Agenda Item 13: Change Order to Police Department Additions and Renovations Contract with Trimbuilt

[COSM_Admin]

Consider approval of Resolution 2021-74R, approving a Change Order to the Police Department Additions and Renovations Contract with Trimbuilt Construction, Inc. increasing owner’s contingency from $350,000 to $529,975.95 and thereby increasing the total amount of the contract by $179,975.95 from $9,141,358 to $9,321,333.95; authorizing the City Manager or his designee to execute the appropriate documents relating to the Change Order on behalf of the City; and declaring an effective date.

 

[JHughson]

Do we have an idea of what future additional expenses may be?
Please remind me what type of agreement we have with the contractor?
Contractor at Risk or one of the other options we discussed for the bond projects?

 

[MBaker]

How were the proper lining to for potable water and ballistic shielding "unforeseen" costs?
The firing range extension itself was an additional $166k, how much extra is the ballistic shielding?

Why is there not a real itemized receipt provided for each of these different overages?

 

[COSM_Admin]

Responses provided by:
Chase Stapp, Director of Public Safety
Lynda Williams, Purchasing Manager

Mayor Hughson:
We are currently working with Jacobs to prepare an updated project schedule and budget. At this time, it appears that we have identified adequate funding to take care of the anticipated overages. This project was contracted via a competitive sealed proposal process whereby proposals from multiple construction companies were evaluated and scored. The construction contract is a standard construction agreement.

Council Member Baker:
This project has proven to be the most complex and challenging of all of the bond projects to date. Many unknown or unforeseen conditions were encountered after the initial drawings were put out for bid. I have had similar concerns as this and have posed similar questions to our project managers. In summary, it appears that the initial set of drawings used to bid the job were not sufficiently detailed in some areas. This led to the large change order(s) that we are having to process now. Some of the changes also came from internal sources post-bid such as our engineering and flood plain teams.
Potable water: The contractor covers the deposit on the valve and the city covers the water. Meters were added because the old meter was in poor shape. As irrigation meter was also added for future use.
Ballistic Baffles: Drawings did not show enough detail. The increase was for design conflicts and material increases. The existing canopy was 14’ tall and the new canopy was 9’ tall; therefore they overlapped. An RFI on this prompted a re-design.
Itemized Receipts: There is allot of additional information such as RFI’s, Addendums, contractor quotes, etc. included within the OCAEA’s. The information provided in the ARF is an overall summary.
As a side note: Because of recent changes in the documents, Jacobs will be re-evaluating this change to see if Trimbuilt owes the city any credits back.