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Harris & Associates, Inc. or it!! of (1f) ilro!! ORIGINAL COMMUNITY DEVELOPMENT DEPARTMENT Norman S. Allen, P.E., Director Planning Division Engineering Division Building, Life & Environmental Safety Division Housing & Community Development (408) 846-0440 (408) 846-0450 (408) 846-0430 (408) 846-0290 FAX (408) 846-0429 FAX (408) 846-0429 FAX (408) 846-0429 FAX (408) 846-0429 December 31, 2001 CONTRACT ADDENDUM (WORK ORDER 36) Agreement for: DESIGN PHASE ASSISTANCE ON THE GILROY POLICE FACILITY PROJECT Consultant: HARRIS & ASSOCIATES, INC Contract Agreement Date: November 10, 1998 This WORK ORDER shall become effective when the City Administrator, City Engineer, Project Manager and Consultant have signed it. All copies forwarded to Consultant for signature shall be returned to the City of Gilroy properly filled out. Upon acceptance by the City, the Consultant's copy will be returned as authority to proceed with the work. DESCRIPTION OF WORK: Provide Project Management Services relating to the Gilroy Police Facility Project. Scope of Services shall be as detailed in Attachment "A", consultant cost and work effort shall be as detailed in Attachment "B". The Design Phase Services are expected to occur from October 1, 2001 through June 30, 2002. All requirements of the original Agreement Documents shall apply to the above work except as specifically modified by this Addendum. The contract time shall not extend unless expressly provided for in the Addendum. Page 1 of2 City of Gilroy, Contract Addendum Work Order No. 36 12/31/01 ORIGINAL HARRIS hereby agrees to make the above change subject to the terms of this Addendum for the NET INCREASE OF $97,280 Original Agreement Price i (Master Contract) CONSULTANT: By: ~~Cf-- ~ 1 ~J.s Patrick Dobbins, Associate Total Addendum to Date Total Amendments to Date CONTRACT TODATE $2,774,768 $ 219,058 $2,993,826 This Addendum $ 97 ,280 $3,091,106 Date: ~ 3 I z..oO z,. . REVISED AGREEMENT ACCEPTED BY: Date Originals: (2) - City Clerk Consultant Copies: (2) - Purchasing File Page 2 of2 K:\ProgrmMt\Gilroy\WO 36 PoliceDept\Addendum 36.doc ATTACHMENT "A" ORIGINAL SCOPE OF SERVICES POLICE STATION PROJECT - PLANNING AND DESIGN MANAGEMENT WORK ORDER No. 36 2.1 Design Phase Services (October 2001 through June 2002) 2.1.01 Project Design Meetings - HARRIS will attend progress meetings with CLIENT staff and the design professional. 2.1.02 Architectural Coordination - HARRIS will exchange project information between the CLIENT project management staff and design professional. 2.1.03 Review Design Documents - HARRIS will review design documents at 30% and 60% of Design Development. HARRIS will make recommendations to the CLIENT and design professional as to clarity and consistency with the CLIENT direction and needs of general method of operation. 2.1.04 Scheduling - HARRIS will assist in the preparation of a CPM schedule highlighting known milestone dates and specified sequence of work for the project delivery of two bid packages. 2.1.05 Construction Strategies - HARRIS will assist with the development of prequalification requirements of contractors and alternate project delivery. HARRIS will review submitted prequalification documents and participate in contractor interviews. 2.1.06 Cost Control & Review of Designer's Cost Estimates - HARRIS will review design professional cost estimates. HARRIS will supply written comments to the CLIENT and design professional on the acceptability of the cost data at end of Design Development, 30% of Construction Documents, 60% of Construction Documents and 90% of Construction Documents. 2.1.07 Biddability/Constructability Review - HARRIS shall review the Construction Documents at 60% and 90%. Make recommendations in writing to the CLIENT and design professional as to biddability and constructability, cost, sequencing, scheduling and time of construction, clarity, consistency, and coordination of documentation among the contractor, and as to the separation of the project into construction contracts for various categories of the work. In making reviews and recommendations as to design documentation or design matters, HARRIS shall not be responsible for providing nor will HARRIS have control over the project design, design requirements or the substance or contents of the design documents. By performing the reviews and making recommendations described herein, HARRIS shall not be acting in a manner so as to assume responsibility or liability, in whole or in part, for any aspect of the project design, design requirements, design criteria or the substance or contents of the design documents. HARRIS' actions in making such reviews and recommendation as provided herein are to be advisory only to the CLIENT and to the design professional. Page 1 of 1 K:\ProgrmMt\Gilroy\WO 36 PoliceDept\Attachment A_36]olice Dept.doc OR\G\NAL ATTACHMENT "B" CITY OF GILROY - CAPITAL IMPROVEMENT PROGRAM WORK ORDER No. 36 - POLICE FACILITY PROJECT k/prgrmmgmtlgilroy, wo34! Attachment B _ 36 _Police Dept.xls Biddability & Constructability Reviews Project Manager Administrative 300 hrs @ 20 hrs @ $140 $70 TOTAL COST NOT TO EXCEED = ASSUMPTIONS The above estimate is prepared with the following assumptions: Costs are based on current hourly rates. Rates may be adjusted only pursuant to Article 4 of that Agreement for Professional Services by and between CITY and CONSULTANTS dated November 10,1998. 2 The total project construction cost are estimated to be $19,600,000. 3 Work will be completed according to schedule provided by the Design Professional assuming a 43 week duration commencing in the second half of 200 1. ORiGiNAL $42,000 $1 ,400 $97,280 4 The new building square footage is to be 47,600. The below grade parking is 130,500 sq. ft. with 4,700 sq. ft. of detention facility space within the below grade garage. 5 Design Professional will prepare and distribute all meeting minutes. k/prgrmmgmtlgilroY,wo34/ Attachment B _ 36 _Police Dept.xls .. .. Harri s & Associ ates January 3, 2002 Program Managers Construction Managers Civil Engineers Bill Headley, Parks and Facility Manager City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 Re: Work Order No. 36 for Design Phase Assistance on the Police Facility Project Dear Bill, Attached are an original and duplicate original of Work Order #36 for your consideration. If the attached work order and backup is acceptable, please approve by executing both the original and duplicate original and return one fully executed wet signature copy for our files. Should you have any questions, please give me a call at 842-5777. Sincerely, HARRIS & ASSOCIATES ~~~Cf- ~)N<S Patrick Dobbins Project Manager cc: Neil McCosker, Vice President File: Admin. - Work Order binder K:\ProgrmMt\Gilroy\ WorkOrderNo.31 \CoverLtr.doc 178 Second Street, Suite C Gilroy, California 95020 408.842.5777 FAX 408.842.5758 gilroy@harris-assoc.com ...; D 1 March 20, 2002 ORIGINAL .. .. Mr. Bill Headley, Parks & Facility Manager City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 Harri s & Associ ates RE: POLICE FACILITY Contract Amendment No.1 to Work Order No. 36 Program Managers Construction Managers Civil Engineers Dear Bill: As requested by the City, we prepared this amendment to Work Order No. 36 for additional management services. The additional services are: 1. Preparation of a Master Schedule for the Civic Center Master Plan, Police Facility Design, and the Community Library Design and Grant Application. This effort includes schedule updating and tracking. 2. Coordination with City Design Consultants to maintain the master schedule critical path obligations and milestone deadlines for the Civic Center Master Plan Project. As shown on the attached spreadsheet, this contract amendment totals $49,280. If this scope and fee is acceptable, please authorize by signing below and the attached duplicate original. Please return one fully executed wet signature original for our record, as our authorization to proceed. Sincerely, HARRIS & ASSOCIA lES p-Iftlt C{L . ~/1\I~ Patrick Dobbins, PE Project Manager Attachment: Spreadsheet Copy of Original WO No. 36 - .. ACCEPTED BY: Date UJ~ K:\ProgrmMt\Giiroy\Amendments\Revised Amend 1 to WO No. 36.doc 178 Second Street, Suite C Gilroy, California 95020 408.842.5777 FAX 408.842.5758 gilroy@harris-assoc.com = CI .- ~ I:J = ~ ~ ~ ~8 " ~ o ~ ~~ ~ = E-o ~ Z 5 ~t: ~ ell ~~ >-'""' o ~ ~= ~ CI ~~ '""' ~~ -< . E-i CI ,"",Z ~ ~ < ~ u'E ,0 >~ o ~ ~ CI ~~ ~ CI ,,~ ~'"': o CI ~Z E-i -= ~ ~ u 5 "0 = ~ 5 < N o o N 0" N ...c u ... ro ::E ~ = '""' ~ ~ E-o '""' ~~ ~~ ~~ 00 r:..u ~~ ~Z ~< ~~ ~E-o ='""' u~ 00,"", ~u ~< E-or:.. oo~ <u ~::s <0 r:..~ Oz Z< O~ '""'~ E-o~ ~~ <E-o ~oo ~~ ~~ ~ E-o Z ~ U U '""' >- '""' u I g ~I~~! NooNN ,....: an" N.... 0\" - ('<) ~ {A {A {A {AI II I il \O! -I 1 I ><:i 01 ~~l N1 ! 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Life & Environmental Safety Division Housing & Community Development arti!! of Q?;i!rl1!! ~~~TE~ COMMUNITY DEVELOPMENT DEPA~<<~--:J\\:> Norman S. Allen, P.E., Director U /J (408) 846..Q440 FAX (408) 846-0429 (408) 846~0450 FAX (408) 846-0429 (408) 846-0430 FAX (408) 846-0429 (408) 846-0290 FAX (408) 846-0429 CONTRACT ADDENDUM December 31, 2001 (WORK ORDER 36) Agnilement for: DESIGN PHASE ASSISTANCE ON THE GILROY POLICE FACILITY PROJECT Consultant: HARRIS & ASSOCIATES, INC Contract Agreement Date: November 10, 1998 This WORK ORDER shall become effective when the City Administrator, City Engineer, Project Manager and Consultant have signed it. All copies forwarded to Consultant for signature shall be returned to the City of Gilroy prop'erly filled out. Upon acceptance by the City, the Consultant's copy will be returned as authority to proceed with the work. DESCRIPTION OF WORK: Provide Project Management Services relating to the Gilroy Police Facility Project. Scope of Services shall be as detailed in Attachment "A", consultant cost and work effort shall be as detailed in Attachment "B". The Design Phase Services are expected to occur from October 1, 2001 through June 30, 2002. All requirements of the original Agreement Documents shall apply to the above work except as specifically modified by this Addendum. The contract time shall not extend unless expressly provided for in the Addendum. Page 1 of2 City of Gilroy, Contract Addendum Work Order No. 36 12/31/01 DUPl..JCA.11: OIiIGI/ti..4i. ' " \ HARRIS hereby agrees to make the above change subject to the terms of this Addendum for the NET INCREASE OF $97,280 Original Agreement Price . . i (Master Contract) .......-' Total Addendum to Date Total Amendments to Date CONTRACT TO DATE $2,774,768 $ 219,058 $2,993,826 $ 97,280 $3,091,106 CONSULTANT: l~... By: ~~q~;~)~I'N..s . Patrick Dobbins, Associate This Addendum Date: ~ ~ I 2..00 2- REVISED AGREEMENT ACCEPTED BY: , ,--.I Date Originals: (2) - City Clerk Consultant Copies: (2) - Purchasing File Page 2 of2 K;\PrognnMt\Gilroy\WO 36 PoliccDept\Addendum 36.doc ATTACHMENT "A" . DUp. 'i..ICA:rj2 OIiIGIiVAJ.. SCOPE OF SERVICES POLICE STATION PROJECT - PLANNING AND DESIGN MANAGEMENT WORK ORDER No. 36 . 2.1 Design Phase Services (October 2001 through June 2002) 2.1.01 Project Design Meetings - HARRIS will attend progress meetings with CLIENT staff and the design professional. 2.1.02 Architectural Coordination - HARRIS will exchange project information between the CLIENT project management staff and design professional. 2.1.03 Review Design Documents - HARRIS will review design documents at 30% and 60% of Design Development. HARRIS will make recommendations to the CLIENT and design professional as to clarity and consistency with the CLIENT direction and needs of general method of operation. 2.1.04 Scheduling - HARRIS will assist in the preparation of a CPM schedule highlighting known milestone dates and specified sequence of work for the project delivery of two bid packages. 2.1.05 Construction Strategies - HARRIS will assist with the development of prequalification requirements of contractors and alternate project delivery. HARRIS will review submitted prequalification documents and participate in contractor interviews. 2.1.06 Cost Control & Review of Designer's Cost Estimates - HARRIS will review design professional cost estimates. HARRIS will supply written comments to the CLIENT and design professional on the acceptability of the cost data at end of Design Development, 30% of Construction Documents, 60% of Construction Documents and 90% of Construction Documents. 2.1.07 Biddability/Constructability Review - HARRIS shall review the Construction Documents at 60% and 90%. Make recommendations in writing to the CLIENT and design professional as to biddability and constructability, cost, sequencing, scheduling and time of cOIlstruction, clarity, consistency, and coordination of documentation among the contractor, and as to the separation of the project into construction contracts for various categories of the work. In making reviews and recommendations as to design documentation or design matters, HARRIS shall not be responsible for providing nor will HARRIS have control over the proj ect design, design requirements or the substance or contents of the design documents. By performing the reviews and making recommendations described herein, HARRIS shall not be acting in a manner so as to assume responsibility or liability, in whole or in part, for any aspect of the project design, design requirements, design criteria or the substance or contents of the design documents. HARRIS' actions in making such reviews and recommendation as provided herein are to be advisory only to the CLIENT and to the design professional. Page 1 of 1 K:\PrognnMt\Gilroy\ WO 36 PoliceDept\Attachment A_36]olice Dept.doc ATTACHMENT "B" DUp LIQ,q 1'/2 OAIG/,.. · lfA.l. CITY OF GILROY - CAPITAL IMPROVEMENT PROGRAM WORK ORDER No. 36 - POLICE FACILITY PROJECT k/prgrmmgmt/gilroy,wo34!Attachment B_36_Police Deptxls Biddability & Constructability Reviews Project Manager Administrative '']1 , ....v,':.JJ I~ ~ v~r€"O' If:.t!("'; Ii!.. ~"~4( 300 hrs @ 20 hrs @ $140 $70 $42,000 $1,400 TOTAL COST NOT TO EXCEED = $97,280 ASSUMPTIONS The above estimate is prepared with the following assumptions: 1 Costs are based on current hourly rates. Rates may be adjusted only pursuant to Article 4 of that Agreement for Professional Services by and between CITY and CONSULTANTS dated November 10, 1998. 2 The total project construction cost are estimated to be $19,600,000. 3 Work will be completed according to schedule provided by the Design Professional assuming a 43 week 'duration commencing in the second half of 2001. 4 The new building square footage is to be 47,600. The below grade parking is 130,500 sq. ft. with 4,700 sq. ft. of detention facility space within the below grade garage. 5 Design Professional will pre:iare and distribute all meeting minutes. klprgrmmgmtlgilroy.wo341Attachment B _36 _Police Dept.xls ar it!! of Q?; ilro!! COMMUNITY DEVELOPMENT DEPARTMENT Norman S. Allen, P.E., Director Planning Division Engineering Division Building, Life & Environmental Safety Division Housing & Community Development (408) 846-0440 (408) 846-0450 (408) 846-0430 (408) 846-0290 FAX (408) 846-0429 FAX (408) 846-0429 FAX (408) 846-0429 FAX (408) 846-0429 August 26, 2002 CONTRACT ADDENDUM (WORK ORDER 46) - Revision 2 AGREEMENT FOR: PROFESSIONAL ENGINEERING SERVICES FOR CONSTRUCTION MANAGEMENT- GILROY POLICE FACILITY SITE DEMOLITION Consultant: HARRIS & ASSOCIATES. INC Contract Agreement Date: November 10.1998 This WORK ORDER shall become effective when the City Administrator, City Engineer, Project Manager and Consultant have signed it. All copies forwarded to Consultant for signature shall be returned to the City of Gilroy properly filled out. Upon acceptance by the City, the Consultant's copy will be returned to him as his authority to proceed with the work. DESCRIPTION OF WORK: Provide Construction Management and Inspection Services relating to Gilroy Police Facility Site Demolition Project. The Scope of Services shall be as detailed in Attachment "A", consultant cost and work effort shall be as detailed in Attachment "B". All requirements of the original Agreement Documents shall apply to the above work except as specifically modified by this Addendum. The contract time shall not extend unless expressly provided for in the Addendum. City of Gilroy, Contract Addendum Work Order No. 46 - Revision 2 August 26, 2002 Original Agreement Price .$. (Master Contract) HARRIS hereby agrees to make the above change subject to the terms of this Addendum for the NET INCREASE OF $ 13,620.00 Total Addendum to Date Total Amendments to Date TOTAL TO DATE This Addendum By: Date: REVISED AGREEMENT ACCEPTED BY ItA Parks & Facihties Manager Originals: (2) - City Clerk Consultant Copies: (2) - Purchasing File Date $4,974.721 $ 219,058 $5,193,779 $ 13,620 $5.207.399 Page 2 of2 August 26, 2002 ATTACHMENT" A" SCOPE OF SERVICES POLICE FACILITY SITE DEMOLITION WORK ORDER No. 46 - Revision 2 2.2 PRE-CONSTRUCTION PHASE SERVICES 2.2.01 Bidding Assistance - Assist in the development of bidder interest and distribution of the construction documents. 2.2.05 Bid Review - Prepare detailed bid tabulation, review all bids for conformance to contract requirements, and report on low bidders acceptability. 2.2.09 Pre-Construction Conference - HARRIS shall organize, attend and record the pre- construction conference. 2.3 CONSTRUCTION PHASE SERVICES 2.3.01 On-Site Management & Construction Phase Communication Procedures - HARRIS shall provide and maintain a management team to provide contract administration as an agent of the CITY. HARRIS shall establish and implement coordination and communication procedures among CITY, HARRIS, Design Professional and Contractor. 2.3.03 Reports - Prepare correspondence and reports that may be required during the construction phase. Prepare monthly reports to CITY. 2.3.07 Progress Pavment Preparation and Processing - HARRIS will prepare monthly progress payment requests for submission to CITY based on Contractor's construction progress. 2.3.08 Change Order Preparation. Negotiation and Processing - Prepare independent statement of probable construction cost for contract change orders. Negotiate contract change orders with the contractor. Prepare contract change order document for execution by Contractor and CITY. 2.3.09 Minor Variations in the Work - HARRIS may authorize minor variations in the Work from the requirements of the contract Documents that do not involve an adjustment in the contract price or the contract time and which are consistent with the overall intent of the Contract Documents. CITY shall provide to the Design Professional copies of such authorizations. August 26, 2002 Attachment "A" - Work Order No. 46 - Revised Police Facility Site Demolition 2.3.18 Ouality Review - Except for minor variations, HARRIS is not authorized to change, revoke, alter, enlarge, relax or release any requirements of the Contract Documents or to approve or accept any portion of the work not performed in accordance with the Contract Documents. Communication between HARRIS and Contractor with regard to Quality Review shall not in any way be construed as binding CITY or HARRIS as releasing the Contractor from the fulfillment of any of the terms of his Contract Documents. HARRIS will not be responsible for, nor does HARRIS control the means, methods, techniques, sequences and procedures of construction for the Project. It is understood that HARRIS' action in providing Quality Review, as stated herein, is a service to the CITY and by performing as provided herein, HARRIS is not acting in a manner so as to assume responsibility or liability, in whole or in part, for all or any part of the construction work for the Project. No action taken by HARRIS shall not relieve any or all ofthe Contractors from their obligation to perform their work in strict conformity with the Contract Documents and in strict conformity with all other applicable laws, rules and regulations. Not withstanding the above, HARRIS is not relieved of any liability in the event it fails to properly perform its duties, to manage construction activity for the project as permitted by the time allotted by the CITY and the attached fee proposal, and to give notice to the CITY, of defects and deficiencies in the work of the Contractors, all is set forth in this section. 2.3.19 Photographs and Videos - Provide videotape and photographic documentation of project site prior to and during construction. 2.3.29 Field Inspection - Provide field inspection services to verify substantial compliance with the contract documents. 2.5 FINAL ACCEPTANCE/CLOSEOUT SERVICES 2.5.04 Final Inspection and Punchlist - Provide final inspection and prepare list of deficiencies for resolution by Contractor. 2.5.05 Construction Approval/Acceptance - Make recommendations to owner regarding final project approval and acceptance. 2.5.11 Final Report - HARRIS will provide CITY with a final report for the project. 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"t:l Cl) S := '" '" < r--: N o o N 0\ N t;:; J: ...., .0 -g ~ 0.. ... u 'E <I:l .~ I-< o ..... u i:: t1 o U .9 "t:l Cl) Cl) u o I-< p.. o ..... Cl) .::l c: Z '" t> Cl) '8' p.. 00 ui ~ Cl) ~ ..... r:/J "t:l a ~ I-< Cl) "t:l Cl) ~ - ~ -s .~ Cl) u a "t:l I-< o U U <I:l .S = o ... ~ ~ Cl) '" .g "t:l = <I:l .s ..... '" Cl) ..... ~ ~ Cl) I-< 3 I-< Cl) ~ s ("oJ -0 Cl) '" '" Cl) u o I-< 0.. "t:l a "0 .~ ..... o bJ) Cl) ;::: Cl) .0 o ..... .~ I-< Cl) "t:l I-< o Cl) bJ) = <I:l -= U ~ '" 'i< N o N N oc .", ~. ;;: <Ll ~ '" ::1: '-' ;s OJ ~, o 0- o .... 0.. '" ::l o "t:l I-< <I:l N .a - ~ Cl) "t:l .~ I-< 0.. ..... U <I:l I-< ..... = o U V- i .... 0- 3;2 :::: .