HomeMy WebLinkAboutAGENDA REPORT 2012 0118 CC REG ITEM 09EITEM 9.E.
MOORPARK CITY COUNCIL a -
AGENDA REPORT
TO: Honorable City Council
FROM: Hugh R. Riley, Assistant City Maw
BY: Ky Spangler, Special Projects Consultan
DATE: January 4, 2012 (CC Meeting of 1/18/12)
SUBJECT: Consider Amendment No. 7 to Professional Services Agreement
with GKK Works for Additional Design Fees in the Amount of
$586,000 for the Moorpark Library Expansion and Reconstruction
Project Located at 699 Moorpark Avenue
BACKGROUND
One of the City Council's top ten priorities for Fiscal Year 2011/2012 is the construction
of a new City Hall and Library. The planning and design process for this significant City
Capital Improvement project has been under development for several years. In
November, 2004 the City Council selected GKK Corporation, now GKK Works ( "GKK "),
as the architect for the design of the Civic Center and City Hall project for a total
contract price of $762,726. During 2005 and 2006, design proposals for the Civic
Center and City Hall were prepared and reviewed by a Council- formed Ad Hoc
Committee.
In January 2007 the City assumed operational control of the County Library at which
time GKK was directed to integrate a new City Library into the City Hall Master Plan
which increased GKK's total contract to $825,736. The new Civic Center Campus
Master Plan which incorporated new permanent facilities on High Street was prepared
by GKK and approved by the City Council at a special meeting on May 16, 2007. On
July 18, 2007, staff presented a contract amendment to incorporate the expanded
design scope of the Campus Master Plan into GKK's contract. The amended contract
amount was $1,965,767, with authorization for the City Manager to approve an
additional $168,750 in optional services. Leadership in Energy and Environmental
Design (LEED) activities in the amount of $75,000 were included as part of these
optional services and a LEED design report was subsequently prepared in September,
2009.
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Honorable City Council
January 18, 2012
Page 2
Since the July 18, 2007 amendment to GKK's contract, staff has requested additional
services from GKK related to preparation of the Environmental Impact Report (EIR)
document for the Civic Center Campus Master Plan. A Fourth Amendment to GKK's
agreement in the amount of $24,000 was authorized under the City Manager's signature
authority in November 2007 increasing the contract amount to $1,989,767 to provide
these services. In July 2009, a Fifth Amendment to GKK's agreement in the amount of
$32,500 was authorized under the City Manager's signature authority for additional
services associated with EIR preparation and coordination related to the construction of
the new Post Office, driveway and parking lot to serve both postal patrons and visitors
to the future Civic Center on High Street, increasing the contract amount to $2,022,267.
On January 10, 2010, a Sixth Amendment in the amount of $30,000 for additional EIR
support services, meetings, and revisions to the schematic Master Plan drawings was
authorized by the City Council, increasing the contract amount to $2,052,267.
A recap of the GKK Works contract amendments to date is shown below:
DISCUSSION
The library component of Civic Center Campus Master Plan provides for expansion of
the library in conjunction with reconstruction of the existing facility. The existing facility
is approximately 7,000 square feet; the proposed expansion would increase the library
to approximately 15,800 square feet using a split -level design approach. The existing
library building will remain in place with an extension being constructed south of the
present structure. The grade change between the existing building and the proposed
expansion will result in two connected levels. The design efforts for the expansion and
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Amendment Amount
Total Contract
Original Contract
$ 767,276
Amendment No. 1
$ 31,060
$ 798,336
Amendment No. 2
$ 27,400
$ 825,736
Amendment No. 3 (7/07)
$ 1,140,031
$ 1,965,767
Optional Services
$ 168,750
Amendment No. 4 (11/07)
$ 24,000
$ 1,989,767
Amendment No. 5 (7/09)
$ 32,500
$ 2,022,267
Amendment No. 6 (2/10)
$ 30,000
$ 2,052,267
Optional LEED Services used
$ 75,000
$ 2,127,267
DISCUSSION
The library component of Civic Center Campus Master Plan provides for expansion of
the library in conjunction with reconstruction of the existing facility. The existing facility
is approximately 7,000 square feet; the proposed expansion would increase the library
to approximately 15,800 square feet using a split -level design approach. The existing
library building will remain in place with an extension being constructed south of the
present structure. The grade change between the existing building and the proposed
expansion will result in two connected levels. The design efforts for the expansion and
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Honorable City Council
January 18, 2012
Page 3
reconstruction are intended to take place concurrently with the completion of the EIR
document for the Civic Center Campus Master Plan.
