HomeMy WebLinkAbout2/21/2001 - STAFF REPORTS (14) DATE: February 21, 2001
TO: City Council
FROM: Risk Management Specialist II and Procurement Manager
APPROVE AMENDMENT FOR DESIGN SERVICES FOR RECONSTRUCTION, AND
CONSTRUCTION MANAGEMENT AT 538 NORTH PALM CANYON DRIVE — THE PALM
CANYON THEATRE.
RECOMMENDATION:
That City Council consider award of design development services and construction administration
according to one on the following three options.
Option 1: Approve amendment No. 7 to the Master Agreement for Contact Services No. 4089 with
Interactive Design Corporation (Reuel Young, AIA), for design development and construction
administration to bring the fire damaged portion of 538 North Palm Canyon Drive back to its
condition at the time of the fire (construction contract bid schedule A), in an amount not to exceed
$26,000. Total design cost to be paid by insurance.
Option 2: Bid Schedule B will include all elements of bid schedule A, costs paid by Insurance,
plus recommended upgrades for the southeast wing, in an amount not to exceed $27,900,
reflecting an additional $1,900 design cost to be paid by the City.
Option 3: Bid Schedule C will include all elements of bid schedule A and B, plus upgrade of
electrical enclosure, in an amount not to exceed $30,300, reflecting an additional $2,400 design
cost to be paid by the City.
SUMMARY:
This staff report is a revision to the original report as a result of the presentation and discussion at
the February 14, 2001, study session.
Amendment No. 7 will make it possible for the architect to complete the construction documents,
prepare the project manual, assist in bidding, and provide construction observation of the
reconstruction of the southeast wing. It will also allow for construction management services in lieu
of staff, since insurance coverage will reimburse outside consulting services. Three bid schedule
options are available for City Council consideration.
BACKGROUND:
A time line of the sequence of events from the date of the fire to the present is attached for
reference along with amendment No. 7, which details the project scope and scope of services.
The City Council has previously authorized emergency repairs and clean up; damage removal; and
associated design services. This work is complete and we are now ready to move forward with the
reconstruction of the southeast wing.
To date all costs incurred will be reimbursed by insurance, less $5,000 deductible. The insurance
coverage will reimburse the cost to put the building back to the way it was at the time of the fire
(like, kind and quality), plus additional costs for code compliance requirements.
R IF I Ll
Amended City Council Report—Palm Canyon Theatre
Amendment#7&7a to Interactive Design Corp.
February 21,2001
Page 2
On February 14, 2001 staff and the architect presented to the City Council upgrade options that are
not covered by insurance. At that time an additional option (bid schedule C) was identified for
Council consideration at the February 21, 2001 meeting. The following are the three options for
City Council consideration:
Option 1. Bid schedule A will consist of the comprehensive repairs and restoration of
the fire damaged historic building that will be paid by insurance. Total design development
and construction administration will be paid by insurance, not to exceed $26,000, of which
$21,000 is for design and $5,000 is for construction management compensation.
The following are the two additional bid schedule options (B & C) that provide for upgrade costs not
covered by insurance:
Option 2. Bid Schedule B will include all elements of bid schedule A, costs paid by
Insurance, plus the following recommended upgrades for the southeast wing.
Total additional design development and construction administration cost, to be paid by the
City is not to exceed $1,900.
Total additional construction cost, to be paid by the City, is estimated to be from $12,000 -
$18,000, will include:
a. Replace standard "S" roof tiles with flat pan "S" tiles as shown on the
1926 drawings.
b. Relocate electrical conduit from face of building.
C. Install dual glazed windows and doors (opposed to single glazed.)
d. Relocate new HVAC unit away from front of parapet(out of view.)
e. Provide minor restroom upgrades and landscape lighting.
f. Insulate southeast wing.
Option 3. Bid Schedule C will include all elements of bid schedule A and B, plus the
following upgrade discussed as an option for consideration by City Council from the study
session of February 14`h.
Total additional design development and construction administration cost, will be paid by the
City, not to exceed $2,400.
Total additional construction cost, to be paid by the City, is estimated to be from $15,000 -
$20,000, will include:
Electrical enclosure: construct wood frame and plaster lean-to on
east side of building to conceal electrical switch gear.
