HomeMy WebLinkAbout09-01-13 City Hall _ Park Master Plan Project - Architectural DesignCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Supplemental Agenda Item No. 33
January 13, 2009
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Stephen Badum
sbad um(o)citv.newi)ort- beach.ca. us
949 - 644 -3311
SUBJECT: CITY HALL AND PARK MASTER PLAN PROJECT - APPROVAL OF
PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI
JACKSON FOR ARCHITECTURAL DESIGN SERVICES
RECOMMENDATIONS:
Approve a Professional Services Agreement with Bohlin Cywinski Jackson, of San
Francisco, California, for Pre- Design Phase architectural design services at a not to
exceed price of $647,675 and authorize the Mayor and City Clerk to execute the
Agreement.
DISCUSSION:
On November 25, 2008, City Council selected Bohlin Cywinski Jackson (BCJ) as the
architect for the City Hall and Park Master plan Project. City Staff have met with BCJ
and negotiated a work scope and fees for the Pre - Design Phase of the project. In
general, the work scope includes revising and refining the conceptual plans per the
recommendations of City Council and the City Hall Design Committee. The work scope
will also include:
• Research existing conditions
• Review and validation of the Needs Assessment
• Incorporating project refinements as proposed by City Council, City Council
Building committee, and City Hall Design Committee
• Confirm and develop site program for the park
• Review sustainability and LEED goals
• Prepare conceptual Grading Plan
• Collaborate with the City's EIR consultants
• Prepare updated conceptual plan including plans, sections, elevations,
renderings, digital fly- through , and updated conceptual cost estimates.
The project schedule anticipates weekly coordination meetings with staff and the City
Council Building Committee. There will be opportunities for public participation at the
Design Committee meetings to be held on February 25 and March 25, 2009. A public
City Hall and Park Master Plan — Approval of Professional Services Agreement with Bohlin Cywinski Jackson.
January 13, 2009
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hearing and City Council consideration of the final conceptual plan is scheduled on the
regular City Council meeting for April 14, 2009. A more detailed work scope and
tentative schedule is included in Exhibit B within the attached Professional Services
Agreement (PSA).
The proposed fee for the Pre - Design services including listed subconsultants is
$569,247 plus anticipated reimbursable expenditures of $78,428 for a total 'not to
exceed' cost of $647,675. The work scope is itemized and billing will be per the
approved billing rates as shown in Exhibit C of the attached PSA. For fee estimation
purposes, the proposal includes City Hall and Park site plans, elevations, sections, two
renderings, digital fly- through (two paths), and updated conceptual cost estimates. The
cost of an optional architectural presentation model, $45,132, is not included in the
proposed scope. If Council or the committee desires additional rendering, exhibits, or
the construction of a model, an amendment to this contract will be necessary.
Upon successful completion of the Pre - Design Phase, staff will negotiate an
amendment to this contract to continue the Schematic and Design Development stages
of the project.
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 an 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 $ 647,675
Submitted by:
Director
$ 647,675
Attachment: PSA with BCJ, including work scope, schedule and fee exhibits
PROFESSIONAL SERVICES AGREEMENT WITH
BOHLIN CYWINSKI JACKSON
FOR CITY OF NEWPORT BEACH CITY HALL AND PARK PROJECT
THIS AGREEMENT is made and entered into as of this 13th day of January, 2009, by
and between the CITY OF NEWPORT BEACH, a Municipal Corporation and charter
city ( "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. City is a municipal corporation duly organized and validly existing under the laws
of the State of California with the power to carry on its business as it is now being
conducted under the statutes of the State of California and the Charter of City.
B. City is planning to have design and construction documents developed for a New
City Hall and park project to be located at the vacant 12 -acre site north of the
Newport Beach Central Library on Avocado Avenue that will integrate the New
City Hall building and park with the existing library facility ( "Project ").
C. Both City and Consultant recognize that the Project is complex and will need to
be completed in phases so that the City Council, committee members and the
public will have input regarding the design and eventual construction of the
Project. At this time, City desires to engage Consultant to provide professional
services for the first phase of the Project which consists of the conceptual design
phase for the Project. Both the City and Consultant recognize that this
Agreement will need to be amended for additional phases of the Project which
includes, but is not limited to, the preparation of schematic design, design
development, a biddable set of construction documents, and support during the
bidding and construction phases of the Project.
D. Consultant possesses the skill, experience, ability, background, certification and
knowledge to provide the services described in this Agreement.
E. The principal member[s] of Consultant for purposes of the Project, shall be
Gregory R. Mottola, Vice President.
F. City has solicited and received a proposal from Consultant, has reviewed the
previous experience and evaluated the expertise of Consultant, and desires to
retain Consultant to render professional services under the terms and conditions
set forth in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. TERM
The term of this Agreement shall commence on the above written date, and shall
terminate on the 31st day of May, 2009, unless terminated earlier as set forth
herein.
2. SERVICES TO BE PERFORMED
Consultant shall diligently perform all the services described in the Scope of
Services 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.
3. TIME OF PERFORMANCE
Time is of the essence in the performance of services under this Agreement and
Consultant shall perform the services in a diligent and timely manner in strict
accordance with the schedule for the Project attached hereto as Exhibit B. The
failure by Consultant to strictly adhere to the schedule may result in termination
of this Agreement by City.
Notwithstanding the foregoing, Consultant shall not be responsible for delays due
to causes beyond Consultant's reasonable control. However, in the case of any
such delay in the services to be provided for the Project, each parry hereby
agrees to provide notice to the other party so that all delays can be addressed.
3.1 City agrees that if it becomes aware of any action by the City or its staff
that City believes will affect the Consultant's schedule, the City will
promptly notify Consultant and will extend Consultant's schedule by the
amount of time attributable to any City caused delay.
3.2 If Consultant becomes aware of any delay that Consultant contends is
caused for any reason beyond Consultant's control, Consultant shall
submit all requests for extensions of time for performance in writing to the
Project Administrator not later than ten (10) calendar days after the start of
the condition that purportedly causes a delay. The Project Administrator
shall review all such requests and may grant reasonable time extensions
for unforeseeable delays that are beyond Consultant's control.
3.3 For all time periods not specifically set forth herein, Consultant shall
respond in the most expedient and appropriate manner under the
circumstances, by either telephone, fax, hand - delivery or mail.
4. COMPENSATION TO CONSULTANT
City shall pay Consultant for the services on a time and expense not -to- exceed
basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached hereto as Exhibit C and incorporated herein by reference.
Consultant's compensation for all work performed in accordance with this
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Agreement, including all reimbursable items and subconsultant fees, shall not
exceed Six Hundred Forty Seven Thousand Six Hundred Seventy Five
Dollars and 25/100 ($647,675.25) 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.
4.1 Consultant shall submit monthly invoices to City describing the work
performed the preceding month. Consultant's bills shall include the name
of the person who performed the work, a brief description of the services
performed and /or the specific task in the Scope of Services to which it
relates, the date the services were performed, the number of hours spent
on all work billed on an hourly basis, and a description of any
reimbursable expenditures. City shall pay Consultant no later than thirty
(30) days after approval of the monthly invoice by City staff.
4.2 City shall reimburse Consultant only for those costs or expenses
specifically approved in this Agreement, or specifically approved in writing
in advance by City. Unless otherwise approved, such costs shall be
limited and include nothing more than the following costs incurred by
Consultant:
A. The actual costs of subconsultants for performance of any of the
services that Consultant agrees to render pursuant to this
Agreement, which have been approved in advance by City and
awarded in accordance with this Agreement.
B. Approved reproduction charges.
C. Actual costs and/or other costs and /or payments specifically
authorized in advance in writing and incurred by Consultant in the
performance of this Agreement.
4.3 Consultant shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra
Work" means any work that is determined by City to be necessary for the
proper completion of the Project, but which is not included within the
Scope of Services and which the parties did not reasonably anticipate
would be necessary at the execution of this Agreement. Compensation
for any authorized Extra Work shall be paid in accordance with the
Schedule of Billing Rates as set forth in Exhibit C.
5. PROJECT MANAGER
Consultant shall designate a Project Manager, who shall coordinate all phases of
the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Consultant has designated Steven D.
Chaitow to be its Project Manager. Consultant shall not remove or reassign the
Project-Manager or any personnel listed herein or in Exhibit A or assign any new
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or replacement personnel to the Project without the prior written consent of City.
City's approval shall not be unreasonably withheld with respect to the removal or
assignment of non -key personnel.
Consultant, at the sole discretion of City, shall remove from the Project any of its
personnel assigned to the performance of services upon written request of City.
Consultant warrants that it will continuously furnish the necessary personnel to
complete the Project on a timely basis as contemplated by this Agreement.
6. ADMINISTRATION
This Agreement will be administered by the City Manager's Office and Public
Works Department. David Kiff and /or Steve Badum shall be the Project
Administrators and shall have the authority to act for City under this Agreement.
The Project Administrators shall represent City in all matters pertaining to the
services to be rendered pursuant to this Agreement.
7. CITY'S RESPONSIBILITIES
In order to assist Consultant in the execution of its responsibilities under this
Agreement, City agrees to, where applicable:
A. Provide access to, and upon request of Consultant, one copy of all
existing relevant information on file at City. City will provide all such
materials in a timely manner so as not to cause delays in Consultant's
work schedule.
B. Provide blueprinting and other services through City's reproduction
company for bid documents. Consultant will be required to coordinate the
required bid documents with City's reproduction company. All other
reproduction will be the responsibility of Consultant and as defined above.
C. Provide usable life of facilities criteria and information with regards to new
facilities or facilities to be rehabilitated.
8. STANDARD OF CARE
8.1 All of the services shall be performed by Consultant or under Consultant's
supervision. Consultant represents that it possesses the professional and
technical personnel required to perform the services required by this
Agreement, and that it will perform all services in a manner consistent with
that degree of care and skill ordinarily exercised by members of the same
profession currently practicing under similar circumstances at the same
time and in the same or similar locality. All services shall be performed by
qualified and experienced personnel who are not employed by City, nor
have any contractual relationship with City. By delivery of completed
work, Consultant certifies that the work conforms to the requirements of
this Agreement and all applicable federal, state and local laws and the
professional standard of care as of the date the work is completed.
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8.2 Consultant represents and warrants to City that it has, shall obtain, and
shall keep in full force in effect during the term hereof, at its sole cost and
expense, all licenses, permits, qualifications, insurance and approvals of
whatsoever nature that is legally required of Consultant to practice its
profession. Consultant shall maintain a City of Newport Beach business
license during the term of this Agreement.
8.3 Consultant shall not be responsible for delay, nor shall Consultant be
responsible for damages or be in default or deemed to be in default by
reason of strikes, lockouts, accidents, or acts of God, or the failure of City
to furnish timely information or to approve or disapprove Consultant's work
promptly, or delay or faulty performance by City, contractors, or
governmental agencies.
9. HOLD HARMLESS
To the fullest extent permitted by law, Consultant shall indemnify, defend and
hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers and employees (collectively, the "Indemnified Parties) from and
against any and all claims (including, without limitation, claims for bodily injury,
death or damage to property), demands, obligations, damages, actions, causes
of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses
(including, without limitation, attorney's fees, disbursements and court costs) of
every kind and nature whatsoever (individually, a Claim; collectively, "Claims "),
which may arise from or in any manner relate (directly or indirectly) to the
negligence, recklessness, or willful misconduct of the Consultant or its principals,
officers, agents, employees, vendors, suppliers, consultants, subcontractors,
anyone employed directly or indirectly by any of them or for whose acts they may
be liable or any or all of them.
Notwithstanding the foregoing, nothing herein shall be construed to require
Consultant to indemnify the Indemnified Parties from any Claim arising from the
sole negligence, active negligence or willful misconduct of the Indemnified
Parties. Nothing in this indemnity shall be construed as authorizing any award of
attorney's fees in any action on or to enforce the terms of this Agreement. This
indemnity shall apply to all claims and liability regardless of whether any
insurance policies are applicable. The policy limits do not act as a limitation upon
the amount of indemnification to be provided by the Consultant.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Consultant on an independent contractor basis
and Consultant is not an agent or employee of City. The manner and means of
conducting the work are under the control of Consultant, except to the extent
they are limited by statute, rule or regulation and the expressed terms of this
Agreement. Nothing in this Agreement shall be deemed to constitute approval
for Consultant or any of Consultant's employees or agents, to be the agents or
employees of City. Consultant shall have the responsibility for and control over
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the means of performing the work, provided that Consultant is in compliance with
the terms of this Agreement. Anything in this Agreement that may appear to give
City the right to direct Consultant as to the details of the performance or to
exercise a measure of control over Consultant shall mean only that Consultant
shall follow the desires of City with respect to the results of the services.
11. COOPERATION
Consultant agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or
interest in the work to be performed. City agrees to cooperate with the
Consultant on the Project.
12. CITY POLICY
Consultant shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points
in order to ensure the Project proceeds in a manner consistent with City goals
and policies.
13. PROGRESS
Consultant is responsible for keeping the Project Administrator and /or his/her
duly authorized designee informed on a regular basis regarding the status and
progress of the Project, activities performed and planned, and any meetings that
have been scheduled or are desired.
14. INSURANCE
Without limiting Consultant's indemnification of City, and prior to commencement
of work Consultant shall obtain, provide and maintain at its own expense during
the term of this Agreement, a policy or policies of liability insurance of the type
and amounts described below and in a form satisfactory to City.
A. Certificates of Insurance. Consultant shall provide certificates of
insurance with original endorsements to City as evidence of the insurance
coverage required herein. Insurance certificates must be approved by
City's Risk Manager prior to commencement of performance or issuance
of any permit. Current certification of insurance shall be kept on file with
City at all times during the term of this Agreement.
B. Signature. A person authorized by the insurer to bind coverage on its
behalf shall sign certification of all required policies.
C. Acceptable Insurers. All insurance policies shall be issued by an
insurance company currently authorized by the Insurance Commissioner
to transact business of insurance in the State of California, with an
assigned policyholders' Rating of A (or higher) and Financial Size
Category Class VII (or larger) -in- accordance with the latest edition of
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Best's Key Rating Guide, unless otherwise approved by the City's Risk
Manager.
D. Coverage Requirements.
Workers' Compensation Coverage. Consultant shall maintain
Workers' Compensation Insurance and Employer's Liability
Insurance for his or her employees in accordance with the laws of
the State of California. In addition, Consultant shall require each
subcontractor to similarly maintain Workers' Compensation
Insurance and Employer's Liability Insurance in accordance with
the laws of the State of California for all of the subcontractor's
employees. Any notice of cancellation or non - renewal of all
Workers' Compensation policies must be received by City at least
thirty (30) calendar days (10 calendar days written notice of non-
payment of premium) prior to such change. The insurer shall agree
to waive all rights of subrogation against City, its officers, agents,
employees and volunteers for losses arising from work performed
by Consultant for City.
ii. General Liability Coveraae. Consultant shall maintain commercial
general liability insurance in an amount not less than two million
dollars ($2,000,000) per occurrence for bodily injury, personal
injury, and property damage, including without limitation,
contractual liability. If commercial general liability insurance or
other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to the work to be performed
under this Agreement, or the general aggregate limit shall be at
least twice the required occurrence limit.
iii. Automobile Liability Coverage. Consultant shall maintain
automobile insurance covering bodily injury and property damage
for all activities of the Consultant arising out of or in connection with
work to be performed under this Agreement, including coverage for
any owned, hired, non -owned or rented vehicles, in an amount not
less than two million dollars ($2,000,000) combined single limit for
each occurrence.
iv. Professional Errors and Omissions Insurance. Consultant shall
maintain professional errors and omissions insurance, which covers
the services to be performed in connection with this Agreement in
the minimum amount of five million dollars ($5,000,000).
E. Endorsements. Each general liability and automobile liability insurance
policy shall be endorsed with the following specific language:
i. The City, its elected or appointed officers, officials, employees,
agents and volunteers are to be covered as additional insureds with
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respect to liability arising out of work performed by or on behalf of
the Consultant.
ii. This policy shall be considered primary insurance as respects to
City, its elected or appointed officers, officials, employees, agents
and volunteers as respects to all claims, losses, or liability arising
directly or indirectly from the Consultant's operations or services
provided to City. Any insurance maintained by City, including any
self- insured retention City may have, shall be considered excess
insurance only and not contributory with the insurance provided
hereunder.
iii. This insurance shall act for each insured and additional insured as
though a separate policy had been written for each, except with
respect to the limits of liability of the insuring company.
iv. The insurer waives all rights of subrogation against City, its elected
or appointed officers, officials, employees, agents and volunteers.
V. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to City, its elected or appointed
officers, officials, employees, agents or volunteers.
vi. The insurance provided by this policy shall not be suspended,
voided, canceled, or reduced in coverage or in limits, by either party
except after thirty (30) calendar days (10 calendar days written
notice of non - payment of premium) written notice has been
received by City.
F. Timely Notice of Claims. Consultant shall give City prompt and timely
notice of claim made or suit instituted arising out of or resulting from
Consultant's performance under this Agreement.
G. Additional Insurance. Consultant shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of
the work.
15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following
shall be construed as an assignment: The sale, assignment, transfer or other
disposition of any of the issued and outstanding capital stock of Consultant, or of
the interest of any general partner or joint venturer or syndicate member or
cotenant if Consultant is a partnership or joint - venture or syndicate or cotenancy,
which shall result in changing the control of Consultant. Control means fifty
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percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more
of the assets of the corporation, partnership or joint- venture.
16. SUBCONTRACTING
City and Consultant agree that subconsultants may be used to complete the work
outlined in the Scope of Services. The subconsultants authorized by City to
perform work on this Project are identified in Exhibit A. Consultant shall be fully
responsible to City for all acts and omissions of the subcontractor. Nothing in
this Agreement shall create any contractual relationship between City and
subcontractor nor shall it create any obligation on the part of City to pay or to see
to the payment of any monies due to any such subcontractor other than as
otherwise required by law. The City is an intended beneficiary of any work
performed by the subcontractor for purposes of establishing a duty of care
between the subcontractor and the City. Except as specifically authorized
herein, the services to be provided under this Agreement shall not be otherwise
assigned, transferred, contracted or subcontracted out without the prior written
approval of City.
17. OWNERSHIP OF DOCUMENTS
Each and every report, draft, map, record, plan, document and other writing
produced (hereinafter "Documents "), prepared or caused to be prepared by
Consultant, its officers, employees, agents and subcontractors, in the course of
implementing this Agreement, shall become the exclusive property of City, and
City shall have the sole right to use such materials in its discretion for the Project
without further compensation to Consultant or any other party. Consultant shall,
at Consultant's expense, provide such Documents to City upon prior written
request.
Documents, including drawings and specifications, prepared by Consultant
pursuant to this Agreement are not intended or represented to be suitable for
reuse by City or others on any other project besides the Project or
additions /modifications thereto. The parties agree that the Documents will only
be used by City or others for the Project (or additions /modifications thereto)
unless specific written authorization is obtained from Consultant. Any use of
incomplete Documents without specific written authorization from Consultant will
be at City's sole risk and without liability to Consultant. Further, any and all
liability arising out of changes made to Consultant's deliverables under this
Agreement by City or persons other than Consultant is waived against
Consultant and City assumes full responsibility for such changes unless City has
given Consultant prior notice and has received from Consultant written consent
for such changes.
All improvement and/or construction plans shall be prepared with indelible
waterproof ink or electrostaticly plotted on standard 30 -inch by 42 -inch Mylar with
a minimum thickness of three mils. Consultant shall provide to City 'As- Built'
drawings, and a copy of digital ACAD and tiff /pdf image files of all final sheets
within ninety (90) days -after finalization of the Project. for more - -detailed
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requirements, a copy of the City of Newport Beach Standard Design
Requirements is available from the City's Public Works Department.
18. COMPUTER DELIVERABLES
CADD data delivered to City shall include the professional stamp of the engineer
or architect in charge of or responsible for the work. City agrees that Consultant
shall not be liable for claims, liabilities or losses arising out of, or connected with
(a) the modification or misuse by City, or anyone authorized by City, of CADD
data; (b) the decline of accuracy or readability of CADD data due to inappropriate
storage conditions or duration; or (c) any use by City, or anyone authorized by
City, of CADD data for additions /modifications to this Project, or for the
completion of this Project by others, excepting only such use as is authorized, in
writing, by Consultant. By acceptance of CADD data, City agrees to indemnify
Consultant for damages and liability resulting from the modification or misuse of
such CADD data. All original drawings shall be submitted to City in the version of
AutoCAD used by CITY in ".dwg" file format on a CD, and should comply with the
City's digital submission requirements for Improvement Plans. The City will
provide AutoCAD file of City Title Sheets. All written documents shall be
transmitted to City in the City's latest adopted version of Microsoft Word and
Excel. Electronic files furnished to City shall be subject to an acceptance period
of one hundred and eighty (180) calendar days during which the City agrees to
perform appropriate acceptance tests. The party furnishing the electronic file to
the City shall correct any discrepancies or errors detected and reported within the
acceptance period. After the acceptance period the electronic files shall be
deemed to be accepted and Consultant shall not have any obligation to correct
errors or maintain electronic files.
19. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the services in this Agreement, shall be kept
confidential unless City authorizes in writing the release of information. This
provision shall not apply to information in whatever form that is in the public
domain or if disclosure is reasonably necessary for the Consultant to defend itself
from any legal action or claim. In the event that Consultant receives an order or
demand from documents issued by a court, administrative agency or other
legitimate authority, the Consultant shall immediately notify the City and the City
shall have the option of challenging the order or demand for production of
documents. If the City elects to challenge an order or demand from documents
issued by a court, administrative agency or other legitimate authority, Consultant
shall fully cooperate with City in any legal challenge the City may bring to the
order or demand for production of documents and shall not produce said
Documents unless the City's legal challenge to the order or demand is found to
be without merit.
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20. OPINION OF COST
Any opinion of the construction cost prepared by Consultant represents his/her
judgment as a design professional and is supplied for the general guidance of
City. Since Consultant has no control over the cost of labor and material, or over
competitive bidding or market conditions, Consultant does not guarantee the
accuracy of such opinions as compared to contractor bids or actual cost to City.
21. INTELLECTUAL PROPERTY INDEMNITY
The Consultant shall defend and indemnify City, its agents, officers,
representatives and employees against any and all liability, including costs, for
infringement of any United States' letters patent, trademark, or copyright
infringement, including costs, contained in Consultant's drawings and
specifications provided under this Agreement.
22. RECORDS
Consultant shall keep records and invoices in connection with the work to be
performed under this Agreement. Consultant shall maintain complete and
accurate records with respect to the costs incurred under this Agreement and
any services, expenditures and disbursements charged to City, for a minimum
period of three (3) years, or for any longer period required by law, from the date
of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of
City to examine, audit and make transcripts or copies of such records and
invoices during regular business hours. Consultant shall allow inspection of all
work, data, Documents, proceedings and activities related to the Agreement for a
period of three (3) years from the date of final payment to Consultant under this
Agreement.
23. WITHHOLDINGS
City may withhold payment to Consultant of any disputed sums until satisfaction
of the dispute with respect to such payment. Such withholding shall not be
deemed to constitute a failure to pay according to the terms of this Agreement.
Consultant shall not discontinue work as a result of such withholding. Consultant
shall have an immediate right to appeal to the City Manager or his/her designee
with respect to such disputed sums. Consultant shall be entitled to receive
interest on any withheld sums at the rate of return that City earned on its
investments during the time period, from the date of withholding of any amounts
found to have been improperly withheld.
24. ERRORS AND OMISSIONS
In the event of errors or omissions that are due to the negligence of Consultant
which results in costs, expenses, or damages to City greater than what would
have resulted. if there were not errors or omissions in Consultant's work on the
...... Project, Consultant shall be liable for all costs,-expenses and /or damages that
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exceed the costs and expenses which would have been borne by the City but for
the errors and omissions of the Consultant including, but not limited to, additional
design, construction, construction management, delay and /or restoration
expense. The determination of negligence shall be subject to the Standard of
Care as set forth in Section 8. Nothing in this paragraph is intended to limit City's
rights under the law or any other sections of this Agreement.
25. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS
City reserves the right to employ other Consultants in connection with the
Project.
26. CONFLICTS OF INTEREST
The Consultant or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act "), which (1) requires such
persons to disclose any financial interest that may foreseeably be materially
affected by the work performed under this Agreement, and (2) prohibits such
persons from making, or participating in making, decisions that will foreseeably
financially affect such interest.
If subject to the Act, Consultant shall conform to all requirements of the Act.
Failure to do so constitutes a material breach and is grounds for immediate
termination of this Agreement by City. Consultant shall indemnify and hold
harmless City for any and all claims for damages resulting from Consultant's
violation of this Section.
27. NOTICES
All notices, demands, requests or approvals to be given under the terms of this
Agreement shall be given in writing, and conclusively shall be deemed served
when delivered personally, by certified mail, express mail or facsimile, in each
case during regular business hours, or on the third business day after the deposit
thereof in the United States mail, postage prepaid, first -class mail, addressed as
hereinafter provided. All notices, demands, requests or approvals from
Consultant to City shall be addressed to City at:
Attn: Steve Badum
Public Works Department
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA, 92663
Phone: 949 -644 -3311
Fax: 949 - 644 -3318
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All notices, demands, requests or approvals from CITY to Consultant shall be
addressed to Consultant at:
Attention: Steven D. Chaitow
Bohlin Cywinski Jackson
49 Geary Street, Suite 300
San Francisco, CA 94108
Phone: 415- 989 -2100
Fax: 415- 989 -2101
28. TERMINATION AND DISPUTE RESOLUTION
28.1 TERMINATION
In the event that either party fails or refuses to perform any of the
provisions of this Agreement at the time and in the manner required, that
party shall be deemed in default in the performance of this Agreement. If
such default is not cured within a period of two (2) calendar days, or if
more than two (2) calendar days are reasonably required to cure the
default and the defaulting party fails to give adequate assurance of due
performance within two (2) calendar days after receipt of written notice of
default, specifying the nature of such default and the steps necessary to
cure such default, and thereafter diligently take steps to cure the default,
the non - defaulting party may terminate the Agreement forthwith by giving
to the defaulting party written notice thereof.
Notwithstanding the above provisions, City shall have the right, at its sole
discretion and without cause, of terminating this Agreement at any time by
giving seven (7) calendar days prior written notice to Consultant. In the
event of termination under this Section, City shall pay Consultant for
services satisfactorily performed and costs incurred up to the effective
date of termination for which Consultant has not been previously paid. On
the effective date of termination, Consultant shall deliver to City all reports,
Documents and other information developed or accumulated in the
performance of this Agreement, whether in draft or final form.
28.2 STEPPED DISPUTE RESOLUTION
In the event of a dispute arising out of or relating to this Agreement or the
services to be rendered hereunder, besides a default as set forth in
Section 28.1, the City and the Consultant agree to attempt to resolve such
disputes in the following manner:
First, the parties agree to attempt to resolve such disputes through direct
negotiations between the appropriate representatives of each party within
ten (10) calendar days of being notified of the dispute.
