Title
Staff Report for a City of San Leandro City Council Resolution to Approve Amendment No. 1 to a Consulting Services Agreement (CSA) with RCraneCX for LEED Commissioning Services to Increase the Amount of Compensation by $17,600 for a Total not to Exceed Amount of $65,100 for the Farrelly Pool Replacement, Project No. 2018.3420; and to Authorize the Extension of the Contract Term from March 1, 2021 to December 31, 2021
Staffreport
SUMMARY AND RECOMMENDATIONS
Commissioning of mechanical, electrical and plumbing systems is good practice for a new facility and is also required as part of the LEED certification on the Farrelly Pool Replacement project. This contract amendment provides for the additional commissioning services for the photovoltaic system and building automation systems that were incorporated into the project after the original contract was written. As this amendment increases the value of the contract to more than $50,000, City Council approval is required.
Staff recommends the following actions:
• Approval of Amendment No. 1 for additional commissioning service to the CSA with RCraneCX adding $17,600 resulting in a total contract amount of $65,100, an increase of 37% above the original contract amount of $47,500; and
• Authorization of the extension of the contract term from March 1, 2021 to December 31, 2021.
BACKGROUND
On November 4, 2019, by Resolution No. 2019-184, the City Council awarded a $6,222,450 contract to TriCon Construction for the construction of the new Farrelly Pool aquatic facility. Commissioning the mechanical, electrical, and plumbing (MEP) systems ensures that the installed equipment is functioning as it was designed and also maximizes performance and reduces future maintenance. Commissioning services are generally not included in the construction contract to avoid conflicts of interest with the installation contractors.
On July 31, 2019, the City entered into a Consulting Services Agreement (CSA) with RCraneCX to provide commissioning services for the subject project in the amount of $47,500.
Analysis
The additional scope of work related to support for documenting, reviewing, and filing of LEED certification will result in a contract with RCraneCX that exceeds $50,000. City Council approval is required for all contracts in excess of $50,000.
The amendment includes work that is necessary to ensure proper documentation and LEED commissioning of the project’s photovoltaic (PV) system, as well work to integrate the Building Automation System. These systems were not part of the project when the original scope of work was prepared.
In addition, the Consultant shall provide, review, and update the Sequence of Operations and Startup Checklists for all commissioned equipment as required to fulfill project LEED documentation requirements. The Sequence of Operations describes how the system is supposed to operate in real time in response to actual site conditions and in accordance with the owner’s desired criteria. Startup Checklists provide information on how the manufacturer, designer, and owner want the system to be configured. Both of these documents are required to be reviewed and approved prior to field testing of the equipment. These added documents were not anticipated until review of the actual project submittal documents provided by the contractor revealed gaps in the required LEED information. Functional testing performed as part of the commissioning process (per the original contract) will confirm conformance with requirements of these documents during field operational testing.
Construction is expected to be completed in Summer 2021. Extension of the contract to December 31, 2021, will ensure that RCraneCX can assist the City in resolving any issues with the mechanical components in the facility that arise during the first six months of operation.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
• Support and implement programs, activities and strengthen communication that enhances the quality of life and wellness, celebrates the arts and diversity, and promotes civic pride
Previous Actions
• On November 4, 2019, by Resolution No. 2019-184, the City Council awarded a construction contract to Tricon Construction, Inc. for the Farrelly Pool Replacement project.
Committee Review and Actions
• On February 7, 2018, staff presented to the City Council Facilities and Transportation Committee information on the Farrelly Pool Replacement project, the Boys and Girls Club Pool Resurfacing, and the Family Aquatics Center Competition Pool projects.
Applicable General Plan Policies
• Policy OSC-1.2 Park Maintenance. Provide for the regular, systematic maintenance of San Leandro’s parks and recreational facilities to prevent deterioration, ensure public safety, and permit continued public use and enjoyment.
• Policy OSC-4.1 Joint Use Agreements. Promote joint use agreements between the City and the San Leandro Unified School District and San Lorenzo School District to maximize public access to school recreational facilities and grounds during non-school hours.
Permits and/or Variances Granted
City Building Permit B19-0925 and Alameda County Health Department Permit SR 0038325 have been issued for this project.
Code Compliance Review
Installed equipment shall comply with all applicable codes and will be inspected for code compliance as part of the required building permits.
Summary of Public Outreach Efforts
• An open house for the public was held at Roosevelt Elementary School on March 27, 2019 between 6:30pm and 8:30pm to present the new facility design. Four information stations were set up at the meeting with Engineering and Recreation staff personnel available to answer inquiries and provide comment cards for their opinions.
• Notices regarding the start of construction were distributed to the neighborhood the week of January 20, 2020 with City staff contact information.
Fiscal Impacts
The cost of the proposed Consulting Services Agreement with RCraneCx is $65,100 and is included in the amount listed below for Utilities, Permits, and Specialty construction contracts.
The total estimated project cost is as follows:
Design, Permit, and Bid: $621,357
Demolition Contract: $158,000
Original Construction Contract: $6,222,450
Allowance for current construction contract changes: $331,000
Utilities, Permits, and Specialty construction contracts: $540,000
Construction Management and Inspection (Staff and Consultants): $750,000
Allowance for Fixtures, Furnishings and Equipment Allowance $42,193
Construction Contingency Allowance for future changes: $50,000
Project Total $8,715,000
Agreement Amendment Summary
Amend. No. Description Amount % of
orig. fee
1. City added scope to include LEED certification support,
Photovoltaic (PV) system and Building Automation
System integration $17,600 37%
Agreement Amendment total $17,600 37%
Budget Authority
This project is funded as follows:
Account No. Resolution / Authorizing Budget Amount
210-62-123 Res. 2017-072 $2,300,000
210-62-123 Res. 2019-094 $1,100,000
210-62-131 Res. 2018-152 $1,200,000
210-62-131 Res. 2019 -184 $3,455,000
122-62-131 Res. 2019 -184 $495,000
593-53-277 Res. 2019 -184 $14,900
141-38-392 FY 2017-2018 Budget $150,100
Total Project Funding: $8,715,000
Attachment to Staff Report
• CSA - Signed RCraneCx
Attachment to Related Legislative File/Resolution
• Farrelly Pool Amend 1 RCraneCx
PREPARED BY: Mark Goralka, Associate Engineer, Engineering and Transportation Department