HomeMy WebLinkAbout2012-06-12; City Council; 20929; Approval Amendment No. 2 with RRM Design Group for Construction Support Services for Joint First Responders Training Facility Project No 3686CITY OF CARLSBAD - AGENDA BILL
20,929 AB#
MTG. 6/12/12
DEPT. UTIL
APPROVAL OF AMENDMENT NO. 2 WITH RRM DESIGN
GROUP FOR CONSTRUCTION ADMINISTRATION
SUPPORT SERVICES FOR THE JOINT FIRST
RESPONDERS TRAINING FACILITY
PROJECT NOS. 3686
DEPT. DIRECTOR ^
CITY ATTORNEY
CITY MANAGER
RECOMMENDED ACTION:
Adopt Resolution No. 2012-129 _ approving Amendment No. 2 to the professional services
agreement with RRM Design Group for Construction Administration Support Services for the Joint First
Responders Training Facility (Carlsbad Safety Training Center), Project No. 3686
ITEM EXPLANATION:
The Carisbad Safety Training Center is located at 5750 Orion Street, across fronn the Public Safety
and Services Center. Amendment No. 2 to the RRM Design Group agreement addresses additional
architectural services necessary to complete the final construction phase of the project. Additional
services provided by the RRM Design Group team that were not anticipated include responding to
additional questions on the structural plans, revisions to the drainage system, pole mounted fire
strobe, addition of electrical outlets, modification of the breathing air filling station, modification to
polycarbonate windows, addition of interior wall painting, rodeo ground dot pattern layout, ceiling
breach prop at residential fire prop, additional site visits to resolve field issues, and miscellaneous
mechanical, electrical, plumbing modifications, and finally deletion of Post Occupancy Review. The
total cost included in Amendment No. 2 is $18,983.
ENVIRONMENTAL IMPACT:
A Mitigated Negative Declaration (MND) and Mitigation Monitoring and Reporting Program were
prepared for the Joint First Responders Training Facility (CUP 08-15). The Notice of Intent (NOI) to
adopt a MND was published in the newspaper October 8, 2008, and sent to the County Clerk's Office
for a 20-day public review (October 9, 2008 - October 29, 2008). No comment letters were received
during the 20-day review period. The MND was approved by the Planning Commission on November
19, 2008 in compliance with the California Environmental Quality Act (CEQA) Guidelines Section
15074.
DEPARTMENT CONTACT: William Plummer, (760) 602-2768, bill.plummer@carisbadca.gov
FOR CITY CLERKS USE ONL Y
COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC •
DENIED CONTINUED TO DATE UNKNOWN •
CONTINUED • RETURNED TO STAFF •
WITHDRAWN • OTHER - SEE MINUTES •
AMENDED •
Page 2
FISCAL IMPACT:
Table 1 shows the project cost summary for Project No. 3686.
