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HomeMy WebLinkAbout09-04-28 Amendment #1 to PSA with BCJ - SD & DD ServicesCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. April 28, 2009 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Stephen Badum sbadum(ocity.newport- beach.ca.us 949 - 644 -3311 SUBJECT: CITY HALL AND PARK MASTER PLAN PROJECT - APPROVAL OF AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH BOHLIN CYWINSKI JACKSON FOR ARCHITECTURAL DESIGN SERVICES — SCHEMATIC DESIGN AND DESIGN DEVELOPMENT RECOMMENDATIONS: 1) Approve Amendment No. 1 to the Professional Services Agreement (PSA) with Bohlin Cywinski Jackson, of San Francisco, California, for Schematic Design and Design Development Phases of City Hall and Park architectural design services at a not to exceed price of $ 4,689,775 and authorize the Mayor and City Clerk to execute the Amended Agreement. 2) Approve a Budget Amendment authorizing $3,051,696 in additional funding for the Schematic Design and Design Development Phases of City Hall and Park architectural design services from unappropriated Major Facilities Master Plan Fund to the City Hall and Park Design Account No. 7410- C1002009 DISCUSSION: On November 25, 2008, City Council selected Bohlin Cywinski Jackson (BCJ) as the architect for the City Hall and Park Master Plan Project. On January 13, 2009, City Council approved a PSA with BCJ to revise and refine the conceptual plans per the recommendations of City Council and the City Hall Design Committee. That work was successfully concluded on April 14, 2009, with the Council's approval of the design concept for City Hall and the Park. The next step in the effort to build our City Hall and Park is to prepare Schematic Design and Design Development. The Schematic Design process will further refine the approved concept and will explore areas such as grading, drainage, floor plan layout, refinement of space allocations, building systems, landscape palettes, irrigation systems, park amenities, constructability reviews and alternatives, cost analysis, green (LEED) building systems, as well as structural, mechanical and electrical systems. The Schematic Design process will City Hall and Park Master Plan — Approval of Amendment #1 - Professional Services Agreement with Bohlin Cywinski Jackson. April 28, 2009 Page 2 conclude concurrently with the certification of the EIR document which is tentatively scheduled for November 24, 2009. In an effort to expedite the project, we recommend that the subsequent Design Development phase work scope be included in this amendment so that upon Council approval of the Schematic Design phase, BCJ will immediately proceed with the Design Development phase. The Design Development phase will provide more detailed designs, drawings, specifications, material selections, continued constructability reviews, and more detailed cost analysis and estimates based upon the approved Schematic Design plan. A separate mass grading plan bid package will also be produced to enable the City to take advantage of potential disposal sites that would reduce our overall grading costs. The tentative schedule to complete the design development phase and put the mass grading plans out to bid is March 2010. Upon the completion of the Design Development Phase, staff will negotiate a second amendment with BCJ to produce construction documents and bid packages for the various trades under the Construction Management at Risk alternative delivery method. Staff will also negotiate with CW Driver to establish a Guaranteed Maximum Price (GMP) for the project. The completion of the construction documents and bid packages is tentatively scheduled for November 2010. City Staff have met with BCJ and negotiated a work scope and fees for the Schematic Design and Design Development Phases of the project. In general, the work scope includes revising and refining the conceptual plans to enable the final design phase which is the preparation of final construction documents and bid packages. The Schematic Design work scope will include all work including design, meetings and one public workshop to establish: • The final project program. • The site location of all project components and the basic scope of site work to be included in the project. • The basic size, shape and massing, plan and sectional relationships of project components and layout of the spaces of the building. • Selection of the primary exterior and interior materials to be used in the new building. • Selection of the basic structural materials and systems. • Selection of the basic mechanical and electrical systems. The Design Development work scope will include all work including design and meetings to provide drawings, details, draft specifications in advance of the final preparation of construction documents and bid packages and includes the preparation of a separate mass grading bid package. The Schematic Design and Design Development phases will each include two formal review submittals at 50% and 100% completion along with continual periodic review by staff, City Hall Design Committee and the City Council Building Committee. City Hall and Park Master Plan — Approval of Amendment #1 - Professional Services Agreement with Bohlin Cywinski Jackson. April 28, 2009 Page 3 The project schedule anticipates weekly coordination meetings with staff and monthly meetings with the City Hall Design Committee and the City Council Building Committee. We also anticipate at least one public workshop during the Schematic Design process and opportunities for public input at the City Council hearings for Schematic Design and Design Development approvals tentatively scheduled for November 24, 2009 and March 9, 2010. A more detailed work scope and tentative schedule is included in Exhibit 1 within the attached Professional Services Agreement (PSA). The proposed fee for the Schematic Design and Design Development services including listed subconsultants is $4,272,503 plus anticipated reimbursable expenditures of $283,896 for a total 'not to exceed' cost of $4,556,399. The work scope is itemized and billing will be per the approved billing rates as shown in Exhibit 1 of the attached PSA, which are the same as the billing rates in the concept phase. During the conceptual design process, it was determined that additional work in the areas of hydrology and utilities planning is necessary to supplement the ongoing work to prepare the project's EIR documentation. As BCJ's civil engineering subconsultant, Arup, is best suited to perform this work in conjunction with ongoing design services, staff requested a supplemental proposal which is also included in Amendment No. 1 to the BCJ PSA. In general, this work includes all drainage analysis, water quality management planning and utilities planning necessary for the preparation of a technical report for inclusion in the EIR document. The proposed fee for the supplemental EIR work is $133,375 and includes all reimbursables. Environmental Review Architectural and Engineering services are not projects as defined in the California Environmental Quality Act (CEQA) Implementing Guidelines. City Council has retained LSA who will prepare environmental documentation for the project. Funding Availability: Currently, $1,638,078 is available in the CIP account for this project. The total for the Schematic Design, Design Development, and the supplemental environmental work is $4,689,774. Upon approval of the attached budget amendment, $3,051,696, there are sufficient funds available in the following account: Account Description Account Number Amount City Hall and Park Design 7410- C1002009 $ 4,689,774 $ 4,689,774 Submitted by: Stephen G. Badum Public Works Director Attachment: PSA with BCJ, including work scope, schedule and fee exhibits