HomeMy WebLinkAbout09-08-11 Amendment #2 to PSA with BCJ - EOCCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 26
. August 11, 2009
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Stephen Badum
sbadum(a)newportbeachca.us
949 - 644 -3311
SUBJECT: NEWPORT BEACH CIVIC CENTER PROJECT - APPROVAL OF
AMENDMENT NO. 2 TO. PROFESSIONAL SERVICES AGREEMENT
WITH BOHLIN CYWINSKI JACKSON FOR ARCHITECTURAL DESIGN
SERVICES — SCHEMATIC DESIGN AND DESIGN DEVELOPMENT
FOR EMERGENCY OPERATIONS CENTER (EOC)
RECOMMENDATION:
Approve Amendment No. 2 to the Professional Services Agreement (PSA) with Bohlin
Cywinski Jackson, of San Francisco, California, for Schematic Design and Design
Development Phases for the Emergency Operations Center (EOC) of the Newport Beach
Civic Center at a not to exceed price of $169,222 and authorize the Mayor and City Clerk
to execute the Amended 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. 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. On April 28, 2009, City Council approved
Amendment #1 with BCJ to prepare Schematic Design (SD) and Design Development
(DD). Since that approval, the City Council provided direction to staff to include an
EOC in the proposed Civic Center project. The attached amendment will include SD &
DD services for the EOC.
The scope of work will include SD & DD services for a stand alone EOC structure
located underneath the south end of the civic green and sized roughly at 5500 square
feet. The EOC will be designed to essential building standards with independent
mechanical, plumbing, electrical, and communication systems. The EOC Schematic
Design process will conclude concurrently with the rest of the Civic Center and with the
certification of the EIR document which is tentatively scheduled for November 24, 2009.
Newport Beach Civic Center Project — Approval of Amendment #2 - Professional Services Agreement with Bohlin Cyvnnski Jackson.
August 11, 2009
Page 2
The EOC design development will also be concurrent with the rest of the Civic Center
project and is tentatively scheduled for completion in March 2010
City Staff have met with BCJ and negotiated a work scope and fees for the EOC
Schematic Design and Design Development phases of the project. In general, the work
scope includes revising and refining the EOC conceptual plans to enable the final
design phase which is the preparation of final construction documents and bid
packages.
The EOC Schematic Design work scope will be integrated into the overall Civic Center
project and will include all work including design and meetings to establish the final
project program; basic sizes, shape, and layout of various components; structural
roofing and wall systems; subdrain systems; and basic mechanical, electrical, and
communication systems.
The EOC Design Development work scope will also be integrated into the overall Civic
Center project and 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.
The proposed fee for Amendment #2, EOC Schematic Design and Design
Development services including listed subconsultants is $169,222. 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 current contract.
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, $169,222 is available in the CIP account for this project and there are
sufficient funds available in the following account:
Account Description Account Number Amount
City Hall & Park Design 7410- C1002009 $ 169,222
$ 169,222
Submitted hv-
Attachment: Amendment #2 to PSA with BCJ, including work scope, schedule and fee
exhibits
AMENDMENT NO. TWO TO
PROFESSIONAL SERVICES AGREEMENT WITH
BOHLIN CYWINSKI JACKSON
FOR CITY OF NEWPORT BEACH CITY HALL AND PARK PROJECT
THIS AMENDMENT NO. TWO TO PROFESSIONAL SERVICES AGREEMENT, is
entered into as of this day of , 2009, by and between the CITY
OF NEWPORT BEACH, a Municipal Corporation ( "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. On January 13, 2009, CITY and CONSULTANT entered into a Professional
Services Agreement, hereinafter referred to as "AGREEMENT ", for architectural
and consultant services for the new City Hall and Park Project, hereinafter
referred to as "PROJECT ".
B. CITY and CONSULTANT have entered into one separate AMENDMENT of the
AGREEMENT, the latest dated April 28, 2009.
C. CITY desires to enter into this AMENDMENT NO. TWO to reflect additional
services not included in the AGREEMENT or prior AMENDMENT and to extend
the term of the AGREEMENT to December 31, 2010.
D. CITY desires to compensate CONSULTANT for additional professional services
needed for the PROJECT, which includes services for the schematic design and
design development phases of the Emergency Operations Center.
E. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter
referred to as "AMENDMENT NO. TWO ", as provided here below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. In addition to the. services to be provided pursuant to the AGREEMENT and
AMENDMENT NO. ONE, CONSULTANT shall diligently perform all the services
described in AMENDMENT NO. TWO, including but not limited to, all work set
forth 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.
