HomeMy WebLinkAbout12 - City Hall & Park Master Plan ProjectCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 12
April 28, 2009
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Stephen Badum
sbadumPcity. newport- beach. ca. us
949 - 644 -3311
SUBJECT: CITY HALL AND PARK MASTER PLAN PROJECT - APPROVAL OF
AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT
WITH BOHLIN CYWINSKI JACKSON FOR ARCHITECTURAL DESIGN
SERVICES — SCHEMATIC DESIGN AND DESIGN DEVELOPMENT
RECOMMENDATIONS:
1) Approve Amendment No. 1 to the Professional Services Agreement (PSA) with
Bohlin Cywinski Jackson, of San Francisco, California, for Schematic Design and
Design Development Phases of City Hall and Park architectural design services at
a not to exceed price of $ 4,689,775 and authorize the Mayor and City Clerk to
execute the Amended Agreement,
2) Approve a Budget Amendment authorizing $3,051,696 in additional funding for
the Schematic Design and Design Development Phases of City Hall and Park
architectural design services from unappropriated Major Facilities Master Plan
Fund to the City Hall and Park Design Account No. 7410- C1002009
DISCUSSION:
On November 25, 2008, City Council selected Bohlin Cywinski Jackson (BCJ) as the
architect for the City Hall and Park Master Plan Project. On January 13, 2009, City
Council approved a PSA with BCJ to revise and refine the conceptual plans per the
recommendations of City Council and the City Hall Design Committee. That work was
successfully concluded on April 14, 2009, with the Council's approval of the design
concept for City Hall and the Park. The next step in the effort to build our City Hall and
Park is to prepare Schematic Design and Design Development.
The Schematic Design process will further refine the approved concept and will explore
areas such as grading, drainage, floor plan layout, refinement of space allocations,
building systems, landscape palettes, irrigation systems, park amenities, constructability
reviews and alternatives, cost analysis, green (LEED) building systems, as well as
structural, mechanical and electrical systems. The Schematic Design process will
City Hall and Park Master Plan — Approval of Amendment #1 - Professional services Agreement with Bohlin Cywlnski Jackson.
April 28, 2009
Page 2
conclude concurrently with the certification of the EIR document which is tentatively
scheduled for November 24, 2009.
In an effort to expedite the project, we recommend that the subsequent Design
Development phase work scope be included in this amendment so that upon Council
approval of the Schematic Design phase, BCJ will immediately proceed with the Design
Development phase. The Design Development phase will provide more detailed
designs, drawings, specifications, material selections, continued constructability
reviews, and more detailed cost analysis and estimates based upon the approved
Schematic Design plan. A separate mass grading plan bid package will also be
produced to enable the City to take advantage of potential disposal sites that would
reduce our overall grading costs. The tentative schedule to complete the design
development phase and put the mass grading plans out to bid is March 2010.
Upon the completion of the Design Development Phase, staff will negotiate a second
amendment with BCJ to produce construction documents and bid packages for the
various trades under the Construction Management at Risk alternative delivery method.
Staff will also negotiate with CW Driver to establish a Guaranteed Maximum Price
(GMP) for the project. The completion of the construction documents and bid packages
is tentatively scheduled for November 2010.
City Staff have met with BCJ and negotiated a work scope and fees for the Schematic
Design and Design Development Phases of the project. In general, the work scope
includes revising and refining the conceptual plans to enable the final design phase
which is the preparation of final construction documents and bid packages.
The Schematic Design work scope will include all work including design, meetings and
one public workshop to establish:
• The final project program.
• The site location of all project components and the basic scope of site work to be
included in the project.
• The basic size, shape and massing, plan and sectional relationships of project
components and layout of the spaces of the building.
• Selection of the primary exterior and interior materials to be used in the new
building.
• Selection of the basic structural materials and systems.
• Selection of the basic mechanical and electrical systems.
The Design Development work scope will include all work including design and
meetings to provide drawings, details, draft specifications in advance of the final
preparation of construction documents and bid packages and includes the preparation
of a separate mass grading bid package.
The Schematic Design and Design Development phases will each include two formal
review submittals at 50% and 100% completion along with continual periodic review by
staff, City Hall Design Committee and the City Council Building Committee.
City Hall and Park Master Plan — Approval of Amendment #1 - Professional Services Agreement with Bohlin Cywinski Jackson.
April 28, 2009
Page 3
The project schedule anticipates weekly coordination meetings with staff and monthly
meetings with the City Hall Design Committee and the City Council Building Committee.
We also anticipate at least one public workshop during the Schematic Design process
and opportunities for public input at the City Council hearings for Schematic Design and
Design Development approvals tentatively scheduled for November 24, 2009 and
March 9, 2010. A more detailed work scope and tentative schedule is included in
Exhibit 1 within the attached Professional Services Agreement (PSA).
The proposed fee for the Schematic Design and Design Development services
including listed subconsultants is $4,272,503 plus anticipated reimbursable
expenditures of $283,896 for a total 'not to exceed' cost of $4,556,399. The work
scope is itemized and billing will be per the approved billing rates as shown in Exhibit 1
of the attached PSA, which are the same as the billing rates in the concept phase.
During the conceptual design process, it was determined that additional work in the
areas of hydrology and utilities planning is necessary to supplement the ongoing work
to prepare the project's EIR documentation. As BCJ's civil engineering subconsultant,
Arup, is best suited to perform this work in conjunction with ongoing design services,
staff requested a supplemental proposal which is also included in Amendment No. 1 to
the BCJ PSA. In general, this work includes all drainage analysis, water quality
management planning and utilities planning necessary for the preparation of a technical
report for inclusion in the EIR document. The proposed fee for the supplemental EIR
work is $133,375 and includes all reimbursables.
Environmental Review
Architectural and Engineering services are not projects as defined in the California
Environmental Quality Act (CEQA) Implementing Guidelines. City Council has retained
LSA who will prepare environmental documentation for the project.
Funding Availability:
Currently, $1,638,078 is available in the CIP account for this project. The total for the
Schematic Design, Design Development, and the supplemental environmental work is
$4,689,774. Upon approval of the attached budget amendment, $3,051,696, there are
sufficient funds available in the following account:
Account Description Account Number Amount
City Hall and Park Design 7410- C1002009 $ 4,689,774
$ 4,689,774
Submitted by:
nen CU.�.aBartti-
ic Works Director
Attachment: PSA with BCJ, including work scope, schedule and fee exhibits
AMENDMENT NO. ONE TO
PROFESSIONAL SERVICES AGREEMENT WITH
BOHLIN CYWINSKI JACKSON
FOR CITY OF NEWPORT BEACH CITY HALL AND PARK PROJECT
THIS AMENDMENT NO. ONE TO PROFESSIONAL SERVICES AGREEMENT,
is entered into as of this day of , 200, by and between the
CITY OF NEWPORT BEACH, a Municipal Corporation ( "CITY "), and BOHLIN
CYWINSKI JACKSON, a Pennsylvania Corporation whose address is 49 Geary Street,
Suite 300, San Francisco, California, 94108 ( "CONSULTANT "), and is made with
reference to the following:
RECITALS:
A. On January 13, 2009, CITY and CONSULTANT entered into a Professional
Services Agreement, hereinafter referred to as "AGREEMENT ", for architectural
and consultant services for the new City Hall and Park Project, hereinafter
referred to as "PROJECT ".
B. CITY desires to enter into this AMENDMENT NO. ONE to reflect additional
services not included in the AGREEMENT and to extend the tern of the
AGREEMENT to March 1. 2010.
C. CITY desires to compensate CONSULTANT for additional professional services
needed for PROJECT for schematic and design development.
D. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter
referred to as "AMENDMENT NO. ONE ", as provided here below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. In addition to the services to be provided pursuant to the AGREEMENT,
CONSULTANT shall diligently perform all the services described in
AMENDMENT NO. ONE, including but not limited to, all work set forth in the
Scope of Services attached hereto as Exhibit 1 and incorporated herein by
reference. The City may elect to delete certain tasks of the Scope of Services at
its sole discretion.
2. City shall pay Consultant for the services on a time and expense not -to- exceed
basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached to this AMENDMENT NO. ONE for all work performed
pursuant to this AMENDMENT NO. ONE. Consultant's compensation for all
work performed in accordance with this AMENDMENT NO. ONE, including all
reimbursable items and subconsultant fees, shall not exceed Four Million, Five
Hundred Fifty -Six Thousand, Four Hundred Dollars and no/100
($4,556,400.00) without prior written authorization from City.
3. The term of the AGREEMENT shall be extended to March 1, 2010.
4. In the event there are any conflicts or inconsistencies between Exhibit 1 attached
to this AMENDMENT NO. ONE and the AGREEMENT entered into on January
13, 2009, the terms of the Agreement shall govern.
5. 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.
ONE on the date first above written.
APPROVED AS TO FORM:
D.
By. Mynette -
Beauchamp,
Assistant City Attorney
for the City of Newport Beach
ATTEST:
C
Leilani Brown,
City Clerk
Attachments: Exhibit 1 — Scope of Services
CITY OF NEWPORT BEACH,
A Municipal Corporation
C
Edward D. Selich,
Mayor
for the City of Newport Beach
BOHLIN CYWINSKI JACKSON:
M
Gregory R. Mottola,
Vice President
By:
W. Dan Haden, III
Vice President /Treasurer
EXHIBIT 1
Bohlin Cywinski Jackson
Peter 0. Bahtto, FAIA
Bernard J. Cywinskt, FAIA
Jon C.Jackson, AIA
W. Dan Haden III, AIA
Frank W. Graurnan, AIA
William D. Loose, AIA
Cornelius J. Reid III, AIA
Karl A. Backus, AIA
Gregory R. Morale, AIA
C. Roxanne Sheroeck, AIA
Robert E. Mlllec AIA
April 7, 2009
Mr. Stephen G Badum
Public Works Director
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
Subject: Newport Beach City Hall and Park (BCJ Project 4: 08519B)
Prnposal for Scheratic Design / Design Development Phase Services (Exhibit A, B & C to
PSA)
Dear Mr. Badum.
We are pleased to have the opportunity to continue our collaboration with you and the City of Newport Beach
on the new City Hall and Park project. We look forward to building on the work completed with you during the
Concept Refinement Phase. Based on our conversations with you we are submitting the following proposal
for Architectural and Consultant Services for the Schematic Design and Design Development Phases only at
this time. Per our discussions.. a contract amendments) to cover the subsequent Construction Document.
