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HomeMy WebLinkAbout13-06-11 Civic Center _ Park Project Close Out Accountinge �EwaoRr CITY OF NE WPORT REACH °q,FOa�P City Council Staff Report Agenda Item No. 18 June 11, 2013 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Stephen G. Badum, Assistant City Manager 949 - 644 -3002, sbadum newportbeachca.gov PREPARED BY: Stephen G. Badum, Assistant City Manager APPROVED: � 0. TITLE: Civic Center & Park Project Close Out Accounting ABSTRACT: This item begins to close out the Civic Center and Park project. Funded in large part via $123 million certificates of participation issuance, the remainder of the project's funding includes reserve and special funds set aside for this purpose, including from the Facilities Reserve. In terms of hard construction cost, the project is at about $112.8 million, and a $139.9 million total cost, starting as far back in 2009 as the selection of the BCJ Concept Plan. The City has accounted for this 5 -year project on an incremental basis, amending the construction contract over time as phases were added. The project itself is now practically complete, with only a handful of outstanding issues. RECOMMENDATIONS: 1. Approve the increase of project contingency from $1,623,000 to $6,500,000 and authorize the City Manager and Project Manager to negotiate additional project changes in the amount not to exceed $4,877,000. 2. Authorize the Mayor to execute an amendment to the PSA with Bohlin Cywinski Jackson, increasing the original contract by $579,670 to a revised cost not to exceed $4,994,357. 3. Approve Budget Amendment No. 13BA -046 appropriating $6,856,670 from the unappropriated Civic Center fund balance to Civic Center construction and design accounts as follows: $6,277,000 to account number 7410- C1002030 and $579,670 to account number 7410- C1002009. 1 of 46 Civic Center & Park Project Close Out Accounting June11,2013 Page 2 FUNDING REQUIREMENTS: There are sufficient resources on hand in the Civic Center, Capital Project fund DISCUSSION: After five years of planning (including more than 45 planning meetings), design, permitting and construction, the Civic Center and Park project is substantially complete. This month, the construction team will complete the building and park commissioning process and finish the final "punch list" items. Staff recently received some good news related to the project's Leadership in Energy Efficiency and Design (LEED) application process. Though our initial goal was to achieve LEED certification at the silver level, the project is currently on track to earn a LEED gold certification. If it is indeed certified as "gold ", the new City Hall would be in the top one percent (1 %) of buildings nationwide in terms of its energy efficient design. Following the design process, the original construction contract envisioned a 24 -month construction period from start to finish. While the project was substantially finished in January 2013, the final completion date has been extended to June 2013. This is due to various factors including material delays, scheduling conflicts, weather, and the overall complexity of the project. The additional time required resulted in increased costs to the contractor, C.W. Driver (CWD), for general conditions — defined on page 3 of this report - and for providing construction administration support costs for the design team, led by Bohlin Cywinski Jackson (BCJ). Additionally, the project has experienced an industry- average number of contractual changes (about —6 %) for Building Code compliance, unforeseen changes, design enhancements and items omitted from the original contract plans. Project Changes Before the City entered the project's construction phase, the project team and City Council deliberately set an ambitious goal of keeping contingencies at 2.5% ($2,623,000) of the total construction cost. However, the City later decided to use a large part, $1 million, of that contingency amount to add the pedestrian bridge over San Miguel Road to the project's scope of work. The Council approved the bridge addition as it is an important connection between the two park parcels and will help to keep traffic moving along San Miguel by reducing street -level pedestrian crossings. The addition of the bridge reduced the contingency fund to $1.6 million. Despite considerable effort and oversight, the amount of contract change orders went from the initial goal of 2.5% of the total construction cost to about six percent (6 %) (projected). Six percent is a much more typical contingency amount for a construction project of this magnitude. To help put the contingency amount in perspective, there are 2 of 46 Civic Center & Park Project Close Out Accounting June 11, 2013 Page 3 currently 750 project changes and most of those are under $10,000 each. The current change order projections are categorized as follows: Change Order Category Amount % of Total Building Code / City Requirements $730,000 11.2 Unforeseen Conditions $470,000 7.2 Design Enhancement $1,000,000 15.4 Design Omission $4,300,000 66.2 TOTAL $6,500,000 Staff intends to continue negotiating down the cost of the requested changes, but is requesting that the City Council authorize the increase of the project contingency from $1,623,000 to $6,500,000. A final list of approved change orders will be presented to the Council upon submittal of the formal Civic Center Completion Report in July. Construction General Conditions As previously noted, CWD has continued to provide "general conditions" for the project on a time and materials basis. General conditions typically include the fixed costs for the construction field office (including construction trailers, office equipment, portable restrooms, copiers, computers, telephone and equipment), personnel to staff the project (including superintendent, inspection and support staff), and the coordination with the architect team, subcontractors, and City representatives. To help reduce these costs, CWD's construction management staff was downsized in early 2013 and the construction trailers and fencing were removed. CWD's project office is temporarily located in the new Training Room / Command Center. The additional cost for the extended general condition period is estimated to be $1,400,000 (January 2013 thru June 2013). City staff is currently negotiating with CWD to reduce these costs. A final amendment to CWD's contract will be brought to Council for review in July. Construction Support Services On November 24, 2010, City Council approved a Professional Services Agreement with BCJ for construction administration support services for the Civic Center and Park project. Several amendments to the agreement, adding to the original scope of work, have been executed. The original contract envisioned a 24 -month schedule, ending in December 2012. The current contract is for work on a time and materials basis at a cost not to exceed $4,414,687. To help keep the construction project on schedule, and after discussions with the Building Committee, staff authorized additional scope changes which are being proposed as a final amendment to BCJ's contract. The items of work include: 3 of 46 Civic Center & Park Project Close Out Accounting June11,2013 Page 4 Modifications to the San Miguel Pedestrian Bridge Design. The elevator tower was originally designed to be a standard concrete finish. At the direction of the Building Committee, BCJ investigated several alternative finish treatments and a zinc metal clad option was chosen. The cost of the work includes revising plans details and structural dimensions and totals $22,675. • Alternative Landscape Feature. The project originally included a Patrick Dougherty willow sculpture within the park at the intersection of the pedestrian paths. The City could not reach a contractual agreement with the artist and it was decided to replace the sculpture with a landscape feature - a 108" box Coastal Live Oak and assorted rock boulders. The design cost for the new feature is $9,960. The construction cost was offset by the savings from for the original willow sculpture. • Library Clerestory Modifications. The City Council recently approved a construction contract amendment to repair and rebuild the Central Library's existing clerestory windows to cure a long- standing problem with leakage during rain events. The cost to design and prepare plans for this repair work is $28,760. • Additional Project Signage. During the course of the work, staff made several building changes due to ongoing staff reorganization. These changes necessitated reworking of the signage plan. Staff also added signage to the back side of the Customer Service Center kiosk. The sign will serve as the building's commemorative plaque. The cost for these changes is $11,125. • Additional Landscape Architect Site Visits. The original travel allowance for BCJ's landscape architecture consultant, Peter Walker Partners (PWP), included 33 "person trips ". Due to the pace of the construction project and the need to review smaller segments of work and rework, additional site visits are required to ensure the quality of the completed project. Up to 17 additional person trips are proposed at a maximum cost of $69,000. • Additional Architect Fees. The contractual term for Construction Administration and Support services by the BCJ team ended in December 2012. Extending the architects involvement in the project has been critical in ensuring the quality and functionality of the completed project. Staff has negotiated with BCJ to extend the firm's services to project completion. The architects' hourly rates have been held to previously negotiated levels and a reduction in fee has been achieved. The proposed fee of $315,000 includes this reduction and holds current hourly rates. • Additional Architect Expenses. This item represents the additional travel expenses and reimbursable items in connection to the extended construction administration and support services. The cost for these expenses from January 2013 through completion is estimated at $123,150.00. 