HomeMy WebLinkAboutE-11 Staff Report - West Wing Remodel Contract 2nd AmendmentCONSENT ITEM
E-11
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: MATT MARQUEZ, DIRECTOR OF ECONOMIC AND COMMUNITY
DEVELOPMENT
DATE: OCTOBER 5, 2020
SUBJECT: REQUEST FOR 2ND AMENDMENT TO THE CONTRACT FOR CONSTRUCTION
OF THE WEST WING BUILDING REMODEL PROJECT TO 2A CONSTRUCTION
AND 2ND AMENDMENT TO THE PURCHASE ORDER TO CATALYST FOR NEW
OFFICE FURNITURE
BACKGROUND:
City Hall’s West Wing building is home to a total of eight (8) City Divisions; Human Resources,
Information Technology, Engineering, Planning, Building, Economic Development, Housing and
Community Improvement. The Economic and Community Development Department (ECD) is
comprised of 5 City Divisions, which has the largest footprint in the West Wing building, and
experiences the most foot traffic due to the nature of business activity with the public.
ECD oversees the overall development of the City and its housing stock. The State’s current housing
crisis has created additional mandates on cities to approve more housing at a faster rate. As a result of
the housing crisis, a total of thirty-two housing bills have been signed by the Governor since 2017 that
would mitigate the housing crisis and create more dwelling units in the State of California.
One of the bills, Senate Bill 2 (SB 2), created a grant program that allocates funds for local governments
either as an over-the counter or competitive process planning grant, to expedite housing approvals. The
City of Azusa has been awarded an SB 2 Grant in the amount of $160,000.00 to modernize our overall
approval process for housing projects. The first step in this modernization would be a remodel of the
West Wing, specifically Economic and Community Development’s workspace and other areas, and to
implement a new Land Management System to provide greater efficiency when processing housing and
development projects.
On March 16, 2020, staff sent out a Notice Inviting Bids to contractors for the West Wing Building
Remodel Project and received at total of 8 bids.
On June 15, 2020, City Council awarded a contract to the lowest response bidder to A2 Construction
and approved a Purchase Order to Catalyst for furniture.
APPROVED
CITY COUNCIL
10/5/2020
WWBR-2020-01 – 2nd Amendment to West Wing Building Remodel Contract and 2nd Amendment PO
City Council – October 5, 2020
Page 2 of 3
The project has exhausted the allowance of $20,950.00 for potential change orders due to unforeseen
electrical work and additional reconfiguration to the North Conference Room.
On September 21, 2020, City Council approved the 1st contract and purchase order amendment the
following:
• 2A Construction of Santa Ana, California for Consumer Services Project WWBR-2020-01 in a
new total not-to-exceed amount of $244,430.00, of which 34,930.00 is for the additional scope of
work, plus an existing allowance of $20,950.00 for potential change orders. The amendment to
the construction contract is for additional work to Public Works Department and Human
Resources Division.
• Catalyst in a new amount total amount not-to-exceed 137,107.54, of which $39,928.79 is for the
new furniture for Public Works Department, plus an existing allowance of $9,717.87
The staff report had an error under the recommendation for not-to-exceed amount of the 2A
Construction contract amendment. The amount was approved for $244,430.00 which only included
$34,930.00 for the counter but should have been $255,340.00 which included $34,930.00 for the counter
and $10,910 for the office. The fiscal impact and estimates all had correct information. Therefore the
recommendation should have been:
• 2A Construction of Santa Ana, California for Consumer Services Project WWBR-2020-01 in a
new total not-to-exceed amount of $255,340.00, of which $45,840.00 is for the additional scope
of work, plus an existing allowance of $20,950.00 for potential change orders. The amendment
to the construction contract is for additional work to Public Works Department and Human
Resources Division.
Due to recent concerns of COVID-19 and social distancing, staff had to look at the existing placement of
workstations, specifically in the Community Improvement Division. The Community Improvement
Division’s workspace layout did not meet social distancing protocols and therefore staff looked at other
options that would be more efficient for the public and employees. Therefore, the proposal is to relocate
Public Works Department to Azusa Light and Water Building Suite 2B. This option will allow
developers and public to centralize all Public-Right-Of-Way issues in one building versus going to two
buildings. The Community Improvement Division would relocate into the former Public Works area in
City Hall’s West Wing.
RECOMMENDATION:
Staff recommends that the City Council take the following:
1) Approve 2nd Contract Amendment to 2A Construction of Santa Ana, California for Consumer
Services Project WWBR-2020-01 in a new total not-to-exceed amount of $246,618.00, of
which a total $37,118.00 is for the additional scope of work, plus an existing allowance of
$20,950.00 for potential change orders; and
2) Authorize the Mayor to execute the document on behalf of the City in a form acceptable to the
WWBR-2020-01 – 2nd Amendment to West Wing Building Remodel Contract and 2nd Amendment PO
City Council – October 5, 2020
Page 3 of 3
City Attorney.
