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Home My WebLink About2018-03-13; City Council; ; Adopt a Resolution authorizing Amendment No. 1 to the Agreement with Pacific Architecture & Engineering, Inc. to incorporate structural engineering services into the desiCAReview ~ ~ CITY COUNCIL • Staff Report Meeting Date: To: From: Staff Contact: Subject: March 13, 2018 Mayor and City Council Kevin Crawford, City Manager Steven Stewart, Municipal Projects Manager Steven.stewart@carlsbadca .gov or 760-602-7543 Adopt a Resolution authorizing Amendment No. 1 to the Agreement with Pacific Architecture & Engineering, Inc. to incorporate structural engineering services into the design work for an amount not to exceed $15,293 for the Faraday Center Refurbishment, Project No. 4720. Recommended Action Adopt a Resolution authorizing Amendment No. 1 to the Agreement with Pacific Architecture & Engineering, Inc. to incorporate structural engineering services into the design work for an amount not to exceed $15,293 for the Faraday Center Refurbishment, Project No. 4720. Executive Summary Additional funding is requested to add structural engineering services to the architectural design services already under contract with Pacific Architecture & Engineering, Inc. These additional services became necessary due to the weight of the rooftop HVAC equipment to be installed as part of the Faraday Center Refurbishment, Project No. 4720 (Project). As the total contract amount will now exceed $100k, City Council approval of the contract is necessary. Discussion In March 2017, staff published a Request for Proposal (RFP) to select a qualified architectural firm for the design of the roof and HVAC refurbishment work at the Faraday Center. The roof and HVAC refurbishment work are two elements of the Faraday Center Refurbishment work that are being coordinated by the CM&I Division. Other elements of the Project being coordinated by the General Services Division include a fire suppression system for the IT equipment room, carpeting and lighting upgrades. For the roof and HVAC work, staff received seven RFP responses on April 6, 2017 ranging in value from $97,941 to $275,992, and selected Pacific Architecture & Engineering, Inc. as the firm with the greatest depth of expertise and recommended award of a contract to them. The proposal value from Pacific Architecture & Engineering, Inc. was $97,941. Given that their proposal value was less than the threshold warranting a Staff Report to go before City Council, staff prepared a Professional Services Agreement (Agreement) for the city manager's signature. This Agreement, (No. GS1563) was executed on June 21, 2017. Upon review of the as-built information for the Faraday Center, Pacific Architecture & Engineering, Inc. found that the structural design of the building was not adequate to support the weight of the HVAC equipment to be installed. Its structural engineering consultant March 13, 2018 Item #4 Page 1 of 8 recommended that additional bracing should be added to the roof framing to provide the support needed. Staff solicited a proposal from Pacific Architecture & Engineering, Inc. for this additional structural engineering design work and obtained a proposal for an amount not to exceed $15,293. The subsequent amendment will increase the Agreement to an amount not to exceed $113,234 which requires Council authorization under Carlsbad Municipal Code Section 3.28.040 (D). Fiscal Analysis To complete the design, the additional funding in the amount of $15,293 needs to be authorized to increase the Agreement to the not to exceed amount of $113,234. There are sufficient funds in the Capital Improvement Project budget to absorb this contract increase for the Faraday Center Refurbishment, Project No. 4720. Next Steps Upon authorization of the additional funding, staff will process a contract amendment with Pacific Architecture & Engineering, Inc. to incorporate the additional design services. Once the design work has been completed and the drawings have been permitted by the city, staff will return to Council for authorization to solicit qualified bids for the work. Environmental Evaluation (CEQA) The project is exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301(d)-restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment to meet current standards of public health and safety, involving negligible or no expansion of use. Public Notification This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to the scheduled meeting date. Exhibits 1. Resolution authorizing Amendment No. 1 to the Agreement with Pacific Architecture & Engineering, Inc. to incorporate structural engineering services into the design work for an amount not to exceed $15,293 for the Faraday Center Refurbishment, Project No. 4720. 