Placentia Cit Council
GENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: APRIL 16, 2024
SUBJECT: AMENDMENT NO. 5 TO PROFESSIONAL SERVICES AGREEMENT WITH PBK
ARCHITECTS TO COMPLETE THE ARCHITECTURAL AND ENGINEERING
DESIGN SERVICES FOR THE PLACENTIA PUBLIC SAFETY CENTER
PROJECT
FISCAL
IMPACT: EXPENSE: $ 89,285 AMENDMENT NO. 5 TO PROFESSIONAL
SERVICES AGREEMENT
AVAILABLE
BUDGET: $ 1,990,457 FISCAL YEAR 2023-24 CIP BUDGET
(105213-6850 JL# 229999-6850 &
105213-6850 JL# 105213-6850)
SUMMARY:
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 expiring lease on the City's rental facility currently being used for property and evidence. Phase 2 of the project includes the main building construction, which will include a shooting range, the Public Safety Communications Center and the new Emergency Operations Center. Both phases are currently under construction.
On July 20, 2021, the City Council awarded a Professional Services Agreement to PBK-WLC ("PBK") to provide a 35% complete design and cost estimate. On March 1, 2022, City Council approved Amendment No. 1 to the Professional Services Agreement with PBK to provide final architectural and engineering design services to complete the 100% bid package for an amount not to exceed $513,500 for the Public Safety Center. In January, March, and April of 2023, Amendment Nos. 2, 3, and 4, respectively, were approved by the City Administrator. Amendment No. 2 paid for additional design services needed to divide the Public Safety Center project into two phases and increased the contract not -to -exceed amount to $580,065. Amendment No. 3 paid for additional time needed by PBK to prepare a separate bid package for the planned interior tenant improvements of the Butler Building and increased the contract not -to -exceed amount to $603,015. Amendment No. 4 extended the term of the contract an additional 24 months to July 19, 2025, and was needed to keep PBK under contract during construction of the Public Safety Building. This Amendment No. 4 did not include any increase to the contract not -to -exceed amount.
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City Council Agenda
April 16, 2024
The proposed Amendment No. 5 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 the large number of requests for information (RFI's) submitted by multiple contractors and equipment vendors. PBK and its various subconsultants have processed over 150 RFI's for this project since work began and there are at least another eight months of construction left until the project is completed. The project architect attends the weekly project status meeting with both contractors and equipment vendors, and he also visits the project site several times per month. The added hours and fee will be covered under the project contingency fund and cover both remaining project phases. This contract is based upon time and materials, and the final number of hours needed for the project architect's support through completion of the project could be less depending on how many questions the contractors may have between now and then.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 5 to Professional Services Agreement with PBK for an additional $89,285 to complete the architectural and engineering services for a cumulative contract not -to -exceed amount of $692,300; and
2. Authorize the City Administrator to approve contract change orders up to 10% of the cumulative contract amount, or $69,230; and
3. Authorize the City Administrator and/or his designee 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:
The Placentia Public Safety Center project has been phased in order to allow the construction of the steel Butler Building that will house the Police Department's property and evidence operations to proceed ahead of the completion of the main building. Phase 2 of the project includes the main building construction, a shooting range, the Public Safety Communications Center and the new Emergency Operations Center. Both project phases are currently under construction.
On July 20, 2021, the City Council awarded a professional services agreement to PBK-WLC ("PBK") to provide a 35% preliminary engineering and architectural design and cost estimate. On March 1, 2022, the City Council approved Amendment No. 1 to the Agreement with PBK to provide architectural and engineering design services to complete the 100% bid package for an amount not to exceed $513,500 for the Public Safety Center. In January, March, and April of 2023, Amendment No.'s 2, 3, and 4, respectively, were approved by the City Administrator. Amendment No. 2 paid for additional design services needed to divide the Public Safety Center project into
City Council Agenda
April 16, 2024
two phases and increased the contract not -to -exceed amount to $580,065. Amendment No. 3 paid for additional time needed by PBK to prepare a separate bid package for the planned interior tenant improvements of the Butler Building and increased the contract not -to -exceed amount to $603,015. Amendment No. 4 extended the term of the contract an additional 24 months to July 19, 2025, and was needed to keep PBK under contract during construction of the Public Safety Building. This Amendment No. 4 did not include any increase to the contract not -to -exceed amount.
The proposed Amendment No. 5 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 the numerous RFI's received from multiple contractors and equipment vendors. This agreement is based upon time and materials and the architect only for the actual hours incurred by them and their subconsultants. PBK has processed over 150 RFI's for this project since work began and there are at least another eight months of construction left until the project is completed. The added hours and fees will be covered under the project contingency budget. The project architect attends the weekly project status meeting with both contractors and equipment vendors, and he also visits the project site several times per month. The added hours and fee will be covered under the project contingency fund and cover both remaining project phases. This contract is based on time and materials, and the final number of hours needed for the project architect's support through completion of the project may be less, depending on how many questions the contractors may have between now and then.
PBK has provided architectural and engineering support services on this project by providing material submittal reviews and responses to the contractor's information requests on the plans and technical specifications and providing design alternatives for unforeseen conditions encountered during construction. An amendment to the City's existing agreement with PBK is presented for City Council consideration and approval.
FISCAL IMPACT:
The architectural and engineering costs of the Public Safety Center Project amount to $692,300 which includes $603,015 previously approved and an additional $89,285 needed to carry out the project to final completion. The recommended actions will approve Amendment No. 5 to the Professional Services Agreement with PBK, thereby increasing the contract amount by $89,285.
A total of $1,990,457 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
City Council Agenda
April 16, 2024
Reviewed and approved: Reviewed and approved:
Luis Estevez
Deputy City Administrator
Attachment:
Amendment No. 5 with PBK
Damien R. Arrula
City Administrator