HomeMy WebLinkAbout2021-05-25 - AGENDA REPORTS - C4 PROJ F3020 CONST CONTR (2)O
Agenda Item: 6
P
CITY OF SANTA CLARITA AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:1
DATE: May 25, 2021
SUBJECT: CANYON COUNTRY COMMUNITY CENTER - PHASE 11,
PROJECT F3020 - APPROVE CONSTRUCTION SUPPORT
CONTRACT AMENDMENTS
DEPARTMENT: Public Works
PRESENTER: Damon Letz
RECOMMENDED ACTION
City Council:
Extend the current contract and authorize an increased expenditure authority for architectural
design and construction support services for Canyon Country Community Center - Phase II,
Project F3020, with Gonzalez Goodale Architects in the amount of $110,565 and authorize a
contingency in the amount of $11,056, for a total additional contract amount of $121,621.
2. Extend the current contract and authorize an increased expenditure authority for civil
engineering, surveying services, and construction support for Canyon Country Community
Center - Phase II, Project F3020, with Michael Baker International in the amount of
$76,401and authorize a contingency in the amount of $7,640, for a total additional contract
amount of $84,041.
3. Extend the current contract and authorize an increased expenditure authority for construction
management services for Canyon Country Community Center - Phase II, Project F3020, with
Griffin Structures Inc. in the amount of $93,000 and authorize a contingency in the amount
of $9,300, for a total additional contract amount of $102,300.
4. Extend the current contract and authorize an increased expenditure authority for LEED
Building Envelope Commissioning services for Canyon Country Community Center - Phase
II, Project F3020, with P2S Cx in the amount of $11,000 and authorize a contingency in the
amount of $1,100, for a total additional contract amount of $12,100.
5. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
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BACKGROUND
On June 28, 2016, following a public engagement process, the City Council approved the
Conceptual Master Plan for the Canyon Country Community Center (C4) project. The plan
includes the construction of a 25,000-square-foot community center, plaza and courtyards,
parking, walkways, landscaping, and street improvements. The plan also includes improvements
to the Mint Canyon Channel and storm drains. The total improved area of the project, including
channel improvements, is approximately nine acres. This project supports the Building and
Creating Community theme of the City of Santa Clarita's (City) five-year strategic plan, Santa
Clarita 2025.
The City Council awarded architectural design and civil engineering contracts for the project in
August and December 2016, respectively. In addition, a Mitigated Negative Declaration was
approved and certified at the July 11, 2017, City Council meeting, satisfying the California
Environmental Quality Act.
The C4 project is divided into three phases:
Phase I is complete and included rough grading of the site, improvements to the Mint
Canyon Channel and storm drains, and a stormwater infiltration system.
Phase II is currently under construction and includes the community center building,
parking lots, walkways, courtyards and plazas, play area, outdoor basketball court,
landscaping, and the Gateway Plaza at the corner of Sierra Highway and Soledad Canyon
Road.
• Phase III is complete and included off -site street improvements on Soledad Canyon
Road, Sierra Highway, Dolan Way, and Solamint Road.
The C4-Phase II project has incurred several design changes during construction, which will
result in an improved overall project. These changes include items such as the installation of
ultraviolet (UV) lights in the HVAC system to improve air quality to the building and the
addition of two flag poles to provide a total of three poles to display the National, State, and City
flags. Additionally, upsized trees have been added to screen the high wall on the northern
portion of the site, and lights have been added to the open turf area to allow for informal
nighttime recreational play.
Contracts for several project support firms need to be amended to account for the added design
and construction observation services to complete the project. Funding for these recommended
support contract increases is available in the current project budget previously appropriated by
the City Council. There is no increase in the project budget with these items.
Architectural Construction Design and Suport Services
The City Council amended the architectural and landscape design services contract for a total
amount not to exceed $1,524,132 to Gonzalez Goodale Architects (GGA) at its December 10,
2019, meeting. GGA was selected through a Request For Proposal (RFP) process and is the
architect of record for the C4 project.
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Design changes requested of GGA include revising the location and number of flag poles, which
includes electrical modification and landscape adjustments, modifications to the monument sign,
adding UVC lights to the HVAC system, and designing the open turf lighting system.
To accommodate design changes and provide appropriate construction support throughout the
C4-Phase II construction period, it is recommended that the existing contract amount with GGA
be increased by $110,565, including a $11,056 contingency, for a total contract increase amount
of $121,621. This increase will address design changes and allow GGA to provide construction
support through the end of the project.
Civil Engineering and Surveying Services
The City Council amended the civil design and environmental document services contract for a
total amount not to exceed $919,171 to Michael Baker International (MBI) at its July 14, 2020,
meeting. MBI was selected through an RFP process and has been the civil engineering firm
utilized during the design and construction of the C4-Phase II project.
Throughout the construction of the project, several civil engineering design modifications were
necessary to complete the project. These include new light pole footings for the open turf area
lights, modifying a retaining wall fence near the Mint Canyon Channel, designing a retaining
wall on the east property line, modifications to the playground drainage system and reducing the
size of the light pole footings near the Mercado parking lot.
To allow for added design, survey services, and construction support, it is recommended that the
City Council increase the current MBI contract by $76,401 including a $7,640 contingency, for a
total contract increase amount of $84,041. This contract increase will allow the civil engineering
consultant to remain with the project to provide necessary design, construction support, and
surveying services through the end of the project.
Construction Management Services
The City Council awarded a construction management services contract to Griffin Structures Inc.
(Griffin) in the amount of $1,575,200 at its December 11, 2018, meeting. Griffin has provided
plan constructability review and construction management services for each of the three phases
of the project.
The construction schedule for the project has been extended as a result of material procurement
and manufacturing delays associated with the pandemic. Staff recommends adding
approximately two months to the contract term for construction management services.
To maintain project management continuity and to provide on -site quality control inspection
through the end of the project, it is recommended that the City Council increase the current
contract by $93,000, including a contingency amount of $9,300, for a total contract increase of
$102,300. This contract amendment will allow continuous construction management through the
end of the project.
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LEED Building Commissioning
In January 2020, the City entered into a contract with P2S Cx for building envelop
commissioning services in the amount of $46,500 to provide submittal review and construction
observation reporting to ensure the new community center building meets the Silver Certification
level required of the project specifications.
To continue P2S Cx services through the end of the project, it is recommended that the City
Council increase the current contract amount by $11,000, including a contingency amount of
$1,100 for a total contract increase of $12,100.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds are available in expenditure accounts F3020305-5161.001 (Quimby Fund) and
F3020723-5161.001 (Facilities Fund) to support the recommended actions.
ATTACHMENTS
Location Map
Additional Services Proposal for GGA (available in the City Clerk's Reading File)
Additional Services Proposal for Michael Baker International (available in the City Clerk's
Reading File)
Additional Services Proposal for Griffin Structures Inc. (available in the City Clerk's Reading
File)
Additional Services Proposal for P2S Cx (available in the City Clerk's Reading File)
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04/28/2021
Wayne Weber
Parks Planning Manager
City of Santa Clarita
via email wweber@santa-clarita.com
Subject: A/E Added Scope (Revised)
Dear Wayne:
This fee proposal includes two added services which totals $110, 565 - Part A and Part B
135 W. Green Street
Suite 200
Pasadena, CA 91105
626-568-1428
ggarch.com
Additional scopes that had already been performed by the A/E team as of today during the construction phase.
Please review scope descriptions for each discipline below:
Landscape items: Total Fee $7,064.
1. Flagpole Revisions (Bulletin 12 Delta 17, issue date 10/12/20)
2. Entry Signage Revision (Bulletinl3 Delta 18, issue datel0/22/20)
3. Path Width Increase at Lawn and Restroom Building (RF1303, response date 12/8/20)
4. Coordination/Revisions for County Maintenance Road (as -built differsfrom design, emailsll/4-5/20)
5. Turf Lightings added scope.
Architectural items: Total Fee - $23,041.
1. Add Pickleball court. Incorporate painted lines per Bulletin 6
2. Flagpole Study and Revisions per Bulletin 9 and 12
3. Monument Signage Multiple Revisions and finally Issue per Bulletin 13
4. Dedication plaque per Bulletin 13
5. Gym benches - Research product and provide details per RFI 218
6. Wood Benches outside Dance Studio - Research product and provide mfr. details per RFI 269
7. Coordinate and compile all the bulletins (22 bulletins as of today) that had been issued to the contractor
8. Management - Coordination, Meetings, and Quality Control
Structural items: Total Fee - $4,812.
1. Evaluate modified hold-down conditions for 12 locations, missing or conflict hold-downs per RFI 213A.
Redo calculations for shear walls affected by framing conflicts. Reevaluate shear wall capacities and
screw pattern due to shear reduced wall length caused by conflicts. Update drawings and hold-down
details.
2. Preparation of calculations and details for new trellis foundations due to utility conflict.
GGA III
Architecture+
Mechanical items: Total Fee - $1 ,274.
1. Evaluated and coordinated the impacts of changing from low-NOx to Ultra-low-NOx Rooftop
units (dimensionally and performance -wise). Ultra-low-NOx units were ultimately not provided
due to AQMD extension.
2. Evaluated the implementation of UV-C at the Rooftop units. Advised on design impacts, potential
efficacity, and coordinated schedule impacts with Carrier.
Electrical items: Total Fee - $12,364.
1. Flagpole location updated to North - Flag lighting provided. Drawings modification added under
Bulletin 9
2. Office furniture plans updated - Electrical layout updated. Drawings modification added under Bulletin
11
3. Flagpole location updated, more flag poles added - Flag lighting provided. Drawings modification
added under Bulletin 12
4. Signage lighting updated from single point connection to standard lighting. Lighting design
provided. - Drawings modification added under Bulletin 13
5. Turf Lighting design - Bulletin 16
o Photometrics and coordination.
o Turf lighting cost estimate.
o Controls, power, electrical updates, bulletin issuance.
o Turf lighting controls submittal.
o Turf lighting BIM/backgrounds
6. Security Lighting
SUMMARY
FEE
LANDSCAPE
SWA
$ 7,064
ARCHITECTURAL
GGA
$23,041
STRUCTURAL
BRANDOW &
JOHNSTON
$ 4,812
MECHANICAL
P2S
$ 1,274
ELECTRICAL
P2S
$12,364
TOTAL FEE
$48,555
Page 2 I Letter GGA
Architecture+
PART 8
The additional services include site visits for construction observation and assistance in reviewing remaining
submittals, requests for clarification, project close out and attendance at additional meetings to assist the City in
completion of the project. This proposal is for construction services extended from August through the end of October
2021.
The additional services are based on the original contractual hourly rates, will be invoiced hourly, and are not to
exceed:.
Rate
Hours/week
13 weeks
fee
GGA
Additional Meetings, Site Visits
• Project Manager
$ 180.00
14
182 hours
$ 32,760
• Project Captain
$ 150.00
15
195 hours
$ 29,250
TOTAL PROPOSED ADDED SERVICES
$ 62,010
The above total fee from Part A $48,555 and Part B $62,010 is $110,565. We look forward to receiving the approval of this
proposal and to continuing to work with the City and the Construction Manager in completing this project. Thank you.
Sincerely,
Harry 7Drake, AIA
Principal
hrdrake@ggarch.com
Page 3 I Letter GGA
Architecture+
I N T E R N AT 1 0 N A L
April 29, 2021
Mr. Wayne Weber
CITY OF SANTA CLARITA
Parks Planning Manager
23920 Valencia Boulevard, Suite 140
Santa Clarita, CA 91355
Via e-mail WWEBER@santa-clarita.com
We Make a Difference
Subject: Canyon Country Community Center — Additional work for phases 2 and 3.
Dear Mr. Weber:
JN 167409
Enclosed herewith is the Additional Work Request No. 10, Revision 1 (AWR No. 10, Rev 1) for additional services required
for the subject project. This proposal includes additional work required per construction changes and it was not included
in the scope of work per the current contracts on file.
If the proceeding meets with your approval, please sign and return to our office for processing. If you have any questions
or require any additional information, please do not hesitate to call me at (951) 506-2073.
Respectfully Submitted,
Miguel V. Gonzalez
Project Manager
John Tanner
Office Manager
40810 County Center Drive, Suite 200 1 Temecula, CA 92591
MBAKERINTL.COM Office: 951-676-804z 1 Fax:951-676-7z40
BakerJN: 167409
Request No.: AWR10, Rev 1
Date: April 29, 2021
ADDITIONAL WORK REQUEST SUMMARY
Client: City of Santa Clarita
Work Requested By: Wayne Weber
Project Name: Canyon Country Community Center (C4) — Additional Work for Phase 2 and 3
TASK 1.0: I ADDITIONAL DESING WORK FOR PHASE 2
Michael Baker shall provide the following additional work requested for Phase 2:
1. Design of slender foundation for Mercado parking lights (Bulletin 9)
2. Relocate Mercado Parking Lot and walkway lights and coordinate impact with installed
utilities (Bulletin 14).
3. Coordinate and provide additional details for sewer connection on Sierra Highway.
4. Foundation design for lights in the turf area (Bulletin 16).
5. Revision for drainage of playground area (Bulletin 20).
6. Design of actional drains under trellis 3 and lawn area north of it (Bulletin 10)
TASK 2.0: 1 ADDITIONAL CONSTRUCTION SUPPORT FOR PHASE 2
Michael Baker shall provide additional construction support as required for civil improvements
associated with Phase 2 this project. Consultant shall visit the jobsite if required to observe progress
and compliance with approved construction document. Consultant shall also provide
recommendations regarding any request for information (RFI), civil plans construction issues or
change order request submitted by the contractor for civil improvements. Consultant shall review
and make recommendation for approval or denial of:
• Contractor Submittals
• Request for Information (RFIs)
• Verification of Quantities and payment requests submitted by the construction contractor
for civil improvements.
