HomeMy WebLinkAboutR29420 CA-1A & CA-1B - DW Lkvw Terrace Xpnsn DesignContract No. R29420
PALM DESERT REDEVELOPMENT AGENCY
STAFF REPORT
REQUEST: APPROVAL OF PROFESSIONAL ARCHITECTURAL SERVICES
CONTRACT AMENDMENT NO. 1A ($2,100) AND RATIFICATION
OF AMENDMENT 1 B ($5,750) WITH SMART MICHAEL
SIMINOFF ARCHITECTS, INC. IN AN AMOUNT NOT -TO -
EXCEED $7,850 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: May 13, 2010
CONTENTS: SMS Work Authorization No. 1 and No. 2 Requests
Professional Services Contract Amendment No. 1
Recommendation
By Minute Motion:
1. Approve Professional Services Contract Amendment No. 1A ($2,100)
and ratify Amendment 1 B ($5,750) for Contract R29420 with Smart
Michael Siminoff Architects, Inc. (SMS) in the amount not -to -exceed
$7,850 for architectural design services for the Lakeview Terrace
Expansion at Desert Willow;
2. Authorize the Director of Finance to move $7,850 from contingency
(Account No. 851-4663-454-4001) to base; and
3. Authorize the Chairperson to execute said amendment.
Funds are available in RDA Post Construction Costs, Account No. 851-
4663-454-4001.
Staff Report Contract No. R29420
Ratify Amendment No. 1 with SMS for Lakeview Terrace Expansion at Desert Willow
May 13, 2010
Page 2 of 3
Executive Summary
Approval of staff's recommendation will approve Professional Services Contract
Amendment No. 1A ($2,100) and ratify Amendment No. 1B ($5,750) with SMS for the
Lakeview Terrace Expansion at Desert Willow. The contract amendment is in the
amount not -to -exceed $7,850 for additional architectural services required to complete
the construction documents. Staff recommends approval.
Backaround
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.
• Entitlement review process.
The design of the Lakeview Terrace expansion is complete. The project received
approval by the Architectural Review Commission (ARC) on March 9, 2010, and
Planning Commission approval on April 6, 2010. The project is in plan check, and is
expected to be out to bid at the end of May 2010.
Initial review and coordination of the Lakeview Terrace, kitchen, and parking lot
electrical designs anticipated that the existing Southern California Edison transformer
located in the building's service yard would need upgrading. The cost and construction
of this work was to be included in the kitchen project. Having completed the final
electrical designs for the terrace and parking lot and preliminary design for the kitchen,
the electrical engineers have verified that the existing transformer has sufficient capacity
to handle the proposed electrical loads. This will save time and approximately $200,000.
Although the transformer is adequately sized, additional service panels will need to be
added to serve each of the added project loads.
SMS Contract Amendment No. 1 A:
The proposed contract amendment includes design costs associated with an additional
service counter at the upper terrace and an adjacent screen wall. These elements will
provide improved functionality and aesthetics for the existing outdoor patio. SMS's
proposed cost for this work is $4,980 (see attached Work Authorization No. 1 Proposal).
However, after review, staff recommends $2,100 as adequate compensation for these
design services.
G1rda\Heather Buck\Desert Willow\Lakeview Terrace\Staff Report\SMSDWLVTAmendt-051310.doc
Staff Report contract No. R29420
Ratify Amendment No. 1 with SMS for Lakeview Terrace Expansion at Desert Willow
May 13, 2010
Page 3 of 3
SMS Contract Amendment No. 1 B:
The current electrical design for new Lakeview Terrace includes routing all electrical
conduits back to the service yard area and adding a new panel. With the recent review
and coordination of electrical loads, it was discovered that an existing large service
panel located in the basement (cart barn) can accommodate the Lakeview Terrace
electrical load with minor modification.
The proposed contract amendment includes design costs associated with rerouting the
electrical service to the cart barn and redesigning the loads to be compatible with the
existing service panel. The location of the cart barn service panel is more accessible
and will be less expensive to construct. Cost savings will be achieved by utilizing the
basement panel and avoiding having to run all conduits through or around the building
to reach the service yard located on the south end of the building. The total cost for
these additional design services is $5,750 (see attached Work Authorization No. 2
Proposal).
The amendment allows staff to finalize the plans and proceed without delay.
Construction of the project is scheduled to commence in June 2010, and be completed
in September 2010.
Fiscal Analvsis
The estimated construction cost for the project is $1 million. Amendment No. 1 in the
amount of $7,850 can be accommodated in the project's design contingency ($8,230).
Funds have been budgeted in Unobligated Project Area 2 Fund; therefore, there is no
immediate fiscal impact to the General Fund.