2. Location Map. March 13, 2018 Item #4 Page 2 of 8 RESOLUTION NO. 2018-035 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING AMENDMENT NO. 1 TO THE AGREEMENT WITH PACIFIC ARCHITECTURE & ENGINEERING, INC. TO INCORPORATE STRUCTURAL ENGINEERING SERVICES INTO THE DESIGN WORK FOR AN AMOUNT NOT TO EXCEED $15,293 FOR THE FARADAY CENTER REFURBISHMENT, PROJECT NO. 4720. EXHIBIT 1 WHEREAS, on June 21, 2017, the city manager executed an Agreement with Pacific Architecture & Engineering, Inc. to design the Faraday Center Refurbishment, Project No. 4720, for an amount not to exceed $97,941; and WHEREAS, the City Council of the City of Carlsbad, California has determined that structural engineering design services should be added to the scope of design services for the Faraday Center Refurbishment, Project No. 4720; and WHEREAS, Pacific Architecture & Engineering, Inc. has tendered a proposal for these structural engineering design services for an amount not to exceed $15,293; and WHEREAS, the total value of the contract with Pacific Architecture & Engineering, Inc. as amended requires City Council approval; and WHEREAS, Amendment No. 1 to the Agreement has been prepared for the mayor's signature and is attached hereto as Attachment A. 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 mayor is authorized and directed to execute Amendment No. 1 to the Agreement with Pacific Architecture & Engineering, Inc. March 13, 2018 Item #4 Page 3 of 8 EXHIBIT 1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 13th day of March, 2018, by the following vote, to wit: AYES: NOES: ABSENT: M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard. None. None. (SEAL) March 13, 2018 Item #4 Page 4 of 8 GS1563 AMENDMENT NO. 1 TO AMEND AGREEMENT FOR STRUCTURAL DESIGN SERVICES FOR FARADAY CENTER ROOF AND HVAC REPLACEMENT PACIFIC ARCHITECTURE & ENGINEERING This Amendment No. 1 is entered into and effective as of the \ ~ day of j'/\ :@V CV) , 201&'._, extending and amending the agreement dated June 21, 2017, (the "Agreement") by and between the City of Carlsbad, a municipal corporation, ("City"), and Pacific Architecture & Engineering, a California corporation, ("Contractor") (collectively, the "Parties") for develop structural drawings and specifications for HVAC units. RECITALS A. The Parties desire to alter the Agreement's scope of work to include structural calculations and reinforcement design for HVAC units; and B. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated in 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". With this Amendment, the total annual Agreement amount shall not exceed one hundred thirteen thousand two hundred thirty four dollars ($113,234). 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 fifteen thousand two hundred ninty three dollars ($15,293). 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 June 21, 2018. 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 the Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. Ill Ill Ill City Attorney Approved Version 1 /30/13 March 13, 2018 Item #4 Page 5 of 8 GS1563 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 PACIFIC ARCHITECTURE & ENGINEERING, a California corporation By: (sign here) 7lTfr HN---L- (print name/title) CITY OF CARLSBAD, a municipal corporation of the State of California By: f JJU M~ Mayor ATTEST: City Clerk 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: CELIA A. BREWER, City Attorney BY:_~_,--~-~--- Deputy City Attorney City Attorney Approved Version 1 /30/13 2 March 13, 2018 Item #4 Page 6 of 8 Attachment 'A' EXHIBIT "A" Scope of Services and Fees Task Outline: Structural Calculations to verify existing gravity framing in place is acceptable to support replacement AC units, and provide details to either reinforce existing framing or to distribute loads out to an acceptable level where capacities have been exceeded. The work will include structural calculations to tabulate additional seismic weight added to the existing building for review by the Owner. An increase in more than 5% of building weight will trigger a seismic retrofit per California Building Code requirements. Seismic retrofit design is excluded from this scope of work. Fee Schedule: Hourly Rate: Hours: Total: Project Manager $171 8 $1,368 Project EnQineer $190 5 $950 Engineer $145 55 $7,975 Jr Engineer $125 40 $5,000 Total Fee: $15,293 City Attorney Approved Version 1/30/13 3 March 13, 2018 Item #4 Page 7 of 8 Faraday Center, Building & Development. 1635 Faraday Ave, Carlsbad, CA 92008 APN: 212-130-3100 EXHIBIT 2 March 13, 2018 Item #4 Page 8 of 8