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HomeMy WebLinkAboutR23980 - AMEND#1 - California VillasPALM DESERT REDEVELOPMENT AGENCY STAFF REPORT REQUEST: AUTHORIZE CONTRACT AMENDMENT NO. 1 TO CONTRACT NO. R23980 (PREST/VUKSIC ARCHITECTS) IN THE AMOUNT OF $245,139 TO COMPLETE SITE IMPROVEMENTS AND LANDSCAPING (PHASE "B-) FOR THE CALIFORNIA VILLAS SUBMITTED BY: JAMES CONWAY, PROJECT COORDINATOR CONTRACTOR: PREST VUKSIC, INC. 44-530 SAN PABLO AVENUE, SUITE 200 PALM DESERT, CA 92260 DATE: J U N E 22, 2006 CONTENTS: CONTRACT AMENDMENT NO. 1 TO CONTRACT NO. R23980 Recommendation: By Minute Motion, that the Agency Board: 1) Authorize Contract Amendment No. 1 to Contract No. R23980 (PrestIVuksic Architects) for additional architectural services, construction observations, civil engineering, and reimbursables at 77-107 California Avenue in an amount not -to -exceed $245,139 which is based on the attached proposal, allowances and hourly rates; and 2) Authorize Chairman to execute such amendment and all necessary documents to facilitate it. Funds are available in Budget Year 2006-2007, Account No. 871-8680-466-4001. Executive Summary: Approval of this request will allow Prest/Vuksic architectural team complete design and construction administration for the remaining phases of the California Villas renovation project. Their original contract requires augmentation due to scope increases associated with asbestos abatement, phasing of bidding and construction, and a detailed review of documents prepared by the architectural firm that they replaced on the project. Discussion: The Agency owns a 141-unit complex at 77-107 California Avenue. Pursuant to previous authorization, the prior architect's services on this project were terminated. In order to complete the necessary consulting architectural work at the above property, staff retained Prest/Vuksic for consulting architectural work, and architectural construction observation; their agreement was approved by the Agency Board in July 2005. The Prest/Vuksic original contract was based on a Staff Report Authorize Contract Amendment to Prest Vuksic, Inc. Contract Page 2of2 June 22, 2006 limited review of the incomplete construction documents. This resulted in a rough estimate of man- hours needed to complete the design, and left questions on reimbursables and subconsultant services needed. It was understood that errors and omissions discovered by a comprehensive review would entitle the architect to submit a request for additional compensation to complete both phases of the project. All parties now have a clear understanding of the overall project and what it will take to complete it. Phase "A" (exterior building renovation) is currently underway, and if additional services are approved, Phase "B" (site improvements and landscaping) would be underway October 2006. California Villas is currently performing exterior building renovations (Phase "A"), but until additional services are awarded, the civil engineering for the site will not be completed. Staffs intentions are to work with Prest/Vuksic to finish the Phase "B" drawings and to complete bid specifications in order to go out to bid in September 2006. This contract amendment will cover the completion of both phases of work through construction administration, and has subconsultant allowances built into Prest/Vuksic's contract. The overall contract amount considering the original architect's fees paid ($127,208), Prest/Vuksic original contract ($183,600), and the proposed amendment amount ($245,139) is less than 7% of the overall project budget, which is within industry standards. Therefore, staff recommends approval of the Contract Amendment No. 1 to complete this exciting renovation project. James C'So Project Coo Department Head: Dave Yrigo Director edevelopment/Housing Carlos L. Orteg xecutive Director Lauri Aylaian Redevelopment Manager Approval: Paul S. Gibson, Director of Finance G:AROAUames Conway\Housing Properties\California Villas: Prest Vuksic Amend Contract Calif. Villasl.doc // 6WABY RDA ON.S� ,T), `(4P VERIFIED BY I Original on file with City Clerk's Office PALM DESERT REDEVELOPMENT AGENCY Contract # / P.O. # I R23980 I 12801 CONTRACT AMENDMENT Change Order No. I 1 Contingency: I YES I NO X Contract Purpose: Architect, Engineer & Construction Observation for Account No. 871-8680-466-4001 California Villas Contractor's Name: Prest Vuksic, Inc. Project No. You are hereby requested to comply with the following changes from the contract plans and specifications: DESCRIPTION OF CHANGES DECREASE INCREASE (Supplemental Plans and Specifications Attached) In Contract Price In Contract Price Additional architectural services, construction observations, and civil $239,139.00 engineering as defined in the attached Prest Vuksic proposal dated June 10, 2006 6,000.00 Additional reimbursable expense TOTALS: $245,139.00 NET CHANGE IN CONTRACT PRICE: $245,139.00 JUSTIFICATION: TOTAL BUDGET FOR PROJECT: + 428,739.00 CONTINGENCY: Less: Expend. & Encumb. To Date: - 428,739.00 Amount Approved by Council: + Less: This Change Order Amount: - 245,139.00 Less: Prior Change Order(s): - BALANCE OF BUDGET Less: This Change Order: - REMAINING FOR PROJECT: - 245,139.00 Balance Remaining of Contingency: The amount of the Contract will be (Decreased) Increased by the Sum of: Two Hundred Fortv-five Thousand One Hundred Thirtv-nine & no/100 Dollars ($245,139.00). 