A separate City agreement with a geotechnical consultant, who will provide support
services necessary for completion of the Civic Center Campus Master Plan EIR as well
as the technical data required for design development of the library building, is
proposed as a separate item for Council consideration.
In order to move the library component of the Master Plan forward, staff met with GKK
and LSSI, the City's contract library operator, to discuss a scope of work focused on
preparing schematic designs, conceptual plans and construction drawings with the goal
of achieving a "shovel- ready" project in conjunction with the 100th Anniversary of the
Moorpark City Library.
The proposal to move the library expansion and renovation forward at this time is being
pursued based on a number of considerations. The City's intention is to expand and
modernize the existing library facility using the adjacent City -owned parcel of land even
if the proposed Civic Center Campus Master Plan is significantly modified, or if the City
Council decides on an alternative location to accommodate a new City Hall. Also,
planning for the library expansion at this time will allow for its integration into the
proposed Master Plan using a compatible and complimentary architectural style and
design. Additionally, in order to capitalize on and qualify for potential stimulus or grant
funding for public works /facilities construction that may arise during a national election
cycle, a project must demonstrate it is ready for construction. A successful application
for such supplementary funding could reduce construction costs for the City. Pursuing
design and bidding at this time would also allow the City to capitalize on lower
construction pricing as the economy continues to recover.
GKK has submitted a proposal (Attachment 1) targeted at meeting the 100th
Anniversary date in the amount of $485,000 plus $101,000 in optional architectural and
engineering services.
The base proposal is spread over five phases including schematic design, design
development, construction document preparation, bidding, and construction
administration. The base proposal includes contracting with and oversight of
subconsultants necessary to complete conceptual plans, cost estimating and
construction drawings. The optional services outlined include design efforts necessary
to achieve a LEED Gold level facility, a hydrology report covering the library site, sewer
easement dedication and other design aspects which may require exploration during the
schematic design and design development phases of building planning. Council
authorization of the $586,000 amendment (Attachment 2) would increase the total
contract amount to $2,708,267.
A summary of the GKK's proposed fees is shown on the next page:
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Honorable City Council
January 18, 2012
Page 4
Professional Services
Amount
Schematic Design
$ 72,750
Design Development
$ 121,250
Construction Documents
$ 169,750
Bidding
$ 24,250
Construction Administration
$ 97,000
Total Base Proposal
$ 485,000
Optional A/E Services
LEED Gold Services
$ 45,000
Civil Hydrology Report
$ 5,000
Civil Sewer Easement Dedication
$ 3,500
Fire Sprinkler Engineering
$ 18,000
Low Voltage, Technology Consulting
$ 18,500
Acoustical Consulting
$ 11,000
Total Optional Services
$ 101,000
Proposed Amendment No. 7
$ 586,000
Amendment Contract Amount
$ 2,708,267
FISCAL IMPACT
The Capital Improvement budget for the Civic Center Complex (Fund 4001) for Fiscal
Year 2011/2012 the Civic Center Complex is $3,605,303. To date $1,877,974 has been
encumbered leaving an available balance of $1,699,816. The Endowment Fund for the
Civic Center Complex (Fund 2800) for Fiscal Year 2011/2012 includes funding which
could be utilized for these design and engineering efforts. Therefore, no additional
funds need to be budgeted for the proposed work at this time. Sufficient funds exist in
the budget to cover this work.
STAFF RECOMMENDATION
Approve a Seventh Amendment to GKK Works agreement authorizing the additional
$586,000 for architectural and engineering services for reconstruction and expansion of
the Moorpark City Library and authorize the City Manager to execute the agreement,
subject to final language approval of the City Manager and City Attorney.
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Honorable City Council
January 18, 2012
Page 5
Attachment 1: GKK Works Proposal dated January 3, 2012
Attachment 2: Seventh Amendment for Architectural Design Services
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ATTACHMENT 1
gkkwork!s________
155 S Fair Oaks Avenue I PASADENA I CA 91105
626 666 6906 1 626 666 3940 FAX I www.gkkworks.com
January 3, 2012
Mr. Hugh R. Riley hriley @ci.moorpark.ca.us
Assistant City Manager
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
Reference: Proposal for A/E Design Services
Moorpark City Library Reconstruction / Expansion
Dear Mr. Riley:
Thank you for the opportunity to submit this proposal for architectural and engineering
services to assist you in the design and construction of an addition and renovations to the
Moorpark City Library in Moorpark, CA. We are excited about continuing our mutually
successful working relationship with the City.
The following represents our understanding of the scope of this project.
PROJECT DESCRIPTION
We understand the project to be a limited to existing city library renovation and
expansion as defined by the Civic Center Master Plan and the Library Reduced
Program dated August 20, 2009.
SCOPE OF BASIC SERVICES
gkkworks will perform the A/E professional services in accordance with the
requirements of the original contract executed on November 4, 2004.
To meet the objectives of the project, we expect to provide our services in five of
phases, as follows:
Phase 1: Schematic Desian
In this phase, we will:
1. Complete existing building surveying and incorporate into "as -is" CAD / Revit
drawings documentation.
2. Field survey of the existing library condition, identify structural code mandated
upgrades and provide feasibility study to retain and reconstruct the existing
structure
3. Meet with City / Library User Committees to resolve any remaining programing
/planning issues.
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gkkwork.c.:.
January 3, 2012
Page 2 of 5
4. Complete a building code analysis as needed. Meet with City Building & safety
representatives as needed to review any code issues as they arise.
5. Produce a Schematic Design Package that includes drawings, outline specifications
and an Estimate of Probable Cost. Submit to the City for review and approval.
Phase 2: Desian Development
In this phase, we will:
1. Based on the approved Schematic Design Package, continue project development
and produce a Design Development Package that includes A/E drawings,
specifications and an Estimate of Probable Cost. Submit to the City for review and
approval.
Phase 3: Construction Documents
In this phase, we will:
1. Based on the approved Design Development Package, continue project
development and produce a comprehensive Construction Drawings and
Specifications Package that includes and an Estimate of Probable Cost.
2. Submit to the Building & Safety for plan check review. After receipt of comments,
schedule for the back check and obtain City Approval for the project.
Phase 4: Bidding
In this phase, we will:
1. Assisting the City and the Construction Management team during the public bidding
phase, responding to the contractors questions and issuing required addendums to the
bid documents.
Phase 5: Construction
In this phase, we will:
1. • Normal and customary Construction Administration Services during the Bidding
and Construction Phases of the project are part of this proposal, including
assistance during bidding, attendance at job site meetings, review and processing
of shop drawing submittals, review and processing Contractor's Pay Requests,
response to RFI's, development of Punch List and project close out.
S
g k kwo r k %lso
January 3, 2012
Page 3 of 5
K•ImumfmW
Our Project Team will be led by me as Principal in- charge and Edmund Einy FAIA as
the Director of Design. Consultant Disciplines in this proposal are:
• Structural Engineering - Costa and Associates
• Civil Engineering - FPL and Associates
• Mechanical / Plumbing / Fire Sprinkler Engineering - Maroko & Shwe, Inc.
• Electrical / Low Voltage, Technology - Roshanian and Associates, Inc.
• Landscape Architectural Services - AHBE Landscape Architects
• Acoustical Consultant - Veneklasen
• Cost Estimating Service - gkkworks Construction Division
ASSUMPTIONS
This proposal is based on the following assumptions:
1. City will employ Library Consultant " Library Systems & Services, LLC" to work with
the design team
2. City will employ the Construction Management firm to work with A/E team. A/E will
prepare a single construction document package for the purpose of public bidding
and the construction will be in two phases, reconstruction and new addition.
3. No street widening is required under this contract
4. This project will be pursuing LEED with a goal of LEED Gold certification
OPTIONAL SERVICES
The following services are not Included in this proposal, but may be provided as Additional
Services upon written request from the Owner:
• Environmental Impact Report (EIR)
• Topographic / Boundary Surveying
• Right -of -way or easement dedication agreement, utility services coordination with
public agencies is included
• "B" Permits off site design work
• Geotechnical Engineering (coordination of which is included).
• Hazardous mitigation and other environmental studies.
• Destructive testing and potholing for utility investigation.
• Plan Check and Permit Fees.
• Traffic Engineering.
• Printing for Bidding & construction phase
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gkkwork.s.,
January 3, 2012
Page 4 of 5
4-
�ZR-1-1 I 1111111
For the Basic Services described above, gkkwork proposes the following lump sum fees
based on the level of effort for all work required during the proposed project schedule
to meet the City's goals and objectives, which will be accomplished in an economical
and efficient manner.