4 of 46 Civic Center & Park Project Close Out Accounting June11,2013 Page 5 More about Extended Fees The original contract with BCJ for construction administration and support, including expenses, was $4,414,687 for a 24 -month term, or $184,000 per month. The proposed cost of the extended services, the period from January 2013 to project completion, is $438,150, or $87,600 per month. BCJ representatives acknowledge that these additional expenses are a concern to the City and have made substantial efforts to trim and contain their firm's costs. The proposed amendment to the BCJ contract for the services listed above is $579,670. The work will be billed on a time and materials basis. The amended contract will expire in June 2013. With the approval of this amendment, the total, not -to- exceed cost will be $4,994,357. Overall Civic Center & Park Budget Including the project changes and extended construction support and administration, the total cost of the Civic Center and Park project is currently approximately $140 million. This total cost falls at the high -end of the formal estimates we gave to the community and the Council in late 2010 (with a slightly lower inflationary escalator estimate than actual inflation since that time). At that time, staff was hopeful that we could bring the project in below $140 million. Had we succeeded in completing the project in December 2012 as planned, the total project cost would have remained well below that target. Project Costs To Date Amount Soft Costs Architectural Design $ 15,749,288 Design credit - SCE Savings By Design (261,150) Environmental Documentation & Monitoring 686,235 Project Management 3,243,895 Soft Costs Total = $ 19,418,268 Hard costs Construction Contract $ 104,998,344 Contract Change orders (projected) 6,500,000 FEMA reimbursement for storm damage (65,005) Extended General Conditions (projected) 1,400,000 Hard Costs Total = $ 112,833,339 Ancillary Costs Contract Plan Check/Building Inspection $ 1,426,285 Contract Material Testing and Special Inspection 1,309,608 Fixtures, Furniture, & Equipment (City Hall & library) 2,952,469 OCIP Insurance Program (estimated) 2,000,000 Ancillary Costs total = $ 7,688,362 Total Project Cost to date = $ 139,939,969 5 of 46 Civic Center & Park Project Close Out Accounting June 11, 2013 Page 6 Several items in the above list were purposeful efforts on the City's part to construct a park and civic center that is community- friendly, built to last, and built to save resources in the long run. These include: • The site itself involved a months -long, $8- million excavation project to lower the council chambers, the community room, the city hall and parking structure below a view line that protects the public views of the ocean and harbor from MacArthur Boulevard. This excavation took six months and removed over 21,000 truckloads of dirt from the site. • Early on, the City chose to combine the design team and the construction management firm. The City, CWD and BCJ worked side -by -side as soon as the BCJ concept was selected in 2009. While this increased some soft costs, we believe that it saved money in the long run, by conducting early constructability reviews with the architects and CWD. • The City included a significant stormwater capture program that extends all the way to the side of the Central Library, catching and naturally treating the site's stormwater and urban runoff before it enters the bay and ocean. Given how critical water quality is to the community, this was a vital addition to the project. It added about $2 million to the total project cost. • The City Hall building's design includes energy- efficient features that take advantage of the Newport Beach climate. Features such as the raised -floor system, the operable and automated windows, and the automated blinds, help to reduce energy costs. For example, the raised floor allows us to cool interior air to only 65 degrees Fahrenheit, rather than the typical 55 degrees. The pending LEED Gold certification shows that we are exceeding our initial energy conservation and sustainability targets, and as a result, are likely to have significant utility cost savings in the long run. In fact, the SCE Savings by Design energy modeling shows that we can expect 31 percent savings (approx. $70K/year) over a non -LEED building. Since the majority of our former City Hall was built before energy efficiency requirements (pre - 1978), we expect actual savings to significantly exceed the projected savings. The additional "one time" construction cost to attain LEED Gold certification for our Civic Center was $839,000, after incentives. That additional cost will be paid back through energy savings in less than 13 years and the continued energy savings will result in millions of dollars over the life of the building. For example, the net present value of the savings over the next 50 years will be approximately $2.4 million, assuming the energy savings escalates at 3% per year and all cash flows are discounted at 3 %. • The City added extra checks and balances to our inspection programs. Note that the Contract Materials Testing and Special Inspection line items above account for $1.3 million in cost. This was done given the water intrusion concerns of the site, as well as the amount of steel that the building contains. Expert waterproofing inspection and steel inspection should add significantly to the life of the project. • We decided to outsource plan check and building inspection for this project. This amount, more than $1.4 million, allowed our in -house plan checkers and building 6 of 46 Civic Center & Park Project Close Out Accounting June11,2013 Page 7 inspectors to keep doing residential and commercial projects for our constituents in Newport Beach instead of delaying our customers' projects for this municipal project. • We added an extra layer of insurance protection, knowing that the excavation and sensitive construction of this project could have been problematic. Things generally went quite well and we are thankful for that. However, just in case something went wrong, we used an Owner - Controlled Insurance Program (OCIP), even as the contractor included some level of insurance as well. A reconciliation of contracts would show that we purposefully placed some non - project costs into the overall Civic Center contracts to take advantage of the on -site construction management, inspection, and insurance. The major item here was the approximately $1.5M repair of the Central Library. Following its construction in 1992 -1994, rain water leaked into the north side of the Central Library during significant storm events. As a result of this project and opening the north side of the building to add the second Central Library entrance, we discovered that the 20- year -old clerestory windows were not constructed nor installed correctly. We also found that the stairwell was not built per plan and that the second floor wasn't level in all places. These issues obviously needed to be corrected. This remedial work, including design costs, was added to the Civic Center contract. Other equipment/furnishing expenses and $830,000 in information technology improvements were also included in the Civic Center construction contracts. Each of these expenses related to products and purchases intended for the "old" city hall as a part of routine upgrades to IT (such as a new data center) and equipment/furnishings. Concluding Thoughts As we look back on this important community project, there are, of course, some things we would have done differently. Overall, however, we