City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends that the City Council:
1) accept the work performed by the contractor, PCN3, Inc., and authorize filing a
Notice of Completion for the Teen Center Remodel Project, P-819. It is also
recommended that retention funds in the amount of $35,511 be released to the
contractor after the thirty-five day lien period.
2) approve a budget amendment to transfer $7,361.56 from the El Marino Park
Ceramics Hut Rehabilitation Project, (P-827) to the P-819 budget.
A four-fifths affirmative vote is required to amend the budget.
BACKGROUND:
On October 10, 2005 the City Council awarded a construction contract to PCN3,
Inc., (PCN3) for the Teen Center Remodel Project, P-819 (Project), in the amount of
$257,619 (Base Bid) and authorized the Public Works Director/City Engineer to
negotiate to accomplish as many of the alternate bid items as possible in order to
expend the entire budget amount. The scope of work consisted of the remodeling of
the existing facility (former Senior Center) in order to enhance its use as a Teen
Center. The proposed remodel included the following elements:
1. Bring the restrooms into ADA compliances.
2. Install new vinyl and carpet tile flooring over existing flooring.
3. Installation of sound attenuation materials to create a Music Room.
Meeting Date: 05/08/06 Item Number: A-7
AGENDA ITEM: Consideration of a Budget Amendment and Acceptance of Work
Performed by PCN3, Inc. and Authorize Filing a Notice of Completion for the Teen
Center Remodel Project, P-819
Contact Person/Dept: John Rivera/PW Phone Number: (310) 253-6423
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: PCN3, Inc. (05/04/06), City Treasurer Crystal Alexander (05/04/06);
Master Notification List (05/04/06)
Department Approvals: Charles D.
Herbertson (04/27/06); William LaPointe
(05/04/06)
CAO Approval: Martin R. Cole for Jerry
B. Fulwood (05/04/06)
City Controller Approval: Marlee Chang
(05/04/06)City of Culver City, California
City Council Agenda Item Report
4. Repair/patch and prepare for painting or coating all wall surfaces.
5. Install doors between the main Multi-Purpose Area and the Game Room;
install a new Emergency Exit from Game Room to building exterior; and,
install new Kitchen pass-through roll-up service window.
6. Install sign at front of building adjacent to Overland Avenue entrance.
7. Provide electrical upgrades/modifications related to Kitchen expansion and
Restroom remodel, and upgrading certain building lighting operations.
8. Remove walls to convert former RSVP Offices into Music Room; expand
Kitchen to incorporate an adjacent office; and, expand restrooms to achieve
ADA compliance.
9. Install Recreation Equipment (sound system and television).
10.Construct partition walls to create a TV Room and secured Storage Room for
tables and chairs.
11.Install safety laminate on interior Game Room windows.
The Fiscal Year 05-06 Capital Improvement Budget includes the Teen Center
Remodel Project, P-819 (Project). The City was awarded a grant in the amount of
$262,500 for the Teen Center Remodel Project from the Murray-Hayden Urban
Parks and Youth Service Grant. The City was required to provide matching funds in
the amount of $112,500 authorized from the General Fund by City Council for total
grant project of $375,000.
Subsequently staff determined the roof of the Teen Center was failing and could
ultimately leak into the Teen Center rooms. The project scope was revised to
include roof improvements and was added to Fiscal Year 05-06 Capital
Improvement Budget and approved by City Council. With the $60,000 for roof
improvements, the total approved project budget was $435,000.
Other actions taken by City Council regarding the Teen Center Remodel Project are
as follows:
1. On May 31, 2005 the City Council authorized a professional services agreement
with Wolcott Architecture - Interiors to provide architectural and construction
management services for the Project.
2. June 13, 2005 the City Council approved the conceptual design plans and
materials for the Project.
3. July 25, 2005 the City Council approved the Final Plans and Specifications and
Authorized for Bids for the Teen Center Remodel Project.City of Culver City, California
City Council Agenda Item Report
4. August 22, 2005 City Council authorized entering into a professional services
agreement with Castlerock Environmental, Inc. to complete necessary
environmental abatement work for the Teen Center Remodel Project.
