CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: November 15, 2023
To: Honorable Mayor and City Council Members
From: Charles A. Montoya, City Manager
Ernesto Salinas, Deputy Director of Operations
Department: Public Works
Subject: Contract Change Order Approval - Encanto
Community Center Improvement Project (Ward 6)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve Amendment No. 1 to the Professional Services Agreement with Miller Architectural Corporation in the amount of $77,795, for a total contract amount of $256,180 from Encanto Community Center Improvement Project.
Executive Summary
Renovations and expansion modifications are key to restoring the Encanto Community Center to a functional and inviting condition for use by the community and further aid in consideration of the Parks Department relocation opportunity. Public Works staff is requesting the approval of Amendment No. 1 to revise the scope of services to include pool equipment design and modifications to architectural, electrical and structural design to accommodate relocation of the pool chemicals and equipment to the exterior covered CMU enclosure. The modified scope of services is required by the project due to additional services needed to complete the floor plan design. If approved, Amendment No. 1 to the Professional Services Agreement will increase the project cost by $77,795, and authorize a contract change order in the total amount of $256,180 to complete the design phase of the project.
Background
The Encanto Community Center is a 24,660 square foot city-owned facility that was constructed in 1968 to support programs focused on providing physical, educational, vocational, rehabilitative, preventative, and recreational services to the community.
Due to the age and condition of the building, the City decided to construct improvements to the facility to address deferred maintenance needs and redesign existing spaces to allow for the restoration and expansion of recreational services at the facility.
On April 15, 2020, the Mayor and City Council approved the City‘s FY 2020/21 Annual Action Plan associated with the Community Development Block Grant, HOME Investment Partnerships and Emergency Solutions Grant Programs. This included the City receiving a donation from the Estate of Sharell Paramo in the total amount of $2,236,622. The donor designated that the donation be used to support the City of San Bernardino Parks and Recreation Department operations and programming.
On June 24, 2020, the Mayor and City Council approved Resolution No. 2020-128 adopting the City’s Annual Operating Budget for Fiscal Year 2020/21. The budget included Capital Improvement Plan (CIP) PR21-006 project for Encanto Community Center Roof Replacement and established $665,000 in CDBG (Fund No. 119) and $250,000 in Cultural Development Fund (Fund No. 247) for HVAC Replacement.
On January 20, 2021, the Mayor and City Council adopted Resolution No. 2021-01 approving the use of donated funds from the Estate of Sharell Paramo to support a project for the renovation of the Encanto Community Center and approving the award of a Professional Services Agreement with Miller Architectural Corporation for project design services in the amount of $178,385.
Discussion
Following Mayor and City Council approval of a Professional Services Agreement with Miller Architectural Corporation, the firm began designing the improvements to the Encanto Community Center, finalizing the initial design in June of 2021. Over the past year, following staffing changes and the plan to alter the use of the Community Center, the Public Works Department staff met with the Director of Parks, Recreation and Community Services and received recommendation to modify the floor plan design and modifications to the architectural, mechanical, plumbing, electrical and structural design drawings.
Public Works Department staff met with the Miller Architectural Corporation and the Parks, Recreation and Community Services staff and received input on the requested modifications to the Project. The modifications and additional tasks include:
1. Pool design and engineering for removal and relocation of pool chemicals and equipment.
2. Architectural and structural design and engineering for exterior covered CMU enclosure.
3. Revised electrical and plumbing drawing to accommodate relocated electrical and plumbing.
4. Redesign and engineering of the four pool and gymnasium restroom / locker rooms to combine and create two restrooms and add shower accommodations.
5. Enlarge pool office/check-in and added door and check-in window.
6. Remove stage, stairs, and handicap lift at the north end of the gymnasium.
7. Eliminate offices 108, 109 and 110 and increase the size of multipurpose room 111 and add a counter and sink.
8. Increase the size of breakroom 114 and relocate the door.
9. Eliminate Conference room 116 and increase office 115.
10.Increase the size of breakroom 114.
11.Remove the coffee bar in office 119 and add an additional door to the office from the corridor.
12.Revise storage room 130 to open into Multipurpose room 126.
13.Revise counter roll-up door to full height roll-up door at office 131.
14.Revise storage room 133 to office with check-in counter and window.
15.Modify wrought iron fence at pool area to provide required circulation path to pool check-in and exiting.
16.Add pickle ball striping at gymnasium.
17.Addition of electrical outlets at Head Start Preschool side of community center.
18.Revise Head Start Preschool side of community center to include new flooring and paint.
19.Revised architectural, mechanical, plumbing, electrical and structural design drawings to accommodate the revised floor plan design.
20.Resubmittal to B & S and Health Department for review and approval.
21.Revise specifications and bid schedules to accommodate new scope of work.
22.Additional design meetings to review and finalize revised scope of work and drawings.
23.Review and provide value engineering options, alternate bid items and potential phasing plan for construction to accommodate project budget.
24.Add 10 site inspections to be provided during construction phase.
Design and construction of renovations at this center are consistent with the designated use of this funding as completion of the project will support restoration and expansion of Parks Department operations and programming. Miller Architectural Corporation provided a proposal for an amendment to the contract in the amount of $77,795 to complete the requested modifications. In addition to the modifications of the project, approving Amendment No. 1 will also extend the original term of the agreement through the anticipated completion date of December 30, 2024.
Funding for the Project was established in FY 2020/21 Capital Improvement Program (CIP) budget through the Sharell Paramo estate donation (Fund No. 006). The total project cost breakdown is as follows:
Original Construction Contract Amount $178,385.00
Amendment No. 1 Amount $77,795.00
Total Project Professional Services Cost $256,180.00
2021-2025 Strategic Targets and Goals
This project is consistent with Key Target No.1 - Improved Operational and Financial Capacity and Key Target No. 3 - Improved Quality of Life. Renovation of the Encanto Community Center will improve and preserve the existing facility and expand the recreational services available to the overall community.
Fiscal Impact
There is no General Fund impact with this item. Sufficient funding is in the FY 23/24 CIP project budget to support this change order.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Approve Amendment No. 1 to the Professional Services Agreement with Miller Architectural Corporation in the amount of $77,795, for a total contract amount of $256,180 for the Encanto Community Center Improvement Project.
Attachments
Attachment 1 - Amendment No. 1
Attachment 2 - Exhibit A: Miller Architectural Corporation Amendment Letter
Attachment 3 - Professional Services Agreement with Miller Architectural Corporation
Ward:
Sixth Ward
Synopsis of Previous Council Actions:
April 15, 2020 Mayor and City Council approved the City’s FY 2020/21 Annual Action Plan associated with the Community Development Block Grant, HOME Investment Partnerships and Emergency
Solutions Grant Programs.
June 24, 2020 Mayor and City Council adopted Resolution No. 2020-128 approving Capital Improvement Program FY 2020/21.
January 20, 2021 Mayor and City Council adopted Resolution No. 2021-01 approving the use of donated funds from the Estate of Sharrell Paramo to support a project for the renovation of the Encanto Community Center and approving a Professional Services
Agreement with Miller Architectural Corporation for Professional Design Services for Encanto Community Center Improvements Project.