Amended City Council Report—Palm Canyon Theatre
Amendment#7&7a to Interactive Design Corp.
February 21,2001
Page 3
Sufficient funds are available in the Palm Canyon Theatre Fire Repair account#261-1395-54024
for design costs to be paid by insurance, not to exceed $26,000 and the Reroof of City Facilities
account#261-1395-54001, for design costs to be paid by the City, not to exceed $4,300.
City Council will have the opportunity to award any one of the three bid schedules after specific
construction bids are received. The costs not paid by insurance resulting from award of either bid
schedule B or C would come from fund balance. Budget amendments appropriate for award of
options will be provided at the time the construction bid is awarded.
�-DANA L.RASCON HAROLD E. GOOD
Risk Management Specialist II Procurement Manager
APPROVED:
City Engineer
APPROVED:
City` eager
Attachments:
1. (1) Minute Order
2. Palm Canyon Theatre Time Line
3. Amendment No. 7 to Master Agreement No. 4089
REVIEWED BY DK OF FINANCE
KEV L/
Interactive Design Corp.
Architectural Services
AGREEMENT#4089
Amendment#7
Page 1
AMENDMENT NO. 7 TO AGREEMENT NO. 4089
TO INTERACTIVE DESIGN CORPORATION FOR
THE REPAIR OF THE PALM CANYON THEATRE
THIS SEVENTH AMENDMENT TO THE AGREEMENT FOR CONTRACT SERVICES
(#4089 herein "Agreement"), is made and entered into this day of
2001, by and between the City of Palm Springs (herein "City" or "Owner'), a municipal
corporation, and INTERACTIVE DESIGN CORPORATION, (herein "Contractor"), and
amends that certain Agreement for contract services dated April 7, 1999, as amended,
between the same parties, as follows:
EXHIBIT "A", SCOPE OF SERVICES, is hereby amended to add the following:
Preparation of plans, specifications and cost estimates for the repair of the Palm Canyon
Theatre. Details of the Project Scope are as follows:
SCOPE OF PROJECT - Bid Schedule A (comprehensive repair and restoration of fire-
damaged historic building, paid by the insurance company)
1. Concrete
a. Exterior slab and footings at south loggia
b. Miscellaneous repair of concrete
2. Carpentry
a. Framing of roof over rehearsal room and south loggia
b. Miscellaneous seismic upgrade to roof diaphragm
c. Removal of existing hardwood flooring and subfloor
d. Installation of new plywood subfloor and new hardwood flooring
e. Install new cabinetry and storage rooms
3. Roofing
a. Install clay tile roof to match existing
4. Windows and Doors
a. Fabrication and installation of wood windows and doors to match
original
5. Finish
a. Gypsum board walls and ceiling
b. Replace damaged wall tile
c. Paint interior and exterior
6. Restrooms
a. Replace damaged accessories
b. Remove existing, recondition and replace plumbing fixtures
7. HVAC
a. Replace existing HVAC unit with new, including ducts and grilles
8. Electrical
a. Install new fluorescent fixtures interior and exterior
b. Install power outlets
SCOPE OF PROJECT— Bid Schedule B (recommended upgrades)
1. Roofing (recommended by HSPB and Architect)
a. Replace standard "S" tiles with flat pan "S" tiles as shown on the 1926
drawings on the southeast wing only.
2. Windows and Doors (recommended by Architect)
a. Dual glazed windows (300SF x $8/SF = $2,400)
Interactive Design Corp.
Architectural Services
AGREEMENT#4089
Amendment#7
Page 2
3. HVAC (recommended by Architect)
a. Relocate new unit away from front of parapet (out of view)
4. Electrical (recommended by HSPB and Architect)
a. Relocate 2" electrical conduit from face of building.