5. October 24, 2005 City Council authorized a change order to the Castlerock
Environmental, Inc., contract in the amount of $12,250 for additional asbestos
abatement of the Teen Center flooring.
6. December 5, 2005 and subsequently revised on January 30, 2006, City Council
authorized use of Proposition 40 funds for the Teen Center Remodel Project
roofing improvements. At the December 5, 2005 meeting, the City Council
authorized a total allocation of $50,000 ($25,000 for Teen Center Floor
Finishing/Janitor Room Relocation and $25,000 for professional
services/construction contingencies) to the Project; and, authorized the City
Council Subcommittee (Councilmembers Corlin and Gross) to approve project
changes up to the additional $25,000. Subsequently, staff learned that the
proposed flooring work would not be eligible for Proposition 40 Funds and that
the roofing improvements would be considered more favorably by the State.
On January 30, 2006, the Council authorized staff to submit an application for
Proposition 40 per Capita Funds in the amount of $50,000 for the Teen Center
roofing improvements, which would increase to total approved project costs
$485,000.
DISCUSSION:
PCN3 began work on the Project in October 2005 and successfully completed the
work and selected alternate bid items as required in the contract. However, during
the course of construction, unanticipated building conditions and design issues were
encountered. These unanticipated issues resulted in the need for the Public Works
Department to issue thirty-four (34) change orders which have resulted in increased
construction costs of $62,886.86. Attachment No. 1 provides a table describing
each change order and the associated costs. PCN3 successfully completed the
change orders as required.
The unanticipated building conditions and design issues also resulted in the need for
Wolcott Architecture - Interiors (Wolcott) to perform architectural design and
construction management work beyond the anticipated scope of the original project.
These unanticipated issues resulted in increased project design and construction
management costs. The Council approval of the original Wolcott contract on May
31, 2005, authorizes the Public Works Director/City Engineer to increase the
agreement by an amount not to exceed $5,000, for a total of $32,500. However the
scale of the added design and construction management work has resulted in City of Culver City, California
City Council Agenda Item Report
Wolcott requesting an additional $9,482.81 for a revised total of $36,982.81. The
Public Works Director/City Engineer approved the additional $5,000. The remaining
additional amount is $4,482.81. Attachment No. 2 is a copy of the April 19, 2006,
invoice from Wolcott describing their services provided and the associated costs.
Wolcott satisfactorily performed the additional tasks as required.
Wolcott; Park, Recreation and Community Services Department (PR&CS); and,
Public Works Department (PWD) staff conducted construction management on the
Project. Construction inspection services were performed by Building Safety
Division, Fire Prevention, PR&CS, and PWD staffs. The Project inspections have
been completed and accepted.
FISCAL ANALYSIS:
As stated previously, the City received a Murray-Hayden Urban Parks and Youth
Service Grant under the Proposition 12 grant process. The grant is a $262,500
reimbursement grant, with an additional $112,500 in City matching funds. The City
has allocated funds in the Capital Improvement Program (CIP) Budget as the Teen
Center Remodel Project P-819, Accounts No. 41900819 and No. 42300819. The
original total Project allocation was $375,000.
The City Council subsequently revised the project scope to include $60,000 for roof
improvements and added the funds to the Fiscal Year 05-06 Capital Improvement
Budget. With the addition of roof improvements, the total approved Project budget
was $435,000.
On December 5, 2005 and subsequently revised on January 30, 2006, the City
Council authorized use of $50,000 of Proposition 40 funds for the Project roofing
improvements. With the addition of Proposition 40 roof improvements the total
approved Project budget was $485,000.
Funding Description Amount of Funding
Murray-Hayden Urban Parks Grant $262,500
General Fund Grant Matching Funds $112,500
General Fund Capital Improvement Funds $60,000
Prop. 40 Per Capita Funds $50,000
TOTAL PROJECT Funds: $485,000
The City Council awarded the contract to PCN3 in the amount of $257,619 (Base
Bid) and authorized the Public Works Director/City Engineer to negotiate to
accomplish as many of the alternate bid items as possibly in order to expend the City of Culver City, California
City Council Agenda Item Report
complete project amount. Three alternate bid items were accomplished (A2 Kitchen
Windows; A6 New Ceiling Tiles; and, A9 Retro-Fit Lighting Ballast) totaling $34,600.
