City of Piedmont
COUNCIL AGENDA REPORT
DATE: August 15, 2022
TO: Mayor and Council
FROM: Sara Lillevand, City Administrator
SUBJECT: Consideration of an Amendment to the City’s Agreement with Griffin Structures for Project Management / Owner’s Representative Services for the Piedmont Community Pool Project and Approval of an Amended Overall Budget for the Contract
RECOMMENDATION
By a single motion, take the following actions with regard to the proposed amendment to the City’s agreement with Griffin Structures for Project Management / Owners Representative Services for the Piedmont Community Pool Project:
1. Approve the proposed amendment to the City’s agreement with Griffin Structures for Project Management / Owner's Representative Services for the Piedmont Community Pool Project, based on a time and materials basis, at an amount not to exceed $350,000.
2. Approve an amended overall budget for this contract of $962,700, which includes the originally approved budget of $612,700, and authorize the City Administrator to spend up to this amount.
BACKGROUND
On June 7, 2021, Council awarded an agreement to Griffin Structures to provide oversight of the Piedmont Community Pool Project, from design development through construction, with a focus on keeping the Project on-schedule and on-budget. In order to provide these services, Griffin Structures assigned George Sanen to serve as Project Manager for the Project. Over the last fourteen months, Mr. Sanen and Griffin Structures have assisted staff and guided the Project through the design phase into the bid phase and are prepared to leverage their extensive and detailed knowledge of the project to continue to assist in an expanded role during the timeintensive construction phase of the project. With the expanded hours, Griffin Structures will provide the City with continuous, full time project management assistance.
Full time project management services are required for a project of this size and magnitude, and the City anticipated that these services would expand significantly from the bid phase through construction. In addition to their experience as project managers, Griffin Structures has a deep, highly qualified and seasoned full-time staff with in-house capabilities that are essential for the additional project management services. With Griffin Structures having demonstrated their 2 capabilities and value to the project, the City requested that they provide additional hours to their existing scope of services to address this project need. Amending the City’s agreement with Griffin Structures to incorporate these additional hours is anticipated to save the City approximately $240,000 as opposed to these same services being contracted from another consultant firm.
FISCAL CONSIDERATIONS
The not to exceed fee and reimbursable expenses for Griffin Structures Additional Project Management Services, is $350,000, for a total not to exceed contract price of $907,000.00.
Including the original $55,700 contract contingency, the new overall budget for this contract will be $962,700. The cost of the additional hours in this amended agreement will initially be paid from the General Fund. Subsequent to the sale of the voter approved Measure UU bonds, the General Fund will be reimbursed for all payments made prior to the receipt of bond funding.
CITY ATTORNEY REVIEW
The attached Amendment to Agreement for Professional Services was drafted by David Rosenthal, an attorney with Burke Williams Sorenson specializing in construction law, contract formation, negotiation and dispute resolution, and was reviewed and approved as to form and legality by City Attorney Michelle Kenyon.
ATTACHMENTS
1. Agreement with Griffin Structures
By: Daniel Gonzales, Public Works Director
Agenda Report Page 2
Attachment 1 Agenda Report Page 3
2 OAK #4872-3014-4814 v1
CONTRACTOR CITY
GRIFFIN STRUCTURES INC. CITY OF PIEDMONT, a California municipal corporation
By: ____________________________ By:
[Title] Theadora Gray King, Mayor
ATTEST:
John Tulloch, City Clerk
APPROVED AS TO FORM:
Michelle Marchetta Kenyon, City Attorney
Deepa Sharma, Assistant City Attorney
Attachment 1 Agenda Report Page 4
Attachment 1 Agenda Report Page 5
Agenda Report Page 6 Attachment 1