2. 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 to the AGREEMENT. Consultant's compensation for all
work performed in accordance with this AMENDMENT NO. TWO, including all
reimbursable items and subconsultant fees, shall not exceed One Hundred Sixty -
Nine Thousand, Two Hundred Twenty -Two Dollars and no /100 ($169,222.00)
without prior written authorization from City.
3. The term of the AGREEMENT shall be extended to December 31, 2010.
4. Except as expressly modified herein, all other provisions, terms, and covenants
set forth in AGREEMENT shall remain unchanged and shall be in full force and
effect.
IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT NO.
TWO on the date first above written.
APPROVED AS TO FORM:
By:
Qyne D'-IfteaUAamp
Assistant City Attorney
for the City of Newport Beach
ATTEST:
:;
Leilani Brown,
City Clerk
Attachment: Exhibit A — Scope of Services
CITY OF NEWPORT BEACH,
A Municipal Corporation
Edward D. Selich,
Mayor
for the City of Newport Beach
BOHLIN CYWINSKI JACKSON:
By:
Gregory R. Mottola,
Vice President
By:
W. Dan Haden, III,
Vice President/Treasurer
Bohlin Cywinski Jackson
Peter Q. Bohlin, FAIA
Bernard J. Cywinski, FAIA
Jon C. Jackson, FAIA
W. Dan Haden lll, AIA
Frank W. Grauman, AIA
Wiliam D. loose, AIA
Cornelius J. Reid, III AIA
Karl A. Backus, AIA
Gregory R. Mottola, AIA
C. Roxanne Sherbeck, AIA
Robert E. Miller, AIA
10 July 2009
Mr. Steve Badum, Public Works Director
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92663
Project: Newport Beach City Hall
Newport Beach Project Number xxx
BCJ Project 08519E
Subject: Emergency Operations Center
Additional Services Proposal (BCJ Project 08519B x2)
Dear Mr. Badum:
At the approval of the concept refinement phase, the city council agreed that the scope of the Newport
Beach Civic Center and Park project should increased to include an Emergency Operations Center (EOC).
This was in contrast to the general assumption throughout the concept refinement phase that it would not be
included. The concept refinement scope approved by the city council included the EOC, though there was
no funding included for it in the approved budget numbers.
Due to the timing of including the EOC in the approved project scope, the design team did not include the
EOC in its proposal for schematic design and design development phase fee proposal. This additional
service proposal provides a proposed fee for schematic design and design development phase services for
the EOC.
Project Scope
The fee proposal provided includes the following assumptions:
• The design and construction schedule for the EOC will be the same as that for the main project.
• The scope of the EOC is assumed to be a roughly 5,500 square foot facility located underneath the
south end of the civic green as shown on the attached conceptual drawings presented on the 241h
of June and as described in meetings to date.
Schedule
No changes to the established schedule are proposed based on the execution of this additional service.
Architecture Planning Interior Design 49 Geary Street — Suite 300
Wilkes- Barre / Pittsburgh /Philadelphia /Seattle /Berkeley San Francisco, California 94108
415.989.2100/Fax: 415.989.2101
Bohlin Cywinski Jackson
085196 x2
10 July 09
Page 2 of 6
Project Fee
This proposal is for a time - and - material fee, with a not -to- exceed amount of $169,222 based on the
calculations below:
Hourly Fees R EOC Totals
ate SD DD
$it Hrs Hrs
Architectural
Principal
$285
11
13
Senior Associate
$160
12
21
Associate
$125
27
38
Staff 1
$105
17
28
Staff 2
$85
232
288
Staff 3
$65
0.
0
Office
$75
21
31
Architectural Fees
Structural
320 419
$29,889 $39,341
Principal
$300
4
4
Associate Principal
$215
Associate
$190
12
16
Senior Engineer
$160
12
20
Engineers
$130
16
24.
