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HomeMy WebLinkAboutAGENDA REPORT 1998 0204 CC REG ITEM 10Cn,h VA ' CITY OF MOORPARK, CAT ,TFORNIA City Cuuncil Meet,:., CITY COUNCIL AGENDA REPORT- 199 8 CITY OF MOORPARK AC.,ja: BY: — v TO: The Honorable City Council FROM: Mary K. Lindley, Director of Community Services DATE: January 29, 1998 (City Council Meeting of February 4, 1998) SUBJECT: Consider Scope of Work for the Senior Center Expansion Project and Award of Contract Background On July 3, 1997, the City Council directed staff to solicit proposals for the design of the Senior Center expansion (Project). The Project includes the design and construction of an additional room, west of, and adjacent to, the Citrus Room. The room addition would be approximately 1,170 square feet (for comparison the Citrus Room is approximately 1,560 square feet). Since three walls currently exist (drywall will be installed on the interior), only the fourth wall needs to be constructed. In addition, the existing roof will be extended out approximately 12 feet. Some foundation work will need to be performed since the existing patio and asphalt areas are not level and flooring material and windows will be included. There will be additional wiring for electrical outlets, but no plumbing. Along with the construction of the room addition, office space will be added within the existing Senior Center. Currently, the Senior Center consists of only one office which is occupied by the Senior Center Coordinator. The additional office space would be approximately 200 square feet and would serve as private space to better provide for the various health screenings, financial assistance services, and information and referral services offered by the Center. At the request of the Senior Center Advisory Committee, staff also solicited an alternate cost proposal that entails enclosing the covered breezeway in front of the Senior Center and Citrus Room (under the arches), hereafter referred to as Alternate A. The area encompasses approximately 900 square feet and would function as a lobby and meeting area. Previously, the City Council appropriated $258,000 in CDBG funds to this project, $35,000 of which was designated for project design and management. The City received only one response to its Request for Proposal for design. The proposal was submitted by Meyer and Associates, a qualified ai-chitectural and planning firm located in Laguna Hills. Meyer and Associates has performed a number of related projects for other local governments including renovations and o0woll- t � ° C';" Senior Center Expansion January 28, 1998 Page 2 expansions of senior centers, recreation facilities, and civic centers for the cities of Anaheim, Bellflower, Brea, Burbank, Carson, Lakewood, Manhattan Beach, Santa Maria, Solana Beach, Whittier, and Conejo Recreation and Park District to name a few. The original cost proposal submitted by Meyer and Associates was for $33,885. After reviewing the scope of work with the contractor, and in an effort to hold costs down, staff agreed to handle some of the tasks originally assigned to the architect. The contractor's revised proposal for the Project is $15,815; the cost to include Alternate A is $5,000. It is proposed that the Council budget a 25 percent contingency ($5,205) to allow the Consultant to perform additional work if deemed necessary. The Scope of Work for the project includes: meeting with staff and the Senior Center Advisory Committee for input; providing two initial conceptual floor plans for review; preparing all design documents (site plan, floor plan, elevations, construction schedule) and construction cost estimates; development of construction plans and specifications; and site visits during the construction phase (see Attachment A for a complete Scope of Work). Additionally, the Council should be aware that the expansion of the Senior Center will require modifications to the Center's restrooms, drinking fountains and, possibly, access points to conform to Americans with Disabilities Act (ADA) requirements. Staff interviewed a representative from Meyer and Associates and contacted several of the firm's references and is satisfied that the City would be well served by this firm. Alternate Work In addition to seeking Council's approval to award the contract for the project, staff needs direction from the Council regarding whether to proceed with the original scope of work, the Project, or include Alternate A. For aesthetic reasons, staff is not in favor of enclosing the breezeway in front of the Senior Center. Doing so would alter the architectural design of the building and completely eliminate any outside light into the Citrus Room. If the Council wishes to add an additional room, staff recommends that it consider expanding the Senior Center to the south towards the library (Alternate B). This would bring the Senior Center exterior wall in line with the Senior Center kitchen and would result in a room of approximately 360 square feet. While this option provides less added square feet, it maintains the architectural integrity of the Community Center and creates less of a visual impact. The 360 foot addition would easily accommodate one large activity room or two smaller rooms that could be used for meetings, social service consultations, and /or work space. The design costs should be approximately the same as