HomeMy WebLinkAbout1ECity Council Staff Re{Jort
DATE: October 8, 2020 CONSENT CALENDAR
SUBJECT: AUTHORIZE AMENDMENT NO. 2 TO PURCHASE ORDER 19-0614 IN
THE AMOUNT OF $76,150 TO INTERACTIVE DESIGN CORPORATION
FOR THE DEMUTH COMMUNITY CENTER LIFE SAFETY
IMPROVEMENTS, CITY PROJECT 19-14.
FROM:
BY:
SUMMARY:
David H. Ready, City Manager
Development Services Department
Approval of this item will allow Interactive Design Corporation (IDC) to incorporate the
design of code compliant windows and doors, new interior doors, and an air conditioning
system to the plans and specifications being prepared to meet current building and fire
codes for Demuth Community Center. This project is identified as Demuth Community
Center Life Safety Improvements, City Project No. 19-14.
RECOMMENDATION:
1. Approve Amendment No. 2 to Purchase Order 19-0614 in the amount of $76,150 to
Interactive Design Corporation, a California corporation, for the Demuth Community
Center Life Safety Improvements; and
2. Authorize the City Manager to approve and execute amendments to the design
contract up to a cumulative amount of $25,000 for the Demuth Community Center Life
Safety Improvements, City Project No. 19-14; and
3. Authorize City Manager to execute all necessary documents.
BUSINESS PRINCIPAL DISCLOSURE:
The Public Integrity Disclosure Form from Interactive Design Corporation, a California
Corporation, is included as Attachment 1.
rreu No._1_E __
2City Council Staff Report October 8, 2020 --Page 2 Demuth Community Center Improvements CP 19-14 BACKGROUND: The Demuth Community Center first operated for over 10 years as the Palm Springs Youth Center, opening in May 1982. In 1992, the property was gifted to the City of Palm Springs, and, in 2003, the City approved a Grant Deed to convey the property to Family YMCA of the Desert with a Right of First Refusal. Subsequently, YMCA operated the Demuth Community Center as part of its programming in the Coachella Valley. However, in July 2009, pursuant to the agreement with YMCA of the Desert, the City's Redevelopment Agency reacquired the Demuth Community Center, and, subsequently, the City has operated youth programs at the facility. In 2018, the City's Fire Marshal performed a site inspection and determined that the Fire Code updates required improvements to the building to conform to the codes. The Demuth Community Center is a mixed-use assembly occupancy and is regulated by the fire codes set forth and adopted by the Office of State Fire Marshal. On June 25, 2020, the City Council approved the 2020-2021 Community Development Block Grant (CDBG) Program. The Council's approval included a public facility improvement project to add air conditioning at the Demuth Community Center Gym. The CDBG Program made available $130,000 for the air conditioning project. STAFF ANALYSIS: In October 2018, the City retained its on-call architect, IDC, to complete an exit analysis of the Demuth Community Center and provide recommendations for compliance with current Fire Codes. The exit analysis recommends the City complete lighting upgrades, install new exit signs, provide additional exit doors, and eliminate an opening in a wall in the lobby. On May 22, 2019, the City Council approved Amendment No. 1 to IDC's original contract for the preparation of construction drawings and specifications to implement the recommendations identified for the Fire Code upgrades. With the City Council's recent approval to include a new air conditioning system at the Demuth Community Center gym using CDBG funds, Staff requested a proposal from IDC to provide the required mechanical and electrical system plans. IDC provided a scope and fee to complete the design, included as Attachment 2. ENVIRONMENTAL IMPACT: Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes be
3City Council Staff Report October 8, 2020 --Page 3 Demuth Community Center Improvements CP 19-14 categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing facilities of both investor and publicly-owned utilities used to provide electric power, natural gas, sewerage, or other public utility services; therefore, Demuth Community Center Life Safety Improvements, City Project No. 19-14, is categorically exempt from CEQA, and a Notice of Exemption has been prepared and filed with the Riverside County Clerk. FISCAL IMPACT: The Demuth Community Center Life Safety Improvements was an active project identified by Staff as critical and its funding was maintained in the FY 20-21 budget. Sufficient funding to approve the amendment is available in Capital Fund 1395, Account Number 261-1395-65252. The capital cost to in~tall the new air conditioning system will be budgeted and available in the CDBG Program. li:}2 l ~linn Fagg, AICP J( .. Director of Development Services <=27~~ David H. Ready~. ....-~-City Manager Attachments: 1. Public Integrity Disclosure Form 2. IDC Proposal Marcus L. Fuller, MPA, PLS, PE Assistant City Manager