~ .c U Cl) -= E-< 0\ ""' - '-' Cl) = o o - ;::II '-'U -?biit~ of ~ilro~ COMMUNITY DEVELOPMENT DEPARTMENT Norman S. Allen, P.E., Director Planning Division Engineering Division Building, Life & Environmental Safety Division Housing & Community Development (408) 846-0440 (408) 846-0450 (408) 846-0430 (408) 846-0290 FAX (408) 846-0429 FAX (408) 846-0429 FAX (408) 846-0429 FAX (408) 846-0429 November 6,2002 CONTRACT ADDENDUM (WORK ORDER 48) - Revised AGREEMENT FOR: PROFESSIONAL ENGINEERING SERVICES FOR CONSTRUCTION MANAGEMENT- SITE AND UTILITY IMPROVEMENTS FOR NEW GILROY POLICE STATION Consultant: HARRIS & ASSOCIATES. INC Contract Agreement Date: November 10. 1998 This WORK ORDER shall become effective when the City Administrator, City Engineer, Project Manager, and Consultant have signed it. All copies forwarded to Consultant for signature shall be returned to the City of Gilroy properly filled out. Upon acceptance by the City, the Consultant's copy will be returned to him as his authority to proceed with the work. DESCRIPTION OF WORK: Provide Construction Management and Inspection Services relating to the Site & Utility Improvements for the New Gilroy Police Station Project. The Scope of Services shall be as detailed in Attachment "A", consultant cost and work effort shall be as detailed in Attachment "B" and "C". Term of this WORK ORDER shall be from December 2002 through March 2003. All requirements of the original Agreement Documents shall apply to the above work except as specifically modified by this Addendum. The contract time shall not extend unless expressly provided for in the Addendum. City of Gilroy, Contract Addendum Work Order No. 48 - Revised November 6, 2002 HARRIS hereby agrees to make the above change subject to the terms of this Addendum for the NET INCREASE OF $ 124,180 Original Agreement Price i (Master Contract) $4,974,696 $ 328.043 $5,302,739 $ 124.180 $5.426.919 CONSUL T ANT: BY:~' ~ Larry Ti er, Vice President Total Addendum to Date Total Amendments to Date TOTAL TO DATE This Addendum Date: / /. ? 0 2. REVISED AGREEMENT ACCEPTE Date (U, i ~ ~ /I ~tI;L, ate Originals: (2) - City Clerk Consultant Copies: (2) - Purchasing Pile Page 2 of2 November 6, 2002 ATTACHMENT" A" SCOPE OF SERVICES WORK ORDER NO. 48 - Revised SITE & UTILITY IMPROVEMENTS FOR NEW POLICE STATION 2.2 PRE-CONSTRUCTION PHASE SERVICES 2.2.09 Pre-Construction Conference - HARRIS shall prepare an agenda and attend the preconstruction conference prior to the start of any field activities. 2.3 CONSTRUCTION PHASE SERVICES 2.3.01 On-Site Management & Construction Phase Communication Procedures - HARRIS shall provide and maintain a management team to provide contract administration as an agent of the CITY. HARRIS shall establish and implement coordination and communication procedures among CITY, HARRIS, Design Professional and Contractor. 2.3.02 Progress Meetings - HARRIS will organize attend and record construction progress meetings. 2.3.03 Reports - Prepare any correspondence and reports that may be required during the construction phase. Prepare monthly reports to CITY. 2.3.04 Submittal Processing and Review - HARRIS will establish, implement and coordinate system of submittal processing and review. 2.3.05 Schedule Review - HARRIS will review Contractor's initial schedule and monthly schedule update and provide written comments. 2.3.06 Field and Laboratory Testing Services - HARRIS will provide, schedule, manage and coordinate the field-testing of installed materials and laboratory testing, using laboratory methods, test construction materials to monitor substantial compliance with the contract documents. 2.3.07 Progress Payment Preparation and Processing - HARRIS will prepare monthly progress payment requests for submission to CITY based on Contractor's construction progress. 2.3.08 Change Order Preparation. Negotiation and Processing - Prepare independent statement of probable construction cost for contract change orders. Negotiate contract change orders with the contractor. Prepare contract change order document for execution by Contractor and CITY. November 6, 2002 Attachment "A" - Work Order No. 48 - Revised Site & Utility Improvements for the New Gilroy Police Station 2.3.09 Minor Variations in the Work - HARRIS may authorize minor variations in the Work from the requirements of the contract Documents that do not involve an adjustment in the contract price or the contract time and which are consistent with the overall intent of the Contract Documents. CITY shall provide to the Design Professional copies of such authorizations. 2.3.18 Quality Review - Except for minor variations, HARRIS is not authorized to change, revoke, alter, enlarge, relax or release any requirements of the Contract Documents or to approve or accept any portion of the work not performed in accordance with the Contract Documents. Communication between HARRIS and Contractor with regard to Quality Review shall not in any way be construed as binding CITY or HARRIS as releasing the Contractor from the fulfillment of any of the terms of his Contract Documents. HARRIS will not be responsible for, nor does HARRIS control the means, methods, techniques, sequences and procedures of construction for the Project. It is understood that HARRIS' action in providing Quality Review, as stated herein, is a service to the CITY and by performing as provided herein, HARRIS is not acting in a manner so as to assume responsibility or liability, in whole or in part, for all or any part of the construction work for the Project. No action taken by HARRIS shall not relieve any or all of the Contractors from their obligation to perform their work in strict conformity with the Contract Documents and in strict conformity with all other applicable laws, rules and regulations. Not withstanding the above, HARRIS is not relieved of any liability in the event it fails to properly perform its duties, to manage construction activity for the project as permitted by the time allotted by the CITY and the attached fee proposal, and to give notice to the CITY, of defects and deficiencies in the work of the Contractors, all is set forth in this section. 2.3.19 Photographs and Videos - Provide videotape and photographic documentation of project site prior to and during construction. 2.3.29 Field Inspection - Will provide limited field inspection services to verify substantial compliance with the contract documents. 2.3.13 Off-Site Inspection - Provide inspection as required at adjacent off-site locations within 30 miles to verify substantial compliance with contract documents. 2.5 FINAL ACCEPTANCE/CLOSEOUT SERVICES 2.5.04 Final Inspection and Punchlist - Provide final inspection and prepare list of project construction deficiencies for resolution by Contractor. 2.5.05 Construction Approval/Acceptance - Make recommendations to owner regarding final project approval and acceptance. 2.5.11 Final Report - HARRIS will provide CITY with a final report for the project. 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U) .~ "0 Q) t;:: .... .E U) Q) 0) co ~ 0) c:: 'CO > ~ a.. -Ie November 6, 2002 ATTACHMENT "C" CITY OF GILROY - CAPITAL IMPROVEMENT PROGRAM WORK ORDER NO. 48 UTILITY RELOCATION AT NORTH HANNA STREET CONSTRUCTION MANAGEMENT SERVICES COST PreConstruction Phase Project Manager Construction Manger Administrative 2 hrs @ 6 hrs @ 4 hrs @ Construction Phase Project Manager Construction Manager Inspector Administrative Testing Sub consultant 30 hrs @ 206 hrs @ 441 hrs @ 120 hrs @ $15,000 x Proiect Close-out Phase Project Manager Construction Manager Inspector Administrative 9 hrs @ 68 hrs @ 22 hrs @ 28 hrs @ $150 $ $140 $ $75 $ Subtotal $ $150 $140 $110 $75 1.10 Subtotal $150 $ $140 $ $110 $ $75 $ Subtotal $ 300 840 300 1,440 $ 4,500 $ 28,840 $ 48,510 $ 9,000 $ 16,500 $ 107,350 1,350 9,520 2,420 2,100 15,390 TOTAL COST NOT TO EXCEED $ 124,180 ASSUMPTIONS The above fee estimate is prepared with the following assumptions: 1. Costs are based on current hourly rates. Rates may be adjusted only pursuant to Article 4 of the Agreement for Professional Services by and between CITY and CONSULTANTS dated November 10,1998. 2. The project construction cost is approximately $1,008,000.00 3. Assumed Project Duration is 5 months (107 working days.) 4. Project is assumed to begin in December 2002 and completed in March 2003. [}L!:i-,.'lJC;/\'T"S O~;ClH\;/,~_ October 28, 2002 .. .. Harris & Associates Bill Headley, Parks and Facility Manager City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 Program Managers Construction Managers Civil Engineers Re: Work Order No. 36 for Design Phase Assistance on the Police Facility Project Amendment No.2 Dear Bill, As requested, we have prepared this amendment to Work Order No. 36 for additional management services. It is our understanding that the additional services are for project design and the duration is from November 4 through November 8, 2002. We estimate our additional effort as follow. I Project Management I $140/ hr. I 8.0 hours I $1,120.00 I If this amount is acceptable, please approve by executing both the original and duplicate original and return one fully executed wet signature copy for our files. Should you have any questions, please give me a call at 842-5777. Sincerely, HARRIS & w- ACCEPTED K:\ProgrmMt\Gilroy\ WO 36 PoliceDept PreCon\Ammend 2 to WO No. 36.doc 178 Second Street, Suite C Gilroy, California 95020 408.842.5777 FAX 408.842.5758 gilroy@harris-assoc.com 301 January 31, 2003 .. .. Mr. Bill Headley Facilities and Park Development Manager City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 Harris & Associates Re: Police Site Demolition Project due to Effort Outside of Contract Program Managers Construction Managers Civil Engineers Dear Mr. Headley: This letter is to request a budget amendment for the subject project. As you will recall, the City requested a minimum effort on this project by Harris & Associates. The project was to be completed by December 8,2002; however, due to major design changes the project's deadline has been extended. These changes have added substantial effort on our part to meet the City's requests. The delay and additional effort has been caused by the addition of two parking lots, the delay of the house move at 7311 Church St., and the demolition of 880 Sunrise Drive. Although we have tried to stay within the original budget amount of $13,620, the budget balance as of December 31,2002 will not be sufficient for Harris & Associates to bring this project to completion. We have estimated the following effort and budget amendment to continue with the project. Staff Hours Rate Total Construction Manager 25 $140 $3,500.00 Administrative 30 $75 $2,250.00 Geotechnical Consultant $4,000.00 Total $9,750.00 If this fee is acceptable, please authorize by signing below, and on the attached duplicate original. Please return one fully executed wet signature document, as our authorization to proceed. Should you have any questions, please call me at (408) 842-5777. Sincerely, HAR~IS;' A~SO^C1TES W~~ William Little III ' Project Manager 45tf- 2&QO - o<X:;o -43,-/0 C 1./3<<1 8103 6;) ACCEPTED BY: Date 178 Second Street, Suite C Gilroy, California 95020 408.842.5777 FAX 408.842.5758 gilroy@harris-assoc.com .a: t ClS. a ~ :E o .... <Xl ~ " :3 "" Z " .. o :E o .... <Xl " o ~ >: ~ ::x: OJ ~ :1. III 120 ~ III o n .... OJ .... ro III ~ ~ z o ~ CD ::4- s' CD e:.. - o ~ CD g- '" 0' CD CD := 5' C'l ~ c. 5' So "". '" ~ CD "d .g o ~ ~ 0 (1 Il> '71 Gl = C)&r g P e:; = i:C CD ""* 0 0' ~ -< ~ ~. ~ 8- g,c.g o ::t C'l ; ~ ~ ~a 0' en =:r ~ Rc g 6" ~q := en~ C'l 0.... I ~ ~ g. en ~ ~ ~ ~ o CD'< a c.0' ""* Z CD ~ 0 Il> ~ ~ & g-g.~ R ~ 8- g 0 g Il> . q '" - "d (il ~ ~ .g 00 '" CD S ~ a c. 6' ~ ~ (') a. ~ ~ g, .... g- ~ (il CD ~ a S' ""* ." ""* o ~ '" '" o' = e:.. en CD ~ "". 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"". o == ~ - ~ o o o = = = .....~ ~ <::::>lHOo~O\O'I\.It(JI .....~ ~ <::::> lH 00 ~ 0\ 0'1 \.It (JI .....~ ~ <::::> lH 00 ~ 0\ 0'1 \.It (JI .....~ ~ <::::> lH 00 ~ 0\ 0'1 \.It (JI .....~ ~ <::::> lH 00 ~ 0\ 0'1 \.It (JI = = -l-l:........v.,QC~N (JI<::::><::::><::::>=\.It(JI ~ ~ ~ ~ = u. = = o = ~ ~ N = = o = . = = = . lH U. = = o = 00 ... - l'\l ~ ~ => ... 8 00 ~ l'\l = ..... = c:r 8 Q. 8 "0 8 ... ., l'\l - 0 = ;- < - Q.8~(j ~ c:r _ 0 ... :;;;:<< == :.... ~ 1=- ~~:,S"~ c:r ., 0 ~ ,.. I ::3." < ::!.: =~~o:; ~~l'\l"o ;; ~<< ~"'Co ~ a a O. n' ~ ~ l'\l -oo~ l'\l _ 0 ~ ~ . e. ~ o 00 = "'C ., o .... l'\l ~ - ar it!! of Q?; ilro!! COMMUNITY DEVELOPMENT DEPARTMENT Norman S. Allen, P.E., Director Planning Division Engineering Division Building, Life & Environmental Safety Division Housing & Community Development (408) 846-0440 (408) 846-0450 (408) 846-0430 (408) 846-0290 FAX (408) 846-0429 FAX (408) 846-0429 FAX (408) 846-0429 FAX (408) 846-0429 March 5, 2003 CONTRACT ADDENDUM (WORK ORDER 49) AGREEMENT FOR: PROFESSIONAL ENGINEERING SERVICES FOR CONSTRUCTION MANAGEMENT - NEW POLICE DEPARTMENT PRE-BID AND BID PHASE Consultant: HARRIS & ASSOCIATES. INC Contract Agreement Date: November 10. 1998 This WORK ORDER shall become effective when the City Administrator, City Engineer, Project Manager, and Consultant have signed it. All copies forwarded to Consultant for signature shall be returned to the City of Gilroy properly filled out. Upon acceptance by the City, the Consultant's copy will be returned to him as his authority to proceed with the work. DESCRIPTION OF WORK: Provide Construction Management for pre-bid and bid phase services relating to the New Police Department Facility Project. The Scope of Services shall be as detailed in Attachment "A", consultant cost and work effort shall be as detailed on the attached worksheet. All requirements of the original Agreement Documents shall apply to the above work except as specifically modified by this Addendum. The contract time shall not extend unless expressly provided for in the Addendum. City of Gilroy, Contract Addendum Work Order No. 49 March 5, 2003 HARRIS hereby agrees to make the above change subject to the terms of this Addendum for the NET INCREASE OF $38,685.00 Original Agreement Price i (Master Contract) This Addendum $5,187,986 $ 458.543 $5,646,529 $ 38.685 Total Addendum to Date Total Amendments to Date TOTAL TO DATE "7 - ".4 Date: :;;>.~:>,O./ REVISED AGREEMENT $5,685.214 Date c3/~~ Date Originals: (2) - City Clerk Consultant Copies: (2) - Purchasing File Page 2 of2 March 5, 2003 ATTACHMENT "A" SCOPE OF SERVICES NEW POLICE FACILITY PRE-BID AND BID PHASE WORK ORDER NO. 49 32. PRE-CONSTRUCTION PHASE SERVICES 32.021 - Bidding - Assist with consultant coordination and City review of pre-bid questions and addenda preparation. 32.022 - Pre-Bid Conference - Organize, schedule, attend, and record the pre-bid conference. 32.023 - Bid Review - Prepare detailed bid tabulation, review apparent low bids for conformance to requirements, review and report on bidders' acceptability. 1\.II11l I{Ilk SLl \ III ( .ltq!()III.."" 1.I,k City Of Gilroy Cost Proposal for Pre-Bid and Bid Phase Services New Police Facility Project - Work Order No. 49 Submitted by Harris & Associates 3/5/2003 II o 2 2 2 2 2 2 o Bill Little Project Manager Overall Project Management Interface with Agency Staff Reporting on Project Status $ 150.00 Scott Gilpatric Construction Manager Overall Project Management Interface with Agency Staff Reporting on Project Status Construction Management Pre-bid services Bidding phase services Project Issue Resolution Document Control 0 12 12 12 0 36 $ 5,760.00 10 10 10 30 2 2 2 6 $ 160.00 0 41 38 42 0 121 $ 19,360.00 15 6 6 27 15 20 20 55 6 6 6 18 5 6 10 21 Contract Administration Administrative Assistant Management Administration Records Management & Processing Total Labor Cost $ Geotechnical Sub-Consultant $ Biddability!Constructability Backcheck by Robert Ball $ 32,095.00 2,750.00 3,840.00 Assumptions: Overtime Allowance $ Grand Total $ 38,685.00 1. Costs are based on current hourly rates. Rates may be adjusted only pursuant to Article 4 of the Agreement for Professional Services by and between the CITY OF GILROY and HARRIS & ASSOCIATES dated November 10,1998. 2. No Overtime allowance has been included in this fee proposal. 3. Escalation fee beyond the End of December 2003 is not included. 4. Geotechnical Consultant is invoiced at fee plus 10%. 5. The project construction cost is approximately $19,300,000.00. 6. Assumed Pre-bid and Bidding Phase Duration: 3 months, March 1, 2003 - May 31, 2003. Any additional time beyond what is shown, may require a fee amendment. klprgrmmtlgilroy/W049 Bid Phase Cost Proposal 2_l0_03/vm 1 \. """" ''''""",, .. .. Harris & Assoaates Program Managers Construction Manaaers May 29, 2003 William Headley, Parks and Facilities Manager City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 Re: Gilroy Police Facility Bid Review and Recommendations Dear Bill, We have completed our bid analysis of the New Police Facility bid on May 20, 2003. Attached you will find a summary breakdown of the bids along with possible courses of action and our recommendations. Per your request to find possible reasons why the bids came in so much higher than the engineer's estimate, we offer the following possible causes: A. General Contractor' s Work Percentage A contributing factor to the increased cost may be due to the high 'minimum General Contractor's work percentage' included in the original bid. Reducing the 'minimum' to 15% or possibly less if feasible could help in lowering the bid amounts. B. Drawing Ambiguities (Appendix A) A quick comparison of Harris & Associates Biddability and Constructability Review (Dated Sept. 26, 2002) vs. Pre-Bid Clarification Questions from contractors vs. Addenda Issued, yielded the following: We found 45 B&C comments that paralleled Bidder's questions. This suggests that some of the B&C comments were not incorporated into the bid documents prior to the bid date. In the interest of time, only one contractor' s (West Coast Contractors) list of questions was compared to the Addenda issued and we found only 13 of 139 questions were directly answered. There is a possibility that some other comments and questions may have remained 'unanswered' therefore necessitating the use of 'extra contingency money' in the bids. C. Estimated Construction Costs The summary findings of Appendix B-1 and B-2 yields to the conclusion that the estimated construction costs relied upon by WLC were not realistic. 178 Second Street, Suite C Gilroy, California 94520 408.842.5777 FAX 408.842.5758 gilroy@harris- assoc. com ",,", ........" A list of possible actions can be found in Section 2 PROJECT OPTIONS. In considering your request for ways to reduce the price we offer the following options: A. Reduce the General Contractor work percentage to 15% or less. B. Clean up the bid documents addressing all B&C comments and pre-bid inquiries. C. Reject all bids, redesign project. Build or modify below-grade option, downsize above-grade structure with potential for future expansion. Further review and discussion is required to determine the best course of action. We would be pleased to review this report with you, and are available for discussion with you and WLC. Again, we appreciate this opportunity to provide services to the City of Gilroy. Sincerely, HARRIS & ASSOCIATES W~~'T William Little ill Associate Ene. Bid Review and Recommendations, Appendix A, B-1, B-2 cc: 178 Second Street, Suite C Gilroy, California 94520 408.842.5777 FAX 408.842.5758 gilroy@harris- assoc. com '.....,.. ....,"'" 2. PROJECT OPTIONS: A. Obtain additional funding required and build project as designed. B. Reject all bids, repackage and build below grade portion now (Phase-1). Clean up drawings and build remainder of project when funds available (Phase-2). C. Reject all bids, cleanup drawings and re-bid project as designed. D. Phase project with low bidder. E. Reject all bids, redesign project. Build or modify below grade portion, downsize above grade portion with capability for expansion. F. Design-Build and lease (CHP). G. Postpone project for 1-2 years. H. Postpone project indefinitely. 3. RECOMMENDATIONS: . Reduce GC work. percentage to a maximum of 15% (lower if feasible). . Clean up drawings, address and/or incorporate B/C Review comments and all pre-bid inquiries. . A combination of Options B, C and E depending upon operational necessities of the Police Department, and factors influencing time and money. Further review and discussion will be required to determine the best course of action. -,,- '-' New Gilroy Police Facility Bid vs. Estimate Summary Appendix B-1 GENERAL CONTRACTOR BIDS: Subcontractor % Listed Nibbi Brothers Construction $26,137,000 (low bidder) $26,700,000 (second) $26,792,000 (third) 70% S.J. Amoroso Construction 48.07% K.H. Construction 71.55% The average of the bids was $26,543,000. The cost variance between the low bidder and the second bidder is 2.1 %, and between the third bidder is 2.5%. The cost variance between the second and third bidder is less than one half of one percent (0.34%). 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S>> dU/ DUPLICATE ORIGINAL August 29, 2003 - - Harrls & Associates Mr. Bill Headley Facilities and Park Development Manager City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 Re: New Police Department Project Re-Bid - Work Order No. 49-A Request for Budget Amendment No.1 Dear Mr. Headley: This letter is to request a budget amendment for the subject project in the amount of $159,655 for the re- bid phase of the above-mentioned project. Our UfIderstanding of the scope of services is described on Attachment "A". Our fee is detailed on the attached spreadsheet. Ifthis fee is acceptable, please authorize by signing below, and on the attached duplicate original. Please return one fully executed wet signature document, as our authorization to proceed. Should you have any questions, please call me at (408) 842-5777. Sincerely, Vice President UGiL, ~ · William Little III ~ Proj ect Manager ~L ACCEPTE C! Patrick Dobbins Project file K:\ProgrmMt\Gilroy\Amendments\Amend 1 to WO 49 PO Re-bid Cvr Ltr.doc 178 Second Street, Suite C Gilroy, California 95020-5100 408.842.5777 FAX 408.842.5758 gilroy@harris-assoc.com August 28, 2003 JUPLlCATE OH1GIf'.AL ATTACHMENT "A" SCOPE OF SERVICES NEW POLICE FACILITY OVERSIGHT COMMITTEE AND RE-DESIGN WORK ORDER NO. 49-A 2.1 RE-DESIGN PHASE SERVICES 2.1.01 Meetings - Organize, schedule, notice, and attend design phase meetings. HARRIS shall coordinate meetings with the City Staff, City Design Oversight Committee, City Council members and Design Professional to address and coordinate project issues. Design Professional will prepare and distribute meeting minutes. 