for Alternate A, as presented by the contractor. Staff is also exploring the feasibility of enlarging Alternate B and will be looking for feedback from the contractor. At the completion of the design phase of the Project, staff will evaluate the need to secure the services of a project manager based on the nature and complexity of the construction work to be C:IDOCSICOMSERVIEXPANS.AGD 000100'-.1 Senior Center Expansion January 28, 1998 Page 3 performed. If staff believes there is a need for a project manager, a recommendation will be presented for the City Council's consideration prior to proceeding. The Public Works, Facilities and Solid Waste Committee (Councilmembers Evans and Wozniak) met on January 28 to review the proposed Scope of Work. The Committee concurred with staff's recommendation to pursue Alternate B rather than Alternate A. Recommendation Staff recommends that the City Council: Approve the scope of the project as including the design of two room additions as follows: approximately 1,170 square feet (Project) and 360 square feet (Alternate B), the design of office space, and any modifications to restrooms or access points as may be necessary to conform to ADA requirements; and 2. Award the contract for the design of the Senior Center expansion to Meyer and Associates at a cost not to exceed $26,020 for the Project and Alternate B, and authorize the City Manager to sign the contract on behalf of the City. C ADOC S\COMSERVIEXPANS. AGD 0 "O V, scope of services (revised) The following revised Scope of Services reflects our interpretation of required work tasks necessary to achieve the desired design and construction documents for improvements to the existing Moorpark Sr. Citizens Center. It is the intent to produce conceptual documents and construction documents that meet the objectives of the City of Moorpark in terms of work scope, budget limitations, accessibility, design quality, innovation, and established schedules. To assure achievement of this goal, adjustments to this program can be made. The proposed revised scope of work will include, but is not limited to, the following: A. GENERAL REQUIREMENT 1. Meet with City Staff as reasonably required to coordinate project design. We will attend maximum 3 meetings with Staff and Senior Advisory Committee as proposed for normal design and processing of the work. Attend no Commission or City Council meetings to perform presentations and answer questions. 2. Provide design services that will be consistent with information presented in this revised Scope of Services. 3. The City's maximum budget for construction is $ 125,000. Meyer and Associates reserves the right to reduce the City's project scope in order to conform to the restrictive budget. B. SCHEMATIC DOCUMENTS. 1. Visit and become familiar with the project site. Review physical limitations and opportunities of the existing project site and ,f building, including configurations, external influences, access and �I relationships with existing improvements and adjacent developments. 2. Consult with City Staff to review and refine the scope of work and project schedule. OM10 07 7. Refine elevation concept in accordance with City comments. Present to Staff as final schematic elevation for City's approval. 9 8. Provide conceptual opinion of probable construction cost. 9 C. CONSTRUCTION DOCUMENTS. 1. Prepare 50% plans ( Design Development) to illustrate actual scope of improvements. Construction documents will be limited to improvements to existing building and minor site improvements only. Submit to Staff for review. 2. Prepare opinion of probable construction cost for all improvements. 3. Prepare final plans (100 %), specifications, opinion of probable construction cost, and required calculations in sufficient detail to obtain competitive bids. Plans shall incorporate City standards and meet Federal, State and Local requirements, as necessary. d 0OUGGS 2 . Consult with City Staff to review and refine the scope of work Y P and project schedule. 3. Review relevant background information regarding the project, site, and previous Staff work performed (if any) on the proposed additions. Review City furnished existing site survey, original building construction documents, and original site construction r� documents. 4. Provide maximum 2 initial conceptual floor plans to illustrate proposed improvements following the City's established program of development. Submit to Staff for review and comment. 5. Refine preferred floor plan concept in accordance with City comments. Present to Staff as final schematic floor plan for City's approval. 6. Provide maximum 1 initial exterior elevation concept compatible with the existing building elevations. Submit to Staff for review and comment. 7. Refine elevation concept in accordance with City comments. Present to Staff as final schematic elevation for City's approval. 9 8. Provide conceptual opinion of probable construction cost. 9 C. CONSTRUCTION DOCUMENTS. 1. Prepare 50% plans ( Design Development) to illustrate actual scope of improvements. Construction documents will be limited to improvements to existing building and minor site improvements only. Submit to Staff for review. 2. Prepare opinion of probable construction cost for all improvements. 