HomeMy WebLinkAboutR29450A - CA2 - DW Ktchn & Bldg XpnsnContract No. R29450A
PALM DESERT REDEVELOPMENT AGENCY
STAFF REPORT
REQUEST: APPROVAL OF PROFESSIONAL SERVICES CONTRACT
AMENDMENT NO. 2 WITH MELZER DECKERT & RUDER
ARCHITECTS, INC. IN AN AMOUNT NOT -TO -EXCEED $11,200 FOR
THE 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: June 24, 2010
CONTENTS: MDR Request for Additional Services
Professional Services Contract Amendment No. 2
Picture of Existing Ceiling
Proposed Ceiling Plan
Recommendation
By Minute Motion:
1. Approve Professional Services Contract Amendment No. 2 to Contract
R29450A with Melzer Deckert & Ruder Architects, Inc. in the amount not -to -
exceed $11,200 for architectural design services for the Desert Willow
Kitchen and Building expansion;
2. Authorize the Director of Finance to move $3,550 from contingency (Account
No. 851-4663-454-4001) to base;
3. Appropriate an additional $7,650 from Unobligated Project Area 2 Funds to
Post Construction Costs, Account No. 851-4663-454-4001; and
4. Authorize the Chairperson to execute said amendment.
Executive Summary
Approval of staff's recommendation will approve Professional Services Contract Amendment
No. 2 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 $11,200 for
additional architectural services required to complete the construction documents. Staff
recommends approval.
Staff Report Contract No. R29450A
Ratify Amendment No. 2 with MDR for Desert Willow Kitchen/Building Expansion
June 24, 2010
Page 2 of 3
Backaround
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.
On April 22, 2010, the Agency Board approved Contract Amendment No. 1 in the amount of
$12,850. Amendment No. 2 includes four items required to make the design functional, and the
transition between the Lakeview Terrace and Kitchen project seamless. Design of the kitchen
and building expansion is complete. The project will commence bidding on June 28 with award
of construction anticipated at the July 8, 2010, Agency Board meeting. This amendment allows
staff to proceed without delay.
Contract Amendment No. 2:
The amendment allows staff to proceed without delay with the aggressive design and
construction schedule. The contract amendment includes costs associated the following items:
Item
No.
Description
Cost
1 Food Service, structural, and architectural drawing revisions due to location of
existing grease interceptor. $4,800
Provide additional mechanical, electrical, and architectural scope of services
2 to modify ceiling to address mechanical cooling loads and lighting
improvements in Banquet Room and Palm Desert Room. $6,400
Total $11,200
Item No. 1 provides an enhanced ceiling design that seamlessly blends the Lakeview Terrace
and the Kitchen/Building expansion projects together. The existing ceiling follows the jogs of
the glass wall. This corner is being expanded as part of the Lakeview Terrace contract;
however the ceiling revisions are needed to modify the ceiling to follow the new glass wall so
that this corner of the banquet room does not appear as an addition. See attached photo
showing the existing condition and the attached drawings showing the proposed ceiling plan.
This item also addresses the cumulative effects of the Terrace and Kitchen/Building expansion
cooling loads. The occupancy increase, window area modifications, and new lighting resulting
from both projects all contribute to the cooling load, but none of these items on their own
necessitate modifications to the HVAC system. In order to address the added cooling loads,
new ductwork and a small A/C unit are required. This option provides significant cost savings
over earlier design iterations, which proposed replacing an existing functioning unit with a larger
GArda\Heather Buck\Desert Willow\Kitchen Renovation\Staff Report\Apprv_Prof _Servc_Agrmt_DWK tchen AmendZdoc
Staff Report Contract No. R29450A
Ratify Amendment No. 2 with MDR for Desert Willow Kitchen/Building Expansion
June 24, 2010
Page 3 of 3
and more expensive A/C unit. These design services will provide a low cost solution to the
cooling loads associated with the Terrace and Kitchen projects.
