HomeMy WebLinkAboutR29420 - CA2 - DW Terrace Xpnsn DsgnContract No. R29420
PALM DESERT REDEVELOPMENT AGENCY
STAFF REPORT
REQUEST: APPROVAL OF PROFESSIONAL ARCHITECTURAL SERVICES
CONTRACT AMENDMENT NO. 2 WITH SMART MICHAEL
SIMINOFF ARCHITECTS, INC. IN AN AMOUNT NOT -TO -
EXCEED $5,000 FOR THE DESERT WILLOW LAKEVIEW
TERRACE EXPANSION DESIGN
SUBMITTED BY: Martin Alvarez, Redevelopment Manager
Heather Buck, Project Coordinator
ARCHITECT: Smart Michael Siminoff Architects, Inc.
18662 MacArthur Blvd., Suite 101
Irvine, CA 92612
DATE: June 24, 2010
CONTENTS: SMS Work Authorization No. 3 Request
Professional Services Contract Amendment No. 2
Recommendation
By Minute Motion:
1. Approve Professional Services Contract Amendment No. 2 for
Contract R29420 with Smart Michael Siminoff Architects, Inc. (SMS) in
the amount not -to -exceed $5,000 for an additional reimbursable
allowance for the Lakeview Terrace Expansion at Desert Willow;
2. Authorize the Director of Finance to move $380 from contingency
(Account No. 851-4663-454-4001) to base;
3. Appropriate an additional $4,620 from Unobligated Project Area 2
Funds; and
4. Authorize the Chairperson to execute said amendment.
Funds are available in RDA Post Construction Costs, Account No. 851-
4663-454-4001.
Background
Approval of staffs recommendation will approve Professional Services Contract
Amendment No. 2 with SMS for the Lakeview Terrace Expansion at Desert Willow. The
Staff Report Contract No. R29420
Ratify Amendment No. 2 with SMS for Lakeview Terrace Expansion at Desert Willow
June 24, 2010
Page 2 of 2
contract amendment is an allowance in the amount not -to -exceed $5,000 for
reimbursable expenses associated with plan check review prints, mailing and delivery
costs, mileage to attend meetings above and beyond those which were included in the
contract, and construction administration printing costs. Staff recommends approval.
On December 10, 2009, the Agency Board awarded a contract in the amount of
$82,300 (plus a reimbursable allowance of $4,100) with a ten percent (10%)
contingency ($8,230) to SMS for architectural design services for the Lakeview Terrace
expansion at Desert Willow. The design scope includes, but is not limited to the
following components:
Expansion of the existing outdoor terrace seating capacity by 100 guests.
Expansion of the Ballroom and Palm Desert Room (PDR) by 315 square feet.
Design of a new exterior bar and shade canopy.
On May 13, 2010, the Agency Board approved contract Amendment 1A and 1B in the
amount of $7,850. Amendment 2 is an allowance for additional reimbursable expenses
associated with the project. The design of the Lakeview Terrace expansion is complete.
The project is currently out to bid with award of construction anticipated at the June 24,
2010, Agency Board meeting. The amendment allows staff to proceed without delay.
Fiscal Analvsis
The estimated construction cost for the project is $1 million. Amendment No. 2 in the
amount of $5,000 requires an additional appropriation of $4,620. Funds are available in
Unobligated Project Area 2 Fund; therefore, there is no immediate fiscal impact to the
General Fund.
Submitted By:
Heather Buck, Project Coordinator
Department
G
Ju tin c rthy, ACM for ed velopment
Paul S. Gibson, Director of Finance
Approval:
Vt"
John ohlmuth, Executive Director
i
Tin Alvarez, Rede elopment Manager
BY RDA - ` C
ON
VERIFIED BY
'.J
Original on file with City Clerk's Office
\\srv-fi12k3\groupsVda\Heather Buck\Desert Willow\Lakeview Terrace\Staff Report\SMSDWLVTAmend2-06241 O.doc
Revised Work Authorization: 03
Dated: May 25, 2010
Client: Mr. Martin Alvarez, Project Manager
City of Palm Desert
Redevelopment Agency
73-510 Fred Waring Drive
Palm Desert, CA 92260-2578
Via: Email / Mail
Re: Additional Reimbursable
budget & Mileage expense
Project: Desert Willow
Terrace Expansion
Palm Desert, CA
SMS Project No: 10-002.1C
Authorization is confirmed for SMS Architects to perform the following services:
Additional Services:
Scope of Services:
1 Provide a not to exceed budget for additional prints and/or reimbursable expenses as needed,
provided by the Architect. All reimbursable expenses shall include all expenses as referred to in
section 3.10.3 of the main contract. All expenses, except Mileage will be supported with the actual
invoices.
.2 Mileage expense will be as per the IRS published rates for the Architect. Such Mileage expense will
not be allowed by the client, without prior written authorization (via Email) from the client, asking
for the Architect to attend a specific meeting(s). All Mileage will be counted as round trips from the
Architect's main office in Irvine.
.3 This additional service does NOT include the expense for shipping and handling all submittals
during the Construction Administration Phase. The Architect and his consultants are to use the
client's account number for it.
Compensation:
Total not to exceed budget
$ 5,000.00
Conditions:
1. This fee is in addition to the Basic Services and reimbursable budget in the Main Agreement.
2. This Work Authorization is for only those services itemized on this Work Authorization #03.
Original Agreement: Client / Architect Agreement
Services not included: All Services not specifically indicated.
