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Home My WebLink About26 - Newport Beach Civic Center Project - EOCCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 26 August 11, 2009 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Stephen Badum sbadum(a)newportbeachca.us 949 - 644 -3311 SUBJECT: NEWPORT BEACH CIVIC CENTER PROJECT - APPROVAL OF AMENDMENT NO. 2 TO.PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR ARCHITECTURAL DESIGN SERVICES — SCHEMATIC DESIGN AND DESIGN DEVELOPMENT FOR EMERGENCY OPERATIONS CENTER (EOC) RECOMMENDATION: Approve Amendment No. 2 to the Professional Services Agreement (PSA) with Bohlin Cywinski Jackson, of San Francisco, California, for Schematic Design and Design Development Phases for the Emergency Operations Center (EOC) of the Newport Beach Civic Center at a not to exceed price of $169,222 and authorize the Mayor and City Clerk to execute the Amended Agreement. 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. On April 28, 2009, City Council approved Amendment #1 with BCJ to prepare Schematic Design (SD) and Design Development (DD). Since that approval, the City Council provided direction to staff to include an EOC in the proposed Civic Center project. The attached amendment will include SD & DD services for the EOC. The scope of work will include SD & DD services for a stand alone EOC structure located underneath the south end of the civic green and sized roughly at 5500 square feet. The EOC will be designed to essential building standards with independent mechanical, plumbing, electrical, and communication systems. The EOC Schematic Design process will conclude concurrently with the rest of the Civic Center and with the certification of the EIR document which is tentatively scheduled for November 24, 2009. Newport Beach Civic Center Project — Approval of Amendment #2 - Professional Services Agreement with Bohlin Cyvnnski Jackson. August 11, 2009 Page 2 The EOC design development will also be concurrent with the rest of the Civic Center project and is tentatively scheduled for completion in March 2010 City Staff have met with BCJ and negotiated a work scope and fees for the EOC Schematic Design and Design Development phases of the project. In general, the work scope includes revising and refining the EOC conceptual plans to enable the final design phase which is the preparation of final construction documents and bid packages. The EOC Schematic Design work scope will be integrated into the overall Civic Center project and will include all work including design and meetings to establish the final project program; basic sizes, shape, and layout of various components; structural roofing and wall systems; subdrain systems; and basic mechanical, electrical, and communication systems. The EOC Design Development work scope will also be integrated into the overall Civic Center project and 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. The proposed fee for Amendment #2, EOC Schematic Design and Design Development services including listed subconsultants is $169,222. 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 current contract. 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, $169,222 is available in the CIP account for this project and there are sufficient funds available in the following account: Account Description Account Number Amount City Hall & Park Design 7410- C1002009 $ 169,222 $ 169,222 Submitted by Attachment: Amendment #2 to PSA with BCJ, including work scope, schedule and fee exhibits AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR CITY OF NEWPORT BEACH CITY HALL AND PARK PROJECT THIS AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT, is entered into as of this day of , 2009, 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 and CONSULTANT have entered into one separate AMENDMENT of the AGREEMENT, the latest dated April 28, 2009. C. CITY desires to enter into this AMENDMENT NO. TWO to reflect additional services not included in the AGREEMENT or prior AMENDMENT and to extend the term of the AGREEMENT to December 31, 2010. D. CITY desires to compensate CONSULTANT for additional professional services needed for the PROJECT, which includes services for the schematic design and design development phases of the Emergency Operations Center. E. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter referred to as "AMENDMENT NO. TWO ", 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 and AMENDMENT NO. ONE, CONSULTANT shall diligently perform all the services described in AMENDMENT NO. TWO, including but not limited to, all work set forth in the Scope of Services attached hereto as Exhibit A 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 the AGREEMENT. Consultant's compensation for all work performed in accordance with this AMENDMENT NO. TWO, including all reimbursable items and subconsultant fees, shall not exceed One Hundred Sixty - Nine Thousand, Two Hundred Twenty -Two Dollars and no /100 ($169,222.00) without prior written authorization from City. 3. The term of the AGREEMENT shall be extended to December 31, 2010. 4. 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. TWO on the date first above written. APPROVED AS TO FORM: By: Qyne D'-6eaUAamp Assistant City Attorney for the City of Newport Beach ATTEST: :; Leilani Brown, City Clerk Attachment: Exhibit A — Scope of Services CITY OF NEWPORT BEACH, A Municipal Corporation Edward D. Selich, Mayor for the City of Newport Beach BOHLIN CYWINSKI JACKSON: By: Gregory R. Mottola, Vice President By: W. Dan Haden, III, Vice President/Treasurer Bohlin Cywinski Jackson Peter Q. Bohlin, FAIA Bernard J. Cywinski, FAIA Jon C. Jackson, FAIA W. Dan Haden lll, AIA Frank W. Grauman, AIA Wiliam D. loose, AIA Cornelius J. Reid, III AIA Karl A. Backus, AIA Gregory R. Mottola, AIA C. Roxanne Sherbeck, AIA Robert E. Miller, AIA 10 July 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 08519E Subject: Emergency Operations Center Additional Services Proposal (BCJ Project 08519B x2) Dear Mr. Badum: At the approval of the concept refinement phase, the city council agreed that the scope of the Newport Beach Civic Center and Park project should increased to include an Emergency Operations Center (EOC). This was in contrast to the general assumption throughout the concept refinement phase that it would not be included. The concept refinement scope approved by the city council included the EOC, though there was no funding included for it in the approved budget numbers. Due to the timing of including the EOC in the approved project scope, the design team did not include the EOC in its proposal for schematic design and design development phase fee proposal. This additional service proposal provides a proposed fee for schematic design and design development phase services for the EOC. Project Scope The fee proposal provided includes the following assumptions: • The design and construction schedule for the EOC will be the same as that for the main project. • The scope of the EOC is assumed to be a roughly 5,500 square foot facility located underneath the south end of the civic green as shown on the attached conceptual drawings presented on the 241h of June and as described in meetings to date. 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/Fax: 415.989.2101 Bohlin Cywinski Jackson 085196 x2 10 July 09 Page 2 of 6 Project Fee This proposal is for a time - and - material fee, with a not -to- exceed amount of $169,222 based on the calculations below: Hourly Fees R EOC Totals ate SD DD $it Hrs Hrs Architectural Principal $285 11 13 Senior Associate $160 12 21 Associate $125 27 38 Staff 1 $105 17 28 Staff 2 $85 232 288 Staff 3 $65 0. 0 Office $75 21 31 Architectural Fees Structural 320 419 $29,889 $39,341 Principal $300 4 4 Associate Principal $215 Associate $190 12 16 Senior Engineer $160 12 20 Engineers $130 16 24 Graduate Engineer $110 Senior Drafter $120 8 8 Drafter .