HomeMy WebLinkAboutAGENDA REPORT 2022 1207 CCSA REG ITEM 10DCITY OF MOORPARK, CALIFORNIA
City Council Meeting
of December 7, 2022
ACTION APPROVED STAFF
RECOMMENDATION.
BY A. Hurtado.
D. Consider Amendment to Agreement with LPA, Inc. for Architectural Design
Services for the New City Library. Staff Recommendation: Approve Amendment
No. 1 to Agreement with LPA, Inc. for additional Architectural Design Services for
the New Moorpark City Library, 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.D.
Item: 10.D.
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Jessica Sandifer, Community Services Manager
DATE: 12/07/2022 Regular Meeting
SUBJECT: Consider Amendment to Agreement with LPA, Inc. for Architectural
Design Services for the New City Library
BACKGROUND & DISCUSSION
On December 15, 2021, the City Council approved an agreement with LPA, Inc. for
architectural services for the new Moorpark City Library. The project has progressed on
schedule, but several items have arisen that were not covered under the original
agreement.
Library Demolition: The Architect’s original scope of work did not include design,
documentation and construction administration for the demolition of the old Moorpark City
Library. The reason for this is due to the fact that the Civic Center Master Plan that was
approved by the City Council in 2020 included a phasing plan for the entire Civic Center
site. The phasing plan contemplates the temporary reuse of the existing Library as City
staff offices until a new City Hall has been constructed, at which time the existing Library
would be demolished. However, earlier this year the City purchased the office building at
323 Science Drive to serve as a temporary City Hall and there is no longer a need to
maintain the existing Library. Additionally, it would be more costly to maintain the existing
Library than it would be to remove it. This is because there is a significant grade change
between the existing Library location and the new Library and future parking lot. The
grade difference will require the construction of retaining walls to maximize parking and
construct a new roadway. However, additional retaining walls and higher retaining walls
will be required to maintain the finished floor elevation of the existing Library. The cost
for the demolition of the existing Library is approximately $249,000. The cost to maintain
the existing Library is approximately $440,000 due to the additional retaining walls. Under
the added scope the Architect will generate plans for demolition of the new Library,
including disconnection and abandonment of utilities and a rough grading plan for the site
once the Library is demolished, to clean up the site and allow for future hydroseeding of
the area. The cost for this added scope is $35,406.
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Honorable City Council
12/07/2022 Regular Meeting
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Sewer Relocation: The Library site includes a 10” public sewer line that serves the Civic
Center site and the businesses at the north/west corner of High Street and Moorpark
Avenue. However, recently staff became aware that the sewer line also serves all of the
residential housing units along Walnut Canyon Road, including the homes and
businesses on Casey Road, Meridian Hills Drive, and Championship Drive. While the
City was aware of the sewer line, relocation of the sewer line was not included in the initial
project planning because the original Library design contemplated utilizing the sewer line
at its current location since there were no conflicts with the location of the new Library.
However, conversations with Ventura County Waterworks District (Waterworks) staff
regarding the sewer line have highlighted the fact that the pipe is a gravity fed clay pipe
sewer line and maintaining the sewer line at its current location will be problematic.
This type of pipe, while excellent for conveyance of sewage, is very sensitive to additional
weight being placed on top of it, but more importantly will not withstand the vibrations that
will be generated as a result of activities related to mitigating the liquefaction risk on the
site. Replacement of the sewer line will be required in order to maintain the integrity of
the pipe. Additionally, Waterworks requires that the new pipe is accessible in order to
make future repairs and has suggested moving the sewer line further to the west. This
will place it under the asphalt in the new driveway of the Library and will would allow for
easy access. The added services are for the Architect to work with Waterworks staff to
design the sewer relocation, and prepare the various documents needed to record the
new public sewer easement and vacate the previous easement. The cost for this added
scope is $68,505.
Furniture Design Services: The original scope for the architect related to furniture design
included creating a conceptual furniture “look book”, but did not include furniture
specifications, procurement, and installation assistance. The added scope for the
architect will include preparation of a full furniture design concept, including assistance
with setting a rough order of magnitude furniture budget. The Architect will then assist
the City with putting together a package to be distributed to potential furniture vendors,
review of vendor furniture packages, assistance with selection of materials and finishes
to coordinate with the interior design of the library; procurement assistance including
setting up data and electrical ports that coordinate with the construction drawings and
installation administration once the furniture is delivered. In the past staff has handled
the furniture procurement phase of the project, however, current workloads and number
of available staff does not allow for these services to be provided in house. The cost for
this added scope is $29,500.
ENVIRONMENTAL DETERMINATION
Not a project.
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Honorable City Council
12/07/2022 Regular Meeting
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FISCAL IMPACT
The total cost for the added Library design services, including reimbursable costs, is
$133,411. There are sufficient funds budgeted in the Fiscal Year 2022/23 Capital
Improvement Project C0056 to fund these additional services.