3. Prepare final plans (100 %), specifications, opinion of probable construction cost, and required calculations in sufficient detail to obtain competitive bids. Plans shall incorporate City standards and meet Federal, State and Local requirements, as necessary. d 0OUGGS 5. Correct plans, as required, and resubmit maximum 3 sets of final documents for final approval. 6. Upon final approval, submit original documents to Staff. 7. Provide responses and clarifications to Contractor questions during bidding. D. CONSTRUCTION SUPPORT SERVICES. 1. Attend 1 pre- construction meeting. 2. Review shop drawings. Shop drawings will be reviewed for general compliance with project construction drawings. Shop drawing review will include review of initial submittal. Review of additional resubmittals and substitution requests will be handled as extra services. 3. Provide maximum 3 regular site visitations (by Architect only) and reports on construction progress and quality, with recommendations for correction of deficiencies, as required. 4. Assist in determining and processing change orders within the project scope. Preparation or reviewing change order documents for a change if project scope is not included. 5. Participate in 1 final review by Architect as scheduled by the City or Contractor. 6. Provide assistance to the City during construction to clarify the intent of the plans and specifications. 7. Review Contractor prepared record documents. 0000019 E. RESPONSIBILITIES OF THE CITY. 1 . Provide survey document or similar document to depict existing site conditions, including boundary and topographic information. Provide location of all existing utilities adjacent to or on the project site. Provide project soils report /foundation investigation if necessary. Furnish information illustrating location of existing building on the site. Provide original construction documents fully describing the existing building facility construction for use by the Architect and Consultants as "as- built" documents. 2. Coordinate plan checking and approvals. Pay all agency fees. 3. Pay for reproduction of final bid documents. 4. Provide construction administration and inspection services. 5. Provide any required environmental surveys and reports. 6. Provide any traffic or parking studies or reports. 7. Provide City's standard drafting mylars or vellums, and title sheets if required. 8. Prepare and furnish City's standard front end bid documents ( "Boiler Plate ") for the project specifications. 9. Provide plan check submissions to City, County, State or Federal Agencies if necessary. 10. Provide any additional information required by the Consultant for performance of the work. 11 . Review Contractor pay requests. 12. Attach this Consultant proposal to any design services contract. 000. -C IG, F. EXCLUSIONS BY MEYER AND ASSOCIATES 1. All Consultant or Sub - Consultant services that are not listed as services to be included in our revised Scope of Services. We are proposing to furnish normal architectural, electrical engineering, structural engineering, and mechanical engineering services. Limited hardware specifying is also included. 2. All Sub - Consultants and Disciplines that are not listed as participants on our project team. Our project team is as proposed in the "Project Team" section of this proposal. 3. Excluded services include, but may not be limited to the following: a. Soils investigation, testing, evaluation, and report. Similar investigations or documents. b. Artists renderings or illustrations. c. Environmental impact reports or similar documents. d. Plan check, permit or similar fees to governmental agencies. e. Preparation or modification of drawings or documents due to City changes to previously approved documents. f. Costs of printing or reproduction of documents for project bidding or construction. g. Traffic studies or analysis. Other studies not specifically listed as included. h. Consultation concerning replacement of any work damaged by fire or other cause during the course of the Contractor's work, and furnishing services as may be required in connection with the replacement of such work. i. Services made necessary by the default of the Contractor, or by major defects or deficiencies in work by the Contractor. j. Topographic or boundary surveys. oouoll i t i i i k. Site improvements of any kind including site utility connections, studies or research (except for patching of existing improvements directly related to accommodating the building additions). Redesign of existing building electrical service, or other utilities or systems. I. Civil engineering or related services. Grading plan. m. Acoustical or sound analysis or study. Acoustical Consultants. n. Mechanical design of plumbing systems. o. Design of fire protection systems including fire sprinkler systems. These are normally design /build Contractor furnished systems. p. Consulting of any kind with respect to hazardous materials. This includes lead paint, asbestos, or similar hazardous materials. q. ADA improvements requiring the hiring, or use of consultants by Meyer and Associates. r. Site visits by consultants of Meyer and Associates. S. Construction documents for improvements in addition to the scope of work as presented in this proposal or in addition to that which can reasonably be constructed for the City's limited budget of $ 125,000. 