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Council Meeting: August 17, 1999 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute 1) a Change Order to the Contract with Valley Crest for the Construction of Various Enhancements to Palisades Park and South Beach; 2) a Modification to the Professional Services Agreement with Black and Veatch Construction, Inc. for Additional Construction Management and Engineer Procured Construction Services;and 3) a Modification to the Professional Services Agreement with Wallace, Roberts & Todd for Various Additional Design Services for Enhancements to Palisades Park and South Beach of the Beach Improvement Group (B.I.G.) Project
Introduction
This report recommends that the City Council authorize the City Manager to negotiate and execute:
(1) A change order to the contract with Valley Crest for construction of various enhancements to Palisades Park and South Beach of the Beach Improvement Group (B.I.G.) Project and Christine Emerson Reed Park in an amount not to exceed $ 410,000;
(2) A modification to the professional services agreement with Black & Veatch Construction, Inc., for additional construction management and engineer procured construction services for enhancements to Palisades Park and South Beach of the Beach Improvements Group (B.I.G.) in an amount not to exceed $ 390,000;
(3) A modification to the professional services agreement with Wallace, Roberts
& Todd for various additional design services for enhancements to Palisades Park and South Beach of the Beach Improvements Group (B.I.G.) Project in
an amount not to exceed $20,000.
These changes are related to additional work associated with the B.I.G. Project and for enhancements to Palisades Park and South Beach, including elements associated with the City
=s Millennium Project, and construction of a concrete dedication wall at Christine Emerson Reed Park.Background
The Beach Improvement Group (B.I.G.) project was formed to combine capital improvement projects along the beachfront into five projects including Palisades Park Improvements, South Beach Improvements and three federally funded projects. In collaboration with public artist Jody Pinto, Wallace, Roberts & Todd began the design process for Palisades Park and South Beach Improvements in November 1995. Extensive input was received from members of the public and various Boards and Commissions. City Council approved the final design of these two projects in January 1998. A notice inviting bids for the construction of the improvements was advertised in March 1998. Bids were received in May 1998 and City Council awarded a construction contract to Valley Crest, the apparent low bidder in June 1998. A request for proposals for construction management of this project was issued in May 1998. After completion of the selection process, City Council authorized the City Manager to negotiate and execute a contract with Black & Veatch for management of this project. A notice to proceed with construction was issued in September 1998. Currently, construction in Palisades Park is nearly complete with the exception of three new restrooms and the artist-designed Beacon/Overlook. It is anticipated that these elements will be completed in October 1999 and November 1999, respectively. Construction of the South Beach Improvements is expected to be complete in October 1999.
Discussion
Due to the complexity of the project, a number of changes to the original scope of work were required. The most significant change was a modification to the design of the beach bike path from the Municipal Pier to Bay Street. The original plan was to widen the bike path from fourteen feet (14
=) to twenty feet (20=). This plan was unacceptable to the Los Angeles County Department of Public Works, the agency responsible for the bike path, due to maintenance and liability concerns over the resulting joints in the path. The County required replacement of the entire bike path, increasing the cost of the project $350,000. Additional significant changes include the refurbishment of the Pergola in Palisades Park, pruning of palm trees, mock-up and survey of the Veterans Memorial, removal of unstable/overhanging bluff material near the California Incline, additional precast concrete fencing, additional underground utility work for power and telephone service, relocation/redesign of the Craftsman Restroom, replacement of all existing Muscle Beach equipment due to lead paint, placement of anti-graffiti coating on South Beach walls, and demolition of an underground concrete vault near Casa del Mar. This additional construction work has resulted in a $260,000 shortfall in the project budget.Artistic Enhancements
The beacon/overlook structure consists of a structural steel platform with wood decking, a wooden bench structure, a stainless steel handrail and a fiberglass wand. The decking, bench, handrail and wand were to be provided and installed by an art fabricator approved by the artist. The wooden material is currently unavailable. The contractor, Valley Crest, has indicated that due to the unique nature of he proposed materials, the installation will be delayed. Staff recommends that this portion of work be deleted from the construction contract. Deleting this item of work from the current construction contract will reduce the risk of extended overhead and delay claims by the prime contractor. In order to complete the construction of the beacon/ overlook, staff recommends negotiating a modification to the professional services agreement with Black & Veatch for the installation of this element as Engineer procured construction.
