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HomeMy WebLinkAboutAgenda Statement 1974/11/26 Item 14t AGENDA ITEM N0. [ 14 ] CHULA VISTA CITY COUNCIL MEETING OF: November 26, 1974 ITEM TITLE : Resolution - Amending Architect' s Agreement for Bidding and Contract Phase for the Library s INITIATED BY: Director of Public Works/City Engineer C~~ Rorxr.Rni-nm The basic agreement between Richard George Wheeler, Architect, and the City of Chula Vista, dated January 22, 1974, provides for the preparation of plans and specifications for the completion of the library project. Because of cash flow considerations, it is appropriate to divide the project into phases and award contracts accordingly. Since the agreement with the architect relates to a total turnkey project, it is necessary to amend the contract to allow it to be accomplished in this manner. This also requires a change in the estimated cost of the basic project, for which the architect will be providing plans and specifications. In this regard, portions of the landscape architect's responsibility will be included in the basic bid such as underground sprinkler system and terrace and water feature on 4th Avenue. There are several other items enumerated in a letter from the architect dated October 15, 1974, a copy of which is attached, which need to be recognized in like manner. In addition, it was indicated to Council that a possible means of saving additional money would be to pre-purchase materials for the building such as windows and heating and air conditioning equipment. This decision will be made upon submittal of the final estimate of cost based on the completed working drawings. In the event that we determine to utilize this process, it would be appropriate to allow for it in the agreement as a part of this amendment. (continued on supplemental page 2) ATTACHED: Resolution [x] Ordinance [ ] Agreement [X] Plat [ ] See EXHIBITS [ ~ No. 1-2-3 Financial Statement: No appropriation necessary at this time. Commission-Board Recommendation: N.A. Department Head Recommendation: 1. Council approve amended agreement. 2. Council authorize $1,913.50 addition to the architect's fee. City Manager Recommendation: Concur y'7S AGENDA ITEM N0. 14 1 -' (supplemental page 2) The estimated costs relating to the various phases of the building should not be a part of the amendment but need to be recognized by the City Council in separate minute action. It is therefore requested that the Council specifically approve the basic building contract estimated cost for bidding purposes of $2,402,500 and for computation of the architect's fee $2,340,500. The first contract to be let will be the basic building and will include parking facilities, "F" Street improvements, irrigation around the building, earthwork over entire block to accommodate landscaping and trees with water feature on Fourth Avenue frontage. The second contract will include carpeting. The third contract will be for specialty cabinet work including ten cabinet items. In addition to the above amendment to allow pre-purchase of materials, a statement should be included that total cost of building, upon which architect's fee is based, will include the pre-purchased items. Because of those items exempted from the total cost for computation of the architect's fee, the inclusion of the irrigation system in the southern half of the block as part of the basic contract, together with the earthwork for the entire block, required the architect to expend time in incorporating these items into the basic plan. He has submitted a proposed fee of $1,913.50 which should be approved for payment by the City Council. No appropriation should be made at this time to cover this expenditure; sufficient funds are available in previous appropria- tions for the architect's fee. After receipt of bids on the project, adjustment in the fees and appropriations can be made accordingly. RICHARD GEORGE WHEELER ASSOCI ES ,,, ~`., ; ~~T~~ ~~G~;~~;~_~~, ~~. ~, ~ ;~ EXHIBIT PU`~LIC ~`~ ~;`~ .`; ,~,~'~ I~ r c h i t e c t s v 914 (~Cj I7 ~,i~1 9~ 32 1 October 15, 1974 Mr. Lane F. Cole Director of Public Works City of Chula Vista 276 Fourth Avenue Chula Vista, California 92010 Dear Lane: Richard George Wheeler A!A W. Gayne Wimer AIA Herbert P. Fi(ield AIA George R. Walsh AIA We would-like to outline those items we discussed with you at our meeting on October 9, 1974, regarding the modifications to the scope of work we are to perform for the city in connection with the new library. Essentially it was agreed to divide the work between three con- tracts instead of one and to include some landscaping and interior furnishing elements in these contracts. Since our agreement with the city calls for our services in connection with a single con- struction contract and states that we are not to include interior furnishings or landscape work, we request that this matter be referred to the city attorney so that he may take whatever steps are necessary to permit us to provide those services sought by the city. , The expanded scope of the work to be included in the three con- tracts will change the "Cost of Construction" as defined in our agreement and we wish to