5. Miscellaneous (recommended by Architect)
a. Tile trim in Ladies' Restroom
b. Urinal screen in Men's
c. Landscape lighting at walkway
SCOPE OF SERVICES: Services to be provided by Interactive Design Corporation are
as follows:
A. Design Development
1. Prepare base plans
2. Prepare building systems plans
3. Exterior and interior elevations
4. Review preliminary plan with Building Official
5. Outline specifications
B. Construction Documents
1. Architecture
2. Structural
3. Plumbing
4. HVAC
5. Electrical
6. Communications
7. Specifications .
C. Advertisement and Bidding
1. Assemble specifications in accordance with City-provided
format
2. Assemble Project Manual
3. Pre-bid meeting
4. Review bids and assist in contract negotiations
D. Construction Administration
1. Attend pre-construction meeting
2. Attend weekly progress meeting
3. Provide support for field questions
4. Review submittals (shop drawings and samples)
5. Review and assist in preparation of Contract Change
Orders
6. Assist with contract closeout
E. Construction Management
1. Conduct and record weekly progress meetings
2. Assemble and track submittals
3. Review pay requests
4. Process Requests for Information
5. Coordinate inspections
6. Assemble and maintain project records and schedule
EXHIBIT C - COMPENSATION, is amended as follows:
Bid Schedule A (comprehensive repair and restoration of fire-damaged historic building,
and construction management, cost paid by insurance)
//T I U Ll
Interactive Design Corp.
Architectural Services
AGREEMENT#4089
Amendment#7
Page 3
For Services A through D (Design Development through Construction
Administration compensation shall be hourly not to exceed Twenty-One
Thousand Dollars ($21,000.). For Services E (Construction Management)
compensation shall be hourly not to exceed Five Thousand Dollars ($5,000.)
Bid Schedule B (recommended upgrades for the southeast wing)
For Services A through D (Design Development through Construction
Administration) compensation shall be hourly not to exceed One Thousand Nine
Hundred Dollars ($1,900.)
Bid Schedule C (electrical enclosure upgrade)
For Services A through D (Design Development through Construction
Administration) compensation shall be hourly not to exceed Two Thousand Four
Hundred Dollars ($2,400.)
Total compensation for all items above, as described in this schedule,
shall not exceed $30,300 without written authorization from the City Contract
Officer.
EXHIBIT D — SCHEDULE OF PERFORMANCE, is hereby amended to add the
following:
PHASES A— D shall be completed within sixty (60) working days from the
date of authorization to proceed.
Phase E shall be completed contemporaneous with construction of
project.
Except as specifically amended by this Amendment, all terms and provisions of
Agreement No. 4089, approved by the City Council on April 7, 1999, Minute Order No.
6368, remain in full force and effect.
DATED this day of 12001.
ATTEST: CITY OF PALM SPRINGS a municipal
corporation
By:
City Clerk City Manager
CONTRACTOR: INTERACTIVE DESIGN
CORPORATION
By:
Name: REUEL A. YOUNG
Title: Principal
ADDRESS:
Interactive design Corporation
3001 E. Tahquitz Canyon Way, Suite 104
Palm Springs, CA 92262
( FP /L/ C'
MINUTE ORDER NO. 6810
APPROVAL OF AMENDMENT #7 TO
AGREEMENT NO. 4089 (OPTION 3), WITH
INTERACTIVE DESIGN CORPORATION,
NOT TO EXCEED $30,300, FOR DESIGN
SERVICES AT 538 NORTH PALM
CANYON DRIVE, THE PALM CANYON
THEATRE.
..................
I HEREBY CERTIFY that this Minute Order, approval of Amendment#7 to Agreement
No. 4089 (Option 3), with Interactive Design Corporation, not to exceed $30,300, for
design services at 538 North Palm Canyon Drive, The Palm Canyon Theatre, was
adopted by the City Council of the City of Palm Springs, California, in a meeting
thereof held on the 2151 day of February, 2001.
PATRICIA A. SANDERS
City Clerk
DATE: February 21, 2001
TO: City Council
FROM: Risk Management Specialist II and Procurement Manager
APPROVE AMENDMENT FOR DESIGN SERVICES FOR RECONSTRUCTION AND
CONSTRUCTION MANAGEMENT OF 538 NORTH PALM CANYON DRIVE — THE PALM
CANYON THEATRE.
RECOMMENDATION:
It is recommended that the City Council authorize design services, which will become
Amendment #7 to the Master Agreement for Contact Services No. 4089 with Interactive
Design Corporation (Reuel Young, AIA), for reconstruction and construction management of
the fire-damaged portion of 538 North Palm Canyon Drive. The total cost is not to exceed
$26,000 and will be reimbursed by insurance.
