HomeMy WebLinkAbout8 - City Hall Conceptual Site PlanCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 8
April 10, 2007
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Stephen Badum
949 - 644 -3311 or sbadum @city.newport- beach.ca.us
SUBJECT: CITY HALL CONCEPTUAL SITE PLAN AND RELOCATION OF OCTA
TRANSPORTATION CENTER INVESTIGATION -
PROFESSIONAL SERVICES AGREEMENT WITH DMJM DESIGN
RECOMMENDATIONS:
Direct staff to execute a Professional Services Agreement with DMJM Design of
Los Angeles, California to provide for the investigation of a potential city hall site at
the current OCTA Transportation Center site and the relocation of the OCTA
terminal to the parcel immediately south of the existing site in Newport Center for a
not -to- exceed price of $42,000. Authorize the City Manager and City Clerk to
execute the Agreement.
2. Approve a Budget Amendment appropriating $42,000 from General Fund
unappropriated balance for FY 2007 -08 into Account No. 7410- C2910545.
DISCUSSION:
On March 30, 2007, the City Hall Building Committee met to discuss the relocation of
City Hall to the site currently occupied by the OCTA Transportation Center in Newport
Center. The existing OCTA Transportation Center is located on Avocado Avenue near
the comer of San Joaquin Hills Road and MacArthur Boulevard (see attached map).
The proposed site would require the relocation of the Transportation Center to the
parcel at the corner of Avocado Avenue and San Miguel Drive which is currently
designated as open space.
In an effort to more fully investigate this concept, the Committee recommends retaining
DMJM Design to perform the investigation of this potential City Hall site. The scope of
work will be based upon the current building program that envisions a two story
72,000SF (42,000sf 1s floor) City Hall facility and 300 vehicle parking structure. The
proposed scope will include initial site planning, an investigation of potential concepts
that would fit the site, and preliminary cost estimates associated with the relocation of
the OCTA Transportation Center and the construction of a new City Hall.
City Hall Conceptual Plan & OCTA Transportation Ctr. Relocation — Professional Services Agreement VAth DMJM Design
April 1.0, 2007
Page 2
DMJM Design has proposed the following scope of services on a time and materials
basis at a cost not to exceed $42,000:
• Initial Site planning including a review of the existing OCTA Transportation
Center site, adjacent open space parcel, and the current building program as
originally proposed in the City Hall Facilities Needs Assessment by Griffin
Structures.
• Investigation and Preliminary Site Options including site suitability,, building
placement, access, circulation, and parking for both the new City Hall and the
relocated OCTA Transportation Center. The potential usage, amenities and
phased development such as a potential 10,000sf Civic Auditorium Arts Center
will also be addressed.
• Finalize the preferred option including site plan and preliminary cost estimates.
Environmental Review:
Engineering design services are not a project as defined in the California Environmental
Quality Act (CEQA) Implementing Guidelines. However, an environmental review and
the.appropriate documentation will be prepared if the project proceeds beyond the
conceptual phase.
Funding Availability:
Upon approval of the recommended Budget Amendment, sufficient funds are available
in the following account for the project:
Account Description
City Hall Expansion
Prepared
;KG. Badum
works Director
Location Map
Budget Amendment
Account Number
Amount
7410- C2910545
$42,000
Total:
$42,000
Submitted by:
riomer Bludau
City Manager
TRANSPORTATION CENTER
DMJM DESIGN I AECOM
DMJM Dastgn
515 South Flower Street. a" Floor, Las Angeles. California 90071
i 213,593.81W F 213.593.8178 wwwArnimha.aecom.corn
April 03, 2007
Mr. Homer Bludau
City Manager
City of Newport Beach
3300 Newport Beach
Newport Beach, CA 92663
Subject: Site Planning and Validation Services —
New City Hall, Newport Beach, CA
Dear Homer.
We appreciate your request for a proposal to assist you with initial planning and site validation services
associated with the new City Hall, the proposed OCTA bus facility and the associated surface parking for
each facility. The following proposal outlines our understanding of the scope of work, deliverables and
project fees to assist you in validating your development vision for this site.
