City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve amending the existing professional
services agreement with RTI Consulting Inc. to provide Construction Management
Services for the Fire Station No. 3 Project, P-857.
BACKGROUND/ DISCUSSION:
Due to the tragic death of the original construction manager, the project was
suspended between January 9, 2009 and February 18, 2009. Upon restart of the
work, the original construction management company, RCI Consultants, Inc.
resigned. At that time it was imperative that a replacement construction manager be
hired immediately. Staff decided to hire RTI Consultants, Inc. as the new
construction manager since they were an original proposer for the construction
management of the project; had previous experience with the City; and most
importantly they were available to begin work immediately. In April 2009, the City
Council approved a professional services agreement with RTI Consulting in the
amount of $38,205.
At that time it was expected that work on the Fire Station would be substantially
completed by June 30, 2009 and that the final punch list items would be completed
by July. Unfortunately, it has taken FEI Enterprises, Inc. longer than expected to
bring back the sub-contractors to continue with the work. It is now estimated that
work will be substantially complete by the end of July with punch list items being
completed by the end of August. Additional work for the construction manager that
was not originally contemplated, but is necessary, is the “de-bugging” period. After
the Fire Station is occupied, there will be a period of time that any defect in material
or workmanship may be identified and the proper course of action to repair these
Meeting Date: 06/22/09 Item Number: C-7
AGENDA ITEM: Approval of an Amendment to the Existing Professional
Services Agreement with RTI Consulting, Inc. for Construction Management
Services for the Fire Station No. 3 Project, P-857
Contact Person/Dept.: Andy O’Connell PW/Engr. Phone Number (310) 253-5606
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: []
Public Notification: Master E-Mail Notification List (06/17/09)
Chief Jeff Eastman, Fire Department, by e-mail on (06/17/09)
RTI Consulting verbally on (06/17/09)
Department Approval:
Charles D. Herbertson (06/12/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/17/09)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (06/17/09)
City Manager Approval:
Mark Scott (06/18/09) City of Culver City, California
City Council Agenda Item Report
items will need to be taken. It is estimated that this should not take more than a
month of operation to determine these items. Therefore, staff recommends that RTI
Consultants, Inc. contract be extended to September 30, 2009, at an increased
contract amount for their services of $20,000 (plus an additional amount of $16,000
for a total of $36,000 as described further below).
During the suspension of work, security cameras were installed with a 24-hour
unarmed security guard. It was then determined that it was less expensive to
employ a security guard between 4 PM and 7 AM weekdays and 24-hours on
weekend until the building was secured. Unfortunately it has taken a longer period
of time to complete the installation of all the building’s doors. Also the locking
mechanism installed by the contractor for the doors was a simple plastic key insert
that was considered to be inadequate to lock the doors. City Staff installed new lock
cylinders with City keys. After this was complete the security guard contract was
canceled. The total cost for the security guard during this period was $16,000. In
order to be more efficient in billing for these services, RTI Consultants, Inc. has
agreed to make payment through their contract. Therefore, adding this amount to
the $20,000 mentioned above brings the total contract increase to $36,000, for a
total not-to-exceed amount of $74,205.
FISCAL ANALYSIS:
There are sufficient funds in the Fire Station No. 3 CIP budget (42000857) to
accommodate the cost of amending the RTI Consulting, Inc. agreement.
MOTIONS:
That the City Council:
1. Approve an amendment to the existing professional services agreement with
RTI Consulting, Inc. for Construction Management Services for the Fire Station
No.3 Project for an additional cost of $36,000 (for a new total not-to-exceed
amount of $74,205); and,
2. Authorize the Public Works Director/City Engineer to increase the agreement by
an amount not to exceed $5,000, if necessary; and,
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.