13
Second, if such negotiations are not fully successful, the parties agree to
attempt to resolve any.remaining disputes by formal nonbinding mediation
conducted in accordance with rules and procedures to be agreed upon by
the parties within thirty (30) calendar days after the failure to resolve the
dispute by direct negotiation.
All parties agree that Consultant shall be required to submit a Tort Claim
in conformance with the Tort Claims Act (Government Code Section 900
et seq.) and that this Section does not alter the Tort Claims Act
requirements or toll any time limitations or statute of limitations set forth in
the Tort Claims Act.
29. COMPLIANCE WITH ALL LAWS
Consultant shall at its own cost and expense comply with all statutes,
ordinances, regulations and requirements of all governmental entities, including
federal, state, county or municipal, whether now in force or in effect at the time
the work is completed. In addition, all work prepared by Consultant shall conform
to applicable City, county, state and federal laws, rules, regulations and permit
requirements in effect at the time the work is completed and be subject to
approval of the Project Administrator and City.
30. WAIVER
A waiver by either party of any breach, of any term, covenant or condition
contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether
of the same or a different character.
31. INTEGRATED CONTRACT
This Agreement represents the full and complete understanding of every kind or
nature whatsoever between the parties hereto, and all preliminary negotiations
and agreements of whatsoever kind or nature are merged herein. No verbal
agreement or implied covenant shall be held to vary the provisions herein.
32. CONFLICTS OR INCONSISTENCIES
In the event there are any conflicts or inconsistencies between this Agreement
and the Scope of Services or any other attachments attached hereto, the terms
of this Agreement shall govern.
33. INTERPRETATION
The terms of this Agreement shall be construed in accordance with the meaning
of the language used and shall not be construed for or against either party by
reason of the authorship of the Agreement or any other rule of construction which
might otherwise apply.
14
34. AMENDMENTS
This Agreement may be modified or amended only by a written document
executed by both Consultant and City and approved as to form by the City
Attorney.
35. SEVERABILITY
If any term or portion of this Agreement is held to be invalid, illegal, or otherwise
unenforceable by a court of competent jurisdiction, the remaining provisions of
this Agreement shall continue in full force and effect.
36. CONTROLLING LAW AND VENUE
The laws of the State of California shall govern this Agreement and all matters
relating to it and any action brought relating to this Agreement shall be
adjudicated in a court of competent jurisdiction in the County of Orange.
37. EQUAL OPPORTUNITY EMPLOYMENT
Consultant represents that it is an equal opportunity employer and it shall not
discriminate against any subcontractor, employee or applicant for employment
because of race, religion, color, national origin, handicap, ancestry, sex or age.
15
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on
the day and year first written above.
APPROVED AS. IQ. FOW: ........ ............ ................... CtTX- MNFWPORT ,.- -- - -__ _ .........- .............._. _....._
A Municipal Corporation
C -_ By:
Aaro C. Harp, Asst. Ci Attomey Edward D. Selich, Mayor
for the City of Newport Beach for the City of Newport Beach
ATTEST: CONSULTANT:
Leilani Brown,
City Clerk
0
0
Gregory R. Mottola
Vice President
W. Dan Haden, III
Vice President/ Treasurer
Attachments: Exhibit A - Scope of Services
Exhibit B - Schedule/ Work Plan
Exhibit C - Schedule of Billing Rates
16
EXHIBIT A
Bohlin Cywinski Jackson
Peter Q. Bohlin, FAIA
Bernard J. Cywinski, FAIA
Jon C. Jackson, AIA
W. Dan Haden III, AIA
Frank W. Grauman, AIA
William D. Loose, AIA
Cornelius J. Reid III, AIA
Karl A. Backus, AIA
Gregory R. Moltola, AIA
C. Roxanne Sherbeck, AIA
Robert E. Miller, AIA
January 5, 2009
Stephen G. Badum, P.E.
Public Works Director
City of Newport Beach
3300 Newport Blvd.
Newport Beach, CA 92663 -3884
SUBJECT: Newport Beach City Hall and Park (BCJ Project# 08519A)
Proposal for Conceptual Design Phase Services (Exhibit A, B & C to PSA)
Dear Mr. Badum,
We are pleased to have the opportunity to collaborate with you and the City of Newport Beach on the new
City Hall and Park project. Based on our conversations with you we are submitting the following proposal for
Architectural and Consultant Services for the Conceptual Design Phase only at this time. Per our discussions,
a contract amendment(s) to cover the subsequent Schematic Design, Design Development, Construction
Document, Bidding and Construction Administration phases will be issued at a later date once the scope of the
project is fully developed. This proposal contains the scope of tasks and deliverables (Exhibit A), a work plan
and schedule (Exhibit B) and our Billing Rates and Reimbursable Expenses Budget (Exhibit C) for the
Conceptual Design Phase.
We are pleased to present this proposal to the City of Newport Beach and we appreciate the opportunity to be
of service to you in your efforts to create a new civic center for the City. The pages that follow this letter
describe our proposal, work plan and preliminary project schedule based on our discussions over recent
weeks.
Sincerely,
Gregory R. Mottola, AIA
Principal
cc: Dave Kiff, Asst City Manager; Steve Chaitow, Peter Bohlin, Daniel Lee, file
Architecture Planning Interior Design 49 Geary Street, Suite 300
Wilkes- Barre / Pittsburgh /Philadelphia /Seattle /San Francisco San Francisco, California 94108 -5729
415- 989 - 2100 /Fax:415- 989 -2101
Bohlin Cywinski Jackson
EXHIBIT A — Scope of Services
A. Description of Project
Design Scope:
Stephen G. Badum, P.E.
January 5, 2009
Concept Refinement Phase Exhibits / Page 2
The new City Hall and Park for Newport Beach will consist of approximately 82,000 gsf of building
area, an approximately 450 car parking structure and a park at the vacant 12 -acre site north of the
Newport Beach Central Library on Avocado Avenue that will integrate the New City Hall building,
parking, and park with the existing library facility. This project shall take the design concepts
developed during the Design Competition phase and presented on September 27, 2008 and refine
them as per the Design Committee's recommendations issued in their November 25� , 2008 report
(report with revised date 11- 10 -08).
2. Program:
The Newport Beach Civic Center City Hall Facilities Needs Assessment Document dated 9 August,
2002 prepared by Griffin Advisors, and as updated with revision date 2008 is the basis of the City Hall
program to be used for this project.
The City has provided the following Initial Project Information that forms the basis of this proposal:
a. RFP Q &A (dated 81412008)
b. Design Competition Judging Criteria
c. Design Competition General Design Parameters (dated 5113/2008)
d. RFQ (dated 411/2008)
e. Site Water and Wetland Definitions (8/2412004)
f. Biological Resources (8/2004)
g. Area Description for Southernmost Meadow Area of the northerly portion of the Central Parcel (not
dated)
It. North Parcel Topo (dated 912312008)
i. Avocado Street construction drawings (dated 3129/1990)
j. Existing Central Library Elevations (dated 6/11/1992)
k. Library Site Plan Part 1 (dated 12121/1994)
I. North Parcel (dated 7118/1990)
m. Central Parcel (dated 411992)
n. Grant Deed (dated 10/1912007)
o. Preliminary Report (dated 04/21/2008)
p. Central Parcel View (Plane and Topo)
q. Geotechnical Study (dated 5/2/2008)
r. Needs assessment (updated 2008 spreadsheet)
s. Space Requirements (dated 8/912002)
I. Space Utilization (dated 8/912002)
u. City Hall Design Committee — DRAFT Final Report (REVISED 11- 10 -08)
v. City Hall and Park Project Schedule — DRAFT (11- 25 -08)
w. Public Works Department's City Standards 'Design Criteria' (Current version as of date of this
proposal)
3. Preliminary Project Budget:
The Initial Project Information provided by the City of Newport Beach indicates the project budget to be
in the range of $450 /sf for the building, We currently understand the project budget to be in the range
of $60 +1- million construction costs for the project. During the Design Competition, the City Hall as
presented was budgeted to be in the range of $38M, the Parking Structure $12M and the Park at
Bohlin Cywinski Jackson
Stephen G. Badum, P.E.
January 5, 2009
Concept Refinement Phase Exhibits / Page 3
$12M. The significant mass excavation and site preparation required to build the project below the
required view plane height limit was not included in these numbers.
B. Proposed Project Team
1. Architecture - Bohlin Cywinski Jackson
• Peter Q. Bohlin, FAIA, Design Principal
• Gregory R. Mottola, AIA, Principal In Charge
• Steven D. Chaitow, AIA, LEED AP, Senior Associate, Project Manager
• Daniel Lee, AIA, LEED AP, Project Architect
2. Consultant Team
1. Structural Engineers — Arup, San Francisco, CA
2. Mechanical /Electrical /Plumbing /FP Engineers - Arup, San Francisco, CA
3. Civil Engineers - Arup, San Francisco, CA
4. Landscape Architect— Peter Walker and Partners, Landscape Architects, Inc., Berkeley, CA
5. Cost Estimators — C.P. O'Halloran & Associates, Inc., Westlake Village, CA
6. Code Consultants - The Fire Consultants — Walnut Creek, CA
3. Owner's Consultants — This Proposal assumes that the following disciplines will be hired
directly by the City of Newport Beach
1. Preconstruction Services and Cost Estimating — C.W. Driver
2. Security Consultant — TBD
3. Traffic Engineer — TBD
4. GeotechnicalConsultant — TBD
5. EIRConsultant — TBD
6. Surveyor - TBD
C. Scope of Work:
1. Concept Plan Refinement Phase Services ( 14 weeks)
At the end of the Concept Plan Refinement Phase, BCJ will collaborate with the Project Team to issue
a compilation of the deliverables outlined below. 3 copies of this summary report (11 x 17" format
booklet) as well as .pdf soft copy shall be provided to Newport Beach for reproduction and distribution.
Additional copies can be accommodated upon request as an additional service and reimbursable
expense to this proposal.
The following is a schedule of Concept Plan Refinement Tasks and Deliverables for the phase:
Concept Phase Tasks — Project Organization I Data Collection I Project Management
conditions documents
- Validate I coordinate docs with City
- Format context site plans
Bohlin Cywinski Jackson
Stephen G. Badum, P.E.
January 5, 2009
Concept Refinement Phase Exhibits / Page 4
Existing site utility information
- Review geotechnical information
- Existing Central Library Drawings
- Information on wetland zone
- Review ground water conditions
.
- Review City's site survey
G.2
Review needs assessment (program) with City Staff
• Issue confirming program report
Confirm 2006 docs are still up to date; adjust
program if necessary
- Review Program Adjacencies
G.3
Evaluate possibility of adding Emergency Operations
• Issue confirming program report and
Center into City Hall Complex
budget impact
- Confirm implications of making part of or whole
complex comply with Essential Services Building
requirements
Confirm program requirements for Emergency
Operations Center
G.4
Review and adjust site analysis from competition as
• Site Analysis Drawing / Narrative
necessary
- Review BCJ /PWP /Arup site analysis w/ City,
adjust as required
G.5
Program for Central Library Link
• Confirm and Document strategy for
connection to library
- Analysis of existing Central Library - service
dock, possible points of physical connection
G.6
Confirm and Develop site program for park
• Issue Program Document for Park
- Review use options with City Staff / City Council
G.7
Review Sustainability Goals for project
• Issue Preliminary LEED Checklist
- Review options with City
• Identify available Incentives 1 Grant
programs
LEED Checklist / identify likely point targets
G.8
Update Conceptual Phase Cast Model
• Issue Updated Conceptual Phase Cost
Model / Budget
- Review Construction Cost wl Cost Estimator 1
City's Project Manager
GA
Review Mass. Excavation / Grading / Site Utility
• Generate Conceptual Grading Plan
Issues
Review Soils Export Strategy with City and
Construction Cost w/ Cost Estimator / City's
Project Manager
G.10
Review EIR Process, products, schedule
• Collaborative design review and
discussion
Review process w/ EIR Consultant & City
- Collaborative design review to identify and
mitigate problem areas
Bohlin Cywinski Jackson
Stephen G. Badum, P.E:
January 5, 2009
Concept Refinement Phase Exhibits / Page 5
G.11
Revised Concept Phase Deliverables
• Update Building Plans, Sections,
To improve circulation & promote the OSS
Elevations
Update drawings / presentation materials for
• Design Narrative
Approval
steps
D.2
Review the sail design feature.
• Two Revised Renderings
To reduce the incursion into the view plane
• Digital Animation fly — through (two
paths)
D.3
Add surface parking near entry plaza.
• Physical Model (optional - priced
- Confirm desired quantity of spaces
sepaately)
G.12
General Project Management Tasks
• Periodic Project Status reports
General communication and coordination with
• Weekly conference calls during non -
Owner
face -lo -face meeting weeks
D.5
Internal project management / reporting to
• Develop Scope of subsequent SD- CA
Owner on progress
phases of work
Coordination with Subconsultant Team
• Finalize overall project schedule
Concept Refinements - Specific design studies for competition scheme
0.1
Consider changing the "pod" modular sections.
To improve circulation & promote the OSS
• Study alternative strategies for breaking
concept
down floor plates / incremental floor plate
steps
D.2
Review the sail design feature.
To reduce the incursion into the view plane
• Study alternative features for Council
Chamber
D.3
Add surface parking near entry plaza.
• Study layout alternatives
- Confirm desired quantity of spaces
DA
Improve the aesthetics of the parking structure.
• Study additional screening concepts,
evaluate cost implications of alternatives
- To look less like a parking structure
D.5
Reduce amphitheatre and add parking.
