Title
Recommendation to Amend the Term of the Contract for Brown Reynolds Watford (BRW) Architects to Provide Professional Services for the Design, Construction Documents, and Contract Management for the Emergency Operations Center/Fire Station 3. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: Elizabeth D. Warmerdam, Interim City Manager
Re: Recommendation to Amend the Term of the Contract for Brown Reynolds Watford Architects to Provide Professional Services for the Design, Construction Documents, and Contract Management for the Emergency Operations Center/Fire Station #3
BACKGROUND
On June 11, 2013, the City Council approved the use of $600,000, in set aside funding, for the design, bidding, and project management activities necessary to build the Emergency Operations Center (EOC). On October 15, 2013, the City Council authorized sole source procurement and awarded a contract in the amount of $291,000, including contingencies, to Brown Reynolds Watford Architects (BRW) to provide professional services for the design, construction documents, and contract management for the EOC.
On January 27, 2014, the Planning Board held a public hearing to review the proposed site plan and architectural elevations for the EOC. At the meeting, the Planning Board approved the Design Review application (PB-14-04) with a condition that the driveway be modified slightly and a condition that the architectural design be revised and returned to the Planning Board for final approval. On March 27, 2014, the Planning Board held a public hearing and approved the proposed architectural and site plan modifications for the EOC building that were asked for at the January 27, 2014 meeting.
BRW has performed the work identified in their initial contract and provided the expected deliverables on time and within budget. They are a reliable, responsive, and competent consultant. Therefore, staff recommends extending the contract with BRW to June 30, 2016. BRW’s continuation of this work will insure project continuity and appropriate project management based upon their knowledge of the feasibility study.
DISCUSSION
On September 2, 2014, the City Council adopted plans and specifications and authorized a call for bids for the construction of the EOC. On September 3, 2014, the bid invitations were issued to the three prequalified contractors with bids due on September 17, 2014. On September 19, 2014, Public Works received a bid protest from Alten Construction. After following the process of the bid protest the Public Works Department decided to reject all bids and to combine the EOC project with Fire Station No. 3 (FS#3).
On March 3, 2015 the City Council adopted plans and specification for the EOC/FS#3. On May 19, 2015, a construction contract was awarded to Alten Construction for the EOC/FS#3.
BRW is actively providing contract management during the construction phase of the project by reviewing submittals, answering Request for Information, and attending weekly meetings. The term of BRW’s agreement for the EOC/FS#3 professional services ended June 30, 2015. Staff recommends extending the term of BRW’s agreement to June 30, 2016, which is when construction is expected to be completed.
FINANCIAL IMPACT
The project is budgeted in the Capital Improvement Program using monies allocated to the Emergency Response Center Fund (Fund 319). There is no impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt under the CEQA Guidelines Section 15301(c), Existing Facilities.
RECOMMENDATION
Amend the term of the contract for Brown Reynolds Watford Architects to provide professional services for the design, construction documents, and contract management for the Emergency Operations Center/Fire Station #3.
Respectfully submitted,
Liam Garland, Acting Public Works Director
By,
Flavio Barrantes, Project Manager III
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. BRW Contract Amendment
2. Original BRW Contract