TABLE 1
PROJECT COST SUMMARY FOR THE DESIGN, ENVIRONMENTAL, AND CONSTRUCTION
OF THE JOINT FIRST RESPONDER TRAINING FACILITY (CARLSBAD SAFETY TRAINING
DESCRIPTION ESTIMATED
COSTS
PRELIMINARY AND FINAL DESIGN. ENVIRONMENTAL. & PERMITS (comDieted)
Preliminary Study (P&D Consulting) $41,000
Feasibility, Planning, and Conceptual Studies (RRM Design) 170,000
Preliminary Design, Environmental Review, and Conditional Use Permit (RRM Design) 528,000
Final Design, Plans, Specifications, and Building Permit (RRM Design) 1,012,000
Financial Review by Rosenow Spevacek Group (RSG) 34,000
Public Art Component Design (Pleasant Line Corporation) 27,000
Miscellaneous expenses 10,000
Subtotal $1,822,000
CONSTRUCTION
Construction Contract (Ledcor Construction Inc.) $11,260,870
Construction Contingency 1,100,130
Construction Management & Inspection (Dudek) 853,660
Engineering Support (RRM Design) 449,875
Post Construction Warranty Review (RRM Design) 28,050
Geotechnical Services grading and material testing (Leighton) 54,900
Public Art Component (Pleasant Line Corp.) 153,000
City Staff 99,515
Subtotal $14,000,000
MISCELLANEOUS
CMWD & SDCWA Water Capacity Fees based on 2-2" meters, budget amount $98,000
Recycled Water Capacity Fee based on 1-2" turbo meter, budget amount 31,000
Sewer Capacity Fee based on 4 EDU's, budget amount 5,000
Sewer Benefit Area "G" Fee based on 4 EDU's, budget amount 3,000
Pre-Opening Expense, budget amount 50,000
Furnishings, Fixtures and Equipment (FF&E), budget amount 330,000
Miscellaneous Items, Dry Utilities, budget amount 161,000
Subtotal $678,000
TOTAL PROJECT COST $16,500,000
CURRENT APPROPRIATION 16,500,000
ADDITIONAL APPROPRIATION REQUIRED $-0-
Page 3
The current financial status of the Joint First Responder Training Facility project is shown in Table 2
below.
TABLE 2 - CURRENT EXPENDITURES
FOR JOINT FIRST RESPONDERS TRAINING FACILITY
TASK DESCRIPTION CURRENT YEAR
APPROPRIATION
CURRENT YEAR
SXPENDlTyRiS/
ENCUMBRANCES
REMAINING
BALANCES
Design $2,746,510 $2,744,501 $2,009
Construction, Inspection,
Materials Testinci 13,718,490 13,638,850 79,640
Studies and Reports 35,000 34,017 983
TOTAL $16,500,000 $16,417,368 $82,632
Sufficient General Capital Construction funds are currently available for Amendment No. 2 totaling $18,983
with RRM Design Group.
EXHIBITS:
1. Location Map.
2. Resolution No. 2012-129 approving Amendment No. 2 to the professional sen/ices
agreement with RRM Design Group for the Construction Administration Support Services for the
Joint First Responders Training Facility, Project No. 3686.
3. Amendment No. 2 to Agreement for Professional Engineering Services with RRM Design Group for
Construction Administration Support Services.
3
LOCATION MAP
NOT TO SCALE
PROJECT NAME
JOINT FIRST RESPONDER TRAINING FACILITY
PROJECT
NUMBER
3686
EXHIBIT
1
DRAmBrTXOfTEWi^^
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RESOLUTION NO. 2012-129
1
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, CALIFORNIA, APPROVING AMENDMENT NO. 2 TO
THE PROFESSIONAL SERVICES AGREEMENT WITH RRM
4 DESIGN GROUP FOR THE JOINT FIRST RESPONDERS
TRAINING FACILITY. PROJECT NO. 3686
5 "
6 WHEREAS, the City Council of the City of Carlsbad, California, has determined it necessary
and in the public interest to approve Amendment No. 2 to the agreement with RRM Design Group for
Construction Administration Support Services for the Joint First Responders Training Facility, Project
No. 3686; and
WHEREAS, On April 14, 2010, the City entered into an agreement with RRM Design Group
in the amount of $477,925 to provide construction administration support services; and
WHEREAS, one (1) subsequent amendment has been authorized to RRM Design Group in
12 the amount of $100,000; and
-13 WHEREAS, City staff and RRM Design Group have negotiated fees in an amount not-to-
exceed $18,983 to provide additional construction administration support services for the project, as
described in this Amendment No. 2 to the professional services agreement; and
WHEREAS, funds have been appropriated in the 2011-2012 Capital Improvement Program
from the General Capital Construction Fund and sufficient funds are currently available; and
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.
20 2. That Amendment No. 2 to Agreement with RRM Design Group in an amount not-to-
21 exceed $18,983 for the Construction Administration Support for the Joint First Responders Training
22 Facility (Carlsbad Safety Training Center) is approved and the Mayor is hereby authorized and
directed to execute said amendment.
