HomeMy WebLinkAbout3/20/2002 - STAFF REPORTS (23) DATE: March 20, 2002
J
TO City Council
• FROM: Director of the Downtown Development Center and Director of
Procurement and Contracting
APPROVE CONTRACTING FOR DESIGN SERVICES NECESSARY FOR
CONSTRUCTING A DOWNTOWN PARKING STRUCTURE
RECOMMENDATION:
That City Council approve contracting with Walker Parking Consultants to
prepare: 1) bid documents necessary for a building and site demolition
contract; and 2) design and bid documents necessary to develop a
contract for constructing a three level, 379 space parking structure
including 124,000 square Feet of structure plus adjacent site
improvements. This contract is to be based on 6.5% of construction costs,
estimated to be $5,000,000, The final design agreement is to be in a form
acceptable to the City Attorney.
SUMMARY:
In November, voters approved Measure "D", a nonbinding advisory vote
that directed the City to use money available from refinancing Convention
Center bonds to pay for downtown parking. City Council then directed staff
to proceed with the design and construction process for a parking
structure in downtown in a timely manner such that groundbreaking for
construction can occur on or about June 1, 2002. This is necessary in
order to avoid the loss of an entire year in the implementation schedule for
this much needed improvement project. In December, City Council
awarded a contract to Walker Parking Consultants in the amount of
$68,000 for the preparation of"Design-Build Scope Documents" in regard
to the anticipated construction of a parking structure along the west side of
the 200 South Indian Canyon Drive block, between Arenas Road and
Baristo Road. Concurrently, staff concentrated on acquiring the necessary
property and property rights to construct the parking facility at this location.
Because of the necessity to relocate certain adjacent utilities during the
building and site demolition process and the inability to access the site
prior to June 1, 2002, staff has recommended substituting a conventional
design and build process instead of design-build. This change will not
result in either a loss of momentum or abandonment of documents
already developed. Staff further recommends continuing with Walker
Parking consultants to complete: 1) bid documents for demolition which is
projected to begin in June, 2002; and 2)design and bid documents for the
parking structure and adjacent site improvements scheduled to be ready
• for occupancy in late November, 2002.
Downtown Parking Structure Consulting Services
March 20, 2002
Page Two
• In order to assure that work will proceed according the projected
schedule, the Director of Procurement and Contracting will utilize the
recently adopted State of California prequalification process for the
prequalification for contractors for both the demolition bid and the
construction bid. This process will begin immediately if City Council
approves proceeding with this project.
BACKGROUND:
For previous specialized design services for parking structures in the
Downtown area, staff has relied on the unique skills and experience of
Walker Parking Consultants. This firm successfully completed three
related assignments for the City of Palm Springs in 1996, 1999 and 2001
in regard to sites then being considered for structured parking in the
Downtown area. The latter analysis was for this specific site. Walker has
designed over 4,000 parking structures all over the United States,
including the parking structure for Desert Regional Medical Center in
Palm Springs. Also, Walker has full architectural, structural, mechanical
and electrical engineering expertise, but on this assignment they will
associate with James Cioffi Architect and Sanborn A/E of Palm Springs to
develop the site planning, streetscape concepts and architectural
• elements for this parking structure. The project will be directly managed by
Donald R. Monahan, P.E., Vice President of Walker Parking Consultants.
He has published many professional articles regarding parking structure
design and operations, and is co-author of Pig Structure£Planning.
design, Construction- Maintenance. Repair, Third Edition, Kluwer
Academic Publishers, 2001. Mr. Walker is recognized nationally as an
expert is the field of multi-level parking structure design and development.
Mr. Ciof i has designed the parking structure for the proposed Agua
Caliente gaming casino in downtown Palm Springs as well as many other
buildings in the community. He has worked extensively with the City of
Palm Springs Planning Commission and Design Review Committee for
many years.
The attached Scope of Services incorporates the Schematic Design work
completed by Walker within their initial contract and carries the work
forward to completion of bid documents, and construction administration_
The total fee for this contract is $325,000 plus reimbursable expenses,
equivalent to 6.5% of total construction cost. The net additional fee for this
work is therefore $277,000 above the $68,000 amount previously
referenced. Their schedule for performance is consistent with the
construction scheduling needs of the Csity. The funding for this task will
come from the Parking Fund (132-446;Z-43200), and is anticipated to be
• reimbursed from the eventual proceeds of a bond issue.
Downtown Parking Structure Consulting Services
March 20, 2002
Page Three
• 1
J
RY . pGBURcto , Dlpwntown Development Center
DAVID J. BARAKIAN
City Engineer
HAROLD GOOD
Director of Procurement and Contracting
APPROVED
City Manager
ATTACHMENTS:
1. Resolution
2. Scope of Services
REVIEWED BY DEPT.OF FINANCE
•
44 WALKER Mr.Jerry ogburn
PARKING CONSULTANTS March 13, 2002
Page 2
• PROPOSED SCOPE OF SERVICES
A. Schematic Design
The Schematic Design is illustrated on the attached drawings and represents the
work performed to dote by the design team. Initial approvals have been received
from the City's Design Review committee and the City Planning Commission as to
the architectural concepts.