2.1.02 Reports - Provide monthly status reports as directed by the CLIENT. 2.1.03 Project Administration - Establish and implement the procedures and documentation process required to administer the project. Coordinate the review process with CLIENT staff, and Design Consultant. Assemble and transmit comments to Design Professional. Review and comment on the design schedule as prepared by the Design Professional. Oversight of the Design Professional's activities to maintain the design phase schedule. 2.1.04 Statement of Probably Construction Cost Preparation, Review and Updating at schematics, 60% and 90% of design and construction document - Prepare detailed statements of probably construction cost based on the plans and specifications provided by the Design Consultants. If statements are provided by the Design Consultants, Harris will review the cost data supplied and advise the Client on the acceptability of the statements. 2.1.07 Review of Design Documents - HARRIS shall review design documents at schematic design, design development, 30%, and 60% and make recommendations to the client and design professional concerning the project as to clarity and consistency with the City direction and needs of general method of operation. HARRIS will coordinate addressing the comments and concerns with the CLIENT and Design Professional. 2.1.08 - Biddability and Constructability Review - HARRIS shall review the design documents at 90% Plans and Specifications. Make recommendations to the CLIENT and Design Professional as to biddability and constructability, cost, sequencing, scheduling and time of construction, clarity, consistency, and coordination of documentation among the contractor, and as to the separation of the project into construction contracts for various categories of the work. The recommendations resulting from such review will be provided to the CLIENT and Design Professional in writing. In making reviews and recommendations as to design documentation or design matters, HARRIS shall not be responsible for providing nor will HARRIS have control over the project design, design requirements or the substance or contents of the design documents. By performing the reviews and making recommendations described herein, HARRIS shall not be acting in a manner so as to assume responsibility or liability, in whole or in part, for any aspect of the project design, design requirements, design criteria or the substance or contents of the design documents. HARRIS' actions in making such reviews and recommendation as provided herein are to be advisory only to the client and to the design professional. Work Order No. 49-A Page 1 of 1 .. .. Ji!i'fIJ', ~~sociates JUPLlCATE OR1GIN/\L City Of Gilroy Cost Proposal for Oversight and Re-Design Services New Police Facility Project - Work Order No. 49-A Submitted by Harris & Associates August 28, 2003 Oversight Committee Oversight Committee & Re-design Phase I Phase II Team Meetings Oversight Committee Mtg(s) ~.. Consultant Coordination Administration @ $75/hr. Total Hours Total Amount Project Manager Hrs. $150Ihr. 4 4 6 5 19 $2,475 Office Engineer Hrs. $1201hr. 2 o 2 ---- o 4 $480 Team Meetings Oversight Committee Mtg(s) Consultant Coordination Reviews & Report Administration @ $75/hr. Total Hours Total Amount Office Project Manager Hrs. Engineer Hrs. $1501hr. $1201hr. 12 4 10 0 40 10 16 6 ------------- 20 20 98 20 $13,200 $2,400 Re-Design Phase III Project Manager Hrs. $1501hr. 20 80 8 24 64 Office Engineer Hrs. $120Ihr. 4 20 o -------- 16 20 20 Team Meetings ----- ---_._--~ Consultant Coordination Oversight Team Mtg. 30% Review ---_._..~~ 60% Review ---._----- 90% Review (H/C Team) (Lump Sum Not to Exceed) $ 47,000 Davis/Langdonl Adamson Cost Estimate Plus 10% (Lump Sum Not to Exceed) $ 44,000 100% Review back-check 24 ------_._-_._._-_._-_..~----_.. Admin. B/C @ $75/hr 100 Total Hours 320 Total Amount $ 131,500.00 o .-- o o 80 $ 9,600.00 GRAND TOTAL AMOUNT $159,6551 ASSUMPTIONS: The above estimate is prepared with the following assumptions: I. Costs are based on current hourly rates. Rates may be adjusted only pursuant to Article 4 of that Agreement for Professional Services by and between CITY and CONSULTANTS dated November 10, 1998. 2. The total project cost are estimated to be $18,900,000. 3. Work will be completed according to schedule known as Exhibit "D" (Attached), assuming a 13 month duration of evaluation analysis and design commencing August 4, 2003 - - Harris & Associates 07/01/03 07/11/03 08/04/03 *08/04/03 08105103 09/17/03 09/24/03 * 10106/03 10/29/03 11/05/03 * 11/17/03 12/01/03 01/05/04 01/14/04 01/21/04 *02/02/04 02103104 04/21/04 05/05/04 06/23/04 07/07/04 09/15/04 09/22/04 * 10/04/04 12/06/04 02/02/05 03/02/05 04/04/05 05/02/05 03/05/07 *Council Meeting JUPLlCATE ORIGIN.,^ I "I.. Exhibit "D" Project Schedule Gilroy Police Facility Redesign Phase One - Scope of Work & Action Plan Complete Phase One - Scope of Work. Executive Oversight Committee Meeting. Council Review and Approve Redesign Scope ofW ork. Phase Two - Preliminary Redesign Phase. Preliminary Redesign Options and Cause & Effect Matrix Submittal Executive Oversight Committee Meeting. Council Review Redesign Options and Cause & Effect Matrix Redesign Documents and Draft Master Plan Update Submittal Executive Oversight Committee Meeting Council Review and Approve Redesign Documents and Draft Master Plan Update Altematives First Outreach of Draft Civic Center Master Plan Second Outreach of Draft Civic Center Master Plan Final Preliminary Redesign and Civic Center Master Plan Update Submittal Executive Oversight Committee Meeting Council Review and Approve Preliminary Redesign and Civic Center Master Plan Update. Phase Three - Construction Document Redesign 30% Complete CD Progress Review Submittal. Executive Oversight Committee Meeting. 95% Complete CD and B&C Submittal. Executive Oversight Committee Meeting. Bid Package Submitted Executive Oversight Committee Meeting. Council Review and Approve Bid Package Bid sets available; Bidding phase begins. Pre-bid conference. Bid Opening Council A ward Contract for Construction Begin Construction Final Completion/Occupancy 1 Exhibit "D" - Redesign Project Schedule Gilroy Police Facility '- .. .. Harri s & Associ ates Program Managers Construction Managers Civil Engineers GILROY CITY COUNCIL STUDY SESSION New Police Facility Redesign Report December 15, 2003 Schedule of Handouts 1. WLC Redesign Narrative 2A. Design Options Evaluation Matrix 2B. Conceptual Design Graphics for Options 1 - 3 3. Project Cost History to Date 4. Cost Estimate - Redesign Options 5. Gilroy Civic Center Master Plan - Supplemental Parking Assessment Report 6. Project Schedule C:\Oata\City Of Gilroy Study Session for PO Redesign.doc 178 Second Street, Suite C Gilroy, California 95020 408.842.5777 FAX 408.842.5758 gilroy@harris-assoc.com WLC Architects .....- Lorry WaIH, AlA . George M. Wiens, f1JA . Robert J. Hensley, AlA . James P. DiCamillo, AlA . Glenn Ueda, AlA ~ I /v1ox Medina, f1JA · Kelley Needham, f1JA December 15, 2003 Redesign Project Narrative Gilroy Police Facility Redesign of the Gilroy Police Facility is necessary to reduce project costs to WLC's estimated construction cost of $18,231,057.00. Bids received in February 2003 from three bidders ranged from $26,137,000.00 to $26, 792,000.00. While significant changes in the overall project scope are necessary to reduce cost, redesign objectives must fulfill Police Department space needs based upon the City's projected population at build-out of the General Plan. To meet this challenge, the redesign effort has been conceived to eliminate all non-essential Police Department improvements from the project scope wherever possible. The primary approach to the redesign of the Gilroy Police Facility consists of three primary components. A. Eliminate lower B-2 below grade parking level. B. Eliminate primary building upper floor. C. Eliminate separate communications tower. Schematic plans have been prepared to reflect these design modifications, and consist of Site Plan, Main Level Building Floor Plan, Lower B-1 Parking Level Floor Plan, Building Section, and Exterior Elevations. Changes to the design are anticipated to reduce costs as follows. A. Eliminate Lower B-2 Below Grade Parking Level I. Elimination of auger pile shoring system, and use of pier lagging excavation support system along the north residential property and provide 1: 1 layback slope excavation at three and three-quarters of the remainder of the site. 2. Reduced export fill material. 3. Elimination of 70,194 square feet of below grade, cast-in-place concrete Basement 2 parking structure. 4. Elimination of elevator at grid line K-1. 5. Reduced stairway and elevator flights. 6. Reduced mechanical and emergency exhaust systems. 7. Reduced fire/life safety and security systems. 8. Change from Type I-F.R. to Type II-F.R. construction throughout entire superstructure. 9. Reduced construction time. B. Eliminate Primary Building Upper Floor 1. Relocate Communications Center from Upper Level to Main Level of building. 2. No change in overall building square footage; Main Level increases to 48,970 square feet. 3. Simplified roof design (Mansard roof mechanical screen) and decreased structural steel costs. 4. Reduced tile roofing with 3:12 slopes eliminating Class "C" roofunderlayment. 5. Reduces complexity of mechanical duct distribution and roof enclosure. 6. Elimination of added utility rooms at roof level. 7. Reduced stairway and elevator flights with elimination of stair at grid lines F2. 8. Simplification of atrium which becomes a 2-story space-no smoke evacuation requirement. 9. Reduced emergency power system. 10. Reduced fire/life safety and security systems. 11. Change from Type I-F.R. to Type II-F.R. construction throughout entire superstructure. 12. Reduced construction time. A. Eliminate Separate Communications Tower 1. Police will use existing communications tower; conduit to site already in place. 590 lineal feet of antenna cable and IT conductors still required for connectivity. 2. Elimination of tower clock and color kinetics lighting system. . ~ ~ ~ < 8~ oz C-:O l(') """" ......~ ~< ~~ E~ ~< g> Q~ ~ fI.l ~ .Cl ~ = bIJ ... fI.l ~ "Cl ~ ~ I .c- ... - ... 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U ~ ~ 0 Z Z ~~ U Co> p.. ~ 0 Z Co> Ue. ~u M !"'i ...; II'i ...c r..: 00 Qi 0 ,...; ...... - .... !$ 8 ..J. x o o "'" "'" ('l o \D ~ ,z U i:J." EB '" '" o I '" ~ ~ II ~JI ~~ ~~ . ..... Cl::S ~~ ......., ~ .0 -t: & EB ... ... o I ... ,....-1 ~ II ~JI ~~ ~~ . ...... C\$ ~~ ~ ~ .c ~ & ~ :> .., ~~ # . ., f ~ ~ '(La J ~! it WLC Arch teets ..~ lorry Wolff, AlA. George M. Wiens, AlA. Robert J. Hensley, AlA . James P. DiCamillo, AlA . Glenn Ueda, AlA ~ I Max Medina, AlA · Kelley Needham, AlA December 15, 2003 PROJECT COST HISTORY TO DATE Gilroy Police Facility Project 0024400.02 ITEM COST Original Low Bid - May 2003 $ 26,137,000.00 Cost Estimate - Option 2 20,720,000.00 i Reduction from Orie;inal Low Bid 5,417,000.00 i Value Engineering/Items Applied to Option 2 Deletion of Auger Pile Shoring System Deletion ofB2 Parking Level 10% area reduction ofB1 Parking Level Raise B I Parking Level to grade Deletion ofHV AC from B 1 Parking (provide natural ventilation) Deletion of 2nd Floor Level, relocate Dispatch to main administrative level Reduction of roof plaza area, omit plaza planters/ landscape/ fountain Simplify roof design Reduction of structural fireproofing Deletion of clock/antenna tower at round-about Deletion of Utility Building Approved Project Construction Budget $ 19,354,644.00 Project Soft Costs Remaining 3,075,818.00 TOTAL BUDGET REMAINING TO DATE $ 22,430,462.00 , ~ " Total Costs- Option 2 $ 23,795,818.00 Potential VE Items 680,000.00 Total Option 2 Less VE Items $ 23,115,818.00 Difference between Remaining Budget and Option 2 $ I 685,356.QO I Virginia Dare Tower. 1 0470 Foothill Boulevard. Rancho Cucamonga,Califomia 91730 . 3754 . ph: 909987 0909 fax: 909 9809980 1110 Iron Point Road. Suite 200. Folsom. California 95630.8301. ph: 916 3559922 fax: 9163559950 1250 4th Streelt Suite 150 . Emeryville, California 94608 . 2901 . ph: 510 450 1999 fax: 510 450 2525 Additional Potential Value Engineering Items ! Shell out various program spaces $ 170,000.00 ! Simplify garage storage 80,000.00 I ! Downsize emergency generator 30,000.00 ! Reduce street lighting 25,000.00 I I ! Reduce landscaping 25,000.00 ! Early Construction 350,000.00 TOT AL- VALUE ENGINEERING ITEMS $ 680,000.00 Major Potential Value Engineering Items Split Police Department Programmed Facilities NEW BUILDING EXISTING BUILDING ! - Administration - Neighborhood Services i , , -Property/Evidence - Dispatch -Patrol - Custody - Investigations/Detectives - Records FC:fw P0024400x5-ce WLC Architects .....- Larry Wolff, AlA. George M. Wiens, AlA . Robert 1. Hensley, AlA. James P. DiCamillo, AlA . Glenn Veda, AlA ~ I .v1ax Medina, AlA · Kelley Needham, AlA December 15, 2003 COST ESTIMATE - REDESIGN OPTIONS Gilroy Police Facility Project 0024400.02 ITEM AREA/SF. COST/SF. * AMOUNT OPTION 1 - Raise Parking Structure to Grade Main Building/Custodial Facility 49,920 $ 266.95 $ 13,326,144.00 Parking Structure on Grade Below 60,350 73.30 4,423,655.00 Building Site/Staging/Emergency Generator 3,362,356.00 and Enclosure Construction Costs Option 1 110,270 $ 191.46 $ 21,112,155.00 Remaining Soft Costs 3,075,818.00 TOTAL OPTION 1 11 0,270 $ 219.35 $ 24,187,973.00 Expenditures to Date $ 2,971,182.00 GRAND TOTAL OPTION 1 110,270 246.29 $ 27,159,155.00 $ 22,430,462.00 I I AVAILABLE CITY FUNDS * Includes Contractor overhead/profit and contingencies. Virginia Dare Tower. 1 0470 Foothill Boulevard. Rancho Cucamonga,Califomia 91730 - 3754. ph: 909 987 0909 fox: 909 9809980 1110 Iron Point Rood. Suite 200. Folsom. California 95630 - 83010 ph: 9163559922 fox: 9163559950 1250 4th Street. Suite 150. Emeryville, California 94608 - 2901 . ph: 510 450]999 fox: 510 450 2525 ITEM AREA/SF. COST/SF.* AMOUNT OPTION 2 - Raise Parking to Grade - Reduce Size by 10% Main Building/Custodial Facility 49,920 $ 266.95 $ 13,326,144.00 Parking Structure on Grade Below 55,000 73.30 4,031,500.00 Building Reduced Size Site/Staging/Emergency Generator 3,362,356.00 and Enclosure Construction Costs Option 2 104,920 $ 197.48 $ 20,720,000.00 Remaining Soft Costs 3,075,818.00 TOTAL OPTION 2 104,920 $ 226.80 $ 23,795,818.00 Expenditures to Date $ 2,971,182.00 GRAND TOTAL OPTION 2 104,920 $255.12 $ 26,767,000.00 ITEM AREA/SF. COST/SF.* AMOUNT OPTION 3 - Eliminate Parking from Building Provide Parking Off-Site at 2-Level Parking Deck i Main Building 46,270 $ 259.06 $ 11,986,706.00 Custodial Stmd Alone 3,650 650.00 2,372,500.00 I t Sally Port 800 200.00 160,000.00 I Site/Staging/Emergency Generator 3,362,356.00 and Enclosure Single Parking Structure, Rosanna and 80,000 55.00 4,400,000.00 , Seventh I Construction Costs Option 3 130,720 $ 170.45 $ 22,281,562.00 I I Remaining Soft Costs 3,075,818.00 i TOTAL OPTION 3 130,720 $ 193.98 $ 25,357,380.00 Expenditures to Date $ 2,971,182.00 I GRAND TOTAL OPTION 3 130,720 I $ 216.71 I $ 28,328,562.00 r * Includes Contractor overhead/profit and contingencies. GILROY CIVIC CJ1:NTER MASTER ,PLAN Gilroy, California Supplemental Parking Assessment Report '~I' '< L-,- i ~ ~ . I ~ I ,i! @ - - ~ - . - __ - c. .- _ - _.... ..-. .-.-:: "'" - LmTll11111111111111111111111111 J Wheeler Community Center ~,,-~, . .@IJIlIIIIIIIIIIIIII - II~~~ r' t~:,:~IC::ll::L~1 =,1 ..'lIST SFIr.-fffi \nl!'Sl' -.. .- ..~""-""'~.._'''.'''-"' ~_. i . . ---. :---'c:: , , " " Final Report M Prepared for WLC Architects Rancho Cucamonga, California 10 December 2003 HI(jGINS ,~SS()CI^TE) TABLE OF CONTENTS Page No Executive Summary CHAPTER 1 - Introduction 1 1.1 Proj ect Description................. .................. ................... .......... .................. .......................1 1.2 Scope of Work .................... .................. ................ ................................. .......................2 CHAPTER 2 - Parking Assessment 2.1 Background to Parking Assessment...... ............... .................... ............. ................... ......4 2.2 Existing Roadways for Gilroy Civic Center Precinct....................................................4 2.3 Phased Parking Assessment... ................. ............... ................ ........................................5 2.3 Parking during Construction............................ .......... ............................ ...7 CHAPTER 3 - Conclusions and Recommendations 3.1 Concluding Comments.......... .................. .............. .................... ....................................9 3.2 Recommendations.................. ................. ................ ....... ........ ............... ................... ......9 A03-13l Final Report.doc LIST OF EXHIBITS EXHIBIT 1 - 3 Minute Parking Walking Line EXHIBIT 2 - Existing Parking 2003 EXHIBIT 3A - Phase 1A - New Police Facility Parking EXHIBIT 3B - Phase 1A - Parking during Construction of New Police Facility EXHIBIT 3C - Phase 1A&B - Parking for Simultaneous Construction of New Police Facility & Library EXHIBIT 4A - Phase 1B - New Library Parking EXHIBIT 4B - Phase 1A - Parking During Construction of New Library EXHIBIT 5 - Phase 2A - City Hall Annex Parking EXHIBIT 6 - Phase 2B - Senior Center expansion Parking EXHIBIT 7 A - Phase 2C - Wheeler Community Center Expansion Parking EXHIBIT 7B - Phasing of Final Parking Construction A03-l3l final Report.doc Executive Summary This supplemental parking assessment report evaluated the anticipated impact from the change or redesign of the Police Facility and Basement Parking as part ofthe revised Gilroy Civic Center Master Plan. Six Phases were assessed namely, existing 2003 conditions, Phases 1A & 1B and Phases 2A to 2C. The detailed results have been discussed in the chapters of this report and the conclusion is that the proposed parking implementation plan to support the Gilroy Civic Center Master Plan would be adequate. The location and proximity ofthe parking spaces available to the Civic Center users is such that the principles of shared parking can be successfully applied to the analysis of the parking requirements for the re-development ofthe Civic Center Precinct. The primary objective ofthe parking assessment was to ensure that parking would be provided to the users ofthe facilities as conveniently as possible, and ifnot located adjacent to the facility, within a 2 minute or 480 feet walking distance from the different Civic Center Facilities at an average walking speed of 4 feet per second. However, for seniors, a walking speed of2.8 feet per second or 336 feet distance was used. The parking assessment has shown that the existing parking supply exceeds the parking demand by approximately 50% and that an average parking supply ratio of more than the 3.33 parking spaces per 1000 square feet. of building is available for the existing situation. The ratio of3.33 parking spaces per 1000 square feet was used as the criteria to be achieved through all the development phases of the Gilroy Civic Center Master Plan. The results from the parking assessment show that the desired Civic Center Precinct parking supply ratio of 3.33 parking spaces per 1000 square feet of building would be achieved for all Phases. However, the final layout only provides a ratio of3.30 spaces/1000 square feet. The following measures are necessary to facilitate the Gilroy Civic Center Master Plan: 1. The reconfiguration of the existing parking and construction of new parking lots planned with each development phase ofthe Master Plan should be implementation as programmed. This would provide a parking supply ratio of 3.33 parking spaces per 1000 square feet. of building to serve the Civic Center Facilities for the duration ofthe period evaluated. 2. A formal parking policy should be developed and specific parking spaces assigned to staff during each ofthe phases of the Gilroy Civic Center Master Plan. A03-13l Final Report.doc CHAPTER 1 - Introduction 1.1 Project Description This supplemental parking assessment study report has been prepared in response to a change in the design of and number of parking spaces that will be provided as part of the new Police Facility in Gilroy. An initial Traffic Impact Study was prepared by Higgins Associates! to address the traffic and parking implications ofthe expansion ofthe Gilroy Civic Center Facilities to address growth into the year 2039. The population of the City of Gilroy has more than tripled in size in the last 30 years from 12,641 people in 1970 to 41,464 in 2000. It is estimated that by the year 2020, the population of the Gilroy area will be approxirnately 62,500 people. Both the Police facility and the Library were previously expanded in 1986 and 1987. By their respective accepted industry standards, both the Library and the Police Station currently lack the square footage necessary to adapt to the growing needs ofthe City of Gilroy. The Civic Center Master Plan=s phased improvement approach will accommodate the increasing number of City residents and corresponding city staff. The Gilroy Civic Center Master Plan includes five improvement phases to cater for the needs of the Civic Center Facilities from 2003 through 2039 buildout conditions. The various phases can be summarized as follows: $ Phase 1A - The existing Police Facility located between Sixth Street to the north, Seventh Street on the south and between Rosanna Street on the west and Church Street on the east will be replaced with a new facility located on a site bounded by Dowdy Street on the west, Seventh Street on the south and Hanna Street on the east. $ Phase 1B - The existing Gilroy Public Library will be replaced by a new facility located on the same site bounded by Sixth Street on the north, Hanna Street on the west and Rosanna Street on the east. $ Phase 2A - The Vacant Police Facility located between Sixth Street to the north, Seventh Street on the south and between Rosanna Street on the west and Church Street on the east will be remodeled and utilized as a City Hall Annex. $ Phase 2B - The existing Senior Center located on the corner of Sixth Street and Hanna Street will be expanded and a surface parking lot located on the corner of Sixth Street and Dowdy Street will be provided adjacent to the Senior Center to serve the expanded facility=s parking needs as well as provide overflow parking required by the Police Facility. 