HomeMy WebLinkAbout5/1/2002 - STAFF REPORTS (16) DATE: May 1, 2002
TO: City Council
FROM: General Manager, Palm Springs Convention Center and
Director of Procurement and Contracting
SUBJECT: Approve Contracting for Master Plan and Conceptual Design of Convention
Center Expansion
RECOMMENDATION:
That the City Council approve entering into an agreement with Howard Needle Tammen&Bergendoff
(HNTB) California Architects, P.C. for master plan and conceptual design services related to the
proposed 114,000 square foot expansion of the Palm Springs Convention Center in the amount of
$118,500 for master plan and conceptual design services; $141,000 for the Phase I design of an
expanded kitchen, converting the existing Springs Theater and sales offices into usable meeting
space; plus combined reimburseables not to exceed$36,000;for a total agreement in an amount not
to exceed $295,500. Final agreement to be in a form approved by the City Attorney.
SUMMARY:
Recent feasibility studies have supported the need and value of renovating and expanding the Palm
Springs Convention Center. It is imperative that these services commence as soon as possible. As
HNTB was the original architect of the facility, it is recommended that a contract be approved for the
above referenced professional services at a cost of$118,500 for master plan and conceptual design
and$141,000 for design, construction documents, and bidding process support for the expansion of
the kitchen and conversion of the Springs Theater and sales offices into usable meeting space.
BACKGROUND:
In October of 2001, a feasibility study was completed indicating that business at the Convention
Center could increase 44% if expanded to an appropriate size. In March of 2002, a financial study
was completed. This study indicates that the additional business resulting from expansion of the
convention center would likely result in a progressive decrease in the City's cost of operation of the
Center over the 10 year period following such an expansion.
On January 1, 2002, an increase in the Transient Occupancy Tax (TOT) was initiated and is
estimated to generate additional revenue of$1.7 million annually. It is anticipated that this increase
in the TOT will offset the amount of the debt service associated with the anticipated renovation and
expansion.
Due to the size and volume of current events at the Convention Center, it is necessary to renovate
and expand the kitchen in order to comply with current state regulations. Additionally, it is
recommended that the Springs Theater and sales offices be converted into flexible meeting space
to better meet the needs of Convention Center clients. The estimated construction cost is
approximately two million dollars.
IYA
Given the urgency to comply with state regulations, it is advisable to move as quickly as possible to
complete these portions of the Convention Center renovation and expansion. In order to expedite
the renovation and expansion process, it is recommended that the original architect of the facility be
retained to complete design of these aspects of the renovation while completing the master planning
and programming aspects associated with subsequent phases of the expansion/renovation.
It is contemplated that solicitation for architectural services associated with subsequent phases would
occur while the work described in Phase 1 is performed by HNTB.
Funds are currently budgeted and available in account #261-4282-43200, Convention Center
Contractual Services.
1
JigWunn Harold E. Good, CPPO
General Manager, PSCC Director of Procurement & Contracting
Approved:
David H. Ready, City agt` REVIEWED BY DEPT.OF FINANCE
Attachments: y
1. Proposed Minute Order
2. Proposal from HNTB
I � �
ARCHITECTS ENGINEERS PLANNERS One ennker11,11
601 West F�ih S'hee1,Sm,1010
Lm Angeles,Calf ruin 90071
(213)403-1000
FAX(213)403-1001
April 19,2002
Harold Good
Director of Procurement and Contracting
City of Palm Springs
P.O.Box 2743
Palm Springs, CA 92263
Re: Second Revision:Fee Proposal-Palm Springs Convention Center Expansion and Renovation Master
Plan and Kitchen Expansion and Springs Theater and Sales Offices Conversion to Meeting rooms:
Dear Harold,
Thank you for this opportunity to respond to your letter of April 15,2002 requesting a proposal for the
General Planning Services(Master Plan)for the Convention Center Expansion and Design Services for
Phase One defined as the expansion of the Kitchen and the conversion of the Springs Theater and Sales
Offices to meeting rooms. HNTB along with Bob Lyons as our project manager is pleased to once again
join with the City of Palm Springs to make he Convention Center an even better place to capture and host
the ever changing convention market.
We have addressed below the scope of work and the fee to do the Master Plan and conceptual design for
the new expansion. We have also included the fee to start immediately with the design,documentation and
bidding for the Kitchen and Springs Theater and Sales Offices Conversion.
The Master Plan is described as developing a program and scope of work, testing the feasibility and
developing a plan for renovating and expanding the Palm Springs Convention Center. The work is to plan
the Convention Center improvements that address the physical condition, the aesthetic qualities and the
financial goals for the facility.The work is generally described as follows:
1. Review and make recommendations regarding the existing conditions of the existing facility.
2. Establishing a written program that outlines the goals, wants and needs of the stakeholders on the
project and sets space and use requirements for the Convention Center.