$110 4 1 6 Clerical $85 2 4 Structural Fees Mechanical & Plumhina $6,330 $8,820 Principal $300 Associate Principal $215 Associate $190 12 16 Senior Engineer $160 8 16 Engineers $130 16 24 Graduate Engineer $110 Senior Drafter $120 8 8 Drafter - $110 4 1 6 Clerical $85 2 2 M &P Fees Electrical $6,770 $9,850 Principal $300 Associate Principal $215 Associate $190 Senior Engineer $160 16 24 Engineers $130 4 4 Graduate Engineer $110 Senior Drafter $120 Drafter 1 $110 4 1 6 Clerical $85 Electrical Fees $3,520 $5,020 $15,150 $76,620 $8,540 $69 230 Bohlin Cywinski Jackson 085198 x2 10 July 09 Page 3 of 6 Sustainable Principal $300 Associate Principal $215 Associate $190 Senior Engineer $160 8 8 Engineers $130 8 8 Graduate Engineer $110 Senior Drafter $120 Drafter $110 2 1 4 Clerical $85 Sustainable Fees Telecoms $2,540 $2,760 Principal $300 Associate Principal $215 Associate $190 Senior Engineer $160 16 24 Engineers $130 Graduate Engineer $110 Senior Drafter $120 Drafter $110 6 6 Clerical $85 Telecom Fees Liahtina $3,220 $4,500 Principal $300 Associate Principal $215 Associate $190 Senior Engineer $160 16 16 Engineers $130 Graduate Engineer $110 Senior Drafter $120 Drafter $110 Clerical $85 Lighting Fees Daviiahtina $2,560 $2,560 Principal $300 Associate Principai $215 Associate $190 Senior Engineer $160 Engineers $130 Graduate Engineer $110 Senior Drafter $120 Drafter $110 Clerical $85 Daylighting Fees $0 $0 $5,300 $7,720 $5,120 $0 Bohlin Cywinski Jackson 085196 x2 10 July 09 Page 4 of 6 civil Principal $300 0 0 Associate Principal $215 0 0 Associate $190 0 0 Senior Engineer $160 0 0 Engineers $130 0 0 Graduate Engineer $110 0 0 Senior Drafter $120 Drafter $110 Clerical 1 $85 Civil Fees $0 $0 Arup Totals $24,940 $33,510 1 nndceane Architecture P Walker, Director $410 0 0 D. Findlay, Director $305 0 0 Partner $190 0 0 Associate $125 0 0 Landscape Architect $110 0 0 Staff $65 0 0 Landscape Architecture Fees $0 $0 Landscape Architecture Consultants Fees Code Consulting Principal $190 1 10 1 10 Code Consulting Fees $1,900 $1,900 Cost Estimatina Principal $190 3 4 Associate $125 5 6 Senior Estimator $115 7 8 Assistant Estimator $95 5 6 Cost Estimating Fees $2,500 $3,000 Senvity Principal $175 0.0 0.0 Engineer $145 1.0 2.0 CADD $95 0.0 1.0 Admin $75 0.5 1.0 Security Fees $183 $460 Acoustics President/ Sr. VP $250 0 1 VP /Director $230 1 1 Principal Consultant $190 2 4 Senior Consultant $145 8 13 Consultant- $125 2 2 Technical Assistant $90 1 4 $0 $58 450 $58,450 $0 $0 $0 $3 800 $5,500 $643 Bohlin Cywinski Jackson 085198 x2 10 July 09 Page 5 of 6 Acoustics Fees Audio Visual $2,200 $3,800 President/ Sr. VP $250 1 0 VP1Direclor $230 1 0 Principal Consultant $190 4 9 Senior Consultant $145 12 19 Consultant $125 3 3 Technical Assistant $90 3 6 Audio Visual Fees Waterproofina Consultino $3,500 $5,500 Senior Principal $350 1 1 Associate /Principal $225 2 1 Consultant III $160 6 21 Consultant II $145 17 37 Administrative $70 7 11 Waterproofing Consult Fees Hourly Fee Totals Reimbursables Architectural Structural Mechanical and Plumbing Eldctrical Sustainability Telecoms Lighting Daylighting Civil Landscape Architecture Code Consulting Cost Consulting Security Acoustics Audiovisual Waterproofing Consulting Reimbursables Total Included in 085195 base fee $4,800 $10,800 $93,673 $87,511 $6,000 $9 000 $15 600 $168,222 200 800 -$1-,00-0 All reimbursable expenses shown as an asterisk will be billed to the main project (BCJ 08519B). Bohlin Cywinski Jackson 08519B x2 10 July 09 Page 6 of 6 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, ell�� Greg Mottola, AIA Principal Cc: BCJ Team OWNER: City of Newport Beach Signed: Printed Name: Title: Date: 1 - I ' �> Steven Chaitow, AIA Project Manager ARCHITECT: Bohlin Cywinski Jackson Signed: Printed Name: Gregory R. Mottola, AIA Title: Vice President Date: