HomeMy WebLinkAbout12 - Central Library Bookstore RenovationCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 12
October 28, 2008
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Fong Tse, Principal Civil Engineer
949 - 644 -3321 orftse @city.newport- beach.ca.us
SUBJECT: CENTRAL LIBRARY BOOKSTORE RENOVATION — ACCEPT
DONATIONS FROM THE FRIENDS OF THE NEWPORT BEACH
LIBRARY AND APPROVE AMENDMENT TO PROFESSIONAL
SERVICES AGREEMENT WITH LANDWORKS LLC
Recommendations:
Approve a budget amendment recognizing contributions in the amount of $200,000
from Friends of the Newport Beach Library for improvements to the Central Library
Bookstore Renovation project and appropriating $200,000 to Account No. 7011 -
C1002008.
2. Approve Amendment No. 2 to the Professional Services Agreement with
Landworks, LLC for additional design and construction engineering services in
the amount of $24,500.00 and authorize the City Manager and City Clerk to
execute the Amendment.
Discussion:
The Friends of the Library desire to expand the existing bookstore within the Central
Library and have committed $200,000 towards that effort. To expedite the expansion and
remodel of the Central Library, staff recommended hiring a contract project manager to
design and manage the construction.
The City Council at its December 11, 2007 meeting accepted a $7,500 donation from The
Friends of The Newport Beach Library (The Friends of The Library) toward the design of
the Central Library Bookstore Renovation Project (Bookstore Project). Landworks
Development Services, LLC ( Landworks) was retained to provide design engineering
(phase 1).
During the course of project design and building department permit plan check, the scope
of work was changed from the original design concepts to provide the lobby and bookstore
entrance areas with access enhancements. This work was considered outside of the
Central Library Bookstore Renovations
October 28, 2008
Page: 2
original project scope and an amendment in the amount of $3,500 needs to be made to
the Landworks PSA for the additional design work. At this time, staff recommends that
Landworks also be retained to continue with the construction management of the project at
a cost not to exceed $21,000 for a total of $24,500 for amendment No.2.
The proposed scope of work includes preparation of specifications and bid packages for
the various trades including electrical, millwork/cabinetry, flooring, etc. The City will solicit
informal bids (less than $30,000) and award to the lowest responsible bidders.
Landworks will coordinate and manage these trade contracts; coordinate with library staff
and Friends representatives; and coordinate the installation of furniture and fixtures. This
proposed work would be similar to the process used successfully on the Back Bay Science
Center, but on a smaller scale.
Upon approval of this amendment to the PSA and the establishment of a $200,000 budget
for construction, the City's Contract manager, Landworks, will secure Building permits
and complete the bid packages for the various trades. Bids will be opened in accordance
with City procedures, and staff will execute informal contracts with each low bidder.
Landworks will manage the trade contracts.
Environmental Review:
This project was determined to be exempt from the California Environmental Quality Act
(CEQA) pursuant to Section 15302 (Replacement or Reconstruction) of the CEQA
Implementation Guidelines. This Exemption covers the replacement or reconstruction
of existing structures and facilities where the new facilities will be located on the same
site as the existing and will have substantially the same purpose and capacity.
Funding Availability:
Upon approval of the budget amendment, funding is available from the following account:
Account Description
Central Library Bookstore Renovation
Prepared
I Civil Engineer
Account Number Amount
7011- C1002008 $ 200,000
Total: $ 200,000
Submitted by:
en ' um
Public Works Director
Attachment: Amendment No. 2 to Professional Services Agreement with Landworks LLC
AMENDMENT NO. 2 TO
PROFESSIONAL SERVICES AGREEMENT
WITH LANDWORKS DEVELOPMENT SERVICES
FOR FRIENDS OF THE LIBRARY BOOKSTORE REMODEL
THIS AMENDMENT NO. 2 TO PROFESSIONAL SERVICES AGREEMENT, entered
into this day of , 20_, by and between the CITY OF
NEWPORT BEACH, a municipal corporation, (hereinafter referred to as "City ") and
Landworks Development Services, California whose address is 1072 SE Bristol Street,
Suite 209 Costa Mesa, California, 92626 ( "Consultant"), and is made with reference to
the following:
RECITALS
A. On February 21, 2008, CITY and CONSULTANT entered into a
Professional Services Agreement, hereinafter referred to as "Agreement ",
for Conceptual Design services for the Friends of the Library Bookstore
Remodel, hereinafter referred to as "Project ". This Agreement is
scheduled to expire on June 30, 2009.
