City Council Minutes 2018 06 19 - Laserfiche WebLink

Home Browse Search

City Council Meeting Minutes June 19, 2018 Page 3 of 9 Councilmember Leh stated the additional detail helped him understand the issues. He stated Task #3 included multiple contract amendments and totaled $52,000 which appears to be 340 hours of work. He asked why so many hours were needed and why that wouldn't have been anticipated. Chris Kastelic, Perkins + Will, stated four additional bid packages were released in an effort to gain time in the schedule and to make the phasing work. When we do this we have to create an entire bid package of new drawings and answer questions from contractors. We don't always know how much time this will take when we first release the packages. We put in a considerable amount of work on those bid packages to value engineer them to meet the guaranteed maximum price (GMP). He added that multiple submittals to the Building Department and answering multiple series of questions from the Building Department added additional work that was unanticipated. Councilmember Leh stated task #4 was 190 hours of work and he asked why that is being added now and was not included in the original price. Kastelic stated that included multiple rounds of submissions to various agencies and multiple bid packages each which were not anticipated in the original bid. Tasks 3 and 4 were the product of a complicated renovation/addition across multiple projects in multiple phases that were not anticipated, however it did help us stay on schedule and get a more complete GMP. Mayor Pro Tem Lipton stated his greatest concern is the internal controls on the project. He stated the changes of scope or change orders should include soft costs from Perkins + Will. When we ask for additional work to be done on the part of consultants we should get change orders at the time and not get them at the end of the project. He asked if there is anything still hanging out there on this project for which we might get charged. Director Stevens stated he doesn't foresee additional expenses. We may have surprises when the renovations of the existing building start but he believes we have enough in contingency to cover that. He noted there was damage to the roof of the Senior Center in the hail yesterday so that may require some changes not anticipated. Mayor Pro Tem Lipton asked Director Kowar what internal controls we have on contracts. When we ask for additional work what will trigger a change order; do we let the project continue and catch up later or do we address it as it happens. Kowar stated staff generally tries to work within the context of the project; there are controls and we expect people to tell us if we are adding to the scope of work and how much that is going to cost. In general, we want all costs up front and in most projects that happens. Councilmember Loo stated the report says the City's process added time and difficulty to the project. She asked if our process is more complex than other cities. Kastelic stated he can't speak to how the building department operates. This was a complex process for submitting the documents for review. He stated it was less the department than the complexity of the process and how it required multiple submissions.