CC SR 20231114 J - Griffin Ladera Linda Contract Extension
CITY COUNCIL MEETING DATE: 11/14/2023
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to extend the term of the professional services
agreement with Griffin Structures for project management and construction management
services for the Ladera Linda Community Park Project.
RECOMMENDED COUNCIL ACTION:
(1) Ratify a change order executed by the City Manager thereby extending the term
of the professional services agreement with Griffin Structures for project
management and construction management services for the Ladera Linda
Community Park Project, at no additional cost to the City, until December 31, 2023.
FISCAL IMPACT: None
Amount Budgeted: $759,000
Additional Appropriation: N/A
Account Number(s): 333-400-8405-8001
(ARPA – Ladera Linda Community Park – Professional Services) VR
ORIGINATED BY: James O’Neill, Project Manager
REVIEWED BY: Ramzi Awwad, Public Works Director
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Change Order No. 3 to Griffin Structures Professional Services Agreement
(page A-1)
BACKGROUND AND DISCUSSION:
The City entered into a professional services agreement (PSA) with Griffin Structures
(Griffin) for project management and construction management Services for the Ladera
Linda Community Park Project on September 7, 2021. Griffin has been providing
construction management services to oversee the construction of this park project.
Construction started on March 28, 2022, starting with mobilization and demolition of the
existing buildings. Since then, work on the new building and parks grounds are nearly
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complete. The foundation and framing as well as the interior walls have been constructed.
The roof, exterior glazing, exterior tile, and stucco of the new building is nearly complete.
Power has been established and the heating, ventilation, and air conditioning system is
operational. Additionally, the storage shed is nearly complete along with the trash and
utility enclosure.
Site improvements that have been completed include the new driveway and parking lot,
the accessible switchback ramp between the middle and upper tier, and new fencing with
gates. The new basketball court has been constructed, playground areas established,
and many of the trail areas have been built. The existing fence along the oceanside of
the park has been trimmed, new bioswales built, and the new post and cable fence is
nearly complete. Finally, the irrigation system and new sod has been placed along with
the majority of landscaping.
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At the time of publication of this staff report, the remaining work includes interior finishes
in the main building such as cabinetry, wall paneling, countertops, flooring finishes, and
ceiling tiles. Additionally, audio-visual systems installation and the security shutters need
to be finished. On site, the remaining work to be completed includes landscaping, parking
lot pavement marking, and installation of playground equipment.
Construction is expected to be completed in December 2023 and Griffin’s services
continue to be needed. However, the term of the PSA including extensions within the
Director of Public Works’ authority were reached on November 3, 2023.
City Council authorization is now required for further term extensions. Staff intended to
request authorization for extending the term at the City Council meeting originally
scheduled for November 7, 2023. However, because that meeting was postponed until
November 14, 2023, after conferring with the City Attorney’s Office, the City Manager
executed a change order (Attachment A) to allow for continuing construction management
and inspection coverage at no additional cost to the City until the City Council can formally
approve the change order. The City Council is now being asked to ratify the City
Manager’s executed change order.
CONCLUSION:
Staff therefore recommends the City Council ratify the change order executed by the City
Manager extending the term of the Griffin PSA .
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ADDITIONAL INFORMATION:
Staff has begun planning for the opening of the community building and park grounds, as
well as a ribbon-cutting ceremony. Although a date has not been set, it will likely occur
before the holiday break. Additional information on the opening will be disseminated
through the City’s various communication channels.
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative action s are available
for the City Council’s consideration:
1. Do not ratify the change order executed by the City Manager and direct Staff to
contract with another construction management and inspection firm. This action
would cause a disruption to the continuity of construction management and
inspection services while a new firm is contracted and familiarized with the project.
2. Take other action, as deemed appropriate.
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DocuSign Envelope ID: DDB3050B-7D08-4190-8ABE-1EB6288D8353
City of Rancho Palos Verdes
Department of Public Works
30940 Hawthorne Blvd, Rancho Palos Verdes, CA 90275
(310)544-5252
www.publicworks@rpvca.gov
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PROFESSIONAL SERVICES AGREEMENT CHANGE ORDER FORM
CONTRACT NUMBER: FY2022-008 PROJECT NAME: Ladera Linda Community Park
PURCHASE ORDER NUMBER: 20220115 PROJECT CODE: 8405
CONTRACTOR NAME: Griffin Structures
DESCRIPTION AND LOCATION OF PROPOSED WORK
Time extension
SUMMARY OF QUANTITY CHANGES
ITEM
NO.
