HomeMy WebLinkAbout10/5/2016 - STAFF REPORTS - 5.A.e ALM
Citv Council Staff Revort
DATE: October 5, 2016 NEW BUSINESS
SUBJECT: APPROVAL OF SCHEMATIC DESIGN FOR FIRE STATION NO. 4, AND
APPROVAL OF AMENDMENT NO. 3 IN THE AMOUNT OF $335,000 TO
CONSULTING SERVICES AGREEMENT NO. 6757 WITH INTERACTIVE
DESIGN CORPORATION FOR THE FIRE STATION NO. 4
REHABILITATION, CITY PROJECT NO. 15-25
FROM: David H. Ready, City Manager
BY: Engineering Services Department
SUMMARY
On May 18, 2016, the City Council reviewed alternative preliminary schematic plans for
remodeling of Fire Station No. 4. At that time, the City Council directed staff to continue
with programming of required uses in Fire Station No. 4, and finalize the schematic
design in consultation with Fire Department crew. At issue was confirmation of the need
to expand Fire Station No. 4 to accommodate current Building Codes and Fire
Department services and uses. The City's Architect, Interactive Design Corporation,
("IDC), has coordinated with the Fire Department to determine their required
programming and uses, and has completed the preliminary programming and schematic
design for Fire Station No. 4.
IDC, in consultation with the Fire Department, has confirmed a need to expand Fire
Station No. 4 by approximately 2,600 square feet to accommodate modern firefighting
equipment, services, personnel, and satisfy Building Code requirements. This action will
approve the preliminary schematic plan, and approve Amendment No. 3 to the
consulting services agreement with IDC to include final design (plans and
specifications), bidding support and construction administration for the Fire Station No.
4 Rehabilitation, City Project No. 15-25, (the "Project'), for an additional cost of
$335,000.
RECOMMENDATION:
1. Approve the programming and schematic design for Fire Station No. 4 to remodel
and expand the existing building by approximately 2,600 square feet to address
separation of sleeping quarters, decontamination areas, restrooms, and general
ADA compliance issues for the Fire Station No. 4 Rehabilitation, City Project No. 15-
25; fin
ITEM NO. 6tx,
City Council Staff Report
October 5, 2016 -- Page 2
Fire Station No. 4 Remodel and Expansion
2. Approve Amendment No. 3 to Agreement No. 6757 in the amount of $335,000 for a
total amount of $421,300 with Interactive Design Corporation for the Fire Station No.
4 Rehabilitation, City Project No. 15-25, (A6757); and
3. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
On May 18, 2016, the City Council received a presentation on alternatives for
rehabilitation and remodel of Fire Station No. 4. Staff provided alternatives for retrofit of
the existing building vs. expansion of it. At that time, IDC had recommended retrofit of
Fire Station No. 4 with an expansion of approximately 1,200 square feet based on IDC's
preliminary assessment and review. Amendment No. 3 to the agreement with IDC was
proposed in the amount of $206,500 to include the programming/schematic design and
final design phases for the Project. A copy of the May 18, 2016, staff report is included
as reference as Attachment 1.
The City Council questioned IDC on its preliminary assessment for the programming of
Fire Station No. 4, and its recommendation on an expansion of it. At that time, the City
Council directed staff to coordinate with IDC on programming and schematic design,
with involvement by Fire Department crew to ensure their requirements with regard to
programming and uses within the building were appropriately considered. The City
Council approved a revised Amendment No. 3 to the agreement with IDC in the amount
of $42,500 limited to the programming and schematic design for Fire Station No. 4.
Subsequently, IDC has commenced with the programming and schematic design
phase, has coordinated with the City's Fire Department to review daily operations and
functions of the existing Fire Station building system. Fire Chief Nalder convened a Fire
Station Design Committee to work closely with IDC on the programming efforts to
remodel Fire Station No. 4 necessary to meet Code requirements and improve Fire
Department's standard of practices. Two meetings were organized between City staff
and the Fire Station Design Committee; design assumptions and consequences were
discussed at each meeting from which key bullet items are provided below.
Design assumptions
• Individual sleeping quarters and shared but gender -flexible restrooms
• Kitchen storage, refrigerator arrangement, and dining
• Day rooms and dedicated fitness room
• Decontamination and apparatus support
• Separate warehouse for medical supplies
Consequences
• Crew facilities, administration and support facilities need total updating
Existing building would require an additional 2,500-3,000 square feet
02
City Council Staff Report
October 5, 2016 -- Page 3
Fire Station No. 4 Remodel and Expansion
IDC performed a "space -needs" analysis from the programming meetings, and prepared
a conceptual floor plan as part of the schematic design phase of the Project. The
conceptual floor plan has been reviewed by a consulting fire station design architect
(subject matter expert), City staff and Fire Chief Nalder and all have recommended the
proposed conceptual schematic design.
