TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: MARCH 12, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH RISHA ENGINEERING FOR SEISMIC RETROFIT AND STRUCTURAL ENGINEERING SERVICES RELATED TO THE CLAREMONT POLICE DEPARTMENT FACILITY - PHASE 2A (FUNDING SOURCE: GENERAL FUND)
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SUMMARY
On June 27, 2023, the City Council authorized the City Manager to enter into an agreement with Risha Engineering for seismic retrofit and structural engineering services to address seismic and structural deficiencies of the Claremont Police Department facility. The agreement was for Phase I - Seismic Retrofit and Structural Engineering Design, which has been completed. As the project was proposed to be completed in phases, it is now time for Risha to move on to Phase 2 - ADA, Interior Improvements and Non-Structural Components.
Phase 2 is proposed to be completed in two parts: Phase 2A (Tasks 1-3) and Phase 2B (Tasks 4-5). Phase 2A will include verification of existing conditions, and predesign and schematic design services.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to enter into an agreement with Risha Engineering for Phase 2A seismic retrofit and structural engineering services for $83,080, and authorize a ten percent contingency of $8,308, for a total contract amount of $91,388; and
B. Appropriate $91,388 from the unassigned General Fund balance to fully fund the agreement.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there is the following alternatives:
A. Request additional information.
B. Do not authorize entering into an agreement with Risha Engineering.
FINANCIAL REVIEW
The total cost for Phase 1 was $103,508, which was within the amount approved by the City Council on June 27, 2023. The total proposed for Phase 2A is $91,388, which includes a project contingency of ten percent. To fully fund the agreement, staff recommends allocating $91,388 from the unassigned General Fund balance. Future phases that require additional funding allocations will be brought forward for City Council consideration at a later time.
The proposed agreement is for a professional service that does not require bidding and complies with all City purchasing guidelines. Contract documents are available for review in the City Clerk’s office.
The staff cost to review this report and administer this project is estimated at $8,916 and is included in the operating budget of the Administrative Services Department.
ANALYSIS
Risha Engineering has completed Phase I - Seismic Retrofit and Structural Engineering Design, which were the services included in the agreement previously authorized by the City Council. Under that agreement, Risha performed an initial investigation, which included the review of available structural documentation, including plans and reports, and performed a detailed visual examination of the building. Risha also performed a structural evaluation to meet or exceed the requirements in the American Society of Civil Engineers (ASCE) Standard 41-17 (Seismic Evaluation and Retrofit of Existing Buildings), which included the preparation of advanced computer models of the structural system, and analysis and evaluation of the building’s current structural condition to identify and/or confirm structural deficiencies. Based on the evaluation, Risha developed conceptual retrofit schemes and construction documents. Additionally, Risha prepared an Engineer’s Estimate of Phase 1 construction costs to inform the project moving forward.
As the project was proposed to be completed in phases, it is now time for Risha to move on to Phase 2, which is proposed to be completed in two parts: Phase 2A (Tasks 1-3) and Phase 2B (Tasks 4-5).
Phase 2A will include three main tasks as highlighted below:
• Task #1 - Existing Conditions Verification
o Review existing data, historical documents, reports, and plans regarding utilities, equipment, and components.
o Perform field visits to verify the adequacy of existing drawings, determine conditions of the Mechanical, Engineering, and Plumbing (MEP) systems based on age, condition, performance, rating, and capacities; components’ anchorages conditions; and ADA compliance status.
o Submission of pre-construction investigation request (Tests, inspections, measurements, and site preparation samples work).
• Task #2 - Predesign
o Based on findings, prepare a tentative scope of work intended to address the identified deficiencies.
o Confer and consult with City to ensure tentative scope meets requirements, including a comprehensive due diligence report detailing the building system approach and current mechanical and electrical conditions.
o Refine scope of upgrades, retrofits, replacements, repairs, controls, and alternatives. The final report will become the Design Baseline for the project design, Phase 2B.
• Task #3 - Schematic Design
o Prepare Schematic Design (SD) documents that consist of drawings, outline specifications, and other documents illustrating the project’s basic elements and components.
o The SD set will include conceptual drawings of the site, systems, and non-structural components, preliminary sections, and elevations’ approximate areas, volumes, and dimensions; preliminary selections of materials and systems.
o Schematic Design phase will clearly indicate the design, construction, and other considerations involved.
Once Phase 2A is completed, a proposal for 2B (Tasks 4-5) will be submitted. Task 4 (Design Development) will include the preparation and submittal of design development set plans to illustrate the project’s scope and character in all essential design elements (e.g. architectural, structural, mechanical, plumbing, etc.), and will outline the specifications of materials, equipment selections, and types of systems. Task 5 (Construction Documents) will include the preparation of final drawings for Phase 2 improvements and modifications to drawings based on the City’s review and feedback.
The final Phases, which will include Phases 3-5 will be finalized after completion of the preceding phases, but will include the submission of the construction documents package to the City’s Building Division and other agencies for review, assisting City staff with the preparation of a Request for Proposals (RFP) for construction, and engineering support during construction.
LEGAL REVIEW
The proposed agreement has been reviewed and approved as to form by the City Attorney.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, General Plan, and the 2022-24 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by:
Jamie Earl
Assistant City Manager