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HomeMy WebLinkAboutItem 2e: Professionl Services Agreement with La Canada Design Group for architectural design services for the City Hall9"M STAFF REPORT Development Services Department DATE: July 17, 2012 TO: Honorable Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager /Development Services Director'zK- Philip A. Wray, Deputy Director of Development Services /City Engineer iV SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE AN ADDENDUM TO THE PROFESSIONAL SERVICES AGREEMENT WITH LA CANADA DESIGN GROUP FOR ARCHITECTURAL DESIGN SERVICES FOR THE CITY HALL EXTERNAL RENOVATION PROJECT IN THE AMOUNT OF $18,450 INCLUDING A 10% CONTINGENCY Recommendation: Approve SUMMARY On February 7, 2012, the City Council entered into a Professional Services Agreement (PSA) with La Canada Design Group (LCDG) for architectural design services for City Hall Exterior Renovations (Phase 3 of the City Hall Improvement Project). Phase 3 will address exterior improvements, including cleaning, painting, and repairs to facades, awnings, doors, and landscaping. LCDG completed the conceptual design work and on June 5, 2012, the results were presented to the City Council. The conceptual design was divided into two levels of improvements with Level One consisting of basic minimum treatments and Level Two comprised of enhancements to significantly improve the buildings. The City Council selected both levels of improvements for the project scope. LCDG's original proposal did not anticipate the final design /construction drawings for all the improvements in Levels One and Two. They revisited their original scope of work to determine the additional work necessary to cover all the improvements. LCDG is requesting an addendum to their original PSA to expand their scope of services at an additional cost of $18,450. BACKGROUND In 2009, the City embarked upon a multi - phase, multi -year project to renovate the Arcadia City Hall buildings. The first phase utilized grant funding through the Energy Efficiency Community Block Grant Program. Phase 1 of the project included upgrading LCDG PSA Addendum July 17, 2012 Page 2 of 3 the existing HVAC system, installing fire sprinklers, new ceilings and lighting, and replacing windows with energy efficient windows. That work has been completed. Phase 2 will include a complete interior renovation below the ceiling, including new carpet, tile, painting, wall coverings, and doors. Bids have just been opened for this project and the award of a construction contract is pending. Phase 3 covers the exterior renovation. A formal request for proposals process was conducted early this year to select an architect to provide the Phase 3 architectural design services. On February 7, 2012, the City Council entered into a Professional Services Agreement with La Canada Design Group (LCDG) for the architectural design services in the amount of $36,527. Their services were divided into conceptual design and final design / construction plans and specifications. DISCUSSION For their conceptual design services, LCDG divided the work into two levels. Level One addresses minimal treatments like cleaning and painting to restore the buildings to a satisfactory appearance. Level Two includes treatments to the building and immediate surroundings to improve the aesthetics and functionality above and beyond level One. Level Two improvements include architectural enhancements on the buildings, new doors, hand rails, skylights, lighting, and landscaping. LCDG completed conceptual design services and the results were presented to the City Council on June 5, 2012. The following is a summary of the information presented to the City Council: ITEM ESTIMATED COST Level One Improvements $172,050 Level Two Improvements $260,019 Additional Landscaping $ 45,000 Mural Wall 21,450 Total $498,519 The City Council approved all the above items and directed staff to move forward with the preparation of the construction documents. LCDG's original scope did not include final design and construction drawing detail for all the items in their conceptual design, nor did it include the additional landscaping. The original design scope of work was purposely conservative to avoid over estimation of the City Council's final direction. LCDG's original scope of work was based on proceeding with all the Level One items and a small portion of Level Two. The Mural Wall will be handled separately. After the City Council meeting, City staff met with LCDG PSA Addendum July 17, 2012 Page 3 of 3 LCDG representatives to review each item for architectural and landscape design services. LCDG then submitted a request for an expanded scope of services and additional fees in the amount of $18,450. It is recommended that the City Council authorize the City Manager to execute an Addendum to the Professional Services Agreement with La Canada Design Group for additional architectural design services for the City Hall Exterior Renovation Project in the amount of $18,450 including a 10% contingency. This will bring the total contract amount to $54,977. FISCAL IMPACT Phase 3 of this multi -year Capital Improvement Project is planned and identified in the FY 2012 -13 CIP budget. The City Council approved an additional appropriation on February 7, 2012, to begin the project design ahead of the budgeted year. The FY 2012 -13 CIP budget has now been approved and there are sufficient funds in the project budget to cover these costs. RECOMMENDATION Authorize the City Manager to execute an addendum to the Professional Services Agreement with La Canada Design Group for architectural design services of the City Hall External Renovation Project in the amount of $18,450 including a 10% contingency. Dominic Lazzar City Manager J K: PAW:pa