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
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