HomeMy WebLinkAbout11/4/2015 - STAFF REPORTS - 2.F. A. PALM Sp4
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Cg41FORN�P. City Council Staff Report
Date: November 4, 2015 CONSENT CALENDAR
Subject: APPROVAL OF AMENDMENT NO. 1 IN THE AMOUNT OF $25,000 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
Initiated by: Public Works & Engineering Department
SUMMARY
Approval of Amendment No. 1 revises the scope of work to include architectural
services to prepare specifications for abatement of the interior of Fire Station No. 4
(inclusive of all interior drywall, ductwork and insulation) for an additional cost not to
exceed of$25,000.
RECOMMENDATION:
1) Approve Amendment No. 1 to Agreement No. 6757 in the amount of $25,000 for a
total amount of $43,800 with Interactive Design Corporation for the Fire Station No.
4 Rehabilitation, City Project No. 15-25; and
2) Authorize the City Manager to execute all necessary documents.
BACKGROUND:
On September 28, 2015, the City Manager approved a Consulting Services Agreement
(A6757) in the amount of $18,800 with Interactive Design Corporation ("IDC") to initiate
review of the existing condition of Fire Station No. 4 located at 1300 S. La Verne Way.
The scope of the Agreement included `Phase I — Investigation" which includes the
following services:
• Research of Building
• Review existing information including original construction documents, repair reports
and documents, material and air quality testing reports, and any and all other
information related to current conditions, historic conditions and repairs, and
maintenance reports
ITEM NO._Q�— --
City Council Staff Report
November 4, 2015— Page 2
Fire Station No. 4 Rehabilitation— CP15-25
• Conduct field investigation of building as it is, including the areas where City
maintenance staff has recently removed and replaced drywall
• Review roof and exterior detailing and damage
• Review original structural design and existing conditions of structural components
• Identify areas/locations with the building for selective demolition to reveal underlying
conditions
• Code context — meet with Chief Building Official to review how current Code may
impact remedial work
• Preliminary assessment and report — document existing conditions with field
observations and notes, photographs and sketch/details
An aerial photo of Fire Station No. 4 is provided in Figure 1:
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Figure 1
IDC has completed its Phase 1 investigation of Fire Station No. 4, and the results of the
review identify remedial work that should be completed, and future rehabilitation efforts
required to ensure this critical facility meets current Building Codes. A copy of IDC's
report is included as Attachment 1.
Fire Department personnel stationed at Fire Station No. 4 are currently being temporarily
housed in a trailer that has been acquired for interim use while the investigations and
remedial work is completed. As noted in IDC's report, the following process for
rehabilitation of Fire Station No. 4 is envisioned:
02
City Council Staff Report
November 4, 2015—Page 2
Fire Station No. 4 Rehabilitation —CP15-25
1. Contract with a licensed abatement contractor to remove all interiors (drywall, existing
ductwork and insulation)
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
Approval of Amendment No. 1 to the Agreement with IDC will allow staff to proceed with
preparation of contract specifications for the abatement of the existing building, identified
as step 1 in the processed outlined above. A copy of Amendment No. 1 is included as
Attachment 2.
The estimated cost of the abatement work is $75,000; a construction contract for the
abatement work will be presented for City Council for consideration of award in January
2016. Following completion of the abatement work, staff will coordinate with IDC to review
the "as-built" conditions and obtain a proposal for preparation of construction documents
for the required upgrade and remodel, which will be presented to City Council for its
consideration at a future date.
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 will be prepared and filed with the Riverside County Clerk prior to initiation of
any construction.
FISCAL IMPACT:
This project is currently being funded through the General Fund. Sufficient funds are
available in the General Fund account 001-3520-59483 for approval of Amendment No.
1 in the amount of$25,000,
As noted in IDC's report, the full cost of rehabilitating Fire Station No. 4 is estimated at
$1.2 Million. Staff will review and identify alternatives for funding this work for the City
Council's consideration at the time a construction contract is presented for its
consideration.
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City Council Staff Report
November 4, 2015—Page 2
Fire Station No. 4 Rehabilitation—CP15-25
SUBMITTED
Prepared by:
Marcus L. Fuller, VPA, P.E., P.L.S.
Assistant City Manager/City Engineer
Approved by:
David H. Ready, Esq., PftZ
City Manager
Attachments:
1. IDC Report
2. Amendment No. 1
04
Attachment 1
05
000 PROJECT RECORD
MEN
■■❑ INTERACTIVE DESIGN CORPORATION
ARCHITECTS +
DATE 21 OCT2015 199 S. Civic Drive, Suite 10
Palm Springs, California 92262
TO Marcus Fuller, Assistant City Manager T: (760) 323-4990 F: (760) 322-5308
VIA hand delivery mail@interactivedesigncorp.com
FROM Reuel Young
PROJECT IDC No. 150S
SUBJECT Assessment Report for FS #4 Page I of 70
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BUILDING SYSTEMS ASSESSMENT OF FIRE STATION #4
EXECUTIVE SUMMARY
EXISTING BUILDING ASSESSMENT
The building is 45 years old, and has served the community well. It was built well before
current building standards and codes in terms of its structural, mechanical, plumbing and
electrical systems, and to continue to serve the community an upgrade of those systems is
necessary.
Attached are three reports from our consultants describing the elements that are not
incompliance with the current California Building Codes (Structural, Mechanical and
Electrical and Energy/Green).
In addition, certain functional standards for fire stations have also evolved and are not
adequately served by the current floor plan. The most evident is the lack of separation of
crew quarters for men and women, and the "open dorm" arrangement for sleeping. This
can be relatively easily addressed by converting the "Captain's Quarters" into female
quarters, and constructing partitions within the dorm room. Furthermore, the "back-of-
house" elements related to personal laundry and turnout gear cleaning need to be updated.
