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HomeMy WebLinkAbout2011-10-19 PACKET 04.C.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 10/19/201 0 PREPARED BY Administration Ryan Schroeder ORIGINATING DEPARTMENT DEPARTMENT HEAD COUNCIL ACTION REQUEST Consider creating a Public Safety /City Hall Construction Team. STAFF RECOMMENDATION Create the construction team as noted in City Administrator Ryan Schroeder's memo dated 10/12/2011. SUPPORTING DOCUMENTS ® MEMO /LETTER: Memo from Ryan Schroeder. ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Attachments. ADMINISTRATORS COMMENTS Administrator COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER Document2 To: Honorable Mayor and City Council Members From: Ryan R. Schroeder, City Administrator Date: October 12, 2011 Subject: PSCH Construction Management Team The City Council created a PSCH Project Team which was charged with the responsibility of working with the project architects through schematic design, design development, and through the bid stage for the project. The Project Team, in turn, created a Best Value team (a subset of the project team) charged specifically with bid stage process and contractor recommendation. The responsibilities of this Best Value Team are now complete. As we begin the construction phase of this project we need persons assigned to manage the specific construction aspects in concert with Graham and Wold. This team would be intimately involved in the day to day site review and monitoring. In many cases cities have contracted with outside owners' representatives for this duty. With a project of this size the City could anticipate an expenditure ranging from $300,000 to $600,000 for this outside representation. From day one of this project we have believed that sort of expenditure to be mostly redundant and excessive. Instead we have followed the path of site management within the Wold contract with a supplement of in -house project management. The recommended Construction Team includes the City Administrator as team lead, the City Engineer, Chief Building Official, the Public Safety Director and the Wold Project Manager. The Construction Team will report to the Project Team as necessary. As Council is aware we have a construction contract in the amount of $13,021,000. We have —a project -& 499- which - includes- project- contirrgerieies- of $62a - No . ' le anticipate the need to provide the opportunity for field changes that would either add or detract from the available contingency budget (such as the value added suggestions of Graham or other contractors). Under the City adopted purchasing policy the City Administrator has authority to approve up to $50,000 in expenditures without Council approval so long as those changes are within the budget (with two quotes). Department heads have authority for budgeted purchases absent a higher level approval of up to $2,500 without quotes. We would suggest that Council affirm the City Administrator expenditure authority for this project with delegation of that expenditure approval to the Construction Team absent the requirement to gain outside quotes within the $15,709,491 project cost estimate. Enclosed please find the project schedule and the initial mobilization schedule. Upon completion of site grading the project site will be fenced, secured and monitored to protect the public from construction activities. All communication regarding the project will run through the Construction Team through Wold and to the Graham Site Superintendent. Access to the site will not be permitted, again for safety reasons, without a relevant business purpose and without prior approval by the Site Superintendent. The Construction Team will work with the Graham Superintendent to provide construction stage tours for