HomeMy WebLinkAboutAGENDA REPORT 2012 0620 CC REG ITEM 10M ITEM 1-
_iiv.ouncil Meeting
MOORPARK CITY COUNCILz �f-
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AGENDA REPORT
TO: Honorable City Council
FROM: Hugh R. Riley, Assistant City Man
BY: Ky Spangler, Special Projects Consultant
DATE: June 6, 2012 (CC Meeting of 6/20/12)
SUBJECT: Consider Additional Funding for Ventura County Health Care
Agency Changes and Extended Construction Administration
Costs and Amendment No. 7 to the Professional Services
Agreement with HMC Architects for the Ruben Castro Human
Services Center
BACKGROUND & DISCUSSION
The City of Moorpark entered into a Professional Services Agreement with HMC
Architects (HMC) in 2006 for architectural design services for the Ruben Castro Human
Services Center (RCHSC).
Throughout the design process, various changes were requested by the City of
Moorpark and later, by the County of Ventura as part of their purchase of one of the
buildings to be developed as a medical facility. The County of Ventura entered into a
purchase agreement in the amount of $5,600,000 to purchase Building A, and will be
responsible for construction and/or design costs which exceed this purchase price.
During construction, the County requested the addition of a roof-mounted microwave
dish to meet their data and telecommunication needs for both buildings. Also, in order
to properly anchor the ceiling-mounted procedure light in the medical facility, structural
re-design was required. The cost for these two services is $2,530 (Exhibit A of
Attachment 1). The Ventura County Health Care Agency also requested identifying
signage to be added to the exterior of Building A and therefore the City directed HMC to
revise the existing drawings to create a comprehensive exhibit showing all building
signage. The cost for this additional work is $2,000 (Exhibit B of Attachment 1).
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Honorable City Council
June 20, 2012
Page 2
The original agreement provided for schematic design, design development
construction documents, quality assurance, agency compliance, bidding and
negotiation, and construction administration services. The architect's fee in this original
agreement was $754,569 which was based on 9.5% of the estimated construction cost
of $7,942,831. Construction administration represented 20% of the total architect's fee
for a total amount of $150,915. In January, 2009, a revised construction cost estimate
of $11,940,008 increased the estimated construction administration fee to $226,860.
However, this fee was subject to further adjustment following the receipt of bids and
updated calculation of the total construction cost.
Following the award of construction contracts in January, 2011, the total architect fee
was re-calculated based on the bid pricing received. The total construction cost was
revised to $10,349,542 (hard costs plus 4% construction management fee), resulting in
a new construction administration fee of $196,641. The construction schedule for the
RCHSC project assumed for a twelve-month construction duration resulting in an HMC
construction administration fee of$16,386 per month.
The construction schedule anticipated a January 2012 completion based upon a
January 2011 construction start. During the course of construction a storm drain
connection within Spring Road to address drainage coming from the site and the
railroad right-of-way was added, and onsite wet utility changes were also necessary to
accommodate this connection. Construction of the storm drain connection began on
April 15, 2012. Additionally, the Ventura County Waterworks District required changes
to the domestic and fire water connections for the project which impacted completion of
the site. These changes have extended the overall construction duration, with
completion now estimated at July 2012. The cost for the additional six months of
construction administration for February through July, 2012 is $98,316 ($16,386 x 6
months) (Exhibit B of Attachment 1).
A recap of the HMC agreement and amendments to date is shown below:
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Honorable City Council
June 20, 2012
Page 3
Original Contract $ 754,569.00
Amendment No. 1 $ 382,111.00
Amendment No. 2 $ 99,973.00
Amendment No. 3 $ 86,140.00
Amendment No. 4 $ 38,000.00
Amendment No. 5 $ 22,625.00
Amendment No. 6 $ 21,815.00
Current Agreement Amount $1,405,233.00
Amendment No. 7
Microwave dish anchor $ 1,150.00
Procedure light anchor re-design $ 1,380.00
Exterior building signage layout for medical center $ 2,000.00
Additional Construction Administration (Feb-July) $ 98,316.00
Total Amendment No. 7 Amount $ 102,846.00
Revised Agreement Amount $1,508,079.00
The agreement with HMC does not include a contingency and therefore staff is seeking
the approval of additional funds for the design changes required for the Ventura County
Health Care Agency medical facility and for additional construction administration
services to complete the construction.
FISCAL IMPACT
The Fiscal Year 2011/2012 Capital Improvement budget for the Ruben Castro Human
Services Center (Fund 5020) is $11,038,064. To date $6,934,449 has been expended
with $3,042,891 left in encumbrances and $795,618 available project balance.
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 (ROLL CALL VOTE)
Approve additional funding in the amount of$102,846 for design changes and additional
construction administration services for the Ruben Castro Human Services Center and
authorize the City Manager to execute Amendment No. 7 in the amount of $102,846 to
HMC Architects, subject to final language approval of the City Manager and City
Attorney.
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Honorable City Council
June 20, 2012
Page 4
Attachment 1: Amendment No. 7 to Professional Services Agreement with
HMC Architects
Exhibit A: HMC Architect proposal letter dated February 29, 2012
Exhibit 6: HMC Architect proposal letter dated May 16, 2012
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ATTACHMENT 1
SEVENTH AMENDMENT TO AGREEMENT 2006-029
FOR ARCHITECTURAL DESIGN AND CONSULTING SERVICES
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 HMC Architects, a California corporation, hereinafter referred
to as "CONSULTANT".
WITNESSETH:
WHEREAS, on March 21, 2006, the CITY and the CONSULTANT entered into
an Agreement for architectural design and consulting services for the Ruben Castro
Human Services Center; and
WHEREAS, on December 29, 2009, the CITY and the CONSULTANT entered
into a First Amendment for additional design fees to reflect increases in construction
costs since the original Agreement was signed; and
WHEREAS, on February 16, 2010, the CITY and the CONSULTANT entered into
a Second Amendment for additional design fees for Clinicas tenant improvements and
landscape changes; and
WHEREAS, on August 10, 2010, the CITY and the CONSULTANT entered into a
Third Amendment to delete certain unnecessary design fees and add additional fees to
reflect additional changes that were made to the project; and
WHEREAS, on February 25, 2011, the CITY and the CONSULTANT entered into
a Fourth Amendment to provide an allowance for reimbursable expenses; and
WHEREAS, on June 14, 2011, the CITY and the CONSULTANT entered into a
Fifth Amendment to include additional design fees for changes requested by the County
of Ventura Health Care Agency to the Health Services Building that will be purchased
by the County of Ventura; and
WHEREAS, on November 18, 2011, the CITY and the CONSULTANT entered
into a Sixth Amendment to include additional design fees for changes requested by the
County of Ventura Health Care Agency to the Health Services Building that will be
purchased by the County of Ventura; and
WHEREAS, the CITY wishes to amend the Agreement to include additional
design revisions with respect to items that the County of Ventura Health Care Agency
has requested during the construction process; and
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WHEREAS, the CITY wishes to further amend the Agreement to extend the
construction administration services period for the Ruben Castro Human Services
Center.
NOW, THEREFORE, in consideration of the mutual covenants, benefits, and
premises herein stated, the parties hereto AMEND the aforesaid Agreement as follows:
I. Section 3 of the Agreement is amended to include:
CITY hereby increases the maximum payable under this Agreement by $102,846
for minor plan updates to incorporate design revisions and to extend the
construction administration services period in accordance with Exhibit "A". The
new maximum contract amount is $1,508,079.
II. Section 4 of the Agreement is amended to include:
CONSULTANT will incorporate plan updates and revisions to the Ruben Castro
Human Services Center plans and extend the construction administration period
in accordance with Exhibit "A" dated February 29 and May 16, 2012, attached.
III. Remaining Provisions
All other terms and conditions of the original agreement shall remain in full force
and effect.
CITY OF MOORPARK HMC ARCHITECTS
By: By:
Steven Kueny Mitchell Carp
City Manager Senior Vice President
ATTEST:
Maureen Benson, City Clerk
Exhibit A — Consultant's letter proposal dated February 29, 2012
Exhibit B — Consultant's letter proposal dated and May 16, 2012
Professional Services Agreement Page 2 of 2
Seventh Amendment Between City of Moorpark and HMC Architects 269
EXHIBIT A
February 29, 2012
Mr. Hugh Riley
Assistant City Manager
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93201
WCArchitects Re: Ruben Castro Human Services Center
Additional Services for Micro Wave Dish and Procedure Light Redesign
HMC#2307002000
Dear Mr. Riley:
HMC ARCHITECTS is pleased to submit the following Additional Service
Proposal to provide Architectural and Structural Engineering Services for the
above-mentioned project.
A. Scope of Work:
Provide additional Architectural and Structural Engineering Services
as follows for Task#1 and #2:
Task#1 —Micro Wave Dish Anchorage:
1. Design of anchorage of Micro Wave Dish to the west face of the
Clock Tower parapet wall.
a. Provide design and detailing of Micro Wave dish connection to
existing metal study wall at Clock Tower.
b. Prepare and present a design package containing structural detail
in sketch format and calculation to Moorpark Building Department
plan check comments.
c. Respond to Building Department plan check comments.
d. Provide Construction Administration including review of shop
drawings, submittals, and response to Contractors RFI's, if
required.
Task#2—Procedure Light Re-design:
1. Re-design of anchorage for Procedure light in Room 546 of Building "A".
a. Provide design and detailing of Procedure light frame connection
to existing roof framing of Building "A".
b. Prepare and present a design package containing structural detail
and calculations to Moorpark Building Department for review and
approval.
c. Respond to Building Department plan check comments.
d. Provide Construction Administration including review of shop
drawings, submittals, and response to Contractors RFI's, if
required.
633 W.5th Street, third Floor/Los Angeles,CA 90071 /1 213 542 8300/www.hrncarchitects.com A 0
Mr. Hugh Riley
Assistant City Manager
February 29, 2012
Page 2
B. Exclusion(s):
1. Design of dish bracket or connection of dish pole to the bracket.
2. Design of connection light bracket to supporting frame.
3. Peer review and/or any other third party reviews.
4. Design, bid, and/or construction alternates.
C. Compensation:
HMC ARCHITECTS will provide the additional services outlined in the
Scope of Work above, for a fixed fee of Two Thousand, Five Hundred
and Thirty Dollars (2,530), as follows:
Task#1:
HMC: $ 150
TMAD Taylor& Gaines: $1,000
Subtotal: $ 1,150
Task#2:
HMC: $ 180
TMAD Taylor&Gaines: $1,200
Subtotal: $1,380
Total Tasks #1 :
C. Additional Services:
If Additional Services are required beyond the original Scope of Work,
HMC will bill on an hourly basis per Attachment"A", HMC Rate Schedule.
D. Reimbursable Expenses:
Reimbursable expenses including costs related to printing, plotting and
delivery charges in the interest of the project are in addition to
compensation for Basic and Additional Services. These expenses
shall be billed by the Architect to the Owner atone and one tenth (1.10)
times the expense incurred by the Architect and Architect's
Consultants.
271
Mr. Hugh Riley
Assistant City Manager
February 29, 2012
Page 3
Please review this Proposal and if you have any questions, please contact me at
(213) 542-8300, ext. 110.
Sincerely,
Emily Kay, CCCA, LEED®AP
Associate
EK:le
Encls.: Attachment "A" - HMC Hourly Rate Schedule
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Ligh Re-design 120229.doc
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EXHIBIT B
May 16, 2012
Mr. Hugh Riley
Assistant City Manager
City of Moorpark
799 Moorpark Avenue
,{ Moorpark, CA 93201
Ht V CAr'Chitects Re: Ruben Castro Human Services Center
Additional Services for Extended Construction Administration and
Signage for Four(4) Signs and Options for Renderings
HMC#2307002-000
Dear Mr. Riley:
HMC ARCHITECTS is pleased to submit the following Additional Service Proposal to
provide Architectural Services for the above-mentioned project.
A. Scope of Work:
Task 1 -Extended Construction Administration Services:
Provide extended Construction Administration Services beyond the original
completion date of January 31, 2012. (Total Original Construction Administration
Fee = $196,641 + 12 months, original Construction duration = $16,386 per
month.) Extended Construction Administration support shall commence on
February 1, 2012 and continue for approximately six (6) months, with an
estimated completion date of July 31, 2012.
If the construction schedule goes beyond the timeframe listed below, HMC will
request additional compensation to continue and complete the required
Construction Administration Services only with prior authorization from the City.
Task 2 •Signage for Four(4) Signs and Options for Renderings:
Scope is to review signage font/size/location/finish options for four (4) signs for
Ventura County Health Care, coordinate with other site signage, and prepare
two(2)options on renderings for review and selection.
B. Compensation:
Task 1 —Extended Construction Administration Services:
For every month of Construction Administration support beyond the original
completion date of January 31, 2012(starting February 1, 2012) HMC shall be
compensated an additional fixed fee of Sixteen Thousand, Three Hundred and
Eighty-six Dollars($16,386) per month. (Total Construction Administration Fee =
$196,641 + 12 months, original Construction duration =$16,386 per month.)
633 W.5th Street,f hird Floor/Los Angeles,CA 90071 /T 213 542 83001 www.hmcarchitccts.com
n3
Mr. Hugh Riley
Assistant City Manager
May 16, 2012
Page 2
Additional fee for Extended Construction Administration shall be Ninety-eight Thousand
Three Hundred and Sixteen Dollars($98,316), as follows:
February 2012 = $ 16,386
March 2012 = $ 16,386
April 2012 = $ 16,386
May 2012 = $ 16,386
June 2012 = $ 16,386
July 2012 = $ 16.386
Total = $ 98,316
Task 2-Signage for Four(4)Signs and Options for Renderings:
Fee for Task 2 shall be a fixed fee of Two Thousand Dollars($2,000).
Fee Summary:
Task 1: $98,316
Task 2: 2,000
Total: 100,316
C. Reimbursable Expenses:
Reimbursable expenses including costs related to printing, plotting and delivery
charges in the interest of the project are in addition to compensation for Basic
and Additional Services. These expenses shall be billed by the Architect to
the Owner at one and one tenth (1.10) times the expense incurred by the
Architect and Architect's Consultants.
Please review this Proposal and if you have any questions, please contact me at(213)
542-8300, ext. 110.
Sinc ely,
Emily Kay, CCCA, LEEe AP
Associate
E K: le
cc: L EbH,J Wootum,Re-CN-AOA
LlProjectsQ307 Moorpark Human Sery Center10Q2101-CNWOAIProposals\L-HRiley Add Svcs for 3 Months of Ext CA Feb-July
2012&Signage for 4 Signs 120516 doe
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