Title
Recommendation to Authorize the City Manager to Execute an Amendment to the Agreement with Griffin Structures, Inc. in the Amount of $484,798 and a 5% Contingency of $24,750 for a Total Amendment Amount of $509,548 and a Total Agreement Not-to-Exceed $1,596,548 for Project and Construction Management of the City Aquatic Center.
In July 2014, City Council by Resolution No. 14955 adopted the Jean Sweeney Open Space Park MND and Mitigation Measures in compliance with California Environmental Quality Act (CEQA). In accordance with Section 15164 of the CEQA Guidelines, an Addendum to the MND has been prepared in the manner required by and as authorized under CEQA. The Addendum and conditions of approval for the planning entitlements incorporate and will require compliance with all applicable mitigation measures from the 2014 MND. Accordingly, the Aquatic Center project does not raise important new issues about potentially significant impacts on the environment that have not been previously disclosed in the MND, and no further environmental review is required. (Recreation 10051400)
Body
To: Honorable Mayor and Members of the City Council
From: Gerry Beaudin, City Manager
EXECUTIVE SUMMARY
The City of Alameda (City) Aquatic Center (Center) will provide critical additional pool space to meet the increasing and unmet community needs for competitive and recreational aquatic programs. Construction of this facility is $40.5 million, pending City Council approval on a related agenda item on this agenda, and includes a City Council approved design with a 30-meter competition pool, a recreational pool, associated building with locker rooms, office space, restrooms, and community room as well as the associated parking lot and amenities to support the Center. Griffin Structures is the project management firm for the Center. This agreement amendment includes scope and funding for Griffin to provide additional construction management for the Center which is necessary due to a change in scope from a design build method to traditional design, bid, build method.
BACKGROUND
On July 18, 2023, City Council approved an agreement with Griffin Structures for project and construction management of the Center (Exhibit 2).
The Center design and construction method initially was intended for development through a Design Build process. However, during project development the construction method shifted from Design build to the traditional Design, Bid, Build process. Traditional project management requires additional project management effort during the construction administration phase. This change was not anticipated in the original proposal from Griffin Structures under the Design Build framework.
DISCUSSION
The additional service request for Griffin Structures (Exhibit 1 scope of work) represents the additional cost to change the scope from part-time Project Manager (85 hours per month) to a full-time Construction Manager (172 hours per month) for the 21-month duration of the project. A full-time construction manager for a project of this scope and scale is standard under the traditional Design, Bid, Build model. Additionally, for the sake of maintaining continuity through the project, Gary Chubb, the current Project Manager since Griffin Structures was engaged, will remain engaged on a part time basis to provide leadership and support to the project team at roughly 20 hours per month.
In the interest of bringing value to the City, Griffin Structures is holding its 2026 rates through May 30, 2028. This reflects savings to the City of roughly $30,000 offered in good faith for the benefit of the project.
Griffin Structures is an expert in the field of municipal Aquatic Center design as well as construction management. The scope of the original contract, key deliverables, and additional construction management are identified below.
Key deliverables include the following:
• Project assessment including initial investigation and identifying/confirming project objectives.
• Standardized communication protocol between relevant parties throughout all aspects of design and construction, including Document management for all project documents through a cloud-based format that is easily accessible to staff.
• Environmental and regulatory coordination for California Environmental Quality Act (CEQA), soil management compliance, and any remediation required.
• Design-build delivery analysis and procurement which includes providing design-build delivery options to City staff, preparing the requests for solicitation and proposals.
• Manage the budget, contractor invoicing and schedule, including a master budget that will track all associated project costs on a rolling basis throughout the project so the City can make well-informed decisions as things inevitably shift. This also includes ongoing value engineering throughout design.
• Manage the design process including the community engagement process with City staff playing a key role in facilitating meetings and conducting outreach.
• Constructability review throughout the design to address issues early in the process.
• Quality assurance during construction of the contractor’s work as well as special inspections.
• Project closeout.
At this time, the Center project is anticipated to be completed in the fourth quarter of 2028 with construction occurring in mid-2026 through 2028.
ALTERNATIVES
• Approve the amended agreement with Griffin Structures, Inc. in an amount not-to-exceed $1,596,548, including 5% contingency for the Center project management services.
• Do not approve the agreement amendment with Griffin Structures. This would impact the effectiveness of the construction management which is directly correlated with managing construction schedule and keeping the project within budget, particularly to minimize the use of contingency funds when feasible.
FINANCIAL IMPACT
The Griffin Structures contract amendment includes the base increase of $484,798 and a 5% contingency of $24,750 for a total amendment of $509,548 and a new contract total not to exceed $1,596,548. Funding is available in the project budget, pending approval of the related Center budget resolution on this same agenda.
|
Contract |
Approval Date |
Authorized Amount |
Expended to date |
|
Original Contract |
7/18/2023 |
$1,077,000 |
$407,002.45 |
|
1st Amendment |
7/7/2026 |
$519,548 |
$0.00 |
|
Total |
|
$1,596,548 |
$407,002.45 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code. This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
In July 2014, City Council by Resolution No. 14955 adopted the Jean Sweeney Open Space Park MND and Mitigation Measures in compliance with California Environmental Quality Act (CEQA). In accordance with Section 15164 of the CEQA Guidelines, an Addendum to the MND has been prepared in the manner required by and as authorized under CEQA. The Addendum and conditions of approval for the planning entitlements incorporate and will require compliance with all applicable mitigation measures from the 2014 MND. Accordingly, the Aquatic Center project does not raise important new issues about potentially significant impacts on the environment that have not been previously disclosed in the MND, and no further environmental review is required.
CLIMATE IMPACT
All buildings associated with the Center will meet a minimum LEED Silver certification pursuant to the City’s building ordinance. With additional funding, there are options that could be explored such as full electrification of the systems with solar or wind energy generation or raising the LEED certification to Gold or Platinum that would reduce the climate impacts of this facility.
RECOMMENDATION
Authorize the City Manager execute an amendment to the agreement with Griffin Structures, Inc. in the amount of $484,798 and a 5% contingency of $24,750 for a total amendment amount of $509,548 and a total agreement not to exceed $1,596,548 for project and construction management of the City Aquatic Center.
Respectfully submitted,
Justin Long, Recreation and Parks Director
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibits:
1. Agreement Amendment
2. Original Agreement