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HomeMy WebLinkAbout10/2/2002 - STAFF REPORTS (17) Fr DATE: October 2, 2002 TO: City Council FROM: Executive Director-Airports CONSTRUCTION MANAGER— CONVENTION CENTER PROJECTS RECOMMENDATION: It is recommended that City Council award a construction management contract to Turner Construction for Phase I and Phase II expansions of the Convention Center. SUMMARY: This action would name the construction manager for both phases of the Convention Center expansion and allow for the lower fee structure on the larger project (second phase) to apply to the smaller (first phase). BACKGROUND: The voters of Palm Springs approved a transient occupancy tax rate increase to provide funding for an expansion of the Convention Center. The first phase is a much needed addition to the kitchen and major remodel of the Springs Theater to meeting room space. This first phase is fully designed and will be ready to begin bidding in the next month. Construction would begin in December and needs to be completed by the end of March. These modifications comprised Phase I of the Convention Center expansion and were deemed a high priority in order to satisfy regulations from the County Health Department. Both the expansion of the kitchen and the Springs Theater conversion impact the food service operation at the Center. The kitchen expansion will provide for expanded necessary refrigeration areas and appropriate separation of the food preparation areas as required by the Health Department. A portion of the current Springs Theater and sales offices is required to provide appropriate serving and preparation areas required to properly provide food service to the meeting rooms located on the south side of the facility and the southerly portions of the exhibit hall and lobby. The second phase project will be a much larger expansion to the facility, $20 million plus. A master planning effort has developed a series of schemes and in the near future, City Council will be selecting its preferred expansion approach. Also, the completion of a nationwide search for a design architect will be completed within the next 6 weeks. Actual construction for this phase is as much as a year off. The first phase of the expansion is a very complicated addition and remodel which must be accomplished in a very short 4 months while the building is occupied with conventions. The City is currently completing its downtown parking structure which was also developed on a very short time-frame. While the project is not yet complete, all projections show an on-time, on-budget completion. This project was developed under a construction management approach wherein Turner Construction managed eighteen trade contracts for the City. 17A October 2, 2002 Convention Center Expansion Page Two Turner Construction provided an unsolicited proposal to act as Construction Manager on both Phases of the Convention Center. They would bring a proven track record of completing fast-tracked projects; they would bring a project manager, David Livingston,who actually worked on the Convention Centerwhen it was originally built and they would allow for the same "fee' on the smaller project as the larger if both projects were contracted for. Turner Construction understands that the second phase is subject to the outcome of November ballot measures and they are willing to take their chances that second phase may not occur and still offer the lower fee on the first phase. Phase Time Commit- General Fee (2.9%) Total % of Const ment Conditions Cost 1 1 month pre ($2 m construction estimate) 4 months - - - - construction 1 month $171,460 $58,000 $229,460 11.4% closeout 2 2 mos pre - ($20m construction estimate) 15 mos - construction 2 mos $1,335,190 $558,000 $1,915,190 9.5% closeout On the first phase, a 4-month $2 million remodel general contractor would cost between 14%and 18%;Turner is offering 11.4%. On the second phase, a$20 million project, a general contractor would cost between 13% and 16%; Turner is offering 9.5%. October 2, 2002 Convention Center Expansion Page Two A copy of an excerpt from the Turner proposal document is attached as well as a Minute Order appointing Turner Construction as Construction Manager for the Convention Center expansions and approving