IDC will also collaborate with the original architect for Fire Station No. 4, Hugh Kaptur,
to refine the conceptual floor plan to ensure design consistency and compatibility with
the existing building.
Recommended Schematic Plan
The recommended schematic plan meets the overall design criteria established by the
Fire Station Design Committee, and the need to upgrade the existing building to meet
current Code requirements and modern standards of practice by the fire crew.
The proposed conceptual floor plan is based upon the following criteria:
1) The apparatus bay will remain the same and house one engine/attack vehicle
2) The station will house three shifts of three -person crews
To accommodate the program, the Code -mandates upgrades and changes in fire
station function and design, the builing size will be increased by adding to the south side
of the apparatus bay. The functional organization of the building is as follows:
• The existing wood -frame portion of the building will be reconfigured to accommodate
the decontamination, turn -out storage, work shop and other support spaces.
• The addition to the south (approximately 2,600 square feet) will house the
administration, gender -neutral crew sleeping quarters and bathrooms, and crew day
room, dining and kitchen facilities. A "clean area" will separate the crew area from
the aparatus bay.
Illustrations of the recommended schematic design are provided in Figures 1 through 3
on the subsequent pages.
03
City Council Staff Report
October 5, 2016 -- Page 4
Fire Station No. 4 Remodel and Expansion
Figure 1
Conceptual Site Plan
04
City Council Staff Report
October 5, 2016 -- Page 5
Fire Station No. 4 Remodel and Expansion
7 r
CERT TURNOUT I 1 MEDS FITNESS
STORAGE If P I I('
WRM
q�
l _ _ WORKSHOP
UTILITY DECON EXTRACTLCLEAN HOSE
& STOR T - � . & STOR AREA _ROOM
J� lJ
DINING RM
I
DAY RM
APPARA-US
CLEAN U TRAINING
AREA ! OFFICE
STOR'. ADMIN
tt LNDRY
I BTHRMS UTILITY
UTILITY
BDRMSl
t -,i
Figure 2
Preliminary Programming / Schematic Plan
City Council Staff Report
October 5, 2016 -- Page 6
Fire Station No. 4 Remodel and Expansion
SF DESCRIPTION
2400
Apparatus
"0
Decon, Gear, and Support
74S
Wak and Storage
470
Administration
830
Kitchen and Day Use
S40
Sleeping Quarters and RaMroorns
745
Fitness and Crew Support
515
CERT and Storage
875
Circulation and utilities t
8100
PROPOSED
SF
DESCRIPTION
2400
Apparatus
0
Dean. Gear, and Support
0
Work and Storage
575
AdmmrstraUan
875
Kitchen and Day Ul
875
Sleeping Quarters and Rasapoms
510
Frtr a and Crew Support
0
CERT and Storage
265
Cacutafion and Utilities
5500
EXISTING
Figure 3
Programming/Schematic Plan Comparison
06
City Council Staff Report
October 5, 2016 -- Page 7
Fire Station No. 4 Remodel and Expansion
Several Code -mandated changes will require major upgrades to the existing building
system at Fire Station No. 4. A list of upgrades are identified below for reference:
• Replacement of all plumbing lines (water, waste, storm drain and gas)
• Replacement of sand/grease separator
• Replacement and reconfiguration of HVAC systems to prevent cross -contamination
from apparaus bay into crew quarters and gear support areas
Installation of air -emissions control systems in decontainmination areas and
apparatus bay
• Replacement of all lighting systems
• Segregation of convenience outlets
• New emergency generator
• Upgrade existing and add new shear walls in the wood -frame portion
• Closing in apparatus bay closet doors for seismic retrofit
• Upgrading roof diaphragm and seismic restraint connections to CMU walls
Replacement of all windows
IDC has provided an estimated cost for the Project, as follows:
• Remodel of existing building (5,500 SF @ $175/SF) = $960,000
• Expansion (2,600 SF @ $300/SF) = $780,000
• Site Work = $175,000
• Fixtures & Equipment = $175,000
• Contingency = $300,000
• Permits/Fees (8%) = $190,000
Professional Fees (17%) = $400,000
Total Construction Cost = $2,980,000
Completion of Demolition and Abatement at Fire Station No. 4
On September 7, 2016, the City Council accepted a notice of completion of the
demolition and abatement work completed at Fire Station No. 4, as part of the Fire
Station No. 4 Rehabilitation phase. In accordance with the plans and specifications
prepared for the demolition and abatement phase, the scope of work comprised of
demolition, removal and disposal of interior fixtures and appliances, abatement, removal
and disposal ("remediation") of any hazardous building materials, and appurtenant work.