Basic A/E Professional Services:
• Existing Building survey & feasibility analysis $ 8,500
• Finalizing Needs & Programing
$
6,500
• Architectural Services
$260,000
• Structural Engineering
$
57,500
• Civil Engineering
$
34,500
• Mechanical / Plumbing Engineering
$
41,500
• Electrical Engineering
$
32,500
• Landscape Architectural Services
$
24,000
• Cost Estimating Service
$ 20,000
TOTAL $485,000
These proposed fees for basic services will be earned as follows:
• Schematic Design $ 72,750
• Design Development $121,250
• Construction Documents $169,750
• Bidding $ 24,250
• Construction Administration $ 97,000
Enhanced Optional A/E Professional Services:
• LEED Gold Services
• Civil Hydrology report
• Civil sewer easement dedication
• Fire Sprinkler Engineering
• Low Voltage, Technology Consulting
• Acoustical Consulting
TOTAL
$ 45,000
$ 5,000
$ 3,500
$ 18,000
$ 18,500
11,000
$101,000
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g k kwo r k Swe
January 3, 2012
Page 5 of 5
REIMBURSABLE EXPENSES
A multiple of one point ten (1.10) times expenses incurred by gkkworks and
consultants. There is no charge for travel or telephone calls to the City.
SCHEDULE
We are prepared to commence these services upon receipt of your written authorization to
proceed and expect that our services can be completed in accordance with the attached
Preliminary Schedule.
If you find this proposal satisfactory, please indicate your acceptance by signing one copy
and returning it to us for our files. Subsequently, we propose to prepare a formal
amendment to our current contract incorporating the intent of this proposal.
If you have any questions, please contact me at (626) 666 -6906 ext. 2018 or e-mail
jnabiliCabgkkworks.com. I will be pleased to review and discuss them with you.
Thank you for the opportunity to submit our proposal to City of Moorpark. We
enthusiastically look forward to working with you on this important project.
Very truly yours,
gkkwork-s
�l
Javan Nabili, AIA
Principal
Enclosure: Schedule Exhibit "A"
gkkworks Standard Hourly Rates, Exhibit "B"
cc: gkkworks — Edmund Einy FAIA
gkkworks — Files
Attachment
31
gkkworkE CITY OF MOORPARK
EXISTING LIBRARY RECONSTRUCTION / EXPANSION
EXHIBIT - A
ID Task Name
4 —
2 2 Finalizing Needs Assessment
3
Library Planning
5 1 NTP for Library Reconstruction / Expansion Design
15 Field Investigation, review as -built Feasibility study
7 Finalizing Programming
8 Code Analysis, LEED analysis
9 Estimate Project Cost
10 City Approval
11
12
13 AIE Basic Design Services
14 Finalizing Design
15 Schematic Design Phase
16 Arch Plans I Elevations
17 Presentation Dwgs
18 City Approval
- —19
20 Preliminary Review with Building & safety I public Work
21 City authorize Survey
22 City authorize Soil / Geo
23
24
25 Design Development Phase
26 Arch / Consultant Dwgs
27 Update Cost Estimate
28 City Approval
29
30
31 Construction Documents Phase
32 Construction Documents
33 Arch / Consultant Working Dwgs
34 Final Specifications
35 Final Cost Estimate
36 City Approval
37
38
39 City of Moorpark Building & Safety
40 Building & Safety Submittal
41 Review Time
42 Approval
43
44
45 Bidding / Construction Phases
46
47 Bidding & Award
48
49 Construction
Start
�._..
Finish 1 st nd f
Quarter
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Jan -I -Feb Mar -..AApr
Mon 2/6/12
Thu 2/23112
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Mon 2161121
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Tue 2/7/12
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Mon 2/6/12
Mon 2/13/121
1B
Mon 2/6/12
Fri 2/10/121
8
Fri 2110/12
Wed 2/15/121
Tue 2121112
Tue 2/28112
Mon 2/6112
Fri 3130112
Mon 2/6112
Fri 3130112.
