CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
7/10/2023
1 SUBJECT:
Adopt a Resolution to authorize the City Manager to extend the Master Agreement and execute Task Order No. 4 to the Consultant Master Services Agreement with Group 4 Architecture Research + Planning for Architectural Services for the Civic Center Facilities Rehabilitation Project.
RECOMMENDED ACTION:
Move to adopt the Resolution titled “A Resolution of the City Council of the City of Pacifica Authorizing the City Manager to Execute a First Amendment of the Consultant Services Master Agreement and Task Order No. 4 with Group 4 Architecture Research + Planning for Architectural Services” to extend the term of the Agreement to June 30, 2024 and to authorize Task Order No. 4 for Architectural Construction Administration Support for the Civic Center Facilities Rehabilitation Project in an amount not to exceed $184,075 and authorize a 15% contingency for a total budget authority of $211,600.
STAFF CONTACT:
Lisa Petersen, P.E., Director of Public Works
(650) 738-3770
[email protected]
BACKGROUND/DISCUSSION:
The Council approved a Master Agreement (Attachment A) for Architectural Services with Group 4 Architecture Research + Planning (Group 4 Architects) in November 2020 that included a Task Order No. 1 for the Civic Center Project conceptual design. On June 28, 2021, the City Council approved Task Order No. 2 with Group 4 Architects for final design of the project. The total budget authority for Task Order No. 2 was $1,266,030. This cost included funds of $372,359 for project construction administration and project closeout.
Project construction administration included site visits, weekly Owner-Architect-Contractor (OAC) meetings, submittal reviews, responses to Requests for Information (RFIs), review of construction means and methods and assistance with review of construction contract change orders. The cost also was allocated for project close out, including site visits for the punchlist and review and assistance with closeout documents. Task Order No. 3 for $8,338 was related to supplemental hazmat analysis.
As the project is not yet complete, staff is requesting an extension to the Master Agreement until June 30, 2024 with a First Amendment to the Master Agreement (Attachment B).
Additionally, more funds are required to complete the construction administration on the project. The original $372,359 for Group 4 construction administration/close out costs were calculated to support the Civic Center project through the beginning of June 2023, which was the projected closeout of the project. However, upon removal of the building outer walls at the start of the project in the summer and fall of 2022, unanticipated substantial wood rot and Pacifica City Council 2
July 10, 2023
termite damage was discovered to the existing wood framing on the P&P building and City Hall. Due to the amount of removal of the existing damaged framing, building codes were also triggered that required changes to the existing P&P building footings. Discovery of this damage substantially extended the project construction schedule and required Group 4 to provide additional unanticipated structural and architectural design support.
Group 4 Architects anticipated spending approximately 150 hours per month working on the project. Due to the unanticipated damage and increased workload required to respond to contractor RFI’s and assistance with change order review, Group 4 Architects has been spending on average 250 hours per month working on the project which resulted in billing charges of around $46,000 per month. Due to the extra hours spent on the project, the construction administration costs have been expended on the project. It is anticipated that the City will require Group 4 Architects services for at least four more months requiring an additional $184,000 at the current monthly rate. A 15% contingency is also requested for a total budget authority of $211,600.
This additional cost was factored in the additional allocation towards the Civic Center CIP project, included in the FY 2023-24 Adopted CIP Budget. The City Manager is requesting the Council adopt a Resolution to authorize the City Manager to execute a Task Order No. 4 (Attachment C) to the Consultant Master Services Agreement with Group 4 Architects for architectural construction administration support for the Civic Center Facilities Rehabilitation Project in an amount not to exceed $184,075 and authorize a 15% contingency for a total budget authority of $211,600. Additionally, staff is requesting extension of the Master Agreement until June 30, 2024.
ALTERNATIVE ACTION:
Council may choose not to approve the Master Agreement amendment or the construction budget augmentation and construction management task order agreement; however, this will result in project delays and increased project costs.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the construction contract and supporting agreements is consistent with the following Council adopted Goals:
• Improve and steward City infrastructure, streets and facilities: This construction project will help rehabilitate the City’s Civic Center Campus and allow staff to move back into the buildings.
FISCAL IMPACT:
There is no additional fiscal impact associated with the extension of the Consultant Master Services Agreement with Group 4 Architects and approval of Task Order No 4, as this cost has been factored-in the FY 2023-24 Adopted CIP Budget, when the Council approved an additional allocation for the Civic Center Facilities Rehabilitation Project of $600,000 for both added construction contingency and architectural administration support. Therefore, staff is not asking to amend the Civic Center’s project budget at this time.
ORIGINATED BY:
Pacifica City Council 3
July 10, 2023
Public Works
ATTACHMENT LIST:
Attachment A: Master Agreement Master_Group4_CivicCenterConceptualDesign_EXECUTED (PDF)
Attachment B: Amendment No. 1_Group 4 Architecture_Civic Center Facilities Project_20230711 (PDF)
Attachment C: Task Order No. 4_ Group 4_ 6-28-23 (002) (PDF) Pacifica City Council 4
July 10, 2023
RESOLUTION NO. ___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING
THE CITY MANAGER TO EXECUTE A FIRST AMENDMENT TO THE CONSULTANT SERVICES MASTER AGREEMENT AND TASK ORDER NO. 4 WITH GROUP 4 ARCHITECTURE RESEARCH + PLANNING FOR ARCHITECTURAL SERVICES WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76), the City of Pacifica entered into a Master Services Agreement and Task Order No. 1 with Group 4 Architecture Research + Planning (Group 4 Architects) for consulting services under the City Council’s purchasing authority in November 2020; and WHEREAS, the City Council of the City of Pacifica has considered the City Manager’s recommendation to approve a first amendment to the City’s agreement and to execute Task Order No. 4 with Group 4 Architects on July 10, 2023.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager to amend the agreement with Group 4 Architects for the purpose of extending the term of the agreement to June 30, 2024 and approve the Task Order No. 4 at the additional cost of $211,600.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 10th day of July 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney