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Home My WebLink About10/15/2003 - STAFF REPORTS (11) DATE: October 15, 2003 TO: City Council FROM: Executive Director - Airports CONVENTION CENTER PHASE II EXPANSION PLANS AND SPECIFICATIONS, CONSTRUCTION ADMINISTRATION PARAMETERS AND BUDGET AMENDMENT APPROVALS RECOMMENDATION: It is recommended that the City Council approve plans and specifications, authorizing solicitation of trade contract bids, and establish construction administration parameters for the Convention Center Phase II Expansion Project, City Project No. 02-27, amend the Allocated Positions and Compensation Plan to establish a temporary position of Construction Project Administrator, and amend the budget. SUMMARY: These actions would allowforthe construction managementteam to begin soliciting trade bids for the Phase II Convention Center Expansion, it would ensure construction management team continuity from design through project completion, it would establish project administration parameters to ensure high priority processing of the project, and it would amend the budget to cover costs until the bonds are issued. BACKGROUND: The City Council has authorized the design of the Phase II Convention Center Expansion by Fentress Bradburn Architects to increase the exhibit hall to 100,000 s. f., increase meeting room and pre-function space and develop a ballroom space. The City Council has previously approved contracts with Turner Construction for construction management, and Michael Fontana Associates for City representative services and asked the Executive Director -Airports to administer the Convention Center project for the City. This is the same team that successfully completed the downtown parking structure and Phase I Convention Center Expansion fast tracked projects, on-time and within budget. The Executive Director -Airports has announced his retirement from regular City service as of December 31, 2003. To ensure the continuity of the City's successful construction management team the City Manager has asked the Executive Director -Airports to continue project administrator duties after retirement as a temporary employee. A Resolution is attached for City Council consideration which would amend the Allocated Positions and Compensation Plan to establish a temporary"Construction Project Administrator" position at the current pay level of the Executive Director - Airports. Funding for the temporary work will come from the bond proceeds for the Convention Center with no general fund impact. The project itself has plans and specifications completed and ready to begin the trade bidding process. An overala floor plan of the project is attached and full sets of documents are available at the City Clerk's office for City Council review. ` /t Convention Center Phase II Expansion Plans and Specifications Approval and Construction Administrator Parameters October 15, 2003 Page 2 A very tight schedule has been established for this project to ensure late spring 2005 business at the Convention Center is not disrupted. To meet this schedule, construction management administrative parameters need to be established for execution of documents, approval of contracts up to $100,000 value, change order authority, utility relocation payment authority and appointment of a Construction Project Administrator. The attached resolution appoints the Executive Director - Airports as the Construction Project Administrator and authorizes the administrator to execute necessary documents, approve change orders up to a total of five percent(5%)of the project cost, (with regular reports to City Council) and authorize payments to utilities. It also gives the City Manager special authority to award trade contracts up to $100,000 in value. The Resolution would also authorize the use of the contingency fund to pay overtime to contractors to expedite construction and to pay bonuses up to $25,000 for early completion. The above administrative parameters should help ensure a timely completion of the largest and most complicated construction project ever undertaken by the City. The timing of this project requires construction to begin prior to the bonds for the project being issued. To cover the cost of construction a budget amendment of$4 million is needed and these costs will be recovered from the bond issue. A Budget Resolution is attached for City Council consideration. " h APPROVED: ALLEN F. SMOOT, A. A. E. Thomas M. Kanarr Executive Director - Airports Director of Finance & Treasurer City Manager Attachments: 1. Resolutions (3) 2. Floor Plan lava. , 'fL�iMfM,ff.