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HomeMy WebLinkAboutR29450A CA1 - DW Kitchn/Bldg Xpns Arch Design SvcsContract No. R29450A PALM DESERT REDEVELOPMENT AGENCY T%T_ �� STAFF REPORT REQUEST: RATIFICATION OF PROFESSIONAL SERVICES CONTRACT AMENDMENT NO. 1 WITH MELZER DECKERT & RUDER ARCHITECTS, INC. IN AN AMOUNT NOT TO EXCEED $12,850 FOR DESERT WILLOW KITCHEN AND BUILDING EXPANSION ARCHITECTURAL DESIGN SERVICES SUBMITTED BY: Martin Alvarez, Redevelopment Manager Heather Buck, Project Coordinator ARCHITECT: Melzer Deckert & Ruder Architects, Inc. 9511 Irvine Center Drive Irvine, CA 92618 DATE: April 22, 2010 CONTENTS: MDR Request for Additional Services Professional Services Contract Amendment No. 1 Building Elevations Recommendation By Minute Motion: Ratify Professional Services Contract Amendment No. 1 to Contract R29450A with Melzer Deckert & Ruder Architects, Inc. in the amount not to exceed $12,850 for architectural design services for the Desert Willow Kitchen and Building Expansion; 2. Authorize Director of Finance to move $12,850 from contingency (Account No. 851-4663-454-4001) to base; and 3. Authorize the Chairperson to execute said amendment. Executive Summary Approval of staff's recommendation will ratify Professional Services Contract Amendment No. 1 with Melzer Deckert & Ruder Architects, Inc. (MDR) for the Desert Willow Kitchen and Building Expansion. The contract amendment is in the amount not to exceed $12,850 for additional architectural services required to complete the construction documents. Staff recommends approval. Staff Report Contract No. R29450A Ratify Amendment No. 1 with MDR for Desert Willow Kitchen/Building Expansion April 22, 2010 Page 2 of 3 Backqround On January 28, 2010, the Agency Board awarded a contract in the amount of $164,000 (plus a reimbursable allowance of $15,000) with a 10 percent contingency ($16,400) to MDR for architectural design services for the Desert Willow Kitchen and Building Expansion. The design scope includes, but is not limited to the following components: • Remodel of the existing lobby/bar area to accommodate an expanded bar area with the relocation of two offices; • Expansion of the lobby/ballroom hallway to eliminate the pinch point; • Enclosure of the existing ballroom to reduce noise; • A 5,264 square foot expansion to the kitchen/building at east end of clubhouse; • Modification to the ballroom audio visual, window shading, and lighting; and • Entitlement review process. Entitlements: The preliminary design of the Desert Willow Kitchen and Building expansion is complete. The project received approval by the Architectural Review Commission (ARC) on March 23, 2010 with modifications to the east elevation. The ARC required modifications to the east elevation to enhance and complement the existing architecture. Specifically, the east lobby architectural tower element was replaced with a lower scale overhang structure similar to the main entry element. In addition, the ARC recommended the addition of an enhanced entry element in the form of an open air arbor with trees lining each side. These modifications have been incorporated in the design (see attached elevations). On April 6, 2010, the Planning Commission held a public hearing to consider all three of the proposed Desert Willow projects: Kitchen and Building Expansion; Lake View Terrance Expansion; and Over Flow Parking Lot All three projects received unanimous approval. Contract Amendment No. 1: On April 13, 2010, the Executive Director approved Amendment No. 1 to Contract R29450A in the amount of $12,850 for additional design services for the Desert Willow Kitchen and Building Expansion. The amendment allowed staff to proceed without delay with the aggressive design and construction schedule. The contract amendment includes costs associated with additional design services resulting from architectural design modifications required by the ARC. These design modifications enhance the original concept plan and assist with blending the proposed renovation with the existing building design elements. In addition, a 3D massing model was created to better illustrate the new design elements to the ARC and Planning Commission. G \rda\Heather Buck\Desert Willow\Kitchen Renovation\Staff ReportWpprv_Prof_Servc_Agrmt_DWKitchen Amendl.doc Staff Report Contract No. R29450A Ratify Amendment No. 1 with MDR for Desert Willow Kitchen/Building Expansion April 22, 2010 Page 3 of 3 The additional design scope includes a structural review of the existing building. Although staff was able to locate the original structural plans, the structural "As -built" plans were not located. The additional scope will allow the structural engineer to review the site, confirm the actual site conditions and match the design plans to the field conditions. The engineer's inspection and recommendations will assist the Agency in locating potential construction cost savings that may be realized by minimizing the relocation of and modifications to the existing structural shear walls and footings. The final component of the amendment includes removal of the geotechnical scope (soils report) and deletion of an exterior colored illustration, no longer required due to the 3D massing model. The total cumulative cost for these additional services is $12,850 (see attached Amendment No. 1 Proposal). Design of the