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Home My WebLink About2000-12-12; City Council; 16004; Phase 2 Cole Library RemodelCITY OF CARLSBAD -AGENDA BILL APPROVAL OF RATIFICATION OF DEPT. HD. MTG. 12/l 2/00 ACCEPTANCE OF BIDS, APPROPRIATION DEPT. CD PROJECT RECOMMENDED ACTION: Staff recommends the City Council ADOPT RESOLUTION NO. a&X? l 380 approving a Ratification of Amendment No. 1 to the existing architectural agreement, accepting bids, approving the appropriation of additional funds, and awarding a contract for the construction of Phase 2 of the Georgina Cole Library Remodel Project, City Project No. 33841. ITEM EXPLANATION: On October 17, 2000, the City Council approved the plans and specifications and authorized the advertisement of bids for the construction of Phase 2 of the Georgina Cole Library Remodel Project. On November 28, 2000, seven (7) sealed bids for the project were received as follows: CONTRACTOR BASE BID SCHEDULE “A’ TOTAL BID Hafner / Bergman Corporation Chino, California $587,937 $38,902 $626,839 Marcotte & Hearne San Diego, California $605,000 $29,650 $634,650 Alexander & Associates Orange, California $614,572 $50,974 $672,546 Pullman Engineering San Diego, California $563,908 $77,479 $68 1,806 Golden Springs Construction Santee, California $624,507 $62,150 $686,657 Har Construction National City, California $756,549 $44,092 $800,641 SMC Construction Costa Mesa, California $764,230 $62,800 $847,030 City’s Construction Estimate: $750,000 Bonds, licenses, and references have been reviewed and verified for the lowest responsive, responsible bidder. Staff recommends the bids received by the City for this project be accepted and a contract awarded to Hafner / Bergman Corporation in the amount of $626,839 for both the Base Bid as well as Schedule “A.” Construction is estimated to begin in early January and require approximately 4 months to complete, weather permitting. As indicated in previous presentations, the work associated / PAGE 2 OFAGENDklLL NO. /6! 004 with this project is focused upon the exterior of the Georgina Cole Library building. At no time during the construction will the building be closed to the public. FISCAL IMPACT: Previously, the City Council approved a total of $2,132,862 in the CIP budget for the 2 phases of this project. The source of funds for this project is Public Facilities Fee funds. The first phase, the extensive remodeling and upgrade of the interior of the Cole Library facility, was completed in April of this year with a final project cost of $1,385,697. This leaves an estimated $706,834 for the second phase. Staff requests the City Council approve an additional appropriation of $200,000 from the Public Facilities Fee Fund for soils testing, inspection, construction management, contingencies, and the Ratification of Amendment No. 1 to the existing architectural agreement that will be required of this second phase of the project. Funds are available for this appropriation. Ratification of Amendment No. 1 to the existing design agreement with the City’s Library Architects from McGraw / Baldwin Architects in the amount of $40,696 is required due to the following design scope changes: 1. Development of additional design alternatives; 2. Screen wall study and subsequent removal; 3. West window elevation structural design; 4. Required exit study and design of automatic door openers; 5. Lighting design modifications and coordination; 6. Structural design modifications and coordination; 7. Various plan set revisions, new exhibits, and additional meetings. Staff recommends approval of this Ratification of Amendment No. 1 EXHIBITS: 1. Resolution No2000-380 regarding Phase 2 of the Georgina Cole Library Remodel Project. 2. Ratification of Amendment No. 1 with McGraw / Baldwin Architects. 3. Bids on file in the Purchasing Department. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2000-380 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING A RATIFICATION OF ARCHITECTURAL AGREEMENT AMENDMENT NO. 1, ACCEPTANCE OF BIDS, APPROPRIATION OF ADDITIONAL PROJECT FUNDS, AND AWARD OF CONTRACT FOR PHASE 2 OF THE GEORGINA COLE LIBRARY REMODEL PROJECT WHEREAS, on October 17, 2000, the City Council of the City of Carlsbad, California, approved the plans and specifications and authorized the solicitation of bids for the construction of Phase 2 of the Georgina Cole Library Project, City Project Number 33841; and WHEREAS, seven (7) sealed bids were received and opened by the City on November 28,200O for said project; and WHEREAS, additional funds are required for the project construction including related construction activities, inspection, and contingency costs; and WHEREAS, a Ratification of Amendment No. 1 to an existing architectural design agreement has been prepared and is hereby submitted for approval; and WHEREAS, the City Council does hereby find it necessary, desirable, and in the public interest to award said construction contract. NOW, THEREFORE, BE IT RESOLVED AS FOLLOWS: 1. That the above recitations are true and correct. 