The URL can be used to link to this page

Home My WebLink About7/16/2014 - STAFF REPORTS - 2.S. P A LM sp9 a V N i 4 s �Woun>, c'`ivolk CITY COUNCIL STAFF REPORT DATE: July 16, 2014 CONSENT AGENDA SUBJECT: AMENDMENT NO. 3 TO URRUTIA ARCHITECTS CONTRACT FOR AIRPORT ESCALATOR AND AIR HANDLING EQUIPMENT REPLACEMENT PROJECTS FROM: David H. Ready, City Manager BY: AIRPORT SUMMARY A professional services contract amendment with Urrutia Architects for the Palm Springs International Airport escalator replacement and air handling equipment rehabilitation projects. RECOMMENDATION: 1. Approve Amendment No. 3 to Urrutia A.I.A. and Associates Agreement No. 6262 for design, bid, permitting, and construction phase services in the amount not to exceed $ 35,200 to complete facility equipment replacements. 2. Authorize the City Manager to execute all necessary documents, and change order authority up to a ten (10) percent increase over the total project amount. STAFF ANALYSIS: There are two outdoor escalators in the Palm Springs International Airport terminal complex that facilitate the safe and efficient movement of passengers. These escalators were part of the 1999 Bono Concourse project, a two-level facility housing eight loading bridge boarding gates for the growing airport. Based on the cost of maintenance and increasing downtime for repairs, the two escalator units are approaching the end of their useful life. This contract amendment will initiate the professional services required in to design the escalator with modern, more reliable and more energy efficient units. Additionally, a passenger data analysis will be conducted and integrated into the specification so that the durability of the escalators sufficiently matches current and forecast passenger ITEM NO..=_ City Council Staff Report July 16, 2014 -- Page 2 AMENDMENT NO.3 TO URRUTIA ARCHITECTS CONTRACT FOR AIRPORT ESCALATOR AND AIR HANDLING REPLACEMENT PROJECTS demand loads without experiencing above normal breakdowns or excessive wear and tear. A second facet of work relates to the airport terminal's mechanical air handling equipment. The older main terminal building has eight large capacity air handling units for heating, ventilating and cooling (HVAC) and all are several decades old. Many of the units, if not all, require either some level of overhaul or full replacement in order to reliably and efficiently continue supplying cooled and heated forced air throughout the complex. Urrutia Architects, will render the necessary professional services to appropriately evaluate and then design the bid specifications and provide construction oversight. FISCAL IMPACT: The Fiscal Year 14/15 Airport Budget planned for these projects and funds are available in accounts 416-6501-56173 and 416-6501-56177. Thomas Nolan Executive Director, Airport David H. Ready, City ger Attachments: Urrutia Amendment No. 3 Scope of Service 02 AMENDMENT NO. 3 TO AGREEMENT NO. A6262 On-Call Architectural Services PALM SPRINGS INTERNATIONAL AIRPORT THIS THIRD AMENDMENT is made and entered into as of the 16`h day of July, 2014 (the "effective date') by and between the CITY OF PALM SPRINGS, a California charter city and municipal corporation ("City"), and Urrutia A.I.A. and Associates, Inc., dba Urrutia Architects (herein "Consultant') as follows: RECITALS WHEREAS, the City owns and operates Palm Springs International Airport ("Air- port") located in Palm Springs, California for the convenience of the general public. WHEREAS, City and Consultant entered into that certain Consulting Services Agreement No. A6262 for Aviation Consulting ("Agreement') for On-Call Architectural Services, as duly amended from time to time; and WHEREAS, the parties wish to amend the Agreement to increase work assign- ments. NOW, THEREFORE, for good and sufficient consideration, the parties agree as follows: 1. Exhibit "A", Scope of Services, is hereby amended to add the following on-call Architectural Services for additional resident professional services for the Design and Engineering Services to the Airport Terminal heating and ventilation system and the Bono Concourse escalator replacement as described in the proposal from the Consultant dated July 7, 2014. Task 5 — Design and Engineering Services— HVAC Air Handler replacement study. Task 6— Design and Engineering Services— Escalator Replacement. 2. The agreement shall allow a total project sum up to $35,200.00 for professional services relating to the design, construction management and planning of Task 5 and Task 6. Except as previously modified herein, all other provisions of the Agreement shall remain unmodified in full force and effect. 03 [SIGNATURE PAGE FOLLOWS] Urrutia Architects Inc. A6262 July 16, 2014— Page 2 Palm Springs International Airport IN WITNESS WHEREOF, the parties have executed and entered into this Lease 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,Assistant Secretary,Treasurer,Assistant Treasurer, or Chief Financial Officer. By: By: Signature (notarized) Signature(notarized) Name: Name: Title: Title: ffllfifff#t####,YYi#Y#'YY####YY##f!!llNllflHNflf IRN}f1Ri IfIRRf}}111R}f#itYYi###!##i}11f1R!}flflRifHllHHlliNflf State of State of County of County of On before me, On before me, Personally appeared proved to Personally appeared proved to me on the basis of satisfactory evidence to be the person(s) me on the basis of satisfactory evidence to be the person(s) whose name(s)istare subscribed to the within instrument and whose name(s)is/are subscribed to the within instrument and acknowledged to me that he/she/hey executed the same in acknowledged to me that he/she/they executed the same in his/herllheir authorized his/her/their authorized capacity(ies),and that by his/herttheir signature(s)on the in- capacity(ies),and that by his/her/their signature(s)on the in- strument the person(s),or the entity upon behalf of which the strument the person(s),or the entity upon behalf of which the person(s)acted,executed the instrument. peson(s)acted,executed the instrument. WITNESS my hand and official seal. WITNESS my hand and official seal. Notary Signature: Notary Signature: Notary Seal: Notary Seal: 04 165 Luring Drive Palm Springs, CA 92262 urru1n 760.327.6800 760.327.8813 fax des ign@urrutiaarc hitects.com July 7, 2014 Mr. Thomas Nolan Executive Director Palm Springs International Airport 3400 E. Tahquitz Canyon Way Suite OFC Palm Springs, CA. 92262-6966 RE: Proposal for Professional Design and Engineering Services - HVAC Air Handler Replacement Study. Dear Mr. Nolan: Urrutia Architects is pleased to provide the City of Palm Springs International Airport with our proposal for professional architectural and engineering services to include the evaluation and study of the existing HVAC Air Handlers located within the main the main airport terminal. Scope of Work The following summarizes our understanding of the scope of work. The main airport terminal contains eight air handers of various sizes in locations throughout the terminal. These units are suffering from old age and inefficiency and may need to be replaced or refurbished. A detailed evaluation will be made of each of the units. We are assuming that the project will be subject to review by only the following agencies/departments: o City of Palm Springs Airport Scope of Services Based on the above Scope of Work, Urrutia Architects will provide Architectural and Engineering Services to include the following: • Architectural • Mechanical Engineering 05 HVAC Air Handler Replacement Study Palm Springs International Airport - Palm Springs.CA July 7,2014 A. Pre-Design/Site Analysis Phase: a. Urrutia Architects and their consultant shall provide the following services: • Initial preparation shall include review of existing construction r t it or airport. A documents and record drawings furnished by he City p I subsequent site visit shall be conducted to document all air handler equipment, including serial numbers, make, and size, components, and maintenance record. The documentation shall include listing of faulty components and the status of each unit or component with regard to expected life. Af�er compiling all the data for each unit, a recommendation shall be made for each unit covering replacement or refurbishment of components, or the entire unit. • The study will include recommendations for replacement or refurbishment of the units. Implementation of the recommendations are not a part of this study but can be provided if requested by the Airport as an additional service. B. Proposed Compensation To provide the services described in this proposal, the following compensation is proposed: A total fixed cost of$7,800.00, plus reimbursable expenses. A. Pre•Deslgn/Site Analysis Phase: A fixed sum of$ 7,800.00, plus reimbursable expenses. Reimbursable Expenses: Reimbursable Expenses are in addition to the Architect's compensation, and include actual expenditures made by the Architect and the Architect's employees and' Consultants in the interest of t'ne Project for the expenses listed in the following Subparagraphs: • Long distance communications; • Fees paid in securing approvals of authorities having jurisdiction over the Project; • Reproductions of drawings, specifications and other documents; • Postage and special handling of documents; • Finish/ detailed models requested by the Client, - 2 - 06 i HVAC Air Handler Replacement Study Palm Springs Irternational Airport Palm Springs,CA i July 7,2014 We are proposing an estimated budget of $500.00 for reimbursable expenses. Assumptions include the following: The City or Airport shall provide the Architect with copies of "as built" drawings, Including structural, architectural, mechanical, and electrical data or any other drawings of scope related information relevant to this project that may assist the Architect in the preparation of their drawings, i l If our proposal is acceptable, please have the City prepare an agreement for our services. Should you have any questions, please call me. I look -orward to hearing from you. Sincerely, co A A Presid t rnia License # C7467 IIf I - 3 - 07 III 165 Luring Drive Palm Springs, CA 92262 urrunn 760.327.6800 760.327.6813 fax 10- des ign@a rrutiaarc h itects.com July 7, 2014 Mr.Thomas Nolan Executive Director Palm Springs International Airport 3400 E. Tahquitz Canyon Way Suite OFC Palm Springs, CA. 92262-6966 RE: Proposal for Professional Design and Engineering Services- Escalator Replacement. Dear Mr. Nolan: Urrutia Architects is pleased to provide the City of Palm Springs International Airport with our proposal for professional architectural and engineering services to include the replacement of the two existing escalators located at the Bono Terminal. Scope of Work The following summarizes our understanding of the scope of work. The Bono Terminal has two existing escalators that connect the terminal with the main terminal. Due to continued maintenance reasons, the airport would like to upgrade and modernize the existing KONE escalators. The intent will be to leave the existing metal truss in