The URL can be used to link to this page

Home My WebLink About09-01-13 City Hall PSA with CW DriverCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. January 13, 2009 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Stephen Badum sbadum(ocity.newport- beach.ca.us 949 - 644 -3311 SUBJECT: CITY HALL AND PARK MASTER PLAN PROJECT - APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH CW DRIVER FOR PROGRAM MANAGEMENT SERVICES RECOMMENDATIONS: Approve a Professional Services Agreement with CW Driver, of Irvine, California, for Pre - Design Phase 1 program management services at a contract price of $233,660 and authorize the Mayor and the City Clerk to execute the Agreement. I06Kfl11*1 Is] .F Pre - Design Phase 1 The level of complexity and importance of the City Hall and Park Project requires dedicated program management and specialized expertise. With the current demands on staff associated with the City's aggressive capital improvement program, it was determined that hiring contract professional services to provide management of the City Hall and Park Project would be the most appropriate action. To that end, staff solicited requests for qualifications (RFQ) from program management firms and received 24 responses. The City staff selection committee reviewed and ranked each RFQ and established a list of seven finalists as follows: Barnhart, Inc, (Heery Intl.), C.W. Driver Gafcon, Inc. Griffin Structures, Inc. Pinnacle One (Arcadis Co.) Traker Development Voit Development The seven finalists were interviewed by the City Building Committee and C.W. Driver was selected as the best qualified firm to provide program management services. City Hall and Park Master Plan — Approval of Professional Services Agreement with C W. Driver January 13, 2009 Page 2 In general, the proposed work scope includes managing all aspects of the project design and construction with special attention to schedule, cost and quality. C.W. Driver will perform as an extension of staff reporting to the Public Works Director. The work performed by C.W. Driver will occur in three phases with only Phase I work being covered by this contract. Phase I — Pre - Design Management Services Phase 1 includes pre- design program management and coordination services through the start of the design phase of the Project. Such services include: • Provide staff support, as required, to the City's Building Committee and City Hall Design Committee, concept development, public outreach, and general communications. • Review, update and confirm with City Staff and the City's Building Committee existing City program information including the most current needs assessment. • Review and understand the existing City Council adopted design guidelines, design parameters, codes, and requirements affecting this project. • Coordinate and manage the activities of the City's design team including geotechnical, traffic, and EIR, and other related consultants. • Assist the City in developing a Program Budget including all project cost such as usual and customary consultant /permit/fees soft cost, building construction, onsite and offsite mitigation cost, other indirect cost, outfitting with furniture and equipment, moving cost, financing cost, and any other cost that can be anticipated to be incurred in a public project of this scope and function. Phase II - Design Management Services Phase II involves pre- construction management and administration services, including design management and coordination services for the project from conceptual design, schematic design, design development, and the production of construction documents through the issuance of a building permit. The Program Manager (PM) and its team will review and coordinate all design work on behalf of the City. Work scope in this phase includes: • Coordinate and manage the City's design team in its delivery of Architectural and Engineering (A &E) services, including all required specialty consultants such as geotechnical, traffic, noise and civil engineering design with special emphasis placed on the following activities: C, Addressing functional needs for the City Hall, Park and Parking Facility as defined in the City's project program. • Addressing the neighborhood context. • Coordinate all aspects of on -site improvements, all required off -site improvements, all on -site and off -site utilities, and any other applicable improvements. • Addressing the principles of sustainability during the design process as may be directed by the City. • Incorporation of depletable resource conservation, LEED, and operational efficiencies as requested by the City. City Hall and Park Master Plan — Approval of Professional Services Agreement with C W. Driver January 13, 2009 Page 3 o Addressing the importance of design, drawing and specification all complying with applicable local and State codes and design standards. • Coordinate the City's CEQA compliance and environmental approval process, and integrate into the project. • Develop budgets and or cost estimates at each phase of the design process and recommend design modifications as necessary utilizing Value Engineering principles to seek to keep at or below the construction budget established for the Project. • Provide periodic design and constructability reviews. • Provide construction logistic studies including evaluating potential locations for construction trailers, layout area, material storage, construction staff parking and other required areas to facilitate construction within the Project site and identification of additional off -site locations if required. • Develop and maintain overall Project schedules and manage the Project to ensure that timeframes for deliverables and processes prior to construction are met. • Provide a quality check on the final construction document and specifications. • Manage appropriate furniture, fixture and equipment bidding /procurement and installation. • Prepare a Storm Water Pollution Prevention Plan (SWPPP), file a Notice of Intent (NOI) with the State Water Resources Control Board, and secure a Waste Discharger Identification (WDID) number. • Assure incorporation (and respond to) all Building Official and other permitting agency comments as appropriate, and facilitate the permitting process. • Secure City issued building permits and all other jurisdictional permits required to construct the Project. Phase III — Construction Management Services Phase III includes comprehensive Construction Management services during construction and post- construction phases of the project including the installation of furnishings, fixtures, and equipment (FF &E) and coordination of move -in. Work scope in this phase includes: • Managing the public bidding and award process in full compliance with the Calif. Public Contract Code. Providing full and complete construction administration, coordination and construction observation services during and following construction, including but not limited to the following: :• Onsite administration and management ❖ Coordination of all Project consultants under direct contract to the City ❖ Project and construction cost management ❖ Quality assurance, inspection, and quality control ❖ Coordinate with the City's Building Inspectors Dispute resolution Submittal coordination ❖ Management of Requests for Information (RFI) ❖ Change order review and negotiations City Hall and Park Master Plan — Approval of Professional Services Agreement with C W. Driver January 13, 2009 Page 4 Manage construction materials testing, and specialty inspection services ❖ Provide schedule analysis and continuous updates ❖ Manage project close -out, including assuring the A &E team provides complete record (As- Built) drawings ❖ Construction punch -list management and completion Manage substantial and final completion processes, and project acceptance. Compile program warranties Deliver operations and maintenance manuals Coordinate the installation of FF &E and move in activities •:• Manage final payment and project closeout for all consultants and contractors under direct contract with the City ❖ Coordinate warranty work for a period of up to one year At this time, Staff recommends the proposed contract include only Pre - Design Phase I. Upon successful completion of Phase I, staff will negotiate an amendment to this contract to continue with Phase ll, Design Management Services, of the project. Prior to the beginning of Phase III, Construction Management Services, with the goal of determining the most economically and efficient way to proceed with the construction of the Project addressing Project budget, schedule and control, the City and the PM will determine whether the construction of the Project shall be contracted under a Construction Management at Risk or General Contractor Agreement. The PM agreement will therefore by augmented or adjusted accordingly to incorporate the agreed upon method of construction. The proposed fee for program management services for Phase I, Pre - Design /Concept, is $223,600 with a $10,000 allowance for reimbursables for a total cost not to exceed $233,600 on a time and materials basis per the attached proposal and hourly rates. Environmental Review: Architectural and Engineering services are not projects as defined in the California Environmental Quality Act (CEQA) Implementing Guidelines. Staff is currently conducting a selection process to retain and EIR consultant who will prepare environmental documentation for the project. Funding Availability: There are sufficient funds available in the following account: Account Description Account Number Amount City Hall and Park Design 7410- C1002009 $ 233,660 $ 233,660 Submitted by: Stephen G. Badum Public Works Director Attachment: PSA with CW Driver