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Home My WebLink About1985-09-17; City Council; 8328; INTERIOR DESIGN SERVICES FOR COUNCIL CHAMBERSr c C3 9 0 3 a' ICc Z .. 0 F: 0 4 d 2 8 a T C CIT~F CARLSBAD - AGEND~~ILL / TITLE DEPT. HD.- CITY A& INTERIOR DESIGN SERVICES AB# 8'32r FOR COUNCIL CHAMBERS MTG. DEPT. p & R -. .. CITY MGR.- RECOMMENDED ACTION: the interior of the City Council Chambers. ITEM EXPLANATION: 9/17/85 Council direct staff to proceed with a study to redesign the Staff is recommending that a plan be developed to upgrade and modernize the appearance of the City Council Chambers. is suggested for the following reasons: 1. This action The building needs to be made more functional for presentations to the television audience. The methods and locations for viewing overhead projections and slide shows and the acoustics of the room should be improve Currently, there is not ad'equate access for the handicapped. Many of the amenities in the room need to be refurbished or replaced, i.e., carpeting and reupholstery of the audience. chairs. 2. 3. 4. Presently, the city has contracted with Designtech to provide the interior design for the Safety Center. to include the study of the Council Chambers. The funds for this expenditure were encumbered from FY 84-85 and are available in the Building Maintenance Account. There is also money budgeted to replace the glass door in the front access of the Council Chambers and to reupholster the chairs. The study will take approximately 6 weeks to complete. At the conclusion, the City will receive a plan of action to redesign the Chamber as well as costs. Depending upon the wishes of the Council, the project can be conducted all at once or on a phased basis. FISCAL IMPACT: Their aqreement can be amen( The costs to complete the study are as follows: Programming $ 460 Schematic Design 920 Design Development 920 Contract Documents 1381 450 Contract Administration TOTAL COSTS $4131 EXHIBITS: 1. Designtech proposal dated August 5, 1985 < - -97 1985 rn RECEIVES .. J DESIGNTECH a August 5, 1985 Lynn Chase, Recreation Superintendent City of Carlsbad Parks and Recreation Department 1166 Elm Avenue Carlsbad, CA 92008-1989 Re: Interior Design proposal - City of Carlsbad Council Chambers, 1200 Elm Avenue Dear Lynn: As requested, we are pleased to submit our proposal for interior design services for the above project. The scope of the work is for the entire building housing the counci chambers. The following are the basic five phases involved in the design process: 1. Programming Phase We meet with the owner (client) and others (i.e. Cablevision) as required in order to ascertain the project requirements and review the understanding of such requirements with the owner. We collect data to document existing and projected furniture, furnishings and equipment, prodedures, and interior elements such as lighting, electrical, acoustics and construction. Based upon a review, analysis, and evaluation of the requirement and objectives for the project, we will provide a written progrz for the owner's approval, if required. 2635 Camino del Rio South, San Diego, CA 92108 (619) 2954987 Q w DESIGNTECH s Lynn Chase, Recreation Superintendent City of Carlsbad Parks and Recreation Department August 5, 1985 Page 2 2. Schematic Design Phase Based upon the approved program, we prepare preliminary diagrams and planning to show alternate approaches to designing and carrying out the work and solving identified problems. The planning function provides allocation and utilization plans, indicating furnishing locations and preliminary furniture and equipment layouts. to establish a design concept indicating types and quality of finishes and materials, furnishings and equipment, for example. We will also provide a preliminary projected cost estimate based upon the recommended design concepts and on current costs for projects of similar scope and quality. The purpose of this phase is to give the owner an idea of how the project will look and the image to be conveyed. The estimates will be based upon the proposed Schematic design and will be further refined as a final design solution is attained. We further prepare studies 3. Design Development Phase Once the schematic design has been approved and any adjustments required by the owner have been made, we proceed with design and development drawings and other documents to fix and describe the character of the interior of the project including special desig for features to be incorporated. We prepare data and illustrations to describe and define furnitu furnishings and equipment,including specially designed custom items. The budget or projected cost estimates are also further refined to reflect more accurate information. Design development data and cost information is presented to the owner for approval prior to the next phase. 