0oce" V! professional fees (revised) Meyer and Associates proposes to complete the revised Scope of Services for the following revised estimated lump sum fee: City Business License: *Total consultant fees: Structural Electrical Mechanical $ 2,250.00 $ 1,500.00 $ 1,500.00 The above fees include costs for transportation, telephone, interim submittals, review specifications, and normal insurance coverage. If necessary, additional reproduction services can be furnished at cost + 15 %. Meyer and Associates understands the City will furnish information and services listed after our revised Scope of Services. These fees have been based on the Project Description, the City's Budget of $125,000, and the revised Scope of Services. Meyer and Associates will provide construction documents for improvements within the limits of the Project Description, Budget, and revised Scope of Services. Documents for improvements exceeding the Project Description, Budget, or Scope of Services are not included. Should the Project Description, Budget, or revised Scope of Services vary, the fee may be adjusted accordingly. 000 (313 $ 100.00 Initial Site Visit: Architect. $ 500.00 Schematic Documents: $ 1,500.00 Construction Documents: Preliminary (50 %).* $ 4,500.00 Final (100 %). $ 4,500.00 Design Meetings: Maximum 3 meetings at $425.00 /Meeting. $ 1,275.00 Printing of Review Plans: $ 250.00 Bidding: Respond to Bidder Questions. $ 200.00 Construction Support Services: Pre - Construction Meeting. $ 500.00 Shop Drawings. $ 340.00 3 Site Visits /Reports. $ 1,500.00 1 Final Review /Report. $ 650.00 TOTAL ESTIMATED FEE $ 15,815.00 *Total consultant fees: Structural Electrical Mechanical $ 2,250.00 $ 1,500.00 $ 1,500.00 The above fees include costs for transportation, telephone, interim submittals, review specifications, and normal insurance coverage. If necessary, additional reproduction services can be furnished at cost + 15 %. Meyer and Associates understands the City will furnish information and services listed after our revised Scope of Services. These fees have been based on the Project Description, the City's Budget of $125,000, and the revised Scope of Services. Meyer and Associates will provide construction documents for improvements within the limits of the Project Description, Budget, and revised Scope of Services. Documents for improvements exceeding the Project Description, Budget, or Scope of Services are not included. Should the Project Description, Budget, or revised Scope of Services vary, the fee may be adjusted accordingly. 000 (313 AI The above Addendum No. 1 fees include costs for transportation, telephone, interim submittals, review specifications, and normal insurance coverage. If necessary, additional reproduction services can be furnished at cost + 15 %. Meyer and Associates understands the City will furnish information and services listed after our Scope of Services. These Addendum No. 1 fees have been based on the Project Description and the revised Scope of Services. Meyer and Associates will provide construction documents for improvements within the limits of the Project Description and revised Scope of Services. Documents for improvements exceeding the Project Description or revised Scope of Services are not included. Should the Project Description or revised Scope of Services vary, the fee may be adjusted accordingly. ADDENDUM NO. 1 PROFESSIONAL FEES (Add to fees presented on previous page) Schematic Documents: $ 1,000.00 Construction Documents: Preliminary (50 %).* $ 2,000.00 Final (100 %).* $ 2,000.00 TOTAL ADDITIONAL FEE $ 5,000.00 *Total consultant fees: Structural $ 750.00 Electrical $ 800.00 Mechanical $ 800.00 The above Addendum No. 1 fees include costs for transportation, telephone, interim submittals, review specifications, and normal insurance coverage. If necessary, additional reproduction services can be furnished at cost + 15 %. Meyer and Associates understands the City will furnish information and services listed after our Scope of Services. These Addendum No. 1 fees have been based on the Project Description and the revised Scope of Services. Meyer and Associates will provide construction documents for improvements within the limits of the Project Description and revised Scope of Services. Documents for improvements exceeding the Project Description or revised Scope of Services are not included. Should the Project Description or revised Scope of Services vary, the fee may be adjusted accordingly. standard hourly rates 1. MEYER AND ASSOCIATES will provide services, as may be required and authorized by the City, for hourly fees in accordance with the following schedule: Principal $ 85.00 Project Coordinator $ 85.00 Project Architect $ 75.00 Project Landscape Architect $ 75.00 Irrigation Designer $ 75.00 Recreation Designer $ 47.50 Architectural Designer $ 47.50 Landscape Architectural Designer $ 45.00 Draftsperson - Advanced $ 42.50 Draftsperson - Intermediate $ 37.50 Technical Typist $ 27.50 Clerical $ 25.00 (Construction Site Visit or Meeting) $ 500.00 2. R.F. DANIELS AND ASSOCIATES will provide services as may be required and authorized by the City, for hourly fees in accordance with the following schedule: Principal $ 90.00 Project Engineer $ 75.00 Staff Engineer $ 60.00 Draftsperson $ 50.00 Clerical $ 25.00 3. TOFT WOLFF FARROW will provide services as may be required and authorized by the City, for hourly fees in accordance with the following schedule: Principal Engineer $ 95.00 Design Engineer /CAD Engineer $ 65.00 Clerical /Word Processing $ 35.00