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Home My WebLink About7/15/2009 - STAFF REPORTS - 2.I. oFpALM SA? iv u � , I CITY COUNCIL STAFF REPORT DATE: July 15, 2009 Consent Agenda SUBJECT: IMPROVE/MODIFY/REHAB TERMINAL PROJECT FINAL CHANGE ORDERS FROM: David H. Ready, City Manager BY: AIRPORT SUMMARY This action would result in the approval of the three Final change orders necessary to close-out the Airport's Improve/Modify/Rehab Terminal Complex Project. RECOMMENDATION: 1 . Approve Change Order No. 2 with Systems Integration Corporation, Purchase Order No. 000898, for an add of $4,060, subject to the approval of the Federal Aviation Administration. 2. Approve Change Order No. 6 to Agreement A5659, with Harbor Construction Company, Inc., for an add of $95,835, subject to the approval of the Federal Aviation Administration. 3. Approve Amendment No. 6 to Agreement No. A5488, with Allen F. Smoot & Associates, for a total of $33,605,81, subject to the approval of the Federal Aviation Administration for the applicable portion. 4 Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: The Airport's Improve/Modify/Rehab Terminal Complex Project, AIP 43, 44, 45, is now complete after more than a year of construction. At the beginning of the project an estimate for the entire project was prepared for budgeting purposes of $8,675,800. Final changed orders are required with the Security Contractor, the Owner's Representative and the General Contractor to complete the project. The proposed change orders of more than $5,000 were reviewed and recommended for approval by the Airport Commission at their regular meetings of June 10, 2009 and July 8, 2009, A discussion of each of the proposed change orders follows: ITEM NO. City Council Staff Report July 15, 2009 - Page 2 mprove/Modify/Rehab Terminal Complex Project— Final Change Orders Security Contractor— Systems Integration Corporation The proposed Change Order No. 2, copy attached, is an increase in compensation to this contractor of S4,060. Included within this change are repairs to a set of double security doors, relocation of electronic displays and additional configuration adjustments for the entry vestibule security system. These changes were invoked by the airport in order to meet unforeseeable security compliance issues. Owner's Representative — Allen F. Smoot & Associates The proposed Amendment No. 5, copy attached, is an increase of $4,205 81 for an additional 32 hours necessary to complete the closeout of the Terminal Project. A not-to-exceed amount of $19,600 (160 hours) has been added to the contract to assist with the build-out of the remaining food and beverage concession spaces, A not-to-exceed amount of $9,800 (80 hours) has been added to assist with the build-out of the new advertising concession program. Only the $4,205.81 is grant reimbursable. General Contractor— Harbor Construction Co., Inc. The proposed Change Order No. 6 is an overall increase in compensation equaling $95,835. At the beginning of the project a construction contingency amount of $433,790 was established (5% of overall project estimate). The project was inherently susceptible to change orders because it involved major reworking/remodel of three different terminal buildings and because the design process was intentionally expedited in order to accomplish a spring startup for the project and mitigate the impact of construction activity on the peak passenger times. When the City Council awarded the contract to Harbor Construction they authorized the City Manager to approve Change Orders up to 5% of the original bid amount, or $327,950. The Change Order History on the project is as follows: Change Order# Amount Cumulative Amt. 1 $138,070 $138,070 2 0 138,070 3 0 138,070 4 63,130 201,200 5 123,565 324,765 Change Order No. 6, copy attached, would add an additional $95,835 to the project as final compensation. The Change Order includes several scope changes requested by the airport; resolve unknown conditions found during construction; and to settle the overall construction extended duration issues In the project. Throughout the entire project the contractor requested more than 100 additional compensable days to complete the project do to changes in the work. Rather than agreeing to that level of additional time during construction the City Council Staff Report July 15, 2009 - Page 2 Improve/Modify/Rehab Terminal Complex Project— Final Change Orders final agreement on compensable days was delayed until the end of the project when actual impacts to schedule were known. This Change Order includes thirty five (35) of compensable time set at $2,000 per day. It also includes three days of non-compensable time. This final Change Order in the amount of $95,835, brings the total changes for construction work to $420,600; 3.1% below the established contingency of $433,790. FISCAL IMPACT: All three of the above proposed Change Orders result in an add to this project of $123,900.81 (Note that only $23,805.81 of the Owner's Representative change is attributable to this project). With these final Change Orders, the total project cost is $8,495,542, which is 2.1% below the original budget estimate of $8,675,800. The project completed under budget estimate and two weeks ahead of schedule. Funds are available in 415-6501-56101 for the Terminal Complex Project Change Orders and the Food and Beverage Concession Build-outs. $1,069 of the Harbor Change Order is not grant eligible. The funding for the $9,800 owner's representative services related to the new advertising concession build-out are available in 415-6501-56108. Thomas NOlan, A.A.E., Executive Director David H. Ready, Ci ager Attachments: 1. Change Order No. 2, Systems Integration 2. Amendment No. 6, Allen F. Smoot & Associates 3, Change Order No 6, Harbor Construction 6 u CHANGE ORDER NO.2 (FINAL) PROJECT TITLE: SECURITY SYSTEM IMPROVEMENTS-IMPROVE/MODIFY/REHAB TERMINAL COMPLEX PROJECT Alp No. 3-06-0181-043 CITY PROJECT NO. 07-09 PURCHASE ORDER NO. 000898 RFCHASEOR0ERDATE' June 16, 2008 CONTRACTOR: Systems Integration Corp. The following changes are hereby made to the Contract Documents: 1. Labor to repair and reconnect RJ double doors $ 840 2. Labor to relocate PIDS display. 420 3. XMIDS system configuration and adjustments 2 800 Total Add $4,060 Justification: The additions are necessary for the proper operation of the exit lane backflow security system as well as the proper operation of the double exit doors at RJ. CHANGE TO CONTRACT PRICE Original Contract Price: $125,32122 Current contract price, as adjusted by previous Change Orders: $132,86629 The Contract Price due to this Change Order will be changed by (add) of$4,060.00 Contract Price due to this Change Order will be. $135,926.29 CHANGE TO CONTRACT TIME The Contract Time will not change from this change order. �t 4 Page 2 Of 2 change Order#2—PON000898 Approvals Required: To be effective, this order must be approved by the Owner if it changes the scope of the objective of the project, or as may otherwise be required under the terms of the Supplementary General Conditions of the Contract. Requested by Allen Smoot, Owner's Representative date Recommended by date Ordered by date Accepted by�E� puu A.J 6.{'KN, date &-8 -26c,9 Systems Into ration Corp. ATTEST: City Clerk Contractor acknowledges and agrees, on behalf of Contractor, all Subcontractors and all Suppliers, that, except as provided above, the stipulated compensation provided for in this Change Order includes payment for all work contained in this Change Order, plus all payments for interruption of schedules, incremental extended overhead costs, acceleration costs, delay and all impact, ripple effect or cumulative impact on all other work under this Contract. In addition, Contractor agrees that this Change Order comprises the total compensation due Contractor, and all Subcontractors and all Suppliers, for the work or change defined in this Change Order, including all impact on any unchanged work, except for the additional time related issues noted above, if required AMENDMENT NO. 6 TO AGREEMENT NO. 5488 OWNER REPRESENTATIVE SERVICES THIS SIXTH AMENDMENT TO Agreement No. 5488 for consulting services, (herein "Amendment") made and entered into on the day of , 2009, by and between the CITY OF PALM SPRINGS (herein "City") and ALLEN F. SMOOT & ASSOCIATES (herein "Consultant") is hereby amended effective June 1, 2009, as follows: RECITALS WHEREAS, City and Consultant entered into that certain Consulting Services Agreement No. 5488 for Owner Representative Services (Agreement"), as duly amended from time to time; and WHEREAS, the parties wish to amend the Agreement to adjust Airport Project hours; and NOW, THEREFORE, for good and sufficient consideration, the parties agree as follows: Section 1: Project Assignments Project assignments are hereby added/adjusted, as of June 1, 2009, and the City Manager may approve Purchase Orders, utilizing contracted rates, to reflect the following: Project Title /Description Manhours Cost Improve/Modify/Rehab Terminal Complex 32 $4,205.81" Airport Concession Build-out (HOST) 160 19,600.00 Airport Advertising Build-out 80 9.800.00 Total 272 $33,605.81 `Note: Reflects 21 hours in June at $133.11 rate and 11 hours in July at the new lower rate of$122.50. Section 3. Full Force and Effect: Except as previously modified herein, all other provisions of the Agreement shall remain unmodified in full force and effect. Y� LC IN WITNESS WHEREOF, the parties have executed and entered into this Amendment as of the date first written above. ATTEST: CITY OF PALM SPRINGS a municipal corporation By: By: City Clerk City Manager APPROVED AS TO FORM: By: City Attorney COligAnatumv Check One: Individual Partnership Corporation By: Name: Title: 2 CHANGE ORDER NO. 6 (FINAL) PROJECT TITLE: IMPROVEIMODIFY/REHAB TERMINAL COMPLEX PROJECT AIP No 3-06-0181-043 CITY PROJECT NO. 07-09 CONTRACT NO. A5659 CONTRPCTDATE May 22, 2008 CONTPJ C'R]R Harbor Construction Co , Inc. The following changes are hereby made to the Contract Documents: General Items 1. CPE# 178: 35 compensable days @$20001 day(Related to CO# 1 thru 6) $70.000 2. Three (3) non-compensable days to settle disputed time 0 3. Spyglass treatment in bar glass 0 4. Two lights left out of vestibule and wrong lights installed (-500) 5. Credit for phone outlet in wrong location at wine bar (-115) 6. CPE# 160: Demo and concrete replacement at RJ Patio 11.711 7. CPE#50: Fascia upgrade and wood nailer at existing canopy 6,000 8. CPE#g1 R1: Shade structure tube steel additions 11,039 9, CPE# 182. Foundation mods to canopies (Harbor's deletions) (-2,051) 10. Credit for less rebar in shade structure columns (-1,000) 11. Paint for shade structure CPE* 186 $3,300 12. Credit from Shade Comfort—mods to shade structure 0 13. Signage issues global settlement $5,000 14. CPE# 135: Pat holing for new canopy ftgs 4,051 15. CPE# 180: Repair wind damaged hinge 966 16. CPE# 181: V door maintenance call on airport 1,069 17. CPE#183: Removal and replacement of electric devices—ceiling 0 18. CPE#184: Repair to damaged conduit—unknown and hit 150 19, CPE#185: Power to new irrigation timer. 0 20. Miscellaneous concrete closeout credits (-6,500) 21. OH&P between Birdair and Shade Comforts (-5,785) 22, Credits for broken exterior lights (12 each) -1 500 TOTAL Final Change Order(ADD) $95,836.00 JUSTIFICATION: General Items: Items were unknown conditions and course of construction adjustments on a major remodel project. Time items were based upon documentation of actual extra time necessary to complete the project. CHANGE TO CONTRACT PRICE Original Contract Price: $6,559,000.00 Current contract price, as adjusted by previous Change Orders: $6,883,765.00 The Contract Price due to this Change Order will be changed by(add)$95,835.00 FINAL Contract Price due to this Change Order will be: $6,979,600.00 Page 2 of 2,CO#6 Harbor CHANGE TO CONTRACT TIME The Contract Time will be increase by eleven (11) compensable calendar days and three (3) Non- compensable days to March 19, 2009. The Contract Time for completion of the Fabric Structures, as previously set shall be June 19, 2009 and the repairs necessary to the old restroom facility following completion of the Fabric Structures shall be completed no later than July 15,2009. Approvals Required: To be effective, this order must be approved by the Owner if it changes the scope of the objective of the project, or as may otherwise be required under the terms of the Supplementary General Conditions of the Contract. Requested by Allen Smoot, wn p sentativ date a Recommended by Smoot date � 56 �C Ordered by date City Manager Accepted by _ date _ abar'U6—nstructi6—nCo--, In , i ATTEST- City Clerk Contractor acknowledges and agrees, on behalf of Contractor, all Subcontractors and all Suppliers, that, except as provided above, the stipulated compensation provided for in this Change Order includes payment for all work contained in this Change Order, plus all payments for interruption of schedules, incremental extended overhead costs, acceleration costs, delay and all impact, ripple effect or cumulative impact on all other work under this Contract In addition, Contractor agrees that this Change Order comprises the FINAL total compensation due Contractor, and all Subcontractors and all Suppliers, for the work or change defined in this Change Order and/or for the project in total, including all impact on any unchanged work, and for all time related issues. Owner acknowledges and agrees that the Change Order incorporates all outstanding credits and back charges owed to the Owner by the Contractor and that there will be no other assessment of credits and back charges including liquidated damage assessment against the Contractor. In addition Owner acknowledges and agrees that the Contractor has fulfilled its obligation in regards to the performance of contract work with exception to minor outstanding punch list items,and the submission of closeout documents,and asbuilts_ Pagc 1 of 1 Janet Sheraton From: Allen Smoot Sent: Friday,June 26, 2009 8:29 AM To: Janet Sheraton Subject: Harbor CO#6 Janet, attached is CO#6 (Final)with Harbor Construction for the Improve/Modify/Rehab Terminal complex project They are executing it and are preparing the OBE report form to go with it- The eligible vs non-eligible breakdown is as follows (Please refer to CO numbering): Only item 16 for$1069 in not eligible for reimbursement, the remaining items totaling $94,766 are reimburseable. Thanks AI Smoot 0 - 95 635 - 766 - 1 069 - 7, + 0 - * 0 - � (31