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CITY COUNCIL AGENDA REPORVf 3- c�
ACTION:
A roved
TO: The Honorable City Council _
BY:
FROM: Mary K. Lindley, Director of Community Services
DATE: February 24, 1999
SUBJECT: Consider Agreement with PICON for Senior Center
Expansion Project Management
BACKGROUND
To date, the City Council has allocated $354,355 to the
Senior Center Expansion project. The project is being
funded with $289,930 from CDBG funds, $36,500 from FEMA,
and $27,925 from an Area Agency on Aging Grant. Of the
total budgeted amount, $33,115 has been appropriated to the
project architect, Meyer and Associates. The City Council
is now being asked to authorize an agreement with PICON for
project management services, at a cost not to exceed
$27,300.
On July 1, 1998, the City Council approved the conceptual
design for the Senior Center Expansion. The approved
design concept included the Citrus Room Addition,
structural improvements to the City's Emergency Operations
Center (Citrus Room), and Americans with Disabilities Act
(ADA) accessibility improvements throughout the Community
Center. Additionally, the Council authorized the inclusion
of bid alternates for the enclosure of the Breezeway, and
installation of automatic front doors and an operable sound
resistant wall for the new room addition. Attachment A
illustrates the current conceptual design.
Staff is requesting authorization to secure the services of
PICON for project management. The Scope of Work would
include, but not be limited to, review and critique of
architect's plans and specifications, assistance with
development of the Project Manual, attendance at pre -bid
and pre- construction meetings, coordinate bidding process
and contract compliance, site visits, review payment
requests, preparation of any change orders, and facilitate
communications with the contractor (see Attachment B). The
0001.15
Senior Center Project Management
02/24/99
Page 2
project architect will provide limited assistance during
the construction phase consisting of attendance at the pre -
construction meeting to provide clarification, review any
shop drawings that may be provided by the contractor in
preparation for construction, review proposed change orders
and substitutions if necessary, provide a maximum of three
site visits to monitor adherence to the plans and
specifications, and participate in one final job
inspection. The architect's role will be to provide the
technical review and direction on components of the project
that require input and verification from an architect or
structural engineer.
PICON is very familiar with the construction of the
existing Community Center and Senior Center which should
greatly facilitate the work, since the President, Phil Vein
was involved in its initial construction. Mr. Vein has
provided project management services for the City on a
number of projects, including Arroyo Vista Recreation
Center and Gymnasium, and Poindexter Park, and is
knowledgeable about the City's policies and procedures.
There is a need to bring a project manager on board now,
since the project architect is close to completing the
design plans and specifications. Staff will require the
assistance of a qualified project manager to assist with
the review of the plans and specifications and the
development of a Project Manual.
If the Council authorizes the agreement with PICON, the
current budget for the Senior Center Expansion project will
be as follows:
SENIOR CENTER EXPANSION
ESTIMATED
COST
Design
$ 33,115
Project Management
27,300
\ \MOR PRI SERV \home folders \MLindley \SENIORS \piconagr.agd.doc 00011.6
Senior Center Project Management
02/24/99
Page 3
Construction
307,000*
Contingency ($25,000) and
Miscellaneous (Plan check, surveys,
$ 30,000
inspection, etc.)
TOTAL
$397,415
* This is the estimated cost for design concept II which includes the
Breezeway Enclosure, which was identified by the Council as a bid
alternate.
It's important to note that the construction costs are
based on the architect's estimates and will most likely
need to be adjusted when the City receives bid proposals.
At this time, it is very difficult to predict costs in
light of the high demand in the construction industry.
Staff anticipates providing the Council with the completed
set of plans and specifications for consideration and
approval in April, and requesting award of the bid in May.
RECObMNDATION
Staff recommends that the City Council authorize the City
Manager to execute an agreement with PICON for Senior
Center Expansion project management at a cost not to exceed
$27,300.
\ \MOR PRI SERV \home folders \MLindley \SENIORS \piconagr.agd.doc (100:117
TOILET RMS. I I
MEETING RM.
STOR.
0'X21 S ;
21'X 24' SOUND -RATED a,
P�AN WK. RM. OP ERABLE WALL
CABI S _� VEST. COMPUTER HALL BASE CABINETS
EQUIPMENT
DOR CITRUS ADDITION STORAGE
10'X 16' Citrus Room
KITCHEN I MEETING RM. Addition ..............$163,000
CONF. STOR. Breezeway Enclosure.... 61,000
10' X 10' 8' )(g 21' X 24' MECH. Senior Center Meeting
Rooms ....................14,000
0 ADA Restroom
�.CONF. � Modifications ......... 20,000
10' X 10' ADA Door Hardware
Improvements.... 8.000
KITCHEN SUBTOTAL: $266,000
O
O Design . ........................$26,000
SENIOR CENTER ROOM Project Management... 15.000
-- - -- — CITRUS ROOM SUBTOTAL: $41,000
SOUTH
AD TION TOTAL: $307,000
o a
TOILET RMS.
'x28'
RECEPTION 11663�
COUNTER HALL
OFFICE RECEPTION
SUPPLIES 11' X 18'
BREEZEWAY ENCLOSURE IxXxx X1 '
'Slid Doors
At
�� Design Concept II
Aman4 b
PICON
P. O. Box 260885
Encino, CA 91426
(818) 501 -5867 Phone & Fax
January 13, 1999
Ms. Mary Lindley
Director of Community Services
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
Re: Senior Center Additions
Dear Ms. Lindley:
We have visited the job site, reviewed the existing plans available at this time, and pursuant to
our discussions, submit the following proposal for project coordination and contract
administration.
Scope of Services
1. Administer Building contract.
2. Review and critique plans and specs during design and when complete.
3. Attend pre -bid and pre- construction meetings with architect, other consultants,
contractors and City staff.
4. Coordinate bidding, contracts, and contract compliance, and assist in negotiating
with contractor(s).
5. Visit field operations 3x /week, coordinate with contractor, architect, City and
other interested parties to expedite job, review costs and verify progress.
6. Review and approve all payment requests including proper releases and
recordkeeping.
7. Work with client to enhance "front end" documents.
8. Provide claim analysis and settlement negotiations. Prepare change orders.
9. Provide suggested forms, contracts and systems for recordkeeping and
communication to give the city maximum protection.
00011.5
Ms. Mary Lindley
January 13, 1999
Page 2
Scone
10. Set up and maintain a line of communication with all parties.
11. Set up and maintain job files at the City's offices.
Administration /verification of payroll reports are not part of this proposal. However, files
of certified payroll reports will be maintained at the City.
Project
The project consists of demo and addition of new Senior Center facilities.
It is the most opportune and beneficial time to bring construction coordination consulting
into the picture at this time. Plans can be correlated and reviewed as they progress and
considerable time saved during the design phase with respect to budget constraints and
technical completeness.
We, therefore, respectfully submit the following proposal and Not to Exceed Fee Schedule
based upon the scope of work and the District projected timeline to complete the project.
Rain and other delays are not included in the estimated time.
Phase I
PRECONSTRUCTION: Attend pre -bid conference, bid negotiations and critique of
plans, specs and document and preparation of bids and front end documents.
ESTIMATED TIME:
60 Hours @ $65 /Hr = NOT TO EXCEED ................. $39900
0001,23
Ms. Mary Lindley
January 13, 1999
Page 3
PHASE II
CONSTRUCTION AND CLOSE OUT
CONSTRUCTION ESTIMATED TIME
22 weeks @ 15 Hr /Wk (average) = 330 Hours
@ $65 /Hr = NOT TO EXCEED ...................... $21,450
CLOSE OUT ESTIMATED TIME
30 Hours @ $65 /Hr = NOT TO EXCEED ................ $ 1,950
The above includes travel time.
TOTAL NOT TQ EXCEED CONTRACT . , .:.. :' .. $219 300
This proposal is a NOT TO EXCEED amount based upon actual time spent and backed
up by DETAILED MONTHLY STATEMENTS showing date, work performed, people
called, meetings and hours spent. If less time is needed, the SAVINGS ACCRUE TO
THE CITY.
The hours are estimated, taking into consideration the City's timeline and that the plans
and specifications are reasonably complete and that the consultants and contractors
perform their work in a timely manner, according to plans and specifications and that no
major delays, changes or unusual disputes are encountered.
Clerical is $38 /hr. However, the City may elect to furnish clerical, in which case no
charge would be made. THIS HAS BEEN THE CASE WITH ALL OF OUR CLIENTS.
When we are in the area for other clients, travel time will be shared
proportionately. Hourly rates apply to travel time.
INSURANCE
The above pricing INCLUDES THE COST OF GENERAL LIABILITY INSURANCE.
Because of our low exposure rates, disclaimers and the nature of our services, OUR
CLIENTS DO NOT REQUIRE, and, the carriers generally will not write, E &O
insurance unless we or a staff member are licensed as an Architect, Engineer (and the
like) and directly involved in the actual TECHNICAL DESIGN of the project.
The cost of this E &O insurance WOULD BE ADDED to our contract price and the first
year premiums paid to us at the time insurance would be required. Backed up by actual
insurance company invoice.
(11M V -1.
Ms. Mary Lindley
January 13, 1999
Page 4
INSURANCE (Continued)
Major liability and E&O insurance is required and provided by the design professionals
and the general contractor provides additional liability insurance.
Picon does not own any vehicles.
PROPOSAL CLARIFICATIONS
• Our services will be provided using our best knowledge and expertise
to expedite the project and to protect the cities interests. However,
we are not responsible for the accuracy, performance or actions of the
owner, other consultants, contractors, agents or any other person(s) not
under our control.
• We are not serving as an inspector or in a supervisory capacity. We
are serving in an advisory and reporting capacity only and all final
decisions will be made by the City.
• The contract format for the Tennis Court project is an acceptable
contract.
• Testimony at legal proceedings or arbitrations will be added at our
hourly rates.
• Audit of certified payroll is not part of scope of work.
• Fees will not exceed the overall total but may vary within the
categories.
• City will provide one spokesperson to represent them during the term
of this contract.
000122
Ms. Mary Lindley
January 13, 1999
Page 5
PROPOSAL CLARIFICATIONS (Continued)
• Either party may terminate the contract with or without cause with a
minimum of 10 days notice to the other party. Consultant will be
paid for services rendered to the date of termination.
We appreciate the opportunity to offer this proposal and thank you for your
consideration.
Respectfully submitted,
i
PI ON
Philip H. Vein, President
000123