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REPORT To the Honorable Mayor and City Council From the City Manager April 1, 2002 Subject Redwood Shores Fire Station No. 20 & Maintenance Facility Project Recommendation By Motion, approve final Task Order No. 2 to the Professional Services Agreement with DES Architects + Engineers Background In April 1996 the City Council made a series of policy decisions that culminated in a directive to staff to construct a new fire station and maintenance facility in Redwood Shores. In June 1996, DES Architects + Engineers of Redwood City were selected from a field of three firms as project architects/engineers. Subsequently the construction firm of Rudolph & Sletten was selected as "Construction Manager / General Contractor" for the project. DES completed two purchase orders totaling $17,340 for an initial design / site survey phase of work on August 19, 1996. On August 26, 1996 the City Council authorized the execution of a professional services agreement for "Part One" of the_project in the amount of $154,266. The Council authorized Amendment No. 1' to the agreement on January 13, 1997, via Resolution No. 12986, adding scope for preparation of construction documents and increasing the not-to-exceed amount of the agreement to $400,550. The "Final Agreed Price" for the Rudolph & Sletten CM/GC contract was $3.3 million. The "Certificate of Substantial Completion" for the project was issued by DES on March 17, 1998 and the Fire Department took possession shortly thereafter, while full completion and punch list activities continued into May. Between June and October 1998, staff began to observe new cracks in the Apparatus Room concrete slab floor. DES was notified of the City's concern in late November 1998, and staff decided to delay the Council's final acceptance of the project until some resolut~ ' of th~- ;rackh _~ problem had occurred. Staff engaged the services of Exponent Failure Analysis Associates of Menlo Park to conduct independent testing and observations of the floor slab. Their work ended up spanning from December 1998 through January 2000, as they conducted quarterly surveys to measure changes in the floor cracks. From February to December of 2000, staff met frequently with the principals of DES and Rudolph & Sletten in order to try to reach an agreement on what was causing the cracking and what solutions could be implemented. No clear agreement was ever reached on causes, but after a 'good faith effort' to explore various solutions, DES and Rudolph & Sletten offered a joint proposal to replace the entire slab at their cost. Staff agreed and worked with the parties on the plans and strategy to accomplish the replacement. On April 3, 2001, the work was completed and the Fire Department moved their apparatus back into the station. Since that date no problems have been observed with the new floor. On August 26, 2001, the Council approved Task Order No. 1, which authorized the production of record drawings for the project and amended the not-to-exceed amount of