Upon completion of the demolition and abatement phase at Fire Station No. 4, IDC
performed a complete assessment of the building's structure, interior plumbing and
electrical systems. A structural assessment concluded the existing building is
salvageable. The structural assessment provided recommendations to improve the
existing wood framing system, apparatus bay and foundations. Improvements such as
adding additional rafters, steel straps, shear panels, stud walls (with anchor bolts) could
be implementable to retrofit the existing building structure.
07
City Council Staff Report
October 5, 2016 -- Page 8
Fire Station No. 4 Remodel and Expansion
Amendment of the Agreement with IDC for Final Design, Bidding Support and
Construction Administration
Staff has coordinated with IDC on initiating the next phases of the Project, whereby IDC
will prepare final design (plans and specifications), provide bidding support, and provide
construction administration for the Project. IDC has submitted a scope and fee for
these next phases of work defined as Phase 4 — Design Development and Contract
Documents, Phase 5 — Bidding and Contract Negotiations and Phase 6 — Construction
Administration. An outline of each phase is represented below:
Phase 4 will include design development and contract documents necessary for the City
to bid the Project, and will include the following:
• Preliminary development of construction drawings and calculations
• Final development of construction drawings and calculations
• Architectural Plans
• Structural Plans
• Mechanical Plans
• Plumbing Plans
• Electrical Plans
• Fire Suppression Plans
• Preparation of Technical Specifications
• Document Review and Coordination
• Plan Review/Permit Issuance
Phase 5 will include bidding and contract negotiations for the Project, and will include
the following:
• Participate in pre -bid job walk
• Respond to questions from bidders
• Issue addenda as needed
• Review bidder's proposals as part of bid qualification
Phase 6 will include construction administration for the Project, and will include the
following:
Participate in pre -construction meeting
• Review contractor schedule, shop drawings and submittals
• Perform Code -required job observation and comments
• Attend regular job -site meetings (approx. 50 weekly meetings)
• Respond to contractor requests for information
• Review requests for change orders and process approved change orders
• Review pay requests
• Prepare record documents for building from contractor's mark-ups
City Council Staff Report
October 5, 2016 -- Page 9
Fire Station No. 4 Remodel and Expansion
IDC has submitted a proposal to provide the requested services as follows:
Phase 4 (Design Development & Contract Documents): not to exceed $217,000
Phase 5 (Bidding & Contract Negotiations): not to exceed $18,000
Phase 6 (Construction Administration): not to exceed $95,000
Reimbursable Expenses: $5,000
Total not to exceed: $335,000
The total cost for the services above is 11.2%* of the $3 Million all inclusive estimated
construction cost of the Project. Staff is recommending the City Council approve
Amendment No. 3 to Agreement 6757 with IDC to proceed with Phases 4, 5 and 6 of
the Project. A copy of Amendment No. 3 is included as Attachment 2.
*Note, additional professional design services (such as environmental, hazardous
material mitigation, low voltage/IT consultant, landscape architect, civil engineering,
geotechnical investigation and photovoltaic systems engineering) will be retained by the
City on a separate contractual agreement utilizing on -call design firms. Anticipated
professional design services fee is approximately 2.7% or $80,500 of the $3 Million
construction estimate.
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 of
projects that do not have a significant effect on the environment, and are declared to be
categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects
consist of interior or exterior alterations involving such things as interior partitions,
plumbing, and electrical conveyances; therefore, the Fire Station No. 4 Rehabilitation,
City Project No. 15-25, is considered categorically exempt from CEQA, and a Notice of
Exemption has been prepared and filed with the Riverside County Clerk.
FISCAL IMPACT:
Abatement and rehabilitation of Fire Station No. 4 was an unscheduled capital project,
and an initial budget of $700,000 was funded by the General Fund from contingency
funds previously appropriated by the City Council as part of the 2015/2016 Fiscal Year
budget. The City Council appropriated an additional $700,000 from the General Fund as
part of the 2016/2017 Fiscal Year budget. The estimated Project budget and current
expenditures are identified in Table 1 below.
