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HomeMy WebLinkAbout6/20/2007 - STAFF REPORTS - 2.H. iy c V N yAAM S. R'eo1•o1�nv4• y. C-0</FORN�P CITY COUNCIL STAFF REPORT DATE: June 20, 2007 SUBJECT: Gensler Architectural Services Agreement — Amendment No. 12, Additional Services — Large Courtyard FROM: David N. Ready, City Manager BY: Department of Aviation SUMMARY This action would result in approval of an amendment to the Gensler architectural design contract to add additional services related to the main courtyard and the old checkpoint area. RECOMMENDATION: Adopt Minute Order No. Approving Amendment No. 12 to the Gensler airport architectural design contract, Agreement No. 4382, for additional airport terminal design work related to the main courtyard and the old checkpoint with a time and materials fee not-to-exceed $315,770.00. STAFF ANALYSIS: When the new hold-room is complete the existing temporary hold-rooms will still be in- place, the large courtyard will not have been re-landscaped and the old checkpoint area will still be as it was left, incomplete. This incomplete work and the dilapidated buildings do not provide the traveler with the America's ResortPort expected standard of excellence. To begin to quickly clean-up this problem staff has negotiated with Gensler, the Airport Architect of record, for an expansion of their contract as follows: 1. Develop Demolition Plans. Prepare plans that can be quickly bid-out so that as soon as the new hold-rooms open the demolition of the temporary hold- rooms may proceed. The work would not include the demolition of the temporary walkway as it currently provides the lighting and cover for the passengers. This project would also include backfilling the hole under the temporary hold-rooms and planting of sod for the winter. Item 2 . H . City Council Staff Report June 20, 2007 - Page 2 Gensler Architectural Contract Amendment temporary canopy left in-place following work from item 1 above. There will be a main canopy over the entry back into the main terminal as well as a smaller canopy(s) at the exit from the Check-point. Note: The purpose of the larger canopy is to act as a sign that this is the place to head for baggage claim and draw folks arriving via the new hold-room away from the check- point exit. Also included will be the design of the north and south security walls in the courtyard. 3. Old Check-point/Interiors: Development of a renovation plan for the main terminal interiors to include refurbishment of the old check-point, the old police office and adjacent areas of the terminal, replacement of carpeting throughout the main terminal building and improvement to wall finishes. 4. Modular Canopy- Preliminary design only of a modular canopy system on the walkway between the checkpoint and the new Hold-room. It is expected that this canopy need not be continuous but will provide substantial area for protection from the sun and elements. This system would be meant to supplement the shade provided by the new landscaping. 5. Starbucks: The airport concessionaire has preliminary plans to add a Starbucks outlet at the airport in the main courtyard. The airport's architect will be responsible for a concept design of an exterior food/beverage kiosk. This work shall be limited to the footprint, how the building relates to the new landscape area as well as the exterior elevations. 6. Construction Administration: Standard construction administration for items 1, 2 and 3 above. 7. Architectural Review: Develop the required drawings for submittal and participate in the required committee meetings. As the proposal is broken into so many small pieces the approach staff utilized was to develop a time and materials contract amendment. Since many of the concepts of the design are already completed and with staff working very closely with the consultants on the design effort it is believed that time and materials is the best approach to keeping the cost down for the airport. The proposed amendment, at a total cost of $315,770 or 7.1% of construction cost, is attached for review. It should be noted that a budget amount has been set in the amendment and the architect is required to bring in a design within 10% of that budget or redesign at no cost until the project fits. The Airport Commission reviewed this item at their regular meeting of June 13, 2007 and it is recommended for City Council approval. As part of the review, the Commission focused on the preliminary design for a modular canopy system to provide protection _ from the elements between the checkpoint and the new hold-room. The commission was supportive of this design effort so as to be prepared if the airport encounters complaints about the lack of protection from the elements by the passengers. e082 City Council Staff Report June 20, 