8. Design Development
Further, develop the approved schematic design to evaluate appropriate systems
with particular emphasis on architectural expression, function and durability.
Evaluate value-engineering options to economize the various systems. Meet with
the City and other governing agencies to determine compliance with building
codes and city ordinances. Determine the opportunity to obtain variances, if
necessary, to enhance the financial feasibility of this project. Prepare and present
design development drawings and preliminary specifications.
l . Structural Design
• ❑_ Evaluate precast concrete and post-tensioned concrete structural
systems to determine the most appropriate and cost-effective system.
b. Design and lay out the structural grid system to provide for parking
efficiency and patron comfort.
c. Determine crack control features, durability features, and
waterproofing requirements.
d. Determine most economical foundation system.
e. Determine building code requirements for type of construction and fire
rating_
2. Architectural Design
a. Further, refine the schematic design drawings for all main architectural
elements of the garage based upon the preliminary architectural
concepts provided by lames Cioffi Architects. Develop all elevation
views, stair and elevator plans and sections, wall/building sections,
• and selected details to form the foundation for our CD production.
WALKER Mr Jerry Ogburn
PARKING CONSULTANTS March 13, 2002
Page 3
•
b. Prepare functional graphics and signage plans for the interior of the
garage to effectively guide drivers and pedestrians through the parking
structure.
c. Prepare a code analysis to determine fire safety and life safety
provisions for the parking structure.
3. Electrical and Mechanical Design
a. Provide a life cycle cost analysis of different light sources including
fluorescent, metal halide, and high-pressure sodium lamps. List the
advantages and disadvantages of each light source and recommend
the most appropriate system for this project.
b. Recommend lighting levels, fixture locations and fixture manufacturers.
Provide computerized calculations of illuminance values for the
recommended system_
c. Taking advantage of natural daylight, we will recommend switching
and circuiting of lights in the garage for energy conservation, while
maintaining adequate lighting for security.
d. Determine fire protection, security system and plumbing systems for the
parking facility.
e. Determine HVAC requirements and fire protection requirements for
elevators and equipment rooms in the parking structure.
C. Construction Docurnents
l . Prepare architectural, structural, mechanical, electrical, civil, and
landscape construction documents, including drawings and technical
specifications.
2. Walker will comply with published local codes, regulations, laws and
guidelines in effect at the time of submission of the documents for
permitting.
3. Construction documents will be sealed by registered professional Engineers
and/or Architects in the State of California.
• 4. Obtain approval of the construction documents from governing agencies.
WALKER Mr Jerry Ogburn
PARKING coNsunANTB March 13, 2002
Page d
• D. Bidding
l . Issue construction documents for bidding to selected, pre-qualified
contractors.
2. Issue interpretations of the construction documents and prepare addenda
summarizing clarifications and/or revisions.
3. Review bids and recommend award of construction contract.
E. Construction Administration
l . Review shop drawings and materials sample submittals for the project.
2. Respond to contractor requests for information and
clarifications/interpretations of the construction documents.
3. Provide weekly site observations of the progress of the work.
4. Issue change orders for revisions in the scope of the work_
It is customary that the Owner engage a testing lab to perform various soils, concrete and other
tests required during construction. We anticipate that the Owner will contract directly for those
services.
STAFFING
Walker will provide project management, structural design and parking consulting services for
this project. The structural engineer will be Hoshi Engineer. Hoshi has 22 years of structural
design experience and is a registered structural engineer in the State of California. Donald R.
Monahan, PE will serve as Principal-in-Charge and Project Manager for Walker. Don has over
23 years of experience on over 400 parking facility projects. Don has specialized expertise with
respect to the planning and functional design of parking structures in addition to providing expert
witness testimony regarding lighting, safety and security issues in parking facilities. Don is also a
co-author of the only book dedicated to the design of parking structures entitled PARKING
STRUCTURES: PLANNING, DESIGN CONSTRUCTION MAINTENANCE AND REPAIR, Third
Edition, published by Kluwer Academic Publishers, Norwell, MA. Resumes of these key personnel
are attached.
Walker will subcontract the architectural and landscape design, the mechanical, electrical and
civil engineering to the following firms:
• Architecture James Cioffi Architects
Landscape Architects TBD /
Mechanical & Electrical Engineering RMH Group
Civil Engineering Sanborn A/E
WALKER Mr Jerry ogbum
PARKING CONSULTANTS March 13, 2002
Page 5
SCHEDULE
Based on authorization to proceed by April 3, 2002, we propose to complete the total design
documents by May 17, 2002. A demolition package will be issued for bidding about May 1 with
contract award by May 24 and commencement of demolition on June 1 . Bids for the general
construction contract will be received by mid June with contract award by early July. The
construction documents will specify partial occupancy of Level One by November 30, 2002.
Substantial Completion of the entire structure will then be approximately 7-8 months From the start
of construction or approximately mid-February to mid-March 2003.