an agreement subject to City Attorney final review. Funds are available from first phase in the Convention Center capital account. Ua2w ALLEN F. SMOOT, AAE Executive Director—Airports APPROVED City Manager ATTACHMENTS: 1. Minute Order 2. Proposal Excerpt 1 �i4� Turner Palm Springs Convention- Center Proposal to Provide Construction Management Services Construction We propose the following Fee Schedule. Our fee is based on using a mutually agreeable contract similar to the previously executed Parking Management Structure Agreement. Fees Phase 1 —Billable Rates, General Conditions, and a and Fee of 3.4% of the Cost of the Work** General Phase 2—Billable Rates, General Conditions, and a Conditions Fee of 2.9% of the Cost of the Work. We have included a preliminary general conditions estimate for your review. Our general conditions are based on the following: Phase 1 — One (1) month preconstruction, four (4) month construction and one month of close-out, approximate construction volume of$2M. Phase 2- Two (2) month preconstructiuon , fifteen (15) month construction and two months of close-out, approximate construction volume of$20M. ** We are willing to propose a Fee of 2.9% for both phases of the project if we are given the understanding that we will negotiate Phase 2. We are willing to accept the risk of Phase 2 not proceeding. Turner TURNER CONSTRUCTION COMPANY ORANGE CO UNTY/COAC H ELLA VALLEY BUSINESS UNIT Palm Springs Convention Center Expansion Renovation - Phase 1 General Conditions September 18, 2002 DESCRIPTION IQUANT. UNIT $/UNIT SUBTOTALI TOTAL IREMARKS JOB OFFICE -- - ----- - -- ----------- - -� DELIVER,SET-UP,REMOVE,RETURN _ _ 1 EA 3,000 $ --2 000 TRAILER RENTAL-TURNER-12 x 60 _ __ _ ___ 4 MOS 500 JANITORIAL 4 MOS 125 ! - -- - 3,000 1 UTILITIES TO TRAILERS LS $ ;By Elect Trade - JOB OFFICE $ 5,500 GENERALEXPENSE OFFICE EQUIPMENT AND FURNITURE 1 LS 1,500 I $ 1,500 OFFICE SUPPLIES 4 MOS 250 $ 1,000 BLUEPRINTING-CONTRACT DRAWINGS _ LS $ - _ By own',- BLUEPRINTING-SHOP DRAWINGS/AS-BUILTS 1 LS 2,000 $ 2,000 COMPUTERS-PC'S(2) 6 MOS 220 $ 1,320 COMPUTER PERIPHERALS(PRINTERS,INTERNET) 1 EA 2,000 $ 2,000 ADDITIONAL SOFTWARE(ProLog and Suretrack) 1 EA 2,750 $ 2,750 PROGRESS PHOTOGRAPHS __ 4 MOS 125 $ 500 BOUNDARY SURVEY 1 LS 500 $ 500 TELEPHONE/FAX SYSTEM 1 LS 750 $ 750 ! _ TELEPHONE SERVICE _ 4 MOS 750 $ 3,000 POSTAGE,EXPRESS MAIL _, __ 4 MOS 200 $ _ 800 PHOTOCOPIER __ 4 MOS 300 $ 1,200 PHOTOCOPIER SUPPLIES _ 4 MOS_ 100 $ 400 RADIO COMMUNICATIONS(Nextel) 8 MOS 280 $ 2,240 DRINKING WATER AND ICE 4 MOS 100 $ 400 MISCELLANEOUS GENERAL EXPENSE 4 MOS 150 $ 600 GROUP SAFETY MGR. INSPECTIONS IT JONES) 4 MOS 850 $ 3,400 _ SAFETY PROGRAM EXPENSE 4 MOS 100 $ 400 PROJECT SIGN 2 EA 500 $ 1,000 SMALL TOOLS AND SUPPLIES 4 MOS 100 $ 400 FIRST AID SUPPLIES 4 MOS 50 $ 200 GENERAL EXPENSE $ 26,360 PROJECT STAFF PRECONSTRUCTION ESTIMATOR 2 MOS 8625 $ 17,250 PROCUREMENT ENGINEER_7 _ 2 MOS 10625': $ 21,250 CONTRACTORADMINISTRATOR 2 MOS 7200 $ 14,400 CONSTRUCTION OPERATIONS MANAGER(part time) _________ _ 4 MOS 1,000 $ 4,000 PROJECT MANAGER 5 MOS 13,500 $ 67,500 ----------------- - QA/QC MANAGER _ 4 MOS FINANCIALMANAGEMENT-ACCOUNTING 100 HRS 62.00 $ 6,200 i PROJECT STAFF $136,600 INSURANCE.TAXES FRINGE BENEFITS __ - _C.L.,H.H.,C.O.INSUR_AN_CE_ _ 1 LS 3,000 " $ 3.000 _ BUILDERS RISK M$ $ - By Owner TOTAL-INSURANCE,TAXES, FRINGE BENEFITS $ 3,000 _ GRAND TOTAL _ __ $171,460 Turner TURNER CONSTRUCTION COMPANY ORANGE COUNTY/COACHELLA VALLEY BUSINESS UNIT Palm Springs Convention Center Expansion Renovation - Phase 2 General Conditions September 18, 2002 DESCRIPTION j QUANT. j UNITjSUBTOTAL TOTAL I REMARKS - - - _-_-_--17 MOS __ 850 _ _--- "- -" -- -- TRAILER RENTAL-TURNER-24X60 -� "" - JANITORIAL __ _ 17 MOS 850 $ _3,400 DELIVER,SET-UP, REMOVE, RETURN _ 1 LS 4,500 _ _ - UTILITIES TO TRAILERS LS $ - BY ELECT TRAD __ JOB OFFICE - --$ -- 22,350 --- GENERAL EXPENSE _ - - --" -- - OFFICE EQUIPMENT 1 LS 3,000 $ 3,000 OFFICE SUPPLIES 15 MOS 250 $ 3,750 _ BLUE PRININTING-CONTRACT DRAWINGS LS $ - B_Y_OWNER BLUE PRININTING-SHOP DRAWINGS/AS-BUILT 1 LS 15,000 $ 15,000 COMPUTERS-PC'S 17 MOS 1,125 $ 19,125 COMPUTER PERIPHALS(PRINTERS,INTERNET 5 EA 2,000 $ 10,000 - ADDITIONAL SOFTWARE 3 EA 2,500 $ 71500 PROGRESS PHOTOS 15 MOS 125 $ 1,875 _ -- BOUNDARY SURVEY(Existing