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Home My WebLink AboutR29420 - CA2 - DW Lakevw Terrace XpnsnContract No. R29420 PALM DESERT REDEVELOPMENT AGENCY STAFF REPORT REQUEST: APPROVAL OF PROFESSIONAL ARCHITECTURAL SERVICES CONTRACT AMENDMENT NO. 3 WITH SMART MICHAEL SIMINOFF ARCHITECTS, INC. IN AN AMOUNT NOT TO EXCEED $6,633.78 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: September 9, 2010 CONTENTS: SMS Work Authorization No. 4 Request Professional Services Contract Amendment No. 3 Recommendation By Minute Motion: 1. Approve Professional Services Contract Amendment No. 3 for Contract R29420 with Smart Michael Siminoff Architects, Inc. (SMS) in the amount not to exceed $6,633.78 for additional construction administration and design services for the Lakeview Terrace Expansion at Desert Willow; and 2. Authorize the Chairperson to execute said amendment. Funds are available in RDA Post Construction Costs, Account No. 851- 4663-454-4001. Backaround Approval of staff's recommendation will approve Professional Services Contract Amendment No. 3 with SMS for the Lakeview Terrace Expansion at Desert Willow. The contract amendment is in the amount not to exceed $$6,633.78 for additional construction administration and design services. 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 contingency Staff Report Contract No. R29420 Ratify Amendment No. 3 with SMS for Lakeview Terrace Expansion at Desert Willow September 9, 2010 Page 2 of 3 ($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 No. 1A and 1 B in the amount of $7,850. Amendment No. 2 was approved on June 24, 2010, in the amount not to exceed $5,000.00 for additional reimbursable expenses such as printing, and shipping costs associated with the project. On June 24, 2010, the Agency Board authorized the award of a contract to GHA Enterprises for the construction of the Lakeview Terrace expansion project. As part of this process, the SMS Architects commenced the construction administration scope of their contract, including, but not limited to: • Answering Request(s) for Information. • Providing plan clarifications. • Plan and specification review. • Attendance at pre -construction meetings. On July 27, 2010, the Agency Board rescinded the contract with GHA Enterprises due to the contractor's failure to produce acceptable payment and performance bonds, which caused a delay in the commencement of the project. Ultimately at the same meeting, the Agency Board also awarded a contract to DavisReed Construction Inc., the second lowest responsive bidder and the Notice to Proceed was issued on August 9, 2010, with a 75-day construction duration period or completion by October 22, 2010. The proposed amendment requests approval of additional construction administration services to address the added scope of work caused by GHA's delay of the project. SMS Architects' contract amendment is in the amount of $6,153.78 for an additional seven weeks of construction administration services required to complete the Lakeview Terrace expansion. The contract amendment also includes a $480.00 cost to address a minor gas line design modification to allow for the removal of a proposed gas meter and a more efficient tie-in to the existing gas main line. The proposed design modification will save the Agency construction costs associated with having to install a new gas meter and piping to serve the expanded terrace area. \\srv-fi12k3\groups\rda\Heather Buck\Desert Willow\Lakeview Terrace\Staff Report\SMSDWLVTAmend3-090910 doc Staff Report Contract No. R29420 Ratify Amendment No. 3 with SMS for Lakeview Terrace Expansion at Desert Willow September 9, 2010 Page 3 of 3 Fiscal Analvsis Amendment No. 3 requires a net change to contract in the amount of $6,633.78. Funds are available in RDA Post Construction Costs, Account No. 851-4663-454-4001; therefore, there is no immediate fiscal impact to the General Fund. Submitted By: Heather Buck, Project Coordinator Department Head: Jain McCarthy, ACM for Redevelopment Paul S. Gibson, Director of Finance Jo�,M. Wohlmuth, Executive Director n Alvarez, Redevelopment Manager 1 V(-BY RDA ON 9- 9- ar�iv VERIFIED BY�� /rJ Original on file with City Clerk's Office \\srv-fi12k3\grcups\rda\Heather Buck\Desert Willow\Lakeview Terrace\Staff Report\SMSDWLVTAmend3-090910.doc Revised Work Authorization: 04 Dated: August, 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 Construction Administration time & Redesign the Gas Floor plan. Project: Desert Willow Terrace Expansion Palm Desert, CA SMS Project No: 10002.1 C Authorization is confirmed for SMS Architects to perform the following services: Additional Services: Scope of Services: .1 Provide construction administration services for additional 7 weeks to the original 9 weeks that was agreed upon and listed in Exhibit "D" of the main contract # R29420. .2 Redesign the Gas Plan based on a new location of the point of connection (Shut off Valves), provided by others. .3 This additional service does NOT include the expense for shipping and handling all submittals during the additional Construction Administration time. The Architect and his consultants are to use the client's account number. Compensation & Fee analysis: Original Construction $ 9,890.00 Administration fee for 9 weeks. Original weekly fee $1,098.89 Additional fee for 7 weeks $ 7,692.23 Discount20% $1,538.45 Net fee for CA Added time $ 6,153.78 Redesign of the Gas Plan $ 480.00 Total fee for WA # 4 $ 6,633.78 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 #04. 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: Ematl Michael, Priw , oo Approved for Client, by. Reimbursable Expenses: Cost +10% Architect Expenses: Cost +10% Services to be completed NIA Date: August, 25, 2010 Dale: 94Q_757.3240 18,362 t,acArrriw 9cuIevzrd Surt? IQ', :r,rine• (A 926' P'pESERt Y.ILLOMDESERT YYILLOW_GOLF_RESORT.COPY OF COPY OF COPY OF WA-04 COG PALM DESERT REDEVELOPMENT AGENCY PROFESSIONAL SERVICE AMENDMENT Contract Purpose Lakeview Terrace Expansion Architectural Services Consultant's Name SMS Architects Address: 18662 MacArthur Boulevard, Suite 101 Irvine, CA 92612 Contract # / P.O. # I R29420 16566 Amendment/ 3 Change Order No. Contingency: YES X I NO Account No. 851-4663-454-4001 Project No. Vendor No. 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 Construction Administration and Design Services 6,633.78 TOTALS: NET CHANGE IN CONTRACT PRICE: JUSTIFICATION: TOTAL BUDGET FOR PROJECT: + 94,250.00 Less: Expend. & Encumb. To Date: - 94,250.00 Less: This Change Order Amount: - 6,633.78 BALANCE OF BUDGET REMAINING FOR PROJECT: (6,633.78) CONTINGENCY: Amount Approved by Board: Less: Prior Amendment(s): Less: This Amendment: Balance Remaining of Contingency: 6,633.78 6,633.78 + 12,850.00 12,850.00 6,633.78 (6,633.78) The amount of the Contract will be (Oeereased) Increased by the Sum of: Six Thousand Six Hundred Thirty - Three and 78/100 Dollars ($6,633.78). GArda\Heather Buck\Desert Willow\Lakeview Terrace\SMS Amndmt 3.docx See reverse ... Contract R29420 Amendment No. 3 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 $100,883.78 The undersigned Consultant approves the foregoing Contract 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 Contract 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 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: 3. 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 SECRETARY 9/9/10 9/9/10 G \rda\Heather Buck\Desert Willow\Lakeview Terrace\SMS Amndmt 3.docx See reverse ... 6 NG (V Cnn� F� N A i f� d N G N 01 n! U' N n O d f 0 w