HomeMy WebLinkAbout7/18/2001 - STAFF REPORTS (5) DATE: July 18, 2001
TO: City Council
FROM: Assistant City Manager- Special Projects
AIRPORT TERMINAL EXPANSION - ARCHITECTURAL DESIGN CONTRACT
RECOMMENDATION:
It is recommended that City Council award an Architectural Design Contract to Gensler, as
the Airport's Architect,to complete the design of Boarding Gates 1, 2, & 3 Passenger Hold
Rooms in the arnotmt of$262,600.
SUMMARY:
As a result of this proposed action, the Airport would proceed with the development of
working drawings and bid documents for the replacement of the temporary hold rooms at
Gates 1, 2 & 3.
BACKGROUND:
Nine years ago, as part of the Phase I Terminal Expansion Program, the Airport installed
temporary modular passenger hold rooms at boarding gates 1,2 & 3. These were intended
to be in place until the Phase II, eleven gate terminal, was completed. Due to financial
constraints, Phase II was limited to eight gates and the temporary hold rooms, some nine
years later, are still in place.
Over the past winter, a subcommittee of the Airport Commission and staff worked with
Gensler to examine the various options and came up with three alternate approaches:
Alternatives A, B & C. The three Alternatives were developed based on the principle that
utilities and foundations for the future three gate,two level octagon, were already in place
and should be utilized. Another important consideration was a reality check as to whether
anyone thought the inner octagons would ever/or should ever be constructed. This octagon
would cost approximately$24 million and result in three gates being changed from ground
level to second level boarding. For the same investment, only in a different location, eight
new boarding gates could be developed. It was decided that the prudent approach would be
to not develop the inner octagon;rather design a less costly permanent replacement for the
temporary hold rooms.
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July 18, 2001
Page Two
Attached, please find Alternatives A, B & C. A comparison of the designs is as follows:
Square Footage Construction Cost
Alternative A 14,200 sq. ft. $4,101,753
Alternative B 14,200 sq. ft. $3,988,521
Alternative C 11,160 sq. ft. $3,580,000 (as modified)
Alternatives A & B are the same footprint with the only difference being that A depicts a
complete octagon-type fabric roof and B depicts less complicated fabric roof. The
subcommittee and,eventually,the full Commission,did not care for A or B as the placement
of the restrooms "closed-in" the area, that the concession locations were not visible to the
flow of departing passengers and the cost exceeded the Airport's ability to fund the project.
Alternative C was selected by the subcommittee as the best approach in that it was open and
met all the design criteria. Future design should look at bigger concessions and developing
a clerestory element into the building to more closely match the existing octagon. The
Airport Commission unanimously selected Alternative C, with a modified (expanded
concessions and clerestory element) construction budget of$3.6 million, and recommends
City Council authorization of a design contract with Gensler.
Attached is a proposal letter from Gensler for design work through bid document phase.
This is a fixed fee proposal to complete the design work based on Alternative "C." The
proposed fee of $262,600 is 7.28% of estimated construction cost. A Minute Order is
attached, along with the Standard Form Professional Services Agreement, all for City
Council consideration. Funds are available in recently approved Federal Aviation
Administration Grant AIP-33 which will be received shortly and at which time an offsetting
budget amendment will be processed to establish a project budget line item.
ALLEN F. SMOOT, AAE
Assistant City Manager - Special Projects.
APPROVED� —
City Manager
REVIEWED BY DEn OF FINANCE
ATTACHMENTS:
1. Minute Order
2. Agreement
3. Proposal Letter
4. Alternatives A, B & C
CITY OF PALM SPRINGS
CONTRACT SERVICES AGREEMENT FOR
ARCHITECTURAL DESIGN SERVICES
THIS CONTRACT SERVICES AGREEMENT (herein "Agreement"),is made and entered
into this day of , 2001, by and between the CITY OF PALM
SPRINGS,a municipal corporation, (herein"City")and GENSLER(herein"Contractor"). (The term
Contractor includes professionals performing in a consulting capacity.) The parties hereto agree
as follows:
1.0 SERVICES OF CONTRACTOR
1.1 Scope of Services. In compliance with all terms and conditions of this
Agreement, the Contractor shall provide those services specified in the "Scope of Services"
attached hereto as Exhibit "A" and incorporated herein by this reference, which services may be
referred to herein as the "services" or "work" hereunder. As a material inducement to the City
entering into this Agreement, Contractor represents and warrants that Contractor is a provider of
first class work and services and Contractor is experienced in performing the work and services
contemplated herein and, in light of such status and experience, Contractor covenants that it shall
follow the highest professional standards in performing the work and services required hereunder
and that all materials will be of good quality, fit for the purpose intended. For purposes of this
Agreement, the phrase "highest professional standards" shall mean those standards of practice
recognized by one or more first-class firms performing similar work under similar circumstances.