As a result of unanticipated building conditions, and design issues the Public Works
Department issued thirty-four (34) change orders which have resulted in increased
construction costs of $62,296.96. The revised total PCN3 charges for the Project,
including Base Bid, alternate bid items and change orders is $354,515.96.
Wolcott’s original contract to prepare the construction plans and specifications for
the Project and provide construction management was $27,500. The City Council’s
approval of the Wolcott contract also authorizes the Public Works Director/City
Engineer to increase the agreement by an amount not to exceed $5,000, for a total
of $32,500. However the scale of the added design and construction management
work has resulted in Wolcott requesting an additional $9,482.81 for a revised total of
$36,982.81.
REVISED Project Costs Amount
Base Bid $257,619.00
Alternate Bid items $34,600.00
Change Orders $62,296.96
Wolcott A-I Design/Construction
Management
$36,982.81
Moving/Storage Furnish. $2,235.00
Signage $2,763.00
Recreation Equipment $26,634.79
Roof Rehabilitation $56,980.00
Asbestos Abatement – Change
Order
$12,250.00
Sub-Total Project Costs $492,361.56
Total Project Funds $485,000.00
Sub-Total Project Costs ($492,361.56)
TOTAL PROJECT DEFICIT ($7,361.56)
As a result of the Project change orders there is a budget deficit. Therefore, in order
to sufficiently fund the final project cost, there needs to be a transfer of $7,361.56
from another funding source. The PR&CS Director has advised PWD that there is
currently $7,361.56 in unexpended funds in the El Marino Park Ceramics Hut
Rehabilitation Project, (P-827) that can be used on this project (a reduction in the
scope of the Ceramics Hut Project is being proposed for the FY 06/07 budget). Staff
recommends that the City Council approve a budget amendment to transfer
$7,361.56 to the project budget. A 4/5
ths
vote is required to approve the budget
amendment.City of Culver City, California
City Council Agenda Item Report
The grant requires that all construction be complete and reimbursement paperwork
finalized no later than June 30, 2009.
Asbestos remediation work in the interior remodel area and roof cost $46,787.50, of
which $34,537.50 was funded by P-132, Building Repairs project funds (#42000132)
and $12,250 by Project funds.
Maintenance and operational costs for the Teen Center in fiscal year 05/06 are
estimated to total about $11,000 and are not anticipated to increase as a result of
the remodeling project.
ATTACHMENTS:
1. April 25, 2006, PCN3, Inc. Change Order Table.
2. April 19, 2006, Wolcott Architecture – Interiors invoice.
3. Teen Center Space Plan & Room Legend.
MOTIONS:
That the City Council:
1) Accept the work performed by the contractor, PCN3, Inc., for the Teen Center
Remodel Project, P-819 as complete;
2) Authorize the Public Works Director and City Engineer to sign and submit a
Notice of Completion form to the Los Angeles County Recorder’s Office;
3) Authorize the release of $35,511 to PCN3, Inc., following the 35-day lien period;
4) Authorize an additional payment to Wolcott Architecture - Interior of $4.482.81;
and
5) Authorize a budget amendment to appropriate El Marino Park Ceramics Hut
Rehabilitation Project, (P-827) funds in the amount of $7,361.56 to the Project
and transfer $7,361.56 to project expenditure line item 42300819.720100 Teen
Center Remodel Project.
A 4/5
ths
vote is required to approve the budget amendment.
MEETING DATE 05/08106
AGENDA ITEM Consideration of a Budget Amendment and
Acceptance of Work Performed by PCN3, Inc
and Authorize Filing a Notice of Completion for
the Teen Center Remodel Project, P-819
ATTACHMENTS|109| April 25, 2006, PCN3, Inc Change Order Table|109| April 19, 2006, Wolcott Architecture — Interiors
Invoice
Paws
1 - 2
3 — 8|109| Teen Center Space Plan & Room Legend
9-10TEEN CENTER REMODEL
PCN3 CHANGE ORDERS
PROJECT P-819
No Description Cost Date Approved
1 Removal of cabinet in room 123 salvaging cabinet in room 124
and 116 removal of 50 If of soffit In rooms 109 and 110
(RFI#24)
_ .
