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Home My WebLink About2/18/2004 - STAFF REPORTS (13) DATE: February 18, 2004 TO: City Council FROM: Convention Center Construction Project Administrator ARCHITECTURAL CONTRACT AMENDMENT RECOMMENDATION: It is recommended thatthe City Council approve Amendment#2 to Agreement No.4615 with Fentress Bradburn Architects, Ltd., for scope changes authorized at completion of Design Development level plans and specifications for the Convention Center Expansion Project. SUMMARY: This action would amend the Agreement with the Convention Center Architect to compensate them for Scope Changes authorized at completion of Design Development level documents. BACKGROUND: From the beginning of this project the Architects were asked to fast track the design of the Convention Center Expansion to meet a window of opportunity for demolition (December 3`d). They were asked to complete a 14 month design process in 10 '/2 months. The mid-point of the design process is known as the Design Development level. We reached this point in late June. At that time the design team was struggling to hold the original design expansion square footage; to hold the aesthetic look of a stone exterior; and to maintain the budget. The only way to try and accomplish all of that and still maintain our demolition date of December 2003,was to modify scope, add in alternates and increase the number of bid schedules to allow for a greater stagger of the bidding. The project was set on a course whereby the City would be taking early bids while design of later components continued. There was risk that while this course of action would keep us on schedule, it could result in higher bids due to early bidders trying to hedge their bids to cover unknowns of future design changes. The attached Agreement Amendment No. 2 details all of the items of scope that were directed to be changed. The most difficult for the Architects was to split the southeast registration area into an alternate which meant a complete redesign of the structural steel system so that the building could stand with or without the southeast registration area included. Another major change was for the Architects to produce five (5) separate sets of bid schedules, instead of the three (3) contracted for, so as to accommodate the City's desire to stagger the bid process to try and maintain schedule. February 18, 2004 Page 2 Also, the architects were asked to develop an interior lighting design which was to include computer modeling and rendering of the lobby spaces and to develop an intersection redesign for Amado/Alvardo. These changes in scope, to accommodate the City's desire to hold schedule, have a cost breakdown as follows: Bid Package Increase $20,340 SE Registration Alternate $66,050 Lighting Consultant $14,300 Civil Amado/Alvarado $ 8,300 Subtotal $108,990 Plus Reimbursables $10,899 Total $119,889 Attached is a Minute Order for City Council consideration. This requested action is out of sequence as to what would normally occur if time was not an issue. Normally we could ask the Architect to submit a cost proposal for this extra work and approve it prior to work commencing. In this case the only way to maintain schedule was to order the changes and catch up with the Amendment later. The Architectural firm carried out this work in good faith and placed the priority of the City schedule ahead of their need to seek a contract Amendment. The data submitted for this request was received by staff on December 10, 2003 and negotiations were completed in late January. Funding for this change will come from the Convention Center Bond issue and these costs were included in the overall project cost estimate presented to City Council on January 28, 2004. Allen F. Smoot Convention Center Construction Project Administrator APPROVED: City ManagerC' Attachments: 1. Minute Order 2. Amendment No. 2 3. Backup Letter AMENDMENT NO. 2 AGREEMENT NO. 4615 - CONVENTION CENTER DESIGN SERVICES THIS SECOND AMENDMENT to Agreement No. 4615 for contract services, (herein "Agreement")made and entered into on the day of 2004,by and between the CITY OF PALM SPRINGS(herein"City")and FENTRESS BRADBURN ARCHITECT,LTD., (herein "Architect') is hereby amended effective , 2004, as follows: Section 1. Exhibit"A" Scope of Services is hereby amended by adding the following Change to Scope (direction given at completion of Design Development): "At completion of Design Development,the City and Architect mutually agree that the program has been modified as follows: 1) The Bid Package requirement is modified from 3 to 5; 2) The SE Registration Area is modified to be a standalone bid alternate; 3) Special design consulting for Lighting Design is added; 4) Civil design to rework the Amado/Alvarado intersection is added." Section 2. Exhibit"C"Schedule of Compensation is hereby amended by adding fees for Design Development Completion Scope Changes as follows: "Design Development Completion Scope Changes additional fees (Lump Sum): 1) Bid Package Increase $20,340 2) SE Registration Alternate $66,050 3) Special Consulting (Lighting) $14,300 4) Civil - Arnado/Alvarado $ 8,300 5) Reirnbursables $10,899 Total $ 119,889 Note:The additional fees of$119,889 shall be added to the Design Development fee of$565,000 established in Amendment#1 to this Agreement thus bringing the total Design Development fee to $684,889; the total Lump Sum fee is hereby increased from $2,972,083 to $3,091,982. Section 3. "Exhibit"D" Schedule of Performance is hereby amended by adding six (6) weeks additional time to each of the milestone dates." Except as specifically worded herein,all terns and conditions of the Agreement shall remain in full force and effect and performance of services under the Agreement shall be governed by the provisions of the Agreement. -I- IN WITNESS WHEREOF,the parties hereto have caused these presents to be executed on the day of 12004. "City" ATTEST: CITY OF PALM SPRINGS, CALIFORNIA By: City Clerk City Manager REVIEWED AND APPROVED: City AttUiw "Architect" FENTRESS BRADBURN ARCHITECT, LTD. Name: Title: Name: Title: Palm Spring Convention Center Revised 01/27/04 Fee worksheet for Design Development revisions 200222.005 Item Description FBA hours Rate $/hr Fee FBA Fee 1 Producing 5 bid packages in lieu of 3 Meetings and travel time Mike W and John K 20 $210 $4,200 Support 20 $75 $1,500 Plotting and collating 32 95 $3,040 Coordination and out of sequence inefficiencies 40 95 $3,800 Index sheet 8 75 $600 Crosby Group $5,400 WE Engineers $1,800 Mainiero Smith $0 Michael Buccino $0 Fee Subtotal : $20,340 Expenses 10% $2,034 Fee Total ,-, $22,374 FBA Fee 2 Design southeast registration lobby as an alternate Floor Plan drawing 90 $90 $8,100 Reflected Clg plan 30 $90 $2,700 Section Drawing 60 $90 $5,400 V _ Detail drawing 175 $90 $15,750 Consultant coordination 50 $90 $4,500 Crosby Group $8,500 M-E Engineers $5,600 Mainiero Smith $6,000 Michael Buccino $9,500 Fee Subtotal $66;050 --10 - Expenses 10% $6,605 Fee:Total - : $72,655 FBA Fee 3 Special Design Services Lighting 70 $90 $6,300 Coordinate revisions with consultants 38 $100 $3,800 3 M-E Engineers $8,000 Fee Subtotal $18,100 Expenses10% $1,810 Fee Total $19,910 Mainiero Smith 4 Design at Amado and Alver ado intersection $4,500 Fee Subtotal - - $4,500 Expenses10% $450 Fee Total - $4,950 FEE GRAND TOTAL $119,889 MINUTE ORDER NO. APPROVING AMENDMENT NO. 2 TO AGREEMENT NO. 4615 WITH FENTRESS BRADBURN ARCHITECT, LTD ., TO INCORPORATE SCOPE CHANGES FOR THE CONVENTION CENTER EXPANSION PROJECT FOLLOWING DESIGN DEVELOPMENT COMPLETION. I HEREBY CERTIFY that this Minute Order,approving Amendment No.2 to Agreement No. 4615 with Fentress Bradbunl, Architect, Ltd., to incorporate scope changes for the Convention Center Expansion Project following Design Development completion was approved by the City Council of the City of Palm Springs,California,in a meeting thereof held on the 18`h day of February, 2004. PATRICIA A. SANDERS City Clerk 1