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Home My WebLink AboutSR - R22600 - CA3 - Henderson Cmnty BldgPALM DESERT REDEVELOPMENT AGENCY STAFF REPORT REQUEST: APPROVE CONTRACT AMENDMENT NO. 3 IN THE AMOUNT OF $36,500 TO PATEL ARCHITECTURE FOR CONTINUED CONSTRUCTION ADMINISTRATION, LEED RELATED COSTS, AND ADDITIONAL REIMBURSABLE EXPENSES FOR THE HENDERSON COMMUNITY BUILDING SUBMITTED BY: MISSY WIGHTMAN, PROJECT COORDINATOR CONTRACTOR: PATEL ARCHITECTURE 71-711 SAN JACINTO DR. STE A RANCHO MIRAGE, CA 92270 DATE: MAY 10, 2007 CONTENTS: PATEL ARCHITECTURE PROPOSAL CONTRACT AMENDMENT NO. 3 Recommendation: By Minute Motion, that the Agency Board: 1. Approve a contract amendment in the amount of $36,500 to Patel Architecture of Rancho Mirage, California for continued construction administration, additional reimbursable expenses, and LEED related costs for the Henderson Community Building. 2. Authorize the Finance Director to move $6,620 from the original remaining contingency to base contract. 3. Funding for the remaining contract amendment amount of $29,880 is available in the capital budget for the current fiscal year for the Entrada del Paseo project (Account No. 850-4358-433-4001). Executive Summary: Approval of the staff recommendation will approve a contract amendment to allow Patel Architecture to administer construction monitoring beyond their contracted amount of time. Patel Architecture was originally required to design a LEED certifiable building, but the administrative costs to coordinate and submit the documentation for certification by the U.S. Green Council was not included. In addition to already needed Staff Report Patel Architecture Contract Amendment No. 3 Page 2 of 3 May 10, 2007 reimbursables, the LEED coordination and submission of documents will require further reimbursable expenses and is included in this request. Discussion: Patel Architecture was retained to design the new Henderson Community Building at Entrada del Paseo in April 2004. Their contract has been amended twice since the original scope was awarded. The first contract amendment was for design of additional square footage added to the original scope of work and the second for additional reimbursable expenses requested over a year ago in March 2006. This contract amendment refers to an additional scope of work. Patel Architecture was originally under contract to administer construction support for 9 months, the original anticipated amount of time to construct the Henderson Community Building. As construction documents neared completion, the construction estimated length of time increased to 13 months. This leaves four months without any construction monitoring by the architect. An additional month is being requested now to cover the construction monitoring portion in the case that the general contractor does not meet his end contractual date. This would allow for five additional months construction monitoring at $2,000 a month for a total of $10,000. To date, the reimbursable expenses on this contract have $29.61 remaining. Additional reimbursables are required to complete the requests for information and clarification matters that come up during the construction process. In addition, these requested reimbursable expenses would be used to cover the LEED related costs to gain certification from the U.S. Green Building Council. For both current reimbursable costs and LEED certification reimbursable costs, the architect is proposing a cost of $1,500. Last, the LEED related costs to gain certification were not originally included in Patel Architecture's proposal. The Architect did propose to design a LEED certifiable building, but did not propose the costs associated to gain certification. At the time the original proposal was submitted in 2004, Patel Architecture did not employ a LEED accredited professional. They now employ a LEED accredited professional that can coordinate the required documentation between the architect, general contractor, and engineers of record. The LEED accredited professional also completes additional drawings, analyzes, and verifies all submittals received for accuracy to obtain the LEED certification from the U.S. Green Building Council. These services