$792 89 11/17/2005
2 Deduction for asbestos contractor prior removal of restroom tile
walls/floors and fixtures (RFI#25) ($1 736 50) 11/17/2005
3 Remove existing drinking fountain and patch return grills in bnck
wall at restroom entrances (RFI#32) $24696 2/27/2006
4 Revise locatIOn of new emergency exit in room 105 and
construct ADA ramp with handrails (RFI#36) $4 312 00 1/11/2006|1010|,
InstallatiOn of c*Wall on west wall of room 108 (24'X 12')
(Rri#28) $70600 11/17/2005
6 Provide drywalipiling above west interior entryway (RFI#30) $3,375 00 . 11/17/2005
7 Change thicknriSS of metal-studs used throughout project from
2-518" to 3-5/8" to provide add clearances (RFI#33) $1,000 00 12/12/2005
8 Change finish flooring in rooms 101 105 and 108 from
Linoleum to stained concrete (RFI#341 $17 698 50
_
12/5/2005 ,
9 Replace drywall rernoved by asbestos contractor on extenor of
rooms 103 and 104 (RF1#381 $610 00 11/17/2005
10 Remove ceiling tfies, lights and ductwork in room 111
installation of lighting and switchs (fixtures Wind ) and drywall
ceiling - l#39 9 $2,995 25 12/12/2005
11 Remove/replica electrical conduit exposed by demo of
freestanding cabinetwith 2 new floor boxes w/covered outlets
(RFI#39 6) Also deni,/replace conduit w/floor box at north wall
'of room 108 exposed* demo of bookshelves $2 700 00 2/27/2006
12 Remove wood paneling on wdenor of room 126 adjacent to
west entry and replace with drywall Also remove carpeting
from room 124 (tF1039
3))
$186 00 12/12/2006
13 Remove acoustical tile soffit from above rooms 101 and 104
and replace with drywall/framing (RFI#39 2) $1,483 00 12112/2006
14 Relocate ceiling lights in room 110 due to wall new wall being
constructed $766 94 11/17/2005
15 Relocate tanitors Sink from room 119 to room 113 $2,807 68 12/12/2006
16 install attic access in room 110 $41296 12112/2005
17 Install fights/switches for attic access in rooms 110, 111 112
and 122 $2,359 80 12/12/2005
18 Install 3 electrical outlets on counter of 111
$1 415 88 12/12/2005
19 Install wood trim around 3 door frames along south side of
rooms 105 (1) and 108 (2) $69383 _ 12/12/2005
-, - — $000 12/12/2005
21 Engin - umbing Permit .Mechanical
_ $1,769 85 12/12/2005
22 Structural Enginee ! omen's Restroom-new door $1 887 84 12/12/2005
23 Structural reinforcement around door opening to Women's
Restroom $2 445 93 2/6/2006
24 Capping doorway from eiectncal room (former janitor room) to
Women's Restroom ,
$82800 2/6/2006
25 Replace bad electronic balast in 11 fluorescent light fixtures in
Multi-purpose Room not covered as a part of Bid Alt #9 $1 265 00 216/2006
26 Provide 5 new light switches on 8-circuits in Multi-purpose
Room $4,370 00 4/21/2008
Revised 04-25-06
1TEEN CENTER REMODEL
PON3 CHANGE ORDERS
PROJECT P-819
27 Furring out wail in Women s Restroom and modify the rough-in
light switches $11500 4/21/2006
28 Repaint walls to be accent walls in Rooms 105 108 109 and
123, plus doors and door frames $3 061 26 4/21/2006
29 Replace broken glass Room 108 IQ patio, Install MDF in Room
110 and chance type of outlet covers $1,003 89 4/21/2006
30 Window Blkida- Classroom 1 $1,700 00 2/2/2006
31 Eliminate RiBcitkm Desk from project scope
41,30( 00)
417/2006
32 Knee uards w/ plumbing boots _Replace 0400 OCIL 4/21/2006
33 Install Type K Fire F.xtingusher sign for main door and cap
interior fire lose connection $71500 4121/2006
34 install exit/emergency lighting to meet Electrical & Fire
Inspectors requirements _
_
$2,800 00
4/21/2006
I TOTAL $41380 a
Revised 04-25-06|1010|2.February 28 2006
Architecture • Interiors
To
John Rivera
City of Culver City
---9770-Oulver-Boulevand
-
P0 Box 507
Culver City, CA 90232
RE
Culver City Teen Center Remodel
4153 Overland Ave
Culver City CA 90230
WORK AUTHORIZATION NO
Wolcott Architecture • Interiors agrees to perform the following work
Tenant Teen Center Remodel
U S F 9,020 USF
Project No 05-196-100
WAI Fee Lump Sum $9,482 81
Authorized Services (denoted by *X")
Budding Standards (hourly)
S F Calculations
Project Meetings
Marketing Plans
Public Areas
Pricing Plans
Tenant Standards (as noted)
Space Plan (architectural only)
Construction Documents
Plan Check/Permit (hourly)
X Over Standard (see remarks and back up spreadsheet)
Remarks
WAI has preformed the following tasks that are considered supplemental services and not part of the
approved contract work
1 Additional client meetings to pre present the design concepts
2 Additional scope added to Construction Documents as alternates cost that were not outlined in the
original scope (le fire suppression system upgrade AN infrastructure site work due to exterior door,
ceiling work in kitchen to expose existing windows and extension of work area into back offices
3 Reformatted and revised Construction Documents to accommodate City of Culver City title block on
mylar after the set was complete
3859 Cardiff Avenue Culver City California 90232 Tel 310-204-2290 Fax 310 838-6109 Email design@wolcoftai corn
41k--mmomilinsfr
"1"1/11111"1111M irk ill=77o 1
Culver City Teen Center Remodel
February 28 2006
Page Two
Wolcott
Architecture Interiors
4 Reprinted and coordinated with General Contractor's to allow for additional bidders and extension of
bid process
5 Due to unknown field conditions and schedule extension of eight weeks, WAI conducted additional
Construction Administration including numerous site visits the coordination of RFl responses (1-40),
Additional Change Order (1 27) review due to scope changes and held issues Due to schedule and lead
_time issuesT-WAI reviewed addittonaFsubmittatcprriPC19:r & -elattic -hii— ci-SK 4- 6 & 7
6 uoordinated flooring research for new finis/led concrete finishes Revised pattern and colors See
attached floor finish plan (Sheet A2 4)
7. Coordinated-14e . =.4 :m=reAciesigrAnclutling-revi
and SK-11
8 Relocation I design of utility sink See attached 5K-8
9 Structural Engineer coordination and follow up See attached Invoice
10 Coordinated reselections of accent paint colors due to floonng change and represented to staff and
sub-committee members
11 Reimbursable expenses including prints and plots for bidders and Design Presentation board See
attached back up
Work Authorization No 1 is subject to Terms and Conditions as stated in Wolcott/City of Culver City
Approved Contract - Contract Number 2005 091, dated July 28, 2005
- z F.; z
Submitted by
Authorized by
Date
Amanda Kaleps
Amanda Kaleps
John Rivera
Wolcott Architecture • Interiors
3859 Cardiff Avenue
Culver City, California 90232
Tel 310 204 2290
Fax 310 838 6109
Email awildere wolcottai corn
cc A-J Wilder
Jim Stefanucci
Nkspot‘in_progress105 196 Culver City Teen Center\Documentskl 5 Project Auth‘Work Authonzationl
022806 doc
3859 Cardiff Avenue Culver City California 90232 Tel 4ip.204.2290 Fax. 310 838 6109 Email glesign@wo/cotteLoom
4Teen Center Remodel
Over Standard Work Preformed
(Refer to Work Authorization No 1 for further description of services preformed )
item # Date of Service Service Preformed Service Preformed by Hours L
-n
HD rly Rate Totals
1 06 08 05 Meeting with Sub-committee Joe Camp -Job Captain 2 . $8500 $17000
1 06 08 05 Meetmwith Sub-committee Amanda Kaleps-Senior Prowl Manager 2 $13000 $26000
2 05 18 05 Plan revisions / alternates Joe Campi -Job Captain 15 1 $8500 $1,275 00
2 05 18 05 Plan revisions / alternates Amanda kaleps-Senior Pr_olect Manager 2 . '13000 $26000
3 07 28 05 Title Block -See note #3 Joe Campi Job Captain 3|1010|$8500 $25500
3 07 28 05 Title Block See note #3 Amanda Kaleps Senior Project Manager 1 1 130 00
-I
$130 00
4 09 01 05 .
