City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JANUARY 23, 2024 FROM: PARKS, RECREATION AND COMMUNITY WARD: 3
SERVICES DEPARTMENT
SUBJECT: INCREASE CHANGE ORDER AUTHORITY FROM 10% ($18,450) TO 15% ($27,675.00) INCREASING THE TOTAL CONTRACT AMOUNT TO $212,175 FOR THE CONSTRUCTION AGREEMENT WITH CAMP CONSTRUCTORS, INC. FOR THE JANET GOESKE RESTROOM RENOVATION PROJECT ISSUE:
Authorize an increase in change order authority from 10% ($18,450) to 15% ($27,675) increasing the total not-to-exceed contract amount to $212,175 for the construction agreement with Camp Constructors, Inc. for the Janet Goeske Restroom Renovation Project.
RECOMMENDATION:
That the City Council:
Authorize an increase in change order authority from 10% to 15% in the amount of $27,675, increasing the not-to-exceed total compensation amount to $212,175 for Camp Constructors, Inc. for project changes including, but not limited to, unforeseen conditions or necessary design changes for the Janet Goeske Restroom Renovation Project.
BACKGROUND:
On April 26, 2016, the City Council adopted the 2016-2017 HUD Annual Action Plan and authorized the appropriation of CDBG funds in the amount of $50,000 for the design and construction of renovations to the existing restrooms at the Janet Goeske Senior Center.
On July 2, 2019, the City Council adopted the 2019-2020 HUD Annual Action Plan and authorized the appropriation of CDBG funds in the amount of $70,269 for the design and construction of ADA accessibility improvements throughout ward 3 parks, including modification to park facilities and landscapes to address priority barriers.
On January 29, 2020, The City of Riverside Parks, Recreation and Community Services Department (PRCSD), received informal proposals (RFP# 2171) from various design consultants for the restroom improvements at the Goeske Senior Center. Miller Architects was deemed the lowest responsive bidder and awarded the project for a contracted amount of $16,850.
On August 3, 2021, the City Council approved an amendment to the 2016-2017 HUD Annual Action Plan to allocate an additional $37,500 in unprogrammed CDBG funds to the current Janet Goeske Senior Center Restroom Renovation Project, bringing the total overall project budget to $87,500.
On June 13, 2023, the City Council authorized the allocation of $6,492,000 in Measure Z funding for Parks capital improvement projects including a $105,000 supplemental appropriation for the Goeske Senior Center Restroom Renovation project and one-time funding for ten other partially funded park capital improvement projects. The increase in funding for the projects were necessary due to high inflation experienced over the past few years, increasing the costs of projects.
On October 24, 2023, the City Council awarded Bid No. 7953 to Camp Constructors, Inc., in the amount of $184,500 for the construction of the Janet Goeske Senior Center Restroom Renovation Project.
On December 11, 2023, Camp Constructors, Inc. was issued a Notice to Proceed with the restroom renovation project at the Janet Goeske Senior Center.
DISCUSSION:
The Janet Goeske Senior Center is a heavily used community center that provides recreational programming and contributes to the quality of life for seniors in Riverside. The existing restrooms of this project are a part of the original building that was built in the early 1980s. The men’s and women’s restrooms are over 30 years old and are not compliant with current building codes. The renovations are needed to continue their service and improve the access and overall quality of the facilities.
The change order authority increase is requested to mitigate lead and upgrade the bathroom fixtures to sensor operated. After the award of bid, lead contamination was detected in the ceramic tiles and sinks which requires specialized demolition and mitigation. Additionally, the proposed restroom fixtures are to be upgraded with sensor-operated valves to enhance user accessibility and convenience, conserve water, and reduce contact with fixtures to mitigate the spread of germs and diseases.
Purchasing Resolution No. 23914, Section 1104 (c) states that Change Orders which cumulatively exceed “10% of the original contract price for Contracts and/or Purchase Orders previously approved by the Awarding Entity” will require Awarding Entity Approval.
The Purchasing Manager concurs that the recommendation to increase the change order authorization to 15% of the original agreement amount is in compliance with Purchasing Resolution No. 23914, Section 1104 (c).
STRATEGIC PLAN ALIGNMENT:
The work contributes to the “Arts, Culture and Recreation” priority of the Envision Riverside 2025 Strategic Plan, which aims to provide diverse community experiences and personal enrichment opportunities for people of all ages.
The work contributes to goals 1.3, to improve parks, recreational amenities, open space, and trail development, and fulfill critical lifecycle and facility maintenance needs, and goal 1.4, to prioritize safety at parks, trails, arts, cultural and recreational facilities.
Community Trust –The public is currently able to track the projects progress through the Parks Department’s CIP tracking map located on the City’s website. The community was encouraged to provide comments during the previous City Council meetings indicated above when the HUD Annual Action Plans and Measure Z project portfolios were presented.
Equity – This project was established for the senior and physically limited demographic that utilize this facility to provide updated and barrier free ADA accessible restroom facilities.
Fiscal Responsibility – The purchasing of all services for this project is in accordance with Purchasing Resolution No. 23914. Also, the CDBG grant funding obtained for this project requires no City “match”.
Innovation – This project is addressing the community's needs by enhancing its ability to better accommodate individuals with disabilities who utilize the facility.
Sustainability & Resiliency – This project contributes to repairing of an existing City Senior Center ensuring facilities are maintained for future use and senior programming continues to be accessible.
FISCAL IMPACT:
The total fiscal impact of the action is $9,225. An increase in change order authority from 10% to 15% in the amount of $9,225 is being requested. The new amount will increase the total change order authority from $18,450 to $27,675 and increase the total not to exceed contract amount to $212,175. Sufficient funding is currently available in the existing project accounts to increase the change order authority in the amount of $9,225 to the Camp Constructors, Inc. purchase order. Funds are budgeted and available as indicated in the table below:
Fund
Project
Account
Amount
Grants & Restricted Programs
Janet Goeske Foundation Restroom
9260210 - 440120
$ 61,956.30
9260220 - 440120
$ 70,269.00
Measure Z Capital
9260209 - 440301
$ 79,949.70
Total
$212,175.00
Costs:
Construction Contract Award
$184,500.00
15% Construction Contingency
$27,675.00
TOTAL
$212,175.00
Prepared by: Jordan Maus, Parks Project Manager
Approved by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Janet Goeske Restroom Renovation ● Page 3