HomeMy WebLinkAbout07 - Lifeguard Headquarters RehabilitationCITY OF
1 NEWPORT BEACH
City Council Staff Report
April 8, 2014
Agenda Item No. 7.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director- (949) 644 -3330, dawebb @newportbeach.gov
PREPARED BY: Peter Tauscher, Associate Civil Engineer
PHONE: (949) 644 -3316
TITLE: Lifeguard Headquarters Rehabilitation — Approval of Amendment to the Professional
Services Agreement with RRM Design Group C -5130 (CAP12 -0008)
ABSTRACT:
Additional architectural and engineering design services are needed for the Lifeguard
Headquarters Rehabilitation Project. Staff requests approval of Amendment No. 2 to the
Professional Services Agreement with RRM Design Group to provide the additional design work
and construction support services necessary to complete the project.
RECOMMENDATION:
a) Approve Amendment No. 2 to the Professional Services Agreement with RRM Design
Group of San Clemente, California, to provide additional architectural and engineering services
for Lifeguard Headquarters Rehabilitation for a not -to- exceed cost of $30,170.00, and authorize
the Mayor and City Clerk to execute Amendment No. 2; and
b) Approve Budget Amendment No. 14BA -039 appropriating $30,170.00 from the
Unappropriated Major Facilities Financing Fund Account to Account No. 7414- C1002037.
FUNDING REQUIREMENTS:
Upon approval of the budget amendment, sufficient funds will be available in the following
account to cover costs authorized by Amendment No. 2 to the Professional Services
Agreement with RRM Design Group.
RRM Design Group 7414- C1002037 $30,170.00
DISCUSSION:
On May 22, 2012, the City entered into a Professional Services Agreement with RRM Design
132
Group to provide architectural and engineering services for Lifeguard Headquarters
Rehabilitation project, for a not to exceed amount of $266,090.00. The services provided by
RRM Design Group included performing architectural and engineering design, preparing
construction documents and providing construction support services.
During the plan development and review process, concerns were raised regarding the structural
integrity and loading capacity of the existing building. On November 15, 2013, Amendment No.
1 to the Professional Services Agreement was executed for a not to exceed amount of
$65,000.50 to provide additional design services not included in the original scope of work and
to extend the term of the Agreement to December 31, 2014.
Following the structural assessment review, several items were added to the construction
contract to address the structural integrity of the existing building. As the existing building has
been opened up during the construction phase, additional structural modifications have now
been identified as necessary to meet current codes and design elements of the building. Staff
recommends approval of Amendment No. 2 to the Professional Services Agreement to prepare
plans for the additional structural modifications and provide construction support to address
field conditions.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental
Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or
reasonably foreseeable indirect physical change in the environment) and 15060(c)(3)
(Architectural and Engineering services is not a project as defined in Section 15378) of the
CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the
meeting at which the City Council considers the item).
ATTACHMENTS:
Description
Attachment A - Additional Services
Attachment B - Amendment No. 2 to the Professional Services Agreement with RRM Design Group
133
ATTACHMENT A
ADDITIONAL SERVICES AUTHORIZATION rrmdesig group III
No. 2 creating environments people enjoy
Client: City of Newport Beach
c/o Peter Tauscher Task ID No.: SA B
Project: Lifeguard Headquarters Date: February 11 , 2014
Work requested by: Peter Tauscher Job No.: 1111033
Request received by: David Cl Date received: January 2014
❑ Letter ® Email authorization attached
❑ Client authorization required ❑ Included in contract, authorization not required
® Verbal
❑ Hourly ❑ T &M Not to Exceed ®Fixed Fee ❑ Non - chargeable
❑ Other
DESCRIPTION OF WORK TO BE PERFORMED
The City has elected to incorporate bid alternatives that required additional structural design and
analysis in order to describe the work to be performed by the contractor. Additionally a result of the
additional scope and some unforeseen items discovered a more intense construction administration
effort has been needed to resolve construction items in an effort to meet the construction schedule.
Additional tasks and design work that has stemmed from unforeseen items in the field and or scope
that was not included:
A. Structural Scope for bid alternative $11,000
RRM and its subconsultant have designed and documented the bid alternative 3 and some of
its related items for construction.
B. Construction administration: $28,000
RRM and its team of consultants will continue its support of the project through construction
administration activities as described in the original contract. The duration intended is for 14
weeks (February 14, 2014 through May 16, 2014).
SUBTOTAL = $39,000
Estimated RRM & Subconsultant Additional Service Fees:
$39,000
Unused Budget from existing tasks
($6,000)
Estimated Reimbursable fees:
$1,170
Total Estimated Additional Fees
$30,170
AUTHORIZATION TO PROCEED BY CLIENT REPRESENTATIVE:
COMMUNITY I CIVIC & PUBLIC SAFETY I RECREATION I EDUCATION I URBAN
ARCHITECTS I ENGINEERS I LANDSCAPE ARCHITECTS I PLANNERS I SURVEYORS
A Caltlania Caporarion I NMr Mamgam, Art Wi XCl lON I Ja, Vd.l. PE%35595, LSOU76 I gaff Ferber. W #2W
134
Newport Beach- Lifeguard Head Quarters
Additional Services Authorization
February 11, 2014
Page 2 of 2
Sign
Print Name, Title
rrmdesigngroup III
creating environments people enjoy'
Date
Tasks Authorized
(All tasks authorized unless otherwise noted)
135
ATTACHMENT B
AMENDMENT NO. TWO TO
PROFESSIONAL SERVICES AGREEMENT
WITH RRM DESIGN GROUP FOR
LIFEGUARD HEADQUARTERS REHABILITATION
THIS AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT
( "Amendment No. Two ") is made and entered into as of this 4th day of April, 2014
( "Effective Date "), by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and charter city ( "City "), and RRM DESIGN GROUP, a California
corporation ( "Consultant "), whose address is 232 Avenida Fabricante, Ste 112, San
Clemente, CA 92672, and is made with reference to the following:
RECITALS
A. On May 22, 2012, City and Consultant entered into a Professional Services
Agreement ( "Agreement ") for architectural and engineering design services for
the Lifeguard Headquarters rehabilitation project ( "Project ").
B. On October 2, 2013, City and Consultant entered into Amendment No. One to
the Agreement to reflect additional services not included in the Agreement,
extend the term, increase the total compensation, and update insurance
requirements.
C. City desires to enter into this Amendment No. Two to reflect additional services
not included in the Agreement and increase the total compensation.
D. City and Consultant mutually desire to amend the Agreement, as provided below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. SERVICES TO BE PERFORMED
Exhibit A to the Agreement shall be supplemented to include the Scope of
Services, attached hereto and incorporated herein by reference ( "Services" or "Work ").
Exhibit A of the Agreement, as amended, and Exhibit A of Amendment No. Two shall
collectively be known as "Exhibit A ". The City may elect to delete certain Services
within the Scope of Services at its sole discretion.
2. COMPENSATION TO CONSULTANT
Section 4.1 of the Agreement is amended in its entirety and replaced with the
following: "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 hereto as Exhibit B and incorporated herein by reference.
Consultant's compensation for all Work performed in accordance with this Agreement,
including all reimbursable items and subconsultant fees, shall not exceed Three
Hundred Sixty -One Thousand Two Hundred Sixty Dollars and 50/100
136
($361,260.50), without prior written authorization from City. No billing rate changes
shall be made during the term of this Agreement without the prior written approval of
City."
The total amended compensation reflects Consultant's additional compensation
for additional Services to be performed in accordance with this Amendment No. Two,
including all reimbursable items and subconsultant fees, in an amount not to exceed
Thirty Thousand One Hundred Seventy Dollars and 00/100 ($30,170.00).
3. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
RRM Design Group
137
IN WITNESS WHEREOF, the parties have caused this Amendment No. Two to
be executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date:
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By: By:
Aaron C. H.6rp Rush N. Hill, II
City Attorney Mayor
ATTEST:
Date:
In
Leilani I. Brown
City Clerk
CONSULTANT: RRM Design Group, a
California corporation
Date:
Bv:
Erik P. Justesen
Chief Executive Officer
Date:
Bv:
Leonard Grant
Senior Vice President
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
RRM Design Group Page 3
138
EXHIBIT A
SCOPE OF SERVICES
RRM Design Group Page A -1 139
ADDITIONAL SERVICES AUTHORIZATION
No. 2
Client; City of Newport Beach
c/o Peter Tauscher
Project: Lifeguard Headquarters
Work requested by: Peter Tauscher
Request received by: David Chac6n
❑ Letter
❑ Client authorization required
® Verbal
❑ Hourly ❑ T &M Not to Exceed
❑ Other
rrmdesigngroup
creating environments people enjoy"
Task ID No.:
Date: February 11, 2014
Job No.: 1 1 1 1033
Date received: January 2014
® Email authorization attached
❑ Included In contract, authorization not required
❑Fixed Fee ❑ Non - chargeable
DESCRIPTION OF WORK TO RE PERFORMED
The City has elected to Incorporate bid alternatives that required additional structural design and
analysis in order to describe the work to be performed by the contractor. Additionally a result of the
additional scope and some unforeseen Items discovered a more Intense construction administration
effort has been needed to resolve construction Items in an effort to meet the construction schedule.
Additional tasks and design work that has stemmed from unforeseen items in the field and or scope
that was not included:
A. Structural Scone for bid alternative $11,000
RRM and Its subconsultant have designed and documented the bid alternative 3 and some of
its related items for construction.
B. Construction administration $28,000
RRM and its team of consultants will continue its support of the project through construction
administration activities as described in the original contract. The duration intended is for 14
weeks (February 14, 2014 through May 16, 2014).
SUBTOTAL = $39,000
Estimated RRM & Subconsultant Additional Service Fees: $39,000
Unused Budget from existing tasks ($6,000)
Estimated Reimbursable fees: $1,170
Total Estimated Additional Fees $30.170
AUTHORIZATION TO PROCEED BY CLIENT REPRESENTATIVE:
COMMUNITY I CIVIC & PUBLIC SAFETY I RECREATION I EDUCATION I URBAN
ARCHITECTS I ENGINEERS I LANDSCAPE ARCHTECTS I PLANNERS I SURVEYORS
AGV6om'a D4om1%n I VItlm MadvmamAftaING11000 Je WheA,PE40M U9276 IJAIFflbs. MM
140
Newport Beach - Lifeguard Head Quarters
Additional Services Authorization
February 11, 2014
Page 2 of 2
Sign
Name, Title
rrm esigngroup ill
creating environments people enjoy"
Date
Tasks Authorized
(All tasks authorized unless otherwise noted)
141
ATTACHMENT C City of Newport Beach NO. BA- 14BA -039
BUDGET AMENDMENT
2013 -14 AMOUNT: $30,170.00
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 for the transfer from the Facilities Financing Fund to the Lifeguard Facilities Fund
and to increase expenditure appropriations for additional architectural and engineering services for the Lifeguard
Headquarters Rehabilitation project.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account Description
405 3605 ND Facilities Financing Fund - Fund Balance
REVENUE ESTIMATES (3601)
Fund /Division Account
9414 6000
EXPENDITURE APPROPRIATIONS (3603)
Division
Number
9405
Account
Number
9900
Division
Number
7414
Account
Number
C1002037
Signed:
Description
Lifeguard Headquarters NEW - Transfer In
Description
ND Facilities Financing Fund
Transfer Out
Lifeguard Headquarters NEW
Lifeguard Headquarters Rehabilitation
Signed: G✓� i�
Adrii in[st�h a Approval: City Manage}
Signed:
City Council Approval: City Clerk
Amount
Debit Credit
$30,170.00
$30,170.00
Automatic
$30,170.00
$30,170.00
37
Date
`t1vl ILf
Date
Date
142