///
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carisbad on the 12**^ day of June 2012, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Kulchin, Blackburn, Douglas and Packard.
None.
ABSENT: None.
MATT HALL, Mayor
ATTEST:
ORRAIME M. WOOD, City Cleric
(SEAL)
PWENG755
AMENDMENT NO. 2 TO AGREEMENT FOR CONSTRUCTION ADMINISTRATION
SUPPORT SERVICES FOR THE JOINT FIRST RESPONDERS TRAINING FACILITY
(RRM DESIGN GROUP)
amendment No. 2 is entered into and effective as of the Ic^ ^ day of
(Ay*^^ , 2012, amending the agreement dated April 14, 2010 (the
"Agreemei^) by and between the City of Carisbad, a municipal corporation, ("City"), and RRM
Design Group, a California corporation, ("Contractor") (collectively, the "Parties") for the Joint
First Responders Training Facility, Project No. 3686.
RECITALS
A. On June 9, 2011, the Parties executed Amendment No. 1 to the Agreement to
include an update of the Storm Water Pollution Prevention Plan to comply with new State of
California general permit requirements, conform electrical drawings to include addendum items,
redesign utilities to avoid interference with incorrectly displayed dry utilities, include revisions to
mechanical/electrical/plumbing drawings from requested changes by the City, revise drainage
system to accommodate fire flow training drainage, revise architectural drawings and
specifications to accommodate changes requested by the City; and
B. The Parties desire to alter the Agreement's scope of work to provide consulting
services to assist the City in responding revisions to structural drawings in subtask 9.8, delete
subtask 10.0 Post OccupancyAA/arranty Review, revise drainage system to comply with
Regional Board conditions, revise architectural drawings/specifications for fire strobe and
security gate, provide additional floor box outlets, revise ready area windows to polycarbonate
windows, revise concrete block filler and paint on interior range walls, revise ceiling at Hallway
112, revise rodeo grounds DOT pattern layout, revise ceiling breach prop at Residential Burn
structure, provide additional site meetings relative to the commercial and residential Burn Prop
structures and additional construction administration support; and
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. 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 eighteen thousand nine hundred eighty
three dollars ($18,983). Contractor will provide City, on a monthly basis, copies of invoices
sufficiently detailed to include hours performed, houriy rates, and related activities and costs for
approval by City.
3. Contractor will complete all work described in Exhibit "A" by April 13, 2013.
4. All other provisions of the Agreement, as may have been amended from time to
time, will remain in full force and effect.
City Attorney Approved Version 5/12/11 7
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.
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
RRM DESIGN GROUP, a California
cor|:^ration
CITY OF CARLSBAD, a municipal
corporation of the State of California
ATTEST:
(sign here) LORRAINE M. WOOD ,x<v.SBAo''V
(print name/title)
If required by City, proper notarial acknowledgment of execution by Contractor irfaati^beN^'^^
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 5/12/11
statement of Approval Authorities
For The City of Carlsbad
Support Services for the Joint First Responders Training Facility
Amendment #1
On April 18, 2011 the Board of Directors of RRM Design Group, A California Corporation
approved an updated Approval Authorities table dated April 2011.The Approval
Authorities table included various levels of authority for signing contracts and other
internal and external commitments of the corporation. Included in that table was the
following authorization:
Public customer contracts: As required by contract; Principal In Charge of
the project; Market Sector Principal; or any Principal of the firm.
At that same meeting the Board of Directors also appointed officers of the corporation as
follows:
Erik Justesen
Gregory Peters
T. Keith Gurnee
John Wilbanks
Gerald Michael
Jeffrey Ferber
Kirk Van Cleave
Timothy Walters
Michael Sherrod
Debra Rudd
Victor Montgomery
Leonard Grant
Susan Whalen
Chief Executive Officer/President/Principal
Chief Financial Officer/Secretary/Senior Vice
President/Principal
Senior Vice President/Principal
Senior Vice President/Principal
Senior Vice President/Principal
Senior Vice President/Principal
Senior Vice President/Principal
Senior Vice President/Principal
Senior Vice President/Principal
Senior Vice President/Principal
Senior Vice President/Principal
Senior Vice President/Principal
Director of Operations
I certify that this is a true and correct copy of the action of RRM Design Group's Board of
Directors on April 18, 2011.
