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Home My WebLink AboutAGENDA REPORT 2022 0921 CCSA REG ITEM 10ICITY OF MOORPARK, CALIFORNIA City Council Meeting of September 21, 2022 ACTION APPROVED STAFF RECOMMENDATION. BY A. Hurtado. I. Consider Amendment No. 1 to Agreement with SVA Architects, Inc. for Additional Architectural Design Services for Audio/Visual and Broadcast Production Design for Tenant Improvements at 323 Science Drive. Staff Recommendation: Approve Amendment No. 1 to the agreement with SVA Architects Inc., for additional Architectural Design Services related to Audio/Visual and Broadcast Production in the amount of $35,905, and authorize the City Manager to execute the Amendment, subject to final language approval of the City Manager. (Staff: Jessica Sandifer, Community Services Manager) Item: 10.I. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Jessica Sandifer, Community Services Manager DATE: 09/21/2022 Regular Meeting SUBJECT: Consider Amendment No. 1 to Agreement with SVA Architects, Inc. for Additional Architectural Design Services for Audio/Visual and Broadcast Production Design for Tenant Improvements at 323 Science Drive BACKGROUND In October 2021, the City Council authorized the purchase of 323 Science Drive as the location for a new City Hall. Escrow closed in February 2022, and on February 16, 2022, the City Council approved an Agreement with SVA Architects, Inc. (SVA) for Architectural Design Services for the Tenant Improvements. Initially, the City had intended to bring on a separate consultant to assist with design of the Audio/Visual and Broadcast Production design for the City Council chambers and conference rooms. DISCUSSION SVA has been working diligently on the design development for the new City Hall project. They have been very quick and efficient in their process. Staff has been unable to bring on the separate audio/visual consultant to assist with the audio/visual and broadcast production design for the project in a timely manner. In order to keep the project moving forward, staff requested a proposal from SVA to include this work in their scope. The cost of the additional consultant services is $35,905. An amendment to the agreement is needed to include these services within the contract scope. FISCAL IMPACT As stated, the cost of the additional services is $35,905. There are sufficient funds within the capital improvement project budget (C0070) to fund these additional services. No budget amendment is needed. Item: 10.I. 481 Honorable City Council 09/21/2022 Regular Meeting Page 2 COUNCIL GOAL COMPLIANCE This action is consistent with City Council Economic Development Strategy, Goal 3, Objective 3.12: “Identify and transition to temporary City Hall location.” STAFF RECOMMENDATION Approve Amendment No. 1 to the agreement with SVA Architects Inc., for additional Architectural Design Services related to Audio/Visual and Broadcast Production in the amount of $35,905, and authorize the City Manager to execute the Amendment, subject to final language approval of the City Manager. Attachment: Amendment No.1 to Agreement with SVA Architects Inc. 482 ATTACHMENT AMENDMENT NO. 1 TO DESIGN PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MOORPARK AND SVA ARCHITECTS, INC. FOR ARCHITECTURAL SERVICES FOR NEW CITY HALL TENANT IMPROVEMENTS This Amendment No. 1 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and SVA Architects, Inc., a corporation (“Contractor”), for architectural services (“Agreement”), is made and entered into on ______________________________. RECITALS WHEREAS, on February 18, 2022, the City and Contractor entered into an Agreement to have the Contractor provide architectural services; and WHEREAS, the City and Contractor now desire to amend the Agreement to increase the compensation for services to be performed by Contractor from three hundred one thousand seven hundred thirty dollars ($301,730), which includes a contingency of twenty-seven thousand four hundred thirty dollars ($27,430), by a value of thirty-five thousand nine hundred five dollars ($35,905), for a total contract value of three hundred thirty-seven thousand six hundred thirty-five dollars ($337,635), and document said agreement to amend by jointly approving Amendment No. 1 to the Agreement. NOW, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I. Section 1, TERM, is amended by replacing this section in its entirety as follows: “The term of this Agreement shall be from the date of execution to completion of the work identified in the Scope of Services and in conformance with Exhibit C and Exhibit E, unless this Agreement is terminated or suspended pursuant to this Agreement.” II. Section 2, SCOPE OF SERVICES, is amended by replacing this section in its entirety as follows: “City does hereby retain Consultant, as an independent contractor, in a contractual capacity to provide architectural services, as set forth in Exhibit C and Exhibit E. In the event there is a conflict between the provisions of Exhibit C, Exhibit E, and this Agreement, the language contained in this Agreement shall take precedence. Consultant shall perform the tasks described and set forth in Exhibit C and Exhibit E. 483 Amendment No. 1 to Agreement between City of Moorpark and SVA Architects, Inc. Page 2 Compensation for the services to be performed by Consultant shall be in accordance with Exhibit D and Exhibit E. Compensation shall not exceed the rates or total contract value three hundred thirty-seven thousand six hundred thirty-five dollars ($337,635), which includes a contingency of twenty-seven thousand four hundred thirty dollars ($27,430), without a written Amendment to the Agreement executed by both parties. Payment by City to Consultant shall be in accordance with the provisions of this Agreement.” III. Section 5, PAYMENT, is amended by replacing the second paragraph as follows: “The City agrees to pay Consultant monthly, in accordance with the payment rates and terms and the schedule of payment as set forth in Exhibit C, Exhibit D, and Exhibit E based upon actual time spent on the above tasks. This amount shall not exceed three hundred thirty-seven thousand six hundred thirty-five dollars ($337,635), which includes a contingency of twenty-seven thousand four hundred thirty dollars ($27,430), for the total term of the Agreement unless additional payment is approved as provided in this Agreement.” IV. Remaining Provisions: Except as revised by this Amendment No. 1, all of the provisions of the Agreement shall remain in full force and effect. In Witness Whereof, the parties hereto have caused this Amendment to be executed the day and year first above written. CITY OF MOORPARK SVA ARCHITECTS, INC. _______________________________ _______________________________ Troy Brown City Manager Robert M. Simons Partner & President Attest: _______________________________ Ky Spangler City Clerk 484 A M E N D M E N T N O . 1 Architect: SVA Architects, Inc. (“Architect”) 6 Hutton Centre Drive, Suite 1150 Santa Ana, CA 92707 Client: City of Moorpark 799 Moorpark Ave. Moorpark, CA 93021 Architect Contact: Doug Brown Client Contact: Jessica Sandifer Agreement Date: 02/18/2022 (“Agreement”) Amendment Date: 08/23/2022 Project Name: Moorpark City Hall (“Project”) Description: Additional Services for audio/visual and broadcast production design. Architectural coordination and design for permanent facility. Job No: SVA: 2022-40110.803 Client Ref: n/a A.SVA proposed fees and entered into an agreement with the City of Moorpark for what was described by the city as a “design assist” process where SVA and its consultant would provide limited services in support of a consultant / design build contractor that would develop and implement the audio visual and broadcast system design. Since the time of the RFP and original proposal and contract the city has clarified that SVA shall provide a full design suitable for competitive bidding within a design bid build delivery process. In addition, the detail required to develop the holistic production system has grown during the course of programming meetings with the city. Once defined as a temporary city hall this has become a permanent facility with systems and quality to support a long-term presence. B. Scope of Services SVA and its Consultant/s shall provide the following additional services in accordance with the terms and conditions of the Agreement: Audio Visual and Broadcast System Design Construction Documents, Specifications, and Bid and Construction Administration Support. Includes production lighting engineering and coordination, design and coordination of built-in equipment in millwork and other architectural elements related to broadcast and audio visual systems. Lighting based on lighting plot provided by owner within the confines and limitations of the existing conditions. EXHIBIT E 485 Amendment No. 1 Moorpark City Hall Project No 2022-40110 August 23, 2022 Page 2 of 3 C. Compensation Architect will be compensated for the additional services delineated herein in accordance with the terms and conditions of the Agreement on a fixed fee basis in the amount of Thirty-Five Thousand Nine Hundred Five Dollars ($35,905.00) as follows: Services/Discipline FEE Additional Service Fees Design for Audio Visual Systems for Design Bid Build Delivery. Design of Production Lighting System for council chamber dais. $ 22,905.00 Architectural Coordination for audio visual and broadcast system design bid build delivery Interior design including Dais millwork design and coordination for “permanent” facility in coordination with audio visual and broadcast systems. $ 13,000.00 total $ 35,905.00 486 Amendment No. 1 Moorpark City Hall Project No 2022-40110 August 23, 2022 Page 3 of 3 Reimbursable expenses of Architect will be invoiced in accordance with the terms and conditions of the Agreement and are not included in the above-stated compensation. It is expressly understood that the requirements of Cal. Business and Professions Code § 5536.22 requiring mutual written agreement by the parties prior to proceeding with the work are met by this Amendment. In the event that contract negotiations are pending at the time this Amendment is executed, the parties understand and agree that upon execution of such final agreement, that all work performed under this Amendment will be governed by the terms and conditions thereof. In the event that an agreement has been executed by the parties at the time of this Amendment, it is understood that this Amendment amends the Agreement only as delineated herein, all other terms of the Agreement shall remain the same. Architect will not proceed with work until this form is executed and returned. The undersigned represents and warrants that he/she has the authority to bind the entity for which he/she is executing this Amendment. Approved and Accepted: Approved and Accepted: Architect: SVA Architects, Inc. Client: Signature: Signature: Printed Name: Robert M. Simons, AIA Lic. No. C18301 Printed Name: Title: President & Partner Title: Date: Date: 487