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CC- CONSENT ITEM: (1) Approval of an Amendment to the Existing Professional Services Agreement with KOA Corporation, in an Amount Not-to-Exceed $15,750 for Additional Construction Management Services on City Owned Property at 3900 Sepulveda Boulevard, and (2) Approval of an Amendment to the Existing Professional Services Agreement with Blue Line, Inc. in an Amount Not-to-Exceed $5,300 for Additional Plumbing Services at 3900 Sepulveda Boulevard.
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Meeting Date: October 23, 2023
Contact Person/Dept: Elaine Warner / Office of Economic and Cultural Development
Tevis Barnes/ Housing and Human Services Department
Phone Number: (310) 253 - 5777
(310) 253 -5782
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (10/18/2023)
Department Approval: Jesse Mays, Assistant City Manager (10/12/2023)
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RECOMMENDATION
Staff recommends the City Council (1) approve an amendment to the existing professional services agreement with KOA Corporation in an amount not-to-exceed $15,750 for additional construction management services on City owned property at 3900 Sepulveda Boulevard, and (2) approve an amendment to the existing professional services agreement with Blue Line, Inc. in an amount not-to-exceed $5,300 for additional plumbing services on City owned property at 3900 Sepulveda Boulevard.
BACKGROUND
The City of Culver City acquired one- and two-story motel structures, at 3868 Sepulveda Blvd. (Deano’s Motel), and an adjoining facility at 3900 Sepulveda Blvd. (Sunburst Spa and Suites), both located in the City of Culver City, for reuse as interim and permanent supportive housing as part of Project Homekey. Construction began in October 2022, and KOA has been actively involved in the oversight of the project, supervising, and verifying the work of the contractor, sub-contractors, and project schedule. The construction timeline was extended on numerous occasions to account for unforeseen conditions as well as enhancements to the project. Two amendments to KOA’s agreement were executed in February and August 2023 to provide additional services relative to the extensions. As the project was nearing completion, the existing boiler at the 3900 Sepulveda failed to function properly. Given the age of the model and energy required for operation, it was determined that replacement of the unit, rather than repair, would be the most cost effective and least disruptive alternative for the project.
DISCUSSION
The boiler replacement was not included in the original project scope of work provided by general contractor and has been coordinated by KOA directly on behalf of the City. The replacement process has required additional construction management oversight by KOA relative to bidding, job walks, equipment procurement, plan development and inspection coordination. This anticipated cost of $15,750 was not accounted for in the last amendment; however, hourly rates will remain consistent with the initial agreement.
The City also directly engaged Blue Line, Inc to facilitate the boiler base construction, unit placement and connection to existing plumbing via an administrative agreement. Per manufacturer inspection, the boiler installation required further platform, electrical and venting work that were not included in the original agreement of $49,800. An amendment of $5,300 is required to complete the full installation.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2023-2024 includes sufficient funding in CIP PF035 (Permanent Housing - Sunburst) and Account No. 10135600.619830 (Permanent Housing Homekey - Other Contractual Services Unhoused) that can be allocated to fund the amended KOA and Blue Line, Inc. agreements. The total KOA contract amount to date, including the proposed amendment, will be $1,022,630 which includes all construction services since July 2022. The total Blue Line contract amount to date, including the proposed amendment, will be $55,100.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve an amendment to the existing professional services agreement with KOA Corporation, (KOA) in an amount not-to-exceed $15,750 for additional construction management services on City owned property at 3900 Sepulveda Boulevard; and,
2. Approve an amendment to the existing professional services agreement with Blue Line, Inc. in an amount not-to-exceed $5,300 for additional construction management services on City owned property at 3900 Sepulveda Boulevard;
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.