City Council Staff Report
October 5, 2016 -- Page 10
Fire Station No. 4 Remodel and Expansion
Table of Project Costs Amount
General Fund (001/261) FY15/16
$700,000
General Fund (261) FY16/17
$700,000
Budget Available
$1,400,000
Temporary Housing
($22,450)
Preliminary Abatement/Demo Costs
($22,098)
Preliminary Design
($43,800)
Programming/Schematic Design
($42,500)
Final Design
($217,000)
Abatement/Demo Contract
($80,700)
Construction Administration
($113,000)
Construction Contract (Estimated)
($2,280,000)
Construction Contingency
($300,000)
Total Estimated Cost
($3,121,548)
Additional Budget Required
$1,721,548
Table 1
The total estimated cost of the Project is $3.1 Million. The current budget available is
$1.4 Million funded by General Fund (Fund 261). As shown in Table 1, an additional
budget of $1.7 Million will be required to fully fund the Project. As the final design phase
is completed, the construction estimate will be refined, and staff will identify for City
Council consideration additional sources of funding available for the Project.
Sufficient funds are budgeted and available in the General Fund (Capital Projects)
Account No. 261-3600-59483 to accommodate approval of Amendment No. 3 to the
agreement with IDC in the amount of $335,000.
SUBMITTED:
t�
Marcus L. Fuller, A, P.E., P.L.S. David H. Ready, Esq., Ph.
Assistant City Manager/City Engineer City Manager
Attachments:
1. May 18, 2016, Staff Report
2. Amendment No. 3
10
ATTACHMENT 1
II
Citv Council Staff Re,nort
DATE: May 18, 2016 NEW BUSINESS
SUBJECT: APPROVAL OF AMENDMENT NO. 2 IN THE AMOUNT OF $206,500 TO
CONSULTING SERVICES AGREEMENT NO. 6757 WITH INTERACTIVE
DESIGN CORPORATION FOR THE FIRE STATION NO. 4
REHABILITATION, CITY PROJECT NO, 15-25
FROM: David H. Ready, City Manager
BY: Public Works & Engineering Department
SUMMARY
Approval of Amendment No. 2 revises the scope of work to include the final design
phase for the Fire Station No. 4 Rehabilitation, City Project No. 15-25, (the "Project"), for
an additional cost of $206,500. The City's Architect, Interactive Design Corporation,
recommends that in addition to a complete rehabilitation and remodel of the interior of
the existing building, that the City expand the building by approximately 1,200 square
feet to provide for separation of sleeping quarters, to provide for separation of a
hazardous material and decontamination area, and to better incorporate modifications
to the building to comply with American Disability Act (ADA) standards.
RECOMMENDATION:
1. Approve the concept of expanding Fire Station No. 4 by approximately 1,200 square
feet to address separation of sleeping quarters, decontamination areas, and general
ADA compliance issues, as part of the Fire Station No. 4 Rehabilitation, City Project
No. 15-25, with final design review of the expansion subject to the City's Major
Architectural Review process;
2. Approve Amendment No. 2 to Agreement No. 6757 in the amount of $206,500 for a
total amount of $250,300 with Interactive Design Corporation for the Fire Station No.
4 Rehabilitation, City Project No. 15-25, (A6757); and
3. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
On November 4, 2015, the City Council approved Amendment No. 1 to Agreement No.
6757 in the amount of $25,000 for a total amount of $43,800 with Interactive Design
Corporation ("IDC") to proceed with the preparation of abatement specifications for the
ITEM NO.
12
City Council Staff Report
May 18, 2016 -- Page 2
Approval of Amendment No. 2 to Agreement 6757
Fire Station No. 4 located at 1300 S. La Verne Way. The scope of services for
Amendment No. 1 approved by City Council consisted of the preparation of contract
specifications and exhibits for the removal of all interior improvements, including
removal of drywall, all existing ductwork, and insulation necessary to obtain public bids
for the Project. A copy of the November 4, 2015, staff report is included as Attachment
1. As noted in the staff report, the following process was identified for the rehabilitation
of Fire Station No. 4:
1. Contract with a licensed abatement contractor to remove all interiors (drywall,
existing ductwork and insulation) — this phase is underway
2. Document the "as -built" conditions
3. Design the upgrade/remodel and prepare Construction Documents
4. Contract for construction of upgrade/remodel
5. Re -occupy the building
On April 20, 2016, the City Council approved a demolition and abatement agreement
with Janus Corporation to execute the demolition and abatement phase of work at Fire
Station No. 4, located at 1300 S. La Verne Way. The scope of work comprises the
demolition, removal and disposal of interior fixtures and appliances, abatement, removal
and disposal ("remediation") of any hazardous building materials, and appurtenant work.