4Attachment 1
51. 2. 3. 4. 5. Name of Entity PUBLIC INTEGRITY DISCLOSURE APPLICANT DISCLOSURE FORM f~Ml\JE D€S\fJN cOfl-fo™111N Address of Entity (Principle Place of Business) ,q~ ~-C1VJG, -Pf<:... ~1E. Io } flttM SfflNG\0) CkCJi<rJ-l/c>~ Local or California Address (if different than #2) -.. State where Entity is Registered with Secretary of State . a\t\fbfLNl/lr-If other than California. is the Entitv also reaistered in California? n Yes n No Type of Entity ~ Corporation D Limited Liability Company D Partnership D Trust D Other (please specify) 6. Officers, Directors, Members, Managers, Trustees, Other Fiduciaries (please specify) Note: If any response is not a natural person, please identify all officers, directors, members, managers and other fiduciaries for the member, manager, trust or other entity ' ~ 4 Mffl'-\ tt-901\J~ p( Officer D Director D Member D Manager ~~lb\) A. (Revised 09 13 18) [name] D General Partner D Limited Partner •Other '-{Ovf\l(q ~ Officer D Director D Member D Manager [name] D General Partner D Limited Partner •Other D Officer D Director D Member D Manager [name] D General Partner D Limited Partner •Other CITY OF PALM SPRINGS -PUBLIC INTEGRITY DISCLOSURE APPLICANT DISCLOSURE FORM Page 1 of 2
67. Owners/Investors with a 5% beneficial interest in the Applicant Entity or a related entity EXAMPLE JANE DOE 50%, ABC COMPANY, Inc. [name of owner/investor] [percentage of beneficial interest in entity and name of entity] A. ~. Mfre,Pr <;oNbJ-t(J9 ()(o } 1cc,,,.1r [name of owner/investor] [percentage of beneficial interest in entity and name of entity] B. fl_~¾ A-. '{Ot1N~ \ O(o) IPG [name of owner/investor] [percentage of beneficial interest in entity and name of entity] C. [name of owner/investor) [percentage of beneficial interest in entity and name of entity] D. [name of owner/investor] [percentage of beneficial interest in entity and name of entity) E. [name of owner/investor] [percentage of beneficial interest in entity and name of entity] I DECLARE UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT. (Revised 09 13.18} Date CITY OF PALM SPRINGS -PUBLIC INTEGRITY DISCLOSURE FORM APPLICANT DISCLOSURE FORM Page 2 of 2
7Attachment 2
8••• IHI• 111•• INTERACTIVE DESIGN CORPORATION August 3 I, 2020 ARCHITECTS + I 99 S. Civic Drive, Suite I 0 Palm Springs, California 92262 interactivedesigncorp.com T: 760.323.4990 Staci A. Schafer & Joel Montalvo Director of Maintenance & Facilities/ Assistant Director of Public Works City of Palm Springs 425 N Civic Drive Palm Springs, CA 92262 RE: Request for Additional Services for increased scope of work for the Contract Documents of Exit Improvements at Community Center at Demuth Park located on 360 I E. Mesquite Ave. Palm Springs, Ca 92264 Dear Ms. Schafer and Mr. Montalvo: We are pleased to submit this request for Additional Services for the Agreement for Professional Services between the City of Palm Springs (the Client) and Interactive Design Corporation (the Architect) relating to the Exit Analysis at the Demuth Community Center (DCC) located at 360 I E. Mesquite Ave. Palm Springs, California. I. PROJECT PARTIES I . The Client: City of Palm Springs 3200 E. Tahquitz Canyon Way Palm Springs, CA 92262 Client representative: Staci Schafer, Dir. of Maintenance and Facilities Joel Montalvo, Assist Dir. Of Public Works 2. The Architect: Interactive Design Corporation 199 S. Civic Dr., Ste I 0 Palm Springs, CA 92262 Architect representative: Maria Song, AIA, President II. PROJECT DESCRIPTION I. Additional Services for Three TASKS: A. Replacement of existing single pane aluminum storefront doors, windows, and clearstory with dual pane glazing system for Exterior Conditions in Activity Area/Atrium 115 full height (open hall), Boxing Room/Workout I 07, Meeting Rooms I 02 (Yoga), Classroom 111, and Workout 209. I I Page Bl