5/20/2011
Date
Secretary
Seal
California Aii-Purpose Acknowledgment
State of California
County of'^o.vN L.v:>\^ t3c^•\Sf O s.s.
OnV(W^\n^A-0\pi before me, VsgQ^>r UJV^SJN \V\Wxo^xW^c>rN^fib\i(L. .
personally appeared sVc^ ^ovA"^>:^*bArg.^>fv
who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s)
/€lare subscribed to the within instrument and acknowledged to me that br6/>hfe/they executed
the same in ht^/J;>^r/their authorized capacity(ies), and that by j>f§/J?^r/their signature(s) on the
instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the
instrument
I certify under PENALTY OF PERJURY under the laws
of the State of California that the foregoing paragraph is
true and correct.
WITNESS my hand and official seal.
HEATHER LEIQH HELLVMG \
Commission • 1902247 J Notary Public-C«lifomNi & 3 X^^ri^^' f San Luis Obispo County ^ liltf Comm. Expires Aug. 30,2014 |
OPTIONAL INFORMATION
Description of Attached Document
The preceding Certificate of Acknowledgment Is attached to a
document titled/for the purpose of
containing pages, and dated
The signer(s) capacity or authority Is/are as:
Individual(s)
Attorney-in-fact
Corporate Offlcer(s)
Guardian/Conservator
Partner - Linnited/General
. Trustee(s)
Other;
representing:
Method of Signer Identification
Proved to me on the basis of satisfactory evidence:
Lj form(s) of identification [. j credible witness(es)
Notarial event is detailed in notary journal on:
Page# Entry #
Notary contact:
Other
i Additional Signer I \ Signer(s) Thumbprints(s)
Id
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EXHIBIT A
Amendment No. 2: Scope of Additional Sei^ices and Fee
City of Carlsbad
Joint First Responders Training Facility
Task 9.0 Construction Administration Services
Task 10.0 Post Occupancy
May 7, 2012
During the Construction Administration phase of the Joint First Responders Training Facility project, the
City of Carisbad initiated a series of design changes that were coordinated by RRM Design Group and its'
team of consultants through various ASI's, RFI's and site visits. As these items were not included in the
approved bid set of construction plans and specifications, RRM Design Group is requesting
compensation for additional services. In addition, there was more extensive work effort required to
complete this project through construction than was anticipated when our original fee proposal was
submitted.
Below is a breakdown of these various items:
Subtask 9.8:
Revisions to Structural Drawings & Coordination with Construction Team
This is additional budget to respond to RFIs exceeding the amount originally anticipated since the last
additional services request on March 31, 2011. Sixty-five percent of these RFIs are attributable to:
deviation from the plans by the contractor, insufficient planning ahead by the contractor, the contractor
asking for information which could have been reasonably ascertained from the plans, contractor
requested alternates, and Owner requested changes. The current allocation of project funds does not
cover the full amount of work that RSSE invested into the construction administration process of this
project.
Requested Additional Structural Engineering services amount of $22,900.
Subtask 10.0: Post Occupancv/Warrantv Review
The following scope of work is to be removed from Task 10:
• Comprehensive warranty review of the facility, including system operations and
workmanship of original installation.
• Preparation of warranty punch list items.
