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S<fFORIO City Council Staff Report
DATE: June 1, 2016 CONSENT CALENDAR
SUBJECT: APPROVAL OF AMENDMENT NO. 4 IN THE AMOUNT OF $9,050 TO
THE CONSULTING SERVICES AGREEMENT WITH URRUTIA
ARCHITECTS (A6465) FOR THE POLICE DEPARTMENT REMODEL,
CITY PROJECT NO. 15-05
FROM: David H. Ready, City Manager
BY: Public Works & Engineering Department
SUMMARY
Approval of this action will authorize additional design services provided by Urrutia
Architects to design a new fire line service to the existing Police Department Training
Center building required for the Police Department Remodel, City Project No. 15-05.
RECOMMENDATION:
1. Approve Amendment No. 4 in the amount of $9,050 to the Consulting Services
Agreement (A6465) with Urrutia Architects for a revised total contract amount of
$193,430 for the Police Department Remodel, City Project No. 15-05; and
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
In 2015, the City Council approved the plans, specifications and estimate and
authorized to bid the Police Department Remodel, City Project No. 15-05 (the "Project").
The contract documents (plans and specifications) include remodeling of the Police
Department Training Center, Lobby and Records, Detective Bureau and Men's and
Women's Locker rooms. The proposed work includes, but is not limited to, audio/visual
upgrades, existing floor plan remodeling, site furniture replacement and all other
appurtenant work. A location map of the site is identified in Figure 1.
ITEM NO. 2 P,
City Council Staff Report
June 1, 2016-- Page 2
Approval of Amendment No. 4 to Agreement 6465
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Figure 1
On February 3, 2016, the City Council approved Amendment No. 3 in the amount of
$51,330 to Consulting Services Agreement (A6465) with Urrutia Architects for additional
architectural design services for the Project, including adding utility sinks into each
separate room inside the Training Center building, raising the low ceiling and soffit to
improve ambient lighting inside the Detective Bureau building and upgrading the
restrooms to comply with ADA standards inside the Lobby and Training Center
buildings.
In late March 2016, Urrutia Architects submitted a complete set of contract documents
to the City's Building Department and Fire Department for a first plan check review. A
thorough review was performed by each Department and a set of comments was
provided to Urrutia Architects for required corrections. One particular comment
identified through plan check review was a recommendation for a new automatic fire
sprinkler system for the Police Department Training Center building; the Training Center
does not currently have an automatic fire sprinkler system — however, the adjacent
Police Department building does have one.
Upon further discussion between staff and the Urrutia Architects, staff recommends that
the Project include installation of a new fire line and automatic sprinkler system for the
Training Center building. Improving the fire sprinkler system for the existing Training
Center building was not originally included in the scope of the Project, but given the
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City Council Staff Report
June 1, 2016-- Page 3
Approval of Amendment No. 4 to Agreement 6465
remodeling efforts being made throughout the existing facility, staff recommends that a
new automatic fire sprinkler system be included in the Project to meet current building
and fire code standards.
Staff coordinated with Urrutia Architects regarding the proposed fire line service and
requested a proposal for the additional design effort required to revise the final set of
construction drawings, specifications, and estimates for the Project. Urrutia Architects
submitted a proposal in the amount of $9,050 to incorporate a new fire line service for
the existing Training Center building, and staff has prepared Amendment No. 4 to the
agreement with Urrutia Architects to accommodate this additional work, which is
included as Attachment 1.
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 Police Department Remodel, City
Project. No. 15-05, is considered categorically exempt from CEQA, and a Notice of
Exemption has been prepared and has been filed with the Riverside County Clerk.
FISCAL IMPACT:
Sufficient funding is currently available to approve Amendment No. 4 in the amount of
$9,050 to Consulting Services Agreement with Urrutia Architects in the Measure J
Capital Fund, Account No. 260-4500-59440; $9,050
SUBMITTED:
Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Es ., h.D
Assistant City Manager/City Engineer City Manager
Attachments:
1. Amendment No. 4
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ATTACHMENT 1
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AMENDMENT NO. 4 TO PROFESSIONAL SERVICES AGREEMENT NO. 6465
WITH URRUTIA A.I.A. AND ASSOCIATES, INC.
POLICE DEPARTMENT REMODEL
CITY PROJECT NO. 14-18
The following articles of Agreement No. 6465 are hereby amended to read as follows:
SECTION 2.1 Maximum contract amount is increased by $9,050 and the total amount of
compensation is amended to $193,430.
SCOPE OF SERVICES (Exhibit "A") - Exhibit "A" is amended as follows:
Add the following Police Department - Training Center Automatic Fire Sprinkler System scope of
work:
A. Construction Documents
1. Drafting of building floor plans, elevations, sections, roof plans, reflected ceiling
plans
2. Drafting of details, windows and door schedules, etc.
3. Finish schedules and notes
4. Preparation of Project Specifications
5. Preparation of structural, mechanical, electrical, plumbing, landscape, civil
drawings by Consultants
6. Coordination of consultants' documents and specifications
7. Submittal of documents to City Fire Department for plan check
8. Review and respond to City Fire Department plan check comments
9. In house plan check and coordination of drawings
B. Construction Administration
1. Project Construction schedule Monitoring
2. Review of submittals, shop drawings, samples, etc.
3. Review and processing of change orders
4. Review and processing of Application for Payments
5. Preparation of CADD Record Drawings from Field drawings
6. Creation of punch lists and Substantial Completion Certificate
7. Review of Final Close our documents
The Compensation identified on Exhibit"A" is hereby amended as follows:
Compensation for Police Department - Training Center Automatic Fire Sprinkler System shall be
hourly based upon the standard rates of the Architect and his Consultants, not to exceed the
following:
a. Construction Documents in the amount of$6,800
b. Construction Administration in the amount of$2,000
Reimbursable for expenses shall be on an allowance, not to exceed $250.
Total Contract amount is increased by $9,050 and amended to a total amount of$193,430.
019
PURCHASE ORDER SUMMARY
Purchase Order Number(s): 14-0763
Agreement Number: 6465
Original City Manager Approval: January 14, 2014
Original Contract Amount: $ 79,700
Amendment No. 1 $ 24,800
Amendment No. 2 $ 28,550
Amendment No. 3 $ 51,330
Amount of This Increase $ 9,050
Amended Total: $ 193,430
Account Number: 260-4500-59440
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Except as specifically amended by this Amendment No. 4, all terms and provisions of Agreement
No. 6465 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:
By
City Attorney
CONSULTANT: Urrutia A.I.A. and Associates, Inc., a California 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: Name:
Title: Title:
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