1 Traffic Analysis and Parking Assessment Report, April 15, 2002, prepared by Higgins Associates. A03-13l FINAL REPORT. DOC 1 $ Phase 2C - The Wheeler Community Center located adjacent to Sixth Street and between Rosanna Street on the west and Church Street on the east will be expanded. The land, adjacent to the County's Family Services Facility and on Rosanna Street between Sixth and Seventh Street, will be developed into surface parking areas to serve the expanded Civic Center=s parking needs as part ofthis phase. As part of Phase 1 (approved projects), the City of Gilroy is proposing to demolish the existing library facility by the year 2003/4, and build a new library facility at the existing site (contingent on library state bond funding). The new two-story, 53,231 square-foot library building would be constructed at its current location and would be designed to meet the long-range needs of the community. The new Police Department facility would consist of a two-level police station of approximately 48,970 square feet on the proposed 1.89-acre site bordered by Dowdy Street, Seventh Street, Hanna Street, and the City=s existing Senior Center. Proposed with the new police facility is a single-level, 114-vehicle below-grade parking structure. To accommodate the new police facility, the seven city-owned residences on Dowdy and Hanna Streets, two of which are used for City offic~s, were demolished. The projects described under Phase 2 ofthe Civic Center Master Plan have not been scoped and scheduled for construction. Detail of the existing and proposed Civic Center Facilities is shown in the table below. Phase Estimated Description Existing Size Future Size in Starting/Completion Time in SF. SF. Phase lA 2004/5 to 2005/6 New Police Facility 17,665 48,970 Phase IB 2004/5 to 2005/6 New Library 12,700 53,231 Phase 2A 2007/8 to 2008/9 City Hall Annex added 30,215 47,165 Phase 2B 20010/11 Senior Center 10,515 15,515 Phase 2C 2013/14 Wheeler Community 15,890 19,890 Center Total SF. of Buildings 86,985 SF. 184,771 SF. Not included for upgrading in the Gilroy Civic Center Master Plan is the County's Family Services Facility that is 4,795 square feet in size. 1.2 Scope of Work < Parking Assessment To determine the parking implications of the revised design of the Police Facility and the A03-l3l FINAL REPORT.DOC 2 reduction of the number of parking spaces that would be provided in the basement parking structure of the Police facility, a supplemental parking assessment was performed. The same Phased development approach of the Gilroy Civic Center Master Plan was used in the supplemental parking assessment. The following parking phases were evaluated: o Existing (2003) conditions; o Phase 1A - Police Facility; o Construction of Phase 1A - Police Facility o Simultaneous Construction of Phase lA&B - Police Facility & Library o Phase 1B - New Library; o Construction of Phase 1B - New Library o Phase 2A - City Hall Annex; o Phase 2B - Senior Center; and o Phase 2C - Community Center and Full Parking Development. A03-l3l FINAL REPORT. DOC 3 CHAPTER 2 - Parking Assessment 2.1 Background to Parking Assessment The Gilroy Library, City Hall, Police Facility, Senior Center, Wheeler Community Center and the County=s Children=s and Family Services make up the Civic Center Precinct. These facilities are located in close proximity to each other on three City blocks bounded by Sixth Street, Seventh Street, Dowdy Street and Church Street. Several off-street parking lots have been constructed to provide parking for the Gilroy Civic Center Precinct. Hanna Street and Rosanna Street are two local streets running in a north/south direction providing access to and additional parking to the Civic Center facilities. It is planned to partially close and incorporate Hanna Street and Rosanna Street into the Civic Center Precinct in future. Due to the close proximity of the different facilities that make up the Civic Center Precinct, as well as the different peak use characteristics, the principles of shared parking can be applied and the parking spaces available in the Civic Center Precinct can be shared according to the different facility=s demand for parking. However, care should be taken that the parking for handicapped persons are located conveniently to all facilities and complies with Americans with Disabilities Act (ADA). This supplemental parking assessment is based on the comprehensive parking inventory and utilization survey (of all on and off-street parking within a 720 feet radius - 3 minute walking distance from the central point to the existing Gilroy Civic Center Precinct) that was undertaken on 4 days between Thursday February 14th and Wednesday February 27th 2002. This was done to get a clear and global understanding of the parking utilization patterns of the users for the different facilities in the Civic Center Precinct, as well as to determine the extent of the encroachment into the adjacent neighborhood streets. This supplemental parking assessment should thus also be read in conjunction with the Initial Project Report prepared by Higgins Associates, dated April 15, 2002. Furthermore, it should be noted that two additional off-street parking lots on the corners of Seventh Street with Rosanna Street and Church Street with 16 and 39 parking spaces respectively have been implemented since the completion of the previous study. 2.2 Existing Roadway System for Gilroy Civic Center Precinct Monterey Road, Church Street and Sixth Street provide primary access to the Civic Center precinct. Other roadways in the area serving the Civic Center precinct include Seventh Street, Dowdy Street, Hanna Street and Rosanna Street. Church Street is a two-lane collector street providing north-south access in the east-central portion ofthe city. On-street parking is provided in the vicinity of the Civic Center precinct and access to some of the off-street parking lots is taken off Church Street. A03-13l FINAL REPORT.DOC 4 Dowdy Street is a two-lane residential street running in a north-south direction on the western side of the Civic Center precinct. On-street parking is provided in the vicinity of the Civic Center precinct. Hanna Street is a two-lane residential street running in a north-south direction through the center of the Civic Center precinct. On-street parking is provided in the vicinity of the Civic Center precinct and access to some of the off-street parking lots is taken off Hanna Street. Monterey Road is a two-lane arterial traversing east-central Gilroy in a north-south alignment. Rosanna Street is a two-lane residential street running in a north-south direction through the center of the Civic Center precinct. On-street parking is provided in the vicinity of the Civic Center precinct and access to some ofthe off-street parking lots is taken off Rosanna Street. Seventh Street is a two-lane collector street running in an east-west direction through the center of the Civic Center precinct. On-street parking is provided in the vicinity ofthe Civic Center precinct and access to some of the off-street parking lots is taken off Seventh Street. Sixth Street is a two-lane collector street providing east-west access to the Civic Center precinct Limited on-street parking is provided in the vicinity of the Civic Center precinct and access to some of the off-street parking lots is taken off Sixth Street. 2.3 Phased Parking Assessment The parking assessment for the Gilroy Civic Center Master Plan was performed for seven stages (existing situation plus six phased improvement project stages). The various phases are as follows: $ Existing (2003) Situation $ Phase lA - Construction of the new Police Facility $ Phase 1B - Construction of the new Gilroy Public Library $ Phase 2A - Remodeling of the Vacant Police Facility as a City Hall Annex $ Phase 2B - Expansion of the Senior Center $ Phase 2C - Expansion of the Wheeler Community Center & Full Parking Development The parking assessment is based on two main principles: $ To endeavor to maintain a parking supply ratio of at least, (or as close to) 1 parking space per 300 square feet of building throughout the redevelopment process (3.33 parking spaces per 1000 square feet). There is no specific requirement for governmental institutions, public library and public utility offices stipulated in the City of Gilroy zoning ordinance. However, at the time of the initial parking assessment it was agreed by the City of Gilroy Planning Department, that it would be the most appropriate ratio to use. The City of Gilroy zoning ordinance should thus be updated to reflect this A03-131 FINAL REPORT. DOC 5 requirement. $ To provide parking to the users of the facilities as conveniently as possible and if not located adjacent to the facility, within a 2 minute or 480 feet walking distance from the different Civic Center Facilities at an average walking speed of 4 feet per second. However, for seniors a walking speed of2.8 feet per second or 336 feet distance would be used as the requirement (Refer to AASHTO Policy on Geometric Design a/Highways and Streets 2001). It should be noted that the parking assessment for the Civic Center Precinct as a whole, assessed the parking within a 3 minute (720feet radius) from the center point of the Civic Center Precinct, whilst the parking assessment of each individual facility in the Civic Center Precinct (City Hall, Library, Police, Community Center, Senior Center and County Children=s & Family Services), looked at parking spaces available within 2 minute walking distance from each facility. The table below shows the parking analysis for the existing 2003 situation and Phase I of the Civic center Master Plan. The number of spaces allocated to each facility (and used in the calculations in the table) are shown in Exhibits 2, 3A & 4A and based on the parking spaces available immediately adjacent or very close to the facility. It should also be remembered that the parking spaces are not fully utilized at this point in time and that a spare capacity exists for the existing to Phase 1 of the redevelopment program This table should be read in conjunction with Exhibits 2, 3A & 4A which graphically show the parking available for each phase and used in the calculations in the table. Parking Analysis Summary for Phase 1 of the Redevelopment Existing - 2003 Phase I A - 2004/05 to 2005/06 Phase IB - 2004/05 to 2005/06 Refer Exhibit 2 Refer Exhibit 3A Refer Exhibit 4A Size Parking Ratio / Size Parking Ratio / Size Parking Ratio / Description Spaces 1000 SF Spaces 1000 SF Spaces 1000 SF Police Facility 17,665 82 4.84 48,970 163 3.33 48,970 163 3.33 Library 12,700 78 6.14 12,700 126 9.92 53,231 198 3.72 City Hall 30,215 107 3.54 30,215 175 5.79 30,215 134 4.43 Senior Center 10,515 42 3.99 10,515 44 4.18 10,515 35 3.33 Community Center 15,890 60 3.78 15,890 65 4.09 15,890 64 4.03 Children=s Services 4,795 19 3.96 4,795 29 6.05 4,795 29 6.05 Totals 91,780 3.88 4.26 123,085 602 4.89 164,985 623 3.81 From the table it can be seen that the average parking supply ratios for the existing situation, Phase IA and Phase IB are 3.88, 4.89 and 3.81 respectively, which complies with the average parking supply ratio of at least 3.33 parking spaces per 1000 SF. of building. The overall ratio of 3.33 parking spaces per 1000 square feet of building would thus be maintained through this A03-l3l FINALREPORT.DOC 6 phase ofthe redevelopment. The next table shows the parking analysis for Phase 2 of the re-development program. The number of spaces allocated to each facility (and used in these calculations) are graphically shown in Exhibits 5, 6, & 7 and based on the parking spaces available immediately adjacent or close-by to the facilities. These tables should be read in conjunction with Exhibits 5, 6, & 7 which graphically show the parking allocation for every civic facility during each phase. Parking Analysis Summary for Phase 2 of the Redevelopment Phase 2A - 2007/08 to 2008/09 Phase 2B - 20010/11 Phase 2C - 2013/14 Refer Exhibit 5 Refer Exhibit 6 Refer Exhibit 7 Size Parking Ratio! Size Parking Ratio! Size Parking Ratio! Description Spaces 1000 SF Spaces 1000 SF Spaces 1000 SF Police Facility 48,970 163 3.33 48,970 163 3.33 48,970 163 3.33 Library 53,231 184 3.46 53,231 182 3.42 53,231 166 3.12 City Hall 47,165 161 3.41 47,165 162 3.43 47,165 157 3.33 Senior Center 10,5]5 44 4.18 15,515 44 2.84 15,515 44 2.84 Community Center 15,890 57 3.59 15,890 58 3.65 19,890 67 3.37 Children=s Services 4,795 23 4.80 4,795 23 4.8 4,795 28 5.84 Totals 180,566 632 3.50 185,566 632 3.41 189,566 625 3.30 From the table it can be seen that the average parking supply ratios for Phase 2A to Phase 2C are 3.32, 3.54, and 3.43 respectively. This implies that almost all the future phases would comply with the parking supply ratio of at least 3.33 parking spaces per 1000 SF. of building. The only exception is for the final parking layout where a rate of3.30 spaces per 1,000 square feet would be achieved. The individual parking ratio for the Senior Center (Phase 2B) shown in the table is slightly less than the 3.33 parking spaces per 1000 SF. However, this ratio only reflect the parking spaces adjacent and close-by the facilities and do not take into consideration the shared parking available within the 2-minute walking distance. 2.4 Parking During Construction There are thirty parking spaces required to accommodate construction staff during each construction phase. Three parking scenarios were assessed to evaluate the impact of the construction of the new facilities on the provision of parking for other Civic Center Facilities. The three scenarios are: . Construction of Police facility on its own (30 spaces); . Construction of New Library on its own(30 spaces); and . Simultaneous construction ofthe Police Facility and the New Library (60 spaces). A03-13l FINAL REPORT. DOC 7 The following table shows the detail ofthe parking evaluation during construction and should be read with Exhibits 3B, 3C and 4B. Construction Parking Analysis Phase IA - 2004/05 to 2005/06 Phase IA&B - 2004/05 to Phase IB - 2004/05 to 2005/06 2005/06 Refer Exhibit 38 Refer Exhibit 3C Refer Exhibit 48 Size Parking Ratio! Size Parking Ratio I Size Parking Ratio! Description Spaces 1000 SF Spaces 1000 SF Spaces 1000 SF Police Facility 17,665 82 4.84 48,970 82 4.84 48,970 136 2.78 Library 53,231 62 4.88 0 0 0.00 0 0 0.00 City Hall 47,165 III 3.67 47,165 87 2.88 47,165 155 5.13 Senior Center 10,515 40 3.80 15,515 40 3.80 15,515 40 3.80 Community Center 15,890 49 3.08 15,890 53 3.34 19,890 89 5.60 Children=s Services 4,795 16 3.34 4.795 17 3.55 4.795 29 6.05 Totals 91,065 360 3.95 78,365 279 3.56 11 0,385 449 4.07 From the table It can be seen that the average parking supply ratios for the construction of Phase 1A on its own, for simultaneous construction and Phase 1B on its own are 3.95, 3.56, and 4.07, respectively. This implies that with any permutation ofthe construction of Phase 1A and Phase 1B, the parking supply ratio of at least 3.33 parking spaces per 1000 SF. of building would be maintained. A03-l3l FINAL REPORT.DOC 8 CHAPTER 3 - Conclusions and Recommendations 3.1 Concluding Comments This supplemental parking assessment report evaluated the anticipated impact from the change or redesign ofthe Police Facility and Basement Parking as part ofthe revised Gilroy Civic Center Master Plan. Six Phases were assessed namely, existing 2003 conditions, Phases 1A & IB and Phases 2A to 2C. The results have been discussed in the preceding chapters of this report and the conclusion is that the proposed parking implementation plan to support the Gilroy Civic Center Master Plan would be adequate. The location and proximity ofthe parking spaces available to the Civic Center users is such that the principles of shared parking can be successfully applied to the analysis of the parking requirements for the re-development ofthe Civic Center Precinct. The parking assessment has shown that the existing parking supply exceeds the parking demand by approximately 50% and that an average parking supply ratio of more than the 3.33 parking spaces per 1000 square feet of building is available for the existing situation. The desired Civic Center Precinct parking supply ratio of 3.33 parking spaces per 1000 square feet of building would be achieved for most of the Phases. The only exception is in the final configuration where a parking ratio of 3.30 would be achieved. 3.2 Recommendations The phasing of the parking lot improvements was carefully planned and an average parking supply ratio of 3.33 parking spaces per 1000 square feet. of building could be maintained throughout most of the Gilroy Civic Center Master Plan. The following measures are necessary to facilitate the Gilroy Civic Center Master Plan: 1. The reconfiguration of the existing parking and construction of new parking lots planned with each development phase of the Master Plan should be implementation as programmed. This would provide a minimum parking supply ratio of3.30 parking spaces per 1000 square feet of building to serve the Civic Center Facilities for the duration of the period evaluated. 2. A formal parking policy should be developed and specific parking spaces assigned to staff during each of the phases of the Gilroy Civic Center Master Plan. A03-l3l FINAL REPORT. DOC 9 : : r720ife,t . 'ot'4ff/se'e ---------.. (;'J~I..~~',ii""""'.""""""""'., Library , " , " to' .,.'."i \J";/ , DOWD'Imm ~ ;.,.0.,...". ~: ~ ,,; "~~,:r: ,I ~: All~ "'~ '~ .~ , t , \ , , , , , . . I I . . , ., ..." '::'C'" ~ ,', il = KA.NNA SlREn ROWMSTRHT , CHURCH STREEt ~", , .... ! '" " Legend _ Future Parking Areas _ 720 feet radius from center of L' Civic Center Precinct and M extent of Parking Survey HGG'Nl.A,SSOClAE> 3 Minute Walking Radius For Shared Parking Center Master Plan Parking EXHIBIT 1 Legend - Police Services Parking - 82 _ Library Parking - 78 I - City Hall Parking -107 II - Senior Center ParkinQ - 42 i" County Children Services Parkinp -19 II _ Wheeler Community Center Parkmg - 60 IL Handicapped Spaces -12 j i I ~ i ~ j I .............:::::............-:;.-:..-::......-...........-. , . :2==~__m~:__-.~:::_, I I Existing Conditions (2003) : I I Civic Center Master Plan Parking . IJo.ec~,!!~~~10,2003) EXHIBIT 2 . .. ..-.................................... .-.--...............................................................................................................: DOWDY STREBT ....:;~ :,,, .::o,~! .'~ , .~ r '1': '" ~ Future Police ~ Facility ~ Site ! 1 ;:d,~ ~ : ,mmm mmm-IIIIIII-II~;~~r..m.""I,:I;="~~ II..~-I.! Iii =@1. .........~ · I . : '11 ! [:; .. " : ti,;.,..,:;::.:;c@:::.:::.::::0:dIlll~J.III~_=~~J{i~~"J HANNA lmEJrr .mm'TI _:Q....~,,~ "" '<"- " ,,'\) ~\..\..\..\..~\..~),,'h', '1..:.....................................,1f..m.........~~-.,.,."'.".,.""."".."':...,...."'.,.,.:y, ~l 'fr :. @;' I "t '1)1111IJI-'_1 II n 1111I LII.r-ii i'[ . E-----------...jC=;--!--rE@.- ~@~ ~I~. : ~ H= ~ !,t; ....._...__h_.._m...mm..........m......____.. .........-.-.........__........................................-............... ...............-.....,...-....-.......--- , ."j~ ~... i!; : rl;; 1M! HANNA STREET 'i if '[ ii! '.1 ,I :1 'i ROSANNA lmEJrr HANNA 5'I1l.HfIT DOWDY ST1lEET " (1 ~ ~ ~ [1 ....................--.-.....-...-......... ..............-.......-..........- ....-.................7......::....:....::::.::.::..:::.::..:::.:::.:.:::::::::...............................:"1 .~ lrmmmuiillll''']!! ~~ u"HII+~I+HHlllu '1 t= @ ~ 1= 1111 mlD 11I11111111.n ~ i'i ::i ~ ~ ~. ..':, , (," : il :,:," /: ~"....""""""<.._...,'. . .: ~ =:":;:::1\( ." .t", ~ .:::; . ,""'. Library I Ploy - CHURCH STREET Legend .. Police Services Parking .163 _ Library Parking. 126 _ City Hall Parking. 175 _ Senior Center Parkin~ . 44 .. County Children Services Parkinp - 29 _ Wheeler Community Center Parkmg .65 Handicapped Spaces. 15 Phase 1 A (2004/5 to 2005/6) New Police Facility Civic Center Master Plan Parking 10, EXHIBIT 3A '.~i'~0 .~ ........... / HANNA STIU!f,'f IlANNA S'l'UlIT @ DOWDY STREET A V "' ',.!: ~ '" ~ ~ ~ ~ ~ ~ ~ /P~::-il '\GITTIl1lTlJTT1JTT~ r--j 'm ;111111111!nIIJII\II>I.,1 Library i rrT'TTT"1 . i I'iJi'ITI fTTTT11'!'''-''' rr-ITTTlT~ '..m....m.... f -.J : " I i LJllo1Q.J f II " . f U i ! Ii II!. i! ID i' @ ....... ... ........ ... m m mm mmm,X i i.l.WlLH'! ,,_ I ! I I' 1",;7.////// ->>/////// ;1' "o,~;"C.I},I~~III.I'~;'~:Xi;"::::::0:""::';~:;" CHURCH STREET Construction Parking. 30 .. Police Services Parking. 82 .. Library Parking. 62 .. City Hall Parking .111 I .. Senior Center ParkinQ . 40 11_ County Children ~ervlces Parkinp .16 Ii .. Wheeler Commumty Center Parking - 49 II Handicapped Spaces .11 Phase 1A (2004/05 to 2005/06) Construction of New Police Facility Civic Center Master Plan Parking (December 10, 2003) EXHIBIT 3B ~I'~~ ~ .~.....- HANNA snEET HANNA STREEJ' DOWDY STREET -s. ~ ~ :.;: ~ ~ :7 B ~ ~ ~ ~ ~ Legend 1 Construction Parking - 60 I - Police Services Parking. 