• Study layout alternatives, confirm
program requirements for amphitheater,
confirm quantity of surface parking
Reduce amphitheatre to create more open space
- Add parking for the park
D.6
Integrate city hall and the park better.
• Study alternative design strategies for
council chamber, review parking / building
circulation diagram
- Community room needs an outdoor function of
should be combined with the council chambers
- Council chambers should be able to be
expanded
- Council chambers is in front along avocado but
all the parking is behind the city hall
D.7
Reduce light and glare.
• Study Alternative Strategies for glare /
light bleed
- Consider using louvers or other systems to
• Revise / update building elevations
address light and glare from clerestory windows
Bohlin Cywinski Jackson
- Building should be reoriented slightly so that the
clerestory windows are not as prominent from
above the site
- Exposure of the west side of the building to
direct sunlight should be addressed
area
Ealing area between city hall and library could
be improved to be a nice place to go for visitors,
staff, and library patrons
This would make the master plan a true civic
center that's alive and vibrant
The connection between the library and the
parking structure was never fully explained
Recommendations for further consideration:
Stephen G. Badum, P.E.
January 5, 2009
Concept Refinement Phase Exhibits! Page 6
D.9
Maintain berm along MacArthur Boulevard
• Confirm berm as presented in
competition scheme
D.10
Provide appropriate and effective mitigation of light
• Similar to D.7
and glare on the site so that neighboring residences
are not adversely affected.
D.11
Separate pedestrian and vehicular access ways and
• Site Plan and section studies
primary circulation elements.
D. 22
Provide a floor plan that will easily accommodate
• Similar to D.1
future modifications to internal department sizes and
layouts.
D13
Be logistically feasible, understanding how the
• Review construction logistics scenarios
duration of construction will affect the surrounding
with City's Project Manager
commercial, retail and residential area.
D.14
Integrate the library so as to develop a true "civic
• Similar to D.8
center ".
D.15
Provide resirooms for visitors to the park.
• Confirm reslroom structure adjacent to
Tot Lot in competition scheme
D.16
Provide for easy parking for park visitors.
• Similar to D.5
D.17
Show strong visual and physical connectivity
• Study alternative approaches to
between the North Park Parcel and the Central Park
strengthening link across San Miguel
Parcel (such as textured paving to cross San
Miguel). .
D.18
Consider a cafe, small coffee shop, snack cart, or
• Confirm cafe shown in competition
kiosk for visitors /employees in the city hall building.
scheme
D.19
Have a vehicular connection from city hall parking to
• Confirm vehicular link shown in
the library's existing parking lot.
competition scheme
D.20
Contain the council chambers and the multi - purpose
• Study alternate design strategies for
community room in a single building or wing separate
Council Chamber and Community Room
from the remainder of the city offices to allow for
easy after -hour and weekend access to the chamber
and multi - purpose room. A direct link between the
city offices and council chambers for staff and
elected officials would be recommended.
Bohlin Cywinski Jackson
Stephen G. Badum, P.E.
January 5, 2009
Concept Refinement Phase Exhibits / Page 7
D.21
To the extent possible, design council chambers and
• Similar to D.20
community room to be able to act together as a
single large community space and provide for the
possibility of useable contiguous outdoor space for
community events.
D.22
Provide access to natural light from all staff
• Confirm design concept from
workstations.
competition scheme
0.23
Provide continuity of landscape treatment from library
• Confirm landscape concept from
olives along Avocado.
competition scheme
2. Basic Services Summary — SD, DD, CD, Bidding, CA
A. Schematic Design - To Be Determined at a later date by contract amendment
B. Design Development — To Be Determined at a later date by contract amendment
C. Construction Documents —To Be Determined at a later date by contract amendment
D. Bidding / Negotiation and Permitting - To Be Determined at a later date by contract
amendment
E. Construction Administration - To Be Determined at a later date by contract
amendment
D. Qualifications and Exclusions
1. The scope of work outlined in this proposal shall be incorporated as Exhibit A into the City of Newport
Beach's Professional Services Agreement, as modified to suit this specific project. Per the PSA, BCJ is
proposing our fee as a time and expense not -to- exceed fee, to be invoiced monthly based on hours
spent completing the above described scope of work completed. See Exhibit A -1 for BCJ standard
format invoice.
2. Substantial revisions to the building program and/or documents after completion of the phase and the
City of Newport Beach's approval of the Concept Plan Refinement phase documents, will be considered
as an additional service.
3. If the City of Newport Beach causes the duration of this phase of work to substantially exceed what is
specified in this proposal, the work performed in excess of the specified duration would be in addition to
this proposal and would be considered as an additional service. BCJ shall provide prompt written notice
to the City if BCJ becomes aware of any delay to the schedule.
4. A fixed number of meetings are identified for this phase of the work. This proposal assumes that the
attendees at these meetings are limited to the Project Administrator and designated City Staff
representatives and/or members of the Building Committee who can act on behalf of the various
departments within the city government. It does not include extensive meetings with city staff and others
beyond those outlined in Exhibit B. If the number of meetings for the phase is exceeded, these meetings
would be in addition to this proposal and considered an additional service.
S. Special Presentation -style booklets, models, perspectives or renderings beyond those described above
are not included as part of these services beyond BCJ's in -house design materials normally produced to
convey design intent. Special Professional Renderings and /or Presentation Models, Animations, etc.,
beyond those described above can be provided as an additional service.
Bohlin Cywinski Jackson
Stephen G. Badum, P.E.
January 5, 2009
Concept Refinement Phase Exhibits / Page 8
6. Furniture Design is not included in this proposal, however conceptual furniture plan layouts for select
spaces will be developed in the Concept Plan Refinement Phase as part of the design of the building to
verify functionality of spaces.
7. The survey or relocation of existing office equipment or furniture is not included as part of these services.
8. Furniture plans that indicate office equipment such as computer CPU's, monitors, keyboards, fax
machines and copy machines are for location planning purposes only. Information regarding. equipment
sizes and utility requirements are to be provided to BCJ by the City. No new office equipment is being
selected, specified or purchased as part of this contract.
9. Architectural survey of the existing buildings: We assume that the existing information on adjacent
buildings is available and deemed reliable for our use.
10. Land or property boundary survey. City is required to provide this information at the commencement of
the work.
11. BCJ has the right to rely on the accuracy and completeness of services and information furnished by the
City and the City's Consultants. BCJ shall provide prompt written notice to the City if BCJ becomes
aware of any error, omission or inconsistency in such services or information
12. Documents shall be prepared according to BCJ office standards for construction documentation, which
are in compliance with the industry standard of care, and where applicable, the City of Newport Beach
Public Works Department's City Standards 'Design Criteria'.
13. Provision of electronic file formats for use by the estimator, contractors or bidders shall be available
upon receipt of a signed original of the Electronic File Transfer Agreement to be provided by BCJ. See
Exhibit A -11 at the end of this proposal for BCJ's standard Electronic File Transfer Agreement.
14. BCJ will assist the City with Permit Applications through the City's EIR Consultant. BCJ's assistance
does not include payment of fees, tracking and reporting of permit status, preparation of special research
studies, variances, special tests or documentation, surveys, or environmental studies and submissions,
beyond those described herein, which services, if required by BCJ, will be considered as an additional
service.
Bohlin Cywinski Jackson
Architecture Planning Interior Design Invoice
Wilkes- Barre/ Pittsburgh /Philadelphia /Seattle /San Francisco
EXHIBIT A -1 - Sample Invoices
City of Newport Beach Date:
Public Works Department Invoice No:
3300 Newport Blvd. Project No: 08519A
Newport Beach, CA 92663
Attn: Stephen G. Badum, P.E. Please Remit To: Bohlin Cywinski Jackson
c/o Accounting Dept.
8 West Market Street, Suite 1200
Wilkes- Barre, PA 18701
Re: Newport Beach City Hall and Park / Concept Plan Refinement Phase
Fee Basis: Hourly NTE plus Expenses'
NTE Fee billed through current invoice:
" Expenses billed separately under BCJ Project No. 08519AR
For professional services rendered for the period MONTH, DAY, YEAR to MONTH, DAY, YEAR
Base Fee Computation
Description Rate Hours Amount
Peter O. Bohlin $.00 0.0 $ .00
John C. Doe $.00 0.0 $ .00
Total Base Fee Computation $ .00
InvoiceTotal
Wilkes - Barrre office
Suite 1200
8 West Market Street
Wilkes- Barre, PA 18701
570- 825 -8756
Fax: 570- 825 -3744
Pittsburgh office
Suite 1300
307 Fourth Avenue
Pittsburgh, PA 15222
412- 765 -3890
Fax: 412- 765 -2209
Philadelphia office
Suite 1370
123 South Broad Street
Philadelphia, PA 19109
215 -790 -5900
Fax: 215- 790 -5901
Seattle office
Suite 916
1932 First Avenue
Seattle, WA 98101
206 - 256 -0862
Fax: 206- 256 -0864
1 1,
San Francisco office
Suite 300
49 Geary Street
San Francisco, CA 94710
415- 989 -2100
Fax: 415- 989 -2101
Bohlin Cywinski Jackson
Architecture Planning Interior Design Invoice
Wilkes- Barre / Pittsburgh /Philadelphia /Seattle /San Francisco
EXHIBIT A -1 (con't)- Sample Invoices
City of Newport Beach Date:
Public Works Department Invoice No:
3300 Newport Blvd. Project No: 08519A R
Newport Beach, CA 92663
Attn: Stephen G. Badum, P.E. Please Remit To: Bohlin Cywinski Jackson
c/o Accounting Dept.
8 West Market Street
Re: Project Name Wilkes- Barre, PA 18701
Fee Basis: Reimbursable Expenses NTE
Expenses NTE: $.00
Total Expenses billed through current invoice: $.00
For professional services rendered for the period MONTH /DAY /YEAR to MONTH /DAY/YEAR
Reimbursable Expenses
Travel
$.00
Meals
$.00
Reproductions
$.00
Postage /Shipping
$.00
Telephone /Facsimile
$.00
Photocopies
$.00
Total Reimbursable Expenses $ .00
Invoice Total
Wilkes - Barrre office
Suite 1200
8 West Market Street
Wilkes- Barre, PA 18701
570- 825 -8756
Fax: 570 -825 -3744
Pittsburgh office
Suite 1300
307 Fourth Avenue
Pittsburgh, PA 15222
412 - 765 -3890
Fax: 412- 765 -2209
Philadelphia office
Suite 1370
123 South Broad Street
Philadelphia, PA 19109
215- 790 -5900
Fax 215- 790 -5901
Seattle office
Suite 916
1932 First Avenue
Seattle, WA 98101
206- 256 -0862
Fax: 206- 256 -0864
San Francisco office
Suite 300
49 Geary Street
San Francisco, CA 94710
415 - 989 -2100
Fax: 415- 989 -2101
Bohlin Cywinski Jackson
EXHIBIT B — Project Schedule f Work Plan:
A. Project Schedule and Concept Refinement Phase Work Plan:
Stephen G. Badum; P.E.
January 5, 2009
Concept Refinement Phase Exhibits / Page 11
In reviewing the feasibility of the initial schedule developed by Newport Beach, dated November 25th, 2008
(Schedule Option 1) we propose that the overall project schedule be adjusted to an approach illustrated in
Schedule'BCJ Alternate 2' dated December 9, 2008, with two bid packages which adjusts the phases as
follows:
Concept Refinement Phase:
1/15/09 — 4114/09
City Phase Approval:
4/14/09
7/15110 —
Schematic Design Phase:
4/15109
— 8/14/09
City Phase Approval:
8/14109
— 9/14/09
Design Development Phase:
9/15109
— 1/31/10
City Phase Approval:
2/01/10
— 2128/10
Construction Documents Phase:
3101 /10
— 8/30/10
Final City Review Comments:
9/01/10 —
9130/10
Bidding Package 1
7/15110 —
9/30110
Bidding Package 2
10/01/10 —
11/30/10
Construction
11115810
— 4130112
Based on the our current understanding of the scope of work described herein and assuming timely
approvals and authorizations to proceed at each Phase by the City of Newport Beach, this schedule will
allow for construction to commence in November of 2010.
B. Concept Refinement Phase Work Plan:
The following detailed work plan for the Concept Refinement Phase describes the detailed schedule for the
first phase of the project and is the basis for the fees described in Exhibit C:
Bohlin Cywinski Jackson
EXHIBIT 6
B. Concept Plan Retirement Phase Work Plan
Stephen G. Badum , P.E.
January 5, 2009
Concept Refeeffo lPhase Exhibits /Page 12
Week Weaker Date
10 Events
NB present
NB Consultants
BCJ Present 21
Present
Cpnanllants
Present
NA 8 -Dec -08 11- Dec -08
1 Kick - of meetings
Project LOgislles Meeting. d, g. scope and schedule
GK, SO. SW. AD
GRM ,SOC,
D.
Toui of evisling dty hall
SB
GRM, SDC,
DL
Meeting with Building Committee
UK. SB. SW
GRM, SDC
DL
...,.,..
NA Stan -09 to Jan 09
Ceurcl GOel Sel
tire'
..._..........
OK HB 8.
_ ...............
,.,. ..._.
_ .._........
tDay
R.,'Seekngon
Recontmentlalions in DC, Final Rapna
SO
SW
1 12 JanA9 l3 Jan 09
CO IA Imn Item Approval of Professional Servces
SB. All
AgreemenllSwpe at Selvices weCJ
Council ACfron lem- Approval of PSPJSwpe of Serves An CW
SH, AH
Ones,
..._..___ ...... �_�..._
1,l Jan 09
...._ . ..... ,.. .. ..._......_...._.
