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Home My WebLink About2005-09-06; City Council; 18259; Amendment for Library Learning Center Siten AB# 18,259 MTG. 9/6/05 DEPT. LIB TITLE: APPROVING AMENDMENT NO. 1 TO AGREEMENT WITH MANUEL ONCINA ARCHITECTS INC FOR THE CARLSBAD CITY LIBRARY LEARNING CENTER SITE DEPT. HD? CITY ATTY. CITY MGR 3 RECOMMENDED ACTION: Adopt Resolution No. 2005-269 authorizing Amendment No. 1 to extend and amend the agreement for architectural services with Manuel Oncina Architects Inc. for the Carlsbad City Library Learning Center project. ITEM EXPLANATION: In the spring of 2004, the City Council approved the purchase of the Girls Club Inc. building located at 3368 Eureka Place. Community Development Block Grant (CDBG) funds were used for that purchase. The building was purchased in June 2004. The Library plans for this buildingkite to become the Carlsbad City Library Learning Center, which will house the Adult Learning and Centro de lnformacion programs. The Library conducted a Request for Proposal (RFP) process in the spring of 2004 to hire an architect to design building plans for this site. Manuel Oncina Architects Inc. was awarded the bid and began working with City staff to design plans in September 2004. The amount of the contract was $99,679 and CDBG funds were used to pay the design costs. Throughout the fall of 2004, staff met with the architects and developed a series of conceptual designs for the new Learning Center building. The original concept was to remodel the current one-story main building to accommodate the Centro de lnformacion and place additional modular buildings behind the main building to accommodate the Adult Learning Program. A second story was to be constructed at a later date. As the construction costs were identified throughout the design process, it became apparent that the second story addition to the main building could be constructed now for a relatively minor additional amount. With the City Manager’s support to change the design concept, the architect prepared plans and specifications for submission to the Planning Commission in April 2005. The Planning Commission approved the Conditional Use Permit for this property on April 20, 2005. The Learning Center project received approval for funding in the 2005 Capital Improvement Program at the City Council meeting on June 21, 2005. Total project costs were estimated at $3 million covering expenses such as land acquisition, design, project management, construction, furniture and equipment, etc. Due to the City’s request to expand the design of the project, the architect‘s scope of work has changed significantly. The architectural documents will nearly double in number and require a much higher level of details (staircases, elevators, roof plan and details). The structural engineering required to meet building codes became more complex and will require more calculations and drawings. Building systems such as mechanical, plumbing PAGE 2 OF AGENDA BILL NO. 18,259 Property Acquisition I$ 247,125 Tenant Relocation 5,560 and electrical services have doubled in capacity and require extensive documentation for proper construction bidding. Coordination of these supporting services becomes more complex and takes longer to execute. Lastly, support during project construction has increased as the building time frame will nearly double. Sources of Funds Amount Community Development Block Grant $ 958,163 Community Facilities District #1 1,497,398 The schematic design process became much more complex increasing from a one month to a six month process. The designs took a much longer time than anticipated, with a total of nine presentations given to City staff. City staff is requesting approval to amend and extend the current contract with Manuel Oncina Architects, Inc. Amendment No. 1 would increase the total compensation to $285,725 and extend the agreement for a period of two years, ending on September 23, 2007. Construction of the project is estimated to be complete in the fall of 2007. FISCAL IMPACT: The table below summarizes what has previously been appropriated for this project. No additional appropriations are needed at this time. This Amendment will increase the architectural contract from $99,679 to $285,725. Estimated Construction Costs General Capital Construction Fund I 600,000 Total Funding I$ 3,055,561 EXHIBITS: 1. Resolution No. 2005- 269 authorizing Amendment No. 1 to Extend and Amend the Agreement for Architectural Services with Manuel Oncina Architects, Inc. for the Carlsbad City Library Learning Center project. 2. Amendment No. 1 to Extend and Amend the Agreement for Architectural Services with Manuel Oncina Architects, Inc. DEPARTMENT CONTACT: Library: Cheryl Mast, 602-2014, camastbci.carlsbad.ca.us; Housing: Frank Boensch, 434-281 8, fboenAci.carlsbad.ca.us; Engineering: Bill Plummier, 602-2768, bDlumbci.carlsbad.ca.us. 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 EXHIBIT #I RESOLUTION NO. 2005- 269 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING AMENDMENT NO. 1 TO EXTEND AND AMEND THE AGREEMENT FOR ARCHITECTURAL SERVICES WITH MANUEL ONCINA ARCHITECTS INC. FOR THE CARLSBAD CITY LIBRARY LEARNING CENTER PROJECT ~ ~ ~ WHEREAS, the City Council of the City of Carlsbad, California, considers it necessary and in the City and public’s best interest to amend the contract with Manuel Oncina Architects, Inc. for design services for the Carlsbad City Library Learning Center project; and WHEREAS, funding is available in the Capital Improvement Program budget. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct 2. That the amendment of the agreement for architectural services with Manuel Oncina Architects, Inc. for the Carlsbad City Library Learning Center project is hereby authorized. Ill Ill Ill Ill I// Ill Ill Ill Ill 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 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 6th day of SEPTEMBER ,2005, by the following vote: AYES: Council Members Lewis, Kulchin, Packard , Sigaf oose A NOES: None ABSENT: Council Member Hall ATTEST: LORRAINE M. W~OD, City Clerl: (SEAL) -2- EXHIBIT #2 AMENDMENT NO. I TO EXTEND AND AMEND AGREEMENT FOR ARCHITECTURAL SERVICES MANUEL ONCINAARCHITECTS INC Bt No. 1 is entered into and effective as of the 42%. day of , 2005, amending the agreement dated September 23, 2004 (the “Agreemenf”) by and between the City of Carlsbad, a municipal corporation, (“City”), and Manuel Oncina Architects, Inc., (“Contractor“) (collectively, the “Parties”) for architectural services related to the Carlsbad Library Learning Center project. L, RECITALS A. The Parties desire to alter the Agreement’s scope of work to increase the total compensation to two hundred eighty-five thousand, seven hundred twenty-five dollars ($285,725); and B. The Parties desire to extend the Agreement for a period of two years, ending September 23,2007. C. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated by this reference as Exhibit “A”, Scope of Services and Fee. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. That the Agreement, as may have been amended from time to time, is hereby extended for a period of two years ending on September 23, 2007 on a time and materials basis not-to-exceed two hundred eighty-five thousand, seven hundred twenty-five dollars ($285,725). 2. Contractor will complete all work described in Exhibit “A by September 23,2007. 3. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. 4. All requisite insurance policies to be maintained by Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. 1 City Attorney Approved Version #05.22.01 5. The individuals executing this Amendment and the instruments referenced in it on behatf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Amendment. CONTRACTOR u(sign here) 30wwm e"7h4A - (print namettiie) CITYOFJRLSBAD, arniar corpo noftheHate fCal miw' ATTEST: (sign here) LORRAINE M. WOOD City Clerk APPROVED AS TO FORM: RONALD R. BALL, City Attorney (e-mail address) If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a Comration, Agreement must be signed by one corporate officer from each of the following two groups. *Group A. Chairman, President, or Vice-president "Group B. Secretary, Assistant Secretary, CFO or Assistant Treasurer 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. City Attorney Approved Version #05.22.01 2 EXHIBIT A PAGE 1 6 July 2005 Mr. Cliff Lange, Library Director Carlsbad City Library 1775 Dove Lane Carlsbad, CA 92009 Dear Mr. Lange: This proposal addresses the services anticipated for the renovation and the addition of the second floor to the existing building. The effort required in providing construction documents and support includes the services of several consultants as identified below. This proposal also assumes that the modular building planned for the rear of the property will be installed as a package by the selected vendor. Our involvement in that effort is limited to provide a level pad for the installation. Permitting and utility hook-ups are assumed to be handled by the vendor. The proposed scope of services is based on the following tasks: A. Schematic Design This effort consists of: 1. Schematic Design Services already rendered 2. Meetings & Presentations B. Design Development This effort consists of: 1. Updating and refining latest design scheme C. Construction Documents This effort consists of: 1. 2. 3. 4. 5. 6. Working Drawings Building Specifications Structural Calculations Title 24 Calculations Client meetings and conference calls Response to client reviews EXHIBIT A PAGE 2 Carlsbud Library Learning Center, 2-story 6 July 2005 2 7. Plan Check Submittal 8. Plan Check comments D. Construction Support This effort consists of: 1. Review of product submittals and shop drawings 2. Response to RFls 3. Client meetings and conference calls 4. Response to client reviews E. Final Close-out 1. Punch List 2. Record Drawings 3. Operations & Maintenance Manuals Recap of Basic Services: A. Schematic Design B. Design Development C. Construction Documents D. Construction Sur>r>ort $35,083 $3,570 $77,7 10 $54,558 *. E. Final Close-out $2,457 Total Architectural Fee $173,378.00 Consultants Cost Estimator $4,000 Civil (excludes boundary survey, utility potholing, off-site drainage improvements) Structural Mechanical and Plumbing Electrical Landscape Interior Design $10,000 $13,500 $15,000 $14,360 $16,375 $29,000 5% Managerial and Administrative markup $5,112 Total Consultants $107,347.00 Total Professional Fee $280,725.00 Rei m bu rsa bl es Estimate $5,000 GRAN TOTAL FEE $285,725.00 It has been a pleasure working for the City of Carlsbad and we look forward to completing this very exciting project. Sincerely, MANUEL ONCl NA ARCHITECTSNC 8