• Attendance is no longer required for the follow items:
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o At the post-occupancy, warranty period walk-thru of the facility
o At the on-site warranty meeting with General Contractor
o At the on-site meeting to review completion of warranty items
The following items of additional work were performed as part of Task 10 and are inclusive of this
proposed additional service request:
Revisions to Drainage System as Part of ASI #16.2
KHA (Kimley-Horn & Associates Inc.) was directed by the City of Carlsbad to provide the following scope
of engineering services for the redesign of the storm drain, water and additional ozone system for the
Carlsbad First Responders Joint Use Training Facility. The storm drain was revised to drain the majority
of collected fire training water into the storage tank for possible future recirculation. This required the
addition of storm drain laterals and schematic/details as to how these connections would be made. A
new water recirculation system was designed to reuse the water collected from fire training and send to
the two (2) training hydrants as a conservation method. This system is designed as a future element
where minimal effort is required to connect to existing system once the pump station is built. This new
design required expansion and relocation of the meter vaults and redirection of the fire line. An ozone
line was added to the system for the future pump station.
Requested Additional Civil Engineering services amount of $5,000
Revisions to Architectural Drawings/Specifications & Coordination with Consultant Team
• ASI #19 - Fire Strobe
1. Per exhibit ASI 19-A-Ol, the vehicle access plan has been updated to show the addition
of a pole mounted fire strobe, rain tight NEMA J-Box and manual push button gate
access.
2. Per exhibit ASI 19-A-02, the security gate elevation at the vehicular entry has been
updated to show the location and mounting height of the fire strobe. The height as
indicated was directed to RRM by Ledcor through the Carisbad Fire Department.
Coordination efforts were also necessary with TMAD to update their fixture schedules
and electrical plans.
Total Additional Fee: 4 hrs. x $115/hr = $460
• ASI #21 - Additional Power Requirements
1. Per exhibit ASI 21-A-Ol, nine (9) floor box outlets were added in each classroom to
power FD/PD laptops. Finish is to be stainless steel or aluminum.
2. Per exhibit ASI 21-A-02, a breathing air filling station was provided as shown to be
located a min. of 36" clear from the North and East walls of Fire Training Storage Room
129.
Total Additional Fee: 4 hrs. x $115/hr = $460
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ASI #22 - Polycarbonate Windows at the Ready Area
1. Per exhibit ASI 22-A-Ol, the doors and windows which are to receive the new %"
laminated polycarbonate glazing have been identified.
2. Per exhibit ASI 22-A-02, wall section 3 on B-S-6.2 has been updated to show that the
3/8" laminated glass has been replaced by the %" laminated polycarbonate glazing.
3. Per exhibit ASI 22-A-03, details 23 and 24 on A-S-8.7 have been updated to show that
the 3/8" laminated glass has been replaced by the %" laminated polycarbonate glazing.
4. Per exhibit ASI 22-A-04, details 32 and 33 on A-S-8.7 have been updated to show that
the 3/8" laminated glass has been replaced by the %" laminated polycarbonate glazing.
5. Per exhibit ASI 22-A-05, details 41 and 42 on A-S-8.7 have been updated to show that
the 3/8" laminated glass has been replaced by the %" laminated polycarbonate glazing.
Total Additional Fee: 6 hrs. x $115/hr = $690
ASI #23 - Block Filler and Paint at Interior RanRe Walls
1. Per exhibit ASI 23-A-Ol, the provided block filler and latex paint from Frazee is
acceptable. The latex paint color is to be "Quiet Hideaway" (#81YY 81/016) as previously
accepted from the paint submittal for section 09900.
Total Additional Fee: 2 hrs. x $115/hr = $330
ASI #25 - Ceiling at Hallway 112
1. Per exhibit ASI 25-A-Ol, Hallway 112 has been divided from one continuous suspended
T-bar ceiling into two separate ceiling areas, both still at +9'-0". This is due to the height
of the block header of the masonry opening along grid line 3 being at 8'-0". As such, the
masonry header and adjacent masonry wall surface should be wrapped in gypsum board
and painted to match the wall color of the hallway. By separating the two ceiling areas,
the associated light fixtures and mechanical registers were re-centered.