think that many things ended up being beneficial to the community's significant investment in its Civic Center. Here are some of those items: • The private- sector management model for this public project worked, though it had its challenges. The open -bid process for all of the project's sub - trades — held in December 2010, was competitive and went well. Nearly all of the selected vendors were high - quality, competent vendors. We had real experts with us at BCJ and CWD, and they were successful in navigating the tensions that exist between designers and contractors, as well as in troubleshooting issues the community will never see, yet that saved project resources. • We moved quickly in 2009 and 2010 to get out to bid to take advantage of low labor and low materials costs during the 2008 -2011 recession. That allowed us to save money on subcontractors, plants, excavation, cement, steel, glass, and more. But that speed did put more pressure on the design team's process, resulting in having to catch -up with design refinements. The net financial result, though, was more in our favor than not. 7of46 Civic Center & Park Project Close Out Accounting June 11, 2013 Page 8 • There is great satisfaction in seeing how the community is using the civic center. From visitors to the park (including the canine kind), to people pausing to look at the view from the pedestrian bridge, to customers at the permit counter who no longer have to go to multiple counters to pull a permit, to library patrons who have fully filled in the new study carrels and who no longer have to struggle for parking, the Civic Center is getting exactly the right kind of use — the use for which it was designed. • While we gained significant economies of scale by combining five projects into one (the five being the parks, the Central Library expansion, the parking structure, the City Hall, and the pedestrian bridge), some in the community never fully realized nor embraced that the project had become more than a city hall. This was despite the 45 or more public meetings held on the issue, multiple articles in the news media, and multiple resident newsletters about it. As a result, some in the community remain frustrated with the overall cost, as they think the project only involved a city hall building. We understand that. We appreciate that residents and business people are busy and many do not have the time or interest to follow every turn of civic issues. Our hope is that, over time, community members will utilize and enjoy their civic center and see that this was the right investment in the right project at the right time. 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) (the activity 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: ,&W- he�v(,F. Badum Asst t City Manager Attachment: A. Professional Services Agreement B. Budget Amendment AMENDMENT NO. SEVEN TO PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR NEWPORT BEACH CIVIC CENTER & PARK DEVELOPMENT PLAN PHASE THREE THIS AMENDMENT NO. SEVEN TO PROFESSIONAL SERVICES AGREEMENT ( "Amendment No. Seven ") is made and entered into as of the 11th day of June, 2013, by and between the CITY OF NEWPORT BEACH, a California municipal corporation and charter city ( "City "), and BOHLIN CYWINSKI JACKSON, a Pennsylvania corporation ( "Consultant'), whose address is 49 Geary Street, Suite 300, San Francisco, CA 94108, 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 and Park Project, which consists of architectural and consultant services for the Bidding and Construction Administration (CA) Phases less Mass Excavation CA ( "Project'). B. On June 23, 2011, City and Consultant entered Amendment No. One to the Agreement to increase the scope of work and increase the total compensation ( "Amendment No. One'). C. On August 22, 2011, City and Consultant entered Amendment No. Two to the Agreement to increase the scope of work and increase the total compensation ( "Amendment No. Two "). D. On September 24, 2011, City and Consultant entered Amendment No. Three to the Agreement to increase the scope of work and increase the total compensation ( "Amendment No. Three'). E. On November 22, 2011, City and Consultant entered Amendment No. Four to the Agreement to increase the scope of work, extend the term to March 31, 2013, and increase the total compensation ( "Amendment No. Four'). F. On February 27, 2012, City and Consultant entered Amendment No. Five to the Agreement. to increase the scope of work and increase the total compensation ( "Amendment No. Five "). G. On May 30, 2012, City and Consultant entered Amendment No. Six to the Agreement to increase the scope of work and increase the total compensation ( "Amendment No. Six "). H. City desires to enter into this Amendment No. Seven to increase the scope of work and to increase the total compensation. I. City and Consultant mutually desire to amend this Agreement, as provided below. 9 of 46 NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM Section 1 of the Agreement is amended in its entirety and replaced with the following: "The term of this Agreement shall commence on November 24, 2010, and shall terminate on September 30, 2013, unless terminated earlier as set forth herein." 2. SERVICES TO BE PERFORMED Section 2 and Exhibit A of the Agreement, as previously amended, shall be supplemented to include the additional Services, which are attached hereto as Exhibit A and incorporated herein by reference. Exhibit A of the Agreement, as amended, and Exhibit A of Amendment No. Seven shall collectively be known as "Exhibit A." The City may elect to delete certain tasks of the Services to be performed at its sole discretion. 3. COMPENSATION TO CONSULTANT The introductory paragraph to Section 4 of the Agreement, as previously 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, Exhibit A of this Amendment No. Seven, and the Schedule of Billing Rates contained in Exhibit B of the Agreement. Consultant's compensation for all Work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed Four Million Nine Hundred Ninety Four Thousand Three Hundred Fifty Seven Dollars and 00/100 ($4,994,357.00.00) ( "Total Amended Compensation ") 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." 3.1 The Total Amended Compensation reflects Consultant's additional compensation for additional services to be performed in accordance with this Amendment No. Seven, including all reimbursable items and subconsultant fees, in an amount not to exceed Five Hundred Seventy Nine Thousand Six Hundred Seventy Dollars and No /100 ($579,670.00). 4. 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. [SIGNATURES ON NEXT PAGE] Bohlin Cywinski Jackson Page 210 of46 IN WITNESS WHEREOF, the parties have caused this Amendment No. Seven to be executed on the dates written below. APPROVED AS TO FORM: CITY AT NEY'S OFFICE Date:-- By:V ( m Aaron C. Harp City Attorney (1k ATTEST: Date: in Leilani I. Brown City Clerk CITY OF NEWPORT BEACH, a California municipal corporation Date: Bv: Keith D. Curry Mayor CONSULTANT: BOHLIN CYWINSKI JACKSON, a Pennsylvania corporation Date: By: Gregory R. Mottola Vice President Date: By: William D. Loose Vice President / Treasurer [END OF SIGNATURES] Attachments: Exhibit A — • Additional Services Proposal for Structural Engineering Associated with Changes to the San Miguel Bridge, dated 2/21/12; • Additional Services Re Sign Schedule, dated 2/22/12; • Additional Services Proposal for Structural Engineering Associated with the San Miguel Bridge Elevator Foundation, dated 7/12/12; • Additional Services Structural Engineering associated with exisiting Library New Clerestory Fagade, dated 7/16/12 • Additional Services re City Hall Kiosk, dated 8113/12; • Additional Services Proposal for Alternate Landscape Feature, dated 8/31/12; • Additional Services Proposal for Modifications to San Miguel Bridge, dated 10/16/12; • Additional Services re Library Evacuation Signage, 10/25/12; • Additional Services Proposal for Additional Signage Consultant Scope, dated 10/30/12; • Additional Services Proposal for Library Clerestory Modifications, dated 11/5/12; • Additional Services re Additional Site Visits, dated 12/13/12; • Additional Services Proposal Landscape Architect Site Visits, dated 12/19/12; • Additional Services Proposal Expenses for Architect Site Visits, dated 12/21/12; and • Additional Services Proposal Architectural CA Services, dated 12/21/12 Bohlin Cywinski Jackson Page 3 11 or 46 EXHIBIT A ADDITIONAL SERVICES PROPOSALS Bohlin Cywinski Jackson Page A -1 12.f46 Ow'ef 2085971M ARU P Steve Chaitow Bohlin Cywinski Jackson 49 Geary Street, Suite 300 San Francisco, CA 94105 February 21, 2012 Dear Steve 560 Mission Street Suite 700 San Francisco CA 94105 United States of America t +1 4t5 957 9445 f +1 415 957 9096 j oh n.worley(ydarupxom www.arupxom