SUMMARY:
This amendment will make it possible for the architect to complete the construction
documents, prepare the project manual, assist in bidding, and provide construction
observation of the reconstruction of the southeast wing. It will also allow for construction
management services in lieu of staff, because insurance coverage will reimburse outside
consulting services.
BACKGROUND:
A time line of the sequence of events from the date of the fire to the present is attached for
your reference.
The City Council has previously authorized emergency repairs and clean up; damage
removal; and associated design services. This work is complete and we are now ready to
move forward with the reconstruction of the southeast wing.
To date all costs incurred will be reimbursed by insurance, less $5,000 deductible. The
insurance coverage will reimburse the cost to put the building back to the way it was at the
time of the fire (like, kind and quality), plus additional costs for code compliance
requirements. However, the question of upgrades, costs not covered by insurance, has
come up during this process. The following are upgrade suggestions that you may wish to
consider doing at the same time of the reconstruction:
The Historic Site Preservation Board is suggesting the following upgrades for the southeast
wing:
1. Replace standard "S" roof tiles with flat pan "S" tiles as shown on the 1926
drawings. Estimated cost: $3,000.
2. Relocate electrical conduit from face of building. Estimated cost: $1,500.
The architect is suggesting the following upgrades for the southeast wing:
1. Dual glazed windows and doors (opposed to single glazed.) Estimated cost:
$3,000.
/yA
City Council Report—Palm Canyon Theatre
Amendment#7 to Interactive Design Corp.
February 21,2001
Page 2
2. Relocate new HVAC unit away from front of parapet (out of view.)
Estimated cost: $2,500.
3. Minor restroom upgrades and landscape lighting. Estimated cost: $3,300.
Staff and the architect will present these upgrade options to the City Council at the February
14, 2001 study session. Because several construction options are being presented to the
City Council that are not covered by insurance, the Council may choose to direct staff to
formally bid an alternate schedule covering any desired upgrades. This staff report will be
appropriately revised based on the discussion at the study session.
Sufficient funds are available in the Palm Canyon Theatre Fire Repair account#261-1395-
54024. The City will be reimbursed for the cost by insurance.
DAN L. ASCON HAROLD E. GOOD
Risk Management Specialist II Procurement Manager
APPROVED: YKC
City Engineer
APPROVED �y''��
City Manager
Attachments:
1. (1) Minute Order
2. Palm Canyon Theatre time line REVIEWED BY DEPT. OF FINANCE
1 YAK
e VALAI s Exhibit A
City of Palm Springs
Department of the City Manager
' Procurement Division
MEMORANDUM
Date: February 9, 2001
To: City Council via David Ready, City Manager
From: Harold E. Good, Procurement Manager
Subject: Palm Canyon Theatre Structure Fire Time Line
STATUS UPDATE
BACKGROUND:
June 6, 2000: A structure fire occurred at 538 North Palm Canyon at 11:28 p.m. This structure is a
designated Class I historic building dating from 1927. The fire damage was confined to the Southeast wing of
the"U"shaped structure. However, the costume rooms, offices, lobby, and main theatre suffered smoke and
heat damage. The Northeast wing was not damaged. The building was without electricity.
June 7, 2000: Due to the extent of the structural damage to the sculpture hall, this section was boarded up,
outside debris was removed and area was secured with chain link fence.
June 9, 2000: The City Manager approved emergency structural cleaning and repairs. The Palm Springs
Municipal Code 3.12.270 (3) authorizes the City Manager to approve the emergency purchase of services to
correct situations in which the public health, safety or welfare would be interrupted if normal bidding
procedures were followed. The code requires all emergency purchases, which would otherwise require
formal bidding, to be brought to the City Council for ratification at the next regular meeting.
June 19, 2000: Occupancy has been allowed back into the theatre, lobby and offices, therefore allowing the
summer kids camp to proceed as scheduled on June 19, 2000.
July 5, 2000: The City Council ratified authorization of expenditures for emergency repairs and clean up at
the theatre. Har-Bro, Inc., providing the lowest quote of three, was utilized to perform emergency structural
cleaning, and roof, ceiling and miscellaneous repairs that were essential in order to allow occupancy in the
costume rooms, offices, lobby, and theatre.
