Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Approval of Amendments to Professional Services Agreements with Interactive Resources, Inc and Moe Engineering for the Civic Center Window Replacement and Exterior Repairs Project
Date: August 23, 2022
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City of Cotati City Council adopt a resolution approving amendments to the professional services agreements with Interactive Resources and Moe Engineering for the Civic Center Window and Exterior Repairs Project
Background
The City’s Capital Plan includes efforts to upgrade and maintain public buildings and facilities.
Recently, the City has completed replacing the roof on the Community Center, has contracted for replacing City Hall windows facing West Sierra Avenue, and is planning to prepare bidding documents for replacing Community Center windows. In addition to the construction contracts, professional services contracts are needed to oversee the City Hall Window replacements and to complete the bidding documents and manage the construction of the Community Center window replacements.
Analysis/Discussion
The Civic Center Windows and Exterior Repairs Project is included in the City’s adopted Budget and is also in the City’s Capital plan as the project spans multiple years. There are many different efforts needed to complete all the work envisioned for this project and not all can be done in one year due to budget constraints. Therefore, the work has been divided into several parts with the roof completed first, followed by window replacements, then finally painting.
Investigation analysis was performed for the two buildings and the analysis showed the south facing City Hall windows are a higher priority than the Community Center windows due to weather damage. The consultants performing the investigation and design services were instructed to switch from the Community Center to bidding the City Hall Windows instead. Bids for this project came in significantly lower than the engineer’s cost estimate so the City is adapting once again and moving towards bidding the Community Center windows, also within this Fiscal Year.
Interactive Resources Inc (IR), the architect, was responsive to these changes providing bid documents within the time requested by City Staff. IR initially believed the effort could be completed within the original budget amount but underestimated the effort needed to prepare the bid documents. This was primarily due to the switch in design from the Community Center only to City Hall only, which proved to also be more complicated due to the historic nature of the building and aesthetic requirements. Additionally, City Staff made a late request to add a customer service window for the Administrative Services Department to the project during bidding. As a result of these issues, a few weeks ago IR gave City Staff notice they had gone over budget. Staff goes to great lengths to avoid this and asks for consultants to provide advanced notice of projected overages so proper City authorization can be obtained. However, staff reviewed the additional work and believe it fulfilled the direction of the City.
Staff recommends approving payment of the additional work because IR provided exemplary service which the City is now benefiting from, this is an isolated incident, and the City will likely require IR’s services in the future.
Looking forward, City staff has requested and IR has provided a proposal for completing the Bid documents for the Community Center window replacements. The City is currently in discussion with potential tenants, so moving forward with the window replacements now will lead to a less complicated installation by avoiding any tenancy overlaps with the construction. City Staff has reviewed IR’s proposal and finds it to be fair and reasonable and recommends it for approval.
On May 25, 2021, City Council adopted Resolution 2021-21, approving a professional services contract with IR for an amount of $50,240, for preparing the investigative analysis, preparing the analysis report, and preparing bid documents for the Community Center window replacements.
Staff has requested and IR has provided a proposal and Staff finds it to be fair and reasonable.
Also on May 25, 2021, the same aforementioned resolution to the Professional Services Contract with Moe Engineering to add $20,868 for providing Project Management and Construction Management services from design through construction for the Community Center window project which, as previously mentioned, was switched by the City to be the City Hall Window replacement. Additional services are needed to conduct multiple projects and due to the extended timeline. Therefore, City Staff requested and Moe Engineering provided a proposal to provide Construction Management and Inspection services for the Community Center window replacement and for additional services for the City Hall window replacement due to the addition of hazardous materials testing, coordination of additional scope, and an extended duration for the design. Staff has reviewed the proposal and finds it to be fair and reasonable and recommends it for approval.
Financial Considerations
The City’s adopted Fiscal Year 22/23 Budget includes $1,038,000 for the Civic Center Windows and Exterior Repairs Project which includes the City Hall Window Replacement Project as well as replacing the windows and painting the Community Center. On July 26, 2022, City Council awarded the construction contract totaling $208,071, and the Construction Management agreement for the City Hall window replacement for an amount of $20,868. Providing contingency for unexpected site conditions, additional City requested work, hazardous materials mitigation, and the Architectural assistance during construction agreement, the total Project authorized budget was approved for an amount of $350,000. This leaves $688,000 in the Civic Center Windows and Exterior Repairs Project for the remaining work which includes the Community Center window replacements, painting, and other needed building repairs.
The IR proposal includes an amount of $39,971 to go against the City Hall authorized budget of $350,000, plus the $6,303 of the Moe Engineering Amendment 3 fee leaves $74,787, for construction contingency (accounting for construction and CM by Moe Engineering).
The IR proposal specifies a fee of $15,234, for preparing the Community Center bid documents and the Moe Engineering’s Amendment 3 fee identifies of $21,500, for conducting Construction Management for the Community Center window replacements. The Community Center total budget of $688,000 minus $15,234 and $21,500, leaves $651,266 for construction. The Window Replacement Investigation Analysis Report includes a construction cost estimate of $422,214, for the Community Center which leaves just under $230,000 for potential higher bids, construction contingency, and painting.
No appropriations are being requested, as sufficient funds are currently budgeted.
Environmental Issues
This Project is Categorically Exempt in accordance with the California Environmental Quality Act Guidelines Section 15301 Existing Facilities as the Civic Center Windows and Exterior Repairs Project is a minor alteration of an existing structure, therefore, no further environmental review is required.
Attachments:
Interactive Resources - Add Service for Cotati City Hall Windows Project (PDF) Interactive Resources - Add Service Community Center Windows (PDF) Moe Engineering - Cotati City Hall & Community Center Window Replacement Proposal - Additional Services (PDF)