PROJECT APPROACH AND SCHEDULE
The ultimate success of any civic center project relies on careful planning and the thoughtful integration of
expertise. Selecting the best team for the project is the first step. We are dedicating the hands -on efforts
of our Design Principal as well as our experienced staff.
The following scope of work describes our effort, anticipated timeline, and proposed deliverables. The
overall schedule includes investigation, options, workshop, concepts, and preferred plans, all to be
completed within a four week period. This schedule is based on your acceptance of this proposal, receipt
of site information, OCTA bus facility development program and plans, and agreement on the milestones
identified as follows:
• Initial meeting,
• Investigation and Preliminary Options
Planning Workshop to present preliminary concepts
• Preferred Plan
SCOPE OF WORK
Site Investigation and Preliminary Planning Options
The DMJM Design team will meet and/or discuss the project with you to develop an in -depth knowledge
of the site and communicate with your team regarding the approach to the project. We understand the
overall program goals to include a 2 -story / 42,000 sf /Floor City Hall along with the requisite 300 car
parking, OCTA bus facility on site and vehicular / bus circulation and access.
Mr. Homer Bludau
Page 2of5
4/3/2007
We will review the macro-level building program described within the City Hall Facilities Needs
Assessment — Report on Space Requirements dated August 9, 2002 which was prepared by Griffin
Advisors. The stated program should correspond to a vision for the property and phasing for future
parking and a 1 story 10,000 sf. Civic Auditorium Arts Center. We also wish to engage you in discussions
regarding qualitative aspects of the Project and to set goals related to quality of place and connection to
adjacent uses. In order to move forward with the work, we also will need to have assumptions, desires,
requirements and design criteria established.
With the Project criteria defined, we will prepare a set of planning options for consideration. The initial
development of those options will consider a number of ideas meant to view the goals of the Project from
different perspectives and to examine how well each of these ideas succeeds in terms of overall site,
massing and context, as well as unique characteristics.
Deliverables will include:
• Minutes of Kick Off Meeting
• 1 to 2 Preliminary Planning Options including land use site plan, program tabulations and high
level site development costs.
Planning Workshop
With the Preliminary Planning Options prepared, we anticipate conducting a Planning Workshop with your
team to "brainstorm" these concepts. This session would be used both to review and elaborate on each
Option. Considerations during the Workshop would include site, building placement, parking issues,
egress, access, circulation (including pedestrian, vehicular, bus and service) as well as ideas concerning
usage, amenities and future phased development. Verification of the following development concerns will
be addressed:
• Site suitability for proposed building program
• Site access, circulation, vehicular and bus parking work within site configuration
• Define and itemize high level site development costs
The outcome of this Workshop would be a set of refined directions and considerations for use in
developing a Preferred Planning Concept.
Deliverables will include:
• Minutes and other supporting materials generated during the Workshop
Present final Preferred Plans
With the outcome from the Planning Workshop, we will develop a Preferred Planning Concept, and will
incorporate any comments you may have presented for your final consideration and use.
Deliverables will include a final Preferred Plan with:
• Land Use Site Plan
• Development Program Tabulations
• Estimate of major site development costs; i.e. earth removal, grading and quantify schematic
retaining wall locations and heights, other site developments such as landscaping and parking
DMJM DESIGN I AECOM
Mr. Homer Bludau
Page 3 of 5
4/3/2007
FEE PROPOSAL
We propose to provide our base services for a time and materials excluding estimating services between
$25,000 - $30,000 with a not - to-exceed fee of $30,000.
We are currently soliciting fee proposals from cost estimating consultants that we have collaborated on
within the Orange County area in an effort to provide realistic and current market place development
costs for the proposed project and based on similar scope projects anticipate the estimating portion to be
between $8,000 - $12,000. DMJM will coordinate and manage the consultant's scope of work and will not
mark -up the stated estimator's fee.