A copy of the April 20, 2016, staff report is included as Attachment 2. An aerial photo of
Fire Station No. 4 is provided in Figure 1:
Figure 1
13
City Council Staff Report
May 18, 2016 -- Page 3
Approval of Amendment No. 2 to Agreement 6757
The demolition and abatement phase of the Project will soon commence, and once the
entire interior of the building has been demolished, IDC will be able to perform a
complete assessment of the building's structure, interior plumbing and electrical
systems, and initiate final design of required remodeling to address deficiencies within
the building. As noted in the November 4, 2015, staff report, following completion of the
abatement work, staff was to coordinate with IDC on a proposal to review the existing
condition of the building and to prepare construction documents for the required
upgrade and remodel, which was to be presented to City Council for its consideration at
a future date.
Retrofit of Existing Building vs. Expansion of Existing Building
Fire Station No. 4 was built in 1972, and has served the community well for 44 years.
The basic structure is sound, though the building's systems and interior configuration
need to be updated to be able to continue its serviceability. IDC has provided
preliminary recommendations on the requirements for a separation of sleeping quarters,
for separation of a hazardous materials and decontamination area, and for generally
addressing ADA deficiencies within the building. After reviewing the existing building
layout, IDC has determined that providing gender -separated sleeping quarters will
require a reconfiguration of the interior floor plan; however, reconfiguring options are
constrained by the building's structural systems and layout.
In addition to a requirement for gender -separated sleeping quarters, the building
requires more space for functional operations related to hazardous materials
containment and decontamination, and for storage of associated gear. IDC has also
identified other issues to be considered during the programming/schematic design
phase of the Project, including:
• A new configuration and plumbing arrangement is being proposed to correct the
failed sanitary sewer system (undersized with some portions having been replaced
because of corrosion), however, the extent of slab removal is currently not known at
this time.
• A need to repair and replace the failed sand/grease separator for the floor drains
located in the apparatus bay.
• A need to repair and replace the failed roof drain and storm drain system (clogged
by coal tar), and perhaps the galvanized iron water supply piping.
• A new emergency power generator to be located outdoors (which is intended to
replace the existing indoor installation that does not meet South Coast Air Quality
Management District emissions standards); this new emergency power generator
will necessitate a re -configuration of the existing switchgear.
• The structural system will be brought up to current Building Code standards as an
essential facility, and the building envelope and building systems related to energy
efficiency will be updated.
14
City Council Staff Report
May 18, 2016 -- Page 4
Approval of Amendment No. 2 to Agreement 6757
While it may be possible to accommodate the necessary retrofit, remediation and
renovation as noted above within the existing exterior walls of Fire Station No. 4, the
costs to retrofit the existing building systems, and the compromises to best -practices in
current Fire Station design and operation, may be disproportionate when compared to
the greater flexibility and improved design and operation afforded the City by
considering an expansion to the existing structure. IDC has recommended, and staff
supports, a concept whereby an expansion to Fire Station No. 4 is included as part of
the Project. The location of the building on the property provides sufficient area to
construct a one-story addition (approximately 1,200 square feet) on the southwesterly
side of the building. The addition would allow greater flexibility and efficiency in how the
existing building is used, and how new building systems can be most effectively
designed. The retrofit with expansion is detailed in Preliminary Scheme Concept #1:
Preliminary Scheme Concept #1
Relocates the crew quarters (sleeping, bathrooms and locker room) into a new building
addition located adjacent to the apparatus bay on the south side of the building. This
arrangement focuses new construction on the more systems -intensive and spatially
more complex residential facility with uni-sex sleeping and bathing quarters. The
changes to apparatus support, tum-out de -contamination and cleaning, and storage
facilitates take place within the existing footprint. The day room and kitchen also remain
in their current location. This layout simplifies the re -work of the existing plumbing/sewer
systems. The Preliminary Scheme Concept #1 is shown in the following Figures 2 and
3.
15
City Council Staff Report
May 18, 2016 -- Page 5
Approval of Amendment No. 2 to Agreement 6757
0
NEW
EM GEN
$50,000
NEW
SEPARATOR
$50 000 —'
RETROFIT
APPARATUS BAY
2,250 SF
$150,000
RETROFIT
3,000 SF
$400,000
-ION OF
CREW
�RTERS
00 SF
$300,000
Figure 2
Preliminary Scheme Concept #1 — Site Plan
Retrofit with Addition of New Crew Quarters
Total Construction Estimate: $950,000
16
City Council Staff Report
May 18, 2016 -- Page 6
Approval of Amendment No. 2 to Agreement 6757
STAFF
ENTRY
5 ORAGF .._
.r F F m
DAYAwNG
ROOM AWM
F
PUBLIC
DE orr R[ccrrior+ ENTRY
SRowEa APPARATUS
w' SUPPORT *TC"E"
woRar nie v� 900 SF DINWGRo�o �
O FACE
I 1 1 I � �.