B. City and Consultant have entered into one separate Amendment of the
Agreement, the latest dated June 2, 2009.
C. City desires to enter into this Amendment No. 2 to reflect additional
services not included in the Agreement or prior Amendment and to extend
the term of the Agreement to June 30, 2009,
D. City desires to compensate Consultant for additional professional services
needed for Project.
E. City and Consultant mutually desire to amend Agreement, hereinafter
referred to as "Amendment No. 2" as provided here below.
NOW, THEREFORE, the parties hereto agree as follows:
1. Consultant shall be compensated for services performed pursuant to this
Amendment No. 2 according to "Exhibit A° dated September 2, 2008
attached hereto.
2. Total additional compensation to Consultant for services performed
pursuant to this Amendment No. 2 for all work performed in accordance
with this Amendment, including all reimbursable items and subconsultant
fees, shall not exceed Twenty -Four Thousand and Five Hundred
Dollars ($24,500.00).
3. Except as expressly modified herein, all other provisions, terms, and
covenants set forth in Agreement shall remain unchanged and shall be in
full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. 2 on
the date first above written.
APPROVED AS TO FORM:
..+tom C�
City Attorney
for the City of Newport Beach
ATTEST:
LaVonne Harkless,
City Clerk
CITY OF NEWPORT BEACH,
A Municipal Corporation
Mayor
for the City of Newport Beach
CONSULTANT:
(Corporate Officer)
Title:
Print Name:
By:
(Financial Officer)
Print Name:
Attachments: Exhibit A — Scope of Services and Schedule of Billing Rates
E
EXHIBIT A
Land'
PROPOSALFOR
PROJECT MANAGEMENT SERVICES
DATE: September 2, 2008
CLIENT: Mr Steve Badum
City of Newport Beach
Public Works Department
PROJECT MANAGER: LandWorks Development Services
1072 SE Bristol Street, Suite 209
Costa Mesa, CA 92626
PROJECT: City of Newport Beach Main Library remodel work at Self Check Out,
Customer Service Counter and Friends of the Library Bookstore.
PROJECT DESCRIPTION: Landworks Development Services will act as project manager to oversee,
facilitate, coordinate, and implement the construction of the Self Check Out,
Customer Service Counter, and Friends of the Library Bookstore.
Landworks will also provide additional architectural services as outlined
below.
INCLUDED IN PROPOSAL: Scope of Services
Budget of Services
SCOPE OF SERVICES
1.1 Project Management
1.1.1 Construction Management Services
Landworks Development Services will provide the following services to manage and
facilitate the construction and completion of the remodel to the bookstore, self check out
counter, reserve book area, and circulation area:
• Development of project scope for each construction trade.
• Creation of bid packages.
• Solicitation of bids to select contractors for a minimum of three bids per trade.
• Review and analysis of bids.
• Recommendation and selection of subcontractors.
• Contract Administration.
• Management of construction activities
• Review and approval of payment requests.
• Review and approval of change orders.
• Coordination of RFI's.
• Coordination of procurement of furniture and fixtures.
PROPOSAL FOR PROJECT MANAGEMENT SERVICES
NEWPORT BEACH PUBLIC LIBRARY
Page 2
• Project close out.
• Tenant move in and opening.