Principal
20 hrs @
$300
$ 6,000
Project Manager
30 hrs @
$200
$ 6,000
Landscape Planner
20 hrs @
$140
$ 2,800
Designer
120 hrs @
$100
$12,000
Sub -Total
190 hrs
$26.800
ODC's (Anticipated) $ 3,200
DMJM Not- to-Exceed Total $30,000
Estimator (Anticipated) Not-to -Exceed Total $12,000
Material costs will include the following Other Direct Costs (ODC's): transportation to and from the site
and our offices, 3 sets of deliverable documents at each stage, long distance communication charges and
normal postage
In addition, we request reimbursement for expenditures made by us, specifically for the project
including, but not limited to. additional document reproduction; computer plotting; photography;
shipping, messenger or courier service charges; any sales, or similar taxes; purchase of maps
and similar documents; supplies and materials; other similar expenses; and as authorized by you,
any professional photography, renderings and scale models, special engineering studies and
reports, mock -ups or samples performed by outside vendors.
Our proposal does not include any engineering or other consulting services except as specifically
identified in this scope.
Commencement of Work
We will commence work upon receipt of this signed agreement. The above fee and schedule is based on
our general understanding and assumptions of the services required for the project. Should the scope of
work or schedule change, we will provide additional services as agreed to in writing by both parties.
Payment
We will submit an invoice for payment for fees and reimbursable expenses due us on a monthly basis.
Overdue payments, sixty (60) days or more, shall bear interest compounded monthly, at the prevailing
rate established at Bank of America on the first day of each succeeding month plus 2% per annum, or the
highest legal rate, whichever is less. In addition, we shall be entitled to suspend work until payment in full
including interest is received. In the event that the suspension remains in effect longer than sixty (60)
DMJM DESIGN ! AECOM
Mr. Homer Bludau
Page 4 of 5
4/3/2007
days, we may elect to terminate our Agreement and shall be entitled to payment for all services
performed prior to the date of termination plus all expenses incurred as a result of the termination.
Termination
City of Newport Beach, upon written notice may terminate this agreement. In the event of termination,
DMJM shall be compensated for all services performed up to the date of termination including all
reimbursable costs.
DMJM DESIGN I AECOM
Mr. Homer Bludau
Page 5of5
4/3/2007
Confidentiality
Both parties agrees that all information provided by both parties under this Agreement shall be
considered confidential, and shall not be reproduced, transmitted, used or disclosed by the receiving
party without the providing party's written consent, except as may be necessary for the receiving party to
fulfill its obligations; provided that this limitation shall not apply to any information, or portion thereof,
which is within the public domain at the time of its disclosure or is required to be disclosed by operation of
law.
Information Required of City of Newport Beach:
We will require the following information in order to begin the work described in this proposal:
1. Site surveys (preferably in AutoCad format) including utilities, topography, metes and bounds
information, existing improvements such as buildings, streets, sidewalks, drives, other above
grade and underground structures and landscape elements.
2. Geotechnical /Geoseismic information, if available.
3. Existing zoning including use and building envelope information (FAR, setbacks, height
restrictions, etc.).
4. OCTA proposed bus facility development program and plans, if available. If not available,
matching the current size and configuration of the current OCTA operation will be used.
5. Any other existing conditions, covenants and restrictions imposed on the property.
6. Existing environmental assessments or information.
If you are in agreement with this proposal, please indicate so by signing both copies and return one to us
for our records.
Sincerely,
Kelly L. Olson
Vice President
DMJM Design
Cc: Jose Palacios, Jed Zimmerman, Scott Lelieur
Agreed To:
for
City of Newport Beach
Date:
DMJM DESIGN I AECOM
City of Newport Beach NO. BA- 07BA -064
BUDGET AMENDMENT
2006 -07
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations AND
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
AMOUNT: $100,000.00
Increase in Budgetary Fund Balance
X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To increase expenditure appropriations to approve a professional services agreement with RBF Consulting of Irvine to provide
engineering services for the Newport Coast Drive at Pelican Hill Road North Right -Turn Improvement project.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
280 3605
REVENUE ESTIMATES (3601)
Fund/Division Account
EXPENDITURE APPROPRIATIONS (3603)
Division
Number 7281
Account
Number C5200974
Division
Number
Account
Number
Division
Number
Account
Number
Division Number
Account Number
Division Number
Account Number
Signed:
Signed:
Signed:
Description
Measure M Fund - Fund Balance
Description
Description
Measure M - Turnback
Newport CoastIPelican Hill Study
I4is 1. 1 4
Approval: Administrative Services Director
Administrative Approval: City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$100,000.00
$100,000.00
Date
Date
Date