Title
Recommendation to Amend a Contract with Brown Reynolds Watford Architects to Provide Professional Services for Design and Contract Management to Extend the Term Until January 31, 2017 for the Emergency Operations Center (EOC) and Until December 31, 2016 for Fire Station 3 (FS3). (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Amend a Contract to Extend the Term to Brown Reynolds Watford Architects to Provide Professional Services for Design and Contract Management Until January 31, 2017 for the Emergency Operations Center and Until December 31, 2016 for Fire Station 3.
BACKGROUND
On October 15, 2013, the City Council awarded a contract in the amount of $291,000, including contingencies, to Brown Reynolds Watford Architects (BRW) to provide professional services for design, construction documents, and contract management for the Emergency Operations Center (EOC). It was determined at that time the EOC could proceed ahead of Fire Station 3. On September 1, 2015, the City Council approved a contract amendment, extending the term of the agreement to June 30, 2016.
On June 3, 2014, the City Council awarded a contract in the amount of $431,200, including contingencies, to BRW to provide professional services for design, construction documents, and contract management for Fire Station 3.
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 term of the contract with BRW for Fire Station 3 to December 31, 2016 and for the EOC to January 31, 2017. There is no additional money being requested. BRW’s continuation of this work will ensure management continuity based upon their knowledge of the project.
DISCUSSION
The City Council approved the plans and specifications for the EOC on September 2, 2014 and for Fire Station 3 on March 3, 2015. On May 19, 2015, a construction contract was awarded to Alten Construction for the EOC and Fire Station 3.
BRW is actively providing contract management during the construction phase of both projects by reviewing submittals, answering Request for Information, and attending weekly meetings. The term of BRW’s agreements for the EOC and Fire Station 3 professional services have expired. Staff recommends extending the term of BRW’s agreement for the EOC to January 31, 2017 and for Fire Station 3 to December 31, 2016. The projects are anticipated to be substantially complete by November 30, 2016. Installation of the communications infrastructure in the EOC is scheduled to occur during the month of December 2016.
FINANCIAL IMPACT
This is an extension of the contract term only. The project is budgeted in the Capital Improvement Program using monies allocated to the Emergency Response Center/Fire Station 3 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 a contract to extend the term to Brown Reynolds Watford Architects to provide professional services for design and contract management until January 31, 2017 for the Emergency Operations Center and until December 31, 2016 for Fire Station 3.
Respectfully submitted,
Robert G. Haun, Public Works Director
By,
Flavio Barrantes, Project Manager III
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Contract for EOC
2. First Amendment for EOC
3. Contract for Fire Station 3
4. Second Amendment for EOC
5. First Amendment for Fire Station 3