Scope includes 80 hours budgeted time as follows:
Meetings and Conference calls
20 hours
RFI Reviews
20 hours
Submittal Reviews
10 hours
Site Visits
10 hours
Consulting as required
20 hours
MBAKERINTL.COM 40810 County Center Drive, Suite 200 1 Temecula, CA 92591
Office: 951-676-80421 Fax: 951-676-7240
Additional construction support services will be performed, if required, on an hourly basis for an
additional fee.
TASK 3.0:
ADDITIONAL DESIGN FOR PHASE 3
Michael Baker shall provide the following additional work requested for Phase 3:
1. Prepare detail for sidewalk widening and fence on top of culvert on Solemint Road (Bulletin
2)
2. Revise plans for additional chain link fence on Flood Control property (Bulletin 2).
3. Design wall next to planter and provide details to retrofit tubular steel fence (Bulletin 2).
TASK 4.0:
RECORD DRAWINGS / AS -BUILT PLANS
Consultant shall prepare As -Built Plans for all civil plans for this project. The As -Built effort consists
of visual inspection and verification of all surface improvements for the project, for consistency with
the approved plans. In addition, Consultant will use RFI's, contractor's mark-up plans and field
notes for this task. Contractor for this project is responsible of providing mark-up plans to
consultant.
A total of 60 hours has been budgeted for this task.
MBAKERINTL.COM 40810 County Center Drive, Suite 2001 Temecula, CA 92591
Office:951-676-80421 Fax:951-676-7240
City of Santa Clarita
Canyon Country Community Center
AWR 10 Rev1
April 29, 2021
Page 4
Fee for Additional Work:
Task 1.0: Additional Design Work for Phase 2:
$19,707
Task 2.0: Additional Construction Support for Phase 2:
$18,080
Meetings and Conference calls *
4,520
RFI Reviews *
4,520
Submittal Reviews *
2,260
Site Visits *
2,260
Consulting as required *
4,520
Task 3.0: Additional Design for Phase 3:
$3,164
Task 4.0: Record Drawings / As Built Plans:
$11,580
TOTAL:
$52,531.00
Change order #13 for monument preservation services
$15,650.00
Change order #15 for additional surveying services
$8,220.00
$76,401.00
*The budget amount shown is for authorization purposes only. Should the total of the monthly billings reach eighty percent
(8001.) of the budget amount, Owner and Baker will review the status of the work to determine the need for an increase in the
budget amount, and whether additional budget authorization to complete the project is appropriate.
If additional tasks not included in this scope of work are required, the scope and corresponding fee may be adjusted
accordingly based on direction from the Client. All services outlined herein this scope of work will be performed not -to -exceed
$76,401.00 plus the direct cost of reimbursable expenses, to be billed monthly on a time and materials basis.
Prepared By:
Authorized By:
Manager
(Date)
(Client) (Date)
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04/27/21
Griffin Structures' Fee Proposal is based on all reasonable costs necessary to perform additional Construction
Management services for the City of Santa Clarita's Canyon Country Community Center (C4) Project For these
requisite services, Griffin Structures proposes the following Not to Exceed Fee:
Construction Management $ 92,638
Reimbursable Costs: $ 362
Total $ 93,000
All proposed hourly rates are fully burdened and include overhead, profit, tuxes, and benefits. The hours
identified for each individual employee and task are estimates only and are not to be construed as not to exceed
hours for any indi«dual task, phase, or tilne-period. We reserve the right to reallocate hours between staff
members and tasks to accomplish the overall objectives and requirements of the project.
Services are based on the attached Fee Analysis, which provides detail on the allocation of hours. Any extension
of the schedule or services may result in additional fee, in good faith negotiation with the City.
II°II°II�I° ICI°°I°'°" AND II°II�I°' llU Ilk°i'' I
The C4 project has encountered extensive delays to the schedule due to a number of events and/or
conditions unforeseen at the time of contact execution. These delays have resulted in a total project
extension of 3 months beyond the original contact duration, resulting in additional Constriction
Management services.