August 2, 2000: The City Council authorized design services with Interactive Design Corporation (Reuel
Young, AIA), not to exceed $10,000, for evaluation of the existing conditions and to define the scope and
prepare base drawings for the repair and restoration of the fire-damaged portion of the building.
IV43
Palm Canyon Theatre time line
02/09/2001 9:28 AM
2
August 15, 2000: The Architect and Structural Engineer, along with the Insurance Adjuster, Procurement
Manager, City Building Official, and Plans Examiner, conducted an on-site conference and field verification.
It was necessary to complete damage removal in order to determine the full scope of all restoration work and
prepare bid documents. Although asbestos testing was complete, tests for the existence of lead based paint
had not been previously performed. The age of the building necessitated lead testing be scheduled.
August 23, 2000: An inspection was conducted to analyze lead based paint presence. The lead test results
indicated that several interior and exterior components tested positive.
September 6, 2000: The project team again met to discuss the existence of lead and how to best coordinate
the lead and asbestos abatement with the damage removal. Since the removal/abatement process is
integral to the overall damage removal work, the team strongly recommended that Har-Bro's scope of work
be increased to carry out the damage removal/abatement services. Har-Bro sub-contracted with Brickley
Environmental, a firm that specializes in removal of hazardous materials and has successfully performed
services for the city on prior occasions. Har-Bro will coordinate the abatement and damage removal work.
September 12, 2000: The architect and risk management presented an update to the Historic Site
Preservation Board on the damage removal of the southeast wing. At that time the board expressed a
desire to upgrade the one piece"S"tiles that were in place at the time of the fire.
September 20, 2000: The council authorized additional expenditures for damage removal that had to be
completed prior to gaining access to the interior of the southeast wing for an accurate assessment of the
scope of services required for full restoration of the building.
November 3, 2000: The Architect, Principal Planner, Procurement Manager, and Risk Management
Specialist met to discuss presentation to Historic Site Preservation Board on November 14th and preliminary
completion schedule.
Preliminary schedule:
January 4 Submittal to the building department
January 11 Engineering review of bid package
February 8 Advertise for bid
March 6 Open bid
March 21 Award
April 23 Pre-construction meeting
May 1 Start construction
June 22 Restrooms open
August 10 Construction complete
November 10, 2000: Damage removal completed.
November 14, 2000: The Historic Site Preservation Board approved the southeast wing exterior scope of
work. This approval included the utilization of the one piece flat pan Spanish "S"-tile as shown on the 1926
drawings, replacing the one piece "S"the that was on the building at the time of the fire.
February 1, 2001: The Architect, along with the Insurance Adjuster, Procurement Manager, Risk
Management Specialist, and City's Associate Civil Engineer met to finalize issues in order to complete the
architectural drawings and specifications for submittal to the building department on February 141h. (/ y
1 � f
Palm Canyon Theatre time line
02/09/2001 9:28 AM
3
PRELIMINARY SCHEDULE UPDATE:
February 14 Submittal to the building department
February 21 Engineering review of bid package
March 21 Advertise for bid
April 16 Open bid
May 2 Award
May 30 Pre-construction meeting
June 6 Start construction
August 1 Restrooms open
September 19 Construction complete
14Y*4
MINUTE ORDER NO.
APPROVAL OF AMENDMENT#7 TO A4089, WITH INTERACTIVE
DESIGN CORPORATION, NOT TO EXCEED $26,000, FOR
DESIGN SERVICES AT 538 NORTH PALM CANYON DRIVE —
THE PALM CANYON THEATRE WITH ALL COSTS TO BE
REIMBURSED BY INSURANCE.
I HEREBY CERTIFY that this Minute Order, approving amendment #7 to A4089, with Interactive
Design Corporation for design services at 538 North Palm Canyon Drive — The Palm Canyon
Theatre, not to exceed $26,000, in a form acceptable to the City Attorney, was adopted by the City
Council of the City of Palm Springs, California, in a meeting thereof held on the 21st day of
February, 2001.
PATRICIA A. SANDERS
City Clerk
14