Bidding and Construction Administration phases will be issued at a later date once the scope of the project is
fully developed. This proposal contains the scope of tasks and deliverables (Exhibit A), a work plan and
schedule (Exhibit B) and our Billing Rates and Reimbursable Expenses Budget (Exhibit C) for the SD and DD
Design Phases.
We are pleased to present this proposal to the City of Newport Beach and we appreciate the opportunity to be
of service to you in your efforts to create a new civic center for the City. The pages that follow this letter
describe our proposal, work plan and preliminary project schedule based on our discussions over recent
weeks.
Sincerely,
Gregory R. Mottola, AIA
Principal
cc: Dave Kiff, Asst City Manager, Steve Chaitow, Peter Bohlin, Daniel Lee, file
Architecture Planning Interior Design 49 Geary Street, Suite 300
Wilkes- Barre /Pittsburgh /Philadelphia /Seattle /San Francisco San. Francisco, California 94108-5729
415-989-2100/Fax: 415-989-2101
Bohlin Cywinski Jackson
Peter 0. Bohlin, FAA
Bernard J. Cywinski, FAIA
Jon C. Jackson, AIA
W. Dan Haden III, AIA
Frank Grauman. AIA
William D. Loose, AIA
Cornelius J. Reid III, AIA
Karl Backus, AIA
Gregory R. Mottola. AIA
C. Roxanne Sherbeck, AI.A
Robert E. Miller. AIA
08519E — Newport Beach City Hall and Park - Schematic Design and Design Development Phase Services:
EXHIBIT A — Scope of Services
A. Project Scope and Budget
Our proposal is based on the following project scope, budget, schedule and process assumptions:
1. The Project has recently concluded a Concept Refinement Phase. See BCJ's proposal dated the January, 5,
2009, included with the main Professional Services Agreement (PSA) as Exhibit A, for the scope of this first
phase of work.
2. Design Scope:
The new City Hall and Park for Newport Beach project will consist of four major components. This project shall
take the design concepts developed during the Concept Refinement Phase and presented to City Council on
April 14, 2009 and continue to develop them in the subsequent phases. The four major components are as
follows:
a. A new two-story City Hall Building that will consist of approximately 95,000 + /- square feet of building
area.
b. A three -story Parking Structure containing approximately 450 parking spaces.
c. Site development of approximately 17 acres that will integrate the library immediately to the south of the
site, the proposed city hall and garage with a new 12 acre park north of the City Hall and garage.
d. A two -story addition to the existing Central Library located immediately to the south of the City Hall site.
This addition will consist of approximately 17,000 square feet of building area.
3. Program:
The Newport Beach Civic Center City Hall Facilities Needs Assessment Document dated August 9, 2002
prepared by Griffin Advisors, and as updated with revision date 2008 formed the basis of the City Hall program
and was refined, adjusted and approved as part of the Concept Refinement Phase.
The City provided some initial project information that forms the basis of this proposal. This list of documents
was included in the Concept Refinement Phase Proposal Exhibit A, Paragraph A.2, and is included herewith
by this reference.
4. Preliminary Project Budget:
The Concept Refinement Phase Project Information provided by the City of Newport Beach's Program
Manager indicates the project budget to be in the range of $100 + /- million construction costs for the project,
Architecture Planning Interior Design 49 Geary Street, Suite 300
Wilkes - Barrel Pittsburgh /Philadelphia /Seattle /San Francisco San Francisco, California 94108 -5729
415-989-2100/Fax: 415-989-2101
Bohlin Cywinski Jackson Stephen G. Badum, P.E.
April 7, 2009
Schematic Design / Design Development Phase Exhibits ! Page 3
excluding soft costs. This breaks down to approximately $50M +/- for the City Hall Building, $15.1M +/- for the
Parking Structure, $24M+ /- for the Park, $7.2M +/- for the Central Library Addition, and $5.5M +/- for the
significant mass excavation / site preparation.
5. This proposal anticipates that at the conclusion of the Concept Refinement Phase, the City of Newport Beach
will provide BCJ with direction and approval to proceed with a project scope, budget and schedule that are
clearly defined. BCJ will then proceed with the Schematic and Design Development Phase services.
If the City of Newport Beach approves revisions to the project scope, budget, schedule or other factors upon
which this proposal and the attached Agreement are based. the Basic Seivices compensation shall be
adjusted subject to mutual agreernent by the City of Newport Beach and BCJ.
B. Project Design Team
1. This proposal includes the following Basic Services team, including Architect and the following core Consultant
Team:
a. Architect
Bohlin Cywinski Jackson
(BCJ)
b. Structural Engineering
Arup North America LTD
(Arup)
c. Mechanical /Electrical /Fire Protection Engineers
Arup North America LTD
(Arup)
d. Cost Estimating
C.P. 0 "Halloran Associates, Inc.
(O'Halloran)
2. Other specialty consultants, such as the following, although
not normally included in Basic Services scope, are
also included as part of this proposal:
e. Civil Engineer
Arup North America LTD
(Arup)
E Landscape Architect
Peter Walker Partnership
(PWP)
g. Acoustical Design
Charles M. Salter Associates
(CSA)
h. Audio Visual Systems Engineering
Charles M. Salter Associates
(CSA)
i. Lighting and Daylighting Design Consultant
Arup North America LTD
(Arup)
j. Telecom, Signal and Data Systems Consultant
Arup North America LTD
(Arup)
k. Sustainability
Arup North America
(Arup)
I. Security Systems Consultant
TransTech Systems, Inc.
(TransTech)
m. Waterproofing Consultant
Allana Buick & Bers, Inc.
(ABB)
n. Code Consultant
The Fire Consultants
(TFC)
o. Renderer (optional services)
Pixelcraft
(PXC)
p. Model Maker (optional services)
zDp
(ZDP)
3. The following consultants will be under direct contract
with the city of Newport Beach. BCTs
services included
as part of this proposal related to these consultants are
as follows:
a. Program Manager
CW Driver
(CWD)
b. LEED Document Coordinator
CW Driver
(CWD)
c. Environmental Impact Report (EIR) Consultant
LSA Associates
(LSA)
d. Geotechuical Engineer
Leighton & Associates
(Leighton)
e. Surveyor
Hall and Foreman
(H &F)
f. Traffic Consultant
RBF Consulting
(RBF)
BCJ's scope of work shall be completed in unison with concurrent services being provided by the City of
Newport Beach's own staff or separate consultants or contractors in accordance with the same phase -by-
phase schedule as the Architect. BCJ services made necessary by delays or out -of- sequence actions,
changes or requests made by the City of Newport Beach's staff or separate consultants or contractors shall be
compensated as Additional Services, subject to the terms of the PSA. All meetings with the City of Newport
Beach's separate consultants shall take place as part of the quantity of meetings included by the Architect as
part of Basic Services. Additional meetings, if required, shall be compensated as Additional Services, subject
to the terms of the PSA.
Bohlin Cywinski Jackson Stephen G. Badum, P.E.
April 7, 2009
Schematic Design I Design Development Phase Exhibits I Page 4
C. Project Delivery
The basis of this proposal assumes that the eventual construction procurement shall be by competitive bidding
to subcontractors under the management of a Construction Manager with two bid packages with scopes as
outlined below. If an alternate delivery method or changes to the scopes, quantity or schedule for bid packages
are requested by the City, the Architect shall be. entitled to additional compensation, the amount of which shall
be subject to mutual agreement. Other than as outlined below, preparing construction documents as multiple
bid packages for alternate, separate or sequential bids, or providing services in connection with bidding,
negotiation or construction prior to the completion of the Construction Documents Phase is not included as part
of Basic Services. and would be compensated as Additional Services if requested by the City. The budget for
the Cost of the Work shall he for tile. project as a whole, not a series of individual fixed construction budgets for
multiple separate parts of the project or for separate bid packages.
Bid Pk No. Bid Pack ge S_rgpe ._Bid Package,Schedule
1. Mass Excavation Package At 1000% completion of Design Development Docs
Final GMP Package including the At completion, of Construction Documents
balance of the Construction Documents.
D. Project Schedule
1, The Basic Services scope and lee is based on the schedule that includes milestone phase submittal dates, the
City of Newport Beach review and approvral lime frames as detailed In Exhibit B. Changes to this schedule will
require an adjustment in BCJ's fee, the amount of which shall be subject to mutual agreement.
2. Bohlin Cywinski Jackson and consultants attendance at meetings (not including internal BCJ and Consultant
team meetings) included as part of Basic Services shall not exceed the quantity defined In the Exhibit B Work
Plan. BCJ and Consultant attendance at additional rneelings beyond the total indicated, if required, shall be
compensated as Additional Services including reimbursable expenses. Written authorization from the City of
Newport Beach will be required prior to attendance at additional meetings, subject to the terms of the PSA.
E. Schematic Design Scope of Basic Services
1. Based on the approved Concept Refinement Phase design which includes approved site selection, schedule,
budget and program, we will develop schematic level design documentation consisting of drawings, outline
specifications, systems narratives and other documents illustrating the scale and relationship of project
components.
2. We propose two submissions of documents during this phase as follows:
a. 5010 SD Set — Includes A &E drawings and select draft outline specifications
b. 100% DD Set — Includes A &E drawings and outline specifications
3. BCJ will provide support to the City's EIR consultant by providing select graphics, and other required data to
enable the EIP consultant to prepare the necessary reports. BCJ's services do not include the preparation of
any alternative designs on other project sites, nor on alternate designs on the current Avocado Avenue site. If
such alternate design documents are requested, if required, this work shall be compensated as Additional
Services including reimbursable expenses, subject to mutual agreement by the City and BCJ. Written
authorization from the City of Newport Beach will be required prior to commencing such additional work,
subject to the terms of the PSA.
4. The City's Program Manager will provide cost estimating services after the Schematic Design Phase
documents are issued. BCJ's cost estimator will prepare a parallel estimate, and an estimate reconciliation
meeting will be conducted after both estimates are completed.
5. BCJ will attend design review and other coordination meetings with the City in accordance with the draft work
plan in Exhibit B.
Bohlin Cywinski Jackson Stephen G. Badum, P.E.
