TO:
VIA:
FROM:
DATE:
Placentia Cit Council
CITY COUNCIL
CITY ADMINISTRATOR
ACTING DIRECTOR OF PUBLIC WORKS
JUNE 4, 2024
GENDA REPORT
SUBJECT: AMENDMENT NO. 4 TO PROFESSIONAL SERVICES AGREEMENT WITH
TOTUM CORPORATION FOR CONSTRUCTION MANAGEMENT AND
INSPECTION SERVICES FOR THE PLACENTIA PUBLIC SAFETY CENTER
PROJECT
FISCAL
IMPACT: EXPENSE: $ 602,965
AVAILABLE
BUDGET: $ 1,832,148
SUMMARY:
TOTAL CONSTRUCTION MANAGEMENT
& INSPECTION CONTRACT AMOUNT
FISCAL YEAR 2023-24 CIP BUDGET
(105213-6850 JL# 105213-6850)
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. Phase 2 of the project includes the main building construction, which will include the shooting range and the new Emergency Operations Center. The Butler Building has now been completed, property and evidence has been moved in, and Staff has occupied the building. The Phase 2 main building is currently under construction and anticipated to be completed in Fall 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. On February 6, 2024, the City Council approved Amendment No. 3 to provide added hours and fees because of the extended project duration. 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 covered both project phases. The term of the agreement amendment was also 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.
The proposed Amendment No. 4 to this agreement is presented to the Council for its consideration to provide added hours and fees for Totum since they covered subconsultant fees which included special deputy inspections and geotechnical testing necessary to keep the project on schedule.
1.e.
June 4, 2024
City Council Agenda
June 4, 2024
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.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 4 to a professional services agreement with Totum Corporation for project construction management and inspection services for a new total not -to -exceed amount of $602,965; 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.
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 which had expired at the end of March 2024. The lease was extended for an additional two months. Phase 1 construction of the project included the 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.
These improvements have now been completed, property and evidence has been moved in, and Staff has occupied the building. Phase II construction entails the construction of the main building under a separate construction contract and is scheduled to be completed in late Fall 2024.
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 hours and fee to allow Totum to provide these services through 2023. On February 6, 2024, the City Council approved Amendment No. 3 to provide added hours and fees
City Council Agenda
June 4, 2024
because of the extended project duration. 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 covered both project phases. The term of the agreement amendment was also 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.
The proposed Amendment No. 4 to this agreement is presented to the Council for its consideration to provide added hours and fees for Totum since they covered subconsultant fees which included special deputy inspections and geotechnical testing necessary to keep the project on schedule.
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, geotechnical soils inspection and 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.
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 completing the remaining Phase 2 building.
FISCAL IMPACT:
The construction management and inspection costs of the Public Safety Center Project amounts to $602,965 which includes $470,000 previously approved and an additional $132,965 needed to carry out the project to final completion. Totum's initial proposal amount was $152,965 for this proposed Amendment No. 4, however, due to project delays they have agreed to reduce the amount by $20,000 to $132,965. These delays were not entirely caused Totum, however, there is some shared responsibility for the project not being substantially complete and ready for occupation by its original completion date of the end of March 2024. 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, reviewed and approved by:
Chris Tanio, P.E.
Acting Director of Public Works
City Council Agenda
June 4, 2024
Reviewed and approved: Reviewed and approved:
Jennifer L"ampman Damien FTArrula �---�
Director of Finance City Administrator
Attachment:
Amendment No. 4 with Totum Corp