3) Approve 2nd Purchase Order Amendment to Catalyst in a new amount new total amount not-to-
exceed $178,000.00, of which $84,213.49 is for the new furniture, plus an existing allowance of
$9,717.87.
ANALYSIS:
Community Improvement Division
The current layout for the Community Improvement Division does not allow for adequate social
distancing protocols. The proposed relocation of Community Improvement Division to area occupied
by Public Works Department will be efficient and cost effective. The remodel would include:
• Larger workstation with social distancing measures
• New copy and production area for the Department
• Additional work stations for consultants
• Additional meeting spaces
Public Works Department
The Public Works Department is currently located in three locations; West Wing, City Yard and
Community Resources Department. The relocation to Azusa Light and Water Building will allow the
possibility of merging operations in West Wing and Community Resources Department. It will also
create better synergy between Water Division and Electric Division as it relates to Public-Right-of-Way
issues. The relocation will also centralize all Public-Right-of-Way operations in one building which will
help developers and the public.
FISCAL IMPACT
The proposed total project amount is not-to-exceed $121,331.49 for additional scope for the remodel and
furniture. $37,118.00 for the remodel and $84,213.49 for the furniture be paid from the Capital and
Infrastructure Replacement Reserve Account 46-80-000-000-7128. The city is saving on mobilization
cost since both vendors are already working on the existing remodel. Funding for portions of the
furniture and counter is being paid by the SB-2 Grant, in the amount of $141,786.51 from the grand
project total. The City was awarded on April 24, 2020 the SB-2 Grant in the amount of $160,000.00
Prepared by: Reviewed and Approved by:
Manuel Muñoz Matt Marquez
Planning Manager Director of Economic and Community Development
Attachments
Attachment 1 – A2 Construction Proposal for Community Improvement Division and HR
Attachment 2 - Catalyst Furniture Proposal
515 CABRILLO PARK DRIVE, STE 301
SANTA ANA CA, 92701
1800-378-6766 | INFO@2A.CONSTRUCTION
DATE: 9/22/2020 PROJECT NAME
TO:West Wing Remodel
Mr. Manuel Munoz - Planning Manager CONTRACT #
City of Azusa - Planning Division WWB-2020-01
213 E. Foothill Blvd. CONTRACT DATE:
Azusa, CA 91702 C.O. #: 3 (Invoice #1107) / P.C.O. #
ph. (626)812-5226 RFI Reference: Field Directive
We hereby agree to make the changes specified below:
New framing for new door opening in HR section and salvaging existing door assembly (if
possible), re-frame existing door area in the office to close the opening.$1,500.00
Flooring repair, installation of transition $850.00
Re-patching and repainting the previously completed walls on Both sides $1,125.00
Re-locating two electrical receptacles $950.00
Move the light switch in the existing office close to new door $580.00
Diassemble the cabinets attached to the wall and reconnect. Patch, texture and paint
existing wall. Provide wall-backing for new location of cabinet to be installed.$920.00
Add 2 electrical receptacles w/o home-runs $975.00
SUBTOTAL $6,900.00
3% Bond & Insurance $207.00
15% Overhead & profit $1,066.05
TOTAL $8,173
Contractor's Signature: __________________________________Date:_______________
Owner/Client's Signature: ________________________________Date:_______________
INVOICE #1107
Accepted - The above prices and specifications of this Change Order are satisfactory and are hereby accepted. All work to be performed
under same terns and conditions as specified in orgininal contract unless otherwise stipulated.
2A CONSTRUCTION CORPORATION
Attachment 1
515 CABRILLO PARK DRIVE, STE 301
SANTA ANA CA, 92701
1800-378-6766 | INFO@2A.CONSTRUCTION
DATE: 9/22/2020 PROJECT NAME
TO:West Wing Remodel
Mr. Manuel Munoz - Planning Manager CONTRACT #
City of Azusa - Planning Division WWB-2020-01
213 E. Foothill Blvd. CONTRACT DATE:
Azusa, CA 91702 C.O. #4 (Invoice #1108) / P.C.O. #
ph. (626)812-5226 RFI Reference:
We hereby agree to make the changes specified below:
Per Owner's request, construct 2 new walls framing to enclose an office space
Approximatly 115" to 118" X 136" to 138" (196 s.f.) in HR Dept.$7,851.00
Flooring repair, installation of transition $1,310.00
Texture and paint new walls $1,125.00
Move one electrical recepticle $475.00
Add four more receptacles w/o home-runs $1,850.00
SUBTOTAL $12,611.00
3% Bond & Insurance $378.33
15% Overhead & profit $1,948.40
TOTAL $14,938
Contractor's Signature: __________________________________Date:_______________
Owner/Client's Signature: ________________________________Date:_______________
INVOICE #1108
Accepted - The above prices and specifications of this Change Order are satisfactory and are hereby accepted. All work to be performed
under same terns and conditions as specified in orgininal contract unless otherwise stipulated.