Conditions) 1 LS 5,000 $ 5,000 TELEPHONE/FAX SYSTEM 1 1 2,500 $ 2,500 - TELEPHONE SERVICE 17 I MOS 1,500 $ 25,500 _ POSTAGE, EXPRESS MAIL 17 ­MOS250 $ 4,250 - PHOTOCOPIER 17 MOS __300 $ 5,100 PHOTOCOPIER SUPPLIES __ 17 MOS 100 $ 1,700 _ _ -- NEXTEL COMMUNICATIONS __ 68 MOS 280 $ 19,040 _ DRINKING WATER&ICE 17 MOS _ 100 $ 1,040 MISCELLANEOUS EXPENSES 17 MOS 300 $ 5,100 , GROUP SAFETY MANAGER INSPECTIONS 15 MOS 1,100 $ 16,500 _ SAFETY PROGRAM EXPENSE 15 MOS 200 $ 3,000 PROJECT SIGN 4 EA 500 $ 2,000 --- SMALL TOOLS&SUPPLIES 15 MOS 250 $ _ 3,750 FIRST AID SUPPLIES 15 MOS 50 $ 750 GENERALEXPENSE $ 156,140 PROJECT STAFF PRECONSTRUCTION PRECONSTRUCTION MANAGER 2 MOB 16,750 $ 33,500 ESTIMATOR 2 MOS 8,625 $ 17,250 PROCUREMENT ENGINEER 4 MOS 10,625 $ 42,500 CONTRACT ADMINISTRATOR 2 MOS 7,200 $ 14,400 _ CONSTRUCTION OPERATIONS MANAGER(part time) ___ 17 MOS 1,000 $ 17,000 -- PROJECT EXECUTIVE -(part . - 17 MOS __ 4,000 $ 68,000 PROJECT MANAGER _ ________ ___ 17 MOS 14,400 $ 244,800 _ _ PROJECT SUPERINTENDENT -' _- --- - - _. ___ 16 MOS _ 13,500! $ 216,000 SUPERINTENDENT 1 _ 10 MOS -' 12,7501_$ 127,500 _PROJECT ENGINEER 17 MOS 11,500 $ 195,500 QA/OC MANAGER 15 MOS 1,500� $ 22,500 ADMINISTRATIVE ASSISTANT FINANCIAL MANAGEMENT-ACCOUNTING 625_ 18 MOS 5,_500; $ _ 99,000 � HRS 62 3$$ 750 ---_-- - -PROJECT_S_TAFF _ - - - - -- - - -- $- 1,13.6,_7.00_ - - INSURANOE TAXES FRINGE BENEFITS - GLI INSURANCE 1 LS 20,000 $ 20,000 BUILDER'S RISK - - - - _ -- M$ -_--- $ "- I ----- ---- By Owner -- -_ - INSURANCE,TAXES, FRINGE BENEFIT $ _20,000. -__ GRAND TOTAL -- " --- - - _ Turner Palm Springs Convention Center Proposal to Provide Construction Management Services Turner Benefits • Competitive price compared to General Contracting Method • Successful track record with the City of Palm Springs • Past Experience at Existing Facility • Construction Management Expertise • Convention Center Experience "Second to None" • Familiarity with the City of Palm Springs Building Department • Superior Professional Staff • Local staff and office in the Coachella Valley • Familiarity with local Trade Contractor Market • Tenant Sensitivity • Local Experience in working in existing operating facility with minimal disruptions to existing Tenants • Working in a Team Environment "Team Players" • Client Advocate • Preconstruction Expertise • Technical Troubleshooting • Safety Program Execution • Exceptional Customer Service • Financial Strength Turner Palm Springs Convention Center Proposal to Provide Construction Management Services Project LOCAL COMMITMENT Approach Turner is committed to servicing our clients in the Coachella Valley. Our team has been actively working in the Valley since 1990 and our construction operation's are run from our Palm Desert Office. Under the direction of our Area Manager Bill McLaughlin, your project will be managed by one of our top professionals who has a proven track record for building various commercial projects in the Coachella Valley. Bill and his family have resided in Palm Desert for the last 12 years. Your project is very important to the success of our operations in the Coachella Valley. PROJECT SCHEDULE: One of the first activities that Turner will produce is a Master Schedule The Master Schedule will contain key milestones to be accomplished by the project participants. including a schedule of the Architect's and Consultant's design activities. We understand the importance of completing this project as fast as possible in order to minimize the disruptions to the existing operations of your Convention Center. Our staff will hold weekly meetings with the entire team to update everyone as to the progress of the schedul BUDGET—ESTE4ATING&PROCUREMENT We will provide an updated budget estimate to the City of Palm Springs and your design team once we are selected. As a team we will review our assumptions and make necessary adjustments to create the Project Control Estimate. This estimate will serve a dual purpose. First, it serves as a guideline for the team based on the agreed upon scope of work. Secondly,this estimate will serve as the benchmark that Turner will use to track the buy out of the subcontracts. Each direct cost trade item will be compared back to the initial control estimate. After the initial budget is accepted, Turner