April 7, 21309
Schematic Design / Design Development Phase Exhibits / Page 5
6. Study models, perspective sketches, or digital modeling may be prepared in -house by 13CJ during the
Schematic Design Phase to assist in communicating the design concepts to the City's Building Committee. If
provided, such models and sketches would he working tools and would not be intended to be suitable for
presentation for fundraising or other similar presentation purposes. Finished models, special drawings,
renderings, brochures or digital animations for presentation purposes, if requested by the City, are provided as
an optional service in Ihis proposal.
7. Schematic Design Phase written approval by the City will include the following basic decisions subject to the
City's agreement that sufficient information has been provided by the Architect for these decisions to be made
and subject to corpliance with the Cost of the Work as approved by the City
a. The final project program.
I-,. The site location of all project components and the basic scopo of cite work to be included in the
project.
c. The basic size, shape and massing, plan and sectional relationships of project components and layout
of the spaces of the building.
cl. Selection of the primary exterior and interior materials to be used in the new building.
e. Selection of the basic structural materials and systems.
f. Selection of the basic mechanical and electrical systems_
F. Design Development Scope of Basic Services
8. Upon written receipt of the City's approval of the Schematic Design submission, comprised of the schematic
budget and approved schematic design drawings. we still develop Design Development documents consisting
of drawings, draft project specifications, and other information sufficient enough for suitable cost estimating to
be completed.
9. We propose two submissions of documents during this phase as follows.
a. 50% DD Set - Includes A &E drawings and select draft specifications
b. 100% DD Set - Includes A &E drawings and draft specifications
10. Concurrent with the preparation of the 100% DO package, we will also be submitting a set of bid documents for
permit and bidding for the mass excavation work. This package will allow the City and Program Manager to
bid the major site excavation work in advance of the balance of the Construction Documents for the rest of the
project components.
11. The City's Program Manager will provide cost estimating services during the Design Development Phase.
BCJ's cost estimator will prepare a parallel estimate, and an estivate reconciliation meeting will be conducted
after both estimates are completed.
12. BCJ will attend design review and other coordination meetings with the City in accordance with the draft work
plan in Exhibit B.
G. Basic Services Summary - CD, Bidding, CA
Professional Services for the Construction Documents Phase, Bidding Phase, and Construction Administration
Phase shall be determined at a later date by contract amendments.
H. Environmentally Responsible Design Scope of Basic Services
One of the goals of the Architect and its consultants is to design and document this project to be
environmentally responsible. The City approves this goal subject to City approval of the measures proposed
by the Architect to achieve this goal and subject to compliance with the City's budget for the Cost of the Work.
In addition, the City requires the Architect and its consultants to design and document the project with the goal
of achieving US Green Building Council ( USGBC) LEED certification. Formal application to and certification by
the USGBC for LEED certification is a discrete activity that requires the involvement of the City, the Program
Manager, contractors and others outside the Design Team to be successful. In response, the City has agreed
that the following consultants will be selected and retained to perform the tasks indicated, under contracts
directly with either the City or the Program Manager:
Bohlin Cywinski Jackson Stephen G. Badum, P.E.
April 7, 2009
Schematic Design I Design Development Phase Exhibits! Page 6
a. LEED is a measurement system designed by the US Green Building Council to define "green buildings ".
The process requires that the Architect and the Contractor each provide, for the LEED work that is their
responsibility, an individual who Is responsible for tracking, compiling and organizing the information and
letter template files that the USGBC uses to validate compliance with their rating system. In the outline
below these individuals are called the Architect's LEED Manager and the Contractor's LEED Manager.
b. In addition,.lhe City or Program Manager should directly retain a consultant to serve as the LEED
Documentation Coordinator for the project, or the Program Manager may art as the LEED Document
Coordinator. The LEED Documentation Coordinator is responsible for maintaining and updating the LEED
checklist, for overvie'J+ing the progress by the City, the Architect's LEED Manager and the Program
Manager's LEED Manatler in assembling the electronic documentation required for submittal to USGBC
for LEED certification. for creating the files for submittal to USGBC, and for monitoring and assisling the
Architect's and Program Manager's compliance with LEED totaled requirements and procedures.
c. A major component of LEED compliance is the proper operation of building systems and assemblies, so
the process also involves an individual employed to develop a plan for managing the installation,
operation, and maintenance of those systems. For compliance with LEED EA Prerequisite 1, this individual
is required to be engaged early in the project so as to be involved in during both design and construction.
In the Outline below that individual is called the Commissioning Agent. The City or Program Manager
should directly retain a separate consultant as the Commissioning Agent for the project. The
Commissioning Agent is responsible for:
1) Developing and managing the detailed Commissioning Plan in accordance with the general
performance defined in a performance specification prepared by the Architect's MEP
Consultant
2) Ensuring that the systems and assemblies installed are operable and maintainable.
3) Ensuring that the design intent, installation and O &M requirements are thoroughly documented.
4) Coordinating training of operators and facility staff to ensure they are able to operate and maintain the
facility per the design intent and facility requirements.
LEED related services performed by the Architect and Its Consultants, led by the Architect's LEED Manager,
as part of Basic Services shall be as follows:
a. Pre - Design and Schematic Design Phases:
1) Organize and lead a LEED meeting /charrette with the City, Design Team, Contractor and other
Project stakeholders to review the USGBC LEED checklist at project start -up to determine target
goals, opportunities and potential means of achieving points toward certification.
2) Evaluate and track progress toward conformance with goals.
3) Project has previously been registered with the USGBC by the City's Program Manager ! LEED
Document Coordinator in the Concept Refinement Phase.
4) Coordinate project requirements with the City, the LEED Documentation Coordinator, the Contractor's
LEED Manager and the Commissioning Agent.
5) Coordination of the LEED- related construction costs with the City's budget for the Cost of the Work.
b. Design Development Phase:
1) Develop solutions that address LEED issues and points (See notes below).
2) Evaluate and track progress toward conformance with goals.
3) Assist City to make final decisions on LEED point strategies.
4) Coordinate project requirements with the City, the LEED Documentation Coordinator, the Program
Manager's LEED Manager and the Commissioning Agent.
5) Coordination of the LEED- related construction costs with the City's budget for the Cost of the Work.
Bohlin Cywinski Jackson
3. LEED - Related Notes and Clarifications
Stephen G. Badum, P.E.
April 7, 2009
Schematic Design / Design Development Phase Exhibits / Page 7
a. The initial review of mechanical and electrical system alternatives includes opinions on the relative rnerits
of various alternatives. This information will be of a general nature and will not he based on detailed
calculations and analyses. Such detailed calculations and analyses, if requested by the City, shall be,
compensated as Additional Services.
1) The Architect's MEP Consultant will investigate mechanical and electrical system options for the
project. Order of magnitude life cycle cost analysis calculations to confirm relative comparisons of
systems options will be provided as described in Anip's S stainal:illily Proposal, but formal analysis is
not included as part of Basic Services.
2) t he Archilecl's MEP Consultant will verify the energy performance" LIED points via calculation based
on final systems selections will) corputer modeling of the energy use of the proposed building
including comparison runs of building envelope, fenestration, shading, HVAC system type, and other
variables. This scope includes a maximum of 6 independent computer runs once the basic geometry
of the building has been entered. Final simulation will include a comparison of a budget (ASHRAE
90.1 compliant) building to the proposed building. Final sinxlalion report to be provided at Schematic
Design and end of Construction Documents phases (total of 2).
3) Life Cycle .Analysis: Computer generated present value comparison of system alternatives
incorporating cost of funds, inflation, first cost. energy cost, maintenance cost and repair /replacement
costs. over a fixed term determined by the City. One iteration of the life, cycle analysis is included in
INS scope. The Life cycle analysis will be based on the Schematic Dosign energy model.
4) Daylighting and Lighting Control Modeling. Computer modeling of natural fighting schemes including
orientation, shading, glass type, reflectance geometry, and artificial lighting controls. Incorporation of
these results into the energy model.
All other services related to calculations, special analyses, constructebility analyses, life cycle costing,
energy analysis studies, environmental impact reports, analysis of owning, operating and maintenance
costs, special research, cost estimates or reports related to validating green building design alternatives
are not included as part of Basic Services.
b. LEED credits review by the USGBC may involve the services of the Architect and its consultants in order
to satisfy USGBC requirements for additional information such as calculations or modeling. All services
related to responding to any comments or requests by the USGBC for additional information on individual
LEED credits beyond what is defined as required in the LEED manual are not included as part of Basic
Services.
c. All services required if the City elects to appeal any credit denied in the Final LEED Review are not
included as part of Basic Services.
d. All services indicated above as the responsibility of the LEED Documentation Coordinator, the Contractor's
LEED Manager or the Commissioning Agent are not included as part of Basic Services.
e. All LEED related meetings are assumed to be part of the typical project meetings. If the City requests
separate LEED meetings that result in exceeding the quantity of meetings included as part of Basic
Services, such meetings are to be compensated as Additional Services
f. All LEED related registration, application, appeal and other fees are not included as part of Basic Services
and would be addressed as reimbursable expenses.
5. The Architect's scope of services related to commissioning that shall be provided as part of Basic Services
shall be subject to the following limitations:
1. The Architect shall develop and include in the Contract Documents a general performance specification
defining a scope of commissioning services to be provided by a Commissioning Agent to be retained by
the City or Program Manager. If the Project is required to comply with USGBC LEED certification or similar
City requirements related to commissioning the performance specification shall include compliance with
such requirements to the level requested by the City (i.e. LEED 2.2 EA Prerequisite 1 with or without
Bohlin Cywinski Jackson Stephens Badum,P.E.
April 7, 2009
Schematic Design 1 Design Development Phase Exhibits / Page 8
Credit EA3 additional commissioning). The specification defining the Commissioning Agents scope of
services shall be subject to the review and approval of the City,
The duration of the Commissioning Agent's specified scope of services shall include the entire
construction period and a period of one year following Substantial Completion of the Project. For the
duration of their services Through Final Completion, the Commissioning Agent shall be. the Program
Manager's and City's point of contact for providing consultation and assistance as to any Work not
performing as expected or that is discovered to be defective, and particularly in connection with the
utitizahon of any equipment or system such as initial startup and testing, adjusting and balancing, and
maintenance- t)uring :lie one year following Suhstantial Completion, The Commissioning Agent shall meet
with the City and Program Manager at the 3- month, / -month and 11 -month intervals and follow up in
writing with the City and Program Manager in providing consultation and assistance as to any Work not
performing as expected or that is discovered to be defective- The Commissioning Agent shall coordinate
the repair of the issue with the Program Manager to the City s satisfaction.