Graduate Engineer
$110
Senior Drafter
$120
8
8
Drafter
.$110
4
1 6
Clerical
$85
2
4
Structural Fees
Mechanical &
Plumhina
$6,330 $8,820
Principal
$300
Associate Principal
$215
Associate
$190
12
16
Senior Engineer
$160
8
16
Engineers
$130
16
24
Graduate Engineer
$110
Senior Drafter
$120
8
8
Drafter
$110
4
1 6
Clerical
$85
2
2
M &P Fees
Electrical
$6,770 $9,850
Principal
$300
Associate Principal
$215
Associate
$190
Senior Engineer
$160
16
24
Engineers
$130
4
4
Graduate Engineer
$110
Senior Drafter
$120
Drafter
$110
4
1 6
Clerical
$85
Electrical Fees
$3,520 $5,020
$15,150
$76,620
$8,540
$69 230
Bohlin Cywinski Jackson
085198 x2
10 July 09
Page 3 of 6
Sustainable
Principal
$300
Associate Principal
$215
Associate
$190
Senior Engineer
$160
8
8
Engineers
$130
8
8
Graduate Engineer
$110
Senior Drafter
$120
Drafter
$110
2
1 4
Clerical
$85
Sustainable Fees
Telecoms
$2,540 $2,760
Principal
$300
Associate Principal
$215
Associate
$190
Senior Engineer
$160
16
24
Engineers
$130
Graduate Engineer
$110
Senior Drafter
$120
Drafter
$110
6
6
Clerical
$85
Telecom Fees
Liahtina
$3,220 $4,500
Principal
$300
Associate Principal
$215
Associate
$190
Senior Engineer
$160
16
16
Engineers
$130
Graduate Engineer
$110
Senior Drafter
$120
Drafter
$110
Clerical
$85
Lighting Fees
Daviiahtina
$2,560 $2,560
Principal
$300
Associate Principai
$215
Associate
$190
Senior Engineer
$160
Engineers
$130
Graduate Engineer
$110
Senior Drafter
$120
Drafter
$110
Clerical
$85
Daylighting Fees
$0 $0
$5,300
$7,720
$5,120
$0
Bohlin Cywinski Jackson
085196 x2
10 July 09
Page 4 of 6
Civil
Principal
$300
0
0
Associate Principal
$215
0
0
Associate
$190
0
0
Senior Engineer
$160
0
0
Engineers
$130
0
0
Graduate Engineer
$110
0
0
Senior Drafter
$120
Drafter
$110
Clerical
$85
Civil Fees $0 $0
Arup Totals $24 940 $33 510
1 andcranp Architecture
P Walker, Director
$410
0
0
D. Findlay, Director
$305
0
0
Partner
$190
0
0
Associate
$125
0
0
Landscape Architect
$110
0
0
Staff
$65
0
0
Landscape Architecture Fees $0 $0
Landscape Architecture Consultants Fees
Code Consulting
Principal $190 1 10 1 10
Code Consulting Fees $1,900 $1,900
Cost Estimatina
Principal
$190
3
4
Associate
$125
5
6
Senior Estimator
$115
7
8
Assistant Estimator
$95
5
6
Cost Estimating Fees $2,500 $3,000
Sernvity
Principal
$175
0.0
0.0
Engineer
$145
1.0
2.0
1 CADD
$95
0.0
1.0
Admin
$75
0.5
1.0
Security Fees $183 $460
Acoustics
President/ Sr. VP
$250
0
1
VP /Director
$230
1
1
Principal Consultant
$190
2
4
Senior Consultant
$145
8
13
Consultant-
$125
2
2
Technical Assistant
$90
1
4
SO
$58 450 $58 450
$0
$0
$0
$3 800
$5,500
$643
Bohlin Cywinski Jackson
085196 x2
10 July 09
Page 5 of 6
Acoustics Fees
Audio Visual
$2,200 $3,800
President/ Sr. VP
$250
1
0
VP1Direclor
$230
1
0
Principal Consultant
$190
4
9
Senior Consultant
$145
12
19
Consultant
$125
3
3
Technical Assistant
$90
3
6
Audio Visual Fees
Waterproofina Consulting
$3,500 $5,500
Senior Principal
1 $350-1
1
1
Associate /Principal
$225
2
1
Consultant III
$160
6
21
Consultant II
$145
17
37
Administrative
$70
7
11
Waterproofing Consult Fees
Hourly Fee Totals
Reimbursables
Architectural
Structural
Mechanical and Plumbing
Eldctrical
Sustainability
Telecoms
Lighting
Daylighting
Civil
Landscape Architecture
Code Consulting
Cost Consulting
Security
Acoustics
Audiovisual
Waterproofing Consulting
Reimbursables Total
Included in 085198 base tee
$4,800 $10,800
$93,673 $87,511
x
$6,000
$9 000
$15 600
$168,222
200
800
1 000
All reimbursable expenses shown as an asterisk will be billed to the main project (BCJ 08519B).
Bohlin Cywinski Jackson
08519B x2
10 July 09
Page 6 of 6
The BCJ team appreciates the continued opportunity to work with the Newport Beach community towards
the realization of this exciting project.
Please contact us if you have any questions or need additional information.
Sincerely yours,
ell��
Greg Mottola, AIA
Principal
Cc: BCJ Team
OWNER:
City of Newport Beach
Signed:
Printed Name:
Title:
Date:
d f s
Steven Chaitow, AIA
Project Manager
ARCHITECT:
Bohlin Cywinski Jackson
Signed:
Printed Name: Gregory R. Mottola, AIA
Title: Vice President
Date: