HomeMy WebLinkAbout12/5/2001 - STAFF REPORTS (5) DATE: December 5, 2001
TO: City Council
FROM: Director of Public Works/City Engineer
CONSTRUCTION CHANGE ORDER NO. 2 TO COMMERCIAL 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.2 to Commercial
Diversified, Inc., in the amount of$3,123.39,fora total contract amount of$287,490.39,forthe
Palm Canyon Theatre Fire Damage Repair, City Project No. 00-20.
SUMMARY:
Change Order No. 2 will provide for additional required HVAC system work, new plywood
sheathing, and painting of the recessed eave blocking that were not a result of the fire, but
became apparent during demolition and repairwork that has occurred subsequent to approval
of Construction Change Order No. 1.
BACKGROUND:
A time line of the sequence of events from the date of the fire to the present is included with
this report as Attachment No. 2 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.
On September 5, 2001, the City Council approved Construction Change Order No. 1 to
Commercial Diversified, Inc., in the amount of$32,367.00,for structural repairs within an area
west of the fire damaged portion of the building.
During subsequent demolition and repair work, additional necessary repairs to the HVAC
system, as well as roof sheathing and eave blocking were determined. Construction Change
Order No. 2 will provide for the necessary HVAC system work, new plywood sheathing, and
painting of the recessed eave blocking. Eight working days will be added to the contract to
allowfor construction of the necessary work.The proposed change order covers the following
items:
Increases to existing items in contract:
1. Painting of recessed eave blocking.
2. Installation of 3/8" roof sheathing.
New items not included in contract:
1. HVAC duct work and sheet metal transition.
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Palm Canyon Theatre Fire Repair
December 5, 2001
Page 2
Sufficient funds are available in the Palm Canyon Theatre Fire Repair account no.261-1395-
54024.
AVID J. BARA
Director of Publicc Works/City
Works/City Engineer
APPROVED:
City Manager
Attachments:
1. Minute Order REVIEWED BY DEPT.OF FINANCE
2. Palm Canyon Theatre time line
November 19, 2001
C.P. 0020 Palm Canyon Theater
Change Order No. 2
CITY OF PALM SPRINGS
CONTRACT CHANGE ORDER
CHANGE ORDER NO. 2
TO: Commercial Diversified Inc.
72033 Twentynine Palms Highway
Twentynine Palms, CA 92277
FAX: (760) 367.6860
Date: 19 November, 2001
Project No: 0020
Project: Palm Canyon Theatre Fire Damage Repair
Change Order No: Two (2)
Contract Purchase No:
Account No: 261-1395-54024
M.O. # 6871 Agr. # 4375
A— CHANGE IN WORK:
Increase in contract quantities:
Increases to existing items in contract:
1. Painting: Painting of recessed eave blocking:
Paint the seismic blocking and rafters behind vent screens in exterior eave
blocking on north and south sides of building.
2. Roof sheathing:
Install 3/8" thick plywood sheathing over existing 1x roof sheathing boards
at north arcade where old roof has been removed.
New items not included in contract:
1. HVAC ducts and sheet metal transition:
a. Install approximately 50 linear feet of vinyl wrapped spiral duct,
sheet metal collar and box, and two return air registers in costume
and related room ceiling. Make all joints air tight. Install all material
in accordance with SMACNA standards.
b. Install new sheet metal transition between existing roof-mounted
HVAC unit and attic space. Sheet metal shall be 24 gage, joints
shall be watertight in accordance with SMACNA standards.