place and to replace the balance of the units with a new "modernization" package that will address better efficiency, current code requirements, upgraded safety features, and long term low maintenance. We are assuming that the project will be subject to review by only the following agencies/departments: o City of Palm Springs Airport o City of Palms Spring Building Department Scope of Services Based on the above Scope of Work, Urrutia Architects will provide Architectural and Engineering Services to include the following: 08 Escalator Replacemenl Palm Springs Intemofional Airport Palm Springs,CA July 7,2014 • Architectural • Electrical Engineering A. Pre-Design/Site Analysis Phase: a. Urrutia Architects and their consultant shall provide the following services: • Initial preparation shall include review of existing construction documents and record drawings furnished by the City or airport. A site visit shall be conducted to verify record drawings and to obtain equipment data and specifications on the existing escalators. B. Construction Document Phase: a. for the purpose of this proposal, all construction documents created for this project shali be a part of a single set of construction drawings for this project. Urrutia Architects will prepare documents that will reflect the "modernization" package requirements for the escalators, Modernization specifications will follow recommended specificaticns/guidelines that can be met by any of the four major escalator companies: • OTIS • Schindler • ThyssenKrupp • Kone b. Urrutia Architects and their consultant shall prepare construction documents, which will, in general, consist of the following: • Title sheet with code analysis and ADA requirements. • Partial Site Plan to identify location of work in the overall building. • Demolition Plan, including temporary construction phasing, • Remodel escalator plan. • Electrical demolition plan and remodel plan. • Specifications book prepared in CSI format. • Attend meetings as required. C. Bidding Phase: a. Urrutia Architects shall assist the airport in soliciting and obtaining bids from the major escalator companies for this project as an overall single project through the public noticing process. During the course of the bidding process, the architect shall prepare and issue addenda as necessary to 2 0 9 i Escalator Replacement Palm springs International Airport Palm springs,CA July 7, 2014 the bidders, respond to bidders' RFI's, review bids, and make final recommendations to airport executive director approval. D. Construction Administration Phase: a. Urrutia Architects shall provide professional services during the course of construction that shall include the following: • Provide clarification and interpretive drawings to the contractor, • Review and respond to IRA's From contractors. • Review submitted changes in construction and costs proposed by the contractor. Process any Change Orders during the construction phase. • Review Applications for Payment from the Contractor and make recommerdations for payments. • Visit the job site once a week to review the progress of work and answer any questions the contractor may have. Document the site visits with photographs and written memos which will be distributed. • Review and process shop drawings and submittals. • Prepare punch lists during substantial completion and final punch lists to close out the project. • Documentation of all warranties, guarantees, and operation manuals. • All tests and state inspections will be furnished and provided by the escalator compacy as a part of the modernization package i I i i i - 3 - 2 Escalator Replacement Palm Spdngs Intematlonal Alrport - Palm Spdngs.CA July 7,2014 E. Proposed Compensation To provide the services described in this proposal, the following compensation is proposed: A total fixed cost of $25,800.00, plus reimbursable expenses. A. Pre-Design/Site Analysis Phase: A fixed sum of$ 1,800.00, plus reimbursable expenses, B. Construction Document Phase: A fixed sum of$17,000.00, plus reimbursable expenses. C. Bidding Phase: A fixed sum of$ 1,000.00, plus reimbursable expenses. i D. Construction Administration Phase: A fixed sum of$5,200.00, plus reimbursable expenses, Reimbursable Expenses: Reimbursable Expenses are in addition to the Architect's compensation, and include actual expenditures. made by the Architect and the Architect's employees and Consultants in the interest of the Project for the expenses listed in the following Subparagraphs: • Long distance communications; • Fees paid in securing approvals of authorities having jurisdiction over the Project; • Reproductions of drawings, specifications ona other documents; • Postage and special handling of documents; • Finish/ detailed models requested oy the Client, We are proposing an estimated budget of$1100.00 for reimbursable expenses. I I 4 t � I Escalator Replacement Palm Springs Internatlonal Airpor Palm Springs,CA July 7,2014 Assumptions include the following: The City or Airport shall provide the Architect with copies of "as built" drawings, including structurcl, architectural, mechanical, and electrical data or any other drawings of scope related information relevant to this project that may assist the Architect in the preparation of their drawings. If our proposal is acceptable, please have the. City prepare an agreement for our services. Should you have any questions, please call me. I look forward to hearing from you.. Sincerely, rrutia Archit c o J u I / RA si t California License # C7467 It i I