HomeMy WebLinkAboutAGENDA REPORT 2009 0617 CC REG ITEM 10MITEM 10.M.
CITY OF MOORPARK, CALIFORNIA
City Council Meeting
of
ACTION:._
BY:
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Hugh R. Riley, Assistant City Man
By: Jessica Sandifer, Management Analys ,
DATE: June 8, 2009 (CC Meeting of June 17, 2009)
SUBJECT: Consider Additional Design Fees for the City Hall Project
BACKGROUND
One of the City Council's top ten priority projects is the development of a new Civic
Center and City Hall. City Council selected GKK Architects for the design of the new
Civic Center and City Hall in 2005 for a total contract price of $762,276.00. In
subsequent periods a number of master plan designs for the Civic Center were
presented and an Ad Hoc Committee (Mayor Hunter and Council Member Millhouse)
was established to work with staff to refine the design and address a number of issues.
This Ad Hoc Committee was reappointed (Mayor Hunter and Councilmember Mikos)
after the City Council reorganized in December 2006. In January 2007 when the City
had assumed operational control of the County Library, GKK Works was directed to
integrate a new City Library into the Campus Master Plan which increased their total
contract to $812,326.00. As a result, a Campus Master Plan with a building site design
concept incorporating the new permanent facilities on High Street was prepared by GKK
Architects and approved by the City Council on May 16, 2007. On July 18, 2007, staff
presented a contract amendment for GKK's design services to City Council in order to
incorporate the expanded design scope requirements into their contract. The amended
contract amount was $1,952,357, with authorization for the City Manager to approve an
additional $168,750 in optional services.
DISCUSSION
Since the July 17, 2007, amendment to GKK's contract, staff has requested additional
assistance from GKK in preparing the Environmental Impact Report (EIR) document for
the Civic Center Campus Master Plan. Using the City Manager's signature authority a
Fourth Amendment to GKK's agreement in the amount of $24,000 was approved in
November 2007 for this work. Since that time, GKK has been assisting staff with
preparation of the EIR as requested, however additional unforeseen circumstances
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Honorable City Council
June 17, 2009
Page 2
occurred that required additional EIR support from the Architect, primarily related to the
building of the new Post Office, driveway, and parking lot that would serve both postal
patrons and visitors to High Street. The under grounding of the open storm drain
channel to the west of the future civic center campus, also created some additional
design opportunities for expanded parking and the inclusion of other community
facilities. The additional planning area also afforded a new approach as to how to treat
the library in the campus master plan, in case of lack of funding to build a new library
building. Subsequently, GKK was directed to prepare an amended master plan to
incorporate the existing library with a new design for a single -story city hall building. The
existing library would be renovated and incorporated as part of the overall project in lieu
of including a new library in the master plan. If, at a later time, a new library is approved,
the renovated existing library could be made available for other civic uses.
Staff has also requested an update to the City Hall Building Program Verification Report
completed in May of 2005 which is in progress and will require GKK to reallocate space
based on staff's input considering current projections for staffing and space
requirements.
As a result of this work, the Architect is requesting additional fees for services, totaling
$32,500 that they believe should carry them through to completion of the EIR document.
Given the additional changes, staff believes that these are fair requirements.
FISCAL IMPACT
With this contract amendment GKK's total contract amount will be $2,001,357. No
additional funds need to be budgeted for this work at this time. Sufficient funds exist in
the budget to cover the work.
STAFF RECOMMENDATION
Approve Fifth Amendment to GKK Works agreement authorizing the additional $32,500
to finalize EIR master planning services, authorize City Manager to execute the
agreement, subject to final language approval of City Attorney and City Manager.
Attachment 1: Fifth Amendment for Architectural Design Services
252
ATTACHMENT 1
FIFTH AMENDMENT TO AGREEMENT
FOR SERVICES
THIS FIFTH AMENDMENT TO THE AGREEMENT FOR SERVICES ( "Fifth
Amendment'), is made and entered into this day of , 2009, ( "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, the Architect needs to increase their fees for additional master
planning and EIR support services; and
WHEREAS, the City wishes to amend the Agreement for Services a fifth time to
reflect this fee increase.
NOW, THEREFORE, in consideration of the mutual covenants, benefits, and
premises herein stated, the parties hereto agree as follows:
City does hereby appoint Architect in a contractual capacity to perform the
services in accordance with the terms and conditions hereinafter set forth in
Exhibit "A ", for a not to exceed fee of $32,500, with the authorities, and
responsibility ordinarily granted to this type of architectural work. All other terms
and conditions of the original agreement shall remain in full force and effect.
Professional Services Agreement Page 1 of 2 253
Fifth Amendment Between City of Moorpark and GKK Works
CITY OF MOORPARK
Steven Kueny
City Manager
Date:
ATTEST:
Deborah S. Traffenstedt, City Clerk
ARCHITECT
GKK WORKS
Stephen B. Wagner, AIA
Government Studio Lead
Date:
Attachment: Exhibit A — Additional Services Proposal
Professional Services Agreement Page 2 of 2 254
Fifth Amendment Between City of Moorpark and GKK Works
EXHIBIT A
g k kwo r k !E
155 S Fair Oaks Avenue I PASADENA I CA 91105
6' 66 6` 06 1 626 666 3940 FAX 1 xv 4 ,C1 k. i' orkl! oro
May 28, 2009 (Supersedes letter of May 6)
Mr. Hugh Riley
Asst. City Manager
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
RE: Moorpark Civic Center
Continuing Master Planning & EIR Support
Proposal for Additional Services
Dear Hugh:
gkkworks has exceeded our current allowance from our 4th Amendment for Additional
Services for Civic Center Master Planning & EIR Support which was approved
November 19, 2007. gkkworks has continued to provide master planning and EIR
support periodically throughout this time period including:
• Advising the City concerning the compatibility of adjacent public and private
developments
• Architectural program updates
• Parking lot light fixture selection
We request a new Amendment for $32,500 to cover the hours and expenses that we
have provided to date and an allowance to continue this work in the short term prior
to beginning Schematic Design for the City Hall and Library.
Please call if you have any questions.
Sincerely,
_5/28/09
gkkworks Date
Stephen B. Wagner, AIA, LEED AP
Associate Principal
City of Moorpark
Hugh R. Riley
Assistant City Manager
Date
•,04- 312_ Moorpark_Cit,,I_ Half;Proj_Mngt,,Contracts'•,Clienf, 090528 _Add_Services_Ur_Proposai_ Add HEIR -MP
255