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HomeMy WebLinkAboutAgenda Statement 1976/05/25 Item 13CITY OF CHULA VISTA ITEM N0. 13 COUNCIL AGENDA STATEMENT F'OR MEETING OF: 5/25/76 ITEM TITLE: Resolution #81 78: Awarding Contract with Liebhardt, Weston and Goldman for Renovation of the Civic Center and Authorizing the Transfer of Funds SUBMITTED BY~ Director of Public Works/City Engineer i~ ITEM EXPLANATION At a Council Conference on February 25, 1976, City staff presented to City Council the Space Needs Study that was conducted by Facility Sciences Corp. The report outlined several alternatives for renovation of the Civic Center complex. City Council chose to proceed with Plan II B, which called for enclosing the post office loading dock, constructing a connector between the post office and library buildings, performing major interior renovation to these two buildings, and minor renovation to City Hall. On March 12, 1976 a Request for Proposal (RFP) for the renovation of the Civic Center was distributed to interested architects and interior design firms in the Southern California area. The RFP was sent to all A.I.A. members in San Diego plus any firms that had expressed interest in the project. Deadline for proposal submittal was May 7, 1976. The RFP briefly outlined the scope of the project, the administrative procedures to be followed in the selection process, and the screening factors to be used in evaluating the proposals. The primary screening factors used in the evaluations included the consultant's: 1. Management capabilities 2. Approach to problems 3. Understanding of the City's objectives 4. Proposed work schedule (continued on supplemental page 2 rail 111'YITP'~ ATTA/YI ern ` tJCr11CSl I J HI I Hl,r1GU Agreement Resolution X Ordinance Plat Other Environmental Document; Attached Submitted on STAFF RECOMMENDATION: Authorize agreement with Liebhardt, Weston and Goldman. BOARD/ COMMISSION RECOMMENDATION COUNCIL ACTION: PR~V~D AP by the City Council o~ Cali fQr~1i2. Chula' Vl~ta~~' ~ ~~ S~ ..~.. Dated .............................. . Form A- 113 (Rev 5 - 75) Supplemental page 2 A~enda~Item No, 13 5. Staff to be assigned 6. Fee A total of 30 proposals was received. A screening committee of five persons was established to review the proposals and select the top 3 entries. These 3 agencies were invited to make an oral presentation of their ex- perience and capabilities to a selection committee made up of Bi11 Robens, Director of Public Works, Jim Peterson, Director of Planning, and Gene Grady, Director of Building and Housing. The 3 firms invited for oral presentations (with their original fee submittal) were: Liebhardt, Weston & Goldman $72,809 Frank L. Hope & Associates $83,300 Milton H. Creek & Associates $86,400 After careful consideration of experience and qualifications of these 3 agencies, the selection committee chose Liebhardt, Weston and Goldman as being the most qualified to perform the architectural, engineering and interior design services required for the renovation project. Liebhardt, Weston, and Goldman and their Interior Design Consultant, Brenda Mason, Design Associates, have agreed that they will not be eligible to bid on construction, new furniture and equipment, or furniture refurbishing. Upon selection of Liebhardt, Weston and Goldman, City staff began immediately to negotiate a contract. The scope of the project was expanded to include the required site work revisions to the Civic Center complex. The budget established as the initial estimate of probable construction/ renovation cost is $921,389, and the initial estimate of probable site work revisions is $176,015. The scope of construction/renovation project includes: 1. City Hall renovation 2. Old library renovation (including heating, ventilation, air conditioning) 3. Old post office building renovation (including heating, ventilation, air conditioning) 4. Enclosing post office building loading dock 5. Connect buildings and construct covered walkways (along west side of library and both east and west side of post office) 6. Interior remodeling of City Hall 7. Interior develoment of post office, including Council Chambers 8. Interior development of old library 9. Interior development of post office building dock enclosure 10. Interior development of post office/library building connector 11. Furniture for remodeled areas 12. Demountable partitions 13. Transfer of furnishings, material, equipment to new locations 14. 10~ inflation factor The scope of the site work revisions includes: 1. Construction of decorative patio in front of City Hall 2. Landscaping of the perimeter of the decorative patio Supplemental page 3 /agenda Item No, 13 3. Decorative lighting of patio 4. Construction and modification of parking lot 5. Construction and relocation of street lights 6. Construction of fountain 7. Construction of covered walkway 8. Construction of sidewalks, curbs and gutters 9. Miscellaneous drainage construction 10. 10% inflation factor The construction/renovation and site work revisions will be accomplished in five phases: pre-design and site development, schematic design, design development, construction documents, and construction services. The architect will not proceed with the work for each of the successive phases until he has received written approval from the City to do so. The major responsibilities of the architect in the five project phases are outlined below. PHASE 1: PRE-DESIGN AND SITE DEVELOPMENT STUDY Review of the City's Program and Budget. Study existing site utilization and utility services. Present and confirm with the City the Architect's findings of the review and studies. Adjust the Scope of the Project as required and obtain approval to proceed. PHASE 2: SCHEMATIC DESIGN Based on the mutually agreed upon program, prepare Schematic Design Studies consisting of drawings and sketches to explain exterior treatment, and other documents illustrating the scale and relationsYiips of Project components. Review and recommend Energy Conservation opportunities. Prepare initial interior space planning