add up to a total of $25,000. Staff requested a further breakdown of this originally submitted lump sum for further review and this information is attached. All of the above stated costs are associated with additional work and not included in the original contract. The costs of the Patel Architecture contract to date together with this G VtlatMelissa WigntmamHenderson Community BuildingtStaH ReporwPateicontractamndmt doc Staff Report Patel Architecture Contract Amendment No. 3 Page 3 of 3 May 10, 2007 new scope of $36,500 add up to 34% of the total construction costs associated with the Henderson Community Building. These numbers are well in line with other in -kind services associated with the LEED certification on the Palm Desert Visitor Information Center. Based on the new scope of work and proposed breakdown, staff recommends approval of Contract Amendment No. 3 to allow continued construction monitoring, additional reimbursables, and to complete the LEED certification process. Submitted by: Missy vkriiitman Project Coordinator Department Head: —7 Dave Yri en Direct of Redevelopment/Housing Approval: J Carthy (-'AlCM edevelopmen Carlos L. O ga Executive Director Me'rtin Alvarez Redevelopment Manager la4k� P!6ul S. Gibson Director of Finance 4WI�J_ 8Y R DA ON VERIFIED BY 2� Original on file with City Cler 's Office GArdaWelissa Wightman\Henderson Community Building\Staff ReportsTatelcontractamndmt.doc CO # 1 2 3 4 5 HENDERSON COMMUNITY BUILDING SUMMARY OF CONTRACT CHANGE ORDERS CONTRACTOR: NARENDRA PATEL CONTRACT NO. R22600 ORIGINAL CONTRACT ORIGINAL CONTINGENCY ORIGINAL TOTAL CONTRACT Change Order Description Scope change to increase the size of the building Additional reimbursable allowance Add'I construction admin exp., LEED related costs & add'I reimbursables TOTALS Change Order Amount 13, 760.00 5,000.00 36,500.00 Original Appropriation Allocated to THIS CONTRACT (not to entire project) $ 119,200.00r a ��$ 11,620.�\\\�\ �� $ 130,820.00 FUNDING Additional Revised Appropriations Contingency % of Contract allocated to THIS Balance for this Contract Total CONTRACT contract 11.54% 132,960.00 11,620.00 4.19% 137,960.00 6,620.00 30.62% 174,460.00 $ 55,260.00 46.36% For Internal Use Only - DO NOT SEND TO VENDOR g/rda/Beth Longman/Staff Reports/Patel CO Log.xls PALM DESERT REDEVELOPMENT AGENCY PROFESSIONAL SEWICE AM ENDM ENT Contract Purpose Design services for Henderson Community Building Consultant's Name Narendra Patel Address: 71-711 San Jacinto Drive Rancho Mirage, CA 92270 Contract # / P.O. # I R22600 11401 Amendment/ 3 Change Order No. Contingency: YES X I NO Account No. 850-4358-433-4001 Project No. Vendor No. 18017 You are hereby requested to comply with the following changes from the contract plans and specifications: DECREASE INCREASE DESCRIPTION OF CHANGES In Contract Price In Contract Price LE E D related costs 25,000.00 Additional Construction Administration 10,000.00 Additional Reimbursable expense 1,500.00 TOTALS: NET CHANGE IN CONTRACT PRICE: JUSTIFICATION: TOTAL BUDGET FOR PROJECT: + 137,960.00 Less: Expend. & Encumb. To Date: - 137,960.00 Less: This Change Order Amount: - 29,880.00 BALANCE OF BUDGET REMAINING FOR PROJECT: (29,880.00) CONTINGENCY: Amount Approved by Board: Less: Prior Amendment(s): Less: This Amendment: Balance Remaining of Contingency: 36,500.00 36,500.00 + 11,620.00 5,000.00 - 6,620.00 The amount of the Contract will be (096w9e91 Increased by the Sum of: Thirty-six Thousand Five Hundred and no/100 Dollars ($36,500.00). G VOa\Beth Longman\Staff ReportsWghtman\Pa1e1 AmenO 3 Form rtf See reverse Contract R22600 Amendment No. 3 Continued from front This Professional Service Amendment covers changes to the subject contract as described herein. The consultant shall perform all work as necessary or required to complete the Professional Service Amendment items for a lump sum price agreed upon between the Consultant and the Palm Desert Redevelopment Agency, otherwise referred to as Owner. Contract Time Extension -0- Days. Revised Contract Total $174,460.00 The undersigned Consultant approves the foregoing Professional Service Amendment # 3 as to the changes, if any, in the contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time