will continue to generate savings by value engineering other systems, such as the structural, mechanical and electrical systems. The savings will mitigate overruns that effect the overall budget. The biggest advantage to the City of Palm Springs and your design team is that you can have confidence that your project budget will he monitored very closely during the procurement of the subcontracts and throughout the project. Turner Palm Springs Convention Center Proposal to Provide Construction Management Services Project VALUE ADDED TO THE CITY OF PALM SPRINGS Approach Turner understands your program requirements and is confident that these requirements can be effectively managed to meet your highest (Continued) expectations. We look forward to the opportunity to prove ourselves to you on this exciting project. Value Engineering: Our team will continue to review the contract documents and specifications for cost savings. We will make recommendations for alternate systems if they offer economy, speed or durability as appropriate. Procurement Planning: Our team will make recommendations regarding the divisions of the work into appropriate subcontract packages such that areas of possible conflict and overlapping jurisdictions are eliminated and that all elements of the work are appropriately assigned and documented. Consttuetion Scheduling,: Our team will prepare construction schedules indicating the major elements of work, their sequencing, durations and dependencies. Shop drawing review, fabrication and purchasing durations will be considered so that delays in construction do not occur. Long Lead Delivery Item Procurement: Turner will recommend the purchase, and expediting, of long lead time items so as not to delay the progress of the project. Logistics Planning: We will submit our detailed site logistics plan for approval by City of Palm Springs. This plan will incorporate items such as phasing, traffic routing, pedestrian access, and dust control. We will have a detailed site security and safety plan. Additionally,we will identify all construction parking and material delivery routes. CONSTRUCTION SERVICES During the Construction Phase of the Project, Turner will provide the following: Staff: We will maintain a competent full-time supervisory staff at the job site to arrange for the performance of the work in the expeditious and economical manner consistent with good workmanship, sound business practice and the best interest of the City of Palm Springs. Coordinate with the Team: We will collaborate with the rest of the project team to establish procedures for the coordination of the activities to be performed by the design consultant and Turner. We will establish the on- site organization, lines of authority and the communication needed to carry out the overall purpose and plans of the project team. Turner Palm Springs Convention Center Proposal to Provide Construction Management Services Project Labor and Materials: Through competitively bid subcontracts, Turner will enter into contracts to provide all the necessary labor, materials and Approach equipment for the proper and timely completion of the construction work. (Continued) Supervise the Work: We will direct, coordinate and supervise all of the work at the building site so as to establish proper sequencing of work and to provide a smoothly functioning and economical project. Specific attention will be given to church and school activities during construction to ensure safety and seamless church activity. Planning and Logistics: Identify requirements of the project specific to assuring safety of all persons visiting the project site and church campus throughout the several phases of work. Isolate construction operations from ongoing church and school activity. Provide facilities for pedestrian protection,traffic flow,construction parking,deliveries,and lay-down area. Inspection: We w'__ establish a comprehensive quality control and inspection prograrn which will assure the work is performed in compliance with the drawings, specifications and other contract documents. We will coordinate the testing and inspection provided by outside agencies as required by the technical sections of the specifications and by the buildings codes. Shop Drawings Materials and Samples: We will