HomeMy WebLinkAbout14 - C-3225 - Newport Theatre Arts Center AdditionJune 14,1999
CITY COUNCIL AGENDA
ITEM NO. 14
TO: Mayor and Members of the City Council
FROM: Public Works Department
SUBJECT: NEWPORT THEATRE ARTS CENTER ADDITION
AWARD OF CONTRACT NO. 3225
RECOMMENDATIONS:
1. Approve the plans and specifications.
2. Award Contract No. 3225 to L.T.G. Construction Co. for the Total Bid Amount of
$118,800, and authorize the Mayor and the City Clerk to execute the contract.
3. Establish an amount of $6,500 to cover the cost of unforeseen work.
4. Approve Amendment No. 1 to the Professional Services Agreement with Brion S.
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Jeannette & Associates, Inc.
DISCUSSION:
At 11:00 A.M. on June 2, 1999, the City Clerk opened and read the following bids for
this project:
BIDDER TOTAL BID AMOUNT
Low LTG Construction Co. 118,800.00
2 A & G Design & Construction 134,600.00
3 Ally Construction, Inc. 144,890.00
4 TLS Construction, Inc. 156,486.00
The low total bid amount is 1 % below the Engineer's Estimate of $120,000. The low
bidder, LTG Construction Co., possesses a General Building contractor's license as
required by the project specifications. LTG has satisfactorily completed similar
remodeling and repair projects for the City and for other Southern California agencies.
The work includes constructing a 2 story, 1232 square foot addition to the backside of
. the Newport Theatre Arts Center (NTAC). This 15 -foot addition will provide a costume
storage room downstairs, a back stage area upstairs, and an interior stairway to
Subject: Newport Theatre Arts Center Addition — Award of Contract No. 3225
June 14, 1999
Page: 2
connect the 2 areas. The addition will be handicap accessible; including a back stage
mechanized lift to elevate /lower wheelchairs between the auditorium and stage
elevations.
Once the work is completed, the metal storage container for costume storage will be
emptied and removed from the lower parking lot. General Services staff will then
reconstruct and re- stripe the parking lot and replace the landscaping and irrigation
systems as necessary.
Six eucalyptus trees will be removed and 2 parking spaces eliminated from the lower
parking lot to provide the space needed for the addition (see attached exhibit). The loss
of trees will be mitigated by replacing 6 King Palm trees along the easterly side of the
100 block of Riverside Drive. Bids will be obtained to perform that work. An agreement
with the adjoining property owners to water the trees will also be needed. This is part of
a beautification program for Riverside Avenue that was begun a number of years ago.
The architectural firm of Brion S. Jeannette, Inc. (Jeannette) has prepared plans and
specifications for the project. Jeannette was compensated for design under the terms
of a $25,900 Professional Services Agreement that was authorized last fall by the City
Manager. At staffs request, Jeannette has submitted a proposal to provide construction
support services as follows (see attached letters dated December 23, 1998 and June 3,
1999):
• Respond to requests for clarification or information, and prepare change orders
• Attend onsite construction meetings
• Review shop drawings
• Provide minutes and telephoning
• Prepare as -built drawings
• Prepare punch lists, manuals and warranties
Jeannette's fee for such services will not exceed $6,200. The total amount of
Jeannette's services will therefore be $32,100, and staff requests that the City Council
approve Amendment No. 1 to their Professional Services Agreement for construction
support services.
The NTAC addition is funded by the City's appropriation of $67,500 and a $90,000
contribution from the Friends of NTAC. Sufficient funds to award the construction
contract, pay for unforeseen work and provide for construction support services are
available under Account Nos. 7011- C4120430 (Facilities Rehab /Remodel Newport
Theatre Arts Center) and 7251 - C4120430 (Contribution Newport Theatre Arts Center).
The parking lot restoration, landscaping and irrigation system will be funded from
appropriate accounts in the FY 1999 -2000 budget.
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Subject: Newport Theatre Arts Center Addition — Award of Contract No. 3225
June 14,1999
Page: 3
. To facilitate current stage productions and those scheduled for this fall, the contract
specifies that work shall be completed within a short 50 consecutive working day time
period. The completion date is the first week in September. Liquidated damages for
late completion are $500 per calendar day.