2. That Ratification of Amendment No. 1 to an existing agreement with McGraw / Baldwin Architects is hereby approved and the Mayor is authorized to execute said documents. Following the Mayor’s execution of said documents, the City Clerk is directed to forward copies of this resolution and the amendment to McGraw / Baldwin Architects, attention: Mr. Kennon Baldwin, 701 B Street, Suite 200, San Diego, California 92101-g 101, and the Library and Community Development Departments. II 1 3. That the City Council does hereby appropriate $200,000 from the Public Facilities 2 Fee Fund to the project account as additional project funds. 3 4. That the City Council does hereby authorize the City Manager to approve necessary 4 construction change orders and incidental project modifications up to and not to exceed the value 5 6 of the available project contingency. 7 5. That the aforementioned bids received and opened by the City on November 28, 8 2000 are hereby accepted and the construction contract is hereby awarded to the lowest 9 responsive, responsible bidder, Hafner / Bergman Corporation in the amount of $626,839 for 10 both the “Base Bid” and “Schedule A” as defined within the project plans and specifications. 11 12 13 PASSED, APPROVED, AND ADOPTED at a regular meeting of the Carlsbad City Council on the 12th dayof December ,2000, by the following vote, to wit: 14 15 16 17 AYES: Council Members Lewis, Hall, Finnila, Nygaard and Kulchin. NOES: None ABSENT: None 18 19 20 (ATTEST) CLAUDE A. LEWIS, Mayor M. WOOD, City Clerk 24 25 26 27 28 -2- RATIFICATION OF AMENDMENT NO. 1 TO AGREEMENT FOR SUPPLEMENTAL DESIGN SERVICES FOR PHASE 2 OF THE COLE LIBRARY REMODEL PROJECT This Ratification of Amendment is entered into the 27th day of December , 2000 but effective as of the 27th day of September, 2000, ratifying the amendment of the Agreement dated April 20, 2000, by and between the City of Cartsbad, a municipal corporation, hereinafter referred to as “City,” and McGraw / Baldwin Architects, hereinafter referred to as “Contractor” for Phase 2 of the City’s Cole Library Remodel Project. RECITALS WHEREAS, the initial Agreement, dated April 20, 2000 identified a scope of work which includes the planning, pre-design, and design of exterior improvements to the Cole Library; and WHEREAS, the parties to the Agreement desire to alter the scope of work to include supplemental design services for architectural, cost estimating, structural engineering, and electrical engineering; and WHEREAS, a supplemental scope of work and fee schedule have been negotiated and agreed to between the parties, and is attached hereto and incorporated herein by reference as Exhibit “A” Scope of Services and Fee proposal letter dated September 27, 2000; and WHEREAS, the City and Contractor desire to ratify any amended scope of work already performed by the Contractor without benefit of this amendment of the Agreement dated April 20, 2000. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor hereby agree as follows: 1. The retroactive amendment of the Agreement is ratified. 2. Contractor shall provide services as outlined on the attached Exhibit “A”. 3. City shall pay Contractor for all work associated with Paragraph 1 above, on a time and materials basis not-to-exceed $40,696. Contractor shall provide City on a monthly 02/04/00 basis, copies of invoices sufficiently detailed to include hours performed, hourly rates, and related activities and costs for approval by City. 4. Contractor shall complete all work outlined on the attached Exhibit “A” by December 15, 2000, or by expiration of the Agreement as amended hereby. 5. All other provisions of the Agreement and any amendments thereto shall remain in full force and effect. 6. All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement and any amendments thereto shall be extended to include coverage for the extension period. Acknowledged and Accepted: McGraw / Baldwin Architects 1~~. PI,. &N x3&h 4.- - Y- “Y’ 1 ---, - CONTRACTOR: &gn here) ATTEST;. ,1 -. I.. :,/ ,. ” uh ta@umrrv _* ,.____ .L December 27, 2000 DATE (Proper notarial acknowledgment of execution by Contractor must be attached. Chairman, president or vice-president and secretary, assistant secretary, CFO or assistant treasurer must sign for corporations. Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation.) APPROVED AS TO FORM: RONALDk. BALL, City Attorney 02104lOO CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT State of California County of .r* ~)j~~~ 1 ss. On &&IV &TIC 5: c&%X2 , before me, /tllo,: Y !z%AL?T ~rZGil’%GW, h(% i?H V Puf3 LI C , Date Name and Title of Ofker (e.g., ‘Jane Doe. Notary Public”) personally appeared kiZW~ d k! - &WOW~ p.