2A CONSTRUCTION CORPORATION
515 CABRILLO PARK DRIVE, STE 301
SANTA ANA CA, 92701
1800-378-6766 | INFO@2A.CONSTRUCTION
DATE: 9/24/2020 PROJECT NAME
TO:West Wing Remodel
Mr. Manuel Munoz - Planning Manager CONTRACT #
City of Azusa - Planning Division WWB-2020-01
213 E. Foothill Blvd. CONTRACT DATE:
Azusa, CA 91702 C.O. #5 (Invoice #1109 R-1) / P.C.O. #
ph. (626)812-5226 RFI Reference: Field Directive on 9/24/2020
We hereby agree to make the changes specified below:
Per Owner's request, perform the following modifcations to the Engineering area per
job-walk and filed directive by Mr. Munoz on 09/24/20:-
Remove two existing non-bearing walls $3,000.00
Patch, texture and paint existing walls $950.00
Move & abandon existing outlets and switches (approximately 4)$1,100.00
Re-do Flooring installation and new transitions $3,050.00
25 new door handles and installtion (NOT APPROVED PER MANUEL M.'S EMAIL DATED
9/24/20)N/A
Glass door and frame installtion at Engineering corridor entrance including security
hardware $2,225.00
Cost of new glass door (To Be Determined and speced by Planning Manager)TBD (not inlcluded in this invoice)
SUBTOTAL $10,325.00
3% Bond & Insurance $309.75
15% Overhead & profit $1,595.21
TOTAL $12,230
Contractor's Signature: __________________________________Date:_______________
Owner/Client's Signature: ________________________________Date:_______________
INVOICE #1109-R1
Accepted - The above prices and specifications of this Change Order are satisfactory and are hereby accepted. All work to be performed
under same terns and conditions as specified in orgininal contract unless otherwise stipulated.
2A CONSTRUCTION CORPORATION
515 CABRILLO PARK DRIVE, STE 301
SANTA ANA CA, 92701
1800-378-6766 | INFO@2A.CONSTRUCTION
DATE: 9/09/2020 PROJECT NAME
TO:West Wing Remodel
Mr. Manuel Munoz - Planning Manager CONTRACT #
City of Azusa - Planning Division WWB-2020-01
213 E. Foothill Blvd. CONTRACT DATE:
Azusa, CA 91702 C.O. (Invoice #1110) / P.C.O. #
ph. (626)812-5226
RFI Reference: emaild from Manuel dated
9/9/20
We hereby agree to make the changes specified below:
Per Owner's email request dated September 9th, demo and remove existing wall-cabinet
at Public works Engineering area closer to the wall/window. Patch, texture and paint
existing walls and install new flooring where canbinet is removed.
$1,500.00
SUBTOTAL $1,500.00
3% Bond & Insurance $45.00
15% Overhead & profit $231.75
TOTAL $1,777
Contractor's Signature: __________________________________Date:_______________
Owner/Client's Signature: ________________________________Date:_______________
INVOICE #1110
Accepted - The above prices and specifications of this Change Order are satisfactory and are hereby accepted. All work to be performed
under same terns and conditions as specified in orgininal contract unless otherwise stipulated.
2A CONSTRUCTION CORPORATION
A Steelcase Dealer
700 South Flower Street, Suite 2625 Los Angeles, CA 90017 • Office 323.487.2832
CatalystOffice.com
October 1, 2020
Dear Manuel Muñoz –
Per our conversation. I've reviewed the project with our design team. They are
in the middle of specifying the changes you requested and pulled together a
budget estimate in an effort to respond to your request today. Our best guess
estimate places the total for the project we discussed at approximately
$178,000.00. Please note this is an estimate. We'll have the final drawings and
final quote ready for your review tomorrow by the end of the day. I'm happy to
review this with you further, but I recommend we wait to review everything
tomorrow or Monday once you've had a chance to review our final drawings
and quote.
Thank you,
Rob Nitzsche
General Manager
Catalyst
700 S. Flower Street, Suite 2625
Los Angeles, CA 90017
Cell 310.904.9909
Attachment 2