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
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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
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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.