allowed, if any, for completion of the entire work on account of said Professional Service Amendment # 3 . The Consultant agrees to furnish all labor and materials and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Professional Service Amendment items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Contract Amendment shall be effective when approved by the Owner. Execution of this Professional Service Amendment by the Consultant constitutes a binding accord and satisfaction that fully satisfies, waives, and releases the Owner from all claims, demands, costs, and liabilities, in contract, law or equity, arising out of or related to the subject of the Professional Service Amendment, whether known or unknown, including but not limited to direct and indirect costs and/or damages for delay, disruption, acceleration, and loss of productivity, as well as any and all consequential damages. 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. REQUESTED BY: CERTIFIED FUNDS AVAILABLE: EXECUTIVE DIRECTOR FINANCE DIRECTOR NOTE: No payments will be made prior to Executive Director and Agency Board approval 2. ACCEPTED BY: CONSULTANT Date Accepted 4. APPROVED BY: 5/10/07 RICHARD S. KELLY, CHAIRMAN Date Approved 5/ 10/07 SECRETARY Date Approved G Vda'.Beth Longman\Staf( ReportsWightman\Patel Amend 3 Form r" See reverse ... TO: Palm Desert Redevelopment Agency ATTN: Missy Wightman- Project Coordinator 73-510 Fred Waring Drive Palm Desert, CA 92260-2578 PROJECT: HENDERSON COMMUNITY CENTER SUBJECT: REQUEST TO COMPENSATE FOR: A. Construction administration/ monitoring services for additional 5 months as per General Contractor's projected completion date. B. Printing reimbursables. C. LEED related administrative costs. Date: April 16, 2007 Dear Mrs. Wightman, This is a request for the compensation of additional services that will be required for the project. Following are the details. A. Construction Administration: As per General Contractor's projected completion date, it would require additional 5 months. My office will have to spend a considerable amount of time and work for these services. Therefore I am requesting an approval for additional $2,000.00 x 5= $10,000.00 to cover this part of services. B. Printing Expenses: The original budget of $3,000.00 in reimbursable/ printing expenses has been spent and about $250.00 is left in the budget. I estimate that it would require an additional $1,500.00 to cover the anticipated printing costs. C. LEED Related Costs: The cost of LEED related expenses were not included in the original budget. So far, I have already spent $30,000.00 in additional cost in Engineering and LEED related administrative cost at my own expense. Going forward, I am requesting $25,000.00 to cover the anticipated LEED related administrative services that will be required for the completion of the project. Page 1 PROJECT: HENDERSON COMMUNITY CENTER Following is a summary of the request for additional funds. A. Additional Construction Administration $10,000.00 B. Additional Reimbursable Expenses $1,500.00 C. LEED Related Costs $25,000.00 Total $36,500.00 Thank you for your consideration. Please give me a call if you need any additional information. Sincerely, Narendra Patel Patel Architecture Page 2 BREAKDOWN OF ITEM C — LEED RELATED COSTS TO: Palm Desert Redevelopment Agency ATTN: Missy Wightman- Project Coordinator 73-510 Fred Waring Drive Palm Desert, CA 92260-2578 PROJECT: HENDERSON COMMUNITY CENTER SUBJECT: LEED RELATED ADMINISTRATIVE COSTS Date: April 16, 2007 Dear Mrs. Wightman, Following is the detailed breakdown of the requested $25,000.00 in compensation. Mechanical Engineering LEED related coordination work Electrical Engineering LEED related coordination work $8, 000.00 $3,000.00 LEED related administration work as follows: $14,000.00 Documentation Administration Analysis Verification Review of LEED related submittals Coordination with all the consultants Submittals to USGBC (US Green Building Council) Follow up that would be required on documentation Above work will be done by LEED accredited person and Project Architect from Patel Architecture. Total Please call if you have any questions. Sincerely, Narendra Patel $25,000.00 Patel Architecture Page 1