Mon 2/6112
Fri 3/30/121
Mon 2127112
Mon 3/12/12
Tue 3113/12
Mon 3/19/12
Tue 3/20112
Wed 3/28/12,
1
Tue - 2J28/12
Tue 2128/12
Tue 2/28112
Tue 2128/12
Mon 216112
Mon 2/61121
Tue 2/28/12
i
1
Fri 3/30/12
;
Thu 3129/12
Wed 4/25112
ti11r�
Thu 4/26112
Wed 5/2/121
l
Thu 513/12
Wed 519/12
Mon 412112
Mon 10115/12
V—
Mon 4/2/12
Thu 8/16/12
Thu 5110/12
Mon 9/10/12
Tue 9/11/12
Tue 9/18/121
Thu 8/2/12
Thu 8/16/12
Fri 8117/12
Wed 8/22112
i
Mon 8/27/12
Mon 10/15/121
Mon 8127/12
Mon 8/27112
Tue 8/28/12
Wed 9/19/12
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Mon 9/24/12
Mon 10/15/12
Mon 10122/12
Mon 8/19/13
i
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Mon 10/22112
Thu 11129/1
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Mon 8119/13
Javan Nabili, AIA gkkworks ® Milestone
January 3, 2012 Constructon � Summary
Page 1
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♦ City Of Moorpark TRTTT111111111111ffM
32
GKKWORKS STANDARD HOURLY RATES EXHIBIT -B
Position
Principal
Associate Principal
Director of Design
Project Director
Sr. Project Designer
Sr. Project Manager
Sr. Project Architect
Sr. Planner/ Programmer
Senior Estimator
Project Designer
Project Manager
Project Architect
Sr. Construction Administrator
Construction Administrator
Job Captain
Designer
Architectural Staff
Administrative
Hourly Rate
$205
$201
$191
$201
$160
$174
$160
$166
$165
$139
$139
$139
$145
$131
$124
$110
$ 97
$ 84
Such rates shall remain effective until January 1, 2013 and are subject to adjustment on an annual
basis thereafter.
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ATTACHMENT 2
SEVENTH AMENDMENT TO AGREEMENT
FOR SERVICES BETWEEN CITY OF MOORPARK AND GKK WORKS
THIS SEVENTH AMENDMENT TO THE AGREEMENT FOR SERVICES ( "Seventh
Amendment "), is made and entered into this day of , 2012, ( "the
Effective Date ") between the City of Moorpark, a municipal corporation, hereinafter
referred to as "City ", and GKK Works, a California Corporation, hereinafter referred to
as "Architect ".
WITNESSETH:
WHEREAS, November 4, 2004, the City and the Architect entered into an
Agreement for architectural design and consulting services for a new City Hall /Civic
Center; and
WHEREAS, on October 11, 2006, the City and the Architect entered into a First
Amendment to the Agreement for Services for additional master planning work; and
WHEREAS, on May 8, 2007, the City and the Architect entered into a Second
Amendment to the Agreement for Services for additional master plan and design work;
and
WHEREAS, on July, 25 2007, the City and the Architect entered into a Third
Amendment to the Agreement for Services for expanding the scope of the overall
design work; and
WHEREAS, on November 19, 2007, the City and the Architect entered into a
Fourth Amendment to the Agreement for Services for EIR support work related to the
Campus Master Plan; and
WHEREAS, on July 21, 2009, the City and the Architect entered into a Fifth
Amendment to the Agreement for Services for Additional EIR support work related to
the Campus Master Plan; and
WHEREAS, on February 5, 2010, the City and the Architect entered into a Sixth
Amendment to the Agreement for Services for Additional master planning and EIR
support services related to the Campus Master Plan; and
WHEREAS, the Architect submitted a proposal for Architectural and Engineering
Design Services for the Moorpark City Library Expansion and Reconstruction project in
the amount of $485,000 plus $101,000 in optional services for a total of $586,000 as
described in their proposal dated January 3, 2012, incorporated herein as Exhibit A to
this Seventh Amendment; and
34
WHEREAS, the City wishes to amend the Agreement for Services a seventh time
to reflect this inclusion of these additional services as approved by the City Council of
the City of Moorpark at their January 18, 2012 meeting.
NOW, THEREFORE, in consideration of the mutual covenants, benefits, and
premises herein stated, the parties hereto AMEND the aforesaid Agreement as follows:
I. Exhibit B Scope of Services of the Agreement is amended to include:
City does hereby appoint Architect in a contractual capacity to perform
architectural and engineering design services for an amount not -to- exceed $586,000,
($485,000 plus $101,000 in optional services as directed by City) with the authorities,
and responsibility ordinarily granted to this type of architectural work consistent with
Exhibit A attached hereto and incorporated herein to this Seventh Amendment. All other
terms and conditions of the original agreement shall remain in full force and effect.
II. Exhibit A Compensation Schedule of the Agreement is amended to include:
City hereby increases the not -to- exceed amount of $2,122,266.84 under this
Agreement by $586,000.00 to $2,708,266.84.
III. Remaining Provisions
All other terms and conditions of the original Agreement shall remain in full force
and effect.
CITY OF MOORPARK GKK WORKS
in
Steven Kueny
City Manager
ATTEST:
Maureen Benson, City Clerk
Edmund Einy, AIA
Principal
Exhibit A — Consultant's Proposal for A/E Design Services dated January 3, 2012
Professional Services Agreement
Seventh Amendment Between City of Moorpark and GKK Works
Page 2 of 2
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