2 Besign Session 1 Bu li Program antl Curchroon
._�......
...._ ... .....
.. .....__..._
....._....
Kick-off Meeting with GO Driver SISH
SB. DW
On, JT, PG, RS
GRM, SOC,
DL
Bonding Infermalien Management (BIM) Discussion
SB. DW
WH. A PG, RS
GRM, SDC,
DL
Meeling regarding imphrallons of adding Emergency Operplions
B0, UK. Se,
WH
GRM. SDC.
Center
DO, JE
DL
Meeling novena Woad LEER implementa8pn goals input From
BC, OK. SB. DW
WH
GRM, SDC,
pooh,
DL
Review 2008 Needs ASSessmem repod and pogram space
SB. DO. Dole
GRM, BOB,
adjacencies with department treads
Heada
OL
Review city's list of design cnmmems - building - e.g. program space
DK, BE. GO
WH
POB, GRM,
locations
BUG. DL
Review peye fal of design empa ls- site - e, perception to
BC. OK. SB. DO
WH
POB, GRM.
POP
library. airline ).he assumpLOns
MG. OL
Summary review with setecl Design Committee representatives
DCR. DK, SB.
WH
POB, GRM.
POP
(12:00... 100 pm)
DO.. HE, SO
SDC, OL
Summary review with Battling COmmklee(1:00 pre -200 Pm)
BC, UK, SB.
WH
PQB, GRM.
POP
DW, HB, SW
SOC. OL
Net sm,(2'.a0 pm -3:M pm)
DK. SB. DW
WH
PCB, GRM,
PWP
SDC, DL
219 Jarv69 22 Jan 09
Weekly prgecl Grog z coni call yetin Cty represent Eves
OK. BB OW
WH
SDC, OL
as needed
(2:0011
326 Jan 09 3I Jan 09
Counc lACl on llam�Approvalo(PSAwO EIR COnsultanl
6W AH
_�...,..... _.. .._.. ,.., .�.......
28 -29 Jan 09
... .. _ ..... _ ... .............
J Design Session] Ste Issues
... .. ..........
.. ........_......
_....----- --.._.
CMI meeting, a g. subsurface water, removal of spoils, wafer quality
Se. CO. BD
WH
GRM. SOC
Amp CivA,
POP
EIR meeting, -poeei proces, products, promcok schedule
SW, $B
WR Erg TED
GRM. SOC
Arup Civil,
POP
Sorrel meeting wellanul. connection of le d...a, In building,
sB. DW
WH, EIR TED
GRM. BBC
Arup Civil.
largercontert
PWP
Garage meellny Iecllnical issues, pdrkiny reywrementa, l9rger city
Sal, DO. GL, BD
Oil EIR TED
GRM, 50C
Amp Civil,
ontevt isues(e.g. views)
PWP
Mm,hry, regaling construction phase- e.g. 1,marc e. how pond.
Ste. OW. BD
WH
GRM, SOD
Anrp Civil,
will Si atljacent areas
POP
Summary revew with select Design Committee representatives
DUE. OK,$6,
WH
GRM. SDC
Amp Civil,
(12:00noon Gil pm)
DO, 110. SW
POP
Summary review with eodaiog Committee (1:00 per -2:00 pm)
BC, DK, SB.
WH
GRM, SDC
Amp Civil,
DW. 16. SW
PWP
Neill Step, (2:00 pm -3:00 pm)
UK. SB. DW
WH
GRM, SDC
Amp Ciwl,
PWP
Weekpro ed ... .. ....
ly I Progr¢ss mnlerence callwNCly replese lal ves
..
�DK, BB DW
YYF1
._._,ash
GRM SDC.
..,....
ab neetled
(2:00 Pon I
DL
Bohlin Cywinski Jackson
Stephen G. Badum , P.E.
January 5. 2009
Concept ReGneme.1 Phase Exhibits 1 Page 13
—._.___._ T.__— .._.._..__._......_..___.__
t0 16Mar -09 19 Mar 09 Weeklyprojed progress conference call with city representalrves
—__.
DK. 58. Oh'
WH
.— _.._..asneaead-
GRM. SDC,
(2:m Pm.)
e. Concept Plan Refinement Phase Work Plan
OL
11 23 Mat -09 25 +26 Mar 09 ) Des ,n Ctxmmittee If ng 2, Desig n Sess on 6
Week Week of Date
Mtg. % Events
NO present
NO Consultant
BCJ P ®s¢nl
8CJ
WH
GRM, SDC.
poesihly PWP
Present
Consultants
OL
Design COmmidee Meeting-Ioincfudepadicipa4MhypnbGr. 600
OC. SO. OK
WE
Present
5 9-Fet,09 11 +12Febg9
4 Design Session 3- Building and Site Refinement
OL
Poesibk/PWP
Meeting to discuss next steps, final products for concept ornament
Design update meeting
50, OW, BD
WE
PUB, GRM,
phase
OL
SOC. DL
Be. ON
WH
Builtling 5y51ems mating review sm-Wo, MEP, Lighting
SO. un, BD
WE
GRM, SUB,
Nmp sand.
OL
Summery review with select Desgn COmminee mponamalives
OCR. UK. 59.
DL
MEP. Lghting
possibly PWP
Sustainabillly meetng- review LEED. oppprtathics migne to
so. UW, OD
WE
GRM. SDC.
Arno MEP,
Summary review wilh Back, COmmitlee(]:OD pm -2:00 pm)
Newport Beach
WH
GRM. SDC,
Of
Lighting
Ow. HE. SW
Inlrodudian of code oft i.1 to pmjecl
So. ow. JE
WH
GRAI, SOC.
UK. Se. OW
WE
GRM. SDC,
posibly PWP
OL
OL
Summary review who Select Design Cmnmese, reprosenlafwes
DCR. DK. 58.
wH
Poe. GRM.
GRM. SDC.
ppssihty PWP
(12 00 noon -100 pm(
Dw. He. Sw
SUC. OL
Summarymview With Building Commllicc (1:OSpm'20p pm)
BC. 09, SO.
YH
PUB. GRM,
Ow. HB. SW
SOC. OL
Next steps (2:0 pm 3:00 pm)
BE. 56. ow
WE
PUB. GRM.
soc. Of
6 16 Feb 09 19 Feb 09
Weekly protect ptogte55 wnlerence call in c I yrepresenlalrves
� �
OK. SB,Ow
� wN
GRM. SDgas
needca
12:60 p.mJ
OL
] 2J -Feb -09 25+2fi Feb 09
5 Design Committee Meeting 1, Resign Session 4
Meeting wlln cily Mcf! prior to public meeting
OK, SB, OW
WE
Cast. SDC
PWP
Oesgn COmmillee Meeting -IO include padicipalion by public Wed,
CC. SE, OK
WH
GHM, SUC
PWP
Feb 25, 2009 - 400 pm
Meeting to discuss next steps. Gnat products for concept nefnement
Or, SE. OW
WE
GRAI.$CC
PWP
phase
Summary re view with select Bear, Committe¢r¢ples ¢ nialfves
OCR, OK, SO.
WE
GRM, 506
PWP
(12:0(noon 103pm)
OW. He. SW
Summary m,iew wi th Building Cpmmillee(1:00 pm -Z00 pm)
BC. OK, SO.
WE
GRAI. SOC
PWP
Ow. H8, Sw
Next cleps(2100 pm -3'.CO pm)
OK. SB, DW
WE
GRM. SOC
PWP
. .,.._.. .......
8 2 Mdr o9 OS Mar 09
_ - - - - -.
Weekly project grog conference call w Ih c ly repr¢s¢nlabves
OK SB, DW
nN _. _
__ _.__ ,
GHM11. SUC.
..
as n¢¢d¢tl
(z:oD p.mJ
DL
Package to Estimalor for revised cost generation
9 9 Mar 09 1Nt2 Mar 09
....6 Des gn session 5 pestgn Rev ewrnd Engmeenngl8y are ms
Meeting I.— aw uptlale, to desgn based oa public input
Su, Dw
WE
PGB3, GRM,
PWP
SOC
Landscape merlin,
Se. Day
WH
PGB ?.GRM.
PWP
SUC
Summary review with selecl Design COmmilla— ,firesenlalives
UCR, UK. SO.
WE
PUB], GRM,
PWP
(12:W noon -100 pm)
OW, He. SW
SDC
Summary review wilh Budding Committee(ITO pm -2:00 gm?
BC, UK. Se,
WH
POE?, GRM,
PWP
OW, HE. SW
SOC
Next steps (2.00 pm- 3:00@N
OK. SB, DIN
WH
PG8 ?.GRM,
PWP
SDC
—._.___._ T.__— .._.._..__._......_..___.__
t0 16Mar -09 19 Mar 09 Weeklyprojed progress conference call with city representalrves
—__.
DK. 58. Oh'
WH
.— _.._..asneaead-
GRM. SDC,
(2:m Pm.)
OL
11 23 Mat -09 25 +26 Mar 09 ) Des ,n Ctxmmittee If ng 2, Desig n Sess on 6
Meeting with cily Stan prior to public meeting
OK, 58. DIN
WH
GRM, SDC.
poesihly PWP
OL
Design COmmidee Meeting-Ioincfudepadicipa4MhypnbGr. 600
OC. SO. OK
WE
GRM, SDC,
possibly PWP
P. Wed Mar 25, 2109
OL
Meeting to discuss next steps, final products for concept ornament
OK. SB. DW. BU
wry
GRM. SDC,
possibly PWP
phase
OL
Review preliminary cost estimate
Be. ON
WH
GRM. SOC,
possibly PWP
OL
Summery review with select Desgn COmminee mponamalives
OCR. UK. 59.
WE
GRM. SUB.
possibly PWP
(12:00 noon- 1:00 pm(
Ow. He. SW
OL
Summary review wilh Back, COmmitlee(]:OD pm -2:00 pm)
CC. BE. SO.
WH
GRM. SDC,
possibly PWP
Ow. HE. SW
Of
Next steps (2.0C pm -3:00 pmt
UK. Se. OW
WE
GRM. SDC,
posibly PWP
OL
Draft of Project to council f,xier
so, OW
WE
GRM. SDC.
ppssihty PWP
OL
Bohlin Cywinski Jackson
Stephen J ..aBOm,P.E
anuary 5, 2009
Concept Refinement
Phase Exhih4s/ Page 14
S. Concept Plan Refinement Phase Work Plan
Week Week of Dale Mlg, 4 Events
NB Present NO Consultants
BCJ Present BCJ
Pr¢Senl
ConsulWn6
Present
,..12 30 Marv09 02 APr 09 Weekly pro eJ ... ... "..� .-'.
I ymy 5 wnlercncp tall mlh aly .epresenlahves
"'— '-. ._ _ -_... ..._.,_..._.,_..
DK SB.OW WH
�_...._.
GRM SDC ea needed
12:00 p.m.l
OL
..__.13 64yr09....... 09 A... 0Y .._ warm ...
pr y r
pr0luq pogress cpnl¢rcnre call w 'm cly represenlatves
.__. _- ___....._ _ .......
OK. 58 OW WH
_......
GRM. $UC. as needed
12.00 p.mJ
OL
. _..._.._ .... .. ...... .. ,._, .0 ........ rov .. .........................._.__ ._..__.
1413- Apr- 0916N5A p9 -0 Final COnce 1N ����
pr p pproval, Final Cancepl Design beues
- - «..._........___.._.. ..... ._.___._.........___.
_ .._..._..
.._iO..
Ptltlressetl
ivas. Aprv114, 2009 Review of final con[epl
Oiry00Pen
CG WH
GR1A, $Of
he 4:00 ym sway s¢ssipn
study slIsi
Gry Co uneilMeefng- Tnes.Apllll4.2g09 Peosenla40nofllnal
CC WH
CRM. SDC
canceyl m 7:00 pm rue.lar zassi.n
F011o,a p session valh BnAOing C.reiOee arM City Staff
BC. SB. DK. WD
GRM. WC
OW, HE. SW
Kick-off of $chemalic Phase
80. SO. OK, WH
GRM. WC
OW. HB. SW
Notes:
Notes:
Each 1. Jay session assumes:
CC -- City Council
Nignl -hemre arrival
BC -- Buisding Comminue --
-9:00am 500 pmmeelings first day
Ed Selich
9:00 am 3 00 pm meelings second day
Ow Webb
Steve ROSanskY
CC Full Oesign COmmillae
OCR Design CdmmiRee Raps
OK -- Cava Ki%
So- Steve Sad..
DW— Dave Made
RE- Homer Blacken
AH- Asr.a Hap
SW -- Shelter Wood
OL- Dave Leda. Planning
JE - Jay E@etlac Building
BD- Buiding DeparlmMl Re,
WH - William Hand, CW Driver
JT - John Thdmtpn, CW Driver
RE - Rated Shafer CW Omer
PG - Paul Gals, CW 0144,
Add ElR Conaubanns
PUB - Peter Beh in. BCJ
POB's atlsndanee TeD
GRM - Greg M.H.M. BCJ
SDC - Steve Chaidw, BCJ
END OF EXHIBIT B
DL- Daniel Lee, BCJ
EXHIBIT B
Bohlin Cywinski Jackson
EXHIBIT C — Schedule of Hourly Rates / Fees:
A. Schedule of Effective Hourly Rates
1 Discipline - Architecture
Bohlin Cywinski Jackson
Staff by Classification 2009
Principal
$285
Senior Associate
$160
Associate
$125
Staff 1
$105
Staff 2
$85
Staff 3
$65
Office
$75
2 Discipline - Structural Engineering, MEP, Civil, Sustainability
Arup
Staff by Classification 20U9
Principal 1
$325
Principal 2
$300
Associate Principal
$215
Associate
$190
Senior Engineer
$160
Engineers
$130
Graduate Engineer
$110
Senior Drafter
$120
Drafter
$110
Clerical
$85
3 Discipline - Landscape Architecture
Peter Walker and Partners Landscape Architecture, Inc. (PWP)
Staff by Classification 2009
Peter Walker, Director
$410
Douglas Findlay, Director
$305
Partner
$190
Associate
$125
Landscape Architect
$100
Staff
$65
Archivist / Librarian
$150
4 Discipline - Cost Estimator
C.P. O'Halloran Associates, Inc.