Qualifications and Exclusions
1 . The scope of work outlined in this proposal shall be. incorporated as a Contract Amendment I I Exhibit A into
the City of Newport Beach "s Professional Services Agreement, as modified to suit this specific project Per the
PSA, BCJ is proposing our fee as a time and expense not -to- exceed fee, to be invoiced monthly based on
hours spent completing the above described scope of work completed. Invoices for this work shall be in the
Same format as those used in the Concept Refinement Phase.
2. Substantial revisions to the budding program and/or documents after completion of the phase and the City of
Newport Beach's approval of the Concept Plan Refinement Phase documents, will be considered as an
additional service.
3. If the City of Newport Beach causes the duration of this phase of work to substantially exceed what is specified
in this proposal, the work performed in excess of the specified duration would be in addition to this proposal
and would be considered as an additional service. BCJ shall provide prompt written notice to the City if BCJ
becomes aware of any delay to the schedule.
4. In order to achieve project schedule goals, the Design Development Phase will commence prior to the final
Certification of the Environmental Impact Report. The schedule indicates that the project will be at roughly
50% DD when the EIR is certified. The City acknowledges that any revisions to the Design Development
documents which are made necessary from the findings and mitigation measures indicated in the EIR would
be considered as an additional service.
5. A fixed number of meetings are identified for this phase of the work. This proposal assumes that the attendees
at these meetings are limited to the Project Administrator and designated City Staff representatives and /or
members of the Building Committee who can act on behalf of the various departments within the City
Government, and the City's Program Manager. It does not include extensive meetings with City Staff and
others beyond those outlined in Exhibit B. If the number of meetings for the phase is exceeded, these
meetings would be in addition to this proposal and considered an additional service.
6. Special presentation -style booklets, models, perspectives or renderings beyond those described above are not
included as part of these services beyond BCJ's in -house design materials normally produced to convey
design intent. Special Professional Renderings and /or Presentation Models, Animations, etc., beyond those
described above can be provided as an additional service.
7. Specialty Consultants, not specifically identified and included in the proposal are excluded. Should the City
require the addition of any other specialty consultants, they can be provided as an additional service.
8. Furniture Design is not included in this proposal, however conceptual furniture plan layouts will be developed
in the Schematic Design Phase as part of the design of the building to verify functionality of spaces.
Bohlin Cywinski Jackson Stephen G. Barium, P.E.
April 7, 2009
Schernalic Design ,' Design Development Phase Exhibits 1 Page 9
9. The survey or relocation of existing office equipment or furniture is not included as part of these services.
10. Services relative to future facilities, systems and equipment are not included as pad of Basic Services.
11. Furniture plans that indicate office equipment such as computer CPU's, monitors, keyboards, fax machines
and copy machines are for location planning purposes only. Information regarding equipment sizes and utility
requirements are to be provided to BCJ by the City. No new office equipment is being selected, specified or
purchased as part of this contract.
1l. Architectural survey of the existing buildings: Vde assume that the existing information on adjacent buildings is
complete, available and deemed reliable for our use.
13. Land or property boundary survey is provided by the City is deemed reliable and accurate for our use.
14. BCJ has the right to rely on the accuracy and completeness of services and information banished by the City
and the City's Consultants. BCJ shall provide prompt written notice to the City it BCJ becomes aware of any
error, omission or inconsistency in such services or information.
15. Services related to value engineering includes reviews with the City and Program Manager of relative cost
information on scope. design and constructabilily alternatives on a continuous or "rolling" basis, proceeding
from general to more detailed issues, as alternatives are evaluated and decisions are made during the
Schematic Design and Design Development Phases are not included in this proposal. All cost estimating
services required related to the value engineering process will be provided by the Program Manager. All value
engineering services after City approval of the Design Development Phase and all other services related to
value engineering are not included as pad of Basic Services other than the Architect's and the Architect's
consultants services required to comply with the City's budget for the Cost of the Work.
16. Documents shall be prepared according to BCJ office standards for construction documentation, which are in
compliance with the industry standard of care, and where applicable, the City of Newport Beach Public Works
Department's City Standards 'Design Criteria'.
17. Provision of electronic file formals for use by the estimator, contractors or bidders shall be available upon
receipt of a signed original of the Electronic File Transfer Agreement to be provided by BCJ, previously
included in the Concept Refinement Phase proposal.
18. BCJ will assist the City with Permit Applications through the City's EIR Consultant. BCJ's assistance does not
include payment of fees, tracking and reporting of permit status, preparation of special research studies,
alternate designs, variances, special tests or documentation, surveys, or environmental studies and
submissions, beyond those described herein, which services, if required by BCJ, will be considered as an
additional service.
19. All services related to special studies, including constructabilily analyses, life cycle costing, energy analysis
studies, environmental hnpact reports and analysis of owning, operating and maintenance costs are not
included as part of Basic Services except as required by standard requirements to obtain approvals/ permits
from regulatory agencies and as required by services related to green building design as defined herein.
Services related to performance -based criteria studies and analyses to obtain approvals/ permits from
regulatory agencies or establish energy equivalence for non - conforming buildings are not included as part of
Basic Services and would be addressed as Additional Services if required
2.0. All services related to submitting to Grant, Energy or other similar Programs, other than Southern California
Edison's'Savings by Design' program, are not included as part of Basic Service. This proposal assumes that
the City's Program Manager will submit required information for any Grant, Energy or other similar Programs.
21. Generally, BCJ will not provide drawings to a Contractor in electronic form. Contract provisions on this subject
will be included in City's agreement with the Contractor stating that if the Architect is required to provide
drawings to a Contractor in electronic form, the Contractor shall be required to execute a CADD Electronic File
Bohlin Cywinski Jackson Stephen G. Badum, P.E.
April 7, 2009
Schematic Design I Design Development Phase Exhibits I Page 10
Transfer Agreement, and the Architect will be reimbursed by the Contractor for the time and expenses
associated with providing the electronic files at the rate of $100 per sheet.
22. The Architect and some consultants will, at their sole discretion, elect to produce some or all of the
construction documents drawings utilizing Building Information Modeling (BIM) software. The BIM software
shall be utilized solely as an internal architect - consultant team tool. The model may be provided to the
Program Manager solely as a convenience, after a CARD transfer agreement has been signed. The Program
Manager mny not distribute the BIM model to other subcontractors. The City and Program Manager
acknowledge that any Third party use of the BIM rnodel is done so at the users' own risk. The construction
docuni�tnts shall be naditignal twa- dimensioned drawings and shall be the official. binding doculnenis for M
pre;eci. I he issues il-dated !o the !ise of Blp;l will he reviewed with 1ho City upon request.
23. The scope of the Consultants' and Engineers' Basic Services shall be as indicated as included in the attached
Consultant Proposal:; dalod April 7 2009 and attached to this proposal as Exhibit A Appendix.
END OF EXHIBIT A
Bohlin Cywinski Jackson
EXHIBIT B — Project Schedule I Work Plan:
Stephen G. Badum, RE:
April 7, 2009
Schematic Design / Design Development Phase Exhibits I Page 11
A. Project Schedule and Concept Refinement Phase Work Plan:
Our proposal is based upon the following general overall project schedule as discussed with the City of Newport
and CW Driver, the City's Program Manager. This schedule has the following milestone phases.
Concept Refinement Phase:
1/15/09 — 4114!09
City Phase Approval:
4114/09
Schematic Design Phase:
4/15!09 — 8/14/09
City Phase Approval:
8,14109- 9/14109
Design Development Phase:
9/15/09 — 2/04/10
City Phase Approval:
2/04110 — 311/10
Bidding Package 1 — Mass Excavation
3/1/10
Construction Documents Phase'
3/01110 8130110
Final City Review Comments: 9101110 -- 9/30110
Bidding Package 2 — Balance of Docs 11/30/10
Construction 11[15/10 — 5/30/12
Based on the our current understanding of the scope of work described herein and assuming timely approvals and
authorizations to proceed at each Phase by the City of Newport Beach, this schedule will allow for construction to
cornmence in November of 2010.
A detailed draft work plan for the Schematic Design Phase and the Design Development Phase is included below
and defines the quantity and frequency of project meetings for each phase.
Bohlin Cywinski Jackson Stephen G. Badum
April 7, 2009 2009
SID/DID Phase Exhibit B / Page 12
Newport Beach City Hall Exhibit B - Schematic Phase Draft Work Plan
06 April 09 edll.
Week Week of Date Mlg a Events
1 13- Apr -09 15 Apr D9 1 Schematic Phase Kick -off
Follow -cp session with Budding Coumnitee and City Slalf
Kick oil of Schematic Phase
Ton, ei raised floor precedents - Santa Monica Pnblrc Library and Santa Moraca Puhlie Safely Pactl•;
2 20- Apr -09 '23- Apr -09
§V ?ably prolem emryress conference coli vailh Cf1y representalives (2:00 1, in.)
J 27-Apr-09 30-Apr -09
n hroleC (arc gres. �onirence co'l v.ill, City -f r enla; 's (2 00 p in l
4 4 May -09 5r6 May 09
2 Design Session 1 - Technical Review
Arc:!t -y Inert Update
Doporlrneal Head Follow - ,p questions
Mernnicel mfg 1 -III Discussion of Owne:'s Project Requ,rements
Sunniraibihly Iueeung 1 . review kFRD'e l -get KB input
LIP meeting review prcgress. c000Malion for upcomarg deadlines
C.:,.. meeting 1 update e,g hydrology study
Landscape Ieelfnq - update
$volaa,ay review with seleci Design Committee representatives (12 00 noon - 1:00 pmt
at.uvhh3ry review with Bvildfng Co:unv0ee (1.011 pm - 2 00 pm)
: -.�. i:�%V r2 f49 nm 2.:::1 p:.h
5 11 -May 09 14- May -09
Weel +1, project progress conference call "Al, sty representatives (2:00 p m )
13- May-09
Lilt technmal studies Aral!