4lB m DESIGNTECH I Lynn Chase, Re-creatior, Superintendent City of Carlsbad Parks and Recreation Department August 5, 1985 Page 3 4. Contract Document Phase This is the most detailed phase of the project where we prepare final working drawings and specifications in order to procure the entire project in accordance with the owner's requirements. We will prepare the necessary procurement information and procur ment forms for furniture, furnishings and equipment as required by the owner. 5. Contract Administration Phase We will work closely with the general contractor and all suppliers to ensure the owner's best interests are pursued and that the work is carried out in accordance with the project drawings and specifications. The final inspection and the issuing of deficiency lists will be carried out by the designer. Our fee is based upon a continuous flow of the project in one overall phase. over a multi-year period this fee arrangement is applicable to the first phase only. If the client desires the project to be broken into phases by the designer on the construction documents then this will be included in the contract document phase at no additional charge. Contract Administration on the second and subsequent phases will be billed,in addition to the fee stated in this proposa1,at the designers prevailing hourly rate with anot-to-exceed limit at the time of commencement of that phase, or at an agreed flat fee to be negotiated at that time. If contract documents are completed and no contract administrati is required, then a sum equal to 10 hours of the designers pre- vailing hourly rate of $45.00 per hour will be deducted from the overall fee. If the project is broken up into several phases fe w DESIGNTECH 3 Lynn Chase, Recreation Superintendent City of Carlsbad Parks and Recreation Department August 5, 1985 Page 4 Scope of the Work Some of, but not limited to, the specific items to be addressed have been identified as follows: - Re-upholstering of existing public seating. - Replacement of the tile entrance. - Replacement of the glass entrance doors, - Replacement of the back panel with new structure. - Address the lighting over the dais. - Add plants. - Make toilets conform to handicap code. - Change laminate inserts on front dais and podium. - Suggest colors appropriate for videotaping. - Maintain existing corkboard. - Provide new visual board to replace chalkboard. - Determine which wall materials are necessary and possibly - Suggest artwork. - Maintain dais chairs. - Sound roon closet. - Meet with and ascertain Cablevision's requirements. - Suggest solutions for projection screen. have redone. (i.e. aerial mapm land maps, etc., and consolidate to one wall. - Remove bookcase in front area and incorporate spaces for "request to speak", "agenda" and "information booklets" into new structure. - New baseboard. - Toilet accessories, tile, lighting, and partitions. - Generally "clean up" existing remains of poor quality constructio! - Refinish front wall, front of dais (veneer and laminate), and Time Period The time required for each of the phases described is as follows: 1. Programming Phase 1 week 2. Schematic Design 2 weeks 3. Design Development 2 weeks painting, etc. modernize electrical. @ tu DESIGNTECH I Lynn Chase, Recreation Superintendent City of Carlsbad Parks and Recreation Department August 5, 1985 Page 5 4. Contract Documents 3 weeks 5. Contract Administration hourly depending upon contractor. Fees Based upon the foregoing scope of workf our site visit, and conversation with you, our fee is $4,131.00. This has been computed using an area of 2,754 square feet at $1.50 per square foot. The fee will be payable as follows at the completion of each phase: 1. Programming $460.00 2. Schematic Design 920.00 3. Design Development 920.00 4. Contract Documents 1381.00 5. Contract Administration 450.00 Total : $4131.00 Each phase will be billed at the end of the month in which it occurs if time is consumed between phases by the City of Carlsbad to review and approve the work prior to moving on to the next phase We hope this proposal meets with your approval, however, should yoc have any questions or require any additional information, please do not hesitate to contact us. T7P ouglas R. Stead President DRS/j c