B — CHANGES IN COST:
Increase to contract costs:
Increase to items already in contract:
1. Painting Lump sum $500.00
2. Roof sheathing Lump sum $554.37
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November 19, 2001
C.P. 0020 Palm Canyon Theater
Change Order No. 2
New items:
1. HVAC: new ducts and sheet metal Lump sum $2069.02
TOTAL NET CHANGE ORDER #2 —
LUMP SUM AGREED PRICE $3123.39
C - REASONS FOR CHANGES:
1. HVAC duct work and sheet metal transition:
a. Duct work: Some of the vinyl-wrapped spiral ducts in the attic
above the Costume Room could not be salvaged. They were
either damaged during the inspection and/or smoke
encapsulation, or disintegrated when they were removed during
demolition of the roof framing. The Contractor has re-used
ducts for the supply. New ducts must be installed between the
roof penetration and two (2) new registers.
b. Sheet metal transition from existing HVAC unit into attic space:
The existing HVAC unit has two metal transitions for supply and
return that had penetrated the former doghouse. Change Order
#1 specified that a new elbow was to be installed to
accommodate the transition from existing metal duct through
doghouse. The roof framing below the original doghouse (now
removed) and new seismic upgrade framing conflicts with the
location of the return air metal duct transition. A new metal duct
transition is required because the rigid metal duct cannot make
an offset bend, and to incorporate a new offset with existing
ducts is impractical.
2. New plywood sheathing: The condition of the existing 1 x 4-roof
sheathing over the north arcade is poor. The condition of the
boards was not evident until after the roofing was removed.
Installing new 3/8" sheathing where the roof has been removed
provides a more rigid and stable substrate for the new roofing.
3. Painting of recessed eave blocking: The exterior eave blocking
between rafters on the north and south sides have vent screens.
Behind these blocks are seismic blocks. The seismic blocks are
visible through the vent openings and appear white compared to
the stained exterior blocks. The Architect did not anticipate that the
seismic blocking would be such a contrast with painted blocks.
Painting them black is desirable.
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November 19, 2001
C.P. 0020 Palm Canyon Theater
Change Order No. 2
D. CHANGE IN CONTRACT TIME
A total of Eight (8) working days will be added to the contract length due to
the delays related to the conditions identified above and detailed as
follows:
5 days delay to date
1 day for additional work to sheathing
2 days for additional work to fabricate HVAC sheet metal transition
SOURCE OF FUNDS:
Palm Canyon Theatre Fire Damage Repair Account No: 261-1395-54024 = 3,123.39
Summary of Costs Contract Time
Original Contract Amount: $ 252,000.00 Original Completion Date:11/30/01
This Change Order: $ 3,123.39 Days Added for this C.C.O.: 8
Previous Change Order(s): $ 32,367.00 Previous Days Added: 28
Revised Contract Amount: $ 287,490.39 Revised Completion Date: 01/25/02
I 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 / I
Title Approved '�/)9/al
By1;61�11Date 111 111
City a rr, I �y
Date 1 l
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)
A14s
4 PA LAI } Exhibit A
City of Palm Springs
' r Department of Procurement & Contracting
MEMORANDUM
Ally
Date: December 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 be 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.
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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
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 141h.
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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.
September 5, 2001: City Council approved change order no. 1 to Commercial Diversified, Inc.
September 6, 2001: Architect met with Commercial Diversified, Inc. to discuss alternative solutions to
address structural issues.
September 7, 2001: Staff report submitted for City Council approval of design services for change order
no. 1 at September 191" meeting.
November 21, 2001: Staff report submitted for City Council approval of change order no. 2 to Commercial
Diversified, Inc. at December 51h meeting.
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Palm Canyon Theatre time line
6/20/01
4
January 12, 2002: Estimated construction completion date (contract with change order no. 1 provides
108 working days to complete project.)
January 25, 2002: Revised construction completion date (contract change order no. 2 provides an
additional 8 working days to complete project.)
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MINUTE ORDER NO.
APPROVING CONTRACT CHANGE ORDER NO. 2 TO
COMMERCIAL DIVERSIFIED, INC., IN THE AMOUNT OF
$3,123.39, FOR A TOTAL CONTRACT AMOUNT OF
$287,490.39, FOR THE PALM CANYON THEATRE FIRE
DAMAGE REPAIR, CITY PROJECT NO. 00-20
I HEREBY CERTIFY that this Minute Order, approving Contract Change Order No. 2 to Commercial
Diversified, Inc., in the amount of$3,123.39,for a total contract amount of$287,490.39, 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 5" day of December, 2001.
PATRICIA A. SANDERS
City Clerk
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