6 18- May -09 21- May -09
Wrckly pro,acl proyress conference call w4h city rrt ?pre5enlat ves (2 00 p m -)
7 25- May -09 28- May -09
Weekly prgecl prngress conference call with city representatives (2 00 o m -)
8 1- Jun -09 3 +4 Jun 09
3 Design Session 2 - Building and Site Refinement
Architeco,al Update
Teleeomm Meeting 1 - kick -off
Acoustic rneehng 1 - Kiok -off
Audiovisual meeting 1- Kick -off
Code update - review of preliminary assumptions and any specific issues
Security meeting 1 - Kick -off
Landscape meeting - update
User meetings (e.g. Library)
Summary review with select Oesign Committee representatives (12:00 noon - 1'.00 pm)
Summary review with Budding Committee (1:00 pm - 2:00 pm)
Next steps (2:00 pm- 3:00 pm)
9 8- Jun -09 1I- Jun -09
Weekly project progress conference call with city representatives (2'00 p na
9- Jun -09
EIR final techcical studies
10 15- Jun -09 18- Jun -09
Weekly project progress conference call with city representatives (2:00 pain
Issue 50% SD progress set
11 22- Jun -09 24 +25 Jun 09 4 Design Session 3 - User Review
Architectural Update /Review of 50% estimate
Structural meeting 1 - summary of approach and review w city reps e.g. code
Mechanical meeting 2
Bohlin Cywinski Jackson
Newport Beach City Hall Exhibit B - Schematic Phase Draft Work Plan
Stephen G. Badum , P.E.
April 7, 2009
SO /DD Phase Exhibit B / Page 13
00" April 09 edit
Week Week of Date Meg # Events
Suslainabdity meeting 2
Electrical meeting 1
Security meeting 1
Lighting Neer,% 1
Civil meeting 1
Landscape Update unreeling
Summary re,fevr wi.h SraeCt Design (; ,tnnwtP.2'epresentaliv25 (12'.0 noun 1.00 pm)
Summary review '.eith Euikung Cnu,nnn ac I I'G'J per 2:00 ornj
Next Steps (2(10 Pm - 3 R pop tnnl plea for 1':uul..: r..yi .�•v
I> 79.3bam0 +. 2- Jul -09 'ol .ly(c ?cl pn ")'rss r('n &n '. ".:It"it)r:l 'r.,4.rf.;t a ,2:('In o,..1
13 G- Ju: -09 9- Jul -09 W lk /iarelcetV �_'e _ueier C rtJl with. .; n1.91'e-;(2. 3.0 p in
19 13 -Jul 09 15 +16 Jul 09 5 Oosign Session 4 - Public review
Architecture update nteebng
.Audiovisual meeting 2
Telecomm meeting 2
Landscape Update meeting
Public Review meeting in evening
Discussion regarding PUTAC ntecl:ng rnpu;
_C,tmmary ": s ow rvch H.:1111 1.; t�Un!I:ntng, i 'JU put ok: yul!
Next steps (2:00 pm - 3 00 pmt ind, review of dray DI7 meeting sahedufe
15 20- Jul -09 23-Jul-09 Weekly project Progress conlcm"C'e Call will, City representst:ves (2 00 p in )
IG 27 Jul 09
28 +29 Jul 09 6
Design Session 5 - Schematic final - proparation for DO phase
Architecture update meeting
Lighting meeting 2
Mechanical en ehng 3
Meeting with users re: departments
Landscape Update meeting
Summary review with select Design Commiltae representatives (12'00 noon - 1:00 pm)
Summary review with Building Committee (1:00 per - 2:00 pre)
Next steps (2:00 pm - 3:00 pm) Incl. confirmation of DD meeting schedule
17 3- Aug -09
6- Aug -09
Weekly project progress conference call with city representatives (2:00 p.m.)
18 10-Aug -09
13- Aug -09
Issue 100% SO phase documents
1 17 Au9-09
20- Aug -09
Weekly project progress conference call with city rePtesematives (2:00 orn
2 24 Aug -09
27- Aug -09
Weekly project progress conference call with city representatives (2:00 P.m.)
3 31 -Aug-09
3- Sep -09
Weekly project progress conference can with coy representatives (2:00 p. m.)
4 7 -Sep 09
8- Sep -09
100% SO estimate due
Note: rroh [wo say :e,,,. Gssumes:
• NighPUefore an:vai
• 9:00 am - 5:00 pm meetings Ilrat nay
9 :00 an - 3 00 Om meetings >eeond day
Bohlin Cywinski Jackson Stephen Badurn,009
April 7, 2009
SO /DD Phase Exhibit Q i Page 14
Newport Beach City Hall Exhibit D - Design Development Phase Draft Work Plan
Ol Apol 09 edit
Week Week of Date MIg. a Events
1 14-Sep 09 15 Sep 09 Start of Design Developmenl Phase
Weekly :lrolecl progress conference call with city representatives (2:00 pan 1
2 2' Seo 09 24- Sep 49 V me / project progress conference call with oily representatives 12.00 p.m 4
3 28 Set: 30 Sep r 1 1 Oesign Session I
Oct 09 'J irk; schedule T90
5"CIN -05 FI- Oct -09
5 12 00 -09 15 -0et -09
5 19- Oct -09 22- 0ct -09
1 20 Oct 09 28,20 Oct 09
8 2- Nov 5- Nov -09
9 9 "Nry rlv 12- Nov -09
10 104NOV Og 19- Nov -09
1. 23 N0o-0923«24 Nov 09 3
12 30- Nov -09 3- Dec -09
13 7- Dec "09 10- Dec-D9
14 14- Dec -09 17-Dec-09
15 21 -0sc -09
18 28-Dec 09
17 4Jan -10 E +7 Jan 10
18 11 Jan -10 14- Jan-10
19 10- Jan -10 21- Jan -10
20 25- Jan -10 28- Jan -10
21 1 -Feb 10 4- Feb -10
+r —gIdy !reject Prpyre55 conference call well Ci:Y eiveseoleaives {2.00 pro I
%ienkly po"Ic., progress conference call •. 11, oily represenlati \•es l2 CO p ur,
VVCeHv prn;eCl orogress conference colt wan oily re,1mse1tpriv,S 42:00. p.nl.l
Design Team ro ofo de responses to select EIR comments 2230 Oct
Design Session 2
fvleelina schedule TOO
vveek ;; proje_I progresS conference Call will, Of, r1,oescolahves f2:011 p "n 1
•?;ez'..Iy prolocl progress i:unfer=oce cpff "th city rpresemaliaes (2 0(I p.m r
Weekly prolrcl Irt)S,ess Conlerence ca=l wah cry representatives 12 JO p in .I
Issue 50% DO progress set
Design Session 3
Submittal of final EIR and City formal approval of SO package
Presentalion to city council
Weekly projecf progress conference tail with city representatives (2:00 p.m.)
Weekly project progress conference call with city representatives (290 P.m.)
Weekly project progress conference call with oily representatives (2:00 p.m.)
Holiday Week
Holiday Week
4 Design Session 4
Meeting schedule TOO
Weekly project progress conference call with city reoresenlalives (2.00 p.n1 )
Weekly project progress conference call with city representatives (2:00 p. m.)
Weekly project progress conference call with city representatives (2:00 p.m.)
Weekly project progress conlerence call with city representatives (2:00 p.m.)
Issue 100% DD phase documents
Bohlin Cywinski Jackson
Newport Beach City Hall Exhibit B - Design Development Phase Draft Work Plan
Stephen G. Badurn, P.E.
April 7, 2009
SDIDE) Phase Exhbit B I Page 15
01 April 09 edit
Week Week of Date Mtg. # Events
1 3 :ut, - 10 11 Fci,.10 project p-nees- c, rfpr,,Owe call %,00 zty (2:01) p.m.)
2 15 Feb 10 16,17 Feb 10 5 Design Session 5
flurtmg schedule TBID
3 22-Feb 10 25-Feb-10 Woelklylpiojert progress cooler oc� coil n th city representatives (2:00
4 1 h, 100% DD estimate doe
9:00.1.. . 1; ;)o r.,
Bohlin Cywinski Jackson
EXHIBIT C - Schedule of Hourly Rates /Fees:
A. Schedule of Effective Hourly Rates
Stephen G. Badum. P.E.
April 7, 2009
Schematic Design I Design Development Phase Exhibits I Page 16
The following Ilsl indicates 2009 hourly rates for the staff of the firms that n'iake up Bohlin Cywinski Jackson's
team. T - �^� arrinr fr r „1b .,... -.,r, h,,r� L""'� —lily
1 Discipline — Architecture
Bohlin Cywinski Jackson
Prineiiial
J8` -.
Senior Associate,
`5160
Associate
$125
Staff 1
$105
Staff II
S 85
Staff 111
$ 65
Office
$ 75
Disciplines - Struchrraf Engineering, M /E /P /FP, Civil, Sustainability, Telecomm, Lighting
Arup North America LTD
Principal
S30D
Associate Pwicipel
$2.15
Associate
$190
Senior Engineer
$160
Engineer
$130
Graduate Engineer
5110
Senior Drafter
$120
Drafter
$110
Clerical
$ 85
3 Discipline - Landscape Architecture
Peter Walker and Partners Landscape Architects
P. Walker, Director
$410
D. Findlay, Director
$305
Partner
$190
Associate
$125
Landscape Architect
$100
Staff
$ 65
Archivist /Librarian
$150
4 Discipline - Cost Estimating
C.P. O'Halloran Associates, Inc.
Principal
$185
Associate
$125
Senior Estimator
$115
Assistant Estimator
$ 95
Bohlin Cywinski Jackson
5 Discipline — Building Code Consulting
The Fire Consultants
Principal
$190
6 Discipline - Waterproofing Consulting
Alana Buick & Bers, Inc.
Senior Principal
$350
Associate/Principal
$225
Consultant HI
$160
Consultant Ilk
$145
Administrative
$ 70
7 Disciplines - Audiovisual and Acoustical
Charles M Salter Associates, Inc.
President
$250
Sr. Vice- President
$250
Vice - President
$230
Director
$230
Principal Consultant
$190
Senior Consultant
$145
Consultant
$125
Technical Assistant
$ 90
8 Discipline — Security Systems Consulting
TransTech Systems, Inc.
