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Placentia Cit Council
GENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE FEBRUARY 6, 2024
SUBJECT: APPROVE AMENDMENT NO. 3 TO PROFESSIONAL SERVICES AGREEMENT
WITH TOTUM CORPORATION FOR CONSTRUCTION MANAGEMENT AND
INSPECTION SERVICES FOR THE PLACENTIA PUBLIC SAFETY CENTER
PROJECT
FISCAL
IMPACT: EXPENSE: $ 470,000
AVAILABLE
BUDGET: $ 1,832,148
SUMMARY:
TOTAL CONSTRUCTION MANAGEMENT
& INSPECTION CONTRACT AMOUNT
FISCAL YEAR 2023-24 CIP BUDGET
(105213-6850 JL# 229999-6850)
The Placentia Public Safety Center project has been phased to allow the construction of the steel Butler Building, which will house the Police Department's property and evidence collection operations. This portion of the project is being constructed first due to the lease on the City's rental facility being set to expire on March 30, 2024. Phase 2 of the project includes the main building construction, which will include the shooting range and the new Emergency Operations Center.
Both projects are currently under construction with the Butler Building scheduled to be completed and occupied before the lease on the City's rented facility expires. The main building is anticipated to be completed in August 2024.
On January 10, 2023, the City Council approved Amendment No. 2 to Totum Corporation's (Totum) existing on-call professional services agreement for an amount not to exceed $338,000 to provide construction management (CM) and inspection services for the Public Safety Center project. The proposed Amendment No. 3 to this agreement is presented to the City Council for its consideration to provide added hours and fees because of the extended project duration and added special deputy inspections. The added hours and fee were anticipated prior to the project breaking ground and were incorporated into the project budget. The fee and work scope covers both project phases. Totum is overseeing and coordinating with multiple contractors and vendors to ensure the building is built per plan, providing coordination between the design and construction teams, and acting as the City's representative on the job site.
1.d.
Feb 06, 2024
City Council Agenda
February 6, 2024
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 3 to a professional services agreement with Totum Corp for project construction management and inspection services for a new total not -to -exceed amount of $470,000 and extend the Agreement term an additional two -years to May 18, 2026; and
2. Authorize the City Administrator to approve the agreement in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
This item conforms to Strategic Plan Goal 5, Implement Public Infrastructure to Meet Community Needs, and Objective 5.4, Construct the Placentia Public Safety Center.
DISCUSSION:
On March 1, 2022, the City Council selected a preferred project alternative for the Placentia Public Safety Center and directed Staff to finalize the construction drawings and bid documents to construct the facility. The new 18,000+ square foot facility will primarily house the Police Department's evidence and property storage operations and shooting range as well as a new emergency communications center and emergency operations and training center. The City currently leases a light industrial/commercial building for property and evidence storage.
Since the City's lease for its existing property and evidence building is set to expire on March 30, 2024, the project was phased to allow the construction of the Butler Building to proceed first so that it can be completed prior to the expiration of the City's current lease. Phase 1 construction of the project entails demolition, grading, subsurface utility work, and the footings and slab for the Butler Building, along with the new building itself, and extensive interior tenant improvements which are scheduled to be completed by the end of February. Phase II construction entails the construction of the main building under a separate construction contract and is scheduled to be completed in August 2024.
The City has maintained an on-call construction management (CM) and inspection services contract with Totum Corp as part of a bench list of CM/inspection consultants. The City previously worked with Totum on delivering a renovation project of the Backs Community Center lobby and restrooms, extensive renovations to the Police Station lobby, restrooms and men's locker room as well as designing and delivering the Placentia Navigation Center. On January 10, 2023, the City Council approved Amendment No. 2 to Totum's professional services agreement for an amount not to exceed $338,000 for construction management and inspection services for the Public Safety Center project. However, it was determined that prior to breaking ground on this project the phasing elements would extend the project duration time, thus requiring additional hours and fees for CM and inspection services. As such, that additional fee was built into the final project budget previously approved by the City Council. Amendment No. 2 provided sufficient
City Council Agenda
February 6, 2024
hours and fee to allow Totum to provide these services through 2023. Amendment No. 3 to the City's existing agreement with Totum for construction management and inspection services is presented to the City Council for its consideration to provide added work scope, fee, and extend the contract term to provide for full time construction management and inspection services on this project. The fee and work scope covers both project phases. Totum is managing the work provided by multiple contractors and vendors to ensure that the building is built per plan, providing coordination between the design and construction teams, and acting as the owner's representative. In addition, special deputy inspection services have also been provided to ensure welds, CMU block grout and epoxy applications have been completed per code and product performance specifications. The term of the proposed agreement amendment is also being extended through May 2026 to ensure that Totum is kept under contract during the project warranty period should any warranty -related repairs and coordination be needed.
Totum has provided pre -construction services on this project by providing constructability reviews on the various construction plans and technical specifications as well as led the contractor pre - qualification process and has functioned as the owner's representative by coordinating final design and construction elements with the City's design team and facility end-users. An amendment to the City's existing agreement with Totum is presented for City Council consideration and approval. The work scope and fee under this amendment covers both project construction phases.
FISCAL IMPACT:
The construction management and inspection costs of the Public Safety Center Project amount to $470,000 which includes $338,000 previously approved and an additional $132,000 needed to carry out the project to final completion. A total of $5,007,150 is available within the project budget to cover this added expense, which was anticipated before the project broke ground and included within the overall project budget. Accordingly, sufficient funds exist for the recommended actions.
Prepared by:
Reviewed and approved:
Chris Tanio, P.E. Jennifer Lampman
Deputy Director of Public Works/City Engineer Director of Finance Reviewed 'and approved:
Reviewed and approved:
1 Luis Estevez Damien R. Arrula
Deputy City Administrator
Attachment:
1. Amendment No. 3 with Totum Corp
City Administrator