DESCRIPTION
ORIGINAL
QUANTITY
NEW
QUANTITY
QUANTITY
DIFFERENCE
UNIT
PRICE
PRICE
DIFFERENCE
ADDITIONAL
WORKING DAYS
Principal in Charge 0 Hrs 0 Hrs 0.0 Hrs $275.00 $0.00 0
Project Executive 153 Hrs 153.0 Mo 0.0 Hrs $210.00 $0.00 0
Sr. Prog. & Const. Mgr 396.5 Hrs 396.5 Hrs 0.0 Hrs $185.00 $0.00 0
Construction Manager 3,674 Hrs 3,673.5 Hrs 0.0 Hrs $175.00 $0.00 37
Estimating 0 Units 0.0 Units 0.0 Units $13,200.00 $0.00 0
Reimburseables 0.85 Units 0.9 Units 0.0 Units $12,500.00 $0.00 0
Totals $0.00 37
A TIME EXTENSION OF 37 WORKING DAYS WILL BE ALLOWED FOR THIS WORK
ORIGINAL CONTRACT AMOUNT: $660,000.00 ORIGINAL COMPLETION DATE: 09/29/23
TOTAL OF CHANGE ORDERS #1-2: $98,970.00 TOTAL OF TIME EXTENSIONS #1-2: 90 Working Days
TOTAL OF CHANGE ORDER #3: $0.00 TOTAL OF TIME EXTENSION #3: 37 Working Days
NEW CONTRACT AMOUNT: $758,970.00 NEW COMPLETION DATE: 12/31/23
CHANGE ORDER NUMBER: 3
DATE: 10/30/23
A-1
DocuSign Envelope ID: DDB3050B-7D08-4190-8ABE-1EB6288D8353
City of Rancho Palos Verdes
Department of Public Works
30940 Hawthorne Blvd, Rancho Palos Verdes, CA 90275
(310)544-5252
www.publicworks@rpvca.gov
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PROFESSIONALSERVICES AGREEMENT CHANGE ORDER FORM
CONTRACT NUMBER: FY2022-008 PROJECT NAME: Ladera Linda Community Park
PURCHASE ORDER NUMBER: 20220115
CONTRACTOR NAME: Griffin Structures
By signing this Change Order, Contractor understands and agrees that it is accepting the specified sums and adjustment of contract time of
completion (if any) set forth herein as full, final and complete satisfaction of any and all claims by Contractor for all cos ts and expenses of
Contractor and anyone for whom Contractor may be responsible for the work referred to herein, including but not limited to costs or expenses
of the Contractor or any of its subcontractors, materials suppliers, vendors or anyone else for whom Contractor is responsibl e, for labor,
materials, services or equipment, no matter how characterized, whether known or unknown to Contractor, including but not limi ted to, all field
and home office overhead, delay costs/claims, acceleration costs/claims, unabsorbed or under -absorbed home office overhead, extended
field costs, general conditions, claim preparation costs, inefficiencies, or the like, no matter how characterized. Contracto r further understands
and agrees by signing this Change Order that any attempt by Contractor to purportedly reserve rights to claim additional time or
compensation for the work referred to herein, is void.
Except as set forth, all terms and provisions of the contract and all prior change orders remain in full force and effect.
Recommended:
Signature
Date: 11/1/2023
Execution of this Change Order by both parties constitutes a binding agreement. This document constitutes the entire agreemen t between
the parties. The person signing this Change Order for Contractor hereby represents and warrants that he/she is fully authoriz ed to sign this
Agreement on behalf of Contractor.
Contractor:
Signature
Date: 11/01/2023
Accepted and Executed by:
City:
Date: 11/1/2023
Signature
Date: 11/1/2023
Date:
Signature
11/3/2023
CHANGE ORDER NUMBER: 3
PROJECT CODE: 8405
James O'Neill
Project Manager
Jon Hughes
President
Derek Wieske
Public Works (interim) Deputy Director Signature
Ramzi Awwad
Public Works Director
Ara Mihranian
City Manager
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