Staff by Classification
2009
Principal
$185
Associates
$125
Senior Estimators
$115
Assistant Estimators
$95
5 Discipline — Code Consulting
The Fire Consultants
Staff by Classification 2009
Principal $190
Stephen G. Sadum, P.E.
January 5, 2009
Concept Refinement Phase Exhibits / Page 15
Bohlin C Stephen G. Badum. P.E.
ywinski Jackson January 5, 2009
Concept Ran Refinement Phase Exhibits I Page 16
EXHIBIT C
B. Concept Plan Refinement Phase - 5CJ Fee Tabulation by Task - (BCJ # 08519A)
GA - Compile and Review City-provided existing conditions information 2009
H,,,,, Hourly R.I. Extended
.......... . .. .......... .................................. ........... ............ ....
Subtotal -Task G.1 $ 1,890.00
G.2 - Review needs assessment with City Staff I Issue confirming program report 2009
Subtotal -Task G.2 $ 12,270.00
G.3 - Evaluate possibility of adding Emergency Operations Center into City Hall 2009
Subtotal -Task G.3 $ 4,720.00
GA - Review and adjust site analysis from competition as necessary 2009
G.5 - Program for Central Library Link
.... ..... .. ... .. ... ...... ....... ...
I Keller i6
Subtotal -Task GA $ . 3,090.00
2009
Bohlin Cywinski Jackson Stephen G. Badum, RE.
January 5, 2009
Concept Plan Refinement Phase Exhibits / Page 17
EXHIBIT C
B. Concept Plan Refinement Phase - BCJ Fee Tabulation by Task - (BCJ It 08519A)
.............. __ ....... ................... ........ ....................................................................
subtotal boom 54
................... ..........
...... ....................................................
....... ....................... ........... . ..... ..... ......... .. ...... .......
............... .. ... .............. ... ...................................................................
0.......
........... .. .........
Subtotal -Task G.5
$ 8,090-00
3.6 - Confirm and Develop site program for Park
2009
............ I ........... . ........... - . ... .. .... ...... ... ....... . . ... .... ...... ... ...... .. .... .....-
sublotal hours
...... .................................... I .......... ........................................ .............................................
.... I ... I..,
42
Hours_
Hourly Rate
...... . ......
Principal G Mottola
-
$285.00
$ 2.280.00
P r.i.n. cipal P Bohlin
. . . 4 ........
. ..$..2.
8. 5... 00 .....
$ 1.140.00
Staff 1 D Lee 4
.................................... ................... ............. ...................... ....... 16 .
..................
Associate J Keller Staff ?
§10 2 Pi SmDson
G.7 - Review Sustainability Goals for Project 2009
......... 2 .. ..........
.§6iji ................................................... ................. ............... .................................. - .........................................
2 Y R�qqjk�_
8
.................................................................
$85.00
.
.... -
680.00
§Wft 2 R Simpson
0.......
dffi&e . i k1shir - - ' - - - - - - ' '
............_$85:00............
4
V5 60
:
o
............ I ........... . ........... - . ... .. .... ...... ... ....... . . ... .... ...... ... ...... .. .... .....-
sublotal hours
...... .................................... I .......... ........................................ .............................................
.... I ... I..,
42
... ............. .. .... ........... .......
...... ........................
.......
......................
...... . ......
Subtotal - Task G.7
$
6,030.00
G-8 - Update Conceptual Phase Cost Model (coordination with cost estimator)
2009
Hours
Hourly Rate
..0. n 4��iii �i ............... .... ��.Wi.66 ............. ........................................................................ .............. ............
Q
PM.00
3,.-4,20.00
P Bohli n
6
iff6 .0 0
Sr. Associate S .. Chaitaw
24....................$285.00
$_ 1130-.0-0-
-3.-84 .. 0.0 . 0 ...
SO_� - -b-DW . ................................. ......... ........ ....... ............................... ............
9. ......
P66.�66
U6 .66
A�s' �'_ethe J Keller - - - - - - - -- -
_0
$1_25.0_0__
2 VIR-ig-gie
Staff
--
2 R Simpson
_._ -0___. ------
$85.00
Office J Kishi
4
$75.00
$
350TO
..................................... _ ........... ............ ................................... ........... .................... ..................................
subtotal hours
...................................... s
..... I ...... .......................................................... .................. ...........................................................
48
........ ...... ...............
........ .......
....... .......
...............................
................
Subtotal -Task G.8
$
8,400.90
G.9 - Review Mass Excavation I Grading I Site Utility Issues
2009
Hours
Hourly Rate
........ ..................................................................................... .......
.............
...............
.....1.......... 7
0 0 0
P Bohlin
171,60
$285.00
—00
$
_Principal
_SrAssocia(e 5 Chaitow
$
1,280.00
........................... ...............................
4...........
420.00...
Aswciaw "J'KEY&W,
8
.........$105:00...............
$125.00
1,600.00
.......... ........ ....... . ................................................................ ...................................................
2 Y Rig9l'
. .. .......
12
.. ..................... .........
$85.00
.......
$
......... ...........
1,020.00
MaY - . . ....... ...................... _ ......... ........ - .......................... ................................ ......................................
2 R Simpson
. __
8
.......................................
$85.00
$
.... .. ......
660.00
G.10 - Review EIR Process, Products, schedule
............ _.__ .............. ..... . . ..... . ... .....
2009
illy Rate
W66 ................ ..... . . ... I�� t
Bohlin Cywinski Jackson Stephen G. Badurn, P.E.
January 5. 2009
Concept Plan Refinement Phase Exhibits / Page. 18
EXHIBIT C
B. Concept Plan Refinement Phase - BCJ Fee Tabulation by Task - (BCJ # 08519A)
Assoc,ale J Keller
—4_ —
-$ -_17
.........
$
_50-000
Y - .. .. ..
-,_. ._..__,.,____.__125:00__.......
4
...
,
Staff 2 R Simpson
x..................._$85;00 ........................
.. .
$
..... ......
Office KISH .... . .
............. ..................... ......
4
$75.00
$
.......... .
360.60
............................ ........
.......... ............... ... ........................ ............ .......... - ..... ................................
..........................................................
subtotal hours 38
.... . ..
............... I ....... ...........
.......
...................
..........
.......
Subtotal -Task G.10
$
5,360.00
G.11 -Revised Concept Phase Deliverables I Drawings
16,220.00
2009
2009
Hours
Hourly Rate
Hours.....
Hourly Railba_
.
.............. .................................... ....... ...... . ....
Principal .... ...................
............ . ............ I ...... ...
6.
9,120.00
- P
rindpif .......... I ........... ........... ...........................................
..... ...................
16
...........
$285.00
............. ....... .......
a
4� 5 . 6 1 0 . G 0
SEASWC&e , 'SC611ow
32
$160.00
$
5,120.00
0 Lee ...... .....................................
.......................................... ..........................
......
................ 120 ,
- .................................................................................................
- _. . . - .................
$' 105:00__.__.___ ______$_____._._.__12:600:00_..
..............
. . ..
.Rendering Pixefcrafi computej� renderings - 2,Ne,w, Renderings K ea.) ....... V i8, , - ,
.............. 000.00
... .......................
hours 620
... ........... ...................... ...... - ...... ..... ............ .............. .......... ............. ... ...subtotal ........ ... ........................... ........... ........... ........................... ........... ....... .....
Subtotal -Task G.11 $ 89,300.00
G.12 - General Project Management Tasks (meetings on site, conference calls, proposals, Commu 2009
Hours Hourly Rate
................................ .......... .................
.............. ....... ................... ..................
64
I .... .... I ...............$
$285.00
.........
$
S Challo.
....... f�ij ......
.......
.............................. ...........................................................
DLee
........ __ 8 ............... 6
...... $505.00.. - .
....
S ...........
................ ....... .... - . ........ .
. ... ........... ........... .. I ........................ T4 ...................
Vi �.�Y.56 ..............
� ....
............. ...... ...... ........................ I ..............
YRi
................................... ....... ...............
14.- 7...77..7.
...................................
_..$85.00...__._...._$...._....
............ -
Subtotal -Task G.12 $ 93,930.00
DA -Study changing floor plan modular'pod'sections 2009
Associate JKeller
16
$125.00
s . ............
ZOO* 0'.00-
Stall -2 Y -R-ig-gie
1-6
- -$8-5.00-
1,360:00
Stall 2 R $ i mp s o n
720.00
Office. Ykiskl
................ ....... .............................
0
$75.00
................... ...... .... . ..........................................................
.................... .......... .......... ..................................... ........
...........
subtotal hours 120
...... ............. ................ ..............
..............................................................
.....................................
..........
.......
Subtotal -Task D.1
$
16,220.00
0.2 - Develop alternatives I refinements to 'Sail' design feature
2009
Hours.....
Hourly Railba_
.............. .................................... ....... ...... . ....
Principal .... ...................
............ . ............ I ...... ...
6.
$.
........ ........... ... . ... ... ....... ... .......................... ... ............
Principal P Bohlin
. . ................................ .............. ............. ............. ...........................................................................................................
............. ....... .......
a
. ...... .
$285.00
...............
....
.. ......
$
. ....
2,280.00
. . -
0- $75 .0 0
............... ............ ............................. . . . . . . . .. . .. . . .. . . . . . .. . .. . . . . . . . .. ....................................................... ............... ..................... ........................... ..........
subtotal hours 68
............... ......... ...................................... __ ................................................................ - ..............................................................................................
Subtotal - Task D.2 $ 9,6757.0-0
D.3 - Add surface parking near entry plaza 2009
Hours Hourly Rate
Bohlin Cywinski Jackson
EXHIBIT C
B. Concept Plan Refinement Phase - BCJ Fee Tabulation by Task . (BCJ 9 085119A)
Stephen G. Bader, P.E.
January 5, 2009
Concept Plan Refinement Phase Exhibits I Page 19
Principal
G Mollola
.......... I .............................. ...
$125.00
'$ '3,000.00"*- _,, "
Sto 2 Y Mqgie......................................................................
Sr. A s s o c i ate
S C h a
--
$...............2,720:00..
staff i
5 C66
2
0 . c U,� ...........
........................ ............. ...............................................................................
0
............
Staff 2
Y Riggie
.... ....................
ft. ..... .............
Siif 2
� .... ............. ........... I ...............................
R En��W
I ........... I .......... . ..................
0
Office
FK-isht- ---- - -- - -----
...... .
.... ... ... ......... 0
DA - Study refinements /enhancements to parking structure aesthetic treatment
2009
Associate . . . Aelliar
24-
.......... I .............................. ...
$125.00
'$ '3,000.00"*- _,, "
Sto 2 Y Mqgie......................................................................
,Principal
Sr. Associate
W.00
--
$...............2,720:00..
Staff R..S!TPsOO
...................................... ...................
1.6
640.00
1.360.0-0
.2. . ...... ........................................ .........................
Offl�e J Kishi
I .............................................. ......................
0
$75.00
.............
.
.............................. ....... . .... . . . . I . . . . . . .
................. ......................... .
.......................................................
................... ..................................... I ................ ..............................................................................
.
. . . . . . . . . . .. ... ....
subtotal hours 93 ..................................................................................
. ... . ... .... . ... . ....... . .....................
.......... ..........
$125.00
Subtotal -Task DA
$ 11,250.00
D.5 - Reduce amphitheater - refine entry plaza
...........................................................
2009
$
.................
340.00
Hours
Hourly Rate
................................... .............
a
......................... ..................................................... ...........................................
Principal
...................................
1
............. I .............
$285.00
.................. .......
.00
..G,Mottola ........... ...........
Principal P Bohlin
..... ... ............... .................... .11,11, ......
I
.. I ............... I ....... I ....... I .......
$285.OD
. ..........
$ 285.00
a A�ociale S Chailow, . .... .
. .... . .................. I ... ........................ I .. .........................................................
I .......................................................
slw 60
.... ... ........................................
326 66
.............
Office J Kishi 0 $75.00 $
........................... ........... I ....... . 1 ........................... I ........................... ........... .............................................................................................
subtotal hours 18
...................... I ............................................................ ............ ...................................... .........................................................................................................
Subtotal -Task D.5 $ 2,360.00
D.6 - Study ways to integrate City Hall and Park 2009
.....................
........... I ...... .......... I ........................................ I ..
....
"Rhli p
.......... I .............................. ...
................ ..... ...
... ..... I ...........
$
I ......... I . ...
1.140.00
,Principal
Sr. Associate
� ...........
S Chailow
........................4 ....................$285.00
4
..............
... .........
$160.00
. ..........
$
640.00
'. �fA' " ' '
''U&... ............. ................... I— ........ .....................................
bW
................... ....................
.6 ...........
titff6
.............
.... . . ..
AZ6d
AssoTiate
Associate
J Kellar
4
$125.00
500.00
.................
2
......................................... I ......................... ........ ............. I .........................................
Y RI 99......
...........................................................
$85.00
$
.................
340.00
......