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 purchase resolution. 1. REQUESTED BY: EXECUTIVE DIRECTOR 2. ACCEPTED BY: CONTRACTOR 3. CERTIFIED FUNDS AVAILABLE: 4. APPROVED BY: FINANCE DIRECTOR JIM FERGUSON, CHAIRMAN Date Approved NOTE: No payments will be made prior to Exec Dir and Agency Board approval SECRETARY Date Approved \m,nd K I I \ PREST VUKSIC 11 1 1 , AMENDMENT TO ORIGINAL CONTRACT To: The City of Palm Desert Palm Desert Redevelopment Agency Palm Desert Housing Authority Re: California Villas Issued By: John Vuksic Prest-Vuksic Architects Date: June 10, 2006 Project No: 25073.00 This Amendment will serve as an Agreement between Prest Vuksic Architects, Inc. and City of Palm Desert, Palm Desert Redevelopment Agency, Palm Desert Housing Authority. This Original Contract dated July 14, 2005 by and between the above parties is hereby incorporated by reference. All provisions in the original contract remain in full force and effect unless expressly modified by this amendment. The Project: California Villas The Owner hereby authorizes Prest-Vuksic Architects to: (X) Proceed with Additional Services ( ) Proceed with Revised Scope of Services (X) Incur Reimbursable Expenses Described as follows: 1. The project has been divided into two phases at the request of the City. We are identifying the scope of each phase on the drawings. In addition, each phase will be bid separately at different times. These factors are reflected in this Amendment to the Original Contract. Our original proposal stated that we would conduct a more comprehensive review of the drawings and reserved the right to increase the fee based on the findings. After doing the Phase "A" portion of the project, we have a better understanding of the state of the existing drawings. We have assessed the time that was required to do the Phase "A" drawings, and have estimated the amount of time required to do the Phase `B" drawings. These factors are reflected in this Amendment to the Original Contract. 3. Our original proposal has an allowance for civil engineering and landscape architecture. We have received fees from these consultants. These factors are reflected in this Amendment to the Original Contract. 4. For reference, the original contract sum was in the amount of $183,600. 44530 SAl1 PABLO `j° St11TE 20i j PALM DESERT CA 92260 T 760 779 5393 P -d-177�: �395 1.0 Field Investigation for "As-Builts" $ 5,000 (allowance) 1.1 Architect's Clarifications Drawings and Documents $79,850 (allowance) 1.2 Structural Consultant's Clarification Drawings and Documents $ 8,500 (allowance) Architect's Structural coordination (50 HRS) $ 8,500 (allowance) 1.3 Mechanical Consultant (For Service Building) $ 2,500 (allowance) Architect's Mechanical coordination $ 750 1.4 Electrical consultant's Clarifications Drawings and Documents $ 6,100 Includes site and building. Architect's Electrical coordination $ 2,500 1.5 Landscape Review Drawings A Construction Administration $11,715 Bidding Landscape Reimbursables Architect's Landscape Coordination $ 1,500 1.6 Civil Engineering, Construction Documents, Bidding and Construction $ 58,045 Architect's Civil Coordination $ 3,100 1.7 Architect's (15%) multiplier on above consultants Structural $ 1,275 Mechanical $ 375 Electrical $ 915 Landscape $ 1,767 Civil $ 8,707 1.8 Bidding Phase $ 4,000 1.9 Construction Observation For 6 Months $ 32,400 (allowance) 1.10 Rendering requested by owner $ 1,650 1.11 Reimbursable expenses $ 6,000 'total $ 245,139 E Prest-Vuksic Architects shall be compensated for these services as indicated below: ( X) Hourly Rates plus reimbursable expenses in accordance with the Prest-Vuksic Architects' Rate Schedule (X) Architect reserves the right to increases the maximum fee if allowance items are exceeded. Prest-Vuksic Architects, Authorized Signature John Vuksic Owner Authorized Signature Janet Moore REIMBURSABLE EXPENSES date date Reimbursable Expenses are in addition to the Architect's compensation and include actual expenditures made by the Architect and Architect's employees in the interest of the Project for the expenses listed in the following subparagraphs: a. Expenses of transportation and living expenses in the connection with transportation outside of the Coachella Valley authorized by owner. b. Long distance communications. c. Fees paid in securing approvals of authorities having jurisdiction over the project. d. Computer plotting, reproductions of drawings, specifications and other documents. e. Postage and special handling of documents. f. Perspective renderings or models. g. Title 24 energy compliance calculations. h. Topographic survey. i. Geotechnical studies of existing soils and recompaction. j. Geotechnical engineer's review of structural drawings, if required by city. k. Expense of overtime work requiring higher than regular rates, if authorized by the Owner. I. Expense of additional insurance coverage or limits, including professional liability insurance, requested by the Owner in excess of that normally carried by the Architect. HOURLY RATE SCHEDULE Principal Architect: $175/hr. Project Manager: $135/hr. Job Captain: $115/hr. Senior CADD Operator: $90/hr. Intermediate CADD Operator: $80/hr. Junior CADD Operator: $70/hr. Secretary: $60/hr.