3. Develop design concepts that address the goals, the program and the market needs established in
items one through three above. This includes a site analysis and concept plan.
4. Develop cost models that address the development goals and prepare a phasing schedule for the
project.
5. Phasing to demonstrate how access to the visitors entry, vehicle loading facilities and the food
service operations will be maintained during the construction phase.
6. Assemble the information into a master plan that outlines the established plan and an
implementation plan and a budget for the work.
/V10
Master Plan and Conceptual Desilzn:
Scope of Work:
A. Kick-Off Meeting in Pahn Springs
1. Confirm project schedule.
2. Establish communications procedures.
3. Determine policies/procedures to obtain existing information/documents.
4. Establish plan for focus group meetings with service providers, hotel management,
potential corporate clients and key staff.
5. Set Priorities and Goals
B. Data Gathering:
1. Tour the Convention Center. Document existing conditions photographically.
2. Collect existing information including; drawings, specifications and reports regarding the
Convention Center.
3. Collect existing utility information from the City data.
4. Interview facilities staff in evaluating existing utility distribution, audio/visual systems,
lighting controls,HVAC systems and security systems.
5. Develop a comprehensive list of existing deficiencies to be addressed in the expansion and an
approach to bringing the existing meeting rooms and exhibit halls up to current industry
standards.
6. Conduct the focus groups identified at the kick-off meeting and Travel to interview corporate
clients when necessary.
7. Survey beyond existing available information will be provided if needed as an additional
service.
8. Geotechnical investigation beyond existing available information will be provided if needed
as an additional service.
C. Site Evaluation:
1. Analyze the existing City plan and establish goals for the relationship of the Convention
Center to the City plan.
2. Assist the City's staff to analyze existing traffic patterns, access and circulation-vehicular and
pedestrian-at event and non-event times for inclusion in entitlement actions. Make
recommendations for future expansion development. Note: A traffic engineering study is not
foreseen as part of this proposal unless done as an additional service.
3. Assist the City's staff in their analysis of the historic parking demand experienced by the
Convention Center and project how they will be impacted by the expansion for inclusion in
entitlement actions.
4. Evaluate existing service functions and establish goals for future servicing of the Convention
Center.
5. Evaluate existing landscape and establish standards for future landscape development.
6. Research the existing utilities,and related capacities.
D. Programming:
Meet with representatives of the Convention Center and draft a`short form'project program. The
Program will identify all major project spaces and their square footage requirements along with
identification of necessary adjacencies between spaces Using that document as a draft we will:
1. Summarize the findings of the focus group meetings and the analysis of existing deficiencies.
2. Coordinate with the City staff to establish the requirement for revenue generating facility
goals for functions such as additional food service or merchandising opportunities and
sponsorship opportunities.
3. Prepare a Program Draft and rough summary of potential newly created and renovated space.
4. Establish a preliminary estimate based upon the area requirements in the program draft.
5. Review Program Draft,preliminary estimate and preliminary phasing schedule with Owner.
6. Edit and finalize. /- Ulf
. Ff
E. Concepts:
1. Develop alternative site master plans for review and comment by the City.
2. Develop alternative Convention Center design concepts for expansion and reconstruction.
Review with the Convention Center for prioritization of concepts.
3. Provide options for combinations of concept components to address phasing.
4. Develop image concepts for review and comment by the City.
5. Establish budget parameters for the various options outlined above. Review with the City to
establish priorities.
F. Master Plan:
1. Combine elements of the above components:
a. Market Analysis
b. Programming
c. Data Gathering
d. Concepts
e. Budget Summary
f. Phasing
2. Develop master development strategy that incorporates the established financial strategy.
3. Prepare Master Plan Draft.
4. Review with Owner and collect review comments.
5. Incorporate comments,Edit and finalize the plan.
G. Deliverables include ten bound copies of the following in 81/2"xI I"format:
1. Executive Summary
2. Statement of Need for the Convention Center Expansion and renovation.
3. Focus Group Observation and recommendations summary.
4. Summary analysis of existing deficiencies.
5. Code Impacts and Requirements Summary.
6. Written description of existing building systems.
7. Site Analysis summary and diagrams
8. Written building program noting both new facilities and improvements to existing facilities.
9. Audio/Visual System Description
10. Structural System Description
11. Proposed new building systems.
12. Color-coded conceptual plans sections and elevations.
13. One bird's eye and two ground level renderings. (Note: Cost for professional renderings will
be an additional service)
14. Master Development phasing schedule.
15. Budget Summary
Phase One-Kitchen Expansion and Springs Theater and Sales Offices Conversion:
The reconfiguration of the Kitchen and the reallocation of the Springs Theater and Sales Offices spaces into
meeting rooms is defined as a Phase One. The work will follow the layout that was developed by FSA
Design in drawings dated May 30',2001 but not including a new banquet pantry,waiters room,pantries or
new dressing rooms. In addition the reallocation of the existing business office to meeting rooms will be
included.