82 - Library Parking. 0 _ City Hall Parking. 87 _ Senior Center ParkinQ . 40 _ County Children Services Parkinp - 17 _ Wheeler Community Center Parkmg . 53 Handicapped Space~-10 CHURCH STREET Phase 1 A&B (2004/05 to 2005/06) Construction of New Police Facility & Library Civic Center Master Plan Parking (December 10,2003) EXHIBIT 3C ~ HANNA STREET HANNA S1lUmT ROSANNA STRBEr OOWDY Sl'REJIT .........................- .................................................... "::::::::::::::,"''<.' ;...,":::":":-;_: ;:-::::.-.:::::::::::--..:-:::":..:.-:-;,,,.-::,.,.-:::"":.,,..:::..:.::...::...:......:."'" ~ . --:. i..rr'nTnm-,.r'l"'T"i;"rnrUiI. n ii, I!~! q;" I;, 1] Iii! UlrlrtTrllullTllTU . .> @ = I 1 I I IU.'fJlfl1Mll '.:.iI'.., I I I I I 1 I I 1 I I. .~ . '.....'. Ul..l....W.EiI I.WJL.LU...l... : :.) fu ~ ~ //:1"-;' .: ~ '.f i. ; 1'.1. .m'... <:~ . . ::l " ~ "f~~Q~;frrrTTl1fiTTTrTF1"I"r'rl"F6L.'U @= ; fllTTITUllfl.J'fllTITlTUTnmm L" @ @ I UJJJl.l.lTI] \ "Dill i III : I~LLlLlJ.l- : '-, '~II~. / 111 I iI'll : 1@J1111I : III:" 9 I. -- ," -.... ....::.':..:.:::...:..,...;,>---.,,--: ......i ,; :"' ~]- .... JL:", ~: . . ~ ~. II~@ l:- '. . "" i ~ ~~:-.-~.- ~ i ~ i...-- - ;-....... : . . . . ~_..._~ j'....... :: l....._ ._____._. ::, 0 ! ,i . ~l:;;; ~::J -- ...- i ~ -- : @ -- -- ' , -- -- --- .... -- --- l-::- Sm == L...'-------, : r"-"-- J 1 . J , ~_...J CHURCH STREET Legend .. Police Services Parking - 163 .. Library Parking -198 .. City Hall Parking - 134 _ Senior Center ParkinQ - 44 .. County Children Services Parkin9 . 29 _ Wheeler Community Center Parkmg - 64 Handicapped Spaces -16 Phase 1 B (2004/5 to 2005/6) New Library Civic Center Master Plan Parking 10, EXHIBIT 4A ~ c~ ALLEY :f :J HANNA STBJ!Bf OOWDY STREET ." ~ i ~ l.'i ~ ~ ~ ~,: m (111111 T 11I11 ~IIIII ! Ii" "W1J' .....~IIIIJlillli~1111111 ,...............................................................+';,.;j"'C,.'.' W ! . ~[; @~.i @=-l~ ~ -'- t._....... jnl~ =rLiiJ ~ ! i i I i.l~ Legend - Construction Parking - 30 liliiii Police Services Parking -136 liliiii Library Parking - 0 liliiii City Hall Parking -158 _ Senior Center ParkinQ - 40 I11III County Children ServIces Parkin9 - 29 _ Wheeler Community Center Parking - 89 Handicapped Spaces -14 CHURCH STREET I~I HANNA STREET ..___..___.__......__....__.___.___.__.__.___....__..___......_._._._____.........,'_',..,..,'__,._.,.,.". ,..'..--.--."..........'..'...---------.-.-..----.---.......--.-..__.____._n__.__."""'..,. " .,.."..""....,.,.......,..."... . :'.F=:.:::..~"=::;:"==:.:,=;:::"::,,::::.:.:J,.";l.....--.--""--,:.:==:.:,====,,:,,.:.:,:.:.:::,,::::::;:.:=:.:=:.:,"=:;,,;:.:,,"~ i Phase 1 B (2004/05 to 2005/06) .. , Construction of New Library i ..! Civic Center Master Plan Parking i .. i (De~ember 1o,2oo3l..........................EX..HIBI14B I '1 HAl'<"t\A sr~ ---==--.- I I ~A snBlJT ~:"::-::::~.;=::",.. " , J . I I., - .,' '.-,- - ----.- '--...+--.---.--" .....------- n" __.".,-" _-"_,,_,,..,. 'O~_", -,-,,,,_o_r,-,.- _+"~_=-_....-=."_.,,,,, '.~"'- ~,--_, ,',' ,=,..-==~..,.,.,.-.-~ .,-,' c,-.-;""~~::O-';;"" ;';~>;"_';";~'~':-~::_~-::'-:::~~_~~'_;:;::::;';;_' i DO":'iDY rn..BET .t~ .:::":=--..:...~._---"1., Ii! m ~ ~ ~ I' L'= t=.,,::!:,!!, ;'i": i ,: n ~: uttrtrti lttJ1ritthJ i= G), L_ I:? =c:'CC~..'...-."_. ~~..':lCI." .:. i: ;~,\ ~ i ! " 'II ::!~~]il"i"~; uLiJ U IIIL~I ~~O r- 21..- U @ :; = ___I ~L_t "",,,_"'0. "'" OfURC!.i S1"RE1IT J~j ..~-::;;;; -~ .- ----- -- -.. .. ------ - - -_._--~..._-,.__. "._-.-.,'- . _____n_ _n...'___'- .' ___n,___ '0__ -- .-- -" :.~-_._=.~--- '" j- :=:>-1' ~' I 1 -" '1., ~ .'",--, - ''''',- ~ i I 'In ALLEY u_ _._~__~_.____.._.n______ __ . ___ ~-~-----_. - ----..' --------- __ . ___ _ _. _~__,_"__,,,'_'U__"__'___~___ .:;:=,-,=~J , . -~""'..~.'=-<<=.;-~-"- .~~~~:~r"~~- ~_._--, ! :_,::~'1 Phase 2C (2013/14 ) Phasing of Final Parking Construction Civic Center Master Plan Parking (December 10, 2003) EXHIBIT 7B Denise Duffy & Associates, Inc. PLANNING AND ENVIRONMENTAL CONSULTING Monterey · Reno -San Jose December 5, 2003 Larry Wolff/Frank Cuomo WLC Architects 10470 Foothill Blvd. Rancho Cucamonga, CA 91730 Re: Second Update to Initial Environmental Analysis Regarding Changes to the Gilroy Civic Center Master Plan Gentlemen: As requested by Bill Little from Harris & Associates, I am submitting this letter to update and supplement our letters dated September 19 and November 4, 2003 regarding the changes to the Gilroy Civic Center Master Plan. I have reviewed the updated site plans, elevations, and renderings prepared for the Architectural and Site Review. It is my understanding that the most up-to-date redesign option currently under consideration for the police facility eliminates subterranean parking entirely, moves the single parking level to the "first floor" at grade, and moves the first floor of the building up to the second floor. In other words, it simply shifts the overall structure (parking and building) up one level (approximately seven feet). However, the overall height is still approximately four feet lower than the original design that was evaluated in the Initial Study for the Civic Center project. In addition, I am informed that the ratio of 3.33 parking spaces per 1000 square feet of building space, which is the minimum criteria to be achieved through all of the development phases of the Civic Center Master Plan, will still be achieved. Given these facts, the current redesign will not result in any new significant environmental impacts that would require preparation and circulation of an updated CEQA document. As before, all existing mitigation measures remain relevant. Please call if you have any questions. Sincerely, Jeff Foster Project Manager DD&A Monterey · Reno · San Jose 5310 Kietzke Lane, Suite 204B . Reno, NY 89511 Phone (775) 853-6090 · Fax (775) 853-6091' Email: ifoster@ddaplanning.com www.ddaplanning.com Exhibit "D" Project Schedule Gilroy Police Facility Redesign Dece~ber15,2003 07/01/03 Phase One Scope on" ork & Action Plan 07/11/03 Complete Phase One Scope of Work. 08/0"1/03 Executiye Oversight Committee Meeting. +()8/0"1/03 Council Review and Approve Redesign Scope of'Nork. 08/05/03 Phase Two - Preliminary Redesign Phase. **09/15/03 PrelimirIary Redesign Options and Cause & Effect Matrix Submittal Received 9/22/03 **09/22/03 Ex€cutiye Oversight Committee Meeting. + 1 0/06/03 Council Re-v1e'N Redesign Options and Cause & Effect Matrix +*10/0S/03 Parking Analysis (Submitted 10/15/()3) **1012()/03 Preliminary Submittal to H&A(Submitted 1M2/(3) **1fJ/28/03 @ 1:00 pm Redesign Documents and Draft Master Plan Update Submittal (Executive o.~sight **11/05/03 Executive Oversight Committee Meeting (Date revised to ]O/2S/03 noted above) 11/13/03 Conference Call t-o Discuss Redesign Options ** 11/17/03 EOC Team Meeting conference call to Discuss new options and costs from WLC **11/19/03 Submit and revievl Package viith Jay for transmission to Council at Retreat 12/08/03 Conference Call EOC to discuss new costs from DLA and Package for presentation to Jay 12/1 0/03 Presentation to Jay for approval of Package for COlUlcil +**12/15/03 COlUlcil Review and Approve Redesign Documents and Draft Master Plan Update Altemaives **01/08/04 First Outreach of Draft Civic Center Master Plan (Revisedfrom 12/1/03) K:\Projects\Gilroy\PoliceStation'Scbedule 03'\WLC Redesign Project 8ch Updated 12-15-03_.rtf +Council Meeting Gilroy Police Facility 1 ** Revision - - Harris & Associak ,0 **02/16/04 Final Preliminary Redesign and Civic Center Master Plan Update Submittal **02/26/04 Executive Oversight Committee Meeting +03/01/04 Council Review and Approve Preliminary Redesign and Civic Center Master Plan Update. **03/10/04 Phase Three - Construction Document Redesign **04/27/04 30% Complete CD Progress Review Submittal. **05/11/04 Executive Oversight Committee Meeting. **05/18/04 Band C by Harris **06/23/04 95% Complete CD and B&C Submittal. **07/06/04 Executive Oversight Committee Meeting. **07/07/04 Building and Planning Check for Permit Process **09/01/04 Bid Package Submitted **09/08/04 Executive Oversight Committee Meeting. **09/13/04 Back Check for fmal Building Planning Check +**10/04/04 Council Review and Approve Bid Package **11/01/04 Bid sets available; Bidding phase begins. ** 12/01/04 Pre-bid conference. **01/04/05 Bid Opening **+02/07/05 Council Award Contract for Construction **03/01/05 Begin Construction **12/22/06 Final Completion/Occupancy K:\Projects\Gilroy\PoliceStation'Schedule 03'\WLC Redesign Project Sch Updated 12-15-03_.rtf Gilroy Police Facility 2 +Council Meeting ** Revision - - Harris & Associak \J-' 3Dl I --~.----~ - - ORIGINAL Harrls & Associates December 30, 2003 Mr. Bill Headley Facilities and Park Development Manager City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 Re: New Police Department Project Re-Bid - Work Order No. 49-A Request for Budget Amendment No.2 Dear Mr. Headley: This letter is to request a budget amendment for the subject project in the amount of $14.300 for the re- bid phase, and additional cost estimate at a design development level of the revised construction documents of the above-mentioned project. If this fee is acceptable, please authorize by signing below, and on the attached duplicate original. Please return one fully executed wet signature document, as our authorization to proceed. Should you have any questions, please call me at (408) 842-5777. Sincerely, HARRIS & AS~OCIATE Ii J'\~// Wi William Little III Project Manager ACCEPTED BY: C/ Mike Cooper Project file K:\ProgqnMt\Giiroy'\Amendments\Amend 2 to WO 49 PO Re-bid Headley.doc ., 178 Secon<1 Street, ~uite C Gilroy, California 95020-5100 408.842.5777 FAX 408.842.5758 gllroy@harns-assoc.com 3D! City of Gilroy ORIGINAL .11 COMMUNITY DEVELOPMENT DEPARTMENT Planning Divisiqn Engineering Division Building, Life & Environmental Safety Housing & Community Development (408) 846..0440; fax (408) 846..0429 (408) 846-0450; fax (408) 846..0419 (408) 846..0430; fax (408) 846-0429 (408) 846-0290; fax (408) 846-0429 March 12, 2004 CONTRACT ADDENDUM (WORK ORDER NO. 63) Agreement for: NEW POLICE DEPARTMENT PROJECT Consultant: HARRIS & ASSOCIATES. INC Contract Agreement Date: November 10.1998 This WORK ORDER shall become effective when The City Administrator, City Engineer, Project Engineer, and Consultant have signed it. All documents forwarded to the Consultant for signature shall be returned to the City of Gilroy properly filled out. Upon acceptance by the City, the Consultant's duplicate original will be returned as authority to proceed with the work. DESCRIPTION OF WORK: Provide Construction Management Services relating to THE NEW POLICE DEPARTMENT PROJECT. Specific tasks shall be as described in Attachment "A" - Scope of Services. The term ofthis WORK ORDER shall be from July 1,2004 through February 28, 2006. The Consultant fees shall be as described in Attachment "B". All requirements of the original Agreement Documents shall apply to the above work except as specifically modified by this Addendum. The contract time shall not extend unless expressly provided for in the Addendum. Page 1 of2 City of Gilroy, Contract Addendum Work Order No. 63 - New Gilroy Police Department March 12, 2004 ORIGINAL HARRIS hereby agrees to make the above change subject to the terms of this Addendum for the NET INCREASE OF $ 1.891.500 Original Agreement Price Total Addendum to Date Total Amendments to Date TOTAL TO DATE CONSULTANT: BY:~.~ G. Timmer Date:J2~J2 ~~ - This Addendum REVISED AGREEMENT (Master Contract) $ 5.648.976 $ 1.020.233 $ 6.669.209 $ 1.891.500 $ 8.560.709 Date Originals: (2) - City Clerk Consultant Copies: (2) - Purchasing File Page 2 of2 K:\ProgrmMt\Gilroy\WO 63 New PD eM 04\Addendum No.63 Police Dept.doc March 12,2004 ORIGINAL ATTACHMENT "A" SCOPE OF SERVICES NEW POLICE DEPARTMENT PROJECT WORK ORDER NO. 63 33. CONSTRUCTION PHASE SERVICES 33.001 - Meetings - Organize, attend and record construction phase meetings. 33.010 - Consultant Management - Prepare reports that may be required during the construction phase. Prepare monthly reports to Client. 33.030 - Submittal Review - Review submittals for compliance with contract documents submittal requirements. 33.031 - Submittal Processing - Establish, implement and coordinate system of submittal processmg. 33.032 - Clarification processing - Review and respond to contractor clarified requests. Track all requests with architect. 33.033 - Change Order Preparation, Negotiation and Processing - Establish, implement and coordinate systems for processing contract change orders. Prepare independent statement of probable construction cost for contract change orders. Negotiate contract change orders with the Contractor. Prepare contract change order document for execution by Contractor and Client. 33.034 - Schedule Review and Updating - Review Contractor's initial schedule submittal. Review schedule monthly and provide written comments to the Contractor. 33.036 - Progress Payment Preparation and Processing - Prepare monthly progress payment reports for submission to Client based on Contractor's construction progress. 33.039 - Construction Administration Services - Provide administrative and management services during construction phase. Implement and monitor management procedures. Manage project documentation, personnel, equipment, and facilities. 33.041 - Photographs and videos - Provide videotape and photographic documentation of project site prior to and during construction. 33.042 - Maintain "Record" Drawings - Maintain one set contract documents with up-to-date information regarding all addendum, substitutions, clarifications, and change orders. R I Harris & Associates Work Order No. 63 - New Police Department Attachment "A" - Scope of Services March 12,2004 ORIGINAL 33. CONSTRUCTION PHASE SERVICES (Continued) 33.134 - Field Observation Services - Schedule and coordinate field observation services. The level of effort for continuous or periodic observations will be as required by the daily, weekly and monthly scheduled work by the contractor. Provide daily observation reports on construction activities as related to work performed in correlation to the contract plans and specifications. Daily observation reports shall include work performed, onsite construction equipment and observation of its use. 33.135 - Off-site Observation Services - Schedule and coordinate off-site observation services. 33.136 - Field Testing Services - Schedule and coordinate field-testing services. 33.137 - Laboratory Testing Services - Schedule and manage laboratory-testing services. 34. FINAL ACCEPTANCE/CLOSEOUT SERVICES 34.001 - Meetings - Organize, schedule, attend, and record final acceptance/close-out phase meetings. 34.010 - Reports - Prepare reports that may be required during the final acceptance and project closeout. 34.043 - Final Inspection and Punchlist - Provide final inspection and prepare a list ofproject construction deficiencies for resolution by the Contractor. 34.044 - Construction Approval! Acceptance - Make recommendations to owner regarding final proj ect approval and acceptance. 34.045 - Final Payment - Make recommendations to Client regarding Contractor's final progress payment request. Prepare final progress payment report for submission to Client. 34.047 - Start-up Coordination - Assist Client during start-up and debugging of project. 34.049 - Project Closeout - Prepare all documentation needed for project closeout. Deliver all project documentation to Client. 34.050 - Final Report - Provide Client with a project final report that includes the following: A financial summary of the construction contracts, change orders, consultant services, project management services, and direct purchase items. A summary of project change orders. A construction summary and schedule review. A summary of final acceptance, A review and report on the general constructor, subcontractors, and major equipment suppliers. Page 2 00 K:\ProgrmMt\Gilroy\WO 63 New PD CM 04'\WO 63 PO CM Scope - Attach A.doc III Harrls & Associates Work Order No. 63 - New Police Department Attachment "A" - Scope of Services March 12,2004 ORIGINAL 35. FIELD OBSERVATION SERVICES 35.052 - Off-site Observation - Provide observation as required at any off-site location within 40 miles, to monitor compliance with contract documents. 35.053 - Field Testing - Test installed materials to monitor compliance with contract documents. 35.054 - Laboratory Testing - Utilizing laboratory methods, test construction materials to monitor compliance with contract documents. 36. INSPECTOR OF RECORD (lOR) 36.001 - IOR Inspection and Reporting - Provide continuous inspection as required by the essential facility act with all required reports and as indicated with in the Uniform Building Code and Health and Safety Code. 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B v ~-S ;o>~ ell 0 vZ .r:J"C 1;> v s~ ~rJ), ~~ '" ....... vu ~o ....rJ), ~rJ), ~<r: ,gOd n 8"C "C d v ell "'>-0 ~o "'~~ .~~ ~ C> ....o~ 6 U 0 i '" -< .....i ;,.; E-< U :>-. or- ." ~ <lJ 50 ~ ~ t:: ~ <lJ 5 .~ ~ <Il -8 ~ :1 ] c: o .~ .... .g t " ~ o " 5 ''3 ~ o " 5 ." <lJ ~ or- ~ ~ o ''3 .g, 8 Q., 8 ..c:: ~ ::E N ~ o 2- Q., <lJ ~ <Il :.s .5 ." .s ::s '0 .5 Ii <lJ or- ] <lJ <.> ii ~ ..Si -; " e '-2 ~ o o Z M -0 o '5 Q., -g o <lJ <Il o '0 t .g, 8 Q., ." <lJ 1;j <.> '6 .5 .s $l Q., ::s ." .s ::s '0 .5 .~ " ~ 5 .~ -; <.> <Il ~ ~ ] ] t- o '" fA ..Q " 1;j .~ 8 Q., ~ .~ 'i.;l o <.> 5 ''3 ~ o <.> t .g, [ <lJ ~ .n ~ o v '" o 'U t) v '5' .... Q.. .... <S ~ ~ - "C ~ v. '" ~ Q.. OIl d ~ "C ..... .r:J v oS OIl d 'J:: .g .... v ~ ~ t) v '8' A.. ..0 o OIl .S .g '" '" ell '0 .d 1:: ~ - '" ;::l "i5.. ~ "C ~ "C d v ~ u o "1' '" .... o ..... u ~ o U o ..... "C v v u 8 A.. .9 t) v v .~ '8' ..... Q.. 0 "C Z S ;::l '" '" <r: d o '.;::l ell .g o r...: ORIGINAL ~ <= <= N M .... '5 .. 01 ~ ~ o o N ~ ~ .s "C ~ Q.. '0 ..... 1:: ell .~ vi ~ v ~ ..... rJ), ] ell ] v "C v ~ :a ~ ~ ..... 8 e ~ ] .... u o ell U t:: g <r: d d .~ ''1'''"4 d "C o v .~ IS c '" v ~ '" 0 .g ~ ] '0 ell V OIl g. .Ej ~ ~ d ~ :s .. .~ ~ ~ ~ .d '" '" ell '" V '.;:1 .g E .g v Q.. '" ...... o '" ~ 'J:: ~ '" ;::l -E ell N ell .d '" .... u v '0' .... A.. - ca == v .~ "C .~ ] .... u Q.. ~ ..... o .... o ..... u v Q.. CIl d ....... - - .~ ..0 o ~ Eo-< 00 0\ ORIGINAL City of Gilroy COMMUNITY DEVELOPMENT DEPARTMENT Planning Division Engineering Division Building, Life & Environmental Safety Housing & Community Development (408) 846-0440; fax (408) 846-0429 (408) 846..Q450;fdX (408) 846-0429 (408) 846-0430; fax (408) 846-0429 (408) 846"()290; f-ax (408) 846"()429 June 3, 2004 CONTRACT ADDENDUM (WORK ORDER NO. 67) Agreement for: NEW POLICE FACILITY STAGING AREA AND BROWN HOUSE DEMOLITION PROJECT Consultant: HARRIS & ASSOCIATES. INC Contract Agreement Date: November 10, 1998 This WORK ORDER shall become effective when The City Administrator, City Engineer, Project Engineer, and Consultant have signed it. All documents forwarded to the Consultant for signature shall be returned to the City of Gilroy properly filled out. Upon acceptance by the City, the Consultant's duplicate original will be returned as authority to proceed with the work. DESCRIPTION OF WORK: Provide Construction Management Services relating to the New Police Facility Staging Area, and Brown House Demolition Project. The Scope of Services shall be as detailed in Attachment "A", consultant cost and work effort shall be as detailed in Attachment "B". All requirements of the original Agreement Documents shall apply to the above work except as specifically modified by this Addendum. The contract time shall not extend unless expressly provided for in the Addendum. Page 1 of2 City of Gilroy, Contract Addendum Work Order No. 67 - PD Staging Area & Brown House Demolition June 3, 2004 HARRIS hereby agrees to make the above change subject to the terms of this Addendum for the NET INCREASE OF $ 14.020.00 Original Agreement Price Contract) Total Addendum to Date Total Amendments to Date TOTAL TO DATE By: _ This Addendum Date: b' 3' v1 REVISED AGREEMENT ACCEPTED BY:--"", tty E ~A'~<h City Project Manager. Originals: (2) - City Clerk Consultant Copies: (2) - Purchasing File Page 2 of2 K:\ProgrmMl\GilroyIWO 67 New PD Staging Area_Brown HouselAddendum No.67 Brown House Demo.doc ORIGINAL (Master $ 8.406.994 $ 1.020.233 $ 9.427.227 $ 14.020 $ 9.441.247 / ,b -7-o~ Date 1R11/ or-(- ate ORIGINAL June 3, 2004 ATTACHMENT" A" SCOPE OF SERVICES New Police Facility Sta2in2 Area & Brown House Demolition WORK ORDER NO. 67 2.2 PRE-CONSTRUCTION PHASE SERVICES 2.2.01 Bidding Assistance - Assist in the development of bidder interest and distribution of the construction documents. 2.2.05 Bid Review - Prepare detailed bid tabulation, review all bids for conformance to contract requirements, and report on low bidders acceptability. 2.2.09 Pre -Construction Conference - HARRIS shall organize, attend and record the pre- construction conference. 2.3 CONSTRUCTION PHASE SERVICES 2.3.01 On -Site Management & Construction Phase Communication Procedures - HARRIS shall provide and maintain a management team to provide contract administration as an agent of the CITY. HARRIS shall establish and implement coordination and communication procedures among CITY, HARRIS, Design Professional and Contractor. 2.3.03 Reports - Prepare correspondence and reports that may be required during the construction phase. Prepare monthly reports to CITY. 2.3.07 Progr ess Payment Preparation and Processing - HARRIS will prepare montWy progress payment requests for submission to CITY based on Contractor's construction progress. 