COUNCIL GOAL COMPLIANCE
This action is consistent with City Council Goal 3, Objective 3.11: “Complete construction
plans for the City’s new Library.”
STAFF RECOMMENDATION
Approve Amendment No. 1 to Agreement with LPA, Inc. for additional Architectural
Design Services for the New Moorpark City Library, and authorize the City Manager to
execute the Amendment, subject to final language approval of the City Manager.
Attachment: Amendment No. 1 Agreement with LPA, Inc.
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AMENDMENT NO. 1
DESIGN PROFESSIONAL SERVICES AGREEMENT BETWEEN
THE CITY OF MOORPARK AND LPA, INC.
FOR ARCHITECTURAL DESIGN SERVICES FOR MOORPARK CITY LIBRARY
This Amendment No. 1 to the Agreement between the City of Moorpark, a
municipal corporation (“City”), and LPA, Inc., a California corporation (“Contractor”), for
architectural design services (“Agreement”), is made and entered into on
______________________________.
RECITALS
WHEREAS, on December 22, 2021, the City and Contractor entered into an
Agreement to have the Contractor provide architectural design 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 one million
six hundred seventy-four thousand seven hundred seventy-eight dollars ($1,674,778) by
a value of one hundred thirty-three thousand four hundred eleven dollars ($133,411) for
a total contract value of one million eight hundred eight thousand one hundred eighty-
nine dollars ($1,808,189), which includes a contingency amount of one hundred fifty-two
thousand two hundred fifty-three dollars ($152,253), 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 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 design services, as set forth in Exhibit C, D
and E. In the event there is a conflict between the provisions of Exhibit C, D, and 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, D and E.
Compensation for the services to be performed by Consultant shall be on a fixed
fee basis in accordance with Exhibit D and E. Compensation shall not exceed the rates
or total contract value one million six hundred fifty-five thousand nine hundred thirty-six
dollars ($1,655,936) as stated in Exhibit D and E, plus a contingency of one hundred fifty-
two thousand two hundred fifty-three dollars ($152,253) for a total contract amount of one
million eight hundred eight thousand one hundred eighty-nine dollars ($1,808,189),
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.”
ATTACHMENT
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Amendment No. 1 to Agreement between City of Moorpark and LPA, Inc. Page 2
II. 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, D, and E on a percentage
complete basis. This amount shall not exceed one million six hundred fifty-five thousand
nine hundred thirty-six dollars ($1,655,936) plus a contingency of one hundred fifty-two
thousand two hundred fifty-three dollars ($152,253) for a total contract amount of one
million eight hundred eight thousand one hundred eighty-nine dollars ($1,808,189) for the
total term of the Agreement unless additional payment is approved as provided in this
Agreement.”
III. 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 LPA, INC.
_______________________________ _______________________________
Troy Brown
City Manager
Jon Mills
Chief Operating Officer
Attest:
_______________________________
Ky Spangler
City Clerk
Attachments – Exhibit E – Task Orders 2, 3, 6
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J:\30500\30647\DOCS\101 Contracts_Proposals\01\Client\SOS Proposals\TASK 2-r3 - Library Demo.docx
IRVINE • SACRAMENTO • SAN DIEGO • SAN JOSE • DALLAS • S AN ANTONIO
October 27, 2022
Jessica Sandifer
Community Services Manager
CITY OF MOORPARK
799 Moorpark Ave.
Moorpark, CA 93021
Re: Task Order Request #2-r3 –Library Demolition
LPA Project No. 30647
Dear Jessica:
We are pleased to present our scope of services for the design, documentation and contract
administration of the adjacent existing Library structure.
Work includes the generation of demolition documentation of the existing Library and the generation of
a Rough Grading Plan for the area.
TASK ORDER 2
Our fee for this additional scope for the demolition documentation and related rough grading of the
former Library site is as follows:
Demolition & Rough Grading including reimbursables $35,406
Let us know if you have any questions regarding this scope and we will be glad to clarify any part of it.
Sincerely,
LPA, Inc.
Larry Chiu, AIA, LEED AP BD+C
Managing Director
Associate
cc: Jeremy Laurentowski, City of Moorpark
Jeremy Hart, LPA, Inc.
EXHIBIT E
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J:\30500\30647\DOCS\101 Contracts_Proposals\01\Client\SOS Proposals\TASK 3-r1 - Additional Sites Scope Options.docx
IRVINE • SACRAMENTO • SAN DIEGO • SAN JOSE • DALLAS • SAN ANTONIO
October 14, 2022
Jessica Sandifer
Community Services Manager
CITY OF MOORPARK
799 Moorpark Ave.
Moorpark, CA 93021
Re: Task Order Request #3-r1 – Site Scope Options
LPA Project No. 30647
Dear Jessica:
We are pleased to present our scope of services for the City property including the lots located
adjacent to the new Library site.