........... ............................... ...............................
P Simpson
................................... .............
a
.....................................................................
$85.00
:.......
. .
Office
J . K . ishi
....... ....
$75.00
.............
subtotal hours 28
...... -------- --
----------- - - -----
Subtotal , Task D.6
$
5,320.00
D.7 - Study ways to reduce light and glare from building I site
2009
F12L2.
Hourly Rate
Fydm�,pal --- ------
G Moltola
. . .. ..... 4
$285.00
$
1.140.00
Principal'
P-Bohlin ...... . .. .. ... .. .... .... .. . .... .
. .
'2
... ........ 299166
f
00
Sr. Associate
S Chaf .. .... . . ... e.
8
$160.00
$
1.280.00
4
$105.00
$ 3
420.00
Asi6ciale
..Keller
6
Wslbb
t
.��fa..........................
2
I ......................................... I ...... .... ....... ........................................
Y Riggie
..........................
24
I ....... I ...........................................
$85.00
$
....... I .......
2.M.00
.�60.2 .................................
........... . .......... . . . . . . . .....
R Sim fpscm
........................... ..24...................._$85.00
........... ................ D ......................
�99 ..... I ..... .... ......
0.0
I ................................
Office
e
.......... I ......
J Kishi
. ....... I ............. . ... ....... .. ........
0
. 1.11 . . . ... .. ... ........ ... .
$75.00
.... 11 .......
$
.......................
..................................................................... .........
.............................................................
subtotal hours 66
I ............................
I ..........
Subtotal- Task D.7 $ 7,490.00
Bohlin Cywinski Jackson Stephen G Badurn, P.E.
January 5. 2009
Concept Plan Refinement Phase Exhibits / Page 20
EXHIBIT C
B. Concept Plan Refinement Phase - BCJ Fee Tabulation by Task - (BCJ # 08519A)
D.8 - Study improvements to link to library 2009
........................ ............................... ... .. .. . .... ......................................
2
......... I ........ - ... .................... __ ....... ............................... .........
......
2
.................................... ........... ...........................................
6
.... ...... ....... ............................................................................... ...... .......
.................................. .. .. . ...............................................................................................
subtotal hours
... . .................................................... ........ ........ ...........................................................................................
. ..... ... ......
30
.................. - ...............
.......................
Hours
Hourly Rate
Subtotal - Task D.8
$
4,280-00
D.9 - Maintain berm along MacArthur Blvd.
Principal ... ........................ ...... � 1 ..... .............................................
P Bohlin
......................................
0
........ ....... .....................
$285.00
• Confirm berm as presented in competition scheme satifies this comment
Sr. Associate S Chaitow
2
$160J00
$
Swirl _U Lee
.......... ;f ....
Subtotal - Task D.9
$
D.10 -Provide appropriate effective mitigation offighthillare on site so neighboring residences are
not adversely affected
• Confirm that this task is essentially similar to (ask D.7
................. ....... .......... _ ......................... ............... ................... ....................... ......................
............................................
.................
Subtotal -Task D.10
$
D.11 - Develop design strategies for separating pedestrian /vehicular site circulation
2009
.......... ... ....... .................
Hours
Hourly Rate
. J ................................
.........................
................................... - ............... ............. - .... ...... ..........
G Mottola
. ......
$285.00
$
570.00
.!ncipal
Principal P Bofilin
ffs�-- -
90
$
57-0'.00,
.�i. ��.��h6lf6�� ... ...... ... .... ... ........... ....... ........... ....... ..... I ............. ................ ..........
Associate
................. .................. ...... ...... ...... .......................................................
... ...........
4
... ........ .. .
$160.00
...... _ .................
.................................
......................................................................................... - .... ..... ..................................... --- __ .... ....................................................... .................. -
....... _ ........... __ ........... ....... ... .. .. . ... ....... ................... ............................ subt.o.talhours ............ 4.� ... ........ ....... ........... .......... ...... ................ .......
..... . .....
Subtotal -Task D.11 $ 5,660.00
D.12 - Provide floor plan that will easily accommodate future mods to internal department size I layouts
• Confirm that this task is essentially similar to task D.1
[).13 - Study ways to make project logistically feasible, understanding how construction will affec 2009
Hours Hourly Rate
..0. nincipal ..G'Mattota .. .... .. .... 8 ...... - ........ .... $ . 2 1 8 . 5 . .0 .. 0 ............ .....$...............2.280.00.. . .. . . . .
Sr. Associate , s,��Kattow- 76 t-mixi . ... ... z56-0.60
Siefl ................ ff.ce� ........... . ................................................................................................. .... 4 .... ................ $ 105:00............ ....$..................420:00..
. . . . . ...... ...... ................... . .. . . ...
- .............................. ................ ....... ... ........... ................. . ..... ................................. ............................. ....
....... ....... .... ...... .......... ........................................ I ................ . ........................................................................... . . .. ....... ...............................
Subtotal - Task D.13 $ 5,910.00
D.14 - Integrate the library so as to develop a true 'civic center'
- Confirm that this task is essentially similar to task D.9
D.15 - Provide reshooms for visitors to the park
2009
Hours
Hourly Rate
i5i[r6pit .. ... ....... 696i0a .......................... . ...
.. .. . ... .... .. ... _ ........ I .... i ..........
v86 (to
Principal ... ........................ ...... � 1 ..... .............................................
P Bohlin
......................................
0
........ ....... .....................
$285.00
Sr. Associate S Chaitow
2
$160J00
$
Swirl _U Lee
.......... ;f ....
$. _ b$ . .. .............$.................
) . 0 ...............
t .................
Bohlin C wlnSki Jackson Stephen G.Badum. R.E.
y January 5.2009
Concept Plan Refinement Phase Exhibits t Page 21
EXHIBIT C
B. Concept Plan Refinement Phase - BCJ Fee Tabulation by Task - )BCJ # 08519A)
Associate
J Keller _
0
$125.00
................... .
q9.......................
?...
...............................
2
...............................
Si
Simpson................................................................................................
........... ... ............................... .........._ ..................$85:00.......
....._$..............._74000..
$.................34000...
................._R.
Offl
Office
........._ ..........................................................................
.. Kishi
................._4............
0
........._$8500...............
$75.00 $
...............................
_.._.. _._.._......._..........................................................................
subtotal hours 75
.......................:.......
Subtotal -Task D.15 $ 1,705.00
D.16 - Provide for easy parking for park visitors
• Confirm this task is essentially similar to task D.5
D.17 - Study design strategies to make strong visuallphysical connection betw North /Central Park 2009
.................................................. ...............................
Office J Kishi .......................................$ 75: 00........... ..... ...........................
Subtotal -Task D.17 $ 1,345.00
D.18 - Consider a cafe, small coffer shop, snack cart or kiosk for visitorsfemployees in the City Hall building
• Confirm that Competition Scheme cafe shown satisfies this comment
.......... . .................... . . ... . ........................ . ...... . . . . . ...................................... . . .. . . . . . .................. . ...... . . . . . .............................................................. _ . . . . . . . . . . . . . . . . . . . . . . . .. . . . _ .....
Subtotal -Task D.18 $ -
DA9 - Have a vehicular connection behv, city hall parking to library's existing parking lot
Confirm that Competition Scheme satisfyies this design comment
Subtotal -Task D.19 $ -
D.20 - Study alternate design strategies for Council ChamberlCommunity Room 2009
... _ . ................................................................................................................... ............................... .Hours........ Hourly Rate.................... ...............................
Pnncipal G Moltola 8 $285.00 $ 2.280.00
......... ........................................
Principal ...............P Boli.............................. ................_. ..............................8 ..... ..............$285.00.......... .....$...............2.280.00..
_ ............................_.......__.__.........................................................................__........._.....__..............._............__...... .._....._......................
......................................... . . . . .............. . ....................... . . .. . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . ...... . . . . . . . . . . . . . . . . . . .... . . . . . ....................................... . ...........................................................
........._....... subtotal hours 84
Subtotal -Task D.20 $ 12,080.00
D.21 - Study options for combining council chamber f community room to act as one large assembly space
• Confirm this task is essentially similar to (ask D.20
D.22 - Provide access to natural light from all staff workstations
•_ Confirm design concept lrom competition_ satisfies this request
D.23 - Provide continuity of landscape treatment from library olive trees along Avocado Ave.
• Confirm landscape concept from competition scheme
......................................................................... ............................... ............................................ _.................. .... ............... .........
.............. ...............................
Subtotal BCJ NTE Fees $ 378,067.25
Bohlin Cywinski Jackson
Stephen G. Badum, P.E.
January 5. 2009'
Concept Plan Refinement Phase Exlelilu I Page 24
EXHIBIT C
"a ..... ....
SUBCONSULTAW FEE SUMMARY:
'
Subtotal Subcon..Itaol Fees $ 191,180.00
Subtotal - BCJ and SUbConsultants Fees r—$ --569.Z47 25
ESTIMATE OF REIMBURSABLE EXPENSES
See attached summary
Total Reimbursable Expenses • N.T.E. S 79,42600
Bohlin Cywinski Jackson
Stephen G. Badum, P.E.
January 5, 2009
Concept Refinement Phase Exhibits / Page 23
EXHIBIT C
Project Name: Project No.
Date:
NEWPORT BEACH CITY HALL AND PARK 108519A
115109
INITIAL REIMBURSABLE EXPENSES ESTIMATE (SEE NOTE 1)
ATTACHMENT (to proposal)
Item No.
Description
Amount/
No. of Days I
Total
Remarks
Person
Miles
BCJ Travel Expenses per 2 -Day Trip
Transportation to /from airport in SF
$45.00
2
$90.00
1
Parking at airport
$22.00
3
$66.00
2
Cab fare I car rental
$75.00
2
$150.00
3
Food
$75.00
2
$150.00
4
Hotel per night
$200.00
2
$400.00
5
Plane Fare (see Note 1)
$500.00
1
$500.00
Total per person per two day trip
$1,356.00
BCJ Travel Expenses per 1 -Day Trip
Transportation to /from airport in SF
$45.00
2
$90.00
1
Parking at airport
$22.00
2
$44.00
2
Cab fare / car rental
$75.00
1
$75.00
3
Food
$75.00
1
$75.00
4
Hotel per night
$200.00
1
$200.00
5
Plane Fare (see Note 1)
$500.00
1
$500.00
Total per person per one day trip
$984.00
BCJ TRAVEL REIMBURSABLE EXPENSES PER PHASE
P
CONCEPT PLAN REFINEMENT PHASE
People X No.
of Trips
3 2 -day trips; 2 people /trip
$1,356.00
6
$8,136.00
1 2 -day trips; 3 people /trip
$1,356.00
3
$4,068.00
3 2 -day trips; 4 people /Mp
$1,356.00
12
$16,272.00
1 1 -day trips; 3 people /trip
$984.00
3
$2,952.00
Additional Trips (If Required)
People X No.
of Trips
All Expenses are Additional Services
NIC
NIC
NIC
BCJ ESTIMATED TOTAL FOR TRAVEL/LODGING /MEALS
$31,428.00
(SEE NOTE 2)
BCJ TOTAL INITIAL REIMBURSABLE EXPENSES
$20,000.00
ESTIMATE FOR REPRODUCTION, PRINTING,
TELEPHONEIFAX, MAIL (REGULAR AND EXPRESS),
PHOTOS /PRINTS PER BCJ PROPOSAL
PWP Landscape Architects TOTAL INITIAL
$17,500.00
REIMBURSABLE EXPENSES ESTIMATE
Arup MEP /StructurallCivil /Lighting TOTAL INITIAL
$9,000.00
REIMBURSABLE EXPENSES ESTIMATE
C.P. O'Halloran Assoc. TOTAL INITIAL REIMBURSABLE
$0.00
EXPENSES ESTIMATE
The Fire Consultants TOTAL INITIAL REIMBURSABLE
$500.00
EXPENSES ESTIMATE
Bohlin Cywinski Jackson
Stephen G. Badum, P.E.
January 5, 2009
Concept Refinement Phase Exhibits l Page 24
EXHIBIT C
Project Name: Pro'ect No.
Date:
NEWPORT BEACH CITY HALL AND PARK 519A
08
115109
INITIAL REIMBURSABLE EXPENSES ESTIMATE (SEE NOTE 1)
ATTACHMENT (to proposal)
Item No.
Description
Amount!
Person
No. of Days I
Miles
Total
Remarks
DESIGN TOTAL PROFESSIONAL TEAM INITIAL
REIMBURSABLE EXPENSES ESTIMATE (see Note 3)
76,428.00
lose 1:Reimbursable expenses include the following:
BCJ and Consultants transportation, lodging and expenses for all travel between their offices and the job Site.
BCJ and Consultants expenses for all reproduction and printing.
All expenses for telephoneltax, video conferencing, postage, handling, delivery (regular and express) between BCJ,
ICJ's Consultants, the Owner, the Contractors and others involved in the project.
BCJ and Consultants expenses for photos /prints,
lots 2: Plane fare costs are estimated based on minimum two week advanced notice to BCJ of all meeting dates and
T; ticket purchases being non - refundable. In addition, as BCJ has no control over any fare increases that may occur
uring the term of this agreement, BCJ will require reimbursement for any additional costs that may occur due to future
are increases in excess of the estimated cost indicated herein.
lots 3: If this initial projected amount for BCJ and/or Consultants reimbursable expenses is exceeded. (i.e. due to
avisions to the quantity of or schedule for BCJ and /or Consultants meetingsfpresenlations, changes to costs upon
rhich the initial projections were based, scope of services changes, etc.) this initial not-to-exceed dollar amount will be
icreased, after written approval of the City is received, based on an updated projection of reimbursable expenses.