9•Ill• 1111111 ••• INTERACTIVE DESIGN CORPORATION B. New interior double doors and new door openings at Workout I 08. The existing interior windows are to remain in place. C. Installation of new Air Conditioning System at GYMNASIUM 121. Replacement of four storefront systems with dual glazing is necessary to reduce air leakage and meet energy code requirements. D. Replacement of storefront systems and new openings for doors will be after City of Palm Springs relocates and clears the rooms to abate Asbestos relates vinyl flooring and baseboard at Activity Area (open hall), Boxing Room, Meeting Rooms (Yoga) and Workout Room. Ill. SCOPE OF SERVICES I. Construction Documents A. Based upon approved scope for replacement of existing single pane aluminum storefront doors and windows, Asbestos Abatement Removal of vinyl flooring, and an additional double door and new openings at Workout Rooms, and New Air Conditioning System at the Gymnasium with new exposed ductwork, opening thru structure of unit/ductwork connection, evaluation of existing electric service capacity for new demand (may result as upgrade or rework and processing with SCE) and replacement of aluminum storefront system. The Architect is to prepare documents for construction as· an amendment to this Agreement. Scope of services for that amendment to include: i. Evaluation of existing conditions ii. Produce CAD Plans of existing conditions iii. Meeting with Consultants to evaluate proposed solutions iv. Meeting with City to evaluate approach and obtain buy-off v. Construction Documents (Working Drawings) a. Demolition Plans / Abatement Key plan b. Architecture C. Structural d. Mechanical e. Energy Calculations f. Electrical vi. Submit documents for plan review and make corrections as needed. Processing and coordination of plans by PS Public Works directly with Building and Fire Departments vii. Bid documents and Project Manual Assistance. 21Page ffll
10•Ill• •IHI 11111• IV. INTERACTIVE DESIGN CORPORATION a. Assist assembling Project Manual with maximum of 2 bid schedules. b. Respond to questions during Bidding / Pre-bid job walk viii. Contract (Construction) Administration up to 2 months of construction a. Pre-construction job walk b. Submittal review and Respond to RFl's c. Site visits (up to 6) d. Project Closeout COMPENSATION I. Evaluation of existing conditions and Record plans 2. Produce CAD exhibits 3. Contract (Construction) Documents and Specifications 4. Mechanical and Electrical Engineers Consultants 5. Structural Engineer Consultant 6. Project Meetings and Coordination 7. Bid Documents Assistance* 8. Construction (Contract) Administration* 9. Project Design Contingency (Client Authorization necessary to commence services under contingency) Subtotal $5,000 $3,500 $23,500 $20,250 $6,100 $3,700 $1,300-Hrly Estimate $6,800-Hrly Estimate $4,500 $76,150 I 0. Reimbursable Expenses (not to exceed) $1,500 A. In addition to compensation as stated above and include expenses incurred by the Architect and the Architect's employees and consultants directly related to the Project, as identified in the following: i. Reproductions, plots, standard form documents, postage, posting notice inviting bids in required publications, handling and delivery of Instruments of Service. TOTAL COMPENSATION $76,150 11. Hourly compensation for work performed on a time and materials basis and as additional services, shall be as follows: Principal $ 175 CAD Designer $ 75 Architect $ 145 Admin. Assistant $ 45 Project Manager $ I 15 V. SERVICES NOT INCLUDED IN THIS AGREEMENT I. Tenant Improvements 2. Relocation program and plan 3. Flooring Finish design 4. Roof Improvements l!Page II
11••• •IHI IHI• INTERACTIVE DESIGN CORPORATION 5. Interior Design including FF & E 6. Building Energy Performance Design 7. Civil Engineering: Site Survey and Site Drainage 8. ADA Accessibility Improvements and/or Code Requirements for areas not included in this proposal 9. Electrical, Mechanical, Plumbing or Structural Retrofit Improvements for areas not included in this proposal I 0. Riverside County Health Requirements Evaluation and Processing 11. Asbestos and Lead Paint Evaluation and Report 12. Certification for Asbestos and Lead Paint Abatement 13. Processing and Approvals for Asbestos and Lead Paint Abatement 14. Value Engineering 15. Re-bid Documentation and Administration 16. Bid Advertising and publications VI. TERMS AND CONDITIONS I. Please review Exhibit "A" regarding the Terms and Conditions of the Contract per approved Contract. If this Letter of Agreement and the attached Terms and Conditions meet with your approval, please return one signed copy of the Contract. Yours truly, Maria Song, AIA President AGREED AND ACCEPTED: By __________ _ Title ____________ _ Date ____________ _ 41Page Iii