2.3.08 Change Order Preparation, Negotiation and Processing - Prepare independent statement of probable construction cost for contract change orders. Negotiate contract change orders with the contractor. Prepare contract change order document for execution by Contractor and CITY. 2.3.09 Minor Variations in the Work - HARRIS may authorize minor variations in the Work from the requirements of the contract Documents that do not involve an adjustment in the contract price or the contract time and which are consistent with the overall intent of the Contract Documents. CITY shall provide to the Design Professional copies of such authorizations. June 3, 2004 Attachment "A" - Work Order No. 67 New Police Facility Staging Area & Brown House Demolition ORIGINAL 2.3.18 Oualit y Review - Except for minor variations, HARRIS is not authorized to charIge, revoke, alter, enlarge, relax or release any requirements of the Contract Documents or to approve or accept any portion of the work not performed in accordance with the Contract Documents. Communication between HARRIS and Contractor with regard to Quality Review shall not in any way be construed as binding CITY or HARRIS as releasing the Contractor from the fulfillment of any of the terms of his Contract Documents. HARRIS will not be responsible for, nor does HARRIS control the means, methods, techniques, sequences and procedures of construction for the Project. It is understood that HARRIS' action in providing Quality Review, as stated herein, is a service to the CITY arId by performing as provided herein, HARRIS is not acting in a manner so as to assume responsibility or liability, in whole or in part, for all or any part of the construction work for the Project. No action taken by HARRIS shall not relieve any or all of the Contractors from their obligation to perform their work in strict conformity with the Contract Documents and in strict conformity with all other applicable laws, rules and regulations. Not withstanding the above, HARRIS is not relieved of any liability in the event it fails to properly perform its duties, to manage construction activity for the project as permitted by the time allotted by the CITY and the attached fee proposal, and to give notice to the CITY, of defects and deficiencies in the work of the Contractors, all is set forth in this section. 2.3.19 Photographs and Videos - Provide videotape and photographic documentation ofproject site prior to and during construction. 2.3.29 Field Inspection - Provide field inspection services to verify substantial compliance with the contract documents. 2.5 FINAL ACCEPTANCE/CLOSEOUT SERVICES 2.5.04 Final Inspection and Punchlist - Provide final inspection and prepare list of deficiencies for resolution by Contractor. 2.5.05 Construction Aporoval/Acceptan ce - Make recommendations to owner regarding final project approval and acceptance. 2.5.11 Final Report - HARRIS will provide CITY with a final report for the project. Page 2 of2 K:\ProgrmMtlGilroyIWO 67 New PD Staging Area_Brown HouselAttachment A WO 67 Scope.doc ATTACHMENT "B" ORIGINAL . COST PROPOSAL FOR ONSTRUCTION MANAGEMENT SERVICES City of Gilroy New Police Facility StaIDne: Area & Brown House Demolition Work Order No. 67 Submitted by: Harris & Associates 3-Jun-04 '\ l!lIc f,:, dc' .......L] ],--,- ( (1IL....2.\ 'IlL'" 11,[ II l'iI'll'cle"! "ldllill~ ['I! Ie'lIl (I, \1",-- "llllllllILI\-'I~ .I lit ,-' , [ 1.t1_,,-+ 11..>"-+ ,"II II 6 8 8 2 2 2 2 2 4 Ryan Fair Construction $130.00 2 4 2 Manager 0 0 0 ---- 5 4 0 1 1 1 1 1 1 2 1 450 2 2 2 2 1 -.. 31 $ 4,030.00 8 10 2 11 9 $ 1,170.00 2 4 3 2 2 2 2 4 Construction $110.00 2 2 Inspector 28 28 56 1 1 2 2 2 2 2 4 Assumptions: 1. Costs are based on current hourly rates. Rates may be adjusted only pursuant to Article 4 of the Agreement for Professional Services by and between the CITY OF GILROY and HARRIS & ASSOCIATES dated November 10, 1998. Total Labor Cost $ 14,020.00 2. Man-hour projections are based on construction contract duration and minimum observation effort as requested by CITY. 3. No Overtime allowance has been included in this fee proposal. 4. Escalation fee beyond the end of December 2004 is not included. 5. The project construction cost is approximately $155,532.00. 6. Assumed Project Duration: 1-112 months, 45 calendar days. 7. Project's Notice to Proceed to Contractor is anticipated by July 2004. 8. The City will provide all hazardous material removal testing and observation in accordance with all Federal and State laws. 9. One (1) Contract Change Order is to be negotiated and processed. - - ORIGINAL Harrls & Associates -,0 I "'0' '- ~ July 20, 2004 Mr. Bill Headley Facilities and Park Development Manager City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 Subject: New Police Department Project Re-Bid - Work Order No. 49-A Request for Budget Amendment No.3 Dear Mr. Headley: This letter is to request a budget amendment for the subject project in the amount of$25.658.28. The redesign effort is now complete. Harris & Associates, as requested, managed this effort under the accelerated schedule, to meet City Council's request that the project be out to bid to meet the 2004 construction season window. As we indicated on our previous proposal dated August 29,2003, arid as we discussed directly after the December 15,2003 City Council meeting, we have monitored our fee expenditures and have made every effort to work under the accelerated schedule at the same fee; however, during March 16 and 22,2004, a decision to add $10,000 for additional cost estimating that was supported by the City, Harris, WLC Architects, and cost estimators Davis Landon Adamson (DLA.) In addition, during the May 14,2004 Executive Oversight Committee meeting, it was determined that Harris' responsibilities would include: ./ Receipt of completed set of bid documents ./ Route bid documents for signature ./ Prepare documents for reproduction ./ Mail bid documents to plan rooms Elite Reprographics estimated the cost for reproduction at $15,000. The Harris' staff time was to be billed at time and material. 178 Second Street, Suite C Gilroy, California 95020-5100 408.842.5777 FAX 408.842.5758 gilroy@harris-assoc.com City of Gilroy, Contract Amendment No.3 Work Order No 49 - Police Department Re-bid July 20, 2004 Page 2 of2 ORIGINAL With the sequence of events above and with our payment to Elite Reprographics, the following is the allocation of funds for the requested amendment: Harris staff $3,230.00 Printing and mailings $13,504.30 DLA cost estimate $10,000.00 Sub Total $26,734.30 Fee Remaining as of July 1, 2004 $1,076.02 Total Amendment $25,658.28 If this fee is acceptable, please authorize by signing below, and on the attached duplicate original. Please return one fully executed wet signature document. Should you have any questions, please call me at (408) 842-5777. Sincerely, HARRIS & ASSOCIA lES [):~ k William Little III ' Project Manager C/ Mike Cooper, Harris & Associates Larry W olt: WLC Project file Y.\PrnfT1"T'nl\A"t\r,.;lrnv QR_l()11')\Wn AO"1PT1rtnHmh~\ATTlP....u-t ~ to WI) d,Q Pf) "RP_h1r1 'J.lpnrllp" ,.lop II I Harrls & Associates ., /"/ !'') f """ .... ~'--' ( DUPLICATE ORIGINAL " October 14, 2005 - - Program Managers Construction Managers Civil Engineers Harris & Associates Mr. Rick Smelser, City Engineer City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 Re: New Police Department Project - Work Order No. 63 Request for Budget Amendment No. 1- Construction Management Dear Mr. Smelser: This letter is to request a budget amendment for the subject project in the amount of $52,800. As outlined on the attached document, this additional effort will be for an additional construction manager to document necessary information and work through the items that are of potential claim and resolve them at the lowest level with the General Contractor. I John Spingarn, AIA I 44 days x 8 hrs. per day = 352 hrs. X $150 per hr. I $52,800 If this fee is acceptable, please authorize by signing below, and on the attached duplicate original. Please return one fully executed wet signature document, as our authorization to proceed. Should you have any questions, please call me at (408) 842-5777. Sincerely, 2jJ1~~ William Little III, CCM, A VS Project Manager Date Date IO/p/f))- I Date C/ Project file K:\ProgrmMt\Gilroy 98-l03l2\WO 63 New PO CM 04'\Amend 1 to WO 63 Additional CM.doc 178 Second Street, Suite C Gilroy, California 95020 408.842.5777 FAX 408.842.5758 www.harris-assoc.com .J' October 12, 2005 City of Gilroy Police Facility Claims Monitoring and Mitigation The information below will outline Harris & Associates recommendations to increase the staffing for claims mitigation. As the Team is aware we have encountered several issues with respect to the design team's responses to RFls. The result may be impacting, in certain areas, what was originally bid by the contractor. The impacts will need to be reviewed for entitlement, quantified with respect to pofential costs and/or time and finally negotiated with the contactor. There is never a perfect set of contract documents. However, there are expectations that the General Contractor (GC) provide what is in those documents. If there are revisions/changes to those documents they get paid at fair and equitable price and any time associated with the revisions/changes be evaluated. The observed pattern from the GC is to continually submit claims and/or change order requests for contract work. In addition there has been distinct revisions/changes to the contract documents that may be significant and impact the cost and time to complete the project. To the extent that the contractor has attempted to create the appearance of delay from what should have been clear to him through the documents, we will try to assess, as well. The revisions/changes that were initiated by the RFI process not only have a monetary impact due to additional labor, equipment and material but the lack of clarity, coordination and/or timeliness of the response. The additional equipment and labor are fairly straightforward in what the GC is due. The time impact due to GC coordination issues and design team RFI response issues requires much more detailed review and analysis. With the information outlined above it is Harris's recommendation to add an additional construction manager (CM) to the project team. The intent is to '. continue to assemble all the documentation necessary to work through the items that are of potential claim and resolve them at the lowest level with the GC. THE ISSUES: ~ Contract work vs. Contractor Request for Change Order ~ Time Impact Analysis Related to: o Contractor Created Delay o RFI Timeliness Response Potential Delay o RFI Revision/Change or Response Coordination Potential Delay ~ Labor, Equipment and Materials Required to Perform the Changed Work . Harris & Associates.. - - Harrls & Associates Program Managers Construction Managers. Civil Engineers January 7, 2006 LTR No. 01S Bill Headley City of Gilroy 73S1 Rosanna St. Gilroy, CA 9S020 Re: City of Gilroy New Police Facility Project No. 03-CDD-114 Construction Management Status Report Dear Bill: This report is provided to inform you of the status on the above project as of the end of December 200S. The following report is an overview of SJ. Amoroso Construction's actual progress from December 1, 200S through December 31, 200S. CONTRACT WORK COMPLETED: Finish grading for new sidewalks and placement of baserock for site work is 6S% complete, and the south end of Hanna has been paved. First floor ceiling electrical rough-in is 9S% complete, and wire pulling is completed. Second floor wall rough-in for electrical is 40% complete. Mechanical ductwork installation at the second floor is 9S% complete, and 80% complete at the roof level. Mechanical piping and insulation at the second floor is 90% complete, and SO% complete at the roof level. HV AC control work is 90% complete at the first floor, and equipment installation at the boiler room is underway. Cast iron piping rough-in at the second floor is substantially complete, and copper pipe rough-in is 91 % complete. Fire protection piping rough- in at the second floor is 75% complete. Elevator equipment is on site and ready for installation to begin. Roofing insulation is 65% complete, and spray-on fireproofing is substantially complete. Formwork for equipment and locker bases is complete. Metal stud framing is 85% complete, and installation of window frames/glazing is 7S% complete. Installation of exterior metal lath is 70% complete, and exterior plaster is 40% complete. Light fixtures, firecycle materials, detention equipment and special police equipment have been procured and are ready for installation. File: 9810312.02.063 - 00015 Issue: 178 Second Street, Suite C Gilroy, California 95020 408.842.5777 FAX 408.842.5758 www.harris-assoc.com City of Gilroy January 7, 2006 Page Two CONTRACT TIME: As of the end of December approximately 90% of the contract time has elapsed (see attached Contract Calendar Day.Status Report). We have advised the Contractor that a 25-calendar day non-compensable time extension will be issued for delay to completion of the roof pads. This will . revise the completion date to March 18, 2006. This time extension will likely be issued unilaterally as the Contractor believes it is entitled to compensable time. Once the Contractor revises the August update, we can resume the review process of subsequent updates. The October update indicated extended completion to April 20, 2006, and we anticipate further overrun (as of the end of December) that will push out the completion into May 2006. Delay factors contributing to the completion overrun are addressed below. V ALUE OF WORK COMPLETED: The value of work completed as of the end of December was $18,043,818. This represents approximately 78% of the total contract sum. The variance between time and cost expenditure remains at 12%. EXECUTED CHANGE ORDERS: Change Order Nos. 1 through 36 has been issued (see Contract Change Order Log attached for status). The total cost of these change orders is $672,717 and represents 3% of the contract amount. PENDING CHANGE ORDERS: Submitted and estimated costs for change issues/items through December total $854,433 (see attached Potential Cost Items/Issues for specific status). Adding this cost to the executed change order cost from above, the total cost through December is approximately $1,527,150 or 6.8% of the contract amount. We are evaluating the merit of these issues and changes, and negotiating these costs with the Contractor. This change order value equates to a negative ($637,150) from the budget amount of $890,000, and does not reflect potential change order cost for the remaining $5 million of construction. This budget overrun has been discussed with the City, and is pending action as appropriate. File: 9810312.02.063 - 00015 Issue: == I Harris & Associates City of Gilroy . January 7, 2006 Page Three POTENTIAL CLAIMS/DELAYS: 1. Roof Pad/Curb Construction 2. Repair of Fractured Pilasters 3. Roof Deck Inserts/Hangers 4. Completion of Built-up Roofing 5. Testing of Mechanical Duct 6. Garage Fire Sprinkler Installation 7. Removal/Replacement of Damaged Materials Roof Pad/Curb Construction: As reported last month, a time extension will be recognized for the change/delay to construction of the roof pads/curbs. In our evaluation the delay to concrete placement of the roof pads was 25 calendar days. The Contractor's position is that the delay equates to 29 calendar days, and that SJA is entitled to compensable time. Since we disagree with the Contractor's position, a unilateral time extension will be issued to the Contractor in order for us to move forward with schedule updates. The matter of compensation may be revisited with the Contractor at a later date, or will be left to resolution through claim procedures established by the contract. Repair of Fractured Pilasters: The Contractor has submitted a TIA (time impact analysis) for the repair of the fractured masonry at beam pockets, requesting a compensable time extension of 27 calendar days. The Contractor has asserted that the time to determine/provide for a corrective method, and time to effect repairs, delayed completion of overhead MlEIP installations at the first floor. We are evaluating the Contractor's delay assessment associated with repair of the pilasters, however it is our initial position that completing mechanical installations where affected by pilaster repair was not controlling critical path work. Roof Deck Inserts/Hangers: We are completing our review of this issue to determine responsibility of the costs submitted and subsequent delay in placement of the roof deck. Through December, the Contractor has submitted direct costs totaling approximately $286,921. As a result of the changed installations, placement of the insulating concrete roof deck was delayed. We are finalizing our review of the contract documents and shop drawing submittals to determine responsibility of the Contractor. However, based on our initial review we have advised the Contractor that the costs submitted and any delay to placement of the roof deck concrete is the responsibility of SJA and its subcontractors. The outcome of this issue will likely require resolution through claim procedures of the contract. File: 9810312.02.063 - 00015 Issue: =; I Harris & Associates \ . City ()f Gilroy January 7,2006 Page four Completion of Built-up Roofing: The roofing issues have been resolved and direction has been given to the Contractor to complete the installation, however weather conditions have further delayed completion of the roof. As a result of the incomplete roofing, and the Contractor's lack of protective measures, other building components/materials below the roof have sustained damage from rain. The damaged materials consist of fireproofing monocoat, batt insulation, and exterior gypboard sheathing. We have advised the Contractor of these damaged materials and issued Non-Compliance Notices for action. We have also marked the locations of these materials on a floor plan and will be issuing this to the Contractor for removal and replacement of the damaged materials. The Contractor does not believe that protecting the roof is his responsibility, because he would have had the roofing complete if not for the design issues and installation problems encountered. We have repeatedly advised the Contractor that he is responsible to protect the work, regardless of any non-execution status. The removal and replacement costs will no doubt be submitted for payment to the Contractor by change order, or for resolution under claim procedures of the contract. The issue of damaged gypboard sheathing will be addressed below. Testing of Mechanical Duct: The issue of pressure testing of ductwork in accordance with specification 15990 continues to be refuted by the Contractor. The costs to perform the testing will no doubt be submitted for payment to the Contractor. Our position is that the testing specified is part of the contract work and no additional costs will be recognized. The Contractor is having difficulty achieving system leakage percentages at the jail area, and a meeting (conference call) has been scheduled for Monday morning (1/9/06) to discuss the results and test criteria with the Contractor and Designers. This may be another item that the Contractor will seek compensation for under the claim procedures of the contract. Potential costs in dispute over the testing could be as much as $50,000. Garage Fire Sprinkler Installation: The Contractor's fire protection subcontractor (Superior) has taken exception to the conclusions reached by RJA in its report of 12/20/05 to the City. The outcome of this issue may hinge upon interpretation of Code (NFPA-13), and will require further discussion between the City, Fire Marshal, and Harris. A copy of the letter from Superior in response to the RSA report has been provided to the City/Fire Marshal for review. This issue also has potential cost implications and delay consequences. Removal/Replacement of Damaged Materials: Due to a lack of, or ineffective work protection measures by the Contractor, the exterior gypboard sheathing has sustained damage. Rainwater has saturated various areas around the building perimeter, which will require removal and replacement. At various locations, mold is evident, and File: 9810312.02.063 - 00015 Issue: =: I Harris & Associates CitY of Gilroy January 7, 2006 Page Five exterior plasterwill also have to be removed with the sheathing. Upon visual evidence of mold conditions, a specialist was brought in to inspect and examine the building. A report and remediation procedures is expected on Monday 1/9/06. Once received, we will issue direction to the Contractor and brief the City. The Contractor has the same opinion of responsibility for this issue as he does for the roof issue. The costs for removal and replacement of gypboard sheathing and plaster could amount to $100,000 and more depending upon extent of removal where mold is evident and/or growing. CM BUDGET: CM costs to date are approximately $1,581,403, or 81 % of the budget amount. Through December, management costs are within budget with a total balance of $362,897. Management costs to projected completion are being finalized for submission to the City. COMMENTARY: We continue to work closely with the Architect to expedite responses to RFI submissions, and in resolving field issues associated with design. As discussed at the last Executive Team meeting, we expect that there will be unresolved issues with SJA that will require resolution through claim procedures (mediation, etc.) of the contract. If negotiation of cost issues and delays reach an impasse, we will direct the Contractor in accordance with the provisions of the contract. We are working to finalize projected costs to anticipated completion of the project, and will be provided to the City shortly. We continue to assist the Contractor in matters of design, inspection, and quality assurance. The Building Department authorizing Tony Perez (Project lOR) to inspect work on behalf of the City, has had a positive affect on the Contractor and subcontractors, and is helping to maintain continuity and sequencing of work. Very truly yours, HARRIS & ASSOCIATES ~~~ Scott Gilpatric, CCM Associate Cc: Lanny Brown, GPD File: 9810312.02.063 - 00015 Issue: = I Harris & Associates CONTRACT-CALENDAR DAY STATUS REPORT Gilroy Police Facility City of Gilroy R~pOrt No.: Contractor: . Date: 16 S. J. Amoroso January 4, 2006 Date of Notice to Proceed: Original Contract Calendar Days: Original Contract Completion Date: September 7, 2004 480 December 30, 2005 Time Extensions Issued: CCO No. 10 No. Calendar Days 13 CCO No. 11 No. Calendar Days 6 CCO No. 13 No. Calendar Days 7 CCO No. 14 No. Calendar Days 11 CCO No. 16 No. Calendar Days 6 CCO No. 19 No. Calendar Days 3 CCO No. 23 No. Calendar Days 7 TOTAL TIME EXTENSIONS 53 Total Contract Calendar Days Allowed: (Original Calendar Days + Time Extensions) 533 Revised Contract Completion Date: Feb. 21. 