Item No. 2 is the result of revisions to the design required to accommodate an existing grease
interceptor access point not shown on the concept design. The structural elements, refrigeration
and coolers need to be relocated to maintain structural separation between the grease
interceptor and the building exterior. Modifications to the architectural, food service, and
structural plans are required. Additionally, the engineer's inspections and recommendations
regarding the above items will assist the Agency in locating potential construction cost savings
that may be realized by minimizing the relocation of and modifications to the existing grease
interceptor.
The total cumulative cost for these additional services is $11,200 (see attached Amendment No.
2 Proposal). Construction of the project is on track to be completed in December 2010 with
bidding in June and July, and construction commencing in August 2010.
Fiscal Analysis
The estimated construction cost for the project is $2.95 million. Amendment No. 2 in the
amount of $11,200 requires an additional appropriation of $7,650. 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
Martin Alvarez, Redevelopment Manager
Department Head: BY RDA
• ON... �C/ C
stin McCarthy, ACM fo velopment VERIFIED BY Cj)k l l+n
/ / �, Original on file with City Clerk's Office
Paul
Approva
John M
ibson, Director of Finance
Imuth, Executive Director
\\srv-fi12k3\groups\rda\Heather Buck\Desert Willow\Kitchen Renovahon\Staff Report\Apprv_Prof_Servc_Agrmt_DWKitchen Amend2 doc
Melzer Deckert & Ruder Architects, Inc.
Architects & Planners
9511 Irvine Center Drive
Irvine, CA 92618
(949)474-8188 Voice
(949)474-8189 Fax
June 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 — Existing Building Conditions
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.
Scooe of Work
1 . Due to the verified depth and location of existing grease interceptor, shift exterior walls of proposed
expansion to the north, thereby reducing the floor area. Food service, structural, and architectural
drawings shall be revised. Existing grease interceptor to remain.
2. Dining and Palm Desert Rooms: Provide additional mechanical, electrical, and architectural scope of
services to modify ceiling to address mechanical cooling loads and lighting improvements in
northwest corner and Palm desert Room, following Lakeview Terrace improvements to window walls.
Professional Fee
Based on the Scope of Work items, not -to -exceed, fees based on hourly rates are as follows:
1. Modify kitchen due to grease interceptor $4,800
2. Dining and Palm Desert Rooms $6,400
TOTAL $1 1,200
Melzer Decked Ruder Architects, Inc.
Mark Melzer, AIA, LEED AP
Chairman
END
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. # R29450A 16674
Amendment/ 2
Change Order No.
Contingency: I YES X I 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
Additional Architectural Services: Provide lighting design & engineering 11,200.00
for Banquet Room & PDR Ceiling; Provide Title 24 reports & new duct
design in Banquest Room; structural revisions to shear wall & internal
columns; and kitchen revisions to refrigeration & cooler space.
TOTALS:
NET CHANGE IN CONTRACT PRICE:
JUSTIFICATION:
TOTAL BUDGET FOR PROJECT: + 191,850.00
Less: Expend. & Encumb. To Date: - 191,850.00
Less: This Change Order Amount: - 11,200.00
BALANCE OF BUDGET
REMAINING FOR PROJECT: (11,200.00)
CONTINGENCY:
Amount Approved by Board:
Less: Prior Amendment(s):
Less: This Amendment:
Balance Remaining of Contingency:
11,200.00
11,200.00
+ 16,400.00
12,850.00
11,200.00
(7,650.00)
The amount of the Contract will be (OeGFeased) Increased by the Sum of: Eleven Thousand Two Hundred
and NO/100 Dollars ($11,200.00).
G:\rda\Agenda Items\6-24-10\MDR Amndmt 2.docx See reverse ...
Contract R29450A 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 203050.00
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:
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. APPROVED BY:
CINDY FINERTY, CHAIRMAN 6/24/10
SECRETARY 6/24/10
G:1rda\Agenda Itemsl6-24-10\MDR Amndmt 2.docx See reverse ...
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