NBCC &P Project - Additional Service Proposal Structural Engineering Associated with Changes to the San Miguel Bridge This letter provides an additional service fee proposal for Structural Engineering services associated with the changes to the San Miguel Bridge. The addition of cladding of the elevator walls, changes to the elevator wall lengths and heights, changes to grading around the elevator tower, and addition of a stand -alone control room alter the approved structural design and will be documented in a Field Order. The footprint of the elevator tower is unchanged from the approved conformed set drawings for the purpose of this proposal. Scope of `York Structural tasks associated with this work include the following: • Check the adequacy of the current concrete elevator tower structure and foundation system to support increased vertical and lateral load due to the added weight of proposed a cladding system. Complete any redesign that may result from this check. • Check adequacy of the steel beams cantilevered off the concrete elevator tower for increased in cantilever distance due to cladding clearance. Complete any redesign that may result from this check. • Attain approval from the permitting authority. Exclusions The following items are excluded from Structural scope of services covered by this proposal and will be design -build items: • Any revisions to the footprint of the elevator tower. Amp NaM America Ltd 13 of 46 2085971AV February 21, 2012 Page 2 of 2 • Support and attachment of the cladding to the concrete elevator tower. • Design of the control room structure and its concrete foundation. Schedule We can start on this work immediately once we receive approval from the City for the additional service. We anticipate completing the scope of work within five days from receiving approval. Fees Our fee to complete the above scope of work is $3,000. Terms and Conditions We assume that this scope of work will be carried out under the same terms and conditions as our existing work. If you have any questions regarding this proposal please contact me. Yours sincerely John Worley, SE Principal ueaaswxx. NCarenaaco ..uxoaxMimosoFrwirvcowvrwaoau�r wrearv� Fla ICGNFNidIReeMFKGGCO 'FMYSSH<NGE91e 3YV 41CxElBFIOCE.WCX 14 of 46 1524a Cloverfeld Blvd. Santa Monica, CA 90404 T [310] 829 0900 proposal F (3101829 1859 www.phdia.com Date: Februay 22, 2012 To: Bohlin Cywinski Jackson Attn: Steve Chaitow From: Randy Walker Re: Newport Beach Civic Center and Park Page 1 of: 2 Hi Steve, Randy @phdla.com The following services are outlined describing the revisions of the sign schedule, sign location plans /evacuation maps, and sign elevations requiring revised designs. Thanks, Randy Walker 15 of 46 Sign Schedule Revise Room numbers and nomenclature on page 5, 6, and 7. (All page nos. from latest CD Package) Sign Location Plan Revise the sign location plans on page 9 and 10 and revise evacuation plans on page39 and 40 per the new plans from BCJ Architects. Sign Elevations Revise elevations on page 26, 29, 57, 58, and 59. ADDED FEE Fees cover only the specific services and scope of work outlined. Fees do not include fabrication. Fees for travel time and other services will be billed separately based on our hourly rates. Project Manager 10 hrs. @$175 /hr $1,750. Production 33.5 hr. @ $150 1hr. $5,025. Total Fee $6,775. Billing Rate Schedule The following hourly rates will be used for optional or additional meetings and additional services billed on a time and materials basis. Principal $225 Project Manager $175 Designer $150 APPROVED AND AGREED BY: Steven Chaitow, Bohlin Cywinski Jackson Randy Walker for Ph.D Ph.D Proposal: Newport eeaah Civic center - Project Additional Work Februay 22, 2012 Date 10/25/12 Page 2 16 of 46 Our rel 208507/JW Steve Chaitow Bohlin Cywiwki Jackson 49 Geary Street, Suite 300 San Francisco, CA 941,03 Iuly 12, 2012 Dear Steve NBCC &P Project - Additional Service Proposal ARUP 560 Mission Street Suite 700 San Francisco CA 94105 United States of America t +1415 957 9445 r +1 415 957 9096 johD.worley@arup.com www.arup.com Structural Engineering Associated with the San Miguel. Bridge Elevator Foundation N This letter provides an additional service fee proposal for Structural Engineering services associated with the San Miguel Bridge Elevator Foundation Redesign. Changes to geotechnical requirements and unforeseen conditions of electrical high voltage lines led to the need to redesign the elevator foundation so it does not extend beyond the footprint of the elevator walls. These conflicts were documented in CW Driver RFI -1075. The changes and additions will be documented in a Field Order and RFI response. Scope of Work Structural tasks associated with this work include the following: • Review of potential conflicts between the foundation, electrical utilities, sidewalk, shoring wall, etc. • Review and integration of new geotechnical requirements based on the April 19 & 25, 2012 Memorandums & Addendums and skin friction and lateral pressure capacities of the bedrock provided by Leighton. • Redesign of the elevator foundation to accommodate conflicts. • Provide drawings and details in the form of a Field Order and RFI response. • Getting approval from the correct agencies. Arup North America Ltd FOYrvOnIVW PEeE'a1W 19pCF 17 of 46 2085971JW July 12, 2012 Exclusions Page 2 of 2 The following items are excluded from Structural scope of services covered by this proposal. These items will be design -build items and /or items that should be coordinated with the appropriate subcontractors by the general contractor: • Gathering on -site as -built information of the locations of electrical vaults, conduit, sidewalk, etc. • Design of shoring and excavation. Schedule We can start on this work once we receive approval from the City for the additional service and requested geotechnical information. We anticipate completing the scope of work within five days of receiving approval and all requested information. Fees Our fee to complete the above scope of work will be $6,000. Terms and Conditions We assume that this scope of work will be carried out under the same terms and conditions as our existing work. If you have any questions regarding this proposal please contact me. Yours sincerely John Worley, SE Principal 18 of 46 ou"d 208597iJW Steve Chaitow Bohlin Cywinski Jackson 49 Geary Street, Suite 300 San Francisco, CA 94103 July 16, 2012 Dear Steve NBCC &P Project - Additional Service Proposal ARUPI 560 Mission Street Suite 700 San Francisco CA 94105 United States of America t +1415 957 9445 f +l 415 957 9096 john.worley@arup.com www.arupxom Structural Engineering Associated with the Existing Library New Clerestory Facade I IN 61 EWEN ti, E This letter provides an additional service fee proposal for Structural Engineering services associated with the Existing Library New Clerestory Facade. In lieu of reusing the existing Library clerestory windows, it was decided that an entire new facade be designed. The new aesthetic design strategy will lead to changes in the approved structural steel design of supports for clerestory facade and windows. These changes and additions will be documented in a Field Order. Scope of `York Structural tasks associated with this work include the following which will be based on the loads and requirements of the curtain wall and metal stud wall subcontractors: • One day on -site meeting and observation of (E) conditions. • Three shorter meetings with other disciplines and BCJ for coordination. • Redesign of the structural steel supports for the clerestory windows and facade. • Review of the as -built conditions of the (E) Library roof and structural steel for new loads imposed on the structure. • Provide drawings and details in the form of a Field Order. I:sA39W W200`-0]V fROVECTP0A15v I4iRPiICxUOi PROJE4TFlrv.W cNLFllcit>nb� WNiPPCIS. W STS, FEEi�X9 4FEMOPo9}L91N9NE`N L6R�RYCLFAESTORY faGOEOOCR A p North America Ltd 19 of 46 2035971/ ApI113, zo„ Page 2 of t Exclusions The following items are excluded from Structural scope of services covered by this proposal. These items will be design -build items and/or items that should be coordinated with the appropriate subcontractors by the general contractor: • Gathering on -site as -built information about the (E) Library building • Design of the curtain wall, metal stud wall, and waterproofing systems and the resultant loads to the structural components. Schedule Due to the schedule urgency, we have started and are close to completing this scope of work. Fees Our proposed fee to complete the above scope of work is $16,000 and will be billed on a time and materials basis. Terms and Conditions We assume that this scope of work will be carved out under the same terms and conditions as our existing work. If you have any questions regarding this proposal