APPARATUS
BAY
BA IH LOCKER
ROOM
ADDITION OF
NEW SLEEPING/
HAIL QUIET QUARTERS
12005E
'JORM3 OO4M�
Figure 3
Preliminary Scheme Concept #1 — Floor Plan
17
City Council Staff Report
May 18, 2016 -- Page 7
Approval of Amendment No. 2 to Agreement 6757
Alternatively, if the City Council does not prefer to expand Fire Station No. 4, IDC has
identified Preliminary Scheme Concept #2 that will retrofit the existing building to
provide all necessary functions within the existing footprint, but will require the highest
amount of re -work for the building systems, and would not accommodate a design that
allows for operation meeting current best -practices for a Fire Station. A copy of
Preliminary Scheme Concept #2 Site and Floor Plan is included as Figures 4 and 5.
EM GD
$50, 000
NEW
SEPARATOR
$50,000
RETROFIT
(PLUMB REQ.)
3,000 SF
$450,000
RETROFIT
APPARATUS BAY
2,250 SF
$150,00J
Figure 4
Preliminary Scheme Concept #2 — Site Plan
Retrofit of Existing Building
Total Construction Estimate: $700,000
W
City Council Staff Report
May 18, 2016 -- Page 8
Approval of Amendment No. 2 to Agreement 6757
STORAGE - rItNEI -�r
RESwo' - DAY
DORM I DORM 2 fT' ROOM
L �.fl
STAFF ! m �y
ENTRY
DECO
SHOWER + tI '...
DORM 3 DORM < 1I I 1
yy ! KIrCHEW
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BAY
DORM 5
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Figure 5
Preliminary Scheme Concept #2 — Floor Plan
P081 IC
ENTRY
Staff recommends that the City Council approve Preliminary Scheme Concept #1, which
allows for the best design for the function and operation of Fire Station No. 4 for the
extended 40 year life of the building, and direct staff to coordinate with IDC on the
programming/schematic design and the preparation of contract documents (final design)
for the Project.
Amendment of the Agreement with IDC for Final Design
Staff has coordinated with IDC on initiating the next phases of the Project, whereby IDC
will complete the programming/schematic design, and final design for the remodeling
and expansion of Fire Station No. 4. IDC has submitted a scope and fee for this next
phase of work defined as Phase 3 — Programming and Schematic Design for the
Project, and Phase 4 — Contract Documents. As part of Phase 3 will review, evaluate,
and document the existing open structure as a basis for the retrofit and renovation of
Fire Station No. 4. Phase 3 will include an evaluation of the following:
19
City Council Staff Report
May 18, 2016 -- Page 9
Approval of Amendment No. 2 to Agreement 6757
1. Building Systems: Current code updates to HVAC, plumbing, power, lighting and
fire suppression systems.
2. Structural System: Current essential facilities code update to structure.
3. Building Configuration: ADA accessibility (bathrooms) and gender -separated
quarters require re -configuration of crew quarters.
4. Decontamination and Apparatus Support: Vehicular emission exhaust system,
grease and oil drainage and separation system, and turn out gear and apparatus de-
contamination equipment must be updated.
5_ Failed Systems: Roof drainage (coal -tar clogged roof drains) and sanitary sewer
(retro-fit sump -pump to compensate for undersized sanitary sewer) need to be
replaced.
6. Water Meter: Condition and capacity to be verified for domestic water, irrigation,
and fire sprinkler system
Phase 4 will develop the construction plans and specifications necessary for the City to
bid the Project, and will include the following:
1. Construction Plans: Exterior finish repairs and remediation, structural retrofit plans
and details, and sanitary and storm drain sewer retrofittreplacement.
2. Architectural Plans: Building floor, roof, sections, interior/exterior elevations and tie-
ins.
3. Structural Plans: Foundation, roof framing, lateral and vertical load analysis.
4. Mechanical Plans: Building HVAC floor and roof, Title 24 calculations, apparatus
bay ventilation and vehicle exhaust system.
5. Plumbing Plans: Building plumbing plans (gas, water and waste), roof drainage
system, apparatus bay floor drain and separator, water and waste demand
calculations.
6. Electrical Plans: Building electrical (service entry and meter, switchgear and sub -
panels for power and lighting), exterior lighting (landscape and security), emergency
generator, d atalcomm uni cation/d is patch systems pathways and equipment, building
loading calculations, and Title 24 calculations.