1]
Re cttu ly subm' ed,
IC WORKS DEPARTMENT
Don Webb, Director
Dalton,
Design Engineer
Attachment: Bid summary
Exhibit
Letters dated December 23, 1998 and June 3, 1999
Amendment No. 1 to Agreement
\WIIS- 1\SYS \Users\PBW\Shared\ COUNCIL \FY98- 99\June- 14Wewport Theatre Arts C- 3225.doc
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Brio'n s } Jeannette & Associates, Inc.
ARCHITECTURE
June 3, 1999
Lloyd Dalton
P.O_ Box 1768
Newport Beach, CA 92658
Re: Newport Beach Theatre Arts Building
Dear Lloyd:
Below is the breakdown we used to figure out the construction phase fee. Please review
the information below and let me know if you want to increase or decrease our
involvement?
Construction Phase
1. Respond to RFI, RFC and possible C.O.'s:
2. Site Meetings (at least twice a month)
1.25 hours each for a total of 8 meetings
3. Shop Drawing Review
4. Phone conversations, minutes, etc.
5_ As -Built Drawings
6. Punch LisyWnuals & Warranty
TOTAL
Please give me a call if you have any questions_
Sincerely,
Robert Williams
Architect, AIA
11 Hours
10 Hours
9.5 Hours
5 Hours
5 Hours
7 Hours
47.5 Hours
ENERGY EFFICIENT ARCHITECTURE
6 470 Old Newport Boulevard • Newport Beach, CA • 92663 • Tel 949.645.5854 • Fax 949.645.5983
Members AIA & NCARB
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6rro S- 7."'Jeannette & Associates, Inc.
December 23, 1998
Lloyd R. Dalton, P.E.
Design Engineer- Public Works Department
City of Newport Beach
P.O. Box 1768
Newport Beach, Calif. 92658 -8915
FAX: (949) 644 -3318
Dear Lloyd,
A R C T F CTlj -R E
RC':
DEC 2 8 1998
5 Pages
I am enclosing our revised fee schedule for the Threater Arts Centre remodel. I am prepared to
execute the City's 'Professional Services Agreement' as revised by Robin Clauson and I with the
exception of the following three changes, approval for which she leaves compeletely to you.
(NOTE: Robyn has the master.)
Item 3.4.A The actual costs plus 10% of any subvconsultants for performance of any of the
services which Consultant agrees to render pursuant to this AGreement which have
been approved in advance by City and awarded in accordance with the terms and
conditions of this Agreement.
NOTE: The fees we have quoted in the enclosed fee schedule include this 10 %. The
fees quoted are based upon fees available to us by our consultants as of this date. It
is possible that these fees secured December 8'h could be subject to a fee
adjustment, of not to exceed 10 %, by the consultants when the time actually comes to
contract their work, several months from now. If so, we will not proceed without your
prior written approval.
Item 3.4.B. Actual computer data processing and reproduction charges plus 15 %.
Item 3.5 Notwithstanding any other paragraph or provision of this Agreement, beginning on the
effective date of this Agreement, City will not withhold a retention. All fees are due
and payable within 30 days of invoicing unless appropriateness of fees billed is found
to be unsubstantiated.
As I hope you are aware, we will be closing Thursday, December 24'h at noon and will reopen
Monday morning, January 4'h. If you have any questions I hope you can reach me Thursday
morning. 1 look forward to receiving your original revised contract document soon.
Kind regards,
'61�
Bonnie Jeannette
Vice President
ENERGY EFFICIENT ARCHITECTURE
® 470 Old Newport Boulevard • Newport Beach, CA • 92663 • Tel 949.645.5854 • Fax 949.645.5983
Members AIA & NCARB
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AGREEMENT FOR ARCHITECTURAL SERVICES
Thank you for the opportunity of submitting this Agreement to you for the remodel and addition to
the Newport Theatre Arts Centre located on Cliff Drive in Newport Beach, California. This
Agreement is being submitted to you on December 23, 1998 as defined in the original revised and
approved schematic plans.
We propose to provide the following services:
Research - Study and examine the site in relationship to its environment & governing codes
for the proposed remodel and addition. Review and verify client provided As -built drawings
for the portions of the existing building affected by this project. Our research will of course,
include the affected existing structure, but will necessarily involve assumptions about hidden
or difficult -to- access areas. Detailed "as- built" drawings will not be prepared, however, nor
will expensive efforts be made to ascertain the conditions of any existing construction.
2. Schematic Design Phase - No additional Schematic Design work is contracted. Plans will
progress directly into Construction Documents based upon the marked up set provided by
the city.
3. Preliminary Design Phase - No additional Preliminary Design work is contracted. Plans will •
progress directly into Construction Documents based upon the marked up set provided by
the city.
4. Construction Documents - Drawings and specifications set forth the requirements for the
construction of the Project, including Building Department submittal for building permits.
We specify and delineate interior finishes and trims for: walls, types of floor
and ceiling finishes, windows, doors and hardware, plumbing and electrical
finishes.
Consulting Engineer- Secure, hire and coordinate structural engineer, Title 24
energy consultant, electrical engineer, mechanical engineer and spec writer.
NOTE: Specifications and formatting will be handled by City of Newport
Beach. City will provide a finished Spec Book.
6. Bidding or Negotiation Phase - Assist the Client with one bidding process, prebid site meeting
with bidders, distributing bid plans, obtaining bids, negotiating proposals for construction and
answering questions of the bidders. If additional bids are required after initial bid process
time spent will be billed according to our normal hourly rates.
5. Construction Phase - Make periodic site visits & other visits needed and provide telephone
assistance. .
Brion S. Jeannette & Associates, Inc.
ARCHITECTURE
Agreement for Architectural Services
Page 2 of 4
SECTION III
FEE SCHEDULE
1. RESEARCH / BINDER /ASSUILT DRAWINGS ............................. $ 1,500.00
2. SCHEMATIC DESIGN PHASE ... ...... ............................... $ -0-
3. PRELIMINARY DESIGN PHASE ........ ............................... $ -0-
4. CONSTRUCTION DOCUMENT PHASE
We specify and delineate interior finishes and trims for: wood will finishes, types of
floor and ceiling finishes, windows, doors and hardware, plumbing and electrical
finishes and cabinet elevations ............................. •............
$14,400.00
5. BIDDING AND NEGOTIATION PHASE .. ...............................
$ -0-
Services can be provided as requested according to our normal hourly rates.
• 6. CONSTRUCTION PHASE ............ ...............................
$ 6,200.00
ARCHITECTURAL SUBTOTAL
$22,100.00
7. CONSULTANT FEES
A. Model ...................... ...............................
$ -0-
B. Artist Rendering .............. ...............................
$ -0-
C. Preliminary Cost estimating service ..............................
$ Eliminated
C. Structural Engineering ... (Not Including property /landscape walls) ....
$ 4,000.00
D. Mechanical and layout Title 24 - Energy Calculations .................
$ 2,750.00
E. Electrical Engineering .......... ...............................
$ 2,650.00
F. Specification Writer ............ ...............................
$ 600.00
G. Landscape Construction package . ...............................
$ -0-
ENGINEERING CONSULTANT SUBTOTAL
$10,000.00
ARCHITECTURE AND CONSULTANT TOTAL $32,100.00
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Brion S. Jeannette & Associates, Inc.
ARCHITECTURE
17
Agreement for Architectural Services
Page 3 of 4
ADDITIONAL SERVICES
At the express request of the Client, the Architect shall provide any of the following additional
services at the Architect's normal hourly rates or per fixed fees as determined appropriate:
1. Make revisions to the documents previously approved by Client.
2. Make revisions to documents previously prepared by the Architect and necessitated by
site conditions that were neither foreseen nor reasonably foreseeable by the Architect at the time of
preparation of original documents.
3. Provide design review or other agency or governmental appeal processing and hearings
as may be necessary or desired by either the government agencies or Client. This includes
modifications or variance conditions relative to your property or Project.
4. Assist the Client in retaining additional design consultants, including but not limited to civil,
acoustical, archeological and landscape architects, communication experts and interior designers .
5. Interior design coordination and meetings beyond the normal scope of service. Specialized
interior design consultation, drawings, or revisions to the plans generated by an interior designer.
6. Prepare rendering or models.
7. Bidding or negotiation - At the request of the Client and following the Client's approval of
the construction documents, Architect and /or Project Manager shall assist the Client in obtaining
bids, negotiating proposals for construction and answering questions of the bidders.
8. Prepare record documents which reflect construction phase design changes; however, the
Architect shall not undertake to prepare documents which purport to reflect how the construction was
actually performed. Information to generate Record drawings will be provided by the contractor.
9. Prepare to serve or serve as a consultant or witness for the Client or any other party in a
litigation, public hearing or other legal or administrative proceeding involving the Project.
REGARDING ADDITIONAL SERVICES
Work requested by the Client beyond the scope herein will be considered as additional
services and shall be charged at the following hourly office rates. These rates may be increased
once each 12 months in light of market and economic conditions. Increases, if appropriate, will not
exceed 10% in each 12 month period. Current rates as of the date of this Agreement are:
Principal
Project Architect
Project Manager
Senior Draftsman
Intermediate Draftsman
Junior Draftsman
$180.00 per hour
$130.00 per hour
$100.00 per hour
$ 80.00 per hour
$ 70.00 per hour
$ 48.00 per hour
Brion S. Jeannette & Associates, Inc.
ARCHITECTURE
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Agreement for Architectural Services
Page 3 of 4
E
Please call with any questions regarding this proposal. I look forward to hearing from you soon.
Sincerely,
Bonnie Jea6atte
Vice President
i
Brion S. Jeannette & Associates, Inc.
ARCHITECTURE
AMENDMENT NO. 1
TO
PROFESSIONAL SERVICES AGREEMENT
FOR
NEWPORT THEATER ARTS
THIS AMENDMENT NO. 1 TO PROFESSIONAL SERVICES
AGREEMENT, made and entered into this day of ,1999,
by and between the CITY OF NEWPORT BEACH, a municipal corporation,
(hereinafter referred to as "CITY ") and Brion S. Jeannette & Associates, Inc.,
whose address is 470 Old Newport Boulevard, Newport Beach, California 92663
(hereinafter referred to as "CONSULTANT "), is made with reference to the
following:
RECITALS
A. On January 15, 1999, a Professional Services Agreement was
entered into by and between CITY and CONSULTANT, hereinafter
referred to as "AGREEMENT ".
B. CITY and CONSULTANT mutually desire to amend the
AGREEMENT to include construction support services as set forth
in CONSULTANT's letter proposal dated June 3, 1999.
NOW, THEREFORE, it is mutually agreed by and between the
undersigned parties as follows:
1. SERVICES TO BE PERFORMED
CONSULTANT shall diligently perform all the duties set forth in the scope of
services described in the June 3, 1999, letter attached hereto as Exhibit "A" and
incorporated herein by reference.
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2. COMPENSATION TO CONSULTANT
CITY shall compensate CONSULTANT for construction support
services an additional amount not to exceed $6,200, with total compensation to
CONSULTANT for all services specified under AGREEMENT increased from
$25,900 to a new not to exceed amount of $32,100.
IN WITNESS WHEREOF, the parties have caused this AMENDMENT
NO. 1 to be executed on the day and year first written above.
APPROVED AS TO FORM:
in
Robin Clauson
Assistant City Attorney
ATTEST:
M
LaVonne Harkless
City Clerk
f: luserslpbvAldalton lagreemtsyeanette.002.doo
CITY OF NEWPORT BEACH
A Municipal Corporation
By:
Dennis D O'Neil, Mayor
City of Newport Beach
CONSULTANT:
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Brion S. Jeannette, Owner
Brion S. Jeannette
& Associates, Inc.
4011 bid' "A "
gr onS." �Ieannette & Associates, Inc.
ARCHITECTURE
June 3, 1999
Lloyd Dalton
P.O. Box 1768
Newport Beach, CA 92658
Re: Newport Beach Theatre Arts Building
Dear Lloyd:
Below is the breakdown we used to figure out the construction phase fee. Please review
the information below and let me know if you want to increase or decrease our
involvement?
Construction Phase
1. Respond to RFI, RFC and possible C.O.'s: 11 Hours
2. Site Meetings (at least twice a month)
1.25 hours each for a total of 8 meetings 10 Hours
3. Shop Drawing Review 9.5 Hours
4.I Phone conversations, minutes, etc. 5 Hours
5. As -Built Drawings 5 Hours
6. Punch Lisvmanuals & Warranty 7 Hours
TOTAL 47.5 Hours
Please give me a call if you have any questions.
4 Sincerely,
1� . f
Robert Williams
Architect, AIA
ENERGY EFFICIENT ARCHITECTURE
.................... .... .... — ... ........... ...._........
....__...._.. _._- ...._._._...__._...
® 470 Old Newport Boulevard • Newport Beach, CA • 92663 • Tel 949.645.5854 • Fox 949.645.5983
Members AIA & NCARB
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