City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve an amendment to the existing
Professional Services Agreement with Rollins Construction, Inc. (RCI) which
provides for (1) an increase of $119,750 in compensation and (2) a contract
extension to January 31, 2009 for the Fire Station No. 3 project.
BACKGROUND/DISCUSSION:
On May 5, 2005, the City Council approved a Professional Services Agreement
(Agreement) with RCI for construction management services for the Fire Station No.
3 project. The Agreement was for $309,423 and authorized the Public Works
Director to increase the Agreement by an amount not to exceed 10% (or
$30,942.30), if necessary. The Agreement was executed on August 9, 2005.
Due to a redesign of the station to add a third apparatus bay, construction did not
start until August 7, 2007. During this extended time, RCI expended additional
hours for design development and pre-construction services, and funding was
remaining in the contract. Additionally, RCI experienced a rise in employee costs,
which were permitted in the contract. Therefore, on July 11, 2007, the Public Works
Director authorized a $24,028 change order to RCI’s contract. Currently, the
estimated completion date for the project is the end of January, 2009. The six
month delay in construction has been caused by unforeseen conditions, such as rain
days and quality control issues that have taken time to correct. Based on the
increased construction duration, it is recommended that RCI’s contract amount be
increased by $119,750. The $119,750 is in addition to the previously approved
change order of $24,028. This change order exceeds the Director's administrative
change order authority of 10%.
Date: 07/28/08 Item Number: _A-3__
AGENDA ITEM: Approval of an Amendment to an Existing Professional Services
Agreement with Rollins Consulting, Inc. for Construction Management Services
for the Fire Station No. 3 Project, P-857.
Contact Person/Dept.: Andy O’Connell/PW Phone Number: (310) 253-5606
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Public Notification: RCI on July 15, 2008; Master E-Mail Notification List (07/24/08).
Department Head Approval:
Charles D. Herbertson (07/17/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (07/23/08)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (07/23/08)
City Manager Approval:
Jerry B. Fulwood (07/23/08) City of Culver City, California
City Council Agenda Item Report
In order to provide fiber optic service to the new Fire Station No. 3 site, new fiber
optic cable and conduit will need to be installed that will extend from the intersection
of Overland Avenue and Sawtelle Boulevard to the project site. A portion of the
conduit has been installed from the project site on Bristol Parkway to Slauson
Avenue at the SR 90 Freeway. Since RCI will be at the project site managing Fire
Station No. 3, they have agreed to provide construction management services for
the fiber optic project within the same budget as the contract increase that is
proposed herein.
FISCAL ANALYSIS:
There are sufficient funds in the Fire Station No. 3 capital project budget to
accommodate this increase in RCI’s agreement. Additionally, any unapproved delay
in the project schedule by the Fire Station No. 3 construction contractor will subject
the contractor to $1,000 per day in liquidated damages payable to the City.
ATTACHMENT:
1. July 17, 2008, Rollins Consulting, Inc. proposal.
MOTIONS:
That the City Council:
1. Approve an Amendment to the Existing Professional Services Agreement with
RCI which includes an increase of $119,750 (to a total not-to-exceed amount
of $453,201) and a contract time extension to January 31, 2009 for
Construction Management Services for the Fire Station No. 3 project; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 7/28/08
AGENDA ITEM:
Amend the Existing Contract with Rollins Consulting, Inc.
(RCI) for Construction management Services for the Fire
Station No. 3 Project, P-857
ATTACHMENTS
Pages|109| July 17, 2008, Rollins Consulting, Inc. proposal. 1-2ro
ROLLINS CONSULTING,INC.
July 17, 2008
Mr. Andy O'Connell
Senior Civil Engineer
City of Culver City
9770 Culver Boulevard
Culver City, Ca. 90232-0507
Project: Fire Station No. 3/New Underground Fiber Optic Project
Subject: Add Service Proposal No. 3
Dear Mr. O'Connell,
As discussed, RCI's management agreement expires on July 31, 2008. As you requested, we
herein submit our proposal for an extension of management services for the Fire Station 3
facility. As you are aware, due to inclement weather and various contractor delays, the estimated
completion date is January 31, 2009.
Based upon the above, we propose a fee increase to our contract per the attached fee schedule
(referenced as "Exhibit A") to compensate for the extension of construction management
services for the duration from July 31, 2008 through the date of anticipated construction
completion, punch list and closeout of January 31, 2009.
As a part of this contract extension, we also propose to manage the design and construction for
the new Underground Fiber Optic Project, with estimated 6-month duration for completion. We
understand the new Underground Fiber Optic project consists of the installation of new
underground conduit and fiber optic cable along Playa Street, Hannum and Slauson Avenues,
and ending at 6030 Bristol Parkway. The construction budget for this project is understood to be
$320,000.
It is understood that should completion occur on either project before January 31, 2009, the
remaining contract funds would be utilized to complete the remaining project. Similarly, the City
would realize a cost savings should completion of both projects occur at an earlier date.
If the above proposal is acceptable, please issue an amendment to our original contract in the
amount of $119,750.00 to compensate for the proposed services.
Respectfully submitted,
Nick Rollins
President
CC: Mate Gaspar-City of Culver City, Paul Bilodeau-RCI
Attachments: Exhibit "A", RCI Fee Schedule
Corporate Office: 300 Esplanade Drive, Suite 1550 • Oxnprd, CA 93036 • Phone: 805.981.7600 • Fax: 805.981.7623
Program/Construction Management
www.rollinsconsultinginc.comN.)
CITY OF CULVER CITY
Fire Station No. 3 Facility/ New Underground Fiber Optic Project
RCI - Add Service Proposal No. 3
Fee Schedule
riga
ROLLINS OONSOLTING,INC.
Year 2008 2009
Month August September October November December January
Week Ending 3 10 17 24 31 7 14 21 28 5 12 19 26 2 9 16 23 30 7 14 21 28 4 11 18 25 31
Total
Hours
Rate Totals
Project Manager - Hours/VVk 8 40 40 40 40 40 40 40 40 40 40 40 40 40 528 $125 $ 66,000
*Project Manager - Hours/Wk 30 30 30 30 30 30 30 30 30 30 30 30 30 390 $125 $ 48,750
Reimbursable Expenses: $ 5,000
Is
119,750 **Total Cost:
*Fee schedule reflects assessment of staff hour reduction due to leveling off of administrative documents, expected in November 2008. Includes
travel time for daily visits.
RCI Add Service Proposal No. 3
Exhibit "A"
7/17/2008
Fee Schedule
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