2007 - Page 3 Gensler Architectural Contract Amendment FISCAL IMPACT: A preliminary project estimate has been developed and is attached. The Preliminary estimate shows a total project cost of $5,357,270. Funding for the project has been identified as follows: Preliminary Funding Sources Federal Grant—AIP43 FY08 3,320,000 Airport Grant Match (07-08 budget) 174,737 Excess Airport Funds from Hold-room 750,000 Funds Unencumbered from RS&H 580,313 Federal Reimbursement of RS&H Design 532,446 Total Available Funding 5,357,496 r Craig Toms, nterim Director of Aviation Allen F. Smoot, Owner's Representative David H. Ready, y r Attachments: 1. Minute Order 2. Preliminary Budget Estimate 3. Amendment No. 12 MINUTE ORDER NO. APPROVING AMENDMENT NO. 12 TO THE GENSLER ARCHITECTURAL DESIGN CONTRACT, AGREEMENT NO.4382, FOR ADDITIONAL AIRPORT TERMINAL DESIGN WORK RELATED TO THE MAIN COURTYARD AND THE OLD CHECKPOINT WITH A TIME AND MATERIALS FEE NOT TO EXCEED S315,770. I, .lames Thompson, City Clerk of the City of Palm Springs, hereby certify that this Minute Order approving Amendment No_ 12 to the Gensler architectural design contract, Agreement No. 4382, for additional Airport Terminal design work related to the main courtyard and old checkpoint with a Time and Materials fee not to exceed S315,770 was adopted by the City Council of the City of Palm Springs, California in a meeting thereof held on the 201h day of June, 2007. .lames Thompson, City Clerk ©0011 PALM SPRINGS INTERNATIONAL AIRPORT MAIN COURTYARD/TERMINAL REFURBISHING Preliminary Budget Estimate 12-Jun-07 Soft Costs Architectural Design/Const Admin. 315,770 AirportAdmin./Owner's Rep. 140,000 Plan Check 18,000 Advertising 2,500 Blueprinting 7,500 Testing 75,000 Subtotal Soft Costs 559,770 Construction Costs Demolition Temp Hold-rooms 75,000 Temp. Landscaping 30,000 Temp. Utilities 9,000 Temp Security Fencing 10,000 Temp. Walkways 6,500 Demolition Covered Walkway 28,000 New Security Walls 250,000 Landscape& Irrigation 1,175,000 Hardscape 395,000 Water Feature 250,000 Canopies 900,000 Interior/old checkpoint 800,000 Carpet 400,000 Signage 70,000 Subtotal Construction Cost 4,398,500 Project Total 4,957,270 Contingency 400,000 Total Budget 5,357,270 CC)(319 AMENDMENT NO. 12 AGREEMENT NO 4382 —ARCHITECTURAL SERVICES THIS TWELTH AMENDMENT to Agreement No. 4382 for contract services, (herein "Amendment") made and entered into on the day of , 2007, by and between the CITY OF PALM SPRINGS (herein"City") and GENSLER (herein "Architect") is hereby amended effective as follows: RECITALS The City and Architect entered into that certain Contract Services Agreement No. 4283 for Architectural Design Services ("Agreement'), as duly amended from time to time. The parties wish to amend the Agreement pursuant to the terms of this Amendment to add additional services to be performed by the Architect and increase the Contract Sum to authorize payment for such additional services. Further, the parties wish to clarify that all of the scope of services required under Amendment No 11 to Agreement No. 4382 will have been fulfilled once the Hold-room project is completed and closed out. NOW, THEREFORE, the parties hereto agree as follows: Section 1. Exhibit"A" Scope of Services. is hereby amended by adding the following Task 15, Task 16, Task 17, Task 18 and Task 19 and associated sub-task items. Task 15 will be a standalone bid document and Tasks 16 & 17 will be combined into a single bid document. Task 15 — Construction )documentation for the demolition of Hold-rooms A & B (Old Temporary hold-rooms in main courtyard)- Sub-Task a: Development of demolition drawings and specifications for the removal of the two temporary hold-rooms and related structure. Work to include the restoration of the site with sod and irrigation. • Construction fencing and phasing of the demolition work. • Removal of the two temporary hold-rooms including the demolition of existing security fencing to access demolition from the north and south. • Cap all utilities and mark their locations with the exception of the electrical for lighting in the covered walkway area which is to remain in-place. • Development of an irrigation plan and planting plan for sod to cover the areas backfilled once the structures are removed. • Design of chain link/barb wire security barrier to close-up the security wall that was removed for demolition. Design to include graphics on the shade cloth to express "Pardon our Dust". • Temporary graphics package to use during and after demolition. DELIVERABLES: Architect and associated sub-consultants to provide full range of services necessary to complete bid documents for the demolition of the temporary hold-roonrs and related infrastructure. • Design Development: All disciplines to utilize existing base sheets that show the temporary