7. Fire Suppression Plans: Building fire suppression system and calculations.
8. Landscape Plans: Planting (trees, shrub and ground cover), and irrigation.
IDC has submitted a proposal to provide the requested services as follows:
Phase 3 (Programming/Schematic Design): not to exceed $42,500
Phase 4 (Contract Documents): not to exceed $145,000
Coordination/Meetings: not to exceed $15,000
Reimbursable Expenses: $4,000
Total not to exceed: $206,500
The total cost for these services is 21.7% of the $950,000 estimated construction cost of
the Project. Staff is recommending the City Council approve Amendment No. 2 to
Agreement 6757 with IDC to proceed with Phases 3 and 4 of the Project. A copy of
Amendment No. 2 is included as Attachment 3.
III
City Council Staff Report
May 18, 2016 -- Page 10
Approval of Amendment No. 2 to Agreement 6757
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 of
projects that do not have a significant effect on the environment, and are declared to be
categorically exempt from the requirement for the preparation of environmental
documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects
consist of interior or exterior alterations involving such things as interior partitions,
plumbing, and electrical conveyances; therefore, the Fire Station No. 4 Rehabilitation,
City Project No. 15-25, is considered categorically exempt from CEQA, and a Notice of
Exemption has been prepared and filed with the Riverside County Clerk.
FISCAL IMPACT:
Abatement and rehabilitation of Fire Station No. 4 was an unscheduled capital project,
and is currently being funded by the General Fund from contingency funds previously
appropriated by the City Council as part of the 2015/2016 Fiscal Year budget. Staff is
recommending that $700,000 of the estimated $1.4 Million project cost be appropriated
from the 2015/2016 Fiscal Year budget, and has recommended and identified $700,000
from the General Fund as part of the 2016/2017 Fiscal Year budget. The Project budget
and current expenditures are identified in Table 1 below.
Table 1
Table of Project Costs I Amount
General Fund (001/261) FY15/16
1 $700,000
General Fund (261) FY16117 (Proposed)
1 $700,000 1
1 Temporary Housing
1 ($22,450) 1
Preliminary Abatement/Demo Costs
($22,098) 1
Preliminary Design
($43,800) 1
Final Design
($203,600)
1 Abatement/Demo Contract 1
($79,200) 1
1 Construction Management (Estimated) 1
($75,000) 1
1 Construction Contract (Estimated)
($950,000) 1
Construction Contingency
($0) 1
1 Balance Remaining
$3,852 1
Sufficient funds are budgeted and available in General Fund (Capital Projects) Account
No. 261-3600-59483 for approval of Amendment No, 2.
21
City Council Staff Report
May 18, 2016 -- Page 11
Approval of Amendment No. 2 to Agreement 6757
SUBMITTED:
4ArcusaLaFuller, MPA, P.E., P.L.S. David H. Ready, Esq., Ph.
Assistant City Manager/City Engineer City Manager
22
ATTACHMENT 2
23
AMENDMENT NO. 3 TO PROFESSIONAL SERVICES AGREEMENT NO. 6757
WITH INTERACTIVE DESIGN CORPORATION
FIRE STATION NO. 4 REHABILITATION
CITY PROJECT NO. 15-25
The following articles of Agreement No. 6757 are hereby amended to read as follows
SECTION 3.1 Maximum contract amount is increased by $335,000 and the total amount of
compensation is amended to $421,300.
SECTION 4.4 Unless earlier terminated in accordance with Section 4.5 of Agreement No. 6757, this
Agreement shall continue in full force and effect for a period of thirty-nine (39) months, ending on
December 31, 2018. The time for completion of the services to be performed by Consultant is an
essential condition of this Agreement. Consultant shall prosecute regularly and diligently the work
of this Agreement according to the agreed upon schedule of performances set forth in Exhibit "A"
(attached). Consultant shall not be accountable for delays in the progress of its work caused by
any condition beyond its control and without the fault or negligence of Consultant. Delays shall not
entitle Consultant to any additional compensation regardless of the party responsible for the
delay.
SCOPE OF SERVICES (Exhibit "A" 1 - Exhibit "A" is amended as follows
Add the following Phases IV, V, and VI to the scope of work:
Phase IV — Desian Development & Contract Documents
Design Development Documents (retro-fit & addition)
a. Consultation with original architect of record
b. Preliminary development of structural, HVAC, plumbing and electrical systems in
graphic format and prepare preliminary calculations to meet review agency criteria
c. Prepare plans, building sections, details, schedules, and outline specifications for
all elements of the building systems
d. Update and confirm coordination between various building systems addressing
sizing and elements of the systems, interface and interdependence of systems,
compliance with Code(s), and clearances.
