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Home My WebLink About10 - Civic Center ProjectCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 10 September 22, 2009 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Stephen Badum sbadum(cDnewportbeachca. us 949 - 644 -3311 SUBJECT: NEWPORT BEACH CIVIC CENTER PROJECT - APPROVAL OF AMENDMENT NO. 3 TO PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR IT SELECTION SERVICES RECOMMENDATION: Approve Amendment No. 3 to the Professional Services Agreement (PSA) with Bohlin Cywinski Jackson, of San Francisco, California, for IT selection services for the Newport Beach Civic Center at a not to exceed price of $5,780 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. On August 11,2009, City Council approved Amendment #2 which included SD & DD services for the Emergency Operations Center (EOC). The proposed Amendment #3 scope of work will include IT vendor selection services to assist City staff in selecting the appropriate IT equipment for the new City Hall Office Building. BCJ and their subconsultant, ARUP, will set up manufacturer presentations with three (3) Low Voltage product manufacturers with the City IT staff. This will enable the City's IT staff to understand the most current products and applications that are available to utilize in the new buildings and enable them to receive valuable feedback on desired products and performance needs required for design decisions. ARUP will evaluate the vendors and meet with City staff to discuss possible options and solutions for the project. Newport Beach Civic Center Project - Approval of Amendment #3 - Professional Services Agreement with Bohlin Cywinski Jackson. September 22, 2009 Page 2 City Staff have met with BCJ /ARUP and negotiated a work scope and fees for the IT selection services. The proposed fee for Amendment #3, IT Selection Services including listed subconsultants is $5780. 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, $5780 is available in the CIP account for this project and there are sufficient funds available in the following account: Account Description Account Number Amount Newport Beach Civic Center Design 7410- C1002009 $ 5,780 $ 5,780 Submitted by: rG. m Pu c tor Attachment: Amendment #3 to PSA with BCJ, including work scope, schedule and fee exhibits AMENDMENT NO. THREE TO PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR CITY OF NEWPORT BEACH CITY HALL AND PARK PROJECT THIS AMENDMENT NO. THREE 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 two separate AMENDMENTS of the AGREEMENT, the latest dated August 11, 2009. C. CITY desires to enter into this AMENDMENT NO. THREE to reflect additional services not included in the AGREEMENT or prior AMENDMENTS. D. CITY desires to compensate CONSULTANT for additional professional services needed for PROJECT. E. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter referred to as "AMENDMENT NO. THREE ", 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 NOS. ONE and TWO, CONSULTANT shall diligently perform all the services described in AMENDMENT NO. THREE, 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. THREE, including all reimbursable items and subconsultant fees, shall not exceed Five Thousand, Seven Hundred Eighty Dollars and no/100 ($5,780.00) without prior written authorization from City. 3. Except as expressly modified herein, all other provisions, terms, and covenants set forth in AGREEMENT shall remain unchanged and shall be in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT NO. THREE on the date first above written. APPROVED AS TO FORM: . By: ynette au a p, Assistant City Attorney for the City of Newport Beach ATTEST: Leilani I. Brown, City Clerk Attachment: Exhibit A— Scope of Services CITY OF NEWPORT BEACH, A Municipal Corporation go Edward D. Selich, Mayor for the City of Newport Beach BOHLIN CYWINSKI JACKSON: am Gregory R. Mottola, Vice President W. DanHaden, ill, Vice President/Treasurer m ov Bohlin Cywinski Jackson Peter 0. Bohlin, FAIA Bernard J. Cywinski, FAIA Jon C. Jackson, FAIA W. Dan Haden III, AIA Frank W. Grauman, AIA William D. Loose, AIA Cornelius J. Reid, III AIA Karl A. Backus, AIA Gregory R. Mottola, AIA C. Roxanne Sherbeck, AIA Robert E. Miller, AIA 8 September 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 08519B Subject: IT vendor selection assistance Additional Services Proposal (BCJ Project 08519B x3) Dear Mr. Badum: As follow -up to our forwarding of Arup's proposal via email and your and Dave Kiffs verbal approval on the same on the 2"° of September, we are submitting this proposal for the provision of IT vendor selection assistance. As described in Arup's attached proposal, Bill Lizotte will arrange for interviews with three vendors and assist the city's IT managers in a post- interview discussion and selection process with the goal of identifying the company than can best serve the city's needs based on the city's selection criteria. Project Scope The scope of services included in this proposal is indicated in the attached proposal from Arup dated 1 September 2009 from Arup. 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 08519B x3 8 Sep 09 Page 2 of 2 Project Fee This proposal is for a time -and- material fee, with a not -to- exceed amount of $5,780 based on the assumptions below: Services Arup hourly, see 1 Sep 09 Arup proposal $5,280 Reimbursables Arup, costs of travel, see 1 Sep 09 Arup proposal $500 Total $5,780 BCJ will have no fees or reimbursables associated with this additional service. 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 Mottola, AIA Principal Cc: BCJ Team OWNER: City of Newport Beach Signed: Printed Name: Title: Date: Steven Chaitow, AIA Project Manager ARCHITECT: Bohlin Cywinski Jackson Signed: Printed Name: Gregory R. Mottola, AIA Title: Vice President Date: Our ref 208597/BJL Date September 1, 2009 BCJ Steve Chaitow 49 Geary Street Suite 300 San Francisco, CA 94108 Senior Telecommunications .Consultant Manufacturer Selection Scope of Work Dear Mr. Chaitow 560 Mission Street, Suite 700 San Francisco, CA 94105 Tel +1 415 957 9445 Fax +1 415 957 9096 Dlll.lizotte@amp.com w .arup.com As requested in the Owner meeting on June 24th, 2009 this letter outlines the Scope of Work and Fees required in implementing the Scope of Work outlined below. • Arup will set up Manufacturer presentations with three (3) Low Voltage product manufacturers with the City IT representatives. This will enable the IT folks to understand the most current products and applications that are available to utilize in the new buildings and enable them to give valuable feedback on desired products and performance needs required for design decisions and Owner feedback. • Arup will evaluate the Vendors with the Owner and have a Post Presentation meeting with the Owner to discuss possible solutions for the project and narrow performance requirements to implement into the design. • Arup estimates this will take approximately 32 Man Hours @ $165 /HR = $5,280 with one (1) day trip @ $500 for a total Fee of $5,780 Yours sincerely Bill J. Lizotte Senior Telecommunications Consultant J'V0859M PROJECT AD INISTRATIONt 03 PROJECT FINANCIAL FILESL101ol CONTRACTS, COSTS, FEESICT ADD Arup Americas Inc SERVICESPAANF SELECTION SCOPE AND FEE LETTEROOC