�hfll�f , I I I� I I I I I ' I I I I I I 1 1 r man 11� RESOLUTION NO. OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, APPROVING AND ADOPTING THE PLANS AND SPECIFICATIONS, SUBJECT TO FINAL PLANNING COMMISSION APPROVAL, AND AUTHORIZING SOLICITATION OF TRADE CONTRACT BIDS FOR THE PALM SPRINGS CONVENTION CENTER PHASE II EXPANSION, CITY PROJECT NO. 02-27, AND ESTABLISHING PROJECT ADMINISTRATION PARAMETERS INCLUDING CHANGE ORDER AUTHORITY. WHEREAS facilities needs and master planning studies for the Convention Center have been completed with recommendations for expansion; and WHEREAS the plans and specifications for the expansion project have been prepared by Fentress Bradburn Architects; and WHEREAS the City Council has established the expansion of the Convention Center as a high priority project and has set a fast track completion target of spring 2005; and WHEREAS to help ensure project team continuity throughout the construction period and to ensure timely completion, the City Council is desirous of establishing special change order authority and establish project administration parameters, NOW THEREFORE BE IT RESOLVED by the City Council of the City of Palm Springs, as follows: Section 1. That the plans and specifications for the Convention Center Phase II Expansion, City Project No. 02-07, are hereby approved and adopted, subject to final Planning Commission approval, and staff is authorized to solicit trade contractor bids for the project. Section 2. That the City Manager is hereby authorized to award trade contracts up to $100,000 each for the Convention Center Phase II Expansion project. Section 3. That for the Convention Center Phase II Expansion project, the appointed Construction Project Administrator is hereby authorized to execute all necessary construction documents on behalf of the City and is authorized to approve cumulative change orders equal to two percent(2%) of the total of the project budget of$25 million which authority is cumulative$.5 million, subject to regular reporting back to City Council, within thirty (30) days of each approved change order. When the amount of$.5 million is exceeded, additional authority may be approved by the City Council or all additional change orders shall be approved by City Council. Section 4. That the Construction Project Administrator is hereby authorized to approve payments to utility companies up to a total of$300,000 for utility relocations on the Convention Center Phase 11 Expansion project, Resolution No. Page 2 Section 5. That the Construction Project Administrator is hereby authorized to utilize contingency funds to pay overtime to trades if such overtime will expedite the schedule. Section 6. That the Construction Project Administrator is hereby authorized to approve early completion bonuses, up to $25,000, for trade contractors if the construction management team, with the City Manager's concurrence, find that said early completion will be in the best interest of the overall project schedule. Section 7. That the Executive Director- Airports, until his retirement on December 31, 2003 and following his retirement as a temporary worker is hereby appointed as the Construction Project Administrator for the Convention Center Phase II Expansion project. ADOPTED this 15s' day of October, 2003. AYES: NOES: ABSENT: ATTEST: CITY OF PALM SPRINGS, CALIFORNIA By City Clerk City Manager REVIEWED&APPROVEDASTO FORM RESOLUTION NO. OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA,AMENDING THE BUDGET FOR THE 2003-04 FISCAL YEAR. WHEREAS Resolution 20615 approving the budget for the fiscal year 2003-04 was adopted on June 4, 2003; and WHEREAS the City Manager has recommended, and the City Council desires to approve, certain amendments to said budget; NOW THEREFORE BE IT RESOLVED that the Director of Finance is authorized to record inter-fund cash transfers as required in accordance with this Resolution, and that Resolution 20615, adopting the budget for the 2003-04 fiscal year is hereby amended as follows. SECTION 1. ADDITIONS Fund Activity Account Amount 261 39920 $4,000,000 Capital Projects Bond Proceeds Purpose To provide funding for Architectural Design, Construction Manager, Equipment, Owner's Representative and other costs associated with the Phase II expansion of the Convention Center. SECTION 2. SOURCE Proceeds from the bond issue. Fund Activity Account Amount 261 4283 43200 $4,000,000 Capital Projects Convention Center Contractual Services Phase II Expansion Adopted this day of 2003 AYES: NOES: ABSENT: ATTEST: CITY OF PALM SPRINGS, CALIFORNIA By City Clerk City Manager REVIEWED AND APPROVED 1 RESOLUTION NO. OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA, APPROVING AMENDMENT #6 TO THE ALLOCATED POSITIONS AND COMPENSATION PLAN, ADOPTED BY RESOLUTION NO. 20641. WHEREAS an Allocated Positions and Compensation Plan was adopted effective June 18, 2003, for the 2003-04 fiscal year by Resolution No. 20641; and WHEREAS the City Council desires to amend said Allocated Positions Compensation Plan to establish a temporary position of Construction Project Administrator to provide special skills for a limited project duration; NOW THEREFORE BE IT RESOLVED by the City Council of the City of Palm Springs, as follows: Section 1. A new classification description(part-time/temporary)is hereby added to the Allocated Position and Compensation Plan. The plan establishes temporary positions to allow for hiring individuals with special skills needed by the City in performing work on a limited duration or specified projects. Temporary Classification Range Appointment Construction Project Administrator EX 85 The City Manager may appoint within the range based upon skill levels and experience. ADOPTED this 15s` day of October, 2003. AYES: NOES: ABSENT: ATTEST: CITY OF PALM SPRINGS, CALIFORNIA By City Clerk City Manager REVIEWED&APPROVEDASTO FORM