1.1.2 Budgeting and Scheduling
Landworks Development Services will develop a project construction budget to be
approved by client. Landworks will work with the project oversight committee to
coordinate this project budget.
Landworks Development Services will monitor and communicate the project
schedule to coordinate construction activity and determine project completion. .
1.2 Architectural Services
1.2.1 Landworks will provide design and documentation services for changes initiated by the
Library staff regarding the design of the check out and circulation areas.
Work includes revisions to the submittal drawings including floor plan, reflected ceiling plan,
elevations, and demolition plan.
1.2.2 Landworks will provide design and documentation services for changes initiated by the
Bookstore staff per meeting dated 8- 19 -08.
Work includes revisions to the submittal drawings including floor plan, reflected ceiling plan,
elevations, and demolition plan
OWNER'S RESPONSIBILITIES
2.1 The Owner shall furnish existing plans of the library facility.
2.2 The Owner shall provide full information regarding requirements for the Project, including the
Owner's objectives, schedule, constraints and criteria.
2.3 The Owner shall be responsible for the cost plan check and/or permit fees.
REIMBURSABLE EXPENSES
3.1 Expenses of printing and reproduction.
3.2 Delivery charges.
3.3 Fees expended by LandWorks on behalf of the Project with the authorization of the Owner.
ADDITIONAL SERVICES
4.1 Additional Services shall be provided if authorized by the City of Newport Beach Public Works and
shall be paid for by the Owner as provided in this agreement. Such Additional Services may include
but shall not necessarily be limited to the following:
4.1.1 Services required beyond those noted above in line item 1.0.
COMPENSATION
5.1 LandWorks services shall be performed at the fixed fee of:
• Architectural Services
• Project Management
3,500.00
18,500.00
1072 SE Bristol Street, Suite 209, Costa Mesa, CA 92626
714 662 1132 phone • 714 662 1204 fax
PROPOSAL FOR PROJECT MANAGEMENT SERVICES
NEWPORT BEACH PUBLIC LIBRARY
Page 3
• Reimbursible Expenses $ 2,500.00
5.2 Should the Owner request Reimbursable items that exceed this estimate, LandWorks will notify the
Owner for authorization prior to proceeding.
5.3 The projected schedule for these services is five months.
•§d- e s ian-oe
amel Payable 0
5.5 Hourly Rates:
• Principal $175
• Project Manager $145
• Assistant Project Manager $110
• Clerical/ Assistant Manager $60
LandWorks Development Services
(Signature) (Date)
Robert Lawrence. President
(Printed name and title)
City of Newport Beach
(Signature) (Date)
(Printed name and title)
1072 SE Bristol Street, Suite 209, Costa Mesa, CA 92626
714 662 1132 phone • 714 662 1204 fax
City of Newport Beach NO. BA- 09BA -020
BUDGET AMENDMENT
2008 -09
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Expenditure Appropriations AND
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
X from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
AMOUNT: $aoo,000.00
Increase in Budgetary Fund Balance
Decrease in Budgetary Fund Balance
X No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To increase revenue estimates and expenditure appropriations to recognize contributions from the Friends of the
Newport Beach Library for improvements to the central Library Bookstore.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Acooun t
REVENUE ESTIMATES (3601)
Fund /Division Account
4091 5892
EXPENDITURE APPROPRIATIONS (3603)
Description
Description
Friends of the Library
Signed:
Approval:
Signed:
City
Amount
Debit Credit
$200,000.00
$200,000.00
' Automatic System Entry.
n-� /4 1Z,2
Director Date
2 �O
Date
Signed:
City Council Approval: City Clerk Date
Description
Division
Number
7011 Facilities
Account
Number
C1002008 Central Library Bookstore Renovation
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed:
Approval:
Signed:
City
Amount
Debit Credit
$200,000.00
$200,000.00
' Automatic System Entry.
n-� /4 1Z,2
Director Date
2 �O
Date
Signed:
City Council Approval: City Clerk Date