please contact me. Yours sincerely John Worley, SE Principal 2WVOYFNGRO�ELTAOmixi3iRAiIONV9] PRO] ECGGINnnC�LLFILcE�Y ]N� ^ArviiVn(.T9, CO6L9.FEE9�iY REPROPoS�LS� %S++Ety t'iPMflYCLERESYOPYGAf.MEDOC% 20 of 46 Proposal I Ph.D A Design Office www.phdla.com 1102 Olympic Blvd Santa Monica CA 90404 310 452 8200 Date: August 13, 2012 'To: Bohlin Cywinski Jackson Attn: Steve Chaitow From: Randy Walker randy @phdla.com Re: City Hall Kiosk Rear Panel - Project Credit Graphics Page 1 of: 2 Steve, The following services outline the additional design services to design project credit graphics for the Civic Center on the City Hall Information Kiosk. We can piggyback this change with the earlier change request I sent you on February 22, 2012. Thanks, Randy Walker 21 of 46 SCOPE OF WORK PROJECT CREDIT GRAPHICS PHASE I — Schematic Design /Design Development/ 1. Prepare 2 conceptual signage designs of Kiosk back panel for conceptual design review 2. Prepare detailed developed sign designs and graphics elements 3. Prepare construction document of graphic design 4. Prepare sign specifications including materials, colors, and finishes ADDED FEE Fees cover only the specific services and scope of work outlined. Fees do not include fabrication Fees for travel time and other services will be billed separately based on our hourly rates Total Fee: not to exceed $1,500 Billing Rate Schedule The following hourly rates will be used for optional or additional meetings and additional services billed on a time and materials basis. Principal $225 Project Manager $175 Designer $150 Production $125 APPLICABLE SALES TAX Per Regulation 1540, digital files electronically transferred are not subject to California Sales Tax. Previous Terms & Conditions Apply Ph.D Proposal: Newport Beach Civic Center - Civlc Center Project Crcdits 6113112 Page 2 22 of 46 S o Peter Q. Bohlin, FAI.A Bernard J. Cy'rvinski, FAIA(1940 -2011) Jon C. Jackson, FAIR Frank W. Grauman, FAIR, LEED AP William D. Loose, AIA Cornelius J. Reid, III .AIA Karl A. Backus. AIA Gregoy R. Mallets, AIA C. Roxanne Sherbeck, AIA Robert E. Miller, AIA, LEED AP Raymond S. Calabro, AIA 31 August 2012 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 Subject: Alternate Landscape Feature Additional Services Proposal (BCJ Project 08519D x11) Dear Mr. Badum: In the spring of this year it became apparent that the City would not be able to reach a contractual agreement with the artist Patrick Dougherty, who had been budgeted to provide an important point of landscape art. In order to maintain a point of landscape interest in the project, BCJ and PWP proposed a landscape feature at the intersection of two site paths along the boundary between the wetland and the main entry to the Civic Center. After seeing a schematic proposal of the idea, the City agreed that this idea was worth inclusion in the project. This additional services proposal provides design and documentation services for this alternate. Project Scope The scope of this project will consist of PWP's generation, development and documentation of an alternate landscape feature. This alternate will be based on the schematic idea proposed by PWP and approved by the City. The idea features a specimen oak surrounded by a series of boulders of varying sizes, including some large enough to serve as seating. Please see the attached proposal from PWP for additional scope detail. BCJ will manage this process, and coordinate PWP's efforts with CW Driver and the City. Schedule There is no proposed change in schedule based on the scope described in this Additional Service. Architecture Planning Interior Design 49 Geary Street, Suite 300 Wilkes- Barre /Pittsburgh /Philadelphia /Seattle /San Francisco San Francisco, California 94108 -5555 41,5-989-2100/Fax: 415-989-2101 23 of 46 Bohiin CyWinski Jackson 31 August 2012 08519D x 11 Page 2 of 2 Project Fee This proposal is for a time - and - material fee, with a not -to- exceed amount of $9,960 based on the assumptions below: Services BCJ 6 hours Senior Associate $160.00 per hour $960 PWP 14 August 2012 proposal $9,000 Reimbursables BCJ To be billed under base project (08519D) NA PWP To be billed under base project (08519D) NA Total $9,960 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: 24 of 46 PWP LANDSCAPE ARCHITECTURE PETER WALKER, FASLA August 14, 2012 DOUGLAS FINDLAY Steven Chaltow DAVID WALKER Bohlin Cywinski Jackson . ADAM GREENSPAN 49 Geary St., Suite 300 - San Francisco, CA 94108 SANDRA HARRIS schaitow@bcj.com MATTHEW BONHAM CHRIS DIMOND, FASLA Regarding: Proposal for Design Services and Construction Documentation Revisions Related to the Daugherty Sculpture Replacement Newport Beach Civic Center / BCJ901 JULIE CANTER ,MICHAEL DELLIS Dear Steve: CONARD LINDGREEN We request Additional Services related to the replacement of the Daugherty sculpture. These JENNIFER SASSON services include the following: A. Provide Design Resolution services to identify an alternate design and prepare illustrative CARMEN ARROYO drawings. JANET BEAGLE B. Prepare a pricing package describing the scope of the design change and related details. KAZUNARI KOBAYASHI CORNELIA ROPPEL C. Revise the Construction Documents to incorporate the design revisions. DORIS SCHE,VK D Provide construction Field Services to field- select the boulder elements. TAYA SHOUP E. Provide on -site field services during regular site visit to locate and refine the boulder JAY SWA.INTEK locations. STEVE TYCZ We will provide these services on an hourly maximum basis not to exceed $9,000. We Wit invoice for these services on a percent complete basis. Please contact us with any questions or comments. Best Regards, Doug Findlay Copies to: Steve Tycz / PWP Carmen Arroyo / PVVP Z:J,gN3 I1 dccs\pmFa�ssc df sc QC814.doc 739 ALLSTON WAY BERKELEY, CA 94710 T 510.849.9493 F 510.849.9333 41/WvJ.Pb4PLA.00M 25 of 46 rn Bohlin Cywinski Jackson Peter Q. goblin, FAIA Bernard J. Cywinski, FAIA (1940.2011) Jon C. Jackson. FAIA Frank W. Grauman, FAIA, TEED AP William D. Loose, AIA Cornelius J. Reid, III AIA Karl A. Backus, AIA Gregory R. btottola, AtA. — C. Roxanne Sherback, AIA Robert E. Miller, AIA, LEER AP Raymcnd S. Calabro, AIA 16 October 2012 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 Subject: Modifications to San Miguel Bridge Additional Services Proposal (BCJ Project 08519D x12) Dear Mr. Badum: This additional service request addresses changes to the elevator shaft at the San Miguel bridge that were requested by the City in the Construction Administration phase. During the design phase, the City and the design team had agreed that the elevator shaft would be a cast -in -place concrete structure. This is the version that was captured in the construction document set. In the early portion of this year, the Building Committee, upon reflection, began to wonder whether a cast -in -place concrete structure would be the best option for the prominent location the elevator occupies at the corner of Avocado and San Miguel. In addition, concerns began to arise from the City, CW Driver and the design team regarding the quality of concrete work we might expect based on other work seen on the site, further encouraging the City to consider alternates. In response to these concerns, BCJ worked with the City and CW Driver through a series of options. These included the base option of cast -in -place concrete, a patterned concrete option, a 'green screen' option (e.g. a trellis and plantings), a metal -clad option and a stone -clad option. Each of these options was considered for constructability (e.g. technical advisability and schedule impact), durability, cost effectiveness, relationship to the project as a whole, and appeal to the City as an aesthetic choice. After a series of iterations in which BCJ generated design drawings, worked with consultants on technical development, and with the City and CW Driver on cost and schedule implications, BCJ created a presentation that was shown to the Building Committee on the 9t' of May. This presentation included elevations, perspectives, costs and a list of pros and cons for each option. Once the Building Committee provided direction to proceed with the metal -clad option, BCJ then worked with Arup structural on the development and documentation of the selected version. Project Scope The scope of this additional service consists of the design /research, development and documentation of an alternate cladding for the San Miguel elevator shaft. Once an option had been settled on as described above, the Architecture Planning Interior Design 49 Geary Street, Suite 300 Wilkes- Barre /Pittsburgh ,'Philadelphia /Seattle,'San Francisco San Francisco, California 94108 -5855 415- 999 - 2100 /Fax: 415 -989 -2101 26 of 46 Bohlin Cywinski Jackson 16 October 2012 06519D x 12 Page 2 of 3 design team developed the architectural