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June 18, 2007 (Regular Meeting) (G-6) Ware Bonsall Contract Amendment #il Page 476 Mike Downs, Deputy County Manager, reported the Ware Bonsall contract amendment #11 is to recapture costs associated with the longer than anticipated review process with the State and the City of Concord. He said Ware Bonsall is proposing to be reimbursed for the additional hours needed to make design modifications to the original facility plans in order to meet City requirements. The proposed contract amendment is for $75,600. In response to questions from Vice Chairman Juba and Commissioner White, Glenn Ware of Ware Bonsall Architects, reported changes in materials ' and subsequent redesign of the project resulted from new conditions placed on the project as a result of the Conditional Use permitting process with Concord. He further reported Concord required the firm to complete and submit all the construction documents in total before they would be reviewed. He also identified every aspect of the architectural drawings that were affected by changing .the exterior of the building from precast concrete to brick. Chairman Carruth asked if there was any consideration from the Board for Amendment No. 11. Commissioner White stated he was uncomfortable with agreeing to the entire amount at thistime. Vice Chairman Juba reported changing construction materials often requires redesign to accommodate the new materials. She also commented that time and money could have been saved if Concord had looked at the documents early in the process. John Day, County Manager, reported City staff was asked to review and make suggestions about changes in materials, but was reluctant to do so not knowing what might happen in the Conditional Use hearing. Inevitably, Concord still required the construction drawings be'completed in order to make considerations. Commissioner White stated the need for additional information from the ' firm. Chairman Carruth recommended the Board table this discussion until the July agenda work session. UPON MOTION of Commissioner White, seconded by Vice Chairman Juba and unanimously carried, the Board tabled its consideration of Ware Bonsall Contract Amendment #11 until the July 2, 2007 agenda work session. (G-7) Ware Bonsall Contract Amendment #12 Mike Downs, Deputy County Manager, reported Ware Bonsall contract Amendment #12 is to allocate more time and funding for on site construction supervision which is being expended at an unexpected rate. The proposed contract amendment is for $113,500.00 for 78 additional architect site visits and 10 civil engineer site visits. Glenn Ware, of Ware Bonsall Architects, explained the original contract was for 29 months. At that time, he said the firm anticipated building the entire project at one time and bidding the project to a single prime contractor. However, the Board chose to use a Construction Manager at Risk. He further explained the original contract contained a provision for a full- time on site representative and 96 site visits. When the contract was submitted to the Board, he said the full-time on site representative was not approved. He went on. to explain what a site visit entails, the purpose of the visits and how the construction on the project had started but the construction schedule had slipped. He pointed out a notice to proceed was ' received on May 18, 2006 for site development, the Annex and the tunnel. However, he said the notice to proceed for the administration building was not received until December 2006. To account for theslippage in the construction schedule,. he reported six additional site visits per month are needed to complete the project. He also pointed out the scheduled completion date for the Administration building is November 2006 and their contract ends on May 18, 2008. As a result, he said there is a six month period where the architectural firm is not covered for site visits. Mr. Ware responded to a variety of questions from the Board on quality control, liability issues, etc.