12••• ••• ••• INTERACTIVE DESIGN CORPORATION EXHIBIT "A" TERMS AND CONDITIONS OF THE LETTER OF AGREEMENT I. DECLARATION OF PROFESSIONAL SERVICES As a California Corporation, Interactive Design Corporation declares that the professional services to be furnished by it under this Agreement shall be performed by, or under the direction of, duly licensed architects and registered engineers. 2. INDEMNIFICATION Inasmuch as the remodeling and/or rehabilitation of an existing building requires that certain assumptions be made regarding existing conditions and because some of these assumptions cannot be verified without expending great sums of additional money, or destroying otherwise adequate or serviceable portions of the building, the Owner agrees that, except for negligence on the part of the Architect, the Owner will hold harmless and indemnify the Architect from and against any and all claims, damages, awards, and costs of defense arising out of the professional services provided under this agreement. Client shall not be responsible, in anyway, to indemnify, defend, and hold harmless Interactive Design Corporation, its agents and employees, under this provision for any claims, damages, losses, and expenses, including attorney's fees and litigation expenses, as set forth above, arising out of or resulting from the negligent acts or omissions of Interactive Design Corporation, agents and employees, in their performance of any obligations of Interactive Design Corporation under this contract. 3. LIMITATION OF LIABILITY To the fullest extent permitted by law, and notwithstanding any other provision of this Agreement, to the total liability in the aggregate, of Design Professional and Design Professional's officers, directors, partners, employees, agents and Design Professional's consultants, and any of them, to client and anyone claiming by, through or under Client, for any and all claims, losses, costs, or damages whatsoever arising out of, resulting from, or in any way related to the Project or the Agreement from any cause of causes, including but not limited to the negligence, professional errors or omissions, strict liability or breach of contract, or warranty express or implied of Design Professional or Design Professional's officers, directors, partners, employees, agents or Design Professional's Consultant or any of them, shall not exceed the total compensation received by Design Professional under this Agreement, or the total amount of $25,000 whichever is greater. 4. ATTORNEY'S FEES In the event of any controversy, claim, or dispute, between the parties hereto, arising out of or relating to this Agreement or the breach thereof, the prevailing party shall be entitled to recover from the other party reasonable expenses, attorney's fees and costs. 5. MEANS/METHODS Interactive Design Corporation shall not have control over or charge of and shall not be responsible for construction means, methods, techniques, sequences or procedures, or for SI Page•
131111111 IHHI ••• INTERACTIVE DESIGN CORPORATION safety precautions and programs in connection with the work, since these are solely the Contractor's responsibility under the Contract for Construction. Interactive Design Corporation shall not be responsible for the Contractor's schedules or failure to carry out the work in accordance with The Contract Documents. Interactive Design Corporation shall not have control over or charge of acts or omissions of the Contractor, subcontractors, or their agents or employees, or of any other persons performing portions of the work 6. WARRANTIES Interactive Design Corporation makes no warranties or representations as to quality or fitness of manufactured products or equipment installed by Contractor or his subcontractors on any of the work of the contract. Client is aware Interactive Design Corporation has not made independent inspection or testing of such products or equipment. 7. MODIFICATIONS/CHANGES Field modifications, changes or substitutions without written authorization from Interactive Design Corporation: The Client agrees to hold harmless, indemnify and defend the Interactive Design Corporation, its partners, employees, agents and consultants, from and against any and all claims, demands and costs, including reasonable attorney's fees, which may arise out of the making of modifications or changes to any of the Construction Documents without Interactive Design Corporation's written authorization, except where the Architect is found solely liable by a court of competent jurisdiction. 8. ENTIRE AGREEMENT This instrument contains the entire agreement of the parties relating to the rights granted and obligations assumed in this instrument and supersedes any and all other agreements, contracts or understanding between the parties. Any oral representations or modifications concerning this instrument shall be of no force or effect unless contained in a subsequent written modification signed by the party to be charged. This Agreement shall be governed by the laws of California. AGREED AND ACCEPTED: Interactive Design Corporation Maria Song, AIA President City of Palm Springs Staci A. Schafer Director of Maintenance & Facilities 61Page B