details for the metal panel system itself, the addition of miscellaneous metals to help accommodate the cladding, related waterproofing and flashing, as well as necessary modifications to adjacent construction. Some examples of these modifications include changes to the shrouds around the elevator doors and adjustments to guardrails and door thresholds to accommodate the increased wall thickness. Structurally, Arup worked with BCJ to accommodate the additional loads imposed by the cladding, as well as the increased cantilevered distances introduced with the increased wall thickness. At the same time, Arup provided re- engineering services in response to unforeseen site conditions in order to help maintain project schedule (i.e. the relocation of the conflicting utilities that were not shown as such in any survey information). Please see the attached proposals from Arup for additional scope detail. In addition to BCJ's design and documentation services described within this proposal, BCJ will coordinate Arup's efforts with CW Driver and the City. Schedule BCJ defers to CW Driver on any proposed changes in schedule based on the scope described in this Additional Service. Project Fee This proposal has been generated on an hourly fee basis, with a not -to- exceed amount of $22,675 based on the assumptions below Services BCJ 20 hours Senior Associate 10 hours Staff 1 5 hours Staff II 120 hours Staff III Arup Arup Reimbursables BCJ Arup Total $160.00 per hour $105.00 per hour $85.00 per hour $75.00 per hour 21 February proposal 12 July proposal To be billed under base project (08519D) To be billed under base project (08519D) $3200 $1050 $425 $9000 $3,000 $6,000 NA NA $22,675 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, 27 of 46 Bohlin Cywinski Jackson 16 October 2012 08519D x 12 Page 3 of 3 Greg Mottola, AIA Principal Cc: BCJ Team OWNER: City of Newport Beach Signed: Printed Name: Title: Date: Man Steven Chaitow, AIA Project Manager ARCHITECT: Bohlin Cywinski Jackson Signed: Printed Name: Gregory R. Mottola, AIA Title: Vice President Date: 28 of 46 Proposal I Ph.D A Design Office www.phdla.com 1702 Olympic Blvd Santa Monica CA 5004 310 452 8200 Date: October 25, 2012 To: Bohlin Cywinski Jackson Attn: Steve Chaitow From: Randy Walker randy @phdla.com Re: NBCC- Library Evacuation signage in Existing Library Page 1 of: 2 Steve, The following services outline the additional design services for evacuation maps, location plan revisions, and revisions to the sign schedule for the existing library. Thanks, Randy Walker 29 of 46 SCOPE OF WORK 1. Revise location plans 2. Revise sign schedule 3. Revise evacuation map design ADDED FEE Fees cover only the specific services and scope of work outlined. Fees do not include fabrication Fees for travel time and other services will be billed separately based on our hourly rates Project Manager 6 hrs. @$175 = $1,750. Designer 12 hrs. @$150 = $1,800. Total Fee: not to exceed $2,850. Billing Rate Schedule The following hourly rates will be used for optional or additional meetings and additional services billed on a time and materials basis. Principal $225 Project Manager $175 Designer $150 Production $125 APPLICABLE SALES TAX Per Regulation 1540, digital flies electronically transferred are not subject to California Sales Tax. Previous Terms & Conditions Apply Ph.D Proposal: Newport Beach Civic Center— Civic Center Project Credits 10125/12 Page 2 30 of 46 Bohlin Cywinski Jackson Peter Q. BoMin, FAIA Bernard J. Cyuvinski, FAIA (1340 -2011) Jon C. Jackson, FAIA Frank W. Grauman, FAIA, LEED AP William D. Loose, AIA Cornelius J. Reid, III AIA Karl A. Backus, AIA Gregory R. Module, AIA C. Roxanne Snerback, AIA Robert E. Miller, AIA, LEED AP Raymond S. Calabro, AIA 30 October 2012 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 Subject: Additional Signage Consultant Scope Additional Services Proposal (BCJ Project 08519D x15) Dear Mr. Badum: As you and I discussed in recent months, in the course of the development of the signage package, PhD has provided services beyond those described in their original services proposal. The additional work includes some re -work in response to changes to the floor plans and some additional signage. Project Scope The scope of this additional service includes three separate additional efforts. The first concerns additional work required by PhD in response to the revised plans we sent them that came about through the development of FF +E, e.g. several offices and workstations were shifted. This resulted in the needs to re -import background drawings, change schedules, revised sign elevations and update evacuation maps. The second adds project credit signage to the kiosk in the customer service center. The third replaces several existing evacuation signs in the library. This is in response to the need to accurately show the combined existing floor plan and addition on all evacuation signs in the library, which required work beyond the official extent of work of the library addition. Please see the attached proposal from PhD for additional scope detail. BCJ will help coordinate this additional work with CW Driver and the City. Schedule There is no proposed change in schedule based on the scope described in this Additional Service. Architecture Planning Interior Design 49 Geary Street, Suite 300 44ilkes- Barre / Pittsburgh /Philadelphia /Seattle /San Francisco San Francisco, California 94106 -5555 415- 989 - 2100 /Fax:415- 989 -2101 31 of 46 Bohlin Cywinski Jackson 30 October 2012 08519D x 15 Page 2 of 2 Project Fee This proposal is for a time - and - material fee, with a not -to- exceed amount of $11,125 based on the assumptions below. Services BCJ no charge PhD 16 July proposal $11,125 Reimbursables BCJ To be billed under base project (08519D) NA PhD To be billed under base project (08519D) NA Total $11,125 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, t 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: 32 of 46 Peter Q. Bohlia, FAIR Bernard J. Cysinski, FAIA (1940 -2011) Jon C. Jackson, FAIA Frank W. Grammar., FAIA, LEED AP 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, LEED AP Raymond S. Calabar, AIA 5 November 2012 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 Subject: Library Clerestory Modifications Additional Services Proposal (BCJ Project 08519D x13) Dear Mr. Badum: In the design phase of the library addition, knowing that available drawings of the existing structure might not accurately reflect actual built conditions, CW Driver performed some exploratory demolition at key locations. Based on this information, the City, design team and CW Driver discussed the merits of various levels of reconstructing the north elevation of the existing library above and around the library addition. All parties met at Arup's San Francisco offices in the fall of 2010 to discuss the issue directly and came to the conclusion that removal and replacement of the glass from the existing frames would be a cost - effective and logistically feasible way to re- enclose the library. Earlier this year, when CW Driver began to demolish portions of the north elevation at the existing library, they discovered that the actual installed conditions at and below the clerestory were significantly different than that shown in the existing library constructions drawings. The actual construction was both unusual (i.e. beyond the bounds of anything the team might have logically assumed) and not performing well. Among other unusual approaches, the application of panels of stucco over a curtainwall framing system (along with missing (lashings and sealants) helped explain why the existing library had been having problems with water infiltration since its construction. Given these conditions, the City has made the decision to reconstruct the affected portions of this elevation with systems and details that are more in line with current professional standards. This additional services proposal provides architectural and structural design and design- assist -level documentation services for these modifications. Project Scope The scope of this project will consist of design and construction observation services. The design services include BCJ and Arup Structural researching and presenting alternate waterproofing strategies, as well as working iteratively with the City, CW Driver and the window system subcontractor, AGA, to develop a revised design scheme that will address the actual field conditions of the library's north elevation clerestory and work with their system. These changes will include a new window system, the development of several new details to Architecture Planning Interior Design 49 Geany Street, Suite 300 Wilkes- Barre / Pittsburgh /Philadelphia /Seattle /San Francisco San Francisco, California 94108.5555 415 - 989 - 2100 /Fax: 415 -989 -21.01 33 of 46 Sohlin CyWinski Jackson 5 November 2012 08519D x 13 Page 2 of 3 accommodate new construction as well as integrate with the adjoining existing construction. Since the new system will vary from the existing, BCJ will also revise the layout of the elevations (windows and opaque portions of the wall) and work with Arup on the engineering and new details needed to tie the new system back to the existing structure. Three on -site meetings are assumed, as well as two off -site coordination meetings between BCJ and Arup. Construction observation services will include review of submittals and field observations. It is assumed that these observations can occur during regularly - scheduled site visits for the main project, thereby saving the reimbursable expenses associated with additional site visits. Please see the attached proposal from Arup ._..