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Home My WebLink About11-07-26 Amendment to PSA with BCJ - Addl CS and signingWPO, CITY OF NEWPORT BEACH City Council Staff Report Agenda Item No. 11 July 26, 2011 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Stephen G. Badum, Public Works Director 949 - 644 -3311, sbadum @newportbeachca.gov PREPARED BY: Fong Tse, Principal Civil Engineer APPROVED: ) � a K.� TITLE: NEWPORT BEACH CIVIC CENTER AND PARK PROJECT — APPROVAL OF PROFESSIONAL SERVICES AGREEMENT AMENDMENT NO. 2 WITH BOHLIN CYWINSKI JACKSON FOR PROJECT SIGNAGE DESIGN AND CONSTRUCTION SUPPORT SERVICES ABSTRACT: Design and construction support services are needed for the signage portion of the Civic Center and Park Project. The scope of work includes the City Hall office building, the Library addition, the Parking Structure, and the overall Site. RECOMMENDATION: Approve Professional Services Agreement (PSA) Amendment No. 2 with Bohlin Cywinski Jackson (BCJ) of San Francisco California for Civic Center and Park Project signage design and construction support services at a not -to- exceed price of $165,780.00 and authorize the Mayor and the City Clerk to execute the Amendment. IWIN111k,"Nxe1N11N4Mtl4.11 &1131 Budget Includes Sufficient Funding Funds are available in the unused design portion of Encumbrance No. El 002019 for the additional services. NEWPORT BEACH CIVIC CENTER AND PARK PROJECT — APPROVAL OF PROFESSIONAL SERVICES AGREEMENT AMENDMENT NO. 2 WITH BOHLIN CYWINSKI JACKSON FOR PROJECT SIGNAGE DESIGN AND CONSTRUCTION SUPPORT SERVICES July 26, 2011 Page 2 The proposed use of the funding balance is as follows: Vendor Purpose Amount Bohlin Cynwinski Jackson Signage Design and Support $ 165,780.00 Services Total: $ 165,780.00 DISCUSSION: On November 25, 2008, City Council selected BCJ as the Architect for the Newport Beach Civic Center and Park Project. On November 24, 2010, City approved a PSA with BCJ to provide support services during the construction duration. On June 23, 2011, City and BCJ entered into PSA Amendment No. 1 in response to unexpected issues raised by the Southern California Edison Company. With the Civic Center and Park Project design being a dynamic process, it was decided from the start that it was in the City's best interest not to begin the signage design component until the design of all building elements have been finalized so as to avoid redundant efforts. With the Project under construction, it is now timely to enter into Amendment No. 2 with BCJ for signage design and construction support services for all of the buildings and the site. Since BCJ is charged with the project design, it solicited interest from firms known for their signage specialty to propose for our Project. BCJ reviewed the firms' qualifications, related experience, and performance records. BCJ and staff concurred that the firm Ph.D would provide the City with the best overall services. Upon selection, Ph.D's fee schedule and hourly rates were found consistent with the current market for the skills and experience required for the work. The scope of work covered by this Amendment No. 2 includes the preparation of schematic designs, final designs, and construction documents; technical support during the bidding phase; and construction support services. A detailed listing of the work tasks is attached. 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, NEWPORT BEACH CIVIC CENTER AND PARK PROJECT — APPROVAL OF PROFESSIONAL SERVICES AGREEMENT AMENDMENT NO. 2 WITH BOHLIN CYWINSKI JACKSON FOR PROJECT SIGNAGE DESIGN AND CONSTRUCTION SUPPORT SERVICES July 26, 2011 Page 3 the bidding phase; and construction support services. A detailed listing of the work tasks is attached. 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). Submitted by: S ephen . Badum C" Public Works Director Attachment: Amendment No. 2 to Professional Services Agreement AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR NEWPORT BEACH CIVIC CENTER & PARK DEVELOPMENT PLAN PHASE THREE THIS AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT ( "Amendment No. Two "), is entered into as of this day of 2011, by and between the CITY OF NEWPORT BEACH, a California 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 November 24, 2010, City and Consultant entered into a Professional Services Agreement ( "Agreement ") for professional services for the third phase of the Newport Beach Civic Center & Park Project, which consists of architectural and consultant services for the Bidding and Construction Administration (CA) Phases less Mass Excavation CA of the Project. B. On June 23, 2011, City and Consultant entered into Amendment No. One to the Agreement to increase the scope of wdrk and total compensation ( "Amendment No. One "). C. City desires to enter into this Amendment No. Two to reflect additional services not included in the Agreement or prior Amendment and to 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 Section 2 of the Agreement, as amended, shall be supplemented to include the Scope of Services dated July 1, 2011, which is 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. COMPENSATION The introductory paragraph to Section 4 of the Agreement, as amended, shall be 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 to the Agreement. Consultant's total amended compensation for