concepts. Present to the City for approval, the preceding Schematic Design Phase documents and data. PHASE 3: DESIGN DEVELOPMENT Prepare from the approved Schematic Design Studies, the Design Development Documents consisting of drawings and sketches to explain exterior treatment, and other documents to fix and describe the size and character of the entire Project as to Structural, Mechanical, and Electrical systems, materials and such other essentials as may be appropriate. Prepare interior work station layouts, furniture and related material selections and other such essentials as may be appropriate. Submit to the City a further Statement of Probable Construction Cost. Present to the City for approval the preceding Design Development Documents and data, plus a rendering depicting the scope of the entire renovation project. PHASE 4: CONSTRUCTION DOCUMENTS PHASE Prepare, from the approved Design Development Documents, working drawings and specifications, including plans, elevations, sections, details and Supplemental page 4 Agenda Item No. 13 specifications covering architectural, civil engineering, 'structural, electrical, landscaping, heating, air conditioning, plumbing, utilities and other mechanical work. Also prescribe the work to be done, materials, workmanship, finishes, and all equipment required. PHASE 5: CONSTRUCTION SERVICES The architect will be required to: Provide tracings for drawings and stencils for specifications for use by the City in the reproduction of blueprints and specifications. Assist the City in the preparation of the usual construction contract documents. Give any assistance required by the City in obtaining proposals from contractors and make recommendations to assist the City in awarding the construction contracts, including the evaluation and analysis of bids submitted for construction contracts based upon approved working drawings and specifications. Prepare clarifying addenda during bidding, if required. Review all shop drawings for architectural, structural, mechanical and miscellaneous trades. Guard the City against defects and deficiencies in the work of the contractor. Provide general administration of the construction contract, including periodic inspections at the site, make regular reports as may be required by applicable public agencies, keep City informed of the progress of construction, recommend change orders for written approval of the City, examine contractor's applications for payment, determine date of substantial completion, make final inspection of the project, assemble written guarantees, and issue Architect's certificate of completion and final certificate for payment. Provide advice to City on apparent deficiencies in construction following the acceptance of the work and prior to expiration of the guarantee period of the project and to assist the City in enforcing warranties or guarantees of any of the construction work. The fee paid to Liebhardt, Weston and Goldman for professional services outlined in the agreement will total $94,000. This is greater than the $72,809 quoted in the proposal from Liebhardt, Weston and Goldman because the scope of the project was expanded to include the site work revisions. An initial payment of $4,700 (50 of total compensation) will be made upon execution of the agreement. Subsequent payments will be made at the completion of each phase according to the following percentages of the total compensation. During Phase 5, half of the 200 owed in that phase will not be paid until the project has been completed and accepted by the City. Pre-design Service and Site Schematic Design Phase - Design Development Phase - Construction Documents Phase Construction Phase - Development Study Phase - 10~ 150 40g - 80~ 1000 Supplemental page 5 FINANCIAL STATEMENT: Agenda 1~tern,No. 13 The City Council has appropriated $633,670 in the Capital Improvement Program fund GF-10 for Civic Center Development in FY75-76. In order to provide accurate accounting of all funds expended during the duration of the Civic Center Renovation Project, it is necessary to establish a construction account. The fees for professional services will be billed from object account 5201. In order to establish the construction account it will be necessary to transfer the remaining balance in CIP account GF-10 to Construction account No. 68. That remaining balance is $621,560. Of this total, $103,400 will be budgeted in object account 5201, Professional Services. The $103,400 is the total basic compensation for Liebhardt, Weston and Goldman ($94,000) plus 10% for contingencies ($9400). Form No, ,F-229 12/3 CERTIFICATE OF CITY/DIRECTOR OF FINANCE Certification of. tTnapg~~opriated Balance I HEREBY CEP.TIFY that the money required for the appropriation of funds for the purpose set forth i:x the attached. resolution i.s available in the Treasury, or is anticipated to come into the Treasury, and is otherwise unappropriated. Amount $ rund Purpose Eidder Director of Fin=.nce The City of Chula Vista Date By Certification of Unencumbered 3alance I "riF.REBF CEkTIFY that the indebtedness and cbliyation to be incurred by the contract or agreement authorized >7y the attached resolution can ne incurred ~sitrout the violation of any cf the provisions of the Charter of the City cf Chula Vista, o- the ~OristitUtlon or file ? uw5 Of the Statevf Ca'_ifCrriia, ti'ic~ sufficient monies have been appropriated for the pu_~gos~e of sai« ;:ontract, that sufficient monies to meet the oblig~3tions of th.e contract are actually in the Treasury, or arQ anticipate' to co~~~ into the Treasury to the credit of the wpprapri.atian from whic'r: the same are to be drawn, and that laic rzonies nc~~ actuaiiy ~a the Treasury, together wit'r. the monies anticipated to coma into the Treasury, to the credit of said appropriation are atherwi.s~_ unencumbered. Amount Not to Exceed $ 103,400.00 -7008-5201 Director of ~~ ira.rct _~. the City of Chub Vis e. Date 5/21/76 By ~ ~^ F,L:.~d 68 Dept./Activity , 7008 Purpose Renovation of Civic Center 33idder Liebhardt, Weston-and Goldman ~~c.:"t.Z'1.C:~f: ?v'fi. 1Ol