- Structural for additional scope detail. In addition to the development and documentation of the architectural scope regarding this change, BCJ will manage this process, and coordinate Arup's efforts with CW Driver and the City. Schedule BCJ defers to CW Driver on any proposed changes in schedule based on the scope described in this Additional Service. Project Fee This proposal is for a time - and - material fee, with a not -to- exceed amount of $28,760 based on the assumptions below: Services BCJ 64 hours Senior Associate $160.00 per hour $10,240 24 hours Staff 1 $105.00 per hour $2,520 Arup 16 July proposal $16,000 Reimbursables BCJ To be billed under base project (08519D) NA Arup To be billed under base project (08519D) NA Total $28,760 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. 34 of 46 Bohlin Cywinski Jackson 5 November 2012 08519D x 13 Page 3 of 3 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: 35 of 46 PWP LANDSCAPE ARCHITECTURE PETER WALKER, FASLA DOUGLAS PINDLAY DAVID WALKER ADAM GREENSPAN SANDRA HARRIS CHRIS DIMOND, PASLA JULIE CANTER. CONARD LINDGREN December 13, 2012 Steve Chaitow Bohlin Cywinski Jackson schaitow@bcj.com Regarding: Additional Site Visits Newport Beach City Hall / BCJ901 Dear Steve: JAY SWAWTEK As discussed yesterday, we have outlined this revised request for additional field visits. This request supersedes our letter of August 31, 2012. These additional visits are required so we can observe and participate in the extended landscape construction schedule. MICHAEL DELLIS I The services to be provided for the fees identified below are as follows: COLLIN JONES JENNIFER SASSON 1. PWP will provide 17 additional one -day site visits On addition to those identified within our current contract). PWP will expend those additional site visits through March, 2013. CARMEN ARROYO 2• The subconsultant fees and services will remain as outlined within our original contract. We will continue to invoice against that allowance for PWP and subconsultant services. JANET BEAGLE KAZUNARI KOBAYASHI 3. The construction observation travel and reimbursable expense allowances will remain as currently identified within our contract. We will continue to invoice against these su -JUNG PAR: -. allowances. SANDY REED The proposed professional fees for these additional 17 visits is $69,000. These fees will be CORNEUA ROPPE. invoiced on a time and materials basis each month, plus any subconsultant related fees, DORIS SCHENK project expenses, and travel costs. STEVE T`CZ Please Call with any questions. Best regards, Doug Findlay DF /jb Copies to: Conard Lindgren / PWP Steve Tycz / PWP 739 ALLSTON WAY Carmen Arroyo / PWP Z�BQAWDpccGL OF SC 121213 hw BERKELEY. CA 54710 151 () 849.9494 P 510.846.9333 11V'WIN.PWPLA.CGM 36 of 46 Parer e. Bonin. FAW,, aemard J. Cy.vinski, FAA Jon C. Jackson. FAIR =ra:Ik'v9. (saurian. FAIR, i..EED AP . for dlus.' Reek;. RI AIA. A. eac!(Js,A-`A 3neory R. MkAl ia. AIA k:a - ^ne Shad' ck. AID. Robert E. h!icer.. ALA, !.EED AP Hiiyrn.mOS. CaMbec..AIA. 19 December 2012 Mr. Steve Badum, Public Works Director City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92653 Project: Newport Beach City Hall Newport Beach Project Number xxx BCJ Project 08519D Subject: Additional Landscape Architect Site Visits Additional Services Proposal (BCJ Project 08519D x14) Dear Mr. Badum: When PWP developed their proposal for Construction Administration services, they included a specific number of site visits. As their proposal noted, they based the number on some key assumptions, including that they would be able to review many portions of the project at once while on site. They had included 23 person trips for themselves as well as 10 additional trips for their consultants. In practice the schedule of their site visits has become tighter based on the need to be on site when smaller segments of the overall project require their review. In additional there have been some portions of the landscape scope that did not go as planned, also requiring additional site visits from PWP. Project Scope The scope of this additional service will consist of additional site visits, along with associated field reports. Anticipating a schedule of visits from now through the end of the project, PWP has proposed an additional person visits to the site /nurseries. Please see the attached proposal from PWP for additional scope detail. BCJ will help coordinate these additional site visits with CW Driver and the City. Schedule There is no proposed change in schedule based on the scope described in this Additional Service. Project Fee This proposal is for a time - and - material fee, with a not -to- exceed amount of $69,000 based on the assumptions below. Architecture Planning Interior Design 49 Geary Street, Suite 300 'Ali lkes- Barre /Pittsiourgh /Philadel phi a /Seattle /San Francisco San Francisco, California 94108-5555 415 - 989 - 2100 /Fax: 415 -989 -2101 37 of 46 Bohlin Cywinski Jackson 19 December 2012 08519D x 14 Page 2 of 2 In an effort to economize, this proposal assumes that PWP will be able -to use three of the site visits they had allotted for consultants as their own. It also includes only the cost of the person's time, not the cost of additional reimbursables. BCJ will not be requesting any additional services as part of this proposal. Services BCJ no charge PWP 13 December 2012 proposal $69,000 Reimbursables BCJ To be billed under base project (08519D) NA PWP To be billed under base project (08519D) NA Total $69,000 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: 38 of 46 Bohlin Cywinski Jackson Pater O. R hHn. FAIA �wnard J. Cy:aLi:;kl, FA..A (;940.20 -,1) ,tun;: ,jackson. FAIR Fcan7a:' G:adran, FAIR, LE DA.P i,i; i?T D. Loo. e. AIA .. .. -._ R6id.1 :1AIA Hai A. L +.;ie. AiA (,r gory R. Wtfaa. Ai A R'Ebuk E.P I.m ,AiA, LEE0, AP ru"Ymt n_ Ala 21 December 2012 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 Subject: Additional expenses for Architect Site Visits Additional Services Proposal (BCJ Project 08519D x16) Dear Mr. Badum: As you and I discussed earlier this month, BCJ's construction administration (CA) expenses budget was developed in conjunction with the construction schedule as provided to the team. As I mentioned in our conversation, BCTs CA expenses budget will be exhausted at roughly the end of 2012. In order to accommodate for the schedule extension between then and the end of the project, BCJ is providing this proposal for the expenses that will be incurred. Project Scope Based on the anticipated remaining weeks of the project, we have developed a proposal for the related expenses. While there is an amount for expenses such as printing and mailings, the majority of the total is for project - related travel. The travel- related unit costs have remained as proposed in the base proposal. Please see Exhibit A for additional detail. Schedule This proposed additional service assumes that all travel will complete by the second week of April, 2013. Project Fee This proposal is for reimbursables only, with a not -to- exceed amount of $123,150. Architecture Planning Interior Design 49 Geary Street, Suite 300 Wilkes - Barre /Pittsburgh /Philadel phi a /Seattie /San Francisco San Francisco, California 94108 -5555 415- 989 - 2100 /Fax: 415- 989 -2101 39 of 46 Bohiin Cywinski Jackson 21 Dec 2012 08519D x 16 Page 2 of 2 Services BCJ no charge in this proposal Reimbursables BCJ as an extension of the reimbursables from 08519D $123,150 Total $123,150 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: 40 of 46 Bohlin Cywinski Jackson Stephen G. Badum, P.E. 21 December 2012 08519D x 16 EXHIBIT A Project Name: Project No. Date: NEWPORT BEACH CIVIC CTR+ PARK - CA 08519D x16 12/21/2012 ADDITIONAL REIMBURSABLE EXPENSES ESTIMATE ATTACHMENT (to proposal) Item No. Description Amount/ No. of CA Phase Remarks Person Days / Additional Miles Total BCJ Travel Expenses per 4 -Day Trip 1 Transportation to /from airport in SF $45.00 2 $90.00 2 Cab fare! car. rental $75.00 4 $300.00 3 Food $75.00 4 $300.00 4 Hotel per night $240.00 4 $960.00 5 Plane Fare (see Note 1) $500.00 1 $500.00 Total per person per two day trip $2,150.00 BCJ Travel Expenses per 3 -Day Trip 1 Transportation to /from airport in SF $45.00 2 $90.00 2 Cab fare / car rental $75.00 3 $225.00 3 Food $75.00 3 $225.00 - 4 Hotel per night $240.00 3 $720.00 5 Plane Fare (see Note 1) $500.00 1 $500.00 Total per person per two day trip $1,760.00 BCJ Travel Expenses per 2 -Day Trip 1 Transportation to /from airport in SF $45.00 2 $90.00 2 Cab fare / car rental $75.00 2 $150.00 3 Food $75.00 2 $150.00 4 Hotel per night $240.00 2 $480.00 5 Plane Fare (see Note 1) $500.00 1 $500.00 Total per person per two day trip $1,370.00 BCJ Travel Expenses per 1 -Day Trip 1 Transportation to /from airport in SF $45.00 2 $90.00 2 Cab fare / car rental $75.00 1 $75.00 3 Food $75.00 1 $75.00 4 Hotel per night $240.00 1 $240.00 5 Plane Fare (see Note 1) $500.00 1 $500.0 0 . Total per person per one day trip $980.00 BCJ TRAVEL REIMBURSABLE EXPENSES PER PHASE Bidding -CA PHASES CA 184 -day trips $2,150.00 18 $38,700.00 CA 26 3 -day trips $1,760.00 26 $45,760.00 CA 11 2 -day trips $1,370.00 11 $15,070.00 CA 191 -day trips $980.00 19 $18,620.00 Additional Trips (If Required) People X No. of Trips All Expenses for additional trips would be NIC NIC NIC Additional Services 41 of 46 Bohlin Cywinski Jackson Stephen G. Badum, P.E. 21 December 2012 08519D x 16 EXHIBITA Project Name: Project No. Date: Note 1:Reimbursable expenses include the following: NEWPORT BEACH CIVIC CTR + PARK - CA 08519D x16 12121/2012 ADDITIONAL REIMBURSABLE EXPENSES ESTIMATE - All expenses for telephone /fax, video conferencing, postage, handling, delivery (regular and ATTACHMENT (to proposal) express) between BCJ, BCJ's Consultants, the Owner, the Contractors and others involved in the Item No. Description Amount/ No. of CA Phase Remarks over any fare increases that may occur during the term of this agreement, BCJ will require Person Days / Additional cofimvfV In f Indirnfod ha in Nate 3: If this additional projected amount for BCJ reimbursable expenses is exceeded, (i.e. due to revisions to the quantity of or schedule for BCJ meetings /presentations, changes to costs upon Miles Total dollar amount will be increased based on an updated projection of reimbursable expenses. All BCJ ESTIMATED TOTAL FOR $118,150.00 TRAVEL /LODGING /MEALS (SEE NOTE 2) BCJ TOTAL INITIAL REIMBURSABLE $5,000.00 EXPENSES ESTIMATE FOR REPRODUCTION, PRINTING, TELEPHONE /FAX, MAIL (REGULARAND EXPRESS), PHOTOS /PRINTS PER BCJ PROPOSAL TOTAL DESIGN PROFESSIONAL TEAM $123,150.00 INITIAL REIMBURSABLE EXPENSES ESTIMATE (see Note 3) Upon Receipt of the City of Newport Beach's written authorization to proceed, BCJ will commence this work. END OF EXHIBIT A 42 of 46 Notes: Note 1:Reimbursable expenses include the following: - BCJ transportation, lodging and expenses for all travel between their offices and the job site. - BCJ expenses for all reproduction and printing. - All expenses for telephone /fax, video conferencing, postage, handling, delivery (regular and express) between BCJ, BCJ's Consultants, the Owner, the Contractors and others involved in the project. Note 2: Plane fare costs are estimated based on minimum two week advanced notice to BCJ of all meeting dates and on ticket purchases being non - refundable. In addition, as BCJ has no control over any fare increases that may occur during the term of this agreement, BCJ will require reimbursement for any additional costs that may occur due to future fare increases in excess of the cofimvfV In f Indirnfod ha in Nate 3: If this additional projected amount for BCJ reimbursable expenses is exceeded, (i.e. due to revisions to the quantity of or schedule for BCJ meetings /presentations, changes to costs upon which the initial projections were based, scope of services changes, etc.) this initial not -to- exceed dollar amount will be increased based on an updated projection of reimbursable expenses. All reimbursable expenses will be billed at a multiple of 1.10 times the expenses incurred. Upon Receipt of the City of Newport Beach's written authorization to proceed, BCJ will commence this work. END OF EXHIBIT A 42 of 46 fin Cywinski Jackson Petra! f?. M, FAll" ...._!r. J. Cy. :4rtzki. FA1A ('1 gCn :Cr; 1) Jo,. 0' J8uksrn. F.AIA Frae!a B{. e Qumar. FAIA. !..ES =n AP Came 7., , .i. R&4. N AIA AW% 17. Oultaia. AIA Fi��W"Msa AIA . s>bury 2. Mrie,,. ; >dA., 1, FED ' P Rarr,iu. :d S. Cziab; a. "MA 21 December 2012 Mr. Steve Badum, Assistant City Manager City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 Project: Newport Beach City Hall Newport Beach Project Number xxx BCJ Project 08519D Subject: Additional architectural CA services Additional Services Proposal (BCJ Project 08519D x17) Dear Mr. Badum: Per our recent conversation, BCYs construction administration efforts were developed based on the provided project schedule which was forecast to be complete by the end of this calendar year. As you know, the current forecast if for a mid -April completion. In order to accommodate for the schedule extension between the end of this year and the end of the project, BCJ is providing this proposal for the additional effort that will be required. Project Scope As you and I have discussed, BCJ has been working for the majority of the Construction Administration phase at a monthly loss, i.e. BCJ has not been billing for all hours invested in the project. We have chosen to do this in order to provide a level of service that we feel you as the client deserve, as well as help you get the project that will serve the City well for years to come. In our proposal here, we are requesting an amount that will cover some of our efforts, but not all. We are willing to continue to take monthly losses to help make sure this project has the guidance it needs at this important end phase. As you and I covered, this includes the use of our original 2009 billing rates and staff positions. Please see Exhibit A for additional detail. Schedule This proposed additional service assumes that all construction administration efforts will complete by the second week of April, 2013. Project Fee Architecture {Tanning Interior Design 49 Geary Street, Suite 300 Wilkes - Barre /Pittsburgh/ Philadelphia /Seattle /San Francisco San Francisco, California 94108 -5555 415- 989- 2100lF ax: 415- 989 -2101 43 of 46 .Bohiin vytttlinski Jackson 21 December 2012 08519D x 17 Page 2 of 2 This proposal is for a time - and - material fee, with a not -to- exceed amount of $315,000. Please see Exhibit A for a breakdown of hours. Services BCJ Reimbursables BCJ Total $315,000 no charge in this proposal $315,000 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, el sA IT Greg Mottola, AIA Principal Cc: BCJ Team OWNER: City of Newport Beach Signed: Printed Name: Title: Date: c� Steven Chaitow, AIA Project Manager ARCHITECT: Bohlin Cywinski Jackson Signed: Printed Name: Gregory R. Mottola, AIA Title: Vice President Date: 44 of 46 Hours and Fee for Newport City Hall Project - extended CA Phase City Hall -Bld s Rate $ /hr Hours Architectural Principal 1 $2851 8 Senior Associate $160 465 Associate $125 285 Staff 1 $105 0 Staff 2 $85 1650 Office $75 450 Stephen G. Badum, P.E. 21 December 2012 08519D x17 Extended CAservices ExhibitA/ Page Prkn `Review Libra Addition Site I IPedestrian Bride C Union Fit -out Totals Hours Hours Hours Hours Hours Hours 0 15 0 0 g23 53 23 33 15 6 545 0 285 0 0 593 0 75 1,931 8 594 Architectural Fees $294,713 $3,600 $67,718 $7,200 $7,898 less agreed -to reduction proposed fee: $3,660 $384,788 - $69,788 $315,000 45 of 46 City of Newport Beach NO. BA- 13BA -046 BUDGET AMENDMENT 2012 -13 AMOUNT: $s,8ss,s7o.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 qX from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To increase expenditure appropriations in the amount of $6,856,670 from unappropriated Civic Center fund balance to close out the accounting of the Civic Center and Park Proiect. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Amount Fund Account Description Debit Credit 410 3605 Civic Center Fund - Fund Balance $6,856,670.00 * REVENUE ESTIMATES (3601) Fund /Division Account EXPENDITUREAPPROPR/ATIONS (3603) Description Signed: Wc Signed: Signed: Approval: City Council Approval: City Clerk Automatic $6,277,000.00 $579,670.00 Date �- 5- i3 Date Date 46 of 46 Description Division Number 7410 City Hall Construction Account Number C1002030 Civic Center Construction Division Number 7410 City Hall Construction Account Number C1002009 City Hall New Division Number Account Number Division Number Account Number Division Number Account Number Signed: Wc Signed: Signed: Approval: City Council Approval: City Clerk Automatic $6,277,000.00 $579,670.00 Date �- 5- i3 Date Date 46 of 46