all work performed in accordance with this Agreement and prior amendment, including all reimbursable items and subconsultant fees, shall not exceed Four Million, One Hundred Sixteen Thousand, Three Hundred Two Dollars and no /100 ($4,116,302.00) without prior written authorization from City ( "Total Amended Compensation "). No billing rate changes shall be made during the term of this Agreement without the prior written approval of the City. 2.1 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 One Hundred Sixty -Five Thousand, Seven Hundred Eighty Dollars and no /100 ($165,780.00); without prior written authorization from City. 3. INTEGRATED CONTRACT Except as expressly modified herein, all other provisions, terms, and covenants set forth in the Agreement as amended 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 dates written below. APPROVED AS TO FORM: OFFICE OF.. THE C TY ATTORNEY Date: � � 'A By: ` Leonie Mulvihill Assistant City Attorney ATTEST: Date: By: Leilani I. Brown City Clerk CITY OF NEWPORT BEACH, A California municipal corporation Date: By: Michael F. Henn Mayor CONSULTANT: BOHLIN CYWINSKI JACKSON, a Pennsylvania Corporation Date: Gregory R. Mottola Vice President Date: By: William D. Loose Vice President and Treasurer Attachment: Exhibit A — Additional Services to be Performed e, Bohlin Cywinski Jackson Peter 0. Berlin. FAIR Bernard J Cywinski, FAIA 11940.20, n Jon C. Jackson. FAIA Frank W. Grauman, FAIR, LEED AP wiOiarnD Loose, AIA Cornelius J Reid. Ill AIA Kan A. Backus. AIA Gregory R Mollola. AIA C Roxanne Shetbeck. AIA Robert Miller. AIA. LEED AP Rdyrrto^GS C2l2R r. A; ;. 07 July 2011 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 08519D Subjeck Design Services for Project Signage Additional Services Proposal (BCJ Project 085190 x03) Dear Mr. Badum: Per our discussions in the design please. the design of the Civic Center's Signage was separated from the main protect and developed separately. Now that we are in Construction Administration on the main project, it Is timely that the signage be designed for the City Hall, Library Addition, Garage and Site. As we have been sharing, on the 8 "' of June we issued requests for proposals from signage design firms, on the 171" we received those proposals. and on the 24 "' selected PhD design, located in Santa Monica. Project Scope The scope of this project will consist of the design, bidding and construction administration services for the Civic Center project signage. This will include the review of the signage for code compliance by Inferwesl. The sco ne of the work is clarified regarding signage quantity and type in documents provided on the FTP site under ftp. / /Newpod- City @flp.bcj.com:21 /11 +from +BCJ /Signage111 +-07 +01 +signage +scope and in the attached proposal from PhD. BCJ will manage and guide this process• and coordinate PhD's efforts with the design team, CW Driver and the City Project Schedule The schedule lot this phase is to be as follows: 8 weeks SD and DD phases 8 weeks CD phase 4. weeks Bidding Phase duration Construction Administration — to track with main project Architecture Planning Interior Design 49 Geary Street. Suite 300 Wilkes- Barre /Pittsburgh /Philadelphia /Seattle /San Francisco San Francisco. California 94108 -5555 415- 989 - 2100 /Fax: 415- 989 -2101 Bohlin Cywinski Jackson 07 July 2011 08519D x 03 Page 2 of 3 Project Fee This proposal is for a lime- and - material fee, with a not -lo- exceed amount of $165.780 based on the assumptions below: Services BASE PROJECT Steven Chadow AIA Principal BCJ see allached hourly summary $14,990 PhD 07 July 11 proposal $125.325 ALTERNATE #1 Signed: _- - -_ _ Signed: BCJ see attached hourly summary $2,040 PhD 07 July 11 proposal $10.000 ALTERNATE 92 BCJ no additional charge $0 PhD 07 July 11 proposal $2,475 Reimbursables BCJ To be billed under base project (08519D) NA PhD 07 July 11 proposal $10.950 $9,900 Base Project. $800 All 1. $250 All 2 Total services and reimbursables with alternates $165,780 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 Mollola. AIA Steven Chadow AIA Principal Project f.4anager Cc. BCJ Team OWNER: ARCHITECT: City of Newport Beach Bohlin Cywmski Jackson Signed: _- - -_ _ Signed: Printed Name: _- Prnnled Name Gregory R Mottola, AIA Title: Tale Vice Preiidenl Date: Dale: Stephen G. Badum, P.E. 7 July 2011 08519 D x 03 Signage / Page 3 Hours and Fee for Newport City Hall Project - 08519D x03 Signage City Hall Bldgs Parking Library Addition Site Rate $ /hr Hrs Hrs Hrs I -Irs Schematic Design and Design Development Pr ncipal �— S285 _._....._ale..... ...._..... Senior Associale 5160 ....�.._.______ 3 12 1 �._.._� —.. 3 7 ._..__.__.__— 4 ._._.__...._._...... 1 2 Associate �� S125 0 0 D 0 Stalls I 5105 10 2 4 1 Staff 2 i 5851 01 0 0 0 e OKC —r— $75 3 0 1 0 SDIDD Fees Construction Documents 54,050 $975 $1,420 $710 Principal $205 2 1 1 0 Senior Associate St60 9 2 2 2 Associale I 1 0 0 0 0 Staff t� 5105 7 2 1 2 Stag 2 $85 0 0 0 0 Office $75 2 0 0 0 CD Fees S2,895 $815 $710 $530 Bidding and Construction Administration $285 7 -� 0 1 Senior Associate 1 $160 2 1 1 Associale I 5125 0 0 0 Slag t S105 8 3 I P-10 0 0 ______$85 j ......... 575 __ _ __.0 _.._— ....._.. 0 0 Totals $7,155 $4.950 Bidding and CA Fees $1,595 $475 $550 5265 $2,885 Base Totals $8,540 $2,265 $2,680 $1,505 $14,990 Alternate 41 Total $2,040