Council and perhaps other groups from time to time as appropriate. Recommendation: By motion create the PSCH Construction Team and project management as noted above. Council Action: Adopt the recommendation for the PSCH project creating the Construction Team NIF—M Actual Work 00--El Remaining Work El� Critical Remaining Work ♦ ♦ Milestone IlImmmmV Summary I Page 1 of 2 11-Aug-11 09:54 ASK filter: All Activities Cottage Grove City Hall/Public Safety Building Project; Bid Proposal Schedule M EW_ Aug se I t, Aug Sep Oct ------------- ----------- • - ------------------ - •--------- I -------------- .......... - ------ -- -- --- - - -- ------ ----- --- - - -- ----- -- -- - - --- -- ---- -- - - -- --- -- - ------ - ------ --- --- ------ - ------------ -- -- - ----------------- ----- 05-N-12,Major,kV Major-Milestones&OLvnerEvents --------------------- ----- ------- -------- bed -- -------------- ---- - - --- ---- --------- - ------- a- Notice of A Award : ------ ------- -------- ------ -------- ... ---------------- I -- Anticitpited Notice to Proceed (171?1 i -------- ---------- -------- -------------------------------------- ------ --------- ---------------------- -------------------------- ------------------- - ------- ---------- - ------------------------------- ------ ------------------- ----------- I -------------------- ------- -- ------- --- ----------- --------- - I ------- --- ----- ------ --------------------------- --------------- -- ------------- -------- ------- ------------ ------------------- ------ ---- --- ----------- 1- :-- Anticipated Notice of Award 21-Sap-11 Anticipated Notice to Pmoeed (NTP) F ----- --- ------------ ----- -------- -------- ---------- ---------- ------------------- -------------- -- -------------------- - ---------------- ------------ 448ubslahtjat -------------------- -- ----- ---------------- C (per Bid Spec: 281A September, 2012) Substantial Completion (Per Bid Spec: 28th September, 2012) 105-Sep-12 ---------- ---------- -------------- ------------ ------- -------------------------- -------------- ------------------ --------------------- ------------- ------------------- --------- ------ -------------- i ----- --- ------- ---- --- - - --- --- - -- --------- -- ----------- - --- Fing C-Plation �P- ---- -- -- --- Final completion (Per Bid Spec, 25th November. 2012) A —J---1 1101 11 .Administrative Phase J-1' 12 ------------ ------------ ...... ----- ------ - ------ -------------------- ------------------ II ..... -- ------------------------------------------------- -------------- --------- ------- ------ -- ------------------ 31-JJ,12,AdbiShsAb?Ph- ---------------- ------------ ----------- 03-Jan,12, Key Subtnftls for Lowl-ead k4atedals and Equipment ---- -- -------- ---- IL --- --- - --------- -- ------------- ---- - -- -- -- 1� 1 40CIII Key Submittals for Long-Lead Materials and Equipment 19.0.1•11 1 03-Ja 12 ---------------------- ----------- ----- ------- - --- x ------------ ...... -------------- ------------------- ------------------- --------- - ------ ----------------- ------ NEW 01-Feb-12, Revue 61 Key Sb.intals for -..�La.d W.Urials and Eqipm.nt - - - - - - - - - - - - - - - - - - - - - - - - - - Review of Key Submittals for Long-Lead laterals and Equipment 0244aw,111 01-Fb-12 ............ ------------- ------ ---- ------------ -------------------------- ----- ---- - - - - - - - - - - - - - - - - - - - - - - - - - --- - ---------- ----- -------- - ------- --- -- - ------ ---- - --- 4 -------- ---- - --------------- ----- ---- --- --- -- -- - - - - - . . . . . . - - - - - . . . . - - - - - - - --- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - o . . . . . . . . - - - - - - - - - - - - - - - - - - - 31-Jul-12, Procuremer ---------- - - ------ --------- -- ........ . ------------------- I --------- - ------------------------------ -- -' ------------------- ------------- ----- -- ---- --- ----- --- -- ---- ------ I ------- ---- --------- I - - - - - - of Long-Lead Mated* and Equipments -------- -------------------------- -- - ------------------- I -------- - -------- ---------------------------- --------- ---------- . Procurement of Long•Lead Materials and Equipments 14-N-111 131- 12 . Request for Inlomlation (RFI) F Construction Change Directives (CCDs) F. --- - --------------------- ------------- ------------ : ----------- - --- --- ------ -- ----- ----------------------------- : ----- -------- --------- I -------------------- -- ----------------- -- mobibi & Const-Akm Stging, - ----------------- - ------------------- - - - ------- -- -- ---- ---- ------- -- ------ --- ------ ------- ------------ ----- - - ------- ----- ---- ------- - ------ 17-Sep-�2, Construct ion Phase ----- ------------------------ -------- --- ---- --- ----- --- ------------ q -------------- ---------- ----------- ------------------- ------------------- -- ------------------- --------------- -- -- --------------- ---------------------- - IJ ----------- --------- ---------- -- ------- ------------- ------------ -------------- ------ ----------- ------ ------------- ---- ---------- --- -- -- ............ •------------------- ------------------ ---------- ------- 17-8,p-i2, New City Hal/pbli. 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I IG HTINGI P MB/LOW VOLT Equlpm - ----- '--------- - - -' -- - -- - - - - -- - -------- ----- - -- - -- ' ---------- :- ------ ----- - - - - -- - ------ '----- - - - - _ .- __.__...____'___--- .__.______._ -- ------------------- _..._. - _.. inns for Cabnetary/Casework I =' -._._.._..------------------------ ..__:.__ -._ .. __ ______.:.__.. _.._._....._ __..- ._._- __.__. _._ - _.. ..�.. .... -. -.,. ------- ___. ......_._...__.____.__.____.:. .._._- ______- _- . -.s.. _ _ � _ --------- ------ _ - - - - -- - - - -- -- -- ---- - - - - -- - - - - - -- - - -- -- -- -- EWE - -- HnNG/PLUMB/L(t VOLT Fntshes - -- - - - - -- - - -- - L -- a LEC.. -UG - ._.._. _ ._.___- . - - - - -- - _ _______ __ ____ __ __ __r....__...._ - -. -.. �__._..- ..- _- .-- ..____- ....._ al _ ___ .__._ _.r ___ ___ __________ _______ .._.- __ -_.. _.._- .-- .._..._ - - -. _- ....- ._ - _... -.. -. ._. -__ - _ _ ____ _ - - wArchkecNn-a ---has -- .__. _ _ ___ 17- SeP72, Testing, Balarce,3 sls ; .. _. . . _. - _ - _ - Ta & -- . ... - ---- - - -- -- .. . . -- - -- P l4isl and ___ ___ __ ___________ _ __ ___ _ ___________ ______ _ _____ _____ ____ _ __ _________ ____ ____ _ _ __ _ __ _ _ _ _ __ _ _____ ______ _ unc__ ___Cleanr -sqt ___ __ __ ___ -_ - -_ .� - OS Nov -72. anal P I - ---- _._._ -..._. _ __.__.- _.._.___ __....___.- _ -__ -. __ - ...__- ..._ -.__._ _ .__.. ___- ._ -... _ _.. _. _-- .__ -____ - .- .__- ._....___ - ._ -..__ ___ __ C missbrrvng __- -__._. ...._.__ .... .._...__.____- ._.___.. .._.____ - ._- ..___.. ____._- __._._.... .- _ -.. -- ____...._- .__ -_____ _- ._.._- _._.__._. ...- _ - -_._ ____ Con Testing __- _- ____._..___ -_ - - -, - _ _____ _ _________ ___..__ ____..- _.- .__.. -._ - _- ___.__________ - _- ...__...___. -- ___ _nano_____' _____. _. _ -__ _..... ____ _._ _ __..___ -_. _ Pe rmance VerilPagon Testing _ ..- .._.___._..- _ __. .- __.- ... _ ____._..__.- -__.._ __..__..__- -..__. _ ._-- .-- _--- .. -. -_- .- _-- __- . -..__. --- .....___ -.__- _ _ -_. _ _ __- i.. - clots Pre -Final PurKhkst - - -- - . � bon - _- _..__- ._ -.._. _ _ ._..._._.- . -.._ -• __.. ...- .._____. -- _ --- .------------ _ - -------- ._ -_ -__ _ ----- __- ...__..__ __..-------------- __ ---- _ __---- -..___ _____ _ ----------------- _ _ _ Fina Commas : e, Fodur a, er _._________ -. action of Nr lractor's Pre -FFW IrisP . ........ ... .... . .. ..... ... . . .. ....... ........... .... .... .......... . .......... .. . .. . ........... . ..... . .. _ _ _ __ - _ _ t ., rsiP real bone ..... _- _..... .. ..- _..- ___. -... _ ..__...____._- _._....._ _- ____ -_ - -------------- __ -; -- ___ _ p - L. - ____.._...__- _._..l_.. _. ___ _- Cort c6o of Owlnefs Pr _.-- __- __. -_._ _- ____ -. ----- _._ _- ..._____ -__ -_ __- ..___._._ -------------------------- __- .------- ____ - -- __ - .- __.__.____.____-- _._.__ -_. __.- _.- __ -_ -- __ ____ -- _ _ ;' vW GeanUp - ; ----- __.._._. - _ -- - -..._. - - --- - - ...._...- ._.. _ ..._- __._. -.. ... ... -------- --- FhW Inspection �. ftougl.n and Instal EquipJPanels - Eloe Vkal Power _. 11- Apr-12 04- May-12 I RoughinaM I EquiplPanels- Ektuicai Lhghtig ,t& r -t2 11 -Ma t AP __— Y-2 E RougMln and ktatal EqupJPartals - Eectrical Low Voltage 126-Apr -12 I 1 8-May -72 — Rough and Instal EquipJPanels - Mecharkal HVAC 12& Apr -12; 1 &May -/2 � Instal Sheetrork — _ 11- May-12 '3o May -,2 _J� �. _ ape Drywall T & Send D ;JUFt2 30-Ma 12 7e I n I Ins tal Wei&Geing Finishes — I11- Jat-12 �1DJW -12 �. Instal Framework for CabknetagyCasework ItO,hr}7224Jr1 -12 � Instal Countenops B Finishes for Catrn e etary/ Caswork 112-J.1-12 03• tq-12 . r W UGH Instal& Hook -Up New MECELEC. POWER /ELEC. TINGIPLUMBAOW VOLT Equpment 117-M-12 ,03 -AUgt2 I Inst al MECWELEC: POWER /ELEC:LIGHTINWPLUMBILOW VOLT Finishes 20- Arl-12 10-AW12 E Instal Floor Fita7nes 1 27JW72 17•Aug -12 E Instal New AreHteeNrW Finishes 1-12 1 24-Aug-12 Testing,Bahulce 6PUnchlists - - - --- i3Aag12 tosep -y2 Testing B Batarcig I t3- AUg-,2 ,7- Aug-12 � — E Pun&&t and Cleanup 24- Aug-12 10- Sep-12 r AJ _— • _. -- _- _ _.._ -_ _...— - .__._ -- /ntedor BuAdout - 02-May-12 31- Aug-12 Interior Drywallfamkg 02- May -12 131- May-12 I E Rough-In and Instal Rough-In quipJPanek - Mechanical PhanbIn9 (Water, Slortn, 8 Sawer), 8 Fresprir tiler i May-12 06: 31- k1ay -12 � R N and ougl. q*JPansls- Electrical Power , May-12 131-,2 I ReugMln and Instal Eq*JPar Is- Electrical Lighti — 176- IAay -72 i07JUr -12 g _ Ra,y.n and Instal EquplPands • Eectrical Low Voltage !23- May-72 114JUn -12 Ragta -N and Instal EquplPanets - Meehr areal HVAC X21- May -12 14�gn -12 _—__ Inst al Sh..000k 106 -1-12 21-J-11 E Tape & Sand Drywall 22JUn12 03 -AN 12 � Instal Well & Cegng Fi ishes 122Jun12 23Jul-1 Pi Instal Framework fw Cahietarp 'Casework ,3,1u1 -72 _ 27-Jul-12 Instal &HOOk -U New MECWELEC. POWEWEIEC. UGHTINGIPLUMBILOW VOLT P gstipment 17Ju1 -t2 O6- Aug-,2 � Instal Co untenops & Finishes for Catnmetary/Casewodc ' 1 13-Jul-12 10 &Aug -12 E 1 Instal MECWELEC: POWER /ELEC:UGHMNG/PLUMBILOW VOLT FNShes 20JW -72 I13-Aug-12 Instal Floor F nsihes 30304,d.12 2 Instal New /veMlecturel Finishes 03 -Aug12 31•AUP72 -.._.. _ Testing, Balance 6 Punchlists - - -- - - -- i3 -wg-iz - 17-Sep-12 - —` - - - - -- - - -- - - -- _.r -- -- Tesikg a Baianckg -.. 1 i &Aag -12 - Mkiga 72 E — Punchl�tandCleanup 31 -Aug,2 a rail Punch Lists and Close -Out Phase - i77 -SeP72 Air & Water Balanckg 120- Aug-12 27- Aug-12 E -- Izo- HVAC Co nmksioning Aug-12 27- Aug-12 Conuok Testing 27- AUg-12 — 31•AUg -12 Perforroarwe Verification Testing 131-Aug-12 06-12 E Contractor's Pre -Final Inspection Punchist 117- Sep-12 2 &Sep -12 _ Final Commission ng 05-Sep-12 ', 04- Oct -12 Orman to Instal Fumlonre, Fixtures. 8 Egripmenl 1 -Sep-12 1 04-Oct-12 � — - Cortectlon of ConlraGOte Pre- FaaiInspaetian PurcAisl 125-SIP-12 12- Oel•12 1 brmets Pre -FaW Inspection Puwh6st - O6.001 -72 15-Oct-12 R - -- Correction ofOwner'sPre- Fetal inspection Pmd&t 1 &0tt -12 31.Oc1 -12 El _ FktaiGeanUp - - - - _— Final lnzPettion - I O2•Nov 26- Oct -12 01- Nov-12 -,2 � _ 0S-t2 I I 1*--M Actual Work ED=E] Remaining Work 111sesseeflP Critical Remaining Work ® ® Milestone Vm—I summary Page 2 of 2