expedite the preparation and receipt of all required shop drawings, samples, catalog cuts and other related data. After our review, we will submit all such data to the Design Team to obtain the required approvals. Scheduling and Progress Control: We will enhance our enclosed project schedule covering both procurement and the construction activities. This schedule will include realistic sequencing and durations for labor activities, processing of shop drawings, fabrications and delivery of equipment and materials. We will regularly evaluate the progress, manpower, equipment and procurement activities as required to keep the project on track. We will take actions to eliminate or minimize construction delays. Cost Control: We will establish and maintain a computerized project accounting and cost control system that will provide the project team with current data on the originally estimated cost of each portion of the work, changes and the anticipated final cost of the project. Safety: We will establish and implement a comprehensive safety program which will comply with OSHA requirements. Project Meetings: We will conduct regular project meetings with the team and active subcontractors to discuss project safety, schedule, coordination, logistics, procedures, costs and project control. We will take and distribute the minutes of all project team meetings that we conduct. I Alp Turner Palm Springs Convention Center Proposal to Provide Construction Management Services Project PROJECT CLOSE-OUT SERVICES Approach Final hrsnection: We will assist the Design Team in making the final (Continued) inspections and will expedite and supervise the completion of all punch list items. Start-Up: With your ' -staff, we will assist in the check-out of all utilities, operational systems, equipment and in the transfer of the operation responsibilities to the City of Palm Springs. Training and Turnover: We will coordinate training of your personnel for systems and equipment, and ensure all approvals are obtained before the warranty period begins. Operations and Maintenance Manuals: We will collect and review all operations and maintenance manuals from the subcontractors and their equipment suppliers. Warranties: We will prepare a log with all warranty information including effective start dates and warranty expiration dates. We will continue to assist the City of Palm Springs in enforcing warranty provisions. Eleven Month Warranty Walk: Turner will conduct a warranty walk at eleven months with your staff to assure that all warranty items have been addressed, It is our intent to assist your staff in resolving all construction related problems prior to the expiration of the warranty period. I'� All MINUTE ORDER NO, APPOINTING TURNER CONSTRUCTION AS CONSTRUCTION MANAGER FOR PHASE I OF THE CONVENTION CENTER EXPANSION AT A FEE OF 3.4% PLUS GENERAL CONDITIONS WITH SAID FEE TO BE DROPPED TO 2.9% SHOULD CITY COUNCIL ELECT TO PROCEED WITH THE SECOND PHASE EXPANSION AND SELECT TURNER FOLLOWING THE NOVEMBER ELECTION AND APPROVING THE PHASE I CONTRACT SUBJECT TO CITY ATTORNEY REVIEW OF FINAL WORDING. I HEREBY CERTIFY that this Minute Order, appointing Turner Construction as Construction Manager for Phase I of the Convention Center Expansion at a fee of 3.4% plus General Conditions with said fee to be dropped to 2.9% should City Council elect to proceed with the Second Phase expansion and select Turner following the November election and approving the Phase I contract subject to City Attorney review of final wording, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 21' day of October 2002. PATRICIA A. SANDER City Clerk MINUTE ORDER NO. APPOINTING TURNER CONSTRUCTION AS CONSTRUCTION MANAGER FOR BOTH PHASES OF THE CONVENTION CENTER EXPANSION, SECOND PHASE SUBJECT TO OUTCOME OF NOVEMBER BALLOT INITIATIVES,ANDAPPROVING A CONTRACT SUBJECT TO CITY ATTORNEY REVIEW OF FINAL WORDING. I HEREBY CERTIFY that this Minute Order, appointing Turner Construction as Construction Manager for both phases of the Convention Center expansion, second phase subject to outcome of November ballot initiatives, and approving a contract subject to City Attorney final wording, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 2ntl day of October 2002. PATRICIA A. SANDERS City Clerk 1 � �