HomeMy WebLinkAbout2007-07-17; City Council; 19089; RRM Design Group Agreement Amendment•'af C*
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DEPT. ENG
CITY OF CARLSBAD- AGENDA BILL
APPROVAL OF AMENDMENT NO. 2 WITH
RRM DESIGN GROUP FOR SITE PLANNING OF A
POLICE / FIRE TRAINING CENTER AND
PUBLIC WORKS CENTER, PROJECT NO. 3686
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RECOMMENDED ACTION:
Adopt Resolution No. 2007-185 to approve and authorize Amendment No. 2 to the architectural
services agreement with RRM Design Group for site planning of a Police / Fire Training Center and
Public Works Center, Project No. 3686.
ITEM EXPLANATION:
On September 28, 2004, the City entered into an agreement with RRM Design Group in the amount of
$54,910 to perform programming to develop pertinent information to locate a Public Works Center and
a Police and Fire Department Training Center. This work was completed in 2005.
On January 2, 2007, the City entered into a second agreement with RRM Design Group in an amount
not-to-exceed $97,949 to develop a site plan and floor plan for construction of a Police Training
Facility including a shooting range, a Fire Training Facility including a training tower, and provide
space for a Public Works Center which would all be located at the City's Safety Center site
located along Orion Street just north of Faraday Avenue. On May 1, 2007, City Council approved
Amendment No. 1 in an amount not-to-exceed $10,000 to have the architect develop additional
"Site Arrangement Diagrams" to be used by staff in assessing the best and most creative arrangement
of the Police Training Facility, Fire Training Facility, and Public Works Center on the Safety Center
site.
Amendment No. 2 is to develop additional information specifically for a Public Works Center including
a Site Arrangement Diagram, Conceptual Design Floor Plans, Basis of Design Report, and
development of a Conceptual Project Budget.
ENVIRONMENTAL IMPACT:
The Planning Director has determined that the project consists of a feasibility and planning study that
is statutorily exempt from the requirements of the California Environmental Quality Act (CEQA) per
Section 15262, Feasibility and Planning Studies, of the State CEQA Guidelines. The feasibility and
planning study will not have a legally binding effect on later actions and the City Council has not
adopted funding of any possible future actions. A Notice of Exemption will be filed subsequent to the
approval of the contract amendment.
FOR CITY CLERKS USE ONLY
COUNCIL ACTION: APPROVED
DENIED
CONTINUED
WITHDRAWN
AMENDED
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CONTINUED TO DATE SPECIFIC
CONTINUED TO DATE UNKNOWN
RETURNED TO STAFF
OTHER - SEE MINUTES
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FISCAL IMPACT:
The planning phase study expenses are summarized in the table below.
PROJECT COST SUMMARY- PROJECT NO. 3686
Miscellaneous Expenses
January 2, 2007, Agreement with RRM Design Group Site Planning Services
Amendment No. 1 with RRM Design Group
Amendment No. 2 with RRM Design Group
TOTAL ESTIMATED COST THROUGH SITE PLANNING PHASE
TOTAL APPROPRIATIONS
$73,335
$97,949
$10,000
$60,000
$241,284
$950,000
The cost associated with the subject Amendment No. 2 is $60,000, and sufficient funds are available
for the work. An engineer's cost estimate for construction of a Public Works Center will be prepared
and any necessary revisions to the project budget, including additional appropriation for construction
costs, will be incorporated as part of the FY 2007-08 CIP under a future agenda bill. The project is
funded by the General Capital Construction (GCC) fund.
EXHIBITS:
1. Location Map.
2. Resolution No. 2007-185 to approve and authorize Amendment No. 2 to the
architectural services agreement with RRM Design Group for site planning, Police/
Fire Training Center and Public Works Center, Project No. 3686.
3. Amendment No. 2 to Architectural Services Agreement with RRM Design Group for Site
Planning of a Police / Fire Training Center and Public Works Center, Project No. 3686.
DEPARTMENT CONTACT: William Plummer, (760) 602-2768, bplum@ci.carlsbad.ca.us
LOCATION MAP
CITY OF OCEANSIDE
HIGHWAY,**
VICINITY
MAP
NOT TOSCALE
NOT TO SCALE
SITE.
PACIFIC
OCEAN
PROJECT NAME POLICE /FIRE TRAINING CENTER
AND PUBLIC WORKS CENTER
PROJECT
NUMBER
3686
EXHIBIT
1
DRAWN BY: SCOTT EVANS, CARLSBAD ENGINEERING DEPT. 4/13/07 C:\CAPITAL\PLUMUER\3686.DWG
RESOLUTION NO. 2007-185
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, CALIFORNIA, TO APPROVE AMENDMENT NO. 2 TO
PROFESSIONAL SERVICES AGREEMENT WITH RRM DESIGN
4 GROUP FOR SITE PLANNING OF A POLICE / FIRE TRAINING
CENTER AND PUBLIC WORKS CENTER. PROJECT NO. 3686.
