Administrative
Report
H.18., File # 22-3927 Meeting Date: 4/5/2022
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE THE FOURTH AMENDMENT TO THE AGREEMENT WITH PACIFIC ARCHITECTURE
AND ENGINEERING FOR CONSULTING SERVICES FOR THE REDONDO BEACH TRANSIT CENTER PROJECT, JOB NO. 20120 FOR AN ADDITIONAL $45,000 FOR A NEW TOTAL NOT TO EXCEED AMOUNT OF $230,000 FOR THE EXISTING TERM
EXECUTIVE SUMMARY
Pacific Architecture and Engineering (“PAE”) provides architectural design and design coordination services to support the construction efforts to complete Phases 1 and 2 of the Redondo Beach Transit Center Project. These services are necessary to replace the work expected to be provided by the original project designer, who has since withdrawn from the effort. The architectural support services include overall coordination of the project’s various professional disciplines to clarify design intent as requested by the Contractor. As time has elapsed, design deficiencies and unforeseen conditions in the field have required intensive re-design of certain elements of the project.
Architectural support services have been needed to prepare new plans in some cases, to review and approve contractor submittals related to these changes in the field and to coordinate the work of other design disciplines.
The initial contract and first three amendments for PAE’s architectural support services have been awarded in measured amounts since the amount of labor required to complete the work is difficult to project. There have been over 120 proposed changes to review and 60 design change bulletins on the project. These are the result of design deficiencies in the original plan set, design changes due to owner requested changes, and responses to unforeseen field conditions. PAE is a key contributor to the project’s progress by providing important services to ensure the project is implemented as efficiently and economically as possible. Therefore, staff recommends approval of the Fourth Amendment which will increase the contract value by $45,000 to a new not to exceed amount of $230,000. Funding for the agreement and the Redondo Beach Transit Center Project is composed entirely of restricted grant and transportation funds.
BACKGROUND
The City’s Transit Center Project design was developed by Atkins Engineering who finalized their design in 2016 just prior to relocating their Southern California based services out of the state. At that time, they withdrew from the project and their contract later expired. Certain design services were still needed to support the construction phase of the project however, and the City was forced to engage alternative professional service providers in several design disciplines to fill the gap,
H.18., File # 22-3927 Meeting Date: 4/5/2022
engage alternative professional service providers in several design disciplines to fill the gap, including PAE to provide architectural support.
Specifically, PAE provides responses to inquiries made by the contractor, assists in preparing solutions for unexpected changes in conditions related to building architecture and provides design coordination between engineering disciplines. Issues such as specifying replacement materials for those no longer available, addressing missing design information, and modifications to the building floorplan and elevation details to accommodate changes in building systems (electrical, mechanical, communications, etc.) have accounted for the high demand.
At the time of contract initiation, a small initial contract value was selected to allow services to commence with the beginning of construction. An amendment was awarded in February 2021 to reflect that rate of work required to meet the initial demand. Later, as construction efforts turned toward the transit center staff building portion of the project, the need for architectural services grew.
The gaps in information and need for modifications to the plans and specifications placed a high demand on these services. The second and third amendments were awarded later in 2021 as the demand continued, eventually increasing the contract value to $185,000. Staff is now recommending award of a Fourth Amendment to bring the work of Phase 1 (the new Transit Center) to completion and initiate Phase 2 (demolition of old Transit Center and widening of Kingsdale Blvd).
COORDINATION
The Fourth Amendment was prepared by and approved as to form by the City Attorney’s Office.
FISCAL IMPACT
Funding for this agreement and the Redondo Beach Transit Center Project is composed entirely of restricted grant and transportation funds. The funds for this contract amendment are available in the overall project budget and require no additional appropriation.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
1. Fourth Amendment to PAE
2. Fourth Amendment signature page and COI
3. Original Agreement and previous amendments to PAE