2006 Calendar Days Elapsed Thru Report No. ~ 450 Calendar Days Elapsed From 12/1 thru 12/31/05: 31 Total Calendar Days Elapsed to Date: ( 481 ) Calendar Days Remaining To Complete Project: 52 Recognized Holidays/Non-work Days: 11/25/04 02/21/05 11/11/05 01/02/06 12/24/04 05/30/05 11/24/05 01/03/05 07/04/05 11/25/05 01/17/05 09/05/05 12/26/05 = I Harris & Associates Contract Calendar Day Status Report January 4,2006 Page Two . 20 Day Weather Allowance/Days Recognized: 10/17/04 10/22/04 12/07/04 10/18/04 10/25/04 12/08/04 10/19/04 10/26/04 12/09/04 10/20/04 11 /1 0/04 12/10/04 10/21/04 11/11/04 12/28/04 12/30/04 12/31/04 01/02/05 01/07/05 01/08/05 The foregoing is a report of the status of contract calendar days through Dec. 31. 2005. Any disagreements regarding this report shall be directed to the Construction Manager within five (5) working days of the date received. This report does not reflect pending or future requests for extensions of time as provided for in the contract documents. sco~triC, CCM Cc: File = I Harris & Associates NEW GILROY .POLlCEFACILlTY CITY OF GILROY 12/31/05 - I......... ......qQN...RAPj"qH.A~~gQRP~RLQG....... ................. . .............. . ............ . ......... . ..... . . . ................. . . . . . . . . . . . . . . . . . . . ................ . .................. . . . . . . . . . . . ... . . ........... . ............. . ............. . ............. . ............. . ... .......... ....,......... . ............. . .... .......... ......... . . . . . . . . l . . '. . . .'. . . ........ . ........ . ........ . ........ . ........ . ........ . . . . . . . . . . . . . . . . . . . .! ..,..... -......... .... -. -........ -'. .."....... '.'........ ........ ......... ~i~~~\~~~~: :~ji~:~\:: :\~\: [:::::~] [j: ~: . CCO SJA H&A RFQ RFI CCO NO. DESCRIPTION' PROPOSAL ESTIMATE STATUS No. No. AMOUNT 1 Extend Substitution Request Period $0.00 $0.00 Executed $0.00 2 Door Veneer Substitution ($6,502.00) ($11,000.00) Executed 1 ($8,751.00) 3 Added ExcvNault Lid/BOC Changes $14,490.00 $9,590.00 Executed 3,5,6 45 $9,991.00 4 Add Beams/Pit Grates/Thresholds $7,873.00 $6,454.00 Executed 8R,16,27 133,147 $6,843.00 5 Add Floor Drains and Piping $21,340.00 $18,051.00 Executed 128,120 $18,432.00 6 Add Fir Drains/Pipe/Revise Faucets $17,925.00 $15,263.00 Executed 15 183,157 $15,263.00 7 Add FD's/Range/Steel Changes $24,154.00 $16,405.00 Executed 4,9,24,29 1,213 $16,646.00 8 Hanna Street Design Revisions $35,442.00 $15,000.00 Executed 2 107 $30,269.00 9 Add Block Course/Splice Box at P107 $18,159.00 $13,894.00 Executed 11,18,34 284,126 $13,660.00 10 13 Calendar Day Time Extension $26,080.00 $15,844.00 Executed $15,836.00 11 Revise Jail FixUDeepen Ftg Const. $17,159.00 $13,189.00 Executed 23,31 105,195 $13,444.00 12 Revise Jail Core Area Fndtn/Slab $25,910.00 $20,633.00 Executed 13 $20,633.00 13 Jail Ceil Light Rev/Explosion Motors $25,871.00 $16,840.00 Executed 12,31,43 55,140 $17,765.00 14 Lower VaulULight & Fire Alarm Revs $18,523.00 $13,972.00 Executed 21,26 232,32.1 $13,972.00 15 Sleeve Conc/BCM Upgrade/Redetail $18,439.00 $17,106.00 Executed 28.38,44 363 $17,106.00 16 J-Ftg & Steel Revs/Cable Increase $20,147.00 $13,905.00 Executed 7,33,37 63,301 $13,905.00 17 Dowl Epoxy @ Jail Core/Skylight Glas $24,847.00 $17,028.00 Executed 13,47 173,443 $16,899.00 18 Add Card Readers/Elevr Hoist Beams $25,225.00 $19,361.00 Executed 42,57 257,474 $19,361.00 19 Add LCP/Drain Relo/Door Changes $27,364.00 $25,193.00 Executed 40,46 357,464 $24,347.00 20 Foundation Changes at Elevr S107 $40,412.00 $24,874.00 Executed 17 161,162R $24,874.00 21 S103/S101 & Generator Ftg Changes $31,687.00 $22,162.00 Executed 17,36 161,162R $22,162.00 22 Pad Repairs/Remob CosUGate Adds $47,060.00 $17,213.00 Executed 230,447 $17,213.00 23 7 CD Time Extension/Deck Shoring $32,615.00 $32,615.00 Executed 521R $32,615.00 24 PAC Closets/Create Storage at CMU $41,602.00 $24,352.00 Executed 30,43,60 26,353 $24,352.00 25 Pneumatic Tube/Clips in lieu of Track $32,065.00 $22,014.00 Executed 62 484.5 $22,014.00 26 Grind Mill Scale/Revise Lobby Framin $30,819.00 $25,071.00 Executed 253,498 $25,071.00 27 CLSM Fndtn Backfill/Steel Revisions $19,240.00 $17,843.00 Executed 271,347 $17,843.00 28 Route Conduits from Rm 1019 to 114E $47,058.00 $25,211.00 City to sign 45 385 $25,211.00 29 Steel Changes/Sandblast Slab Joints $16,594.00 $15,280.00 City to sign 63 348,490 $15,280.00 30 Fire Treated Ply/Revise Steel at Gen $25,788.00 $24,044.00 Executed 70,75,80 550,529 $24,044.00 CCO' .... SJA H&A RFQ RFI CCO NO. DESCRIPTION PROPOSAL ESTIMATE STATUS No. No. AMOUNT 31 Revise Steel Dwgs/Relo Air Compo $26,205.00 $24,369.00 Executed 64,73,81 358,474 $24,369.00 32 Operational Changes by PO $29,998.00 $24,129.00 Executed 65 $24,129.00 33 Excess Excv/Reviseq Lighting at Gar $27,010:00 $24,489.00 Executed 25 $24,489.00 34 Grind Conc Cap/Casework Revisions $58,715:00 $2~, 196.00 Executed 59 $24,458:00 35 Remove' AC/Meter By-Pass/Doors $25,240.00 $24,024.00 Executed. 79 253,413 $24,024.00 36 Soffit Attachment/Modify SDMH $71,805.00 $24,948.00 Executed 63 484,491 $24,948.00 . . $966,359.00 $652,562.00 $672,717.00 TOTAL CHANGE ORDER COST: PERCENT CHANGE ORDERS: $672,717.00 3.0% * * Percentage based on original contract value. Contingency @ 4%: Change Order Cost: Balance: $890,000.00 $672,717.00 $217,283.00 (Change Order No. 12 executed unilaterally) NEW GIL~OYPOLlCE FACILITY CITY OF.GILROY 12/31/05 . l/p()T~N"'~A(..PQ$tl"l"~M$n.$$Q~$'. ..,..... . ......... . ........ . .. .......... .. ..... ......... . . . . . . . . , . . . . . . . . . . ........ . ......... . . . . . ~ . . . . ...................:.:........:..........:...:..:........... ::; ::;:;:::;:;:;; ;:;=:: :~:~:~ ~~:::: ::~: ::: l~:: :::::: ::;:;:::::: :'." . ................... .......... . . . . . . . . . . . . . . . . .. .,... - . . . .............. . ....... ....... "," H I. . . ........,... ,", ,"................ . . . . . . . . . . . . . . . . . .. .."....... ........................ . ............. . ITEM SJA H&A RFQ RFI CCO TYPE DESCRIPTION PROPOSAL ESTIMATE STATUS No. No. AMOUNT A FWS Claim CosUJail Core Area $20,960.00 $8,603.00 Pending 13B A Explosn Proof Sewage Motors/Elect $5,000.00 SJA to submit 12B 55 B Hanna Streetscape Redesign $58,206.00 $58,206.00 In Review 74 107 A Cost for Multiple Colors at Lockers $1,907.00 $0.00 Denied A Add Mechanical Platform $2,500.00 SJA to submit 327 A Grind Ext Block for Card Readers $1,000.00 SJA to submit A Elec for Sewage Ejector Remote Pnl $4,684.00 $3,303.00 Approved 32 260.1 $3,303.00 A Add Power/Phone Line at Entry Telep. $6,000.00 SJA to submit 35 135.1 A Added Flashing at Wall Base $11,083.00 $11,083.00 T&M FD-48 349 A Mansaard Roof Braces not Shown $5,000.00 SJA to submit 319 FWS Claim/Extra Excv/OT Cost $7,628.00 $0.00 Denied A Jail Core Fndtn - 8 CD Delay $31,672.00 $0.00 Denied 13 A Relo Verizon VaulUExtnd Conduits $10,000.00 T&M FD-11 398.1 A Delete Deep Tone Colors/Extra Coat $0.00 $0.00 In Review 50 A Changes to Railing/CMU at Balcony $4,000.00 SJA to submit 391.1 A Relo Help Buttons/IC Devices $2,500.00 SJA to submit 51 A Reroute Conduits From 1157 to 1148 $8,416.00 $10,000.00 Incomplete 52 446.2 A Excv/Extnd Antenna Conduits to Bldg $26,607.00 $21,150.00 Approved FD-8 $25,253.00 A Light Cove Detail/Delete Strip Lights $8,582.00 $380.00 Approved 55 415.1 $380.00 A Gypboard Soffits at Room 1109 $1,656.00 $0.00 Denied 417 A Column Condition at F & 7 Line $1,500.00 SJA to submit A Route 2" Conduits inside P111 to "PA" $1,500.00 T&M B Storage at CMU Areas-Elect & FireP $10,000.00 Incomplete 60 A Slab Depression at Line 9 Costs $4,000.00 SJA to submit 496 B Changes to Signage Submtl #152 $9,567.00 $7,946.00 SJA to advise A AN Elec Provisions at Room 1075 $1,500.00 T&M FD-20 519 A L3x3 Angle for Stud Attachment $5,459.00 $2,402.00 SJA to advise FD-23 538 A Cost for Island Lockers at Rm P123 $7,715.00 $0.00 Denied 389 A Repair/Cover Conduits at Hanna $2,000.00 T&M FD-34 A Extend 6" 00 thru Stair wall to Grade $2,417.00 $1,660.00 T&M FD-39 483 A Lower Beams at 2/F and 2/G $1,000.00 T&M 517 A Add Card Reader at Elevr S101 $2,500.00 SJA to submit 66 515.1 A Add 10ga Clip/For Stud to C-channel $26,223.00 $5,812.00 Approved FD-24 537 $5,812.00 A Provide Roof Deck Closure Angle $20,398.00 $8,159.00 Approved 542 $8,159.00 A Soffit Connects - 9 CD Delay $35,631.00 $0.00 Closed 63 491,523 $0.00 A Deck Extension at 7.5 and J Line $5,000.00 SJA to submit 78 547.1 A Bridge (E) Cone at Main Stair Entry $27,947.00 $8,000.00 In Review FD-28 ITEM' SJA H&A RFQ RFI CCO .TYPE DESCRIPTION PROPOSAL ESTIMATE STATUS No. No. AMOUNT A Added Details/Mech Pads & Curbs $58,201.00 $20,000.00 In Review' FD-25 555 B Relo/Revise Elec-Doors-Wndws $0.00 $0.00 Approved . 68 . '$0.00 A .Ext Framing Arch Higher than. Steel $4,123.00 $1,000.00 . Approved FD-26 570 $1,122.00 A Lower Arch/Hide Steel - 2 CD Delay $7,918.00 $0.00 Closed '$0.00 A Add Clips/ExtAIiQ.nmnt -12 CD Del. . $47,508.00 $0.00 Closed $0.00 A 4" Water Meter Type Cost Difference $3,660.00 $0.00 Denied A Repairs for Fractured Masonry $7,000.00 T&M FD-29 502 A Nailable Insul/Mansard Roof Valley $29,703.00 $18,000.00 T&M FD-40 552.1 A Add Framing Clips at J & 1 Lines $7,230.00 $1,143.00 Approved 522 $1,143.00 A Extend 5" OD at Line A & 10 $1,506.00 $939.00 T&M FD-39 590 A Revise Boiler Room Floor $18,445.00 $18,445.00 In Review 72 577 A Conduit Routing into Existing Bldgs $10,000.00 T&M A Add Presets to close off Walker Duct $7,000.00 SJA to submit 86 A Roof Pad/Curb Const - 41 CD Delay $162,319.00 $114,811.00 In Review FD-25 555 A Cut Wall Header at P111 for Switchgr $3,500.00 T&M FD-35 608 A Extend Top of Parapet at Lines 2 & 11 $6,782.00 $5,496.00 Approved FD-36 605.1 $5,496.00 A Adhesive for Parapro 123 Flashing $29,957.00 $20,000.00 T&M FD-41 399.1 A Add Soffit End Cap Closures $4,000.00 SJA to submit 82 579 A Relo Door at East Tower/Duct Conflict $1,500.00 T&M FD-37 253.7 A Fire Treated Ply for Shtmetal Curbs $2,500.00 SJA to submit 83 A Walker Duct Transition at Deck Slab $3,000.00 T&M FD-42 612 A Enlarge Col Furring/Relo Piping $5,000.00 T&M FD-43 536.1 A Elec for Heat Trace/2nd Flr/Syst 3 $4,000.00 SJA to submit 84 589.1 A Extd Waterproof membrane to Sheath $1,212.00 $1,212.00 In Review 4.1 A Provide Wall to Parapet Saddles $1,713.00 $1,713.00 In Review 582 A Place Roof Deck w/side Lap Conn. $4,255.00 $4,255.00 In Review FD-27 557 A Main Stair Dry Well/Relo "NN" Fixt $9,681.00 $7,098.00 Approved 85 $7,098.00 B Add Pistol Locker/Jail Door Speakers $10,000.00 SJA to submit 86 A Add Sprinklers at N. & E. Roof Attic $15,789.00 $14,775.00 T&M 87 599.1 A Change 8 Type "I" Fixt to "F" $1,000.00 SJA to submit 88 626 A Add TS for Guiderail Supports $10,000.00 T&M FD-46 593.2 A Roof Deck Inserts/Hangers/Supports $234,614.00 $234,614.00 In Review FD-32 600 A Roofing Detail Issues/Changes $8,000.00 T&M FD-47 624 A Grab Bar Mod/Sink Chase Wall $1,500.00 SJA to submit 89 630 A Form Bulkhead for Walker Duct Pour $2,500.00 SJA to submit 90 A Roof Deck Inserts/Hangers/Supports $52,307.00 $52,307.00 In Review FD-32 600 A Cement Plaster Ceiling/South Entry $6,021.00 $0.00 Denied A Revise Size ofVAV-2 & 3/Submt1192 $1,152.00 T&M FD-57 B Added Fire Sprinklers/Storage Area $3,862.00 T&M FD-58 A Providellnstl Flashg at Panel Joints $907.00 T&M FD-59 592.1 A Siplast Roofing IssueslWLC Changes $10,000.00 T&M FD-62 638 A Added Curf/Flashg at Pilaster $5,000.00 T&M FD-63 637R A Revise Wall Finish above Drs J127/128 $3,000.00 SJA to submit 91 657 A Mansard Roof End Termination $3,000.00 SJA to submit 92 649 A Added CMU at Cells/Revise PSH-1 $3,000.00 T&M FD-64 A Roof AddsllnsullFlashg/Deck Pieces $10,000.00 SJA to submit 93 A Change Ceilings at J146 & J147 $5,000.00 SJA to submit 94 ITEM SJA H&A RFQ RFI. ceo TYPE DESCRIPTION . PROPOSAL ESTIMATE ST A TUSH No. No. AMOUNT A Replace Wet Soil at Hanna. $8,042.00 $0.00' Denied A Revise Fountain Alcove per ADA $1,500.00 T&M FD-65 661 . $1,027,744.00 $854,433.00 $57,766.00 CONTINGENCY AMOUNT: TOTALS TO DATE: (includes estimated & CCQ-1 thru 36) $890,000.00 (4% of contract sum) $1,527,150.00 (78% construction) CONTINGENCY BALANCE: PERCENT CHANGE ORDERS: -$637,150.00 6.8% (percent of contract sum) A = Design Change (conflict,omission) B = Owner Requested Change (Values in Italics are Best Guess) ORIGINAL {,o,\ ~ .""'''' A~' ".1.\ r;; 1/ ". '_"~.. ....<J"i . ,>' .'rO" .' . .' - .' ; ',-' . '..., . .. II ~, ..L." '. ",,';r"~\ ' ~ .". . . u') "i! . _ 1~ . . v.' ,*, ". ~",.., .' . ". ....~..'-.,< .~" <, ......,. ...,~ .~ .. City of Gilroy COMMUNITY DEVELOPMENT DEPARTMENT Planning Division Engineering Division Building, Life & Environmental Safety Housing & Community Dcvclopmcnt (408) 846-0440; fax (408) 846-0429 (408) 846-0450; fax (408) 846-0429 (408) 846..0430; fax (408) 846-0429 (408) 846-0290; fax (408) 846-0429 May 22, 2006 CONTRACT ADDENDUM (WORK ORDER NO. 63) Amendment No.2 Agreement for: NEW POLICE DEPARTMENT PROJECT Consultant: HARRIS & ASSOCIATES. INC Contract Agreement Date: November 10.1998 This WORK ORDER shall become effective when The City Administrator, City Engineer, Project Engineer, and Consultant have signed it. All documents forwarded to the Consultant for signature shall be returned to the City of Gilroy properly filled out. Upon acceptance by the City, the Consultant's duplicate original will be returned as authority to proceed with the work. DESCRIPTION OF WORK: This budget amendment request is for the subject project in the amount of $759.320. As outlined on Attached "A", this additional effort will be for continued management services from May 2006 through January 2007, for the subject project. The original project completion date was in February 2006. We have been successful in managing our original fee estimate to extend our effort through April 2006. The general contractor (GC) is anticipating an October 2006 completion date according to the latest project schedule update. Due to the project closeout activities and the historic work activity progress by the GC we have extended our fee estimate through January 2007. If this fee is acceptable, please authorize by signing below and on the attached duplicate original. Please return one fully executed wet signature document, as our authorization to proceed. Should you have any questions, please call me at (408) 842-5777. Page 1 of2 City of Gilroy, Contract Addendum Work Order No. 63, Amendment No.2 - New Gilroy Police Department May 22, 2006 HARRIS hereby agrees to make the above change subject to the terms of this Addendum for the NET INCREASE OF $ 759.320 Original Agreement Price Total Addendum to Date Total Amendments to Date TOTAL TO DATE CONSULTANT: By: REVISED AGREEMENT This Addendum Date: . chael K. Cooper, Vice 131/0' . ACCEP .6 C lty nginee ~~7J Date Originals: (2) - City Clerk Consultant Copies: (2) - Purchasing File Page 2 of2 K:\ProgIInMtlGiIroy98-I0312\WO63 New PO eM 04'1Addendwn NO.63 Police Dept_Amend2.doc (Master Contract) $ 9.830.777 $ 1.073.033 $ 10.903.810 $ 759.320 $ 1 1.663.130 III .... 0:: ~~ z~ ........ -= ~ ~ ~ III e u >>.5]"0 E-<O"IlI~ z.::O::e~ ~';q:s III < 0 ::E....Ql"').. =:O~\C~ U~=d:; < .- 0 z ~ E-<U~..Cj ~ ~ ~ ~ ..... 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() '" .... ...... l:: o U c; .... <l) l:: <l) o <l) ..J:: ...... bI) l:: .;:: = -0 '" <l) u .:; .... <l) CIl <l) -0 ::l U .8 E o <t:: "0 <l) .... <l) > o u <l) .... <l) .0 CIl ...... CIl o u <l) CIl <l) ..J:: ...... ~ ..J:: ...... -0 l:: <l) E E o u <l) ~ Ui o () o c.. C") CD o ~ M CD o ~ N ~ C") o ~ cO 0> >- g g ~ E Cl o a: :>2 ...... o l:: CIl <l) o -0 c; CIl o c.. o .... c.. <l) ~ CIl :a E-< ...0 * * -- - Harris & Associates Program Managers Construction Managers Civil Engineers September 19,2006 LTR No. 023 Bill Headley City of Gilroy 7351 Rosanna St. Gilroy, CA 95020 Re: City of Gilroy New Police Facility Project No. 03-CDD-114 Construction Management Status Report Dear Bill: This report is provided to inform you of the status on the above project as of the end of August 2006. The following report is an overview of SJ. Amoroso Construction's actual progress from August 1, 2006 through August 31, 2006. CONTRACT WORK COMPLETED: Exterior building stair pours are complete. Parking lot grading and vertical curbs are complete. Street excavation/demolition at north Hanna is underway, and traffic circle construction has resumed. Exterior CMU (block at deck gates) has been completed. Piping insulation at the second floor has been completed, and HV AC control work at the roof level is substantially complete. Second floor ceiling electrical rough-in, and wire pulling is substantially complete. Second floor lighting installation is 75% complete. Installation of F AlP AlData provisions at the second floor is 80% complete. Plumbing trim at the first floor is substantially complete, and 90% complete at the second floor. Fuel system for the emergency generator is substantially complete. Second floor trim of fire protection systems is 80% complete. Preformed wall panels are 7S% installed, roof flashings/parapet coping is complete, and sheet metal roofing is 80% complete. Installation of wood doors and hardware is 8S% complete. Drywall hanging and taping has been completed, and exterior plaster is substantially complete. Acoustic ceiling work is 50% complete, and interior painting is 75% complete. Ceramic tile is SO% installed, carpet and resilient flooring 2S% installed, and athletic flooring is 60% complete. Casework and countertop installation is SO% complete, and toilet partitions are 7S% installed. The mechanical shelving system and pre-fab freezer have been delivered and are being installed. File: 9810312.02.063 - 00023 Issue: 178 Second Street, Suite C Gilroy, California 95020 408.842.5777 FAX 408.842.5758 www.harris-assoc.com City of Gilroy September 19, 2006 Page Two CONTRACT TIME: As of the end of August, the project is 191 calendar days beyond the recognized contract completion date of February 21, 2006 (see attached Contract Calendar Day Status Report). As previously reported, it is our position that the Contractor is due some amount of additional time, but until all cost information is submitted by the Contractor associated with the delay issues, time extension change orders to the contract cannot be issued. No delay cost information has been submitted by the Contractor since our last report. The August update of the Contractor's completion schedule forecast completion of the project by November 13, 2006 (265 calendar days beyond 2/21/06). Of the 265 days of overrun, the Contractor has quantified 85 days of delay (roof pad/curb construction and roof deck inserts/hangers). The remaining 180 days of overrun has not been quantified and/or justified by the Contractor to be considered compensable delay and/or excusable time. Once our review of the Contractor's August update is completed, our review letter will advise the Contractor that the non-quantified overrun may be subject to assessment of liquidated damages. V ALUE OF WORK COMPLETED: The value of work completed as of the end of August was $22,496,347. This represents approximately 95% of the total contract sum. EXECUTED CHANGE ORDERS: Change Order Nos. 1 through 60 has been issued to the Contractor. The total cost of these change orders is $1,240,998 and represents 5.5% of the contract amount (see attached Contract Change Order Log). PENDING CHANGE ORDERS: Submitted and estimated costs for change issues/items through August total $829,491 (see attached Potential Cost Items/Issues for specific status). Adding this cost to the issued change order cost from above, the total potential change order cost through August is approximately $2,070,489 or 9.3% of the contract amount. We are evaluating the merit of these costs and changes, and negotiating with the Contractor. This total change order cost does not reflect any potential change order cost for the remaining $1 million of construction. File: 9810312.02.063 - 00023 Issue: III Harris & Associates City of Gilroy September 19,2006 Page Three POTENTIAL CLAIMS/DELA YS: Attached is a new listing (Dispute Issues/Costs) of potential claim issues and costs currently under dispute with the Contractor. We have removed these issues/costs from pending change order cost, as it is our belief that the Contractor will pursue dispute resolution of the items identified and/or submit a claim at completion. . Roof Pad/Curb Construction . Roof Deck Inserts/Hangers . Removal/Replacement of Insulation and Fireproofing . Removal/Replacement of Exterior SheathingIPlaster . Delay Associated with Roofing Issues Roof Pad/Curb Construction: Resolution of this issue is pending SJA submission of subcontractor delay cost, and acceptance of settlement language to be incorporated into the change order. (No change/rom last month) Roof Deck Inserts/Hangers: The Contractor has submitted costs (direct and indirect) totaling approximately $555,855 associated with this issue. As previously conveyed, it is our recommendation to pay the direct costs of the subcontractors and reduced costs of SJA. The Contractor has revised its initial TIA delay impact analysis of 36 calendar days to 56 calendar days. Regardless of the delay quantification, it