The work associated with the design of special systems such as telecommunications,data,sound
reinforcement,video,security and changes to the building management systems will be addressed in future
phases as they are defined in the master planning process. This work will allow for provision of raceways
and capacity to include these systems in future phases. 05or
The scope of work will be for the design,construction documentation and construction administrationservices to support the bidding and construction of the work.
Construction Budget for Phase One.
The projected construction budget for the work outlined as the Kitchen Expansion and the Springs Theater
and Sales Offices Conversion to meeting rooms is anticipated to be approximately two million dollars
($2,000,000)and does not include soft costs such as design fees or administration costs that the City
typically might assign to the project. This budget is preliminary and will be revisited through the
estimating process with our estimating consultant and if necessary adjusted in the Schematic/Design
Development phase of the design work.
Schedule:
The schedule for the work above will be established after the first kickoff meeting. It is anticipated that the
total duration of the work to do the Master Plan will require no more than 45 days to complete. The work
will proceed in phases according to the scope outlined above. Should the work extend materially beyond
45 days to complete the fees will be subject to adjustment. The goal of the feasibility phase is to establish
the parameters of the design direction and use to go forward with the full architectural services to bid award
and build the project.
The work to design and document and prepare for bidding the Kitchen Expansion and Springs Theater and
Sales Offices Conversion to meeting space will take no longer than 90 days. The Construction duration
will be as determined by the successful bidder.
Consultants:
The consultants envisioned for the Master Flan and Kitchen Expansion and Springs Theater and Sales
Offices Conversion are as follows:
Architectural HNTB
Structural John A.Martin Associates
• MEP Syska and Hennessy
Cost Estimating Turner Construction Company
Audio Visual Shen Milsom Wilke+Paoletti
FSA Design Food Service Design
Compensation:
Master Plan and Conceptual Design: The fee for the work to do the evaluation of the existing.
Convention Center condition and functionality, the programming, the conceptual design and preparing the
final master plan report is proposed as a lump sum of One hundred eighteen thousand five hundred dollars
($118,500).
Total Lump Sum Fee: $118,500
Kitchen Expansion and Springs Theater and Sales Offices Design through bidding:
The fee for the work to do the design and construction documents and support the City's bidding process is
a lump stun fee of One Hundred Forty One Thousand Dollars($141,000)and allocated among the phases
as noted below. Construction Phase Services will be negotiated upon completion of Construction
Documents and be made an additional service to the basic agreement.
Schematic/Design Development: $63,500 I
Construction Documents: $70,500 r
Bidding: $ 7,000
Total Lump Sum Fee: $141,000
Expenses
The following expenses are reimbursable and in addition to the fee outlined above. The amount shown is
an estimate however,we will not exceed the amount without prior approval of the City. Expenses are
invoiced at cost times a multiple of 1.1.
1. Renderings: $10,000
2. Expenses for Printing,plotting,photography,Reprographics, Shipping,delivery
and the like will be billed to the client at the service provider's amount. $11,000
3. Travel and subsistence expenses $15,000
We have attempted to thoroughly address the project scope and issues with this proposal and look forward
to discussing the details with you at your earliest convenience. We look forward to this exciting project.
Two originals are included please return the signed copy for our files.
Best Regards,
Joseph J.Diesko,AIA
Vice President HNTB
CC:
Jim Dann
Bob Lyons
Accepted By:
Name Date
Title
07
MINUTE ORDER NO.
APPROVING AN AGREEMENT WITH
HOWARD NEEDLE TAMMEN &
BERGENDOFF (HNTB), CALIFORNIA
ARCHITECTS, P.C., FOR EXPANSION
OF THE PALM SPRINGS CONVENTION
CENTER, IN AN AMOUNT NOT TO
EXCEED $295,500.
------------------
I HEREBY CERTIFY that this Minute Order, approving an agreement with
Howard Needle Tammen & Bergendoff (HNTB), California Architects, P.C., for
expansion of the Palm Springs Convention Center, in an amount not to exceed
$295,500, was adopted by the City Council of the City of Palm Springs,
California, in a meeting thereof held on the 1st day of May, 2002.
PATRICIA A. SANDERS
City Clerk