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HomeMy WebLinkAbout09-05-26 Amendment to PSA with CW Driver - SD & DD Services jpCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. May 26, 2009 Iti�:I Q04 IQ: L•\: 34:8JiTTY& I: 79► 1 oil JiIANAiI :IA:We]aI.I:9y1W,9K0111►[yl1 FROM: Public Works Department Stephen Badum sbadum(aacity.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 CW DRIVER FOR PROGRAM MANAGEMENT SERVICES — SCHEMATIC DESIGN AND DESIGN DEVELOPMENT AND AMENDMENT NO. 1 AND NO. 2 TO PROFESSIONAL SERVICES AGREEMENT WITH LEIGHTON CONSULTING, INC FOR GEOTECHNICAL SERVICES RECOMMENDATIONS: 1) Approve Amendment No. 1 to the Professional Services Agreement (PSA) with CW Driver, of Irvine, California, for Schematic Design and Design Development Phases of City Hall and Park program management services at a not to exceed price of $647,018 and authorize the Mayor and City Clerk to execute the Amended Agreement. 2) Approve Amendment No. 1 to the Professional Services Agreement (PSA) with Leighton Consulting, Inc., of Irvine, California, to provide supplemental geotechnical exploration and consulting services at a not to exceed price of $18,555 and authorize the Mayor and City Clerk to execute the agreement. 3) Approve Amendment No. 2 to the Professional Services Agreement (PSA) with Leighton Consulting, Inc., of Irvine, California, to prepare a design -level geotechnical report at a not to exceed price of $33,574 and authorize the Mayor and City Clerk to execute the agreement. 4) Approve a Budget Amendment authorizing $954,000 in additional funding for the Schematic Design and Design Development Phases of City Hall and Park for program management, environmental services and geotechnical services from unappropriated Major Facilities Master Plan Fund to the City Hall and Park Account No. 7410- C1002009. City Hall and Park Master Plan — Approval of Amendment No.1 - Professional Services Agreement with CW Driver and Amendments No.1 and No. 2 - Professional Services Agreement with Leighton Consulting, Inc. May 26, 2009 Page 2 DISCUSSION: On January 13, 2009, City Council approved a PSA with CW Driver to provide program management services for the conceptual plan phase of the City Hall & Park project. 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. On April 28, 2009, City Council approved Amendment No. 1 to the PSA with Bohlin Cywinski Jackson (BCJ) to prepare the Schematic Design and Design Development phases of the project. 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 conclude concurrently with the certification of the EIR, which is tentatively scheduled for November 24, 2009. 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 met with CW Driver and negotiated a work scope and fees for the Program Management of the Schematic Design and Design Development Phases of the project. As Program Manager, CW Driver will act as an extension of City Staff and actively manage the project architect and related consultants. The work scope for the Schematic Design and Development Design phases includes • Development of full project estimates at each separate design phase; • On -going cost studies; • Management and coordination of project consultants, Architect and subconsultants, soils engineer, environmental consultant, site engineering and survey group, and others; • Review of consultant cost estimates and proposals; City Hall and Park Master Plan — Approval of Amendment No.1 - Professional Services Agreement with CW Driver and Amendments No.1 and No. 2 - Professional Services Agreement with Leighton Consulting, Inc. May 26, 2009 Page 3 • Coordination of all team related field trips to existing "like" structures, including photo documentation; • Preparation and maintenance of milestone preconstruction schedules • Constructability review • Identification of potential cost increase elements • Identification of potential value engineering suggestions • Use of Building Information Modeling (BIM) technology for design analysis • Facilitation of needs assessment data • Schedule, attend and conduct internal team meetings • Develop regular reports • Attend project meetings, facilitate information and take pictures as required • LEED Document Coordination Services 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. The proposed fee for program management services for the Schematic Design and Design Development phases totals a 'not to exceed' cost of $647,018, which includes optional LEED Documentation Services and reimbursable expenses for travel and reproduction. 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. With this amendment, the total allocated work on this contract is valued at $880,678. Geotechnical Services: On February 24, 2009, City Council approved a PSA with Leighton Consulting for the preparation of a geotechnical study for the City Hall and Park project to assist the design team during preliminary design process and to support environmental documentation. Supplemental work was required to be performed by Leighton Consulting including additional borings, samples for agricultural tests, installation of groundwater monitoring wells, percolation test data, and collection of groundwater data from wells. Amendment No. 1 to the PSA with Leighton Consulting incorporates this work into the PSA and is valued at $18,555. Amendment No. 2 to the PSA with Leighton Consulting is necessary to prepare a design -level geotechnical report to provide geotechnical recommendations for the proposed City Hall and Park. Specific work tasks are described in Exhibit 1 within the attached Amendment No. 2 to the Professional Services Agreement (PSA) with Leighton Consulting. This work is valued at $33,574. City Hall and Park Master Plan — Approval of Amendment No.1 - Professional Services Agreement with CW Driver and Amendments No.1 and No. 2 - Professional Services Agreement with Leighton Consulting, Inc. May 26, 2009 Page 4 With these amendments, the total allocated work on this contract is valued at $114,803. Environmental Review: Architectural and Engineering services and geotechnical investigation and design 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: On April 14, 2009, the City Council approved an amendment to the Professional Services Agreement with LSA Associates, Inc., in the amount of $250,505, for additional environmental services for the City Hall and Park project. On April 28, 2009, the City Council approved an amendment to the Professional Services Agreement with Bohlin Cywinski Jackson in the amount of $4,689,775. The budget amendment approved on April 28, 2009 did not take into consideration the amount need for additional environmental services. Accordingly, a budget amendment is needed to cover the three amendments proposed in this report as well as the amendment approved on April 14, 2009 with LSA Associates and $4348 for incidental expenses outside the terms of the various professional agreements. Upon approval of the attached budget amendment, there are sufficient funds available in the following account: Account Description City Hall and Park Design Proposed uses are as follows: Vendor CW Driver Leighton Consulting, Inc. Leighton Consulting, Inc. LSA Associates Various Submitted by: Stephen G. Badum Public Works Director Account Number Amount 7410- CIO02009 $ 954,000 $ 954,000 Purpose Amount Program Management $ 647,018 Geotechnical Services $ 18,555 Geotechnical Services $ 33,574 Environmental Services $ 250,505 Incidentals 4,348 Total: $ 954,000 I:{i �'fiT:7I WATI iTairhiTaifi►[ .�ifi.7lyG�,►1fiiL�rirA�771�1a7 City Hall and Park Master Plan — Approval of Amendment No.1 - Professional Services Agreement with CW Driver and Amendments No.1 and No. 2 - Professional Services Agreement with Leighton Consulting, Inc. May 26, 2009 Page 5 Amendment No. 1 to PSA with Leighton Consulting, Inc. Amendment No. 2 to PSA with Leighton Consulting, Inc.