have this change made of record, as we are required to bring the Contractor's bids in under 1100 of this Cost of Construction and further our fee will be based on it. The Cost of Construction was called out as $2,200,000.00 in the original agreement ,with the understanding that the city could modi- fy the amount during the development of drawings. On June 25, 1974, the Architects reported to the City Council that the latest estimate was $2,319,740.00. We now submit, as explained below, that the Construction Cost for the proposed three construction contracts for the purpose cost control should be $2,402,500.00; and for the purpose of computing our fee it should be $2,340,500.00. The figures differ because certain items involve the services of other professionals paid separately by the city. For these items we pro- pose a lump sum fee .for our services of $1,913.50, which is detailed below. As you are aware, the separation of the work into three construction MEMBER: AMERICAN INSTITUTE OF ARCHITECTS o 3276 Ros©crans, San Diogo, Celilcrnia 92110 0 (714) 223-7.]-0~. Jl.` j October 15, 1974 Mr. Lane F. Cole Page 2 contracts has been proposed to save the city the expense of the ge.,- eral contractor's mark-up on carpeting and special cabinetwork items. Specifically, the first contract would cover the construction of the library building, parking, basic landscaping (without plant mater- ials) of entire block, irrigation of southern half of block, terrace to west of library with water feature, demolition of F Street side- walk, construction of new F Street sidewalk and modification of curb configuration at library driveway. The second contract would cover all carpeting for the library; and the third would be concerned with ten specific items of specialty cabinetwork, namely the information kiosk, the reference/periodical kiosk, check-out desk, book return desk, AV librarian's station, children's AV librarian's station, and four typical librarian's stations. It is suggested that all three contracts be bid at the same time, that the bids be opened at different hours on the same day and that the contracts specify that each contractor will be required to cooperate with others under a system to be worked out before construction begins. There follows a tabulation of the revised construction costs. The starting point for these figures is the June 25, 1974, estimate of $2,319,740.00 (rounded off to $2,320,000.00) divided so that $2,260,000.00 is applied to the basic building contract and $60,000.00 to the carpet contract: First Contract - Basic Buildin Library building and parking facilities $2,260,000.00 F Street curb modification, old sidewalk demolition, new sidewalk construction 7,500.00 Irrigation of southern half of block*. 15,000.00 Shaping of excess earth into mounds over entire block* 2,000.00 Terrace to west of library with water feature 13, 000.00 Total $2,297,500.00 Second Contract - Carpetin Carpeting $ 60,000.00 Third Contract - Specialty Cabinetwork 10 specialty cabinet items*. . $ 45,000.00. Total "Cost of Construction" $2,402,500.00 * Items exempted from computation of Architects Fee at 8$ $ 62,000.00 Construction Cost for computation of Architects Fee at 8$ $2,340,500.00 .--_~ ,. ,ti~~ October 15, 1574 " Mr. Lane F. Cole Page 3 Of those items called out above as exempted from computation of Archi- tect's Fee at 8~ we propose compensation as follows: Irrigation of Southern Half of Block: System is being designed by Tuc er-Kater or separate fee to be paid by city. RGW will be respon- sible for checking drawing as submitted; having mechanical and elec- trical: engineers check drawings and specifications and coordinate with other utility systems; incorporating irrigation specifications with other specifications; co-checking of shop drawings with Tucker- Kater. Basis of Lump Sum Fee: Project Architect 5 hours @ $23.10 $115.50 Project Engineer 10 hours @ 23.10 231.00 Project Nlanager 5 hours @ 19.25 96.25 Specifications Writer 5 hours @ 20.90 104.50 Senior Draftsman l0 hours @ 18.70 187.00 Clerical 5 hours @ 11.50 57.50 Total $791.75 Shapina of Excess Earth into Mounds over Entire Block: Tucker-Kater designed mound configuration for separate fee to be paid by city. RGW has transferred this design into actual grading plan sheet as part of the working drawings. The grading of the r_orthern half of the block- requires the preparation of an additional grading plan sheet. Basis of Lump Sum Fee: Project Architect 5 hours @ $23.10 $115.50 Project Manager 40 hours @ 19.25 770.00 Intermediate Draftsman 15 hours @. 15.75 _23.6.25. Total .$1,121.75 10 Specialty Cabinet Items: Done by Marshall Brown and coordinated by RGW as part of city's $15,000.00 interior design fee package. No additional cost. Total Additional Architectural Fee (Lump Sum) .$1,913.50 We trust that these proposals are consistent with the spirit of our agreement and the best interests of the city. Please call us if there are any questions concerning these proposals or other aspects of the job. _--~ ~, ~ -,~~~ October l~, 19°74 ' Mr. Lane F. Cole Page 4 Very truly yours, RICHARD GEO GE WHEELER ASSOCIATES Thomas T. Williamson, A.I.A. Architect TTW:ml -~- ;~,