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HomeMy WebLinkAboutC20580C CO1 AIA & Associates - Mesa View Fire Station No. 67CITY OF PALM DESERT CITY MANAGER STAFF REPORT REQUEST: AUTHORIZE APPROVAL OF CHANGE ORDER NO. 1 ON CONTRACT NO. C20580-A WITH URRUTIA, AIA & ASSOCIATES, IN THE AMOUNT OF $27,000 FOR ARCHITECTURAL SERVICES FOR THE MESA VIEW FIRE STATION. SUBMITTED BY: Stephen Y. Aryan, Assistant to the City Manager DATE: August 26, 2004 CONTRACTOR: Urrutia, AIA & Associates 165 Luring Drive Palm Springs, CA 92262 ATTACHMENT: 1. Change Order No.1 2. Urrutia AIA & Associates Proposal 3. Mesa View Fire Station Revisions Memorandum RECOMMENDATION By Minute Motion, 1) Authorize approval of Change Order No. 1 on Contract No. C20580-A with Urrutia, AIA & Associates, in the amount of $27,000 for additional architectural services for the Mesa View Fire Station Renovation Project. EXECUTIVE SUMMARY This Change Order represents a 28% increase in the contract price for additional professional services related to the Mesa View Fire Station renovation project. The initial bids for this project were approximately 33% higher than available funds. The City Council subsequently took action to reject all bids and directed staff to reduce the project's scope, while retaining its functionality. These changes will result in the principal architect having to prepare revised construction documents before re -bidding this project, at a cost of $27,000. However, staff is confident that these plan revisions will result in a significant monetary savings to the City, as the project's cost should now come in lower than originally budgeted. BACKGROUND On May 27, 2004, the City Council rejected all bids for the addition and remodel of the Mesa View Fire Station No. 67. Only two bids were receive for this project, with the lowest bidder being approximately $330,330 (33%) higher than the available unencumbered project fund balance. G\CityMgr\Stephen Aryan\Word Data1Agenda Reports\Mesa View Change Order.doc Page 1 of 2 City of Palm Desert City Council Staff Report August 26, 2004 Staff requested rejection of these bids because the present construction environment was such that the cost of labor and materials was higher than originally anticipated. Subsequently, staff met with the principal architect and Riverside County Fire personnel to redefine the projects scope, whereby we could facilitate the cost increase and remain within the approved budget. The project's scope was reduced, while still maintaining the Fire Department's needs at this station. Please note that both City and Fire staff have reviewed and approved these changes. To incorporate these modifications to the original plan and re -bid this project, the principal architect will have to revise the construction drawings. Although this change order represents a 28% increase in the original contract price ($96,750), staff is confident that by redefining the project's scope, the bids will come in under the original proposed budget, resulting in a significant savings to the City. To further lessen expenditures, staff will also administer the bidding phase, providing an additional savings of $5,000. Submitted by: Reviewed and Concur: St -.hen . Aryan Paul S. Gibson Assitant to the City M .. : ger Approved by: Carlos L. Orte City Manager Director of Finance/City Treasurer G:\CityMgr\Stephen Aryan Word Data\Agenda Reports\Mesa View Change Order.doc Page 2 of 2 165 Luring Drive Palm Springs, CA 92262 760.327.6800 760.327.6813 fax design@urrutiaarchitects.com August 2, 2004 City of Palm Desert Attn: Mr. Stephen Aryan, Assistant City Manager 73-510 Fred Waring Drive Palm Desert, CA 92260 Re: PROPOSAL FOR ARCHITECTURAL AND ENGINEERING SERVICES MESA VIEW FIRE STATION NO. 67 — ADDITION (Revised Scope of Work) Dear Mr. Aryan: As requested we are pleased to submit the following proposal for your review and consideration: Scope of Work Remodel and addition to the Mesa View Fire Station No. 67, located on Mesa View Drive, Palm Desert, California. The Scope of Work has been revised in accordance with the attached Project Memo dated June 2, 2004. Scope of Services Urrutia Architects (Architect) will provide professional design services to include the following: 1. Construction Document Phase: a. Based on the revisions requested by the City of Palm Desert as outlined in the Project Memo dated June 2, 2004, the Architect shall prepare Revised Construction Documents consisting of: 1. Site Plan 2. Demolition plan 3. Floor plan/Finish schedule/Door & Window schedule/Details 4. Exterior elevations 5. Reflected ceiling plan/Details 6. Roof plan/Details 7. Electrical Plan 8. HVAC plan 9. Plumbing plan 10. Structural drawings to include Foundation, Framing and Details City of Palm Desert Mesa View Fire Station (Revised Scope of Work) August 2, 2004 2 11. Specifications and bid documents b. Includes meetings with the Riverside Country Fire Department and City of Palm Desert to review construction documents. c. Upon receiving the City's approval of the Construction documents, submit and obtain the approvals of the City of Palm Desert Building Department and Riverside County Fire Department. d. All Plan Check corrections required by the City shall be incorporated into the final Construction Documents. 2. Bidding phase: a. Not included in the Scope of Services. The City will handle all bidding. 3. Construction Administration Phase: (Already included in the original Agreement) Proposed Compensation 1. Basic Services a. Construction Documents Phase: Hourly Fee not to exceed ($25,000.00) Twenty five thousand dollars, plus reimbursable expenses. The hourly fee shall be based on the rates attached as Exhibit A. 2. Reimbursables Expenses Reimbursable Expenses shall be charged at a multiple of 1.15 times the Architect's cost and are in addition to the Architect's compensation and include actual expenditures made by the Architect and the Architect's employees in the interest of the project for the expenses listed in the following Subparagraphs: a. Expense of transportation and living expenses in connection with travel outside the Coachella Valley authorized by the Owner; b. Long distance communications; c. Fees paid in securing approvals of authorities having jurisdiction over the Project; d. Reproductions of drawings, specifications and other documents; e. Postage and special handling of documents; f. Renderings and models requested by the Owner. g. Data processing and photographic production techniques; h. Expense of overtime work requiring higher than regulate rates, if authorized by the Owner; City of Palm Desert Mesa View Fire Station (Revised Scope of Work) August 2, 2004 3 i Title 24 Energy Compliance Calculations; j. Expense of any additional insurance coverage or limits, including professional liability insurance, requested by the Owner in excess of that normally carried by the Architect. 3. Exclusions From Agreement Exclusions include the following: (Until the new site plan can be created, the following engineering and/or design changes can not be determined. These costs will have to be submitted to the City once the Site Plan has been revised and approved.) a. Civil Engineering Services which will include the revisions of the Precise Grading Plan. b. Landscape and Irrigation Services that will include revisions to the landscape and irrigation plans. I appreciate the opportunity to provide you with this proposal. Should you have any questions or comments, please call me. Sincerely, URRUTIA ARCHITECTS Francisco J. Urrutia, AIA/FARA. President City of Palm Desert Mesa View Fire Station (Revised Scope of Work) August 2, 2004 4 EXHIBIT A - RATE SCHEDULE August 2, 2004 PRINCIPAL S 150.00/ hr. PROJECT MANAGER $ 75.00/ hr. CADD MANAGER $ 65.00/ hr. JOB CAPTAIN $ 65.00/ hr CADD OPERATOR S 50.00/ hr. INTERMEDIATE DRAFTSPERSON $ 50.00/ hr. ADMINISTRATIVE ASSISTANT/ BOOKKEEPER $ 30.00/ hr. ******** Services of professional consultants engaged for structural, mechanical, electrical, landscaping, civil engineering services, or other consultants required for the Project, shall be charged at the rate of 1.15 times the amount billed to the Architect for these services. ******** CITY OF PALM DESERT CONSTRUCTION CHANGE ORDER Contract Purpose: Contractors Name: Mesa View Fire Station Renovation -Architect Svcs. Urrutia, AIA & Associates Contract # / PO # Change Order No. Contingency Account No. C20589-C 011069 1: Construction Documents Phase Yes ❑ No 231-4624-433.40-01 You are hereby requested to comply with the following changes from the contract plans and specifications: DESCRIPTION OF CHANGES (Supplemental Plans and Specifications Attached) DECREASE In Contract Price INCREASE In Contract Price This change order is for the Principal Project Architect to provide revised Construction Documents for the Mesa View Fire Station Renovation Project. $27,000 TOTALS $27,000 NET CHANGE IN CONTRACT PRICE $27,000 JUSTIFICATION: The City Council approved staffs recommendation to revise this project's scope, so that it could proceed within budgetary parameters. Staff anticipates that through such action, this project will come in below original budgeted projections. A not to exceed hourly fee of $25,000 is budgeted for professional services, plus $2,000 for reimbursable expenses. TOTAL BUDGET FOR PROJECT: +$1,125,561 CONTINGENCY: Less: Expend. & Encumb. To Date -$122,025.98 Amount Approved by Council + Less: This Change Order Amount: -$27,000 Less: Prior Change Order: BALANCE OF BUDGET REMAINING Less: This Change Order: FOR PROJECT: $976 535.10 Balance Remaining of Contingency: The amount of the Contract will be increased by the sum of: Twentv-Seven Thousand Dollars ($27,000). This document will become a supplement to the contract and all provisions will apply hereto, all items included above must have required signatures as per the purchasing resolution. 1. ORDERED BY: 2. ACCEPTED BY: ContractorNendor Department Head 3. CERTIFIED FUNDS AVAILABLE 4. APPROVED BY: Finance Director City Manager Date Approved NOTE: No Payments will be made prior to City Manager and City Council Approval C:IDocuments and Settingslsaryan\DesktoplChange Order Forml.doc MEMORANDUM DATE: June 3, 2004 SUBJECT: Mesa View Fire Station Remodel / Expansion Project # 0326.00 TO: Stephen Aryan, Assistant City Manager FROM: Francisco J. Urrutia, AIA/FARA Meeting Report for June 2, 2004 A meeting was held on June 2, 2004 with the Fire Department, City of Palm Desert, and A/E team to discuss the potential for reducing the costs for the above project. The following are the comments that affect each of the design disciplines: Architectural: All agreed to eliminate the following areas from the Scope of Work: 1. Physical Training Room: This room will be removed and the existing area will remain as is except to widen the yard to the north, by relocating the existing masonry wall. In addition, a shading device would be added above the yard area to provide shade. 2. Captain's Dorm, Radio Room, Office, and Entry will all be deleted and this area will return back to the existing rooms. 3. Laundry Room and Storage Room will be deleted. 4. Women's Restroom will be deleted. The existing Women's restroom will be left as is with access to the Women's Dorm. The shower will remain as is. 5. The emergency generator will be relocated to the north of the existing Captain's Office. The proposed yard will be omitted. Civil: Since the above changes will affect the design of the grading plan, a revised grading plan will have to be completed. Structural: Structural changes will reflect the architectural changes outlined above. The seismic retro fitting will continue to be included in this revised scope of work. Mechanical, Plumbing, Electrical: MPE changes will reflect the architectural changes outlined above. In addition, the emergency generator size will be revised. Landscape/Irrigation: Since the site will be modified, the landscaping plan will require modification to include more landscaping and irrigation.