Subject Contract Kitchell CEM Project Management and Construction by kch10832

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                                                             CONSENT CALENDAR
                                                             May 5, 2009


To:          Honorable Mayor and Members of the City Council
From:        Board of Library Trustees
Submitted by: Donna Corbeil, Director of Library Services, Acting as Secretary, Board of
                Library Trustees
Subject:     Contract: Kitchell CEM: Project Management and Construction
             Administration Services - Berkeley Public Library

RECOMMENDATION
Adopt a Resolution authorizing the City Manager to execute a contract and any
amendments with Kitchell CEM (Capital Expenditure Managers) to provide project
management and construction administration services for the Measure FF – Branch
Library Improvement Project in an amount not to exceed $996,900 for all services and
reimbursable expenses for the period from May 9, 2009 through December 31, 2012.


FISCAL IMPACTS OF RECOMMENDATION
In November 2008, voters approved the sale of $26M in bonds to finance the
renovation, expansion, seismic upgrading, and accessibility improvements at the four
neighborhood branch libraries. On March 24, 2009 Berkeley City Council adopted a
Resolution authorizing the issuance of $10M aggregate principal amount of general
obligation bonds, series 2009 (Measure FF – Branch Library Improvement Project).
These funds are expected to be available May 1, 2009. Project management services
are included in the program’s estimated soft costs, such that funding for project
management services will be solely through use of Library bond funds. Approval of this
contract will have no adverse fiscal impact on other Library projects or programs.

Funding is available from the bond sales and will be appropriated into the FY 2009
Budget. The contract expenditures will be paid from Budget Code 308-9301-450-3038.

The Contract Management System number is LNNPH


BACKGROUND




                                         Page 1
Contract: Kitchell CEM: Project Management and Construction           CONSENT CALENDAR
Administration Services – Berkeley Public Library                             May 5, 2009


The Branch Library Facility Master Plan, completed in early 2008, documented serious
physical structural defects at all branch library facilities, recommended improvements,
established baseline costs, and projected construction expenditures. On November 4,
2008, Berkeley voters approved Measure FF, a Library bond measure not to exceed
$26M to address the deficiencies cited in the Master Plan evaluation. At the February
11, 2009 Board of Library Trustees meeting, the Board discussed the process for
selecting a project/construction management firm to serve as the Library’s
representative in the undertaking of projects through all phases of design and
construction as endorsed by Measure FF. Consequently, by BOLT Resolution (R09-17)
two trustees were selected to represent the Board in the project management selection
process.

In January and February 2009, the City solicited written proposals for qualified firms to
provide project management and construction administration services; at closing of the
RFP, twenty- two proposals were received. A committee comprised of Library trustees,
City staff, community representatives, and the Library’s advisory project consultants,
thoroughly evaluated the proposals and narrowed the field of candidates to five firms.
Following the interview process and preliminary contract discussions, the committee
recommended to the Board the selection of Kitchell CEM.

Management services provided in the project scope include a comprehensive set of
oversight services for development and execution of the branch bond program from
schedule and budget verification, and tasks encompassing the preconstruction phase,
pre-bid phase, bidding phase, construction phase, and final close-out and completion.
Preliminary activities will include a program kick-off meeting to validate program
objectives, review and validate schedules and budgets, establish protocols, and assist
with supplemental consultant contracts where needed. Regular updates on the progress
of the projects, in monthly reports and verbally to the Board and City Council as
scheduled, are included in the scope of work.

This contract is for a lump sum of $996,900 for all work to be completed as specified in
the period specified. Payments will be made upon a schedule agreed to by both parties,
and developed to coincide with the completion of activities related to the phasing of the
four projects.

This consent request recommends Kitchell CEM be awarded the contract for project
management and construction administration services for the Measure FF – Branch
Library Improvement Project.


CURRENT SITUATION AND ITS EFFECTS
At the March 13, 2009 special Board meeting, the trustees ranked architectural firms for
the North and South Branches. By Resolution R09-23, Architectural Services Group,
Inc.,in association with Tom Elliot Fisch was ranked first for the North Branch; and by
Resolution R09-24, the design firm Field Paoli was ranked first for the South Branch. At




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Contract: Kitchell CEM: Project Management and Construction          CONSENT CALENDAR
Administration Services – Berkeley Public Library                            May 5, 2009


that meeting, staff was directed to negotiate a contract for Board consideration. These
contracts will be brought before the Council for authorization at a later date.

It is advantageous for the efficient and effective implementation of the program that a
project management firm be selected in advance of entering contractual negotiations
with the architectural firms to ensure that the scope of services for each party is
appropriately coordinated.

Pursuant to Berkeley code section 3.04.090(E) the Library shall recommend to the City
Council the execution of contracts relating to the improvements at the four branch
libraries, including but not limited to contracts for design, engineering, construction
management, and construction.

The Board of Library Trustees of the City of Berkeley approved by Resolution, R09-35,
on April 14, 2009, to recommend to the City Council the awarding of a contract and any
amendments to Kitchell CEM to provide the full range of project management and
construction administration services for the branch library bond program. Staff has
reached an agreement for services and reimbursable expenses, for a total amount not
to exceed $996,900 for the period of May 9, 2009 through December 31, 2012.


CITY MANAGER
The City Manager concurs with the content and recommendations of the Library Board
of Trustees report.


CONTACT PERSON
Donna Corbeil, Director, Library Services, 981-6195


Attachments:
   1. Resolution
   2. Board of Library Trustees Resolution No. R09-35




                                                  Page 3
                             RESOLUTION NO. ##,###-N.S.

 CONTRACT: KITCHELL CEM for Project Management and Construction
 Administration Services for the Berkeley Public Library Branch Improvement Bond
 Program, Measure FF

WHEREAS, in 2008 a Branch Library Facility Master Plan was completed and a report
produced, documenting the serious physical defects of the branches and
recommending improvements; and

WHEREAS, in November 2008, the voters approved Measure FF, a Library bond
measure not to exceed $26M to address these problems, by renovating, expanding, and
making seismic and accessibility improvements at the four branches; and

WHEREAS, the City Council has authorized the issuance of $10M in general obligation
bonds (Measure FF – Branch Library Improvement Project), to fund the improvement
program; and

WHEREAS, project management and construction oversight services are included in
the estimated soft costs for the bond funded project and a critical component of
comprehensive oversight; and

WHEREAS, staff has initiated and completed a request for proposal process for
qualified firms to provide project management and construction administration services
and found that Kitchell CEM was the most qualified firm to complete the required
services; and

WHEREAS, it is advantageous to the success of the branch improvement project to
engage professional project management services, which will contribute to the efficient
and effective implementation of this multi-year project; and

WHEREAS, pursuant to Berkeley code section 3.04.090(E) the Library shall
recommend to the City Council the execution of contracts relating to the improvements
at the four branch libraries, including but not limited to contracts for design, engineering,
construction management and construction; and

WHEREAS, the Board of Library Trustees adopted Resolution R09-35 to recommend
that the City Council approve execution of a contract and any amendments with Kitchell
CEM (Capital Expenditure Managers) to provide project management and construction
administration services; and

WHEREAS, bond funds are available starting May 1, 2009 in Budget Code 308-9301-
450.

NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Berkeley that the
City Manager is authorized to execute a contract and any amendments with Kitchell
CEM to provide project management and construction administration services for the
branch library bond program, in an amount not to exceed $996,900 for all services and
reimbursable expenses for the period of May 9, 2009 through December 31, 2012.

								
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