Fee: As indicated
Services to Begin:
Upon receiving written authorization to
proceed
SMS Architects, by:
Emad Michael, Principa
Approved for Client, by:
Reimbursable Expenses: Cost +10%
Architect Expenses: Cost +10%
Services to be completed
N/A
Date:
May 25, 2010
Date:
P.ZESERT 'MLLOMADESERT WILLOW GOLF RESOR?kCOPY OF COPY Of WA-03.2010 05 20 DOG
2
allowable expenses if the taxpayer maintains adequate records or other sufficient
evidence for proper substantiation. The Internal Revenue Service prospectively adjusts
the business and medical and moving standard mileage rates annually (to the extent
warranted).
SECTION 2. SUMMARY OF STANDARD MILEAGE RATES
.01 Standard mileage rates
(1) Business (section 5 below) 55 cents per mile
(2) Charitable contribution (section 7 below) 14 cents per mile
(3) Medical and moving (section 7 below) 24 cents per mile
.02 Determination of standard mileage rates. The business and medical and
moving standard mileage rates reflected in this revenue procedure are based on an
annual study of the fixed and variable costs of operating an automobile conducted on
behalf of the Service by an independent contractor. The charitable contribution
standard mileage rate is provided in § 170(i) of the Internal Revenue Code.
SECTION 3. BACKGROUND AND CHANGES
.01 Section 162(a) allows a deduction for all the ordinary and necessary
expenses paid or incurred during the taxable year in carrying on any trade or business.
Under that provision, an employee or self-employed individual may deduct the cost of
operating an autarnobile to the extent that it is used in a trade or business. However,
under § 262, no portion of the cost of operating an automobile that is attributable to
personal use is deductible.
.02 Section 274(d) provides, in part, that no deduction is allowed under § 162
with respect to any listed property (as defined in § 28017(d)(4) to include passenger
PALM DESERT REDEVELOPMENT AGENCY Contract # / P.O. # I R29420 16566
Amendment/ 2
PROFESSIONAL SERVICE AMENDMENT Change Order No.
Contingency: YES X I NO
Contract Purpose Lakeview Terrace Expansion Architectural Services Account No. 851-4663-454-4001
Consultant's Name SMS Architects Project No.
Address: 18662 MacArthur Boulevard, Suite 101 Vendor No. I 11872
Irvine, CA 92612
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
Additional reimbursable allowance 5,000.00
TOTALS: -
5,000.00
NET CHANGE IN
CONTRACT PRICE:
5,000.00
JUSTIFICATION:
TOTAL BUDGET FOR PROJECT:
+ 94,250.00
CONTINGENCY:
Less: Expend. & Encumb. To Date:
- 94,250.00
Amount Approved by Board: +
8,230.00
Less: This Change Order Amount:
- 5,000.00
Less: Prior Amendment(s): -
7,850.00
BALANCE OF BUDGET
Less: This Amendment: -
5,000.00
REMAINING FOR PROJECT:
(5,000.00)
Balance Remaining of Contingency:
(4,620.00)
The amount of the Contract will be (DeGreased) Increased by the Sum of: Five Thousand and NO/100 Dollars
($5,000.00).
G:\rda\Agenda Items\6-24-10\SMS-Amndmt-2.docx See reverse
Contract R29420 Amendment No. 2 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 99.250.00
The undersigned Consultant approves the foregoing Contract Amendment # 2 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 # 2 . 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:
EXECUTIVE DIRECTOR
3. CERTIFIED
FUNDS AVAILABLE:
FINANCE DIRECTOR
NOTE: No payments will be made
prior to Executive Director and
Agency Board approval
2. ACCEPTED BY:
CONSULTANT
4. APPROVED BY:
CINDY FINERTY, CHAIRMAN 6/24/10
SECRETARY 6/24/10
GArda\Agenda Items\6-24-10\SMS-Amndmt-2.docx See reverse
CD
co
C- O
O /
C
o N�O�
0 od
o
n
O
Z o O
CL
O a- O
4 O
QZ
W
Q0
W 00 0
VW Q �}
aaN
W
~' O
Lu z
X Z
O
J U Z
o
O �
J �
Q
w�
(f) N
w
0
O
V) O
O
O
U y co
O
Q U "T
O w C\l
co
� U �
(�
C: O
O t0
Z
U m
0
Z
D
O
O
LL.
N
0hU
o .9 ° r
o 2 z
Q Q o
m
O
O
O
O
O
p
O
O
O
U-)
v
a� M _
N
U N +� N
O
O
O
[Y U
r
U
z
uJ
U
0
o�
Z
r-Q
,r
z
Z
F
aQ Ln
M
Q
<
Q
Z
z
Z
C�
CD
O
o
-
('�)
O
O
O
o
0
0
0
0
U
co
N
0.M
O
c9
NLO
0
0
O
00
O
CD
O
CDCD
CDp
O
+ -11
O
CD
M
U O
Q
Q
Z
O
c
0
C;
c �
�
a c
�
a-
—
o
v o
is
a�
L
L
O�
E
m @
L
Z5
a�
U
O
_
rte��c
V
�nn
V!
Q
O
Q
U)
Q
~
1 Q
m N
M
U