is our recommendation (as a bargaining position) that the City grant the Contractor a non-compensable time extension and waive assessment of liquidated damages for the delay period. Resolution of this issue is pending submission of subcontractor delay cost by SJA. (No change/rom last month) Removal/Replacement of Insulation and Fireproofing: Repair/replacement of water damaged insulation and fireproofing has been substantially completed. It is the Contractor's position that replacement of these materials is due to delay in completion of the roofing not the fault or responsibility of SJA despite provisions of General Conditions for protection of work and materials. We have denied reimbursement for removal and replacement costs associated with the damaged materials, and the Contractor is recording and submitting cost documentation in accordance with General Conditions 00700-7.3 .2.2. Removal/Replacement of Exterior Sheathing: Removal and replacement of water damaged and/or mold impacted sheathing has been completed, and re-plastering is ongoing. Of the total direct cost of $795,838 submitted by SJA, only $4,831 has been recognized as additional cost. It is our position that these costs are not the Owner's responsibility, and all issue information has been provided to the City's legal council for review. The Contractor will undoubtedly pursue recovery of all costs incurred associated with this Issue. File: 9810312.02.063 - 00023 Issue: ;; I Harris & Associates City of Gilroy September 19,2006 Page Four Delay Associated with Roofing Issues: On 7/11/06 the Contractor submitted a TIA for a 100-calendar day compensable time extension asserting delay to completion of built-up roofing. We have responded to the Contractor denying the request citing non-compliance with time submission requirements, and concurrency of time quantification with SJA's CPE #217 (roof deck inserts/hangers). The Contractor may elect to revise and resubmit this TIA. (No changefrom last month) CM BUDGET: CM costs billed through August total approximately $2,232,252. The balance to the current budget is approximately $212,048. COMMENTARY: The prosecution and rate of progress being achieved by the Contractor is minimal, yet the Contractor has made no effort to recover lost time or improve upon prosecution of the work. The August schedule update indicates that the Contractor will require two and one half (2.5) more months to complete approximately 5% of the remaining contract work. In our estimation, this amount of time is overstated to complete the work remaining, and affirms that the Contractor does not recognize any sense of urgency or need to complete the work as timely as possible. Design changes/issues continue to occur resulting in increased costs to the project. We have received finalized costs for the Hanna Street changes in excess of $400,000 and are negotiating these costs with the Contractor. We are diligently reviewing the open change items/issues to determine responsibility and provide timely response and direction to the Contractor. We continue to assist the Contractor in matters of design, construction issues, and quality assurance. Very truly yours, HARRIS & ASSOCIATES ~~~ Scott Gilpatric, CCM Associate Cc: Lanny Brown, GPD File: 9810312.02.063 - 00023 Issue: I Harris & Associates CONTRACT CALENDAR DAY STATUS REPORT Gilroy Police Facility City of Gilroy Report No.: Contractor: Date: 24 S.1. Amoroso September 1, 2006 Date of Notice to Proceed: Original Contract Calendar Days: Original Contract Completion Date: September 7,2004 480 December 30, 2005 Time Extensions Issued: CCO No. 10 No. Calendar Days 13 CCO No. 11 No. Calendar Days 6 CCO No. 13 No. Calendar Days 7 CCO No. 14 No. Calendar Days 11 CCO No. 16 No. Calendar Days 6 CCO No. 19 No. Calendar Days 3 CCO No. 23 No. Calendar Days 7 TOTAL TIME EXTENSIONS 53 Total Contract Calendar Days Allowed: (Original Calendar Days + Time Extensions) 533 Revised Contract Completion Date: Feb. 21. 2006 Calendar Days Elapsed Thru Report No. 23: 693 Calendar Days Elapsed From ~ thru 8/31/06: 31 Total Calendar Days Elapsed to Date: ( 724 ) Calendar Days Remaining To Complete Project: -191 Recognized Holidays/Non-work Days: 11/25/04 02/21/05 11/11/05 01/02/06 12/24/04 05/30/05 11/24/05 01/03/05 07/04/05 11/25/05 01/17/05 09/05/05 12/26/05 I Harris & Associates Contract Calendar Day Status Report September 1, 2006 Page Two 20 Day Weather Allowance/Days Recognized: 10/17/04 10/22/04 12/07/04 10/18/04 10/25/04 12/08/04 10/19/04 10/26/04 12/09/04 10/20/04 11/10/04 12/10/04 10/21/04 11/11/04 12/28/04 12/30/04 12/31/04 01/02/05 01/07/05 01/08/05 The foregoing is a report of the status of contract calendar days through Aug. 31. 2006. Any disagreements regarding this report shall be directed to the Construction Manager within five (5) working days of the date received. This report does not reflect pending or future requests for extensions of time as provided for in the contract documents. ~~~ Scott Gilpatric, CCM Cc: File I Harris & Associates NEW GILROY POLICE FACILITY CITY OF GILROY 8/31/06 . . . . ...,..... . . . . . . . . . . . . . . . . . . . . ...,.... . ........ '.1 ........ . ........ . ........ . ........ . ........ . ........ . ........ . ........ . ........ . ........ . I' '.' . . .... ..... . . . . . '. . . . ......... . . ..:.:..C.ONTRAqT:.qH.AN~i$Q~P.~R:.ilQ@.:....:......:......;..;. . . .. . CCO SJA H&A RFQ RFI CCO NO. DESCRIPTION PROPOSAL ESTIMATE STATUS No. No. AMOUNT 1 Extend Substitution Request Period $0.00 $0.00 Executed $0.00 2 Door Veneer Substitution ($6,502.00) ($11,000.00) Executed 1 ($8,751.00) 3 Added ExcvNault Lid/BOC Changes $14,490.00 $9,590.00 Executed 3,5,6 45 $9,991.00 4 Add Beams/Pit Grates/Thresholds $7,873.00 $6,454.00 Executed 8R,16,27 133,147 $6,843.00 5 Add Floor Drains and Piping $21,340.00 $18,051.00 Executed 128,120 $18,432.00 6 Add Fir Drains/Pipe/Revise Faucets $17,925.00 $15,263.00 Executed 15 183,157 $15,263.00 7 Add FD's/Range/Steel Changes $24,154.00 $16,405.00 Executed 4,9,24,29 1,213 $16,646.00 8 Hanna Street Design Revisions $35,442.00 $15,000.00 Executed 2 107 $30,269.00 9 Add Block Course/Splice Box at P107 $18,159.00 $13,894.00 Executed 11,18,34 284,126 $13,660.00 10 13 Calendar Day Time Extension $26,080.00 $15,844.00 Executed $15,836.00 11 Revise Jail Fixt/Deepen Ftg Const. $17,159.00 $13,189.00 Executed 23,31 105,195 $13,444.00 12 Revise Jail Core Area Fndtn/Slab $25,910.00 $20,633.00 Executed 13 $20,633.00 13 Jail Ceil Light Rev/Explosion Motors $25,871.00 $16,840.00 Executed 12,31,43 55,140 $17,765.00 14 Lower Vault/Light & Fire Alarm Revs $18,523.00 $13,972.00 Executed 21,26 232,32.1 $13,972.00 15 Sleeve Conc/BCM Upgrade/Redetail $18,439.00 $17,106.00 Executed 28,38,44 363 $17,106.00 16 J-Ftg & Steel Revs/Cable Increase $20,147.00 $13,905.00 Executed 7,33,37 63,301 $13,905.00 17 Dowl Epoxy @ Jail Core/Skylight Glas $24,847.00 $17,028.00 Executed 13,47 173,443 $16,899.00 18 Add Card Readers/Elevr Hoist Beams $25,225.00 $19,361.00 Executed 42,57 257,474 $19,361.00 19 Add LCP/Drain Relo/Door Changes $27,364.00 $25,193.00 Executed 40,46 357,464 $24,347.00 20 Foundation Changes at Elevr S107 $40,412.00 $24,874.00 Executed 17 161,162R $24,874.00 21 S103/S101 & Generator Ftg Changes $31,687.00 $22,162.00 Executed 17,36 161,162R $22,162.00 22 Pad Repairs/Remob Cost/Gate Adds $47,060.00 $17,213.00 Executed 230,447 $17,213.00 23 7 CD Time Extension/Deck Shoring $32,615.00 $32,615.00 Executed 521R $32,615.00 24 PAC Closets/Create Storage at CMU $41,602.00 $24,352.00 Executed 30,43,60 26,353 $24,352.00 25 Pneumatic Tube/Clips in lieu of Track $32,065.00 $22,014.00 Executed 62 484.5 $22,014.00 26 Grind Mill Scale/Revise Lobby Framin~ $30,819.00 $25,071.00 Executed 253,498 $25,071.00 27 CLSM Fndtn Backfill/Steel Revisions $19,240.00 $17,843.00 Executed 271,347 $17,843.00 28 Route Conduits from Rm 1019 to 114S $47,058.00 $25,211.00 City to sign 45 385 $25,211.00 29 Steel Changes/Sandblast Slab Joints $16,594.00 $15,280.00 City to sign 63 348,490 $15,280.00 30 Fire Treated Ply/Revise Steel at Gen $25,788.00 $24,044.00 Executed 70,75,80 550,529 $24,044.00 31 Revise Steel Dwgs/Relo Air Compo $26,205.00 $24,369.00 Executed 64,73,81 358,474 $24,369.00 32 Operational Changes by PO $29,998.00 $24,129.00 Executed 65 $24,129.00 33 Excess Excv/Revised Lighting at Gar $27,010.00 $24,489.00 Executed 25 $24,489.00 34 Grind Cone Cap/Casework Revisions $58,715.00 $23,196.00 Executed 59 $24,458.00 35 Remove AC/Meter By-Pass/Doors $25,240.00 $24,024.00 Executed 79 253,413 $24,024.00 CCO SJA H&A RFQ RFI CCO NO. DESCRIPTION PROPOSAL ESTIMATE STATUS No. No. AMOUNT 36 Soffit Attachment/Modify SDMH $71,805.00 $24,948.00 Executed 63 484,491 $24,948.00 37 Main Stair Ftg/Remove (E) SD & Cap $27,947.00 $24,721.00 Executed 67 $24,721.00 38 Jail Operation Changes/Crane Riggin~ $23,078.00 $23,078.00 Executed 84,86 6.1,536 $23,078.00 39 Extend (E) Conduits/Bkfl Elec Trench $26,608.00 $25,253.00 Executed FD-8 $25,253.00 40 Add Dry Wells/Ejector Alarm Elect $24,660.00 $12,385.00 Executed 32,68,85 582,260 $12,385.00 41 Alignment Clips/Parapet Extension $47,499.00 $19,863.00 Executed 60,63,77 537,612 $19,863.00 42 29 CD Time Extn - Roof Pads/Curbs $114,811.00 $57,405.00 Voided FD-25 555 $0.00 43 Roof Pad/Curb Change - T&M $50,360.00 $50,072.00 Executed FD-25 555 $50,072.00 44 Secur Ceil Add/Hanna S1. Extras $25,434.00 $23,867.00 Executed 91,92,94 593.2 $23,867.00 45 Elevr TS/Fire Prot at Roof Attics $26,513.00 $25,499.00 Executed 87 593.2 $25,499.00 46 Misc Roofing Items/Signage Changes $28,005.00 $25,297.00 Executed 93 $25,297.00 47 Relo FSD/Duct/OD Drain, Col Dowels $15,306.00 $13,630.00 Executed 71,83,89 617,590 $13,630.00 48 Secur Grilles/Lobby Soffit/Heat Trace $23,372.00 $22,418.00 Executed 78,84,95 413.4 $22,418.00 49 Pilaster Repair/Metal Deck Stops $32,770.00 $24,778.00 Executed 93 502,687 $24,778.00 50 Boiler Rm Fir Rev/Revise Alcoves $29,781.00 $28,861.00 Executed 72,99,104 577,661 $28,861.00 51 Entry Telephone/Conduits to Evidence . $46,873.00 $38,668.00 Executed 35,97 135.1 $38,668.00 52 Boiler Rm Form/Reinf - Labor/Mtrls $19,715.00 $19,715.00 Executed 72 577 $19,715.00 53 Boiler Rm EleclWalk-treads/SS Top $17,738.00 $15,018.00 Executed 98,107 756 $15,018.00 54 Add/Relo CR's/Jail Planks/Presets $24,176.00 $22,939.00 Executed 66,93 661,701 $22,939.00 55 Light Fixt Changes/Relo TV Equip Rm $28,707.00 $24,286.00 Executed 1s8,110,11! 253,626 $24,286.00 56 Elevator Power Revisions $44,897.00 $31,307.00 Executed 102 706 $31,307.00 57 Lower Ceilings/Angle Closure/Conduit $28,433.00 $24,241.00 City to sign 52,97,118 4.1,446.2 $24,241.00 58 Add Shutoff Valves/Revise SD Piping $24,340.00 $20,330.00 City to sign 90,98,127 294.2 $20,330.00 59 IT Added Racks and ISO Platforms $24,580.00 $21,591.00 City to sign $21,591.00 60 Cable Upgrade/Add Conduit/IT Extras $33,796.00 $30,464.00 City to sign 109R $30,464.00 $1,755,758.00 $1,278,248.00 $1,240,998.00 TOTAL CHANGE ORDER COST: PERCENT CHANGE ORDERS: $1,240,998.00 5.5% * * Percentage based on original contract value. Contingency @4%: Change Order Cost: Balance: $890,000.00 $1,240,998.00 ($350,998.00) (Change Order No. 12 executed unilaterally) NEW GILROY POLICE FACILITY CITY OF GILROY 8/31/06 . . . . . . . . . . . . . . . . . . . . . .. ... . . . . . . . . . ::. :..::.::.....PENb.tNt;.CostttSMs/ISSUES.:..H....H.:::....?......:... . ...... . . . . . . . ITEM TYPE DESCRIPTION A Explosn Proof Sewage Motors/Elect B Hanna Streetscape Redesign A Cost for Multiple Colors at Lockers A Add Mechanical Platform A Grind Ext Block for Card Readers A Added Flashing at Wall Base A Relo Verizon VaulUExtnd Conduits A Changes to Railing/CMU at Balcony A Relo Help Buttons/lC Devices A Revise Light Fixtures at Hallway 1104 A Gypboard Soffits at Room 1109 A Route 2" Conduits inside P111 to "PA" A AN Provisions at Rm 1024/1075 A L3x3 Angle for Stud Attachment A Cost for Island Lockers at Rm P123 A Diag Bracing/Boiler Rm Roof Frame A 4" Water Meter Type Cost Ditt. A Nailable Insul/Mansard Roof Valley A Add ConduiUCol Chase at City Hall A Revised Tie-in to Existing PD A Duct Pressure Testing Cost A Cut Wall Header at P111/Switchgear A Adhesive for Parapro 123 Flashing A New Door/Frame/Lock at J128 A Relo SAD at Room J 123 A Roofing Detail Issues/Changes SJA PROPOSAL $0.00 $1,907.00 $12,318.00 $9,162.00 $1,638.00 $1,656.00 $5,459.00 $7,715.00 $1,447.00 $3,660.00 $29,703.00 $36,302.00 $29,957.00 $7,055.00 . ..... .. .. . H&A ESTIMATE STATUS .'''';::;:' .... . .... . .... . .... . .. . . ....,........ . ....,........ . .......... .... RFQ RFI No. No. $5,000.00 SJA to submit 12B 55 $0.00 See RFQ-117R 74 107 $0.00 Denied $2,500.00 SJA to submit $1,000.00 SJA to submit $10,997.00 I (Approved ./ $7,159.00 In Review $4,000.00 SJA to submit $2,500.00 SJA to submit $1 ,638.00.....j....---1I;pprOVed ") $0.00 LJCIIICU $1,500.00 T&M $5,000.00 T&M $2,402.00 SJA to advise $0.00 Denied $725.00 SJA to advise WVlf NOr ~ O,J ~(iO LoG / .:...:..::....\.. V CCO AMOUNT $0.00 327 FD-48 349 ($10,997.00D FD-11 398.1 391.1 51 ( ~,638.00D 52 446.3 417 ~ FD-20 519 FD-23 538 389 319 $0.00 Denied $18,000.00 T&M FD-40 552.1 $25,000.00 SJA to submit 122 $0.00 SJA to submit 123 $0.00 Denied 614.1 $3,500.00 T&M FD-35 608 $20,000.00 T&M FD-41 399.1 $6,564.00 SJA to advise FD-105 $2,000.00 T&M $8,000.00 T&M FD-104 786 FD-47 624 ITEM SJA H&A RFQ RFI CCO TYPE DESCRIPTION PROPOSAL ESTIMATE STATUS No. No. AMOUNT A Form Bulkhead for Walker Duct Pour $1,529.00 $876.00 rApprovecL-, 90 512.2 (' $876.00 ) --- A Cement Plaster Ceiling/South Entry $6,021.00 $0.00 Denied A Siplast Roofing Issues/WLC Changes $15,790.00 $9,405.00 SJA to advise FD-62 638 A Added Curf/Flashg at Pilaster $5,000.00 T&M FD-63 637R A Delete Epoxy Coating/Add Padding -$1,000.00 SJA to submit 120 - A Waterproofing at Slab/4 to 6 Line $37,436.00 $37,100.00 l.r-APproved~ FD-101 781 ('$37,100.00 A Revise Return Air Duct at J 111 $1,000.00 8$'[0 aavise FD-93 111.1 A Replace Wet Soil at Hanna $8,042.00 $0.00 Denied A Revise Wall Type at P100 $625.00 $0.00 T&M FD-67 619 A Smoke Door Wall at Elevr S101 $1,500.00 T&M FD-91 593.3 A Closure Angle at High Roof Eaves $3,046.00 $2,795.00 SJA to advise 118 766 A Reframe Opening for Drying Cabinets $1,500.00 T&M FD-86 738.1 A Change South Wall Type at J123 $1,776.00 $0.00 Denied A Added Cost for Photo Imaging $8,227.00 $0.00 Denied B Add Elec Outlets at Rm 1155 $2,500.00 T&M FD-70 A Add Mech Piping btwn FCU-2/CU-2 $8,644.00 $4,000.00 T&M FD-80 685 A Revise IC's at Rm 1115 Window $2,000.00 SJA to submit 101 698 A Lath/SOFP at CMU Blockout $2,000.00 T&M FD-82 743 A Elevr Cab Channel SupportlS 103 $2,000.00 T&M FD-74 A SE/SW Penthouse Roof Corners $4,000.00 T&M FD-75 A Alternate Mount of Smoke Detectors $9,289.00 $5,000.00 T&M FD-79 707 A Condensate Drain Pipe Revisions $12,152.00 $7,520.00 SJA to advise FD-84 720 A Mansard Support at N. High Roof $2,500.00 T&M FD-81 649 B BOC Items for Correction/Change $16,064.00 $7,528.00 SJA to advise FD-92 A Add Elec for Switch/Rm 1108 to EF-1 $2,218.00 $2,095.00 SJA to advise 111 730 A Insul Cap at Return Air Openings $3,500.00 T&M FD-100 604 A Add Saddle Flashing at CMUlPlast $2,937.00 $2,600.00 ~proved') FD-89 754.1 C. $2,600.00 ) A Revise Roof Eave/Add Fascia Pnl $55,237.00 $38,899.00 SJA to advise FD-87 749.1 A Delete (4) Floor Closers/1116A Doors -$1,000.00 SJA to submit 115 762 A Mount Rooftop Disconn to Units $5,000.00 SJA to submit 116 755 B Hanna Street Changes Rev-2 $389,412.00 $389,412.00 In Review FD-118 B Traffic Plan for North Hanna Street $1,030.00 $1,030.00 ~roved ") FD-102 G1030.00 A SD Size Changes/Future Lightg at Lot $9,075.00 $6,631.00 Pending FD-90R .......- -- 761,773 B Landscapellrrig Adds - Hanna St. $37,900.00 $37,900.00 In Review 121 ITEM SJA H&A RFQ RFI CCO TYPE DESCRIPTION PROPOSAL ESTIMATE STATUS No. No. AMOUNT A Add Grille at RA Opening/Rm 1145 $1,000.00 T&M FD-107 788.1 B Add Entry Phone/Revise Cameras $5,000.00 T&M FD-108 A Revise Light Fixt at Rm 1114A/B $188.00 $188.00- / Approved ') 125 824 /$188.00 ) A Fill Void at Slab Edge/S. Penthouse $1,500.00 SJATo submit 126 823 A Delete Shower Accessories -$1,000.00 SJA to submit 128 820 A Flashing under Mansard/S. Penthouse $17,226.00 $10,000.00 T&M FD-116 819 B Additional Survey at Hanna St. $5,000.00 T&M FD-123 A Alternate for Perimeter Angle Bracing $1,412.00 $1,327.00 / ~pproved ./ FD-11 0 834 ~)27.00 ) A Add Dowels/Reinf for Gate Piers $3,000.00 Ies.M FD-111 837 A Relocate T -stat & Strobe at 1116 $2,000.00 T&M FD-122 831.1 R A Fur Out at Mixing Valve CabineUJail $1,500.00 T&M FD-113 851 B BOC Changes/Jail Cell Safety $5,000.00 SJA to submit 131 A Putty Pads at Rated Wall Assemblies $4,303.00 $0.00 Denied A Access Doors/Added Lights at Lobby $5,000.00 T&M FD-115 831.1 A Add Wall/Floor Stops at 11 Jail Doors $1,500.00 T&M FD-117 850 A Metal Flashing at Balcony Edge $2,000.00 T&M FD-119 802 B BOC Changes/Jail Cell Safety $10,000.00 T&M FD-120 A Excv/Compact Subgrade at Prkg Lot $50,000.00 In Review FD-114 A Provide Power to LEK at Jail Sliders $10,000.00 In Review FD-121 861 A Add Drain at E-Line/West Patio $2,500.00 T&M FD-124 798.3 A Add Door Closers/One Stop at Jail $2,000.00 T&M FD-125 850.1 A Change Door Swing at Rm 1048 $1,200.00 T&M FD-126 833 . -. / $797,558.00 $829,491.00 ( $55,756.00 '-.--....... CONTINGENCY AMOUNT: TOTALS TO DATE: (includes estimated & CCO-1 thru 60) CONTINGENCY BALANCE: PERCENT CHANGE ORDERS: A = Design Change (conflict,omission) 8 = Owner Requested Change (Values in Italics are Best Guess) $890,000.00 (4% of contract sum) $2,070,489.00 (96% construction) -$1,180,489.00 9.3% (percent of contract sum) .. NEW GILROY POLICE FACILITY CITY OF GILROY 8/31/06 1::'..):>.I$.:eQYf$:i$$pg$tqQ$t$:j::::~ .::.' ......... . ........ .......... ... .... ',' ',", ....... . ... . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . '1 ~~~1~!\~~1~j~jjj~~~!~~~!1!1!11f~1!1!f1111!~!1i1~jljj~!111!11~!)f!i1!11~!1111j!1!~jlj1 ITEM SJA H&A RFQ RFI ISSUE TYPE DESCRIPTION COST V ALUA TION STATUS No. No. NOTES A FWS Claim Cost/Jail Core Area $20,960.00 $8,603.00 Unresolved 13B A FWS Claim/Extra Excv/OT Cost $7,628.00 $0.00 Denied A Jail Core Fndtn - 8 CD Delay $31,672.00 $0.00 Denied 13 A Roof Pads/Curbs - 29CD Delay $114,811.00 $67,303.00 Unresolved FD-25 555 (1 ) A Patch Monocoat at Trapeze Supports $8,462.00 $0.00 Unresolved FD-32 600 (1 ) A Roof Deck Inserts/Hangers/Supports $246,065.00 $152,404.00 Unresolved FD-32 600 (1 ) A Roof Deck Inserts/Hangers/Supports $52,307.00 $31,365.00 Unresolved FD-32 600 (1 ) A Roof Deck Inserts/Hangers/Supports $27,317.00 $17,224.00 Unresolved FD-32 600 (1 ) A Roof Deck Inserts - 56CD Delay $221,704.00 $0.00 Unresolved FD-32 600 (1 ) A R&R Gyp w/Mold at North Exterior $169,182.00 $4,831.00 Denied A R&R Plaster/Gyp at E,W, & S. Elev $570,853.00 $0.00 Denied A Built-Up Roofing - 100CD Delay $395,900.00 $0.00 Denied FD-62 $1,866,861.00 $281,730.00 (1) Resolution pending submission of subcontractor delay cost by SJA. I J;J ] 't'i.! ._) - - Harris & Associates Program Managers Construction Managers Civil Engineers June 13,2007 Bill Headley City of Gilroy 7351 Rosanna St. Gilroy, CA 95020 Re: City of Gih'oy New Police Facility Pl'oject No. 03-CDD-114 Disposition of Disputed Cost Items Dear Bill: This letter is to provide you with the outcome of our meeting with S.J. Amoroso held yesterday at 1 :00. Ed Kozlowski, Bill Little, Paul Mason, Mike Cleveland and myself met to discuss the four (4) remaining cost issues. After detailed discussion of each item, the following summary of cost was arrived at: Submitted Cost Settlement 1. Removal of Wet Soil at Hanna St. 2. Sprinkler Revisions/Ceiling Changes 3. Duct Pressure Testing Costs 4. Atrium Smoke Control $ 8,042.00 $ 2,601.00 $36,302.00 $46,074.00 $ 3,500.00 $ 1,500.00 $27,000.00 $35,000.00 Totals: $93,019.00 $67,000.00 Items 2, 3, and 4 all have to do with WLC design. The $67,000 number is the amount that the Contractor will accept as final closeout cost for the project. Should the City seek legal recourse against the Architect, the costs associated with these items should be inclusive of that action. Please let me know how you would like to proceed with these cost issues. Very truly yours, HARRIS & ASSOCIATES , ~~~ Scott Gilpatric, CCM Associate / Project Manager 120 Mason Circle Concord, California 94520-1214 925.827.4900 FAX 925.827.4982 www.harris-assoc.com NEW GILROY POLICE FACILITY CITY OF GILROY 6/13/07 I... ...........QI$PQT~P~~AINt~P$[$................... ... .. .,............. ...... ".'.. '.'....'..... .,...... ... ......... . .......... ..'...... ............. ..... . . . . . . . . . . . . . '.' . . . . . . . . . . . . . . .. . ............. . .,...,...... . . . . . . . . . . . . . . . . . . . . . . ................ .......................................U/...U..........1 ITEM SJA COST MEETING REVIEW RFQ RFI CCO TYPE DESCRIPTION SUBMISSION REVIEWS STATUS FD No. No. AMOUNT A Curb Cales for AC-1 thru 3 Anchors $585.00 $0.00 Resolved FD-25 555 $0.00 A Duct Pressure Testing Cost $36,302.00 $27,000.00 Pending 614.1 A Cement Plaster Ceil/South Entry $6,021.00 $0.00 Resolved $0.00 Replace Wet Soil at Hanna $8,042.00 $3,500.00 Pending A Change South Wall Type at J123 $1,776.00 $0.00 Resolved $0.00 A Add Custom Color Sheets/Mansard $5,698.00 $0.00 Resolved $0.00 A Revise Paint Scheme at Lobby $4,196.00 $0.00 Resolved 137 $0.00 A Ceiling Changes/WLC Site Visits $2,601.00 $1,500.00 Pending A Tile Wainscot Additional Cost $7,840.00 $0.00 Resolved 808 $0.00 A Wall Tile Extra at Rm 1135 $3,495.00 $0.00 Resolved $0.00 Irrig/Planting Escalation Costs $12,535.00 $0.00 Resolved $0.00 A Add Floor Tile at Rm 1126 $1,900.00 $0.00 Resolved $0.00 A Add Tile at Rms 1127/1128/1130 $6,046.00 $0.00 Resolved $0.00 A Atrium Smoke Control Syst - Mech $46,074.00 $35,000.00 Pending FD-73R 854.2 $143,111.00 $67,000.00 CONTINGENCY AMOUNT: CCO TOTAL THRU #95: $890,000.00 $4,194,865.00 PERCENT CHANGE ORDERS: 18.7% A = Design Change (conflict,omission)