PROFESSIONAL FEES AND EXPENSES
Based upon on anticipated construction cost of approximately $5 million, we propose to perform
the services described for a lump sure fee of $325,000, plus reimbursable expenses. This fee
includes the fees for the existing contract of $48,000 plus expenses for the work performed to
date. The net additional fee is then $277,000 plus reimbursable expenses. The fee breakdown
by design phase is as follows:
A. Schematic Design 15% $ 48,000
• B. Design Development 25% $ 82,000
C. Construction Documents 40% $130,000
D. Bidding & Construction Administration 20% 65,000
$325,000
All fees incurred to date for this project are included in the above tabulation.
Direct, non-labor expenses shall be reimbursed in addition to fees at cost times a multiplier of
1 .15, and includes the cost of travel and subsistence, toll telephone calls and facsimile
transmissions, postage and overnight mail, reproductions, and similar project-related items. We
assume 50 sets of construction documents will be provided at a cost of approximately $200 for
each set. Monthly trips will be provided by Walker during construction, and our architectural
subconsultant will attend weekly construction progress and coordination meetings. Reimbursable
expenses are then estimated at approximately $18,500,
FORM OF CONTRACT
The standard City contract shall be Used, substantially in accordance with the existing contract for
the preliminary design. We suggest that this letter serve as an interim agreement authorizing
Walker to proceed with the design until the appropriate revisions for these additional services can
be prepared and executed.
•
Downtown Parking Structure
k Current Summary of Project Budget
March 18, 2002
• Environmental Assessment (Dodson) $4,800
• Phase One Environmental (Earth Systems) $2,900
• Phase Two Environmental (Earth Systems $13,000
,� • Asbestos/Lead Removal Analysis (Infotox) $3,500
/• • Geotechnical Survey (Earth Systems) $7,400
• Topographic Survey (Sanborn A/E) $5,400
The'Fii9acge 0,FaIm Sp6tigs
psustpmanf • Real Property Appraisals (Dozier) $17,600
• Relocation Consultant (Overland Resources) $10,500
• Legal Fees ( Burke, Williams & Sorensen) $100,000
Jerry A. Ogburn, Director - Purchase 296 S. Palm Canyon Parking $457,900
109 SouIndian Canyon Zdvo . Purchase Frank Family Trust Easement $10,000
Palmalm Springs,CA 92Z6Z y
• Purchase 255 South Indian Canyon (Saloon) $314,900
Ph d60)32 0-9 - Apartment Relocations (2) $25,326
Fax d60)326-Ul • Saloon Relocation $68,575
e--mad:jvogburn1@earthlinknet • Design and Bid Documents (Walker) $325,000
• A/E Reimbursable Expenses $18,500
• Construction of Site Improvements $700,000
Maingtreel-Palm Springs, Inc. • Construction of Parking Structure A 30-0,000
Manager (includes 10% Contingencies Allowance,
Site/Building Demolition and Utility Relocation)
Uptown Palm Springs Association - Total Project Budget $6,385,301
Manager
"Villagerne
Manager Summary of Project Budget Increases Since 10/01:
• Construction/ Demolition/ Utility Relocation $715,600
Palm Springs (including architectural upgrades &deduct alternates)
Economic Development Corporation • Property Acquisition
209 South Palm Canyon Drive $457,900
Collego of tho Desert Frank Easement $10,000
Instilule for Retail Studios Saloon FF&E Payment $45,000
Advisory Board
• Unprogrammed Consultant Fees
Appraisal of Entire 296 SPC Parcel $13,000
Additional Legal Fees (Condemnation) $60,000
Phase Two Environmental $13,000
• Total Project Budget Increase Since 10/01 $1,314,500
Zeal Estate oorpaVetidopc�%l
v Cansaltis�E Corpar�6ioss
RESOLUTION NO.
• OF THE CITY CITY COUNCIL OF THE CITY OF
PALM SPRINGS, CALIFORNIA, APPROVING A
CONTRACT WITH WALKER PARKING
CONSULTANTS IN THE AMOUNT OF $325,000
FOR THE PREPARATION OF PARKING
STRUCTURE BID DOCUMENTS FOR SITE
DEMOLITION AND CONSTRUCTION OF THIS
STRUCTURE AT THE WEST SIDE OF THE 200
SOUTH INDIAN CANYON DRIVE BLOCK IN
WHEREAS the "Downtown Parking Think Tanle' has issued its parking
recommendations, including a proposed parking structure located along the west
side of Indian Canyon Drive between Arenas Road on the north and Baristo road on
the south;and
WHEREAS City Council as well as the business and property owners in the area
affected by this project require more detailed design and construction information in
order to proceed with the development of this project; and
WHEREAS City Council has expressed a desire to receive construction
documents for the timely construction of this project.
NOW THERE BE IT RESOLVED that City Council approves a contract with
Walker Parking Consultants in the amount of $325,000.00 for parking structure
design and bid document services for the west side of the 200 South Indian
Canyon Drive block in downtown Palm Springs.
ADOPTED this 20th day of March, 2002.
AYES:
NOES:
ABSENT:
ATTEST: CITY OF PALM SPRINGS, CALIFORNIA
By
City Clerk City Manager
REVIEWED & APPROVED AS TO FORM