2. As a result, Griffin Strictures has endeavored to modify its staffing allocation to absorb a significant portion
of these delays in a good faith effort to mitigate imposing additional cost to the City. These mitigation
efforts resulted in Griffin successfully absorbing 3.5 months of schedule extension.
3. This ASR seeks to capture costs associated with the remaining 3.5 months of additional service.
4. To achieve an equitable staffing allocation that does not over -burden the City, this proposal assumes the
Project Coordinator will reduce their role to 3 days per week beginning in July 2021.
5. This will allow the Construction Manager to remain on the project through October, with closeout services
in November, should the Contactor continue to experience schedule delays.
2 TET.hrology Dr.,SWtc: 150 �rvlriE:, GA 92618 P 949.497.9000 www.griffiristruc;turc:s.CN.Orn'ro
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2/23/2021 SUBJECT: SANTA CLARITA CANYON COUNTY COMMUNITY CENTER, LEED V4
BUILDING ENVELOPE COMMISSIONING ADDED SERVICE — SANTA
City of Santa Clarita CLARITA, CA
Wayne Weber
Parks Planning Manager
Dear Mr. Weber:
Thank you for considering P2S Commissioning for the above -referenced project. We
are pleased to provide the following proposal that outlines our statement of
understanding, scope of services and fees.
STATEMENT OF UNDERSTANDING
P2S commissioning (P2S Cx) currently has a scope of completing LEED Monitored
Based Commissioning and Building Envelope Commissioning (BECx) services for the
new 24,000 square foot SF Community Center in Santa Clarita Canyon County. This
proposal is a request for additional services compensation in the construction and
operational phase for additional hours expended to date and for additional
anticipated services.
Our BECx construction phase work to date has included reviewing product data and
shop drawing submittals, reviewing RFIs, and attending three construction phase
meetings and site visits (Commissioning kickoff meeting on 26 June 2020 and site
visits on 9 December 2020 and 8 January 2021).
Through 29 January 2021, we have exceeded our BECx budget for submittal and
shop drawing reviews mainly due to: (1) having fragmented rather than consolidated
issued for construction drawings and specifications, (2) receiving incomplete shop
drawings during initial submittal, resulting in multiple re -reviews, and (3) reviewing
submittals concurrent with Architect review instead of after Architect initial review.
Our scope of work includes thirty-six technical staff hours to review select building
enclosure system submittals and shop drawings; the above -noted circumstances
have resulted in us expending at least forty-five hours beyond our budget to date.
Moving forward, beyond the work already performed at your direction as outlined
above, we anticipate the following additional construction and operational phase
services:
Submittal and Shop Drawing Review: Perform additional submittal reviews after
architect initial review. We will review and comment on select shop drawings and
review select submittals by comparing them to the contract documents. Review and
approval of all submittals remains the sole responsibility of the Architect of Record.
We include approximately ten additional technical staff -hours for additional
submittal and shop drawing reviews in our additional fee budget estimate.
` 000 E: Spring ,t., Suite 800 �m�� 562, 97299J Iful�o�� i 2 IINC—C,`C.. M
.ong Beach, CA 90815
Commissioning Services Proposal to:
Wayne Weber, City of Santa Clarita
2/23/2021
Commissioning Construction Observations: Conduct construction site observations during construction of the
building enclosure. Site visits may also be used to witness enclosure field performance testing. We will perform three
additional site visits (two performed to date). Our focus of the observations will be to verify that systems being
installed comply with the construction documents and can be successfully installed, function, and be maintained.
This work typically includes the preparation and distribution of a written and illustrated field report summarizing
our observations and recommendations based on the site visits. Our budget assumes no more than ten hours will be
required for each site visit, including on -site time, writing and editing field reports, supplemental detailing,
answering contractor questions, etc.
PROPOSED FEE FOR BUILDING ENVELOPE COMMISSIONING
P2S Cx proposes to provide the additional commissioning services for a fixed fee of ELEVEN THOUSAND
HUNDRED DOLLARS ($11,000.00). Invoicing will be monthly based on percentage of completion.
_.007, Ii
Building Envelope Commissioning Management - P2S: $ 1,500.00
Submittal and Shop Drawing Review - Simpson Gumpertz & Heger: $ 2,500.00
Commissioning Construction Observations - Simpson Gumpertz & Heger: $ 7,000.00
If additional site visits are required, our fee per visit will be $2,300 including expenses and the preparation of field
reports.
We look forward to working with you on completing this project successfully. Should you have any questions or
need clarifications, please contact us.
Sincerely,
a
Bryant Mercado, PE, CxA, CEM
Senior Commissioning Agent
Cell# 310-977-5715
Bryant.Mercado@p2sinc.com