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Home My WebLink About12-02-28 Civic Center Waterproofing MonitoringSEW PpRr CITY OF NEWPORT BEACH Cq<IFORN\P Cully CouncH Staff Report Agenda Item No. 11 February 28, 2012 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Stephen G. Badum, Public Works Director 949 - 644 - 3311, sbadum(c�newportbeachca.gov PREPARED BY: Fong Tse, Principal Civil Engineer APPROVED:a A TITLE: Newport Beach Civic Center and Park Project — Approval of Amendment No. 1 to Professional Services Agreement with Allana Buick & Bers for Building Enclosure Waterproofing Construction Monitoring Services ABSTRACT: Waterproofing monitoring services are required to ensure the various Civic Center building structures will be free from ground and storm water infiltrations. Staff has identified extra work that is required to supplement the original scope of work specified in the professional services agreement with Allana Buick & Bers. The approval of a professional services agreement amendment is needed to continue the necessary waterproofing monitoring services to ensure the new buildings will be "water tight" once put into service. RECOMMENDATION: 1. Approve Professional Services Agreement Amendment No. 1 with Allana Buick and Bers of El Segundo California for Civic Center and Park Project Building Enclosure Construction Monitoring Services at a not -to- exceed price of $243,052.00 and authorize the Mayor and the City Clerk to execute the Amendment. FUNDING REQUIREMENTS: Sufficient funds are available in the current CIP project budget (7410- C1002009) for the additional services. Savings in Bohlin Cywinski Jackson's design fee ($42,378.75) can be redirected for this purpose. Newport Beach Civic Center and Park Project — Approval of Amendment No. 1 to Professional Services Agreement with Allana. Buick & Bers for Building Enclosure Waterproofing Construction Monitoring Services February 28, 2012 Page 2 The proposed use of the funding balance is as follows: Vendor Allana Buick & Bers DISCUSSION: Purpose Amount Building Enclosure Waterproofing Construction Monitoring Services $ 243,052.00 The City in October 2011 entered into a professional services agreement (PSA) with Allana Buick & Bers (ABB) for an $118,860 contract amount to begin the initial waterproofing monitoring work for the Civic Center buildings and the Library expansion. When construction began, a number of substantial extra waterproofing work items were encountered: o The waterproofing material manufacturer imposed waterproofing monitoring of all the building structures' excavated trenches as a condition of receiving the 10- year warranty The high number of below grade utility penetrations within the office building footprint that were not shown on the Plans Repairing of existing .and installing new waterproofing on the library expansion foundation walls well below the existing library basement. These unforeseen conditions have increased the amount of waterproofing necessary and the required corresponding monitoring Work. In order for the needed Waterproofing monitoring services to continue, ABB submitted the attached "Additional Services Proposal" detailing the remaining work and its cost. Staff has reviewed these proposed additional services with CW Driver, the project program manager, and found them to be consistent with the actual field conditions and the revisions made to -date to the original architectural plans and specifications since construction began. When approved, a summary of ABB's PSA is as follows: Agreement Scope Amount Original Initial Estimated Scope of Work $118,860.00 Amendment 1 Unexpected Field Conditions and Plans Changes $243,052.00 Total $361,912.00 2 NEWPORT BEACH CIVIC CENTER AND PARK PROJECT— APPROVAL OF PROFESSIONAL SERVICES AGREEMENT AMENDMENT NO. 1 WITH ALLANA QUICK & BERS FOR BUILDING ENCLOSURE WATERPROOFING CONSTRUCTION MONITORING SERVICES February 28, 2012 Page 3 ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (Architectural and Engineering - services is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at Which the City Council considers the item). Submitted by: n ublicW40ks Director Attachment: Amendment No. 1 to Professional Services Agreement ABB Additional Services Request Letter Dated January 28, 201.2 3 AMENDMENT NO. ONE TO PROFESSIONAL SERVICES AGREEMENT WITH ALLANA BUICK & BERS FOR WATERPROOFING CONSULTING SERVICES THIS AMENDMENT NO. -ONE TO PROFESSIONAL SERVICES AGREEMENT ( "Amendment No. ONE "), is entered into' as of this _ day of 2012, by and between the CITY OF NEWPORT BEACH, a California Municipal Corporation ( "City "), and ALLANA BUICK & BERS a California Corporation whose address is 990 Commercial Street, Palo Alto, California 94303 ( "Consultant "), and is made with reference to the following: RECITALS: A. On October 5, 2011, City and Consultant entered into a Professional Services Agreement ( "Agreement ") for waterproofing consulting services for the Newport Beach Civic Center and Park Project ( "Project "). B. City desires to enter into this Amendment No. ONE to reflect additional services not included in the Agreement and to increase the total compensation. C. City and Consultant mutually desire to amend the agreement, as provided below. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. SERVICES TO BE PERFORMED Section 2 of the Agreement, shall be supplemented to include the Scope of Services dated January 28, 2012 which is attached hereto as Exhibit 'A' and incorporated herein by reference. The City may elect to delete certain tasks of the Scope of Services at its sole discretion. 2. COMPENSATION The introductory paragraph to Section 4 of the Agreement shall be amended in its entirety and replaced with the following: City shall pay Consultant for the services on a time and expense not -to- exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached to the Agreement. Consultant's total amended compensation for all work performed in accordance with this Agreement including all reimbursable items and subconsultant fees, shall not exceed Three Hundred 'Sixty -One Thousand, Nine Hundred Twelve Dollars and no /100 ($361,912:00) without prior written authorization from City ( "Total Amended Compensation"). No billing rate changes shall be made during the term of this Agreement without the prior written approval of the City. 2.1 The Total Amended Compensation reflects Consultant's additional compensation for additional services to be performed in accordance with this Amendment No. One, including all reimbursable items and subconsultant fees, in an amount not to exceed Two Hundred Forty -Three Thousand, Fifty -Two Dollars and no /100 ($243,052.00), without prior written authorization from City. 3. INTEGRATED CONTRACT Except as expressly modified herein, all other provisions, terms, and covenants set forth in the Agreement shall remain unchanged and shall be in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. ONE on the dates written below. APPROVED AS TO FORM: CITY OF NEWPORT BEACH, CITY ATTQRNEY'S OFFICE A California municipal corporation Date: 2111IW12 Date: B - Y V v V t-=— By: Aaron C. Harpj Nancy Gardner City Attorney „A Mayor ATTEST: �\ CONSULTANT: ALLANA BUICK & Date: BERS, a California Corporation Date: By: By: Leilani I. Brown Gerson Bers City Clerk Chief Operating Officer Date: By: Lisa Blanton Chief Financial Officer Attachment: Exhibit A — Additional Services to be Performed ALLANA BUICK & BERS Page 2 6 .EXHIBIT A �141b., Allana lhlck &our^., Inc. 900 Conunordal Stroor Pnln Alto, CA 00303 ® 1G50.503.tiwo January 28, 2012 Mr. Stephen G. Badum, PE Public Works Director City of Newport Beach 3300 Newport Boulevard P.0 Box 1738 Newport Beach California. 92658 Re: Phase II Services Proposal Building Enclosure Construction Monitoring Services New Newport Beach Civic Center and Library Expansion Newport Beach, California PN: 112681.01 Dear Mr. Badum, As you are aware, Allana Buick and Bers (ABB)'s Phase I professional services agreement with the City provided for construction monitoring services of below grade waterproofing assemblies. The original Phase I contract budget was estimated at $118,860 and subsequently invoiced on a time and expense basis. Change in Project Approach to Monitoring Our Phase I fee estimate was prepared in coordination with CW Driver prior to the start of construction activities. At the time we originally estimated our Phase I fee, it was believed that the waterproofing could be adequately monitored using periodic part -time construction monitoring. Subsequently, the project foundation excavation and concrete placement schedule required ABB to provide full -time construction observation throughout the entire foundation construction period. Due to the large site size and necessity of continual excavation, waterproofing placement and placement of steel and concrete, ABB was present at the site significantly more than originally anticipated in order to keep the foundation construction moving forward without delays for waterproofing observation. As a result:of this effort, we have exhausted our initial Phase I contract amount and now request the City authorize additional monies to complete the remaining required observations. Estimated Additional Phase II Required Construction Monitoring Services $ 243,052 Current Additional Below Grade Waterproofing Full Time Construction Monitoring: Part Time Construction Monitoring: Overtime Construction Monitoring: Direct Project Management: Reimbursable Expenses: 74 Days * $980= $ 72;520 4 Days * $560= $ 2,240 18 Hours * $173= $ 3,114 7.5 Hours * $160= $ 1,200 132 Total: $ 79,206 ABB's services were necessary to complete monitoring of below grade waterproofing and all reports for our services for this period have been provided to the City, CW Driver and Grace. We have reviewed CW Driver's current construction schedule. The schedule projects all buildings are watertight August 8, 2012. Based on the projected remaining construction activities we estimate that the following services will be required: Remaining Below Grade Waterproofing $ 35,010 Remaining Below grade waterproofing will be monitored consistent with ongoing installation observation procedures. Full Time Days Part Time Days Project Management Hours Reimbursable Expenses 30 Days * $980= $ 29,400 5 Days * $560= $ 2,800 16 Hours * $160= $ 2560 250 Subtotal: $ 35,010 Phase 11 Single Ply Roofing Monitoring $ 65.600 Single ply roofing will be installed in many parallel phases throughout the site. For this reason, we anticipate providing full time monitoring for the first two weeks of construction at each building then move to 2 -full day visits per week for the remaining construction period. We also anticipate one site visit to create a project punch list and one to provide clearance for same. Library Expansion Roofing (5 Weeks) Initial Full -Time Days 10 Days * $980= $ 9,800 Full -Time Days (2d *3wks) 6 Days * $980= $ 5,880 Punch List 1 Day * $980 = $ 980 Punch List Clearance 1 Day * $980= $ 980 Project Management Hours 10 Hours * $160= $ 1,600 Reimbursable Expenses 500 Subtotal: $ 19,740 Civic Center Roofing (9 Weeks) Initial Frill -Time Days 10 Days * $980= $ 9,800 Full -Time Days (2d *7wks) 14 Days * $980= $ 13,720 Punch List 2Days * $980= $ 1,960 Punch List Clearance 1 Day * $980= $ 980 Project Management Hours 18 Hours * $160= $ 2,880 Reimbursable Expenses Project Management Hours 900 Subtotal: $ 30,240 Council Chamber Roofing (3 Weeks) Initial Full -Time Days 10 Days * $980= $ 9,800 Full -Time Days (2d *3wks) 2 Days * $980= $ 1,960 Punch List 1 Day * $980= $ 980 Punch List Clearance 1 Day * $980= $ 980 Project Management Hours 10 Hours * $160= $ 1,600 Reimbursable Expenses 300 Subtotal: $ 15,620 Mr. Stephen Sadum, PE January 28, 2012 Page.2 of 3 Phase II Wall and Window Systems $ 63.236 Wall and window systems will be observed on primarily a part time basis. We anticipate providing full time construction observation for the first week of construction at each site /system. The remaining observations will be provided on a part time basis three times per week of construction. Library Expansion Walls/Windows (3 Systems — Curtain Wall — Stucco — Zinc Panel) Full Time Days Part Time Days Overtime Project Management Hours Reimbursable Expenses 21 Days* $980= $ 20,580 7 Days * $560= $ 3,920 THours * $173= $ 519 5 Hours * $160= $ 800 61 Subtotal: $ 25,880 Civic Center Walls/Windows (2 Systems — Curtain Wall— Zinc Panel) Full Time Days Part Time Days Overtime Project Management Hours Reimbursable Expenses 14 Days. *:$980= $ 13,720 10 Days * $560= $ 5,600 3 Hours * $173= $ 519 4 Hours * $160= $ 640 52 Subtotal: $ 20,531 Council Chamber Walls/ Windows (2 Systems — Curtain Wall— Zinc Panel) Full Time Days Part Time Days Overtime Project Management Hours Reimbursable Expenses 14 Days * $980= $ 13,720 4 Days * $560=' $ 2,240 2 Hours * $173= $ 346 3 Hours * $160= $ 480 39 Subtotal: $ 16,825 Thank you for this opportunity to be of service to the City of Newport Beach and CW Driver. Please call us if you have any questions regarding this letter or other aspect of our services. Very truly yours, Allana Buick and Bers. Inc. Gerson S. Bers, LEED -AP, Principal cc: William Han, Program Manager, CW Driver, Inc. Mr. Stephen Badum, PE January 28, 2012 Page 3 of 3 i