Principal $175
Engineer $145
CADD $ 95
Administration $ 75
Stephen G. f32dum, P.E.
April 7, 2009
Schematic Design I Design Development Phase Exhibits 1 Page 17
Based on the above- described scope of work, budget and schedule and the Agreement terms and conditions, we
request a professional services Hourly - not -to- exceed fee as detailed on the following sheets
Bohlin Cywinski Jackson SeIhen G, t3adam , PE APIN!L2009
50.90 Me- Edlihi: C! Pagc t8
B. Hours and Fee for Newport City Hall Project - SD and DD Phase
=--B) 61 2 23 � 32
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_
A¢hireclural FCes ;505652 5660.84$ S07,049 S138.g03 050,235 92710 534,7B7 551.325 $7019 19.646 516`•2.260
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MBP Fees 591,570 5:21.800 Stt960 516,200 $11,960 516.200 50 so 51A50 $2.090 G2i9.120]
Eleluicel Aru 1
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EleclriCal Fees $41,650 $63,800 S],2]0 $9,590 S],2]0 $9890 s'.50 $2.090 $0 30 f7si a8950
sustainable Arup
I — �T"lf-- T1r-T -1
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y 16
t0
Senior E n im:er
5.60
Ila
u0
_
16
22
10
a
5
Graduate EEn lileer
4110
___
_
_-
Senior Grauer
gl'tn
_
Oraller
_ _
St2U
__
-£110
Clerical
$85
J2
_
JL
]2
2
_.
2
--
Sustainable Fees 850,020 $39,900 so $0 $7,090 53,9J0 42,990 52,03U
so $0 r 5105960
Princi al
831)0
!associate Princi at
' 32l5
_ _
_
1
Associale
_
_
Senior E n im:er
5.60
SU
52
8
16
8
10
a
5
F.npineers
$139
___
_
erile ra
Seri rOuer_
St2U
_
Drafter
5110
1t.
]2
Clerical
$85
v
1¢I¢¢Om lees ]I1,YOV J1] EYU ]11hbV $2,5F. DI,LtlV al UVV >Oeu s.uV
so 50 [ 36,140
Bohlin Cywinski Jackson
H. Hours and fee for Newport City Hall Project - SD and DD Phase
SlepnenG Hadum. RE.
Apni 7 2009
SDIED Phase Exhlo0 c r page 19
Totals
. -. ._. —._ - .___ -... . _ - .— ._.......-. ._ ---
GghlingFees 512,060 $19,400 53,810 55,025 55.025 SS.0'25 52,560 53040 52.560 53.560 860 ]d5
40 $0 5119110 52.4 %0 i0 SO 50 so „ _539580
Civil -A _
$300 I �- T l - R — ---
s o: t _ bt99 t 1l 119
_._
F1 r bl 0 dL
_
U ,e
FJalIRIdGSD
0
SVUCIlU
PH
0
Site
N oeslrian, RriDtlOc
L 511e
Lighting Arno
rG oCJcto,al r ia a1l l e E V _[
Sal, U Ile 20; OE'." S1C
C nee S 3o
I-
H911Y
SO 50
Sin
5130.180
ib5ra2'Ad!fiOD
—__ ..........
— 0
H`s
His-
_
I
r
SS4 )20I C120_550 L 8]3,920 i_ $46,610
0
1
38
32
—_ _
tl
...
14
. —.
--- ....5
_6 .
0
,.lfi
. --
16
Totals
. -. ._. —._ - .___ -... . _ - .— ._.......-. ._ ---
GghlingFees 512,060 $19,400 53,810 55,025 55.025 SS.0'25 52,560 53040 52.560 53.560 860 ]d5
40 $0 5119110 52.4 %0 i0 SO 50 so „ _539580
Civil -A _
$300 I �- T l - R — ---
s o: t _ bt99 t 1l 119
_._
F1 r bl 0 dL
_
U ,e
P walks 0 euo 1 8410
._ ... .. .......... ..
0
0
0
0
r L
0
Gml Ppes
40
50 50 $0
SO 50
530.100 SWO,O9O SU 40
5130.180
$130
— 0
530) 840 551.330.L_560.)� L
553,605 FSfi, 1, d9G�L
r
SS4 )20I C120_550 L 8]3,920 i_ $46,610
41 tY5�U 15
II A:up Totals__.
53]8 T5o_i
0
U
_._
P walks 0 euo 1 8410
._ ... .. .......... ..
0
0
0
0
r L
0
_
0
IdQ
120
_ -„ .. 230
10
-- ...----
5
_ 30
t5
D. F.
Panne
$130
— 0
9
0
0
rss ease
St25
0
0
U
0
0
0
1120
1190
1145
162
t0
10
tlscapa
8110
23
38
F8
Staff
15
La odscape Architecture Fees $0 $0 $0 $0 50 $0 $569,550 $648,1)5 $8,850 $6,000 $1232,575
Landscape Architecture Consultant's Fees $10,000 $16,500 $26,500
$1 259 Oi5
Code Consuiti., -The Flre Consullanls _ T
Code
Cade Consulting Fees $4,100 89,500 $800 $800 $1]00 81,500 SO $0 o
50 80 $16000
Principal__
nseciate
_. $190.
$125
...__ 14
22
24
3'0
5
6
4
6
N
_
Senior Esfimamr
$115
29
4>
t0
16
8
Ar
0
23
38
F8
15
Cos, Estimating Fees $11,000 518000 $4,000 $6,000 53.000 55.000 54,000 $7,000 $0 50 _ 000
558
P cma $V5 8.p 125 LS 4.3 0 45 -i
14.0 12.0 115
�cnoo s�s� -- o.ol zs of o.0 16s oU - oa ss
$2z ?�. 4.0 1.0+ 2.0 10 zo 9s o.e
Security Fees $4,160 $10,663 $1280 $4,491 $2.690 $4568 $560 51,561 $0 $0 529,9]3
Bohlin Cywinski Jackson
Stephen G. 8adum , P E.
Apdi). 2009
SOIDO I'll EAel: C r Page 20
�I
t
B. Hours and Fee for Newport City Hall Project -SD and DD Phase
d s Pa'kinq S.n ,lure L b ry AtlU ion Site -_ Petles' ian 8ldge. To1315
RaveD OD SD DD SD DU SD UD SO DD
}hr HCIY11Hrs 1.5 Hrs li' Hr; Mrs Ilrs Itrs Ilrs 1
Acoi.ISOCS C A
�P sl I
If V1, � bl 1
P D cl
P I(, t 1 J14J
— -S I
fnn.. Ilra t V'. ll
ten cal t' tl ij Anp I J
ACoulicS Fees 54200 SI t,950
Au[Iia Vi. 11 _G_SA
V _s
--
OL 9 1=771-
I :- GI
p 0 _. 1 .. 0. 0
L- - -
0 0
+0
J It — 28 0
q �-
__I
SU SO 51300 $3,1110 . 510,000 50 50 SO L__ 5191A11l
it
So 5o 52,505 51000 50 so $0 so
5154.3518 5218.x69 5116,610 5156,101 5481.81) 5841,712 Sx9J39 560.254 ( _5 ?._]1 gfl
Audio Nsudl rtes
Tola15
Sis'sto 5101000
5855.362 SI,35,588
2. ings Fr Pi.elrral:
GCJ Co dinalion
act Inc
:J Imes � 5[.325
Renderings Total
_tl0.69 r
t3,
X]25
520
O
8160
0
$0
E125
25
U
$105
fi
5940
85
5
$125
5
0
$0
$75
2
5150
:J Imes � 5[.325
Renderings Total
_tl0.69 r
t3,
X]25
520
Bohlin Cywinski Jackson Stephen G. Barium, P.E.
April 7, 2009
Schematic Design l Design Development Phase E.chibils / Page 21
EXHIBIT C
Pro ect Name: Project No.
Date:
NEWPORT BEACH CITY HALL AND PARK - SO /DD Phases 108519B
4/7/09
INITIAL REIMBURSABLE EXPENSES ESTIMATE (SEE NOTE 1)
ATTACHMENT (to proposal)
Item No.
Description
Amount I
No. of Days /
Total
Remarks
Person
Miles
BCJ Travel Expenses per 2 -Day Trip
Transportation toilrom airport iii SF
$45.00
2
590.00
1
Parking at airport
S2; *,00
3
$66.00
2
Cab fare i car rental
575.00
2
S15000
3
Food
$75.00
215000
4
Hotel per nn;hl
224') 00
_
$480.00
5
Plane Fan: isce No;_ 1)
iiz5(li', 00
I
5500.00
Total per person per two day trip
51,436.00
BCJ Travel Expenses per 1 -Day Trip
_
Traosponalon to /horn airport in SP
$45.00
2
'00.00
1
Parking at airport
$22.00
2
$44.00
2
Cab fare I car rental
475.00
1
$75.00
3
Food
$7500
1
$75.00
4
Hotel per night
5240.00
1
$240.00
5
Plane Fare (see Note 1)
$50000
$50O_00
Total per person per one day trip
51,024.00
BCJ TRAVEL REIMBURSABLE EXPENSES PER PHASE
P
SDIDD PHASE
People X No.
of Trips
SO
4 2-day trips :4 people /trip
$1.4 36 i10
1G
$22,976.00
SO
1 1 -clay trips, 3 peopleltrip
$1,024.00
3
$3,072.00
DO
3 2 -day trips; 4 people /trip
$1,436.00
12
$17,232.00
00
2 2 -day trips; 3 people/trip
$1.436.00
6
$8,616,00
Additional Trips (If Required)
People X No.
of Trips
All Expenses are Additional Services
NIC
NIC
NIC
BCJ ESTIMATED TOTAL FOR TRAVELILODGINGIMEALS
$51,896.00
(SEE NOTE 2)
BCJ TOTAL INITIAL REIMBURSABLE EXPENSES
$75,000.00
ESTIMATE FOR REPRODUCTION, PRINTING,
TELEPHONEIPAX, MAIL (REGULAR AND EXPRESS),
PHOTOSIPRINTS PER BCJ PROPOSAL
PWP Landscape Architects TOTAL INITIAL
$104,500.00
REIMBURSABLE EXPENSES ESTIMATE
Arup MEP /Structural /CivillLighting TOTAL INITIAL
540,000.00
REIMBURSABLE EXPENSES ESTIMATE
C.P. O'Halloran Assoc. TOTAL INITIAL REIMBURSABLE
$1,000.00
EXPENSES ESTIMATE
The Fire Consultants TOTAL INITIAL REIMBURSABLE
$1,000.00
EXPENSES ESTIMATE
Charles Salter & Associates • Acoustical Consulting
$3,500.00
Bohlin Cywinski Jackson Stephen G. prig 7. 009
April 7, 2009
Schematic Design / Design Development Phase Exhibils I Page 22
EXHIBIT C
Project Name: Project No.
Date:
NEWPORT BEACH CITY HALL AND PARK - SD /DD Phases 085198
4/71119
INITIAL REIMBURSABLE EXPENSES ESTIMATE (SEE NOTE 1)
ATTACHMENT (to proposal)
Item No.
Description
Amount l
No, of Days I
Total
Remarks
Person
Miles
Charles Salter & Associates -Audio Visual Systems
$3,500,00
Adana Buick Berrs - Waterproofing COOSUIta Ot
$2.500.00
Transtech Systems - Security ConsSdtant
s1,000.00
7 6W6FLSSIUNAL I AM fat I IAC--
REIMBURSABLE EXPENSES ESTIMATE (see Note 3)
TnTnrn
Nalz 1 Reunhursable expenses ,ndudc She follpwmg'
- BCJ and Consultants Iransponation, lodging and expenses for all travel between their olfices and the joh sile.
- BCJ and coneullan!S expenses for all reproduction and printing.
- All expenses for tefephonclfax, video conf_rencing, postage, handling, delivery (regular and express) betvmen BCJ.
BCJ s Consultants, the Owner, on Confiac!ors and others fnvolved in file project.
- BCJ and Con9ulta o s expenses for photos /prints.
Nate 2: flans fare cosl5 are estfmreled basil on mid"mum two week advanced notice to 8CJ of all meeting dates and on
lick 1 I 51 t i non -rnb.i IaL n n*1.hr r. as Bhas no ccmlrol of a am faro m ,l i cw':w_i
the lion' of Ihrs Sgreentelt EC) will regwie min5bursenlNnl far any adchhonaf costs that may Occur due to lu Woe late
InCreaSeS in excess Of the estimatod Cost indicated herein
NpICa 3: II Ilus mha! projected amount for BCJ andlor Consultants reimbursable expenses IS exceeded ii . due to
remsons to Inc quantity of or schedule for 3CJ and /or Consultants meetings /presentations, changes to costs upon. which
the fnilial projections were. based, Scope of sorvices changes. etc.) this Inrlial not-to- exceed dollar amount will be
increased based on an updated prcjecklOo of reunbursable oxpenses. All reimbursable expenses will be billed at a
multiple Of 1.10 onles the expenses Incurred.
Upon Receipt of the City Of Newport Beach's written approval and authorization to proceed, BCJ will commence this work.
END OF EXHIBIT C
Bohlin Cywinski Jackson
Peter 0. Bohlin, FAIA
Bernard J. Cywinski, FAIA
Jon C. Jackson, FAIA
W. Dan Haden III, AIA
Frank W. Grauman, AIA
Wilharn D. Loose, AIA
Cornelius A Reid, III AIA
Karl A. Backus, AIA
Gregory R. Mollola, AIA
C Roxanne Sherbeck, AIA
Robert E. Miller, AIA
19 March 2009
Mr. Steve Badum, Public Works Director
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
Project: Newport Beach City Hall
Newport Beach Project Number xxx
BCJ Project 08519A
Subject: Hydrology and Utilities Planning
Additional Services Proposal (BCJ Project 08519A x1)
Dear Mr. Badum:
Per previous discussions, we are submitting this proposal for the provision of a)Hydrology and Water
Quality Planning and Reporting and b)Utilities Planning. Per the email message I forwarded from Arup on
the tenth of March;-a portion of this fee is directly related to EIR- related tasks that are separate from basic
services; the remainder is schematic design phase work that is being moved forward in order to meet the
proposed EIR schedule.
Project Scope
The scope of services included in this proposal is indicated in the attached proposal dated 19 March 2009
from Arup, with related services provided by BCJ. BCXs services will include management of and
coordination with Arup in the process, as well as the attendance of the meetings listed in the Arup proposal.
Schedule
No changes to the established schedule are proposed based on the execution of this additional service.
Architecture Planning Interior Design 49 Geary Street — Suite 300
Wilkes - Barre / Pittsburgh /Philadelphia /Seattle /Berkeley San Francisco, California 94108
415.989.2100/F ax: 415.9 89.2101
Bohlin Cywinski Jackson
08519A x1
10 March 09
Page 2 of 3
Project Fee
This proposal is for a lime - and - material fee, with a not -to- exceed amount of $133,375 based on the
assumptions below:
Services BCJ
10 hours
Principal
$285.00 per hour
$2,850
20 hours
Senior Associate
$160.00 per hour
$3.200
20 hours
Associate
$125.00 per hour
52,500
15 hours
Staff 1
$105.00 per hour
$1.575
10 hours
Office
$75.00 per hour
$750
Arup
19 Mar 09 proposal
Hydrology
$90,000
Utilities Planning
$30,000
Reimbursables BCJ
To be billed under base project
NA
Arup
Costs of travel, printing,
etc.
$2,500
Total
$133,375
BCJ reimbursable expenses will be billed to the main project (BCJ 08519A). Arup reimbursable expenses
will be billed separately from services as part of this additional service.
The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards
the realization of this exciting project.
Please contact us if you have any questions or need additional information.
Sincerely yours,
Greg Moltola, AIA
Principal
Cc: BCJ Team
OWNER:
City of Newport Beach
Signed:
Printed Name:
Title:
Date:
f�
V
Steven Chaitow, AIA
Project Manager
ARCHITECT:
Bohlin Cywinski Jackson
Signed:
Printed Name: Gregory R. Mottola, AIA
Title: Vice President
Date:
ARU P
To Bohlin Cywinski Jackson (130)
cc John Eddy, Principal, At
John Worley, Principal Arup
From Roman Roderick -Jones x 27222 (Sun I rfwii col
Subject
Newport Reach Cih, Wall
Add Service i. l
Hvdioloev and Utilities Phinine
Memorandum
Page 1 of 6
Reference number
208597 /RR.I
File reference
J :\2118597 +3 Project
Adininistiawmi\3 -03 Project
Financial Files \3- 03 -01 Contracts,
Costs, Fees \f'ivil Scope 0i 4 \'ork
_.-.....-- Dab
Minch 19. 2009
I he following document provides the proposed scope 01 work Fee and schedule for preparation 01'01C 10110 +61u
technical studies including a Site Drainage Report, a AWater Quality Management Plan. and a Utilities
Memorandum. These documents ale intended to provide pertinent information for inclusion in the project EIR
document. This scope excludes detailed engineering design which we would be happy to provide at a later date as
req u 1 re cl .
s�� - of Worm
Task i : Hydrology and Water Quality Planning and Reporting
Task 1.1 : Site Drainage Report
Preparation of the site drainage report will incorporate the fuhawing subtasks:
• Dcfine treanment and hydromodificalion criteria from NPDES and the Orange County Drainage Area
Management Plan (DAMP)
• Field reconnaissance to observe downsteam conditions and collect stream moss sections to populate
the pre and post construction hydraulic model.
• Establishment of site design, source control and treatment control measures to be incorporated and
maintained to meet water quality and hydrologic design criteria and to address downstream conditions
of concern. Prepare concept plan depicting location and sizing of BMPs for the post construction
condition.
• Hydrodynamic modeling of rainfall and runoff characteristics for pre and post development
conditions including peak now rate, flow velocity, rumtll volume, time of concentration and retention
volume. Amp proposes to use InlbWoiks as the primary routing model but may utilize other models
as required by the Orange County Hydrology Manual. The model shall be built and run based on the
fixed site plan evaluated in the EIR.
• Estimate pre and post construction water quality using a regression model based on predicted runoff
concentrations and treatment performance of BMP's.
• Prepare typical sections and plans of each proposed BMP type including rainwater harvesting
facilities.
• Work with project biology consultant to understand permitting requirements with Army Corps of
Engineers and US Fish and Game based on rite projects impacts to environmentally sensitive areas or
zones ofjurisdiction.
,. @085973 PROJECT AOMINISTRATIOW -03 PROJECT FINANCIAL PILE 5 \303 -01 CONTRACTS. COSTS. FEESICIVIL auv norm Amedwva Fa.�
SCOPE OF WORVNKH AOLOGY ANO UTILITIES SCOPE. WC R-9.0, 1 Nma W M
208597/RRJ
March 19, 2009
Memorandum
Page 2 of 6
• Work with the landscape architects and architects to integrate the concept drainage deli, -n elements
into the grading plan, landscape and irritation plan, and architectural drawings.
• If raimvater harvesting is utilized at the site, the .slgrmwater drainage report shall account for the
effects oI raimeaterhiovesting in its findings on site drainage.
Task 1.2: Draft and Final Water Quality Management Plan (WQMP)
A bV0AlP is required for projects within the City of Newport Beach. Amp shall utilize the Inodeli ic, and design
results oldie Sitc Drainage Repoli lo conipleto the WQN'IP, which includes applicable site desi m. ;ounce control.
and ;rcsir,idnl li \IP'>. I1),: WOMP-'ct Ford) a broad range ofexittili_contlllions. permit requlrcuicnts. re_ul illxc
controls. i diolo,% and orteI inlimnalion relevant to the control oFtnban runol l,.
Task 2: Utilities Planning
Task 2.1: Water efficiency and alternative supply strategies
Prepare, in collaborulien with Cite staff and the design team, water efficiency and alternative supple balchnwrkc
for incurpiami'm into the building and landscape design at FIR level, These shall be above and beyond those
tarocts required by Building codes and shall sa the tiametvoik fix preparing the utilities peak and avemec daty
demand projections. 'I strategics shall include interior and exterior design efficiencies. A variety of reuse or
alternative suplrh snarl: es such as reclaimed "Icywater, or rainwater. shall be i, Vie%red for their
abilid� o� mecl non- Iwu:hlc ��alcr demands. co >i cffcclircue<s. nulintenanre orals_ :ald rryuirentcln <.:A
non- potable Jvadcr sul'>ply snategy shall be selected based on this hioad -level evaluation.
Task 2.2: Energy efficiency and alternative supply strategies
Prepare, in collaboration %Lich City staff and design leant, energy (gas and electric) efficiency imil alternative
supply bendunarhs for incorporation in the building and parking gnrage design ai EIR level. These shall he above
and heynnd latoOts required h% buildim! codes and shall set the trantework Ior preparing the utilities peak and
average daily demand projections. Interior and exterior building efficiencies and alternative benchmarks will be
reviewed to evaluate site energy needs, cost effectiveness, and maintenance. Preferred strategies will be selected
based oil this broad -level evaluation. Energy modeling will occur during scheme and detail design phases under
separate scope.
Task 2.3 Utility Demand Projections
Prepare project water, sewage, energy (gas and electric), and telecom demand estimates. Water demands to be
estimated based on approximate fixture model in order to calculate sewage flows, reclaimed and potable water
demands. Gas. electric, and telecom peak and average daily use demands will be developed front demand inputs
required by the building piograin as broad estimates. Energy modeling will occur during scheme and detail
design phases under separate scope. Deanands shall be projected for two scenarios, a to -code scenario and a
sustainable -case scenario to which all of the efficiency and alternative supply strategies are applied. Arup shall
also provide estimate of irrigation demands based on the landscape architect's inaiA designs. This task will
enable a final determination of which strategies to incorporate into the design in order to achieve water, sewer,
energy, and telecom demand targets.
Task 2.4 Draft and Final Utilities Memorandum
Prepare a Draft Utilities MCI110randllln for comment by the City. The mentoiandunt shall include wrilieri
descriptions of water, sewer, energy, and telecom demand targets, recommended efficiency and alternative supply
strategies, and estimated demand reductions. Based on comments from the City following initial submission of
the technical document Arup shall prepare a Final Utilities Memorandum.
J'.A 29959119 PROJECT ADMINISTRATIONI PROJECT FINANCIAL FILESi -03-01 CONTRACTS, COST`:. FEESCFAL AmpmoonA— kauaF.
SCOPE OF WORIAHYDROLOGY AND UTILITIES SCOPE. DOC Reg e 0 I rvrvi.men 200'.
20859WRRJ
March 19, 2009
Task 3: Meetings , Site Visits, Working Sessions
Memorandum
Page 3 of 6
One site visit, two meetings with the relevant (Ty departments and unhy providery and three working sessions
with the duln team are included in this scope of work.
Uuny the I day site visit, Aru) shall collect data in support of Be site fhamage Report and WQMP. This shall
include stream sections and rapid surveys of stream channel, erosion, and vegetation conditions at points
downstream from the project area.
Amp shall meet with relevant City departments Cady in the design procoss to discuss modeling and reporting,
standards and procedures, hydrologic design CI'Itel'I::, and data colkawn. Arup will use These meetings to hetter
h.mderstaml Be opportunities and constraints of the site The sawind meeting shall lollowing submittal of the
owlamical documents and would include a review or the hudhmgi with the City and a discussion or design
implications and impacts related to the EIR.
This scope also includes attendance of 2 Amp sod at up to three working meetings in On Francisco with the
landscape architect and/or architects to brainstorm strategies and discuss opportunities and constraints relating to
drainage and utilities planning.
Task I : IIcdrology and WAter Quahly Planning and Ifcporting 3910010
Task 2 : Utilities Planning 331000
Expenses:
Tnuvcl E.xpense.t: 2 trips from SFO to LAX_ inducing airfare, ground transportation, lodging, per diem,
parking etc, for two staff.
Printing onef Office Expenses: 3 bound, color hard copies of all key deliverables.
I otal Estimated Expenses: 5 2,500
Total Fee:
5122,500
The schedule to complete work outlined in this scope is based on the need to submit materials in support
of the EIR. The draft technical reports including the Drainage Report, WQMP, and the utilities strategies
and projections shall be submitted by May 15 and the final reports shall be issued by June 12 pending
timely receipt of comments from the City by May 24 and with the assumption that major changes to the
reports are not required. The schedule is based on an assumed start date of March 11.
Task L Hydrology and 'Nat" Quality Planning and Reporting
Draft Drainage Report May 15
Draft WQMP May 15
Final Drainage Report June 12
Final WQMP June 12
Task 2: Utilities Planning and Memorandum
Draft Utilities Memorandum May 15
Final Utilities Memorandum June 12
-:Q 095970 PROJECT 4DIAINISTRATIONa3- 03 PROJECT FINANCIAL F9.ESU -D3 -01 CONTRACTS, COSTS. FEESCIVIL Amp M" "VW FO.]
SCOPE OF WORK\MYDROLOGY AND UTILITIES SCOPE. DOC ago 8 a, I N. —M, tam
20859WRRJ
March 19. 2009
Memorandum
Page 4 of 6
Total Duration: Id weeks
phis proposal is n;sluucd to be an additional meI'vice ILI which the ienns and conditions of the existing contract
balwecn BC-1 and Arup shtdl apply. The terms and conditions in the e.eistini", contract aereemeut shall constiunr
the entire a,reenieut unless they a2 expressly I ciccled prior to the authorization of Arup's services and another
contract is a_reed by all parties Concerned,
We propose that we perform the above work on a Time and Materials basis, with a total fec not to exceed
$122,500. The estimated fee for each scope item is provided above, which reflects the anticipated level of effort
equired assuming the hourly rates noted below. Should it become apparent that the scope of work is significantly
changed from what is described above, we will notify BC1 immediately, and submit a request for authorization of
additional fees prior to proceeding.
Our current time and materials rates per hour are as follows:
TITLE
RATE
Principal 1
$325.00
Principal 2
$300.00
A.ssodate Principal
$215.00
Associate
$190.00
Sr. Consultant I Engineer
$160A0
Consultant 1 Engineer
$130.00
Graduate Consultant I Engineer
$110,00
Sr. Drafter
$120.00
Drafter! Graphic designer
$110.00
Clerical
$85.00
3120959]%3 PROJECT AOMINISTRATIOW3- 03 PROJECT FINANCIAL FILESO -03-01 CONTRACTS, COSTS. FEESICI\9L . ,N.mh A—d, UJFa
SCOPE OF WORKWYDROLOGY AND UTILITIES SCOPE.DOC Fe' 8A f 11—[,n tom
208597/RRJ
March 19, 2009
Memorandum
We will apply a I_I multiplier to reimbursable expenses, which covers.
• I ravel expenses, including airfare, I,round transportation, lodging, per diem, parkineetc.
We anticipate that expenses will not exceed 52,500.
Page 5 of 6
We plvpose that Lve submit monthly invoices, with payment requested within 30 clays ti ona the date of the
invoice. We will summarize howdy rates, time and tie spew t2x each of the scope items noted 'above on each
invoice_
Assump#iorss/ C1arificatioras
I_ Please note that the above scope consists ol - lcchnical studies under taken to a level of detail appropriate to
support the preparation o the GILL This proposal assuanes Ilse iOJIOwing SCI VICCS are not included:
a. Cost estimating
b- Detailed gcotechnical :md envn'onnlental inveAloa(wns
C' Topographic and utiliny survn Ing
d. Mapping services
2. The proposal assumes that a fixed site plan will be available by March 24'' fix use in the hydroloe.y report
and WQN1P. If, fbllocving aareCulcot on the lined site- architectural plans are adjusted siQuilicaulk' such
that the results of the model arc no Iwlster �ulid, oI the site drainage report and the WQNIP
rec'luire significant revision. additiomll wort: required shall he billet) on a time and materials basis.
3. Arup Shall update the Dnft Dninage Report, WQMP, and Utilities Memorandum, based on comments
fIO1TI the City Ibllowine initial submission of the technical documents. This scope assumes that a single
luund of comments shall be addressed and that any additional New comments following submission of the
final draft of the technical documents shall be addressed on a time and materials basis.
4. The estimated fee is based on an assumed pl'oject duration of 14 weeks. Should Arup incur additional
costs due to the schedule being extended for reasons heyond Arup's control, we will seek fair and
appropriate compensation.
J.Q08597U PROJECT ADMINISTRATION\ 3 -03 PROJECT FINANCIAL FILES\ }03 -01 CONTRACTS, COSTS. FEES \CIVIL A,O '.,em uc GO.]
SCOPE OF WORMHYDROLOGY ANO UTILITIES SCOPE,DOC R- a a. I rv—"" 10.1
208597/RRJ
March 19, 2009
Y'our� sincerely
kow:ln Rodcricl(- .Iuncs
.scowl R, 5,wurct )j&Illlsl
cc John I'Lld : \rup
Jl'hn 1VOrlcc. Arup
A(�RD*[) AND ACKNO\Vl EDCIP:D:
The brloev siL!ned <uknnwletieus and aarecs to the. above
tenn> and is an DITICer Of fSCI Will) the auihbrltV fo enter
13C.1 into lllli> �IlCi a reznlent kith - \rup Noi lh Anle.rica Ltd.
Si�enauve.
Name:
Date:
Memorandum
Page 6 of 6
J'120859]19 PROJECT ADMINISTRATIOW -03 PROJECT FINANCIAL FILESI3 -03.01 CONTRACTS, COSTS, FEE SICIVII A1.1 rvonn a--Lb 10
SCOPE OF WORN HYDROLOGY AND UTILITIES SLOP[ OOC A- B 11, ; N—.1 am,
City of Newport Beach NO. BA- 09BA -050
BUDGET AMENDMENT
2008 -09 AMOUNT: $3,osl,sss.00
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
X Increase Expenditure Appropriations AND �X Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To increase expenditure appropriations from City Hall & Park Fund unappropriated fund balance for amendment no. 1 to the
professional services agreement (psa) with Bohlin Cywinski Jackson for the Schematic Design and Design Development
Phases of City Hall and Park architectural design services.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
410 3605
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
City Hall & Park Fund - Fund Balance
Description
Description
Division Number 7410 City Hall Construction
Account Number C1002009 City Hall: New
Division Number
Account Number
Division Number
Account Number
Amount
Debit Credit
$3,051,696.00
$3,051,696.00
' Automatic System Entry.
ySigned:
Signed:
Signed
Financial Approval: Administrator Services Director
City Manager
Date
D e �
City Council Approval: City Clerk Date