07 Staff Report - 15900 Los Gatos Boulevard~oINV n oMEETING DATE: 5/5108
ITEM NO:
5
tos ~A~os COUNCIL/AGENCY AGENDA REPORT
DATE: April 29, 2008
TO: MAYOR AND TOWN COUNCIL
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
FROM: GREG LARSON, TOWN MANAGER/EXECUTIVE DIRECTOR
SUBJECT: ADOPT A RESOLUTION AUTHORIZING THE TOWN MANAGER TO
INCREASE THE CONTRACT AMOUNT WITH ROSS DRULIS AND
CUSENBERY BY $42,000 TO PREPARE CONSTRUCTION DRAWINGS
FOR THE POLICE OPERATIONS BUILDING AT 15900 LOS GATOS
BOULEVARD.
RECOMMENDATION:
Adopt a resolution authorizing the Town Manager to increase the contract amount with Ross
Drulis Cusenbery by $42,000 to prepare construction drawings for the police services building at
15900 Los Gatos Boulevard.
BACKGROUND:
At the meeting on August 6, 2007, the Town Council adopted a resolution authorizing the Town
Manager to enter into an agreement with Ross Drulis and Cusenbery to prepare construction
drawings for the Police Operations Building. The contract amount is for $574,297. This amount
includes preparation of the drawings along with consultants needed for engineering and other
specialty services. The Council report included a ten percent contingency for a total
authorization of $631,726. The contingency should have been included in the resolution
authorizing the contract. Because it was not included in the resolution, staff is now requesting
that the Council reauthorize the contingency. No additional funds are being requested.
DISCUSSION:
During preparation of the drawing, staff hired a construction estimation firm to verify that the
project, as designed, would be within the adopted project budget. The firm reviewed the fifty
(50) percent drawings and concluded that the project costs exceeded the budget. Staff has
PREPARED BY
Bud N. Lortz'?
Director of Community Development
Reviewed by: Assistant Town Manager/Deputy Director Town Attorney/General
Counsel Clerk Administrator/Secretary VIAI Finance Cormnunity Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: POLICE OPERATIONS BUILDING
May 5, 2008
worked with the project architect to reduce costs. This work has resulted in an additional
$42,000 in architectural fees to revise the plans. Staff is requesting approval to allow the Town
Manager to modify the contract with Ross Drulis and Cusenbery to include the additional
funding request. Funding will come from the construction budget previously allocated for the
project. No new funds are being requested at this time.
STATUS REPORT ON POLICE OPERATIONS BUILDING:
At this point, the cost estimator forecasts project costs to be roughly at the budget approved by
Council last year, including the budgeted contingency, Staff is identifying additional cost
reductions, but there will not be a remaining contingency.
Staff is not requesting additional funding at this time. Staff will proceed to obtain construction
bids to obtain the actual construction costs To ensure the project remains within budget, the bid
documents will include a list of alternative items to reduce the cost. Examples of the alternative
items that could be modified or deleted include the window and wall system at the detective area,
the covered area at the staff entry, the green construction specifications, the front trellis and the
fire suppression system in the server room. If deletion of these items is necessary to maintain the
project budget, staff will list the items and the cost when Council considers the construction
contract.
NEXT STEPS
The construction drawings will be completed in early May. The construction plans and project
specifications will be placed on the June 2, 2008 Council agenda for approval. Once building
permits are completed in early June, the bid process will commence. Five construction firms
have been pre-qualified to submit bids. Staff will return to the Council in August to award the
construction contract.
CONCLUSION:
The cost to complete the construction drawings has increased by $42,000 due to the need to
revise the project drawings to maintain the project budget. The drawings will be completed in
early May and approved by the Council in June. The bid process will begin in June and, in
August, staff will return to the Council for authorization to award the construction contract.
FISCAL IMPACT:
At the meeting of June 18, 2007, the Town Council authorized a capital project budget
adjustment in the amount of $7,685,468 for the Police Operations Building using funding source
transfers to the Town's Capital Project Fund.
Att2chmen1s-
1. Resolution
RESOLUTION
RESOLUTION AUTHORIZING THE TOWN MANAGER TO INCREASE THE
CONTRACT AMOUNT WITH ROSS DRULIS CUSENBERY ARCHITECTS BY $421000
TO PREPARE CONSTRUCTION DRAWINGS FOR THE POLICE SERVICES
BUILDING AT 15900 LOS GATOS BOULEVARD.
WHEREAS, the Town of Los Gatos Town Council has determined that there is a need
for an architectural services to prepare construction documents for the police services building;
and
WHEREAS, the Town Council adopted a resolution on August 6, 2007 approving a
contract with Ross, Drulis and Cusenbery for $574,297 to prepare the construction drawings
because of their extensive experience designing public safety buildings, their knowledge of the
existing building at 15900 Los Gatos Boulevard, and understanding of the police department
needs through their work assisting with the architectural feasibility analysis completed prior to
the purchase of the building.
WHEREAS, modifications to the construction drawings are necessary to reduce costs
and maintain the project budget, which results in an additional fee of $42,000.
RESOLVED, by the Town Council that the Town Manager is authorized increase the
contract with Ross Drulis and Cusenbery by $42,000 for the preparation of construction
documents for the Town of Los Gatos Police Services building.
ATTACHMENT 1
PASSED AND ADOPTED at a regular meeting of the Town Council held on the 5th
day of May, 2008, by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
Isl Barbara Spector
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
lsl Jackie Rose
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
N:1DEVIRESOS\Architect Police Services B1dg.reso2.May 2008.cc.doc
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