We understand that the existing sewer easement running laterally and down the middle of the overall
site is desired to be relocated to the west side as much as practical. There is a portion of the sewer
easement on the south end closer to High Street that may need to remain as one or two laterals connect
to it, we believe, serving the corner lots.
This scope and processing would require interfacing with Ventura County and preparation of the new
sewer easement as well as quit claiming the old easements on the City’s properties. In order for these
easements to be documented, we will require CAD backgrounds indicating all easements across the
properties. This along with a record of survey would be provided by our surveying consultant, Guida
Surveying, Inc.
These tasks include research costs and mileage expenses.
Design Relocation of Existing 10” Public Sewer $27,069
#2 Prepare Sewer Quit Claim & Replacement Easement $6,838
#3 Plot All Record Easements $11,603
#4 Prepare a Record of Survey $22,995
TOTAL for TASK ORDER #3-r1 $68,505
Let us know if you have any questions regarding this scope and we will be glad to clarify any part of it.
Sincerely,
LPA, Inc.
Larry Chiu, AIA, LEED AP BD+C
Managing Director
Associate
cc: Jeremy Laurentowski, City of Moorpark
Jeremy Hart, LPA, Inc.
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ADDITIONAL SCOPE OF SERVICES
MOORPARK LIBRARY FURNITURE DESIGN SERVICES
9/27/2022
TASK ORDER NO. 6 - FURNITURE DESIGN
SERVICES
In the Furniture Design Services phase of the
project, LPA shall provide the following services
necessary to design, document and assist the City
of Moorpark in securing third party vendors who
will provide procurement services including
documentation, order fulfillment, manufacturing,
and installation of furniture for the Library Project.
Services include:
100 Needs Assessment, furniture design and
pricing documentation services
.01 Main scope- conceptual furniture Look
book is in base scope.
.02 Meet with key Moorpark City and
Library Representatives to refine
furniture selections for the project
that meet function, scale,
appropriateness, longevity, budget,
and schedule.
.03 Prepare an initial overall Order of
Magnitude project furniture budget
and preliminary schedule for review
and approval by City representatives.
.04 Research and present private office,
workstations, and ancillary furniture
products from manufacturers who
provide established pre-negotiated
government contracts such as CMAS,
NJPA, Omnia Partners, Sourcewell and
TIPS and meet budget goals.
.05 Develop and document specifications
for selected products to obtain
contract-based pricing from selected
furniture dealers.
.06 Develop furniture setting plans, keyed
to furniture types.
.07 Deliverables include up to four (4)
meetings, a preliminary milestone
schedule, an Order of Magnitude
furniture budget, furniture design
package for obtaining pricing,
documents including written outline
specifications, images and tagged
furniture plan.
101 Pricing Process
.01 Provide specification package to
selected furniture dealers. Dealers to
develop product placement drawings
and provide product budget pricing.
LPA to answer dealer questions
related to furniture specifications and
provide clarifications as needed.
.02 Assist City of Moorpark
representatives and selected furniture
dealers in the selection of final
furniture finishes including textiles,
woods, laminates, paint to coordinate
with architectural and interior finishes.
Dealers to provide validation
packages of selected furniture with
corresponding finishes.
.03 Review dealer validation packages for
completeness.
.04 Deliverables include up to three (3)
Client meetings, and review of dealer
validation package.
102 Procurement Phase Services
.01 Review dealer(s) final proposals and
confirm pricing is based on
approved pricing contracts. All
product model numbers are to be
verified by the dealer.
.02 Review dealer-generated detailed
furniture installation plans and sheet
specifications for design intent, only.
.03 Compare final costs for specified
products so as not to exceed the
furniture budget.
.04 Development of final detailed
furniture specifications and final sign
off by City of Moorpark
representatives is the responsibility
of the selected dealer(s)
.05 Coordinate power/data entry
locations, as provided by the dealer,
with the Construction Documents.
.06 Deliverables include up to four (4)
meetings with City of Moorpark and
Library team and selected dealer(s),
one (1) set of reviewed/marked up
dealer specifications, final furniture
finish selections and power/data
coordination.
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SCOPE OF SERVICES I MOORPARK LIBRARY FURNITURE DESIGN SERVICES
9/27/2022
103 Installation Administration Services
.01 Furniture dealer(s) shall coordinate
with the General Contractor for final
delivery and installation dates, confirm
access and procedures with the
building owner.
.02 Dealer(s) are responsible for locating
critical power / voice / data feeds in
the field with the General Contractor.
.03 Respond to dealer questions that may
arise during installation, related to
design intent.
.04 Upon completion of installation, LPA
shall attend a (1) one day job walk to
confirm completeness and develop
and issue the corrective work /
punchlist of missing items or
corrective measures required.
.05 Deliverables include up to two (2)
meeting during the construction and
installation phases, and (1) one day
field visit at completion of installation.
COMPENSATION REQUEST
Additional furniture design services are phased
fixed fee for the additional amount of $29,500.00
to the base contract.
Reimbursables are not required.
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