TITLE
Recommendation to authorize City Manager, or designee, to execute an amendment to Contract No. 33344 with Arup North America Limited, increasing the contract amount by $700,000, for technology optimization, closeout activities, and contract management services related to the Civic Center, in a revised total amount not to exceed $11,281,545;
Increase appropriations in the General Services Fund Group in the Technology and Innovation Department (TI) by $480,000, offset by funds available; and
Increase appropriations in the Civic Center Fund Group in the Public Works Department (PW) by $224,704, offset by funds available. (Citywide)
DISCUSSION
City Council approval is requested to amend Contract No. 33344 (Contract) with Arup North America Limited (Arup) to increase the contractual authority by $700,000 for the City of Long Beach’s (City) Civic Center technology optimization, closeout activities, and contract management services. The total contract authority for Arup will increase from $10,576,841 to $11,281,545.
Civic Center Technology Optimization
Arup has worked closely with the City and all construction and technology firms involved in the Civic Center project (Project). Their continued support is required during the post-occupancy phase of the Project to ensure resolution of all incomplete technology systems, oversee stabilization and optimization of technology systems, compile as-built documentation, and assist with negotiating new technology operating procedures between the City and its multiple contractors. Civic Center technology systems that need to be completed include the new broadcast and A/V systems in the Bob Foster Civic Chambers, Conference Rooms, Mail Room, Access Control Systems (including new security systems and Building Management System), Data Center, Public Safety Radio, and Cellular Distributed Antenna Systems (DAS).
Civic Center Closeout and Contract Management
Arup will also provide project management support, technical resources, and cost evaluation support critical to the next six months of the Project. Their focus in this area will be on the design-build completion and project closeout, assuring that the City retains all Project records, such as reports, designs, plans, drawings, as-built drawings, specifications, proposals, and documentary submittals in connection with the performance of the Project, pursuant to the Project Agreement. Under this Contract, the City will have access to change management subcontractors who will provide guidance and cost elevation to closeout Change Orders and Relief Events. Additionally, Arup will provide technical support in reviewing and evaluating the final acoustical reports and models for the Bob Foster Civic Chambers.
This matter was reviewed by Deputy City Attorney Richard F. Anthony on October 21, 2019, Purchasing Agent Tara Yeats on October 22, 2019, and by Budget Analysis Officer Julissa José-Murray on October 23, 2019.
TIMING CONSIDERATIONS
City Council action is requested on November 12, 2019, to ensure these services for the new Civic Center project can be started expeditiously.
FISCAL IMPACT
The total contract authority with Arup will not exceed $11,281,545. Of this amount, $480,000 will cover Civic Center technology optimization costs, and $224,704 will cover Civic Center closeout and contract management. To cover the additional contract costs, an appropriation increase in the amount of $480,000 in the General Services Fund Group in the Technology and Innovation Department is requested, offset by funds available. In addition, an appropriation increase in the amount of $224,704 in the Civic Center Fund Group in the Public Works Department is requested, offset by funds available. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CRAIG A. BECK
DIRECTOR OF PUBLIC WORKS
LEA D. ERIKSEN
DIRECTOR OF TECHNOLOGY AND INNOVATION
APPROVED:
THOMAS B. MODICA
ACTING CITY MANAGER