~afbJ.~~mPC R. LGaTlul IGCC. fP., x ersonally known to me 0 proved to me on the basis of satisfactory evidence Notory Pl.lI:iIC - rh!iforria to be the person(s) whose name(s) Ware subscribed to the within instrument and acknowledged to me tha tAo&Mthey executed the same in t&&m&heir authorized capacity(ies), and that by k&&&their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS my hand and official seal. Place Notary Seal Above OPT/O/VA L Though the information below is not required by law, it may prove valuable to persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document. Description of Attached Document Title or Type of Document: ‘%wI~-‘K.A~~~w Am@cuntni’~ NO. I .7’0 ,A- m ..;#y&,pJ~ m,ri, Syfyuzrn~c, i]FSrbrJ 5.5t3j,c.~: Fag pws&; 2 0~ * ~LXC Cl~,~day ,Q.~vIc~J~;~ Document Date: Number of Pages: Signer(s) Other Than Named Above: Capacity(ies) Claimed by Signer Signer’s Name: 0 Individual 0 Corporate Officer - Title(s): Cl Partner - 0 Limited 0 General q Attorney in Fact 0 Trustee 0 Guardian or Conservator 0 Other: Signer Is Representing: Q 1997 National Notary Association - 9350 De Soto Ave., P.O. Box 2402 - Chatswcxth. CA 91313-2402 Prod. No. 5907 Reorder: Call Toll-Free 1-600-676-6627 McGratilBalc”-in Architects EXHIBIT "A" September 27,200O John Cahill Municipal Projects Manager City of Carlsbad 1635 Faraday Avenue Carlsbad, CA 92008 Subject: Proposal for Additional Services Cole Library Exterior Improvements MBA Project No. 00014 Dear John: McGraw/Baldwin Architects finds it prudent to submit this proposal for additional services dealing with the screen wall and lighting enhancement designs and required on-going efforts. SCOPUSERVlCES INCLUDED Our understanding of the known additional scope is as follows: Screen wall design West window fin design Fin and screen wall structural design Structural design coordination Automatic door opener study Exit study Increased lighting capacity Cost estimate Additional team meetings Four-week project design extension Design renderings Removal of screen walls Redesign and coordination of Landscape drawings COMPENSATION FOR SERVICES We propose to increase our architectural hourly, not to exceed, budget by $27,210.00. In addition, we request a payment increase for the following disciplines: structural engineering, $9,750.00; cost estimation, $736.00; and electrical engineering, $3,000.00. The total of these increases is $40,696.00, as summarized on the attached Additional Service Proposal Task Summary dated September 27,200O. If this proposal is acceptable to you, please indicate your,acceptance of this proposal by signing in the space provided below and returning a copy to our office. This letter will form the basis of our Agreement and may be terminated by either party upon not less than seven- (7) days’ written notice. This proposal shall remain valid for ninety- (90) days. We appreciate this opportunity and look fonvard to continuing our work on this important project. Should you have any questions, we are available at your convenience. Kennon W Baldwin, Architect. 41A. President James T. Ferguson, Architect, AIA. Vice President 701 5 Street, Suite 200 David E. Cummins, Architect, AIA., Senw Asscclate Christopher Knell. Architect, AIA. Senior .r\ssoclate San Diego, CA 92101-8101 Theodore R. Breunich. Jr \/ICC Presldeni, CFC Jerry Cole. Vtce President, Buslnesc Develop(ment (619) 231-0751 FAX (619) 231-4396 James S. McGraw. AIA (1942-1996) www.mbarch.com - John Cahill Proposal for Additional Services September 27,200O Page 2 Sincerely, Agreed to by: McGraw/Baldwin Architects Inc. City of Carlsbad P’hilip Pipe Project Manager CA License No. C-25595 Attachments as noted cc: K. Baldwin, T. Breunich - M/BA John Cahill Municipal Projects Manager Date: McGraw/Baldwin Architects fvlcGrawlBalr”~n Ardhitects McGraw I Baldwin Architects Inc. Cole Library Exterior Upgrade ADOlTfONAL SERVICE PROPOSAL TASK SUMMARY PROJECT NUMBER: WOl4 PRINT DATE: 27-sep-00 ESTIMATE FOR REIMBURSABLES 5,150 a b c Structural DesignlBiddinglCA Blaylock Engineering Group See attached fee proposal for brake down of hours Electrical Design Van Buuren Kimper Engineering See attached memo from Barth Ballard for the revised scope of work Cost Estimating CAI See attached invoice for work performed 9.750.00 4.350.00 14.100.00 3,ooo.oo 4.500.00 7,soo.oa 736.00 736.00 Kennon W. BaldwIn. Architact. AIA. President James T. Ferguson. Architect, AIA, Vice President 701 B Street, Suite 200 David E. Cummlns, Architect. AIA, Senior Associate Christopher Knell. Architect. AIA. Senior Associate San Diego, CA 92101-8101 Theodore R. Breuntch. Jr.. VICF: Presldeni. CFO .jerry Cole Vice Presiden!. Business Development 1619) 231.0751 FAX (619) 231-4396 James S. McGraw, AIA (194%1996) www.mbarch.com