hold-rooms and develop a phasing program to demolish the structures and return the area to that of a grassed area. • Construction Documents: Following approval of the phasing plan, develop plans and specifications in City (Non-prevailing wage) bid document format for approval and bidding. Task 16 — Modification of Design Development and Construction Documentation of the Airport Large Courtyard between the Bono Concourse and existing terminal. Sub —Task a: Development of construction improvements for an exterior courtyard and fabric roof re-entry way for the terminal facility including incorporation of existing landscape/hard-scape/water feature designs into a final design development set of documents, a submittal to the planning commission for final approval and construction documents and specifications. • Minor design adjustments and construction doctunentation in the landscape/hard-scape/inigation/lighting plans for the large courtyard area as well as to accommodate a proposed Starbucks facility in the courtyard (see Task 18). These adjustments are to take advantage of the placement of existing features rather than relocating where possible and to de-emphasize the exit from the check-point and re-emphasize the re-entry into the main terminal. Minor re-design of directional signage package. Complete design of security walls. Complete redesign of the exterior elevations so as to tie the varied buildings together architecturally. • Re-design and construction documents for canopies in the courtyard. Custom designed canopy to emphasize the re-entry point into the main terminal. Smaller Modular fabric canopy(s) at the exit .from the check point- AEUVERABLES: Architect and associated sub-consultants to provide full range of services necessary to gain approval of the design and complete bid documents for the Courtyard development. • Design Development: See Exhibit A, attached. All disciplines shall utilize existing designs to the extent possible to develop a new coordinated design for the main courtyard that includes security walls, a large canopy at the re-entry to the terminal building as well as smaller caaopy(s) at the exit from the Checkpoint. Also design architectural features to tie architecturally the exterior elevations. This effort shall also carefully examine the current landscape design as it relates to relocating existing features so as to save in place as much as can be. A new landscape and irrigation plan shall be developed to incorporate all changes. Work includes all necessary coordination with the fabric roof provider and submittals to the City Architectural review processes, including a rendering. • Construction Documents: Preparation of necessary project plans and specifications in City bid documents format and for plan check submission and approval. • Signage and Graphics Design and Construction Documentation for: 1) Courtyard area to provide direction to the traveling public during construction and after. Task 17 - Preliminary Design, Design Development and Construction Documentation of old checkpoint area of the terminal building as well as floor and wall coverings design for the existing main terminal building- Sub-Task a: Development of Construction improvements for the interior area of the old checkpoint area of the main terminal building. Emphasis will be to focus arriving passengers on the vistas of the mountains and to not see the new checkpoint area. Design should bring the outside patio and the inside lobby to a proper meeting point in the terminal. Work shall also include selection of new floor coverings for the main terminal as well as paint and wall coverings where needed. • Design and construction documents for the remodel of the old checkpoint area of the terminal to include a counter area for law enforcement. • Design and construction documents for new carpeting throughout . the main terminal and paint and wall coverings as needed. DELIVERABLES: Architect and associated sub-consultants to provide full range of services necessary to complete bid documents for the Palm Springs International Airport old checkpoint area remodel. • Preliminary Design: Limit this work to sketches of the old checkpoint area to provide at least two possible schemes for a complete remodel of that area of the terminal building. Scope shall also include development of a counter area for the law enforcement office in the main lobby. • Design Development: All disciplines necessary for remodel of existing building. Scope shall include coordination meeting(s) with the airports food and beverage concessionaire. • Construction Documents: Preparation of necessary project plans and specifications in City bid documents format and for plan check submission and approval, including a rendering. • Signage and Graphics and Construction Documents: Review existing signage in old checkpoint area and provide designs to re- locate existing signage or provide for new. Task 18 —Preliminary Design of a modular canopy concept to be implemented in a future phase between the new checkpoint and the new hold-room project. Sub—Task a: Preliminary design of modular canopy construction improvements for the walkway area between the checkpoint and the new regional jet hold-room to include concept approval through the city Architectural design review process. • Preliminary design of a modular canopy system to be deployed at a future time on the walkway to the new hold-room. Said design shall take into account the large tree cover that will be provided as the landscape matures. DIELIVERABLES: Architect and associated sub-consultants to provide full range of services necessary to develop a preliminary design concept for a modular canopy system. Work to include a preliminary look at how foundations would be sized and installed. • Preliminary Design: Sketches of at least two concepts of a modular canopy system and how it would be deployed along the walkway from checkpoint to new hold-room. Include application preparation and presentation drawings for submittal to City Architectural Review Process. 00(79 Task 19—Preliminary Design of a Starbucks coffee kiosk in the main courtyard area. Sub-Task a: Preliminary design of a Starbucks coffee kiosk in the new main courtyard area. This work is to be limited to utilizing the airport concessionaires floor plan and integrating the building into the landscape plan for the courtyard and developing preliminary exterior elevations that tie it to the courtyard design. This work will be turned over to the concessionaire to finalize the design. • Preliminary Design of the plot and exterior of a coffee kiosk. DELIVERABLES: Architect to provide necessary services to develop a preliminary design ( plot and elevations) for a new coffee kiosk. • .Preliminary Design: Sketches and scalable drawing of design for City review an Architectural Design Review approval. Final product will be turned over to the airports concessionaire for use in developing working drawings. Section 2. Construction Administration services shall be provided by the Architect and all sub- consultants as outlined in the Deliverables of Task 14 more fully described in Amendment 11 to the Agreement Section 3. Exhibit"C" Schedule of Compensation, is bereby amended by adding the following: Tasks 15, Task 16, Task 17, Task 18 and Task 19 shall be based on Time and Materials not to exceed $297,970. Actual compensation shall be based on hours worked times the approved hourly rates attached to this agreement. See Exhibit B for an estimated breakdown of the expenditure of the fee_ Architect shall submit invoices monthly based on the actual work completed. Reimbursable Expenses are in addition to compensation for the basic services described above. Architect shall submit invoices for the cost of reimbursable expense, which are based on invoices for the cost of the reimbursable.plus 10%. However, the actual reimbursable amount shall not exceed S17,800. Section 4. Exhibit"D" Schedule of Performance, is hereby amended by adding the following: 1. Task 15 — Preparation of Construction Documents for the demolition of Hold- rooms A & B shall be completed so as to be able to bid the work in early August 2007. 2. Task 16 & 17 - Preparation of construction documents and completion of the noted sub-tasks shall be as noted below: a. Preliminary Design: 3 weeks b. Design Development: 4 weeks c. Architectural approval 3 weeks d. Construction Documents 13 weeks e. Plan Check 5 weeks f Bidding 4 weeks g. Construction Administration 6 months from Notice To Proceed to contractor. Section 5, Full Force and Effect: Except as previously modified herein, all other provisions of the Agreement shall remain unmodified in full force and effect Section 6. Corporate Authority: The persons executing this Amendment on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Amendment on behalf of said party, (iii) by so executing this Amendment, such party is formally bound to the provisions of this Amendment, and (iv) the entering into this Amendment does not violate any provision of any other agreement to which said party is bound. IN WITNESS WHEREOF, the parties have executed and entered into this Amendment as of the date first written above. CITY OF PALM SPRINGS ATTEST: a municipal corporation By: By:_ City Clerk City Manager APPROVED AS TO FORM: By: City Attorney CONTRACTOR: Check one:_Individual—Partnership_Corporation Corporations require two notarized signatures: One from each of the following: A. Chairman of Board, President, or any Vice President: and B. Secretary,treasurer, assistant Treasurer,or Chief Financial Officer. By: By: Signature (notarized) Signaiure (notarized) Name: Name: Title: Title: EXHIBIT "A" -- 'I 71I �Nu IS IN IIII L o INL " O UI IN o a i... yS dfA o r � EXISTING 11 Iy EXISTING HOLDROOM " HOLDROOM A B ; ---------------- - r-- J \�\� " � �. a �.."' ✓" EXISTING n TERMINAL 6 BUILDING L EXHIBIT B _Page_1 of 3 Gensler-Palm Springs Airport-Fee Proposal Schematic Design Construction Bidding Construction Total Design Development Document Admin. Existing Hold Room demolition I Landscaping Gensler Architecture $ 12.000 00 S 60000 1 S 3.600.00 1 S 16.200.00 Levine Seegel MEP $ 3,000.00 1 S 900.00 Is 3.900.00 Brandow Johnston Structural I S 5,3 2500OD $ S$ 100000 IS 46,30.00 D0.00 .00 1,O . Michael Buccino Landscape 00 DDO.DO S 22,anaoo S 1,100.00 $ ss9u.oD Fee Tocall$ 30,400.00 Reimbursable Estimate S 2, 000 0-0 Courtyard Landscape/Canopies/Terminal Entry[Terminal Finishes Architecture I Gensler Graphics $ 16,500.00 $ 22,500,00 S 25 500.00 $ 900,00 S 30.000,00 $ 95,400.00 Levine See el MEP S 3,300.00 $ 4,400 00 $ 9,90000 S 8,900.00 $ 26,500 00 Structural Brandow Johnston Engineering S 16,90000 $ 9,500.00 S 26,400.00 Michael Bucclno Landscape s 5,000.00 S 5,00000 $ $5,000 00 $ 2 50D.00 $ 9,00000 $ 56,500,00 VSA Civil Engineering $ 0,00000 S 10 000.00 S 13,000.00 S 3,000.00 $ 35,000 00 Finish Hardware Hardware Technologies Specifications $ 1,100,00 $ 770.00 S 1,870.00 JMD CCTV/Security S 6,500.00 S 1.5D0.00 S 8,000,00 S 33,800.00 S 41,900.00 $ 107,900.00 S 3,400.00 $ 52,670.00 Fee Total $ 249,670.00 Reimbursable Estimate S 72,300A0 Canopies on Walk Way to Regional Jet Hold-Room. Genslorl Architecture $ 7,820.00 $ 7,820.00 Structural Brandow Johnstan Engineering s 1,00000 § 1,000,00 Fee rOtal $ 8,820.00 Reimbursable Estimate 1,500.00 Concession Concept Design. Genslerl Architecture is 9,080,00 § 0,080.o0 Fee Total $ 9,080.00 Reimbursable Estimate 1,500.00 Total F $ 297,970.00 Total Reimbursable S 17,800.a0 EXHIBIT B Page 2 of Hourly Rates Gensler- Palm Springs Airport -2007 Firm Title Rates Gensler Architecture Project Principal $ 250.00 Sr. Project Architect $ 165.00 Project Manager $ 150.00 Project Architect $ 150.00 Sr. Designer $ 160.00 Designer $ 110.00 Administration $ 65.00 Levine Seegel MEP Engineering Principal $150.00-$165.00 Senior Associate $115 00-$130,00 Associate $105.00-$114.00 Designers/Engineers $87.00 - $104.00 Draftsperson $59.00 - $86 00 Word processors $56.00 - $68.00 Brandow Johnston Structural Engineering Principal $200.00-$230.00 Project Manager $135.00-$195 00 Project Engineer $100.00-$140.00 Design Engineer $75.00 -$100.00 CAD Designer $110 00-$125.00 CAD Technician $60.00 -$105,00 Michael Buccino Associates Landscape Architecture Principal $ 185.00 Design Assistant $ $5.00 Secretarial $ 35.00 VSA Civil Engineering Principal $ 120.00 Senior Design Engineer $ 110.00 Design Engineer $ 100.00 Project Engineer/Const. Cc $ 90.00 Engineering Technician $ 80.00 Graphics/CAD Tech. $ 70.00 Clerical $ 60.00 Finish Hardware Technologies Hardware Specifications Principal/Engineer $ 11000 Administrative $ 55.00 JMD CCTV/Security Design Principal Engineer $ 12500 Senior Electrical Engineer $ 115.00 Oons EXMBTI'B Page 3 of 3 Construction Administratio $ 100.00 Project Engineer $ 90.00 Design Engineer $ 87.50 CAD Operator $ 62.50 Clerical $ 50.00 Hourly Rates Subject to Change Annually on Jan 1. EXMBIT "C" SPECIAL REQUIREMENTS Architect has been hired to perform the services described in the Amendment, which include the creation of one or more designs, drawings, or plans ("Designs")- Architect acknowledges that City has budgeted the amount of Four Million Four Hundred Thousand ($4,400,000) for the construction phase of the Project Task 15, Task 16 and Task 17 ("Construction Budget"). Architect shall be responsible to do Project estimating to create Designs which will enable the Project to be constricted within an amount which shall not exceed the Construction Budget by more than ten percent (10%). Should City solicit bids for constriction of the Project, as such project has been designed by Architect, and the lowest responsible bid exceeds the Construction Budget by more than ten percent (10°%), Architect agrees to revise the previous Designs, or to create new Designs, at no cost to City, so that a new price can be negotiated or the Project can be re-bid so that the Project does not exceed the Construction Budget by more than ten percent (10%). Notwithstanding the foregoing, Architect is not responsible for changes in the Project scope initiated by City and all such changes shall include appropriate mutually agreed changes to the Construction Budget. Section 4.3: Prohibition Against Subcontracting or Assignment: Architect may Subcontract with Brandow & Johnson, Levine/Seegel, Michael Buccino & Associates, VSA Airports, JMD Engineering and Finish Hardware Technology.