Total Additional Fee: 3 hrs. x $115/hr = $345
ASI #26 - Rodeo Grounds Dot Pattern Layout
1. Per direction from Bill Rowland and Paul Reyes from the City of Carlsbad Police
Department, the original dot pattern layout has been revised into five (5) separate dot
patterns that are arranged throughout the Rodeo Training Grounds.
Total Additional Fee: 12 hrs. x $115/hr = $1380
(5
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• ASI #30 - Ceiling Breach Prop at Building "R"
1. Per exhibit ASI 30-A-Ol, one (1) ceiling breach prop was added to room 201 Open
Training in Building "R" per detail 51/A-T-9.2.
Total Additional Fee: 4 hrs. x $115/hr = $460
• Additional Effort from Mark Graham of G2SG
1. Throughout the construction administration process, the following work has been
performed:
• Site Meeting w/ Mike Lopez to review changes to Burn Prop structures (8 hours)
• Revision of manhole in Building "C" to be a floor hatch (4 hours)
• Revisions to prop equipment including the fall protection, attic search area,
Denver prop at Building "R" and the breathing apparatus compressor (8 hours)
Total Additional Fee: 20 hrs. x $180/hr = $3600
• Additional Site Visits
1. Per our original agreement with the City of Carlsbad for Construction Administration
services, RRM was contracted to visit the site twenty-six (26) times throughout the
construction of the First Responder facility. At the request of the City of Carlsbad and
the Construction Management team, RRM has increased its' site visits from once every
three weeks to once a week. To date, RRM has visited the site forty (40) times and
expects another ten (10) visits before the project is complete. That would lead to a total
of fifty (50) site visits, which is twenty-four over our contracted amount. Each site visit
takes six (6) hours to complete and includes an on-site coordination meeting, field
observation and a follow up photo documented report. Due to the increased number of
visits and the future anticipated visits, RRM requests $16,560 (24x6 = 144, 144x$115 =
$16,560) for this additional work.
Requested Additional Architectural services amount of $23,600.
Revisions to Structural Drawings & Coordination with Construction Team
The efforts of RSSE Structural Engineering to facilitate the construction process were extensive and
contributed value to the City. This value was shown through RSSE's timeliness by allowing construction
to proceed considering elements installed by the contractor that were not as per plan, and through
construction material cost by providing solutions utilizing the installed materials or methods.
Requested Additional Structural Engineering services amount of $2,100.
"i
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Revisions to Mechanical, Electrical and Plumbing Drawings
Refer to the attached exhibit from TMAD which outlines the various work scope items that were
performed outside of their original construction administration contract.
Requested Additional Mechanical, Electrical and Plumbing Engineering services amount of $7,360.
Below is the Fee Summary table for the above additional services:
Tasks 9.0 and 10.0: Additional Services
9.8 Revisions to Structural Drawings & Coordination with Construction
Team
Hourly
NTE $22,900.00
10.0 Post Occupancy/Warranty Review Hourly
NTE $38,060.00
Total Additional Services Fee: $60,960.00
Proposed Use of Remaining Funds for Payment
10.0 Post Occupancy/Warranty Review Hourly
NTE $26,550.00
REIMB Remaining Reimbursable Expenses - RRM, KHA, TMAD, RSSE + BRW Hourly
NTE $15,427.34
Total Funds Remaining: $41,977.34
Based on the table above, the City of Carlsbad currently has $41,977.34 available from Task 10 and the
remaining Reimbursables to put towards reducing our Add Service Request. By doing this, the City of
Carlsbad will have a remaining balance of $18.982.66 that will be owed toward Task 9.8.
Thank you for taking the time to review our proposal. It is our hope that the City of Carlsbad finds our
request acceptable and will authorize a second amendment to our contract.
Sincerely,
RRM DESIGN GROUP
Mike Hutaff
Architect / Project Manager
CA License C31168
Enclosure(s): RRM Exhibit A
RSSE Scope of Work Exhibit
TTG Scope of Work Exhibit