2. Contract Documents
a. Final development of structural, HVAC, plumbing and electrical systems in graphic
format and prepare final calculations to meet review agency criteria (CBC and
related Codes)
Architecture (retro-fit & addition):
1. Site and hardscape plan
2. Building floor plans and tie-in
3. Building roof plans and tie-in
4. Building sections and interior elevations
5. Building exterior elevations and tie-in
6. Details, wall sections and specialty equipment
7. Window, door, and finish schedules
8. Details, schedules and specifications
C. Structure
1. Foundation plan (retro-fit & addition)
2. Roof framing plan (retro-fit & addition)
3. Lateral and vertical load analysis
4. Details, schedules and specifications
24
d. Mechanical Plans (retro-fit & addition)
1. Building HVAC floor plan
2. Building HVAC roof plan
3. Title 24 calculations
4. Apparatus bay ventilation and vehicle exhaust system
5. Details, schedules and specifications
e. Plumbing Plans (retro-fit & addition)
1. Site plumbing plan (water meter, points of connection and distribution for
domestic, fire suppression and irrigation)
2. Building plumbing plans (gas, water and waste)
3. Roof drainage system
4. Apparatus bay floor drain and separator
5. Water and waste demand calculations
6. Details, schedules and specifications
Electrical Plans (retro-fit & addition)
1. Details, fixture schedules and diagrams
2. Building electrical plan (service entry and meter, switchgear and sub -panels
for power and lighting)
3. Exterior lighting plans (landscape and security)
4. Emergency generator design and interface
5. Data/communication/dispatch systems pathways and equipment
(coordination with Client IT consultant)
6. Building load calculations
7. Title 24 calculations
8. Details, schedules and specifications
g. Fire Suppression Plans (retro-fit & addition)
1. Site plan (connection to water service)
2. Building fire suppression system plans
3. Fire suppression calculations
4. Details, schedules and specifications
h. Preparation of Technical Specifications (Part IV of Special Provisions)
Document review and coordination
1. In-house review
2. Peer review
3. Coordination with City's Consultants and their documents
4. Constructability and cost review by contractor
5. Project schedule and cost update
j. Plan review/permit issuance
1. Plan review submittal and corrections
2. City staff
3. Planning department
4. Public works department
5. Fire department
6. Building and safety department
Phase V- Biddina & Contract Negotiations
1. Participate in pre -bid job walk.
2. Respond to questions from bidders.
3. Issue addenda as needed.
4. Review bidder's proposals as part of bid qualification.
25
Phase VI — Construction Administration
1. Participate in pre -construction meeting.
2. Review contractor schedule, shop drawings and submittals.
3. Perform Code -required job observation and comments.
4. Attend regularjob-site meetings (weekly meetings over nine months — 50 weekly
meetings).
5. Respond to contractor requests for information.
6. Review requests for change orders and process approved change orders.
7. Review pay requests.
8. Prepare record documents for building from contractor's mark-ups.
The Compensation identified on Exhibit "A" is hereby amended as follows:
Compensation shall be hourly based upon the standard rates of the Architect and his Consultants,
not to exceed $330,000 for the following phases of work:
• Phase IV— Design Development & Contract Document; $217,000
• Phase V — Bidding & Contract Negotiations; $18,000
• Phase VI — Construction Administration; $95,000
Reimbursable for expenses shall be on an allowance, not to exceed $5,000.
Total Contract amount is increased by $335,000 and amended to a total amount of $421,300.
PURCHASE ORDER SUMMARY
Purchase Order Number(s): 16-0418
Agreement Number: 6757
Original City Manager Approval: September 28, 2015
Original Contract Amount:
$
18,800
Amendment No. 1
$
25,000
Amendment No. 2
$
42,500
Amount of This Increase
$
335,000
Amended Total:
$
421,300
Account Number: 261-3600-59483
26
Except as specifically amended by this Amendment No. 3, all terms and provisions of Agreement
No. 6757 remain in full force and effect.
ATTEST: CITY OF PALM SPRINGS,
a California charter city
By:
City Clerk By:
City Manager
APPROVED AS TO FORM:
M
City Attorney
CONSULTANT: Interactive Design Corporation
Check one: _Individual _Partnership X Corporation
Corporations require two notarized signatures: One signature must be from the Chairman of Board,
President, or any Vice President. The second signature must be from the Secretary, Assistant Secretary,
Treasurer, Assistant Treasurer, or Chief Financial Officer).
By: Notarized Signature of Chairman of Board, President By Notarized Signature Secretary, Asst. Secretary,
or any Vice President Treasurer, Asst. Treasurer or Chief Financial Officer
Name:
Title:
Name:
Title:
27
