8" gypsum board ceiling at rooms west of breezeway including new access panel.
c. Additional framing hardware as per specifications to extent of roof west of breezeway
and at west gable.
September 5, 2001
C.P. 0020 Palm Canyon Theater
Change Order No. 1
B. CHANGES IN COST
INCREASE TO CONTRACT QUANTITIES
New items
1. Ceiling joists in rehearsal room
2. Roof rafters in rehearsal room and breezeway
3. Ceiling joists west of breezeway
4. Roof rafters west of breezeway
5. Drywall ceiling
6. Cap and reinstall electrical
7. Re-route HVAC ducts
Agreed upon fixed price $32,367.00
TOTAL NET CHANGE ORDER— LUMP SUM AGREED PRICE $32.367.00
Note: No additional markup will be added to any items in this Contract Chanqe Order.
C. REASONS FOR CHANGES:
INCREASES:
New items:
1. Ceiling joists in rehearsal room were specified to meet existing framing; review of rafters
in area west of breezeway illustrates inadequacy of existing framing; increase in size to
meet 1997 UBC.
2. Roof rafter spacing in rehearsal room was specified to meet existing conditions; must be
reduced to meet 1997 UBC.
3. Existing roof framing to west of breezeway was certified by insurance inspector as free of
fire damage. The area was not to be modified except to replace spaced roof sheathing
with plywood. When sheathing was removed, existing framing and plaster ceiling is
unworkable framing and reveals excessive deflection. Upon inspection by Structural
Engineer and City Building Officials it was determined that current construction is
inadequate and should be replaced. Ceiling joists and roof rafters above rooms west of
west wall of Breezeway (Costume Room and Storage Rooms) will be replaced with new
rafters and ceiling joists.
4. Costume room and storage rooms west of Breezeway require a sealed environment.
Drywall ceiling will be taped, but not textured. Ceiling will not be painted.
5. HVAC ducts run through a "doghouse" and into the ceiling space above the Costume
and Storage Rooms, they must be rerouted to allow demolition and new"elbow"
constructed into attic space.
6. Electrical conduit and fixtures must be removed when ceiling is demolished, then
reinstalled with new conduit and wiring.
D. CHANGE IN CONTRACT TIME
Twenty-eight (28)working days will be added to the contract length due to the delays related
to the conditions identifed above and detailed as follows:
12 days to date
10 days for additional work
4 days for alternative solutions
2 days for long lead 26 foot lumber
September 5, 2001
C.P. 0020 Palm Canyon Theater
Change Order No. 1
SOURCE OF FUNDS:
Palm Canyon Theatre Fire Damage Repair Account No.: 261-1395-54024 = $ 32,367
Summary of Costs Contract Time
Original Contract Amount: $ 252,000.00 Original Completion Date: 11/30/01
This Change Order: $ 32,367.00 Days Added for this C.C.O.: 28
Previous Change Order(s): $ 0.00 Previous Days Added: 0
Revised Contract Amount: $ 284,367.00 Revised Completion Date: 01/12/02
1 have received a copy of the Change Order City Approval:
and the above AGREED PRICES are
acceptable to the contractor. Submitted By Date
Reuel A. Young, Interactive Design Inc.
By Approved By Date
Director of Procurement & Contracting
Title Approved By Date
City Manager
Date
Distribution:
Original Conformed Copies Conformed — File Copy
Engineering (1) Engineering File (1)
Finance (1) Purchasing Agent (1)
Contractor (1) Risk Management (1)
City Clerk (1)
MINUTE ORDER NO. 6921
APPROVING CHANGE ORDER NO. 1 TO
COMMERCIAL DIVERSIFIED, INC., IN THE
AMOUNT OF $32,367, FOR A TOTAL CONTRACT
AMOUNT OF $284,367, FOR THE PALM CANYON
THEATRE FIRE DAMAGE REPAIR, CITY PROJECT
NO. 00-20.
------------------
I HEREBY CERTIFY that this Minute Order, approving Change Order No. 1 to
Commercial Diversified, Inc., in the amount of $32,367, for a total contract
amount of $284,367, for the Palm Canyon Theatre Fire Damage repair, City
Project No. 00-20, was adopted by the City Council of the City of Palm Springs,
California, in a meeting thereof held on the 51h day of September, 2001.
PATRICIA A. SANDERS
City Clerk