HomeMy WebLinkAbout2018-08-21; City Council; Resolution 2018-156RESOLUTION NO. 2018-156
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD
CALIFORNIA, AUTHORIZING AMENDMENT NO. 3 TO THE PROFESSIONAL
SERVICES AGREEMENT WITH ROESLING, NAKAMURA, TERADA ARCHITECTS,
INC. TO INCORPORATE ADDITIONAL WORK SCOPE INTO THE BRIDGING
DOCUMENTS FOR THE ORION CENTER, PROJECT NO. 3572, IN AN AMOUNT
NOT TO EXCEED $320,000, AND AN ADDITIONAL NET APPROPRIATION OF
$16,505,000.
WHEREAS, City Council has determined that it is desirable and in the best interest of the
community to co-locate city maintenance and operations staff at one central location to optimize
efficiency, collaboration, and teamwork across five divisions; and
WHEREAS, on Oct. 20, 2015, City Council approved a Professional Services Agreement with
Roesling, Nakamura, Terada Architects, Inc. (RNT) for an amount not to exceed $660,864 to provide
bridging consulting services for the Orion Center, Project No. 3572, by adoption of Resolution No. 2015-
266; and
WHEREAS, two subsequent amendments to the Professional Services Agreement with RNT
have been executed in the amount of $14,387; and
WHEREAS, city staff have evaluated the current and future office space needs of the
maintenance and operations staff working in the Public Works and Parks & Recreation Departments;
and
WHEREAS, city staff have worked with the Police Department to understand their evidence
storage needs; and
WHEREAS, city staff and RNT have negotiated a scope of work and fee not to exceed $320,000
to provide the additional bridging consulting services as described in Amendment No. 3 to the
Professional Services Agreement; and
WHEREAS, an additional appropriation of $15,221,000 from the Community Facilities District
No. 1 Fund is needed to build a facility that accommodates these space and storage needs and is
compliant with the city's Climate Action Plan and is available; and
WHEREAS, an additional appropriation of $2,660,000 from the Recycled Water Capital
Replacement Fund (see Exhibit 2), a $1,028,000 reduction in appropriation from the Potable Water
Capital Replacement Fund, and a $348,000 reduction in appropriation from the Sewer Replacement
August 21, 2018 Item #8 Page 5 of 14
Fund is needed to balance the Project funding sources, thus yielding a net appropriation needed of
$16,505,000, as reflected in the Staff Report Fiscal Analysis table.
NOW, THEREFORE, BE IT RESOLVED by the Carlsbad 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. 3 to the
Professional Services Agreement with RNT for an amount not to exceed $320,000, which
is attached hereto as Attachment A.
3. That the finance director is authorized to appropriate funds in the amount of
$15,221,000 for the Orion Center, Project No. 3572, from the Community Facilities
District No. 1 Fund for additional bridging document design, and design-build
construction costs.
PASSED, APPROVED AND ADOPTED at a Joint Special Meeting of the City Council of the City of
Carlsbad and the Carlsbad Municipal Water District on the 21st day of August, 2018, by the following
vote, to wit:
AYES:
NOES:
ABSENT:
M. Hall, K. Blackburn, M. Schumacher, C. Schumacher, M. Packard.
None.
None.
{SEAL)
August 21, 2018 Item #8 Page 6 of 14
PEM1177
AMENDMENT NO. 3 TO AGREEMENT FOR BRIDGING CONSULTANT SERVICES
FOR THE MAINTENANCE AND OPERATIONS CENTER
ROESLING, NAKAMURA, TERADA ARCHITECTS, INC.
Amendment No. 3 is entered into and effective as of the /JJrJ day of
,~~--...,,"""""'~'""""'....,,..-=-------' 2018, extending and amending the agreement dated October
1, 2015, he "Ag·reement") by and between the City of Carlsbad, a municipal corporation,
("City"), and Roesling, Nakamura, Terada Architects, a California corporation, ("Contractor")
(collectively, the "Parties") for building design and the development of bridging documents.
RECITALS
A. On August 30, 2016, the Parties executed Amendment No.1 to the Agreement to
include an evaluation of four alternate site concept options; and
B. The Parties desire to alter the Agreement's scope of work to include bridging
documents for additional office and warehouse space, parking garage, photovoltaic panel system,
and storage space for the maintenance and operation site; and
C. The Parties desire to extend the Agreement for a period of two (2) years; and
D. 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 Agreement amount shall not exceed nine hundred ninety five thousand
two hundred fifty one dollars ($995,251).
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 three hundred twenty thousand dollars
($320,000). 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 October 21, 2021.
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.
City Attorney Approved Version 1/30/13
August 21, 2018 Item #