project is on track to be completed in May 2010, with bidding in June, and construction commencing in August 2010. Fiscal Analvsis The estimated construction cost for the project is $2.95 million. Amendment No. 1 in the amount of $12,850 can be accommodated in the project's design contingency ($16,400). Funds have been budgeted in Unobligated Project Area 2 Fund; therefore, there is no immediate fiscal impact to the General Fund. Submitted By: ) Heather Buck, Project Coordinator Department Head: sti McCarthy, ACM edevelopment Paul Gibson, Director of Finance Approval: Jo 'Wohlmuth, Executive Director rtin Alvarez, Redevelopment Manager 6i .13Y RDA ON - �ZCVL VERIFIED BY K (Jt� Original on file with City Cler 's Office GArda\Heather Buck\Desert WillowWitchen Renovation\Staff Report\Apprv_Prof_Servc_Agrmt_DWK tchen Amendl.doc 04/05/2010 22:06 9494748189 MDR ARCHITECTS PAGE 01 Melzer Deckert & Ruder Architects, Inc. Architects & Planners 9511 Irvine Center ©rive Irvine, CA 92618 (9491474.8188 Voice (949)474-8189 Fox April 9, 2010 Revised March 15, 2010 Mr, Martin Alvarez Redevelopment Manager City of Palm Desert Redevelopment Agency 73-510 Fred Waring Drive Palm Desert, CA 92260 Subject: Request for Additional Services Kitchen and Building Expansion, Desert Willow Golf Club 38-995 Desert Willow Drive Palm Desert, CA Desert Willow Kitchen/Building Expansion Agreement Mr. Alvarez, As requested by Palm Desert Redevelopment Agency (RDA), Melzer Deckert Ruder Architects, Inc. (MDR) submits this request for Additional Services. Ssgne of Work 1. Revise the earlier schematic design based on ARC comments dated January 26, 2010 to achieve a building design to blend with the existing architecture and not appear as an addition. Modify the floor plan, roof plan, and elevations to achieve the re -design. Includes additional floor area for freezer as requested. 2. Provide a 3-D mass model of the clubhouse to communicate the intended design solution and its relation to the existing architecture. 3. Upon RDA approval of revised design, provide new CADD drawings to the schematic design level, suitable for ARC submission and approval. 4. With structural drawings of the existing building only recently provided by the RDA, provide a structural engineering review of the proposed expansion area prior to freezing the schematic design. This effort would focus on mitigating possible extensive construction cost to implement the proposed design. Refer to attached proposal dated March 30, 2010 by BG Engineers, 5. Delete Geotechnical report from MDR scope. These services to be provided by Owner's vendor. 6. Delete colored illustration of clubhouse exterior, Professional F e Based on the Scope of Work items, not -to -exceed, fees based on hourly rates are as follows: 1. Revise earlier schematic design $6,400 2. 3-D massing model $4,800 3. CADD architectural drawings $4,200 4. Structural review $3,350 04/05/2010 22:06 9494748189 MDR ARCHITECTS PAGE 02 Desert Willow Golf Club MPR Architects, Inc, Polm Desert, CA April 10, 2010 5, Delete Geotechnical report ($3,500) 6. Delete colored il[ustrotion of exterior ($2,400) TOTAL $12,850 Melzer Deckert Ruder Architects, Inc. Mark Melzer, AIA, LEED A Chairman END J n M. Wohlmuth � ecutive Director Date I i A r c h i t e c t u r e P 1 0 n n i n g I n i e r l o r s PALM DESERT REDEVELOPMENT AGENCY PROFESSIONAL SERVICE AMENDMENT Contract Purpose Desert Willow Kitchen & Building Expansion Architectural Services Consultant's Name Melzer Deckert & Ruder Architects, Inc. Address: 9511 Irvine Center Drive Irvine, CA 92618 Contract # / P.O. # I R29450A Amendment/ 1 Change Order No. Contingency: YES x NO Account No. I 851-4663-454-4001 Project No. Vendor No. 9403 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 1. Revise earlier schematic design 6,400.00 2. 3-D massing model 4,800.00 3. CADD architectural drawings 4,200.00 4. Structural review 3,350.00 5. Delete Geotechnical report 3,500.00 6. Delete colored illustration of exterior 2,400.00 TOTALS: 1 5,900.00 18, 750.00 NET CHANGE IN CONTRACT PRICE: 12,850.00 JUSTIFICATION: TOTAL BUDGET FOR PROJECT: + 179,000.00 CONTINGENCY: Less: Expend. & Encumb. To Date: - 179,000.00 Amount Approved by Board: + 16,400.00 Less: This Change Order Amount: - 12,850.00 Less: P rior Amend ment(s): - - BALANCE OF BUDGET Less: This Amendment: - 12,850.00 REMAINING FOR PROJECT: (12,850.00) Balance Remaininq of Continqency: 3,550.00 The amount of the Contract will be (DeGFeased) Increased by the Sum of: Twelve Thousand. Eiaht Hundred Fiftv and NO/100 Dollars ($12,850.00). G.\rda\Agenda Items\4-22-10\R29450A-Amndmt-1 docx See reverse Contract R29450A Amendment No. 1 Continued from front This Contract Amendment covers changes to the subject contract as described herein. The consultant shall perform all work as necessary or required to complete the Contract 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 $191,850.00 The undersigned Consultant approves the foregoing Contract Amendment # 1 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 Contract Amendment # 1 . 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 Contract 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 Contract 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 Contract 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 4. 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