1 STAFF REPORT
DATE: April 4, 2023
TO: Justin Hess, City Manager
FROM: Ken Berkman, Director of Public Works
VIA: Daniel Rynn, Chief Assistant Public Works Director/City Engineer BY: David Null, Senior Civil Engineer
SUBJECT: Adoption of a Resolution Approving the Third Amendment to the Professional Services Agreement with Leo A. Daly Company, to complete the design and provide construction support for the Community Services Building Security Project.
RECOMMENDATION
Adopt A RESOLUTION OF THE COUNCIL OF THE CITY OF BURBANK APPROVING
AND ADOPTING CONTRACT DOCUMENTS, PLANS AND SPECIFICATIONS, AND
DETERMINING THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER,
ACCEPTING THE BID, AND AUTHORIZING EXECUTION OF A CONTRACT TO
COMPLETE THE DESIGN AND PROVIDE CONSTRUCTION SUPPORT FOR THE COMMUNITY SERVICES BUILDING SECURITY PROJECT (Attachment 1).
BACKGROUND
The Community Services Building (CSB) was opened on August 19, 2008. The three- story, 60,000 square foot building consolidated many City services into one location. As the City’s first “green” building with LEED Gold certification, the interior features a dramatic, three- story central atrium that visually unites the spaces, while minimizing artificial lighting. Natural light from surrounding windows and clerestories fills the two upper office levels and the public permit counters and lobby on the first floor.
Since the opening of the CSB, there has been an increased awareness of enhancing safety in open, publicly accessible spaces and buildings. To that end, staff in the CSB expressed the desire to enhance safety for both staff and the visiting public.
PUBLIC
WORKS
2 Staff requested proposals from qualified consultants to develop plans to enhance security and safety in the CSB and limit public access to the first floor, which resulted in a concept plan. Subsequently a Request for Proposal (RFP) was issued to prepare the construction documents and two proposals were received. The Leo A. Daly Company, who provided architectural services for the CSB, was selected to be the most qualified consultant.
The Proj ect will secure the upper floors from the public via elevator and stairway modifications and provide screening for the second- floor railing structure. Two amendments have been issued. The first amendment was issued for $8,499 to design the new access controls at the four swing doors on the first floor. The second amendment was executed to extend the contract duration.
In collaboration with all the Departments inside the CSB , Daly completed the design documents, and the project was posted on September 23, 2021. Unfortunately, the one bid received on October 12, 2021, was over the project budget. Staff decided to postpone the project until additional funds could be allocated as part of the Fiscal Year (FY) 2022- 23 Capital Improvement Program (CIP) Budget.
DISCUSSION
The Project will provide enhanced safety features for staff and customers in the CSB by controlling public access to the second and third floors of the building.
The Third Amendment will make modifications to the bid document. Daly will be tasked with revising the bid documents, so they are advertised as a Bid Schedule procurement process, instead of Request for Quote, which is generally used for projects under $200,000.
Staff requests City Council authorization to amend the Professional Services Agreement (PSA) with Daly to complete the project by increasing the contract amount from $97,799 to $128,471 and extending the terms of the contract to November 2, 2023, to finalize the Plans, Specifications, and Estimates (PS&E), repackage the bid documents and provide design support during construction.
ENVIRONMENTAL REVIEW
Approval of this amendment is not a project under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15378, which excludes “The creation of government funding mechanisms or other government fiscal activities, which do not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment.” This amendment is for design and construction administration services, which may later lead to construction activities that may undergo its own individual CEQA review. As such, no further environmental review is necessary.
3 FISCAL IMPACT
The projected cost for the Project, including a 5% contingency, is $385,000. Sufficient funds are available in the project account 534.PW33A.70019.0000.24375.00000. This PSA Amendment for Daly will increase the contract amount from the current $97,799 by $18,672 and a contingency of $12,000 will be added. The new revised total will be $128,471, for the contract period of November 2, 2022, to November 2, 2023. Funding for this project has already been approved by Council within the FY 2022-23 CIP Budget.
CONCLUSION
Staff recommends City Council adopt the proposed resolution to approve the PSA amendment in the amount of $128,471 from the approved project budget account number to fund the finalization of the bid package/design and construction support for the Project.
ATTACHMENTS
Attachment 1 – Resolution
Attachment 2 – Third Amendment to Professional Services Agreement Attachment 3 – Second Amendment to Professional Services Agreement Attachment 4 – First Amendment to Professional Services Agreement Attachment 5 – Professional Services Agreement