5
WHEREAS, a professional architectural services agreement was executed on
6
January 2, 2007 between the City of Carlsbad and RRM Design Group to provide site planning
7
services for a Police / Fire Training Center and Public Works Center; Project No. 3686; and
8
WHEREAS, Amendment No. 1 in the amount of $10,000 was approved by City Council on
9
May 1, 2007, to include additional site arrangement diagrams; and
10
WHEREAS, it is necessary to increase the architectural services budget by $60,000 with
RRM Design Group for Project No. 3686 to include a Site Arrangement Diagram,
Conceptual Design Floor Plans, Engineer's Basis of Design report, and Conceptual Project
I O
budget for the Public Works Center; and14
WHEREAS, the City Council of the City of Carlsbad, California, has determined it
1 ^
necessary and in the public interest for the City of Carlsbad to enter into Amendment No. 2 with
16
RRM Design Group for Site Planning of a Police / Fire Training Center and Public Works Center,
Project No. 3686, in an amount not-to-exceed $60,000; and
18
WHEREAS, $950,000 in General Capital Construction funds have been appropriated in
19
the Capital Improvement Program for Project No. 3686; sufficient to fund this Amendment No. 2.
20
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
21
California, as follows:
22 1. That the above recitations are true and correct.
23 2. That Amendment No. 2 with RRM Design Group for professional architectural
24 services for Project No. 3686 is hereby approved.
25 3. That the Mayor of the City of Carlsbad is hereby authorized and directed to execute
Amendment No. 2 with RRM Design Group for, and on behalf of, the City of Carlsbad.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 17th day of July, 2007, by the following vote to wit:
AYES: Council Members Lewis, Kulchin, Hall, Packard and Nygaard.
NOES: None.
ABSENT: None.
LEWTSfMayor
ATTEST:
b/f 3
AMENDMENT NO. 2 TO AGREEMENT FOR ARCHITECTURAL SERVICES
(RRM DESIGN GROUP)
Jh\s Amendment No. 2 is entered into and effective as of the /ft day of
2007, amending the agreement dated January 2, 2007 (the
"Agreeronent") oy and between the City of Carlsbad, a municipal corporation, ("City"), and RRM
DESIGN GROUP, ("Contractor") (collectively, the "Parties") for Site Planning Public Works
Center, Police Shooting Range, and Fire Training Center.
RECITALS
A. On May 1 , 2007, the Parties executed Amendment No. 1 to the Agreement to
include additional Site Arrangement Diagrams; and
B. The Parties desire to alter the scope of work of the Agreement to add a Public
Woks Building Operations Review, Site Arrangement Diagram, Conceptual Design Floor Plans,
Engineer's Basis of Design, and Conceptual Project budget; and
D. 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 . In addition to those services contained in the Agreement, as may have
been amended from time to time, Contractor will provide those services described in Exhibit "A".
2. City will pay Contractor for all work associated with those services
described in Exhibit "A" on a time and materials basis not-to-exceed sixty thousand dollars
($60,000). Contractor will provide City, on a monthly basis, copies of invoices sufficiently detailed
to include hours performed, hourly rates, and related activities and costs for approval by City.
3. Contractor will complete all work described in Exhibit "A" by December 31 ,
2007.
4. All other provisions of the Agreement, as may have been amended from
time to time, will remain in full force and effect.
5. 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.
City Attorney Approved Version #05.22.01
Iff
6. The individuals executing this Amendment and the instruments referenced
in it on behalf 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
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*By:
(print name/title)
ao^eyw <
(e-mail address)
(print name/title)
(e-mail address)
CITY OF^C^RLSBAD, a municipj
corpoc
ATTEST:
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''MIIlOx
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a Corporation. 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.
APPROVED AS TO FORM:
RONALD R. BALL, City Attorney
City Attorney Approved Version #05.22.01
Exhibit A
Amendment No. 2: Scope of Services and Fee
City of Carlsbad
Police/Fire Training and Public Works Center
Phase 2 Study
June 2007
TASK 1: PRE-DESIGN SERVICES
Task 1.3: Public Works Operations Review for Training Center
In addition to the original Scope of Work, the RRM/MFC (Maintenance Facilities Consultants, Inc-
Ron Hilton) team will conduct meetings that will be used to validate, refine and expand on the
previously generated RRM Study Exhibits and gather more detailed programming data regarding
the operational goals for each Public Works facility. The focus of the discussions will be
validation of current & future operations; public interaction & service goals.
Anticipated Products & Meetings
• One (1) Site Arrangement Diagram for proposed Public Works facility
Task 1.4: Site Arrangement Diagram
Based on Task 13 the RRM/MFC team will generate, in addition to the original Scope of Work,
one (1) Public Works Site Arrangement Diagram based on Exhibit A-l as a starting point Any
revisions and/or adjustments to the one (1) finally selected Site Arrangement Diagram will be
incorporated into the Task 1.5 Conceptual Design Site Plan.
Anticipated Products & Meetings
• Three (3) day operations-based discussion regarding Public Works Center site and
building components. Attendees: RRM/MFC team, selected City team members, and
Public Works project team.
• Validated Space Needs listing for each building and site component.