Bid extension/ Contractor Walk L Joe Campi -Job Captain 8
i
85 00
_
$680 00
5 11/05 -02/15
' Extended Schedule by 8 weeks I
Unknown field conditions Joe Cam_pi -Job Captain 31 00 $2 635 00
-,-
5 11/05 02/15 ,
Extended Schedule / Unknown
field conditions
_ _
Amanda Kaleps-Senior Project Manager 5
.
' 130 00 $650 00|1010|
11/05- 02/15 flooring redesign / reselectiOn
.
Joe Campi -Job Captain
,
10
_
, 00
7 11/05 02/15
_
Restroom Tile re-design
e Joe Camp, -Job Captain 5
V
00 $42500
8 11/05 02/15 Relocation of Utility Sink Joe Camp! -Job Captain 5
,
00 $425.00
9 11/05 02/15 Structural Engineer Consultation Sam Moon 1
.L.
$'00 00 $30000
10 11/05 - 02/15 ,Colors
Reselection of Accent Paint
Joe Campi Job Captain 4
_L, 00 $34000Teen Center Remodel
Over Standard Work Preformed
(Refer to Work Authorization No 1 for further description of services preformed )
i
Item # Gate of Service Service Preformed Service Preformed b Hours ouriy Rate Totals
Ell
11/05 02/15 Reimbursable expense
WAI
1111
$927 81 $527 81
1111111
N
111 1
$9 482 81MISCELLANEOUS EXPENSES
Mileage Joe Camp 9 Nov-05 $3 17
Joe Campi 12/1/2005 $7 92
Joe Carnpi 2/9/2006 $6 34
United Express_Messenger 8/30/2005- —$2_340 United Express Messenger 12/612005 $10 18
—Faxes - 9 © $1-00 — ---S9-0
Copies - 1121 @$ 10 $11210
Bond Prints - 164 @ $4 00 $656 00
Total $827 81
Wolcott
Architecture interiors
1Invoice Moon & Associates, Inc
12304 Santa Monica Blvd Ste 222
Los Angeles, CA 90025
Invoice # Data
11/21/2005 4
R
EC E
l
v
ki 9
2005
------gcruFtwirrremoRs---
BID To
Wolcott Al
Ma Soo Campi.
•
City, CA 90232
P 0 No Terms Project
Quantity
_.- I
Description
i Rats Amount
1 Prelimbaary site inspection on 10/27/05 of as-built brick wall to accommodate the
proposed opening of C.C. Teen Center 2 hrs x $150/hr- Culver City Teen Center
300 00 300 00
VI••n••n•nn.n•n•"".....
-
Thank you for your busmen Payment due 1224-05
. *
--,
Total $30000i
C
03
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o
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CDih
ROOM LEGEND
101
102
163
104
105
ENTRY
Homeroom< ROOM
emsnm OFFICE
COSTING OFFICE
CAME ROOM
178
117
116
119
120
EXISTING OFFICE
MENS RESTROOIA
WOMENS RESTROOM
EXISTING untffy ROOM (4IC)
EQUIP/MECHANKAL ROOM (NIC)
106 orna (NC) 121 EXISTING Pm 0,90
107 EXISTING PATIO (NIC) 122 BACK ENTERANCE
108 MUCff—PURPOSE ROOM
123 MUSIC ROOM
109 TELEASION ROOM
124 CONFERENCE ROOM
110 =RAGE
125 EXISTING HALLWAY (41C)
111 KIT PREP/SERVING ROOM
126 EXISTING ofra (ric)
112 KITCHEN 0410
127 EXISTING OFFICE NC
113 STORAGE (NIC)
128 EXISTING orna hic
i
114
115
OFFICE/STORAGE (NIC)
EXISTING OFFICE
129 exlsmo onlcE NIC
Architecture • interiors
3059 Cord* Maw 0.6or City CeOcoee 90232
Tel 310.204.2290 Fec 310436.6109
Deck desicrOwelcottat.com