Submitted By:
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Heather Buck, Project Coordinator
artment Head:
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in MgCaghy, ACM fqr-Reldevelopment
Paul S.'Gibson, Director of Finance
Approval: '>
John M. Wei Imuth, Executive Director
GArda\Heather Buck\Desert Willow\Lakeview Terrace\Staff Report\SMSDWLVTAmendl-051310.doc
Martin Alvarez, Redevelopment Manager
Y RDA
ON_25
VERIFIED BY
Original on file- wiffic.N
Work Authorization: 02
Dated: April 22, 2010
Re: Electrical & Cost Estimate
Revisions
Client: Mr. Martin Alvarez, Project Manager
Project: Desert Willow
City of Palm Desert
Terrace Expansion
Redevelopment Agency
Palm Desert, CA
73-510 Fred Waring Drive
Palm Desert, CA 92260-2578
Via: Email/Mali
SMS Project No: 10-002.1C
Authorizatian is confirmed for SMS Architects to perform the following services:
Additional Services:
Scope of Services:
.1 Provide a new electrical panel and transformer for the Terrace area that will be served from the
existing DSBN-4 panel at the Basement cart bam.
.2 Revise the electrical drawings based on the new location of the electrical panel and added
transformer at the basement cart bam.
.3 Revise the cost estimate to incorporate the electrical revisions.
.4 Architectural coordination and revision to the architectural basement plan accordingly.
Compensation:
TOTAL $5,750.00
Conditions:
1. This fee is in addition to the Basic Services Agreement
2. This Work Authorization is for only those services itemized on this Work Authorization #02.
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 Archfte by:
Emad Michael, Principal
Reimbursable Expenses: Cost +10%
Consultant Expenses: Cost +10%
Services to be completed
3 weeks.
Date:
Apd122, 2010
Date:
P,USEM-WUOMEWT MUOW_OOL�_iESOFUOWOFWA-O22O1O0415.00C
Work Authorization: 01
Dated: April 15, 2010
Client: Mr. Martin Alvarez, Project Manager
City of Palm Desert
Redevelopment Agency
73-510 Fred Waring Drive
Palm Desert, CA 92260-2578
Re: Added Service Counter
Project: Desert Willow
Terrace Expansion
Palm Desert, CA
Via: Email / Mail SMS Project No: 10-002.1 C
Authorization is confirmed for SMS Architects to perform the following services:
Additional Services:
Scope of Services:
.1 Provide one additional service counter at the high Terrace Level
.2 Provide a conceptual sketch of the stepped planter wall screen
.3 Provide Construction Documents for the new service counter and screen wall
.4 Coordination with our consultants to provide the necessary documents and instructions for pricing
of the screen wall as an add alternate
Compensation:
Architectural: $4,680.00
Landscaoe $300.00
TOTAL $4,980.00
Conditions:
1. This fee is in addition to the Basic Services Agreement.
2. This Work Authorization is for only those services itemized on this Work Authorization #01. Any
additional Services, which may be required by consultants due to this revision, will be issued under
a separate Work Authorization.
Original Agreement: Client/ Architect Agreement
Services not included: All Services not specifically indicated.
Fee: As indicated
Services to Begin:
Completed.
SMS Architects, by:
Emad Michael, Principal
Approved for Client, by:
Reimbursable Expenses: Cost +10%
Consultant Expenses: Cost +10%
Date:
Date:
April 15, 2010
PADESERT WILLOWESERT WILLOW GOLF RESORTIWA-01.2010.04.15.000
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PALM DESERT REDEVELOPMENT AGENCY Contract # / P.O. #
PROFESSIONAL SERVICE AMENDMENT Amendment/
Change Order No.
Contingency:
Contract Purpose Lakeview Terrace Expansion Architectural Services Account No.
Consultant's Name SMS Architects Project No.
Address: 18662 MacArthur Boulevard, Suite 101 Vendor No.
Irvine, CA 92612
R29420 16566
1
YES X NO
851-4663-454-4001
11872
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 electrical design work and architectural coordination
outlined in SMS Project No 10-002.1 C, Work Authorization 02 5,750.00
Additional architectural services for addition of service counter
and screen wall outlined on SMS Project No 10-002.1 C,
Work Authorization 01
TOTALS:
NET CHANGE IN CONTRACT PRICE:
JUSTIFICATION:
TOTAL BUDGET FOR PROJECT: + 86,400.00 CONTINGENCY:
Less: Expend. & Encumb. To Date: - 86,400.00 Amount Approved by Board: +
Less: This Change Order Amount: - 7,850.00 Less: Prior Amendment(s): -
BALANCE OF BUDGET Less: This Amendment: -
REMAINING FOR PROJECT: (7,850.00) Balance Remaining of Contingency:
2,100.00
7,850.00
7,850.00
8,230.00
7,850.00
380.00
The amount of the Contract will be (Oe�eased) Increased by the Sum of: Seven Thousand. Eiaht Hundred
Fiftv and NO/100 Dollars ($7,850.00).
G:\rda\Agenda Items\5-13-10\SMS-Amndmt-1.docx
See reverse ...
Contract R29420 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 94.250.00
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:
EXECUTIVE DIRECTOR
2. ACCEPTED BY:
CONSULTANT
3. CERTIFIED
FUNDS AVAILABLE: 4. APPROVED BY:
FINANCE DIRECTOR CINDY FINERTY, CHAIRMAN 5/13/10
NOTE: No payments will be made
prior to Executive Director and
Agency Board approval SECRETARY 5/13/10
G:\rda\Agenda Items\5-13-10\SMS-Amndmt-1.docx See reverse