,II reimbursable expenses will be billed at a multiple of 1.10 limes the expenses incurred.
PWP LANDSCAPE ARCHITECTURE
PETER YLALKER. FASLA
D'JUGL.A5 FINOLAY
TON'. FIM. 03KY
Di'AO 'p411I.Kr
PPJL 91FRON
$ARAN KVEHL
January 5, 2009
Gregory Mottola
Principal
Bohlin Cywinski Jackson
49 Geary Street, Suite 300
San Francisco. CA 94108
gmottola@bcj.com
LIZ ONMU-ER Regarding: Proposal for Programming and Conceptual Design Services
ADAM GREENSPAN Newport Beach City Hall and Park / BCJ901
Dear Gregory,
JANET BEAGLE
rAM. RVCHANAN We. appreciate the opportunity to continue our collaboration with BCJ by submitting this
proposal for Programming and Conceptual Design services on the Newport Beach City Hall
raATTHEW UONHAM project. This proposal covers services beginning January 5 through April 14, 2009 to meet
rAPHNE E00%'AR05 with City Representatives and refine the competition scheme, culminating in a presentation to
the Newport Beach City Council. Specific services to be undertaken by PWP include:
JIM GHIMEs
3ANGY HARRIfi 1 . Preparation and participation In bi- weekly worksessions (up to seven) in Newport Beach
with BCJ and the Client. Each worksesJon is to be completed within a one -day
JLNNY HENRY timeframe with agendas prepared in advance by BCJ. with input from PWP.
DORIS SCHENK
2. Preparation and participation in up to three public meetings. Including the Council
KELP +:,PvKU' presentation on April 14.
TAYA [HOLE.
CORNELIA ROPPEL 3. Collaborate with BCJ and Client Representatives to refine and confirm the program for site
use.
4. Revise the illustrative site plan to reflect ongoing discussions on conceptual design
directions.
5. Develop supporting graphics. such as sections and assemble photographic images which
represent and convey, design intent.
6. Review and resolve sustainability, goals (i.e.: LEED).
7. Participate in discussions led by consultants responsible for the EIR to gain an
understanding of design constraints and opportunities. including a detenriination regarding
the site wetlands approvals process.
8. Provide a conceptual cost analysis for landscape systems (not including site engineering.
such as infrastructure. mass grading, etc.).
9. Prepare and present the landscape components of the project to City Council on April 14.
2009.
3e ALLS 7l,)N WAY
BERKELEY, CA 94 %10
sro.aAS.sAs�
F 5t0.E- 3.L333
%VVVNl.PWPLA.COM
Gregory MOHoIa / BCJ
Fropcsal'or Programming and Concepuua, Design Sir ices
Newport Beach City Hall and Park / BCJ901
January 5, 2009
page 2 of 2
The products of these efforts include:
a. Revisions to the illustrative site plan. as necessary.
b. A one -page summary of site program elements.
c. Site sections and /or elevations, at a conceptual level of detail.
d. landscape cost estimate in an order of magnitude appropriate for the concept stage.
e. Assemble graphics and photographic images into a PowerPoint presentation for
andscape concepts. revising as necessary as work progresses.
The above services do riot include assembly or procurement of base materials (surveys. etc.).
participation in outside agency jurisdictional agency approvals (such as EIR. ACOE. etc.),
formal processing with City agencies, specialty services requiring outside consultants, models,
animations, off -site improvements, or mitigation measures.
To undertake the work outlined above we estimate will require the following lees and expenses:
PWP Professional Services (Hourly not -to- exceed basis): $88,500
Estimated Travel Expenses (10 person trips): $10.000
Esthnoted Project Expenses (Plotting, Reproduction, etc.): $7500
PWPr✓ill contract for service, with BC.I, who shall be re5ponsitile to manage and administer
our services. RVP will invoice for professional services monthly, with services billed hourly plus
all project and travel expenses at cost (the above figures for expenses are estimates. only).
Services will be provided and invoiced per the terms of Appendix A. attached for your review.
We look forward to working with you and BCJ on the project and would be glad to answer any
questions you might have on this proposal or provide further information you may need to
define our scope.
Sincerely,
P7_�...
Doug Findlay
Cenior Partner / PWP
Copies to Paul Sieron / PVJP
Mar; Pat Mattson / PWP
Carmen Arroyo % PV, /P
ao:r, b :ri:fn•t•[U�r,:-:_o�a::.p,.,.ni :ka
PROPOSED WORKPLAN BY HOURS
19A EMIR I;
lAssociate
1
21
31
4
5
6
7
81
9
10
11
12
Peter Walker
et
4
4
3
2
Sarah
Sarah Kuehl
12
2
41
16
4
20
20)
4
16
8
0
Paul Sieron
Paul
10
8
16
6
12
6
16
6
16
6
12
8
10
101
1G
20
is
20
j2C)
20
20
16
12
Design Staff
81
10
101
10
20
16
20
20
'0
�C
20
C)
20
16
• denotes public presentation
Bohlin Cywinski Jackson
EXHIBIT C.3.b
Argo - Concept Deaden Fee Estimate
Stephen G. Badum. P.E.
January 5, 2009
Concept Plan Refinement Phase Exhibits I Page 28
Desciplme
M! 2s in Newport Beach
I Cent Calls & Local gratings
Work to Confirm Conce 1 Narrative
Total
Hours
Average
Rate
Fee
Eslimale
Hours
Hours
i1i,ersonforlodays
Hours
Structui
1 pmsm, for 2 days
1 16
it person faro cant Calls 2 In ea I
1 8
80
104
175
$18,200
Mechanical
1 arson for 1 da
8
1 person for 4 conf calls 2 In ea
8
1 person for 9days
72
88
175
$15.400
Electrical
1 erson for 1 da
8
1 person for 4 conf calls 2 In ea
8
1 person for 5 days
40
56
160
$8.960
Plumbing
1 .,son for 1 da
8
1 for 2 calif rolls 2 In ea
4
1 person for 3 days
24
36
160
$5 760
Lighting
i erson for 1 da
8
1 person for 4 cent calls 2 hr ea
8
1 person for 8 days
64
80
160
$12,800
Sustainabilit
1 erson for 1 da
8
1 person for 4 cent calls 2 In pa))
8
1 person for Stlays
40
56
160
8,960
Civil
2 people for 2 days
32
1 person for 4 cent calls (2 In ea)
8
1 person for 10 days
80
120
160
$19.200
Total Concept Fee
Estimate =
$89,280
General Scope of Work for SMEP, Lighting, Sustainability & Civil In Concept Design Phase
- Verify and firm -up all information presented in the competition narrative.
- Arup will attend local meetings and meetings in LA as listed above.
Reissue narrative and sketches for the Concept Design Phase
- Complete a conceptual study light pollution and glare issues (assume this will be issued as a draft and then as a final version after comments from City)
- Specific Civil Scope includes
- Delernune project conditions for modifying offsite stormwaler entering the site: confirm rerouting does not imparl C3 regulations onto offsile news
Resolve appropnale onsite stormwater management practice: i.e. consult with project Geotechnical Engineer to determine infiltration potential and risks,
especially areas adjacent to existing structures
- Evaluate risks and benefits of impacting the jurisdictional wetlands
Determine preference for water reuse options: rain harvesting, greywater recycling for Irrigation, etc
- Prepare up to two mass grading and volumetric earthwork evaluations
Estimate of Concept Design Reimbufsables Expenses for SMEP, Lighting, Sustainabilit &Civil - $9 000
- Travel and accommodations out of the Bay Area.
- Costs associated with printing formal submissions.
- Courier, fax, and long distance telephone charges.
C. P. O'Halloran Associates Inc.
CONSTRUCTION COST MANAGEMENT
January 5, 2009
Gregory R. Mottola, AIA
Bohlin Cywinski Jackson
49 Geary Street, Suite 300
San Francisco, California 94108 -5729
City Hall and Park
Newport Beach, CA
Dear Greg,
We confirm our proposal to provide concept design construction cost management services for
the project referenced above. We understand the project includes a new city hall building,
structured parking and site work. Our services will include advising the team on matters of
construction costs as questions arise, evaluation of alternative concept design options,
preparation of a single concept design cost estimate, estimate review with the project team,
participation at a single estimate review meeting at Newport Beach and estimate reconciliation
with an independent general contractor estimate if required. For these services we propose
reimbursement on an hourly basis to a maximum fee of $9,600.00, approximately 60 hours. We
do not anticipate reimbursable expenses.
Additional estimating services, estimates of additional project components and monitoring of
construction costs at other design milestones are not included in this proposal. We look forward
to assisting you with this project.
Sincerely, Accepted by,
W
Ciaran P. O' (loran Bohlin Cywinski Jackson
2659 TOWNSGATE ROAD, SUITE 213 • WESTLAKE VILLAGE, CALIFORNIA 91361 -2792
PHONE 805 - 494 -3703 • FAX 805- 497 -7721
www.cpohalloran.com
Z D p models 2565 Third Street #323 San Francisco CA 94107 415.648.5058v 415.648.5069f
6 2 ti�'1
Steve Chaitow
BCJ
49 Geary Street, Suite 300
San Francisco, CA
94108-5729
415.989.2100
schaitow @bci.com
FEE PROPOSAL # 050109.fee : Newport Beach City Hall
SCOPE OF WORK:
• model scale : 1" = 40' - 0"
• model size : 22" x 60" x 5.5 '(H varies) base
• model type : poly chromatic presentation model - (5) representational colors
• model materials : acrylic / laser cut and scored (surface finish acrylic urethane)
BCJ will supply CAD drawings in requested digital and hardcopy (plot) formats
• model base : topographic foam base surfaced in latex paint with wood sub base ( sides to be covered in acrylic and
surfaced finished in model palette.
• site : grade change of 135' ( contours rendered every 1') roads and site walls rendered
• project buildings (2) - city hall and parking garage
• glazing : laser scored acrylic
• screens : metal etch
• roof structure articulated
• floor plates, columns, exterior walls, roof elements, screens and glazed elevations rendered
• trees : approx. 300
• context buildings - 50 massed buildings in acrylic
Schedule : 3 week time frame : start date - mid March for a APRIL 07, 2009 deadline. deadline and fee based on timely
model cost: $32,800.00 + ca sales tax(8.5 %)
acrylic presentation cover : $400.00 + ca sales tax(8.5 %)
travel case : $650.00+ ca sales tax(8.5 %)
terms of payment :
50% retainer due week of start date
balance due upon completion + any add service
thank you,
M.Megan Werner
ZD p models
zdpmodels.com
X33 - I -13-0�
January 13, 2009
To the City. Council Members:
At this time when you are voting to approve the design for the new city hall, I
Would appreciate your consideration of a viewpoint that I am presenting to you.
1, along with others, have worked hard over the past two years to see that the
right actions were taken by the city council regarding a new home for our
Newport Beach City Hall.
I was able to get Ton Johnson meet with Bill Ficker just days before the first
design was to have been approved. You can remember the front page coverage
the Daily Pilot gave to Bill's renderings and plan for building the City Hall and its
location, above the Main Library in Fashion Island. When the vote came the next
day, we were saved from having this first plan which up to that point, had cost us
almost a million dollars.
All of us know the great need for a new larger and state of the art city hall, much
like we did when the current city hail was built. I am fortunate to have know the
wonderful men, who along with my father Jim Barrett, made it possible to replace
the old wooden City Hall by the pier, with the present City Hall, just as Newport
Brach was entering a great period of prosperity and growth, marking it's progress
from being a small beach town.
The City Hall adjoining the Lido Isle stores like Richard's Market; the movie
theater, and the premier shopping and dining spots of the town, really put us on
the map after World War II.
Looking back, the dedication was a thrilling event. My father, was able to get his
dose friend, Governor Earl Warren, to officiate at the impressive ceremony.
Now, we come to the present day. After much deliberation, over many years, we
have agreed on a new City Hall to be built on the beautiful site above the Library.
Each step of the way has been hard fought. But, we have agreed, it will become
a reality now.
This reminds me of the long fought over design for The Disney Concert Hall.
Diane Disney, who was my freshman dorm roommate at USC, inherited the
chairmanship of the Disney Concert Hall committee after her Mother's death.
Mrs. Disney had funded the building as a gift to the city. If you remember, no
one would agree and the controversy over Frank Geny's design had stopped all
progress foe several years. Each committee member had their own ideas for
how they would change the design. Diane had just about given up when she
remembered something her father had told her. It is my opinion that this advice
applies to the beautiful design we have chosen for our new City Hall.
Walt Disney had always believed that when you have commissioned an artist to
design a project, you do not interfere with the work that has been created.
Fortunately, the committee members listened and agreed so that we now have
the Disney Concert Center which is recognized as one of the finest example
architecture in the works.
I believe we should likewise leave and approve the design of the Newport Beach
City Hall just as it has been designed. Any change destroys the integrity of the
building.
The feature of the series of sails is so magnificent. It will be a landmark up and
down the Pacific Coast being visible from boats and ships at sea and those
traveling up and down the highways. I can only imagine how beautiful it will be at
night.
In my opinion the council members are only playing politics with this issue.
Haven't we have seen enough of that over all the preceding years in regard to
the design of the city hall?
Those same few who object, do not represent the majority of the residents of
Harbor View Hills.
Please stand up for what is right and do not alter the height of the largest sail so
that every one can enjoy the extraordinary building that has been designed for
our new City Hall.
I greatly appreciate your letting me voice my opinion . 1 am in great hopes that
like the Disney Music Center, you, the City Council Members, will leave the
design for the new City Hall in tact.
Most Sincerely,
" if
Mary Barrett Blake