The recommended process, probable time frame and costs are summarized below and
expanded upon in the attachments.
PROCESS
I. Contract with a licensed abatement contractor to essentially gut the interiors
(remove all drywall, all existing ductwork, and insulation.)
2. Document the "as-built" conditions.
3. Design the upgrade/remodel and prepare Construction Documents.
4. Contract for construction.
5. Re-occupy the station.
P:11505 PS Fire#41EXSTG CONDTNS REPORT%1505 Assessment exec sum.docx■
06
■■■
■■■
■■❑ I NTERACTIV E DESIGN CORPORATION
TIMEFRAME
I. The elapsed time for abatement, as-builts, design/construction document
preparation will be approximately one year.
2. Permitting, contract negotiations and construction will be approximately one year.
3. Move-in will be approximately September 2017.
COSTS
I. Construction costs will be approximately one million dollars.
2. Soft costs (design, testing and construction administration) will be approximately
$200,000.
Respectfully submitted,
Reuel Young
Attachments:
Schematic Schedule (IDC)
Schematic Statement of Probable Costs (IDC)
Structural System Assessment (Tang Structural Engineering)
Mechanical and Energy Systems Assessment (Equity5pec MEP)
Electrical System Assessment (MRC Engineering)
Schematic Cost Proposal for Abatement (Brickley Environmental)
P:\1505 PS Fire#4\EXSTG CONDTNS REPORT%1505 Assessment exec sum.docx■
Page 2 of 2
07
PALM , :ATION #4
REPAIR AND REMODEL SCHEMATIC SCHEDULE
21OCT15
2U7S 2016 2017
° i LLF ` E ' zzz a z oT- o a o o
PHASEITASK
I ASSESSSMENT
2 SPECS/BID/CONTRACT:ABATEMENT
3 ABATEMENT WORK
4 AS-BUILT DOCUMENTATION&PROGRAMMING
5 DESIGN
6 CONSTRUCTION DOCUMENTS
7 PLAN CHK/PERMITTING
8 BIDDING/CONTRACT
9 CONSTRUCTION
10 MOVE IN
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CITY OF PALM SPRINGS FIRE STATION#4
REPAIR AND REMODEL
2SOCTI5
SCHEMATIC PROJECT BUDGET COMMENTS
ABATEMENT 75.000
CONSTRUCTION
STRUCTURE 100,000
EXTERIORS (GENERAL) 10,000
WINDOWS 20,000
ROOF REPAIR 10,000
ROOF- REMOVE DRAINS;ADD SLOPED RIGID/GUTTERS
REPAIR BEAMS 10,000
PAINT 8,000
INTERIORS-CREW QUARTERS
DRYWALL& PAINT WALLS&CEILING; 10K SF @ $4/sf 40,000
INSULATION 10,000
CABINETS&FINISHES 18,000
KITCHEN 25,000
MISCELLANEOUS 30,000
RECONFIGURATION FOR SLEEPING AND WOMENS 20,000
INTERIORS-APPARATUS BAY
DRYWALL&PAINT WALLS&CEILING;5K SF @$2.50/sf 7,500
MISCELLANEOUS 10,000
MECHANICAL(ONE NEW UNIT ALREADY PUCHASED)
NEW UNIT 8,000
NEW DUCTWORK 12,000
EXHAUST FANS AND RELIEF VENTS 3,000
PLUMBING
STORM DRAIN&SEWER(abandon and new) 15,000
ROOF DRAINS 16 @ 500 10,000
ABANDON DRAINS ADD SLOPED RIGID AND GUTTERS
FIXTURES 10 @ 1200 12,000
SHOWERS 4,000
RE-PIPE WITH COPPER 20,000
ELECTRICAL ($I5/sf) 75,000
EMERGENCY GENERATOR 60,000
SITE
STORM DRAIN SANDIWATER SEPARATOR 25,000
GENERAL 15,000
subtotal hard costs 652,500
GENERAL CONTRACTOR
GENERAL CONDITIONS @ 5% 32,625
OVERHEAD AND PROFIT @ 18% 117,450
subtotal hard costs plus GC 802,575
CONTINGENCY @ 20% 160,515
project budget 963,090
Interaai Design Corporation
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Palm Springs Fire Station No. 4 EXISTING CONDITIONS 21OCT15
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Attachment 2
AMENDMENT NO. 1 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 $25,000, and the total amount of
compensation is amended to $43,800.
SCOPE OF SERVICES (Exhibit "A") - Exhibit "A" is amended as follows:
Add the following Phase II scope of work:
Phase 11—Preparation of Abatement Specifications
Preparation of contract specifications and exhibits as necessary to obtain public bids for removal of
all interior improvements, including removal of drywall, all existing ductwork, and insulation.
The Compensation identified on Exhibit "A" is hereby amended as follows:
Compensation for Phase II — Preparation of Abatement Specifications shall be hourly based upon
the standard rates of the Architect and his Consultants, not to exceed $25,000.
Total Contract amount is increased by$25,000 and amended to a total amount of$43,800.
PURCHASE ORDER SUMMARY
Purchase Order Number(s): 16-0418
Agreement Number: 6757
Original City Manager Approval: June 22, 2010
Original Contract Amount: $ 18,800
Amount of Prior Increases $ 0
Amount of This Increase $ 25,000
Amended Total: $ 43,800
Account Number: 001-3520-59483
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Except as specifically amended by this Amendment No. 1, 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:
By
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: Name:
Title: Title:
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