Park signage for the B.I.G. project (including regulatory signs)
, was not included in the original design contract. At this time, staff recommends that a modification to the professional service agreement with Wallace, Roberts & Todd be negotiated for design of the required park signage. In order to install the park signage, staff recommends negotiating a modification to the professional services agreement with Black & Veatch for the fabrication and installation of the signage as Engineer procured construction.The B.I.G. Enhancement Project was budgeted in FY 1999/2000 for improvements to areas adjacent to the current project. The extension of the South Beach concrete paving along Ocean Front Walk to the area under the Pier Bridge is one of the enhancements currently budgeted. Due to the specialized nature of this paving, staff recommends that this work be undertaken at this time in order to utilize the expertise of the designer/artist, contractor and construction manager. Additionally, South Beach and Palisades Park have been selected to contain improvements associated with the City
=s Millennium Project. These enhancements include the construction of a millennium wall in Palisades Park that is similar in construction to the new sedimentary walls in the South Beach area. Staff recommends that the design, construction and construction management of these improvements be incorporated into the current project.Design of a concrete wall dedication at Christine Emerson Reed Park was recently completed. The construction of this wall is similar to concrete walls constructed in the South Beach Improvement Project. Staff recommends that a change order to the construction contract with Valley Crest be negotiated for the construction of this wall. Utilizing the expertise of the contractor, Valley Crest, for this construction is an economical and expeditious method to complete this work.
Budget/Financial Impact
Funds are required as follows:
ITEM AMOUNT
Valley Crest:
B.I.G. Contract Shortfall (bike path) $260,000
B.I.G. Enhancement (paving, etc.) $200,000
Millennium Wall $106,000
Reed Park Wall $ 36,000
Delete Beacon/Overlook Construction <$167,000>
Sub-Total: $435,000
Black & Veatch Construction, Inc.:
Beacon/Overlook Construction $200,000
Signage Fabrication and Installation $ 40,000
Additional Construction Management $150,000
Sub-Total: $390,000
Wallace, Roberts & Todd:
Park Signage Design/Millennium Wall Design $ 20,000
Sub-Total: $ 20,000
Total Funds Required: $845,000
Funds are available in the following account numbers:
Account Number Amount
C01051796.589000 $ 62,433
C11002094.589000 $100,000
E13110000.555010.40000 $ 65,000
C01044800.589000 $ 75,000
C01065000.589000 $342,567
C11065000.589000 $200,000
Total Funds Available: $845,000
Recommendation
Staff recommends that the City Council:
1. Authorize the City Manager to Negotiate and Execute a Change Order to the Contract with Valley Crest for the Construction of Various Enhancements to Palisades Park and South Beach of the Beach Improvement Group (B.I.G.) Project in an amount not to exceed $435,000;
2. Authorize the City Manager to Negotiate and Execute a Modification to the Professional Services Agreement with Black and Veatch Construction, Inc. for Additional Construction Management and Engineer Procured Construction Services for Enhancements to Palisades Park and South Beach of the Beach Improvement Group (B.I.G.) Project in an amount not to exceed $390,000; and
3. Authorize the City Manager to Negotiate and Execute a Modification to the Professional Services Agreement with Wallace, Roberts & Todd for Various Additional Design Services for Enhancements to Palisades Park and South Beach of the Beach Improvement Group (B.I.G.) Project in an amount not to exceed $ 20,000.
Prepared by: Craig Perkins, Director, Environmental & Public Works Management
Anthony Antich, P.E., City Engineer
Mark Cuneo, P.E., Senior Civil Engineer
Barbara Stinchfield, Director of Community & Cultural Services
Judith Meister, Beach Manager