Task 1.5: Conceptual Design Floor Plans
In addition to the original Scope of Work a Conceptual Floor Plan will be generated by the
RRM/MFC team for each major building component in the Public Works Center portion.
Anticipated Products & Meetings
• Conceptual Design Floor Plan for each Public Works major building component
• Two (2) meetings for review/approval with City team (MFC to attend first meeting)
Task 1.6: Engineer's Basis of Design Input
In addition to the original Scope of Work, RRM's consultant team (MFC, structural and MPE
engineers) will prepare a brief Basis of Design report outlining the anticipated civil/earthwork
scope of work and structural, mechanical and electrical systems for the Public Works Center
project. This information will be used to enhance the conceptual design for cost estimating
purposes.
rrmdesigngroup
creating environments people enjoy
Anticipated Products & Meetings
• Basis of Design report for the Public Works Center project
• No meetings anticipated
Task 1.7: Conceptual Project Budget
In addition to the original Scope of Work, based on Tasks 1.5 and 1.6 exhibits/reports, RRM will
prepare a Conceptual Project Budget for the Public Works Center project This budget will
identify all known costs factors affecting the project including soft costs (provided by City/RRM),
building, site construction cost and owner costs (provided by City) and contingencies. The City
will submit RRM's project budget to the City-hired cost estimator for validation and review. The
final Conceptual Project Budget will incorporate any applicable revisions suggested by the City-
hired cost estimator.
Anticipated Products & Meetings
• Conceptual Project Budget for the Public Works Center project
• The Project Team will hold one (1) meeting to review and refine project budget with
City and City-hired cost estimator.
Exclusions
The following services are excluded from our scope and fee proposal:
• Geotechnical investigation
• Hazardous materials/contaminated soils abatement or evaluation
• Environmental documentation (CEQA)
• Traffic, noise, biological or air quality studies (coordination with City-hired
consultants is included)
• Independent verification of accuracy of City-provided information
• Title reports
• Topographic Survey/Aerial Mapping
• Landscape Architecture
TASK 1
1.3
1.4
1.5
1.6
1.7
ADDITIONAL SERVICES
Public Works Operations Review
Site Arrangement Diagram
Public Works Major Building Component Conceptual
Floor Plans
Engineers Basis of Design to include Public Works
Center Building and Site Components
Conceptual Project Budget to include Public Works
Center Building and Site Components
Estimated Reimbursable Expense
Hourly
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Hourly
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Hourly
NTE
Hourly
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Budget:
TOTAL ADDITIONAL SERVICES FEE:
$8,200
$4,000
$12,500
$21,500
$7,800
$6,000
$60,000
City of Carlsbad
Police/Fire Training and Public Works Center
Phase 2 Study
Page 2
rrmdesigngroup
creating environments people enjoy"
BANK &T RUST
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
State of California
County of San Luis Obispo
On June 28, 2007 before me, Laurie Jan Richards, Notary Public, personally appeared Victor Montgomery,
I I personally known to me - OR -1 I proved to me on the
basis of satisfactory evidence to be the person(s) whose
name(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in
his/her/thctr authorized capacity(ks), and that by
his/hei/lhetf-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.
LAURIE JAN
COMM. §1745513
NOTARY PUBLIC-CALIFORNIA
SAN LUIS OBISPO COUNTY
<
'ignature of Notary
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and
could prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER (PRINCIPAL)
["I Individual
^\| Corporate Officer
DESCRIPTION OF ATTACHED DOCUMENT
Title
Partner(s)Limited
General
I | Attorney-in-Fact
I | Trustee(s)
| | Guardian/Conservator
D Other:
Absent Signer (Principal) is Representing:
Title or Type of Document
Agreement for Architectural Servies, City of
Carlsbad
Number of Pages
Date of Document
Signer(s) Other Than Name(s) Above
ADM-005 (07/01)
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
BANK &T RUST
State of California
County of San Luis Obispo
On June 27, 2007 before me, Laurie Jan Richards, Notary Public, personally appeared Gregory Peters,
IXI personally known to me - OR -1 | proved to me on the
basis of satisfactory evidence to be the person^ whose
name(s) is/afe subscribed to the within instrument and
acknowledged to me that he/aho/thcy executed the same in
his/her/their authorized capacity(*es-), and that by
his/h@f/thrir 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.
LAURIE JAN RICHARDS
COMM. §1745513 I
AAAAAAAAAAAAA'A
NOTARY PUBLIC-CALIFORNIA ^.
SAN LUIS OBISPO COUNTY °
My Comm. Expires June 13,2011 M
AAAAAAAAlAAAAAAAlAAAlAlU
) Signature of Notary
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and
could prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER (PRINCIPAL)
I | Individual
[xl Corporate Officer
DESCRIPTION OF ATTACHED DOCUMENT
Title
Partner(s)Limited
General
I I Attorney-in-Fact
I I Trustee(s)
I I Guardian/Conservator
D Other:
Absent Signer (Principal) is Representing:
Title or Type of Document
Agreement for Architectural Servies, City of
Carlsbad
Number of Pages
Date of Document
Signer(s) Other Than Name(s) Above
ADM-005 (07/01)