1.2 Contractor's Proposal. The Scope of Service shall include the Contractor's
proposal or bid which shall be incorporated herein by this reference as though fully set forth herein.
In the event of any inconsistency between the terms of such proposal and this Agreement,the terms
of this Agreement shall govern.
1.3 Compliance with Law. All services rendered hereunder shall be provided in
accordance with all ordinances, resolutions, statutes, rules, and regulations of the City and any
Federal, State or local governmental agency having jurisdiction in effect at the time service is
rendered.
1.4 Licenses Permits Fees and Assessments. Contractor shall obtain at its sole
cost and expense such licenses, permits and approvals as may be required by law for the
performance of the services required by this Agreement. Contractor shall have the sole obligation
to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be
imposed by law and arise from or are necessary for the Contractor's performance of the services
required by this Agreement, and shall indemnify, defend and hold harmless City against any such
fees,assessments,taxes penalties or interest levied,assessed or imposed against City hereunder.
1.5 Familiarity with Work. By executing this Contract, Contractor warrants that
Contractor(a) has thoroughly investigated and considered the scope of services to be performed,
(b) has carefully considered how the services should be performed, and (c) fully understands the
facilities, difficulties and restrictions attending performance of theservices under this Agreement.
If the services involve work upon any site, Contractorwarrants that Contractor has orwill investigate
the site and is or will be fully acquainted with the conditions there existing, prior to commencement
of services hereunder. Should the Contractor discover any latent or unknown conditions,which will
materially affectthe performance of the services hereunder,Contractor shall immediately inform the
City of such fact and shall not proceed except at Contractor's risk until written instructions are
received from the Contract Officer.
1.6 Care of Work. The Contractor shall adopt reasonable methods during the
life of the Agreement to furnish continuous protection to the work, and the equipment, materials,
F52/296/099999-3000/2160684 2 6/14/96
Revised:09/01/98 t
3/} 3
IN WITNESS WHEREOF, the parties have executed and entered into this Agreement as of
the date first written above.
ATTEST: CITY OF PALM SPRINGS, CALIFORNIA
By
City Clerk City Manager
APPROVED AS TO FORM:
City Attorney
CONTRACTOR:
(Check One: individual, partnership,
corporation)
(NOTARIZED) By:
Signature
Print Name and Title
(NOTARIZED) By:
Signature
Print Name and Title
Mailing Address:
(Corporations require two signatures; one from each of the following:A. Chairman
of Board, President, any Vice President; AND B. Secretary, Assistant Secretary,
Treasurer, Assistant Treasurer, or Chief Financial Officer.)
End of Signatures
FS2/276/099999-3000/2160684.2 6/14/96
Revised 09/01/98 t 1
3 #Y
EXHIBIT "A"
SCOPE OF SERVICES
Contractor to provide full range of services necessary to complete bid documents for the Palm
Springs International Airport Passenger Hold Rooms (Gates 1, 2 & 3) as depicted in Scheme "C"
of the Concept Study dated March 2001 (Scheme"C"attached). (Note: Civil engineering site design
work to be provided separately by the Airport.)
Scope shall include:
Schematic Design: Floor plans, elevations, landscape plans, meetings,
presentations and Planning Commission submittal/approval.
Includes evaluation of larger concession space and
clerestory element in the buildings.
Design Development: All disciplines necessary forconstruction of the buildings and
surrounding landscape.
Construction Documents: Preparation and assembly in City bid document format.
All of the above is per Gensler June 20, 2001, letter proposal, hereby attached and approved.
Scope includes all necessary coordination with the fabric roof supplier.
F52/290099999-3000/2160694 2 6/14/96
ReV'md 09/01/99 12
EXHIBIT"B"
SPECIAL REQUIREMENTS
Section 4.3 Prohibition Against Subcontracting or Assignment, Contractor may subcontract for
landscape, structural, electrical, mechanical and fabric roof work.
Section 5.2 Indemnification. This entire section is hereby replaced with the following:
5.2 City Held Harmless - General Liability. Except for the sole negligence of City,
Contractor undertakes and agrees to defend, indemnify and hold harmless City, and
any and all of City's Boards, officers, employees, and successors in interest, from
and against all suits and causes of action, claims, losses, demands and expenses,
including but not limited to, reasonable attorney's fees and reasonable costs of
litigation, damages(s) or liability of any nature whatsoever,for death or injury to any
person, including Contractor's employees and agents, or for damage to, or
destruction of, any property of either party hereto,or of third persons, in any manner
to the extent arising by reasons of the performance of this Agreement on the part of
Contractor,or any of Contractor's subcontractor's, employees, or anyone for whom
Contractor has obligated itself under this Contract,whether or not contributed to by
any act or omission of City or any of the City's Boards, officers or employees.
5.25 City Held Harmless-Professional Liability. Contractor undertakes and agrees
to indemnify and hold harmless City, and any and all of City's Boards, officers and
employees, from and against all losses and expenses, including, but not limited to,
reasonable attorney's fees and reasonable costs of litigation, damage(s) or liability
of any nature whatsoever, for death or injury to any person, including Contractor's
employees and agents, or for damage to, or destruction of, any property of third
persons, in any manner to the extent caused by the negligent performance of the
professional services under this Agreement on the part of Contractor
All required insurance coverages and limits are, and shall be, subject to availability
on the open market, at reasonable cost(s) as determined by the City andmutually
agreed upon by the parties. The non-availability or non-affordability of any
coverage(s) must be documented in writing from Contractor's insurance
representative.
Section 5.3 Performance Bonds are hereby waived.
EXHIBIT "B"
TO CONTRACT SERVICES AGREEMENT
F52/276/099999-3000/2160684.2 6/14/96
Revised:09/01/98 13
344
EXHIBIT "C"
SCHEDULE OF COMPENSATION
Contractor shall be compensated monthly based upon the percentage of work completed in each
of the following disciplines: (Total contract not to exceed $262,600.)
Architectural $165,100
Mechanical/Electrical/Plumbing 27,500
Structural Engineering 39,000
Cost Estimates 21,500
Landscaping/Irrigation 9,500
TOTAL $262,600
The not-to-exceed $262,600 is inclusive of reimbursables except that Airport shall be responsible
for printing bid sets.
EXHIBIT "C"
TO CONTRACT SERVICES AGREEMENT
M2296/099999-30002160684.2 6/14/96
Rev"M:09/01/99 14
3#17
EXHIBIT"D"
SCHEDULE OF PERFORMANCE
The Contractor shall meet the following schedule: (all days are calendar and approvals referenced
are from the Contract Administration)
Item Description Completion
1 Schematic Design 60 days from Notice-to-Proceed
2 Design Development 60 days from approval of Schematic Design
3 Construction Documents 90 days from approval of Design
Development
EXHIBIT "D"
TO CONTRACT SERVICES AGREEMENT
F52/276/099999-3000/2160684.2 6/14/96
Revised:09/01/98 15
3 � �
06-20-01 11 :38 From-GENSLER 310-449-5850 T-546 P 02/04 F-828
apt
rinfiircc�un, Destbrt Worldwide Genslelr
June 20, 2001
Mr.Allen F. Smoot,AAE
City of Palm Springs
Office of the Assistant City Manager—Special Projects
3400 Tahquaz Canyon Way
Palm Springs, CA 92262
Subject: Palm Springs International Airport
05.0201,000
Dear Al.
Thank you for the opportunity to propose on the Architectural services for the Temporary Hold Room
Replacement project. The design will be based on the selected Scheme C Altetttative,as documented
in our concept study dated March,2001 We understand that you need complete design work through
construction documents, with a construction budget of$3.6 million We would propose a lump sum
design fee, which is inclusive of reimbursables, Printing of bid documents would bean extra service.
The design icam will be the same as the team for the conceptual design, including Srandow&
Johnston for Structural, and Levine/Seegel& Associates forM/E/P The fee breakdown is as follows:
Architectural $165,100
Mechanical/Hlectrical/Plumbing $27,500
Structural Engineering $39,000
COST 12stimating $21,500
Landscaping $9,500
Total $262,600
As you requested, I have also included a copy of the Hold Harmless provision we negotiated with the
City of Los Angeles for their terminal improvement project. Typically, we find that city supplied
agreements are used for a variety of procurement purposes,and may not include provisions necessary
for an Architectural and&ngineering agreement_ We have also included a hst of these provisions,
which may need to be inserted into your standard agreement, and aid in the execution of the project.
Please do not hesitate to call if you have any questions. May direct line is 310 449.5684. We IODIC
forward to working with you again on this project.
Smcercly,
£Ilea Wright,Ada
Senior Associate
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MINUTE ORDER NO. 6882
APPROVING AN ARCHITECTURAL DESIGN
CONTRACT FOR THE REPLACEMENT OF AIRPORT
BOARDING GATES 1, 2 & 3 HOLD ROOMS, WITH
GENSLER, IN AN AMOUNT NOT TO EXCEED $262,600.
------------------
I HEREBY CERTIFY that this Minute Order, approving an Architectural Design
Contract for the replacement of Airport Boarding Gates 1, 2 & 3 Hold Rooms,
with Gensler, in an amount not to exceed $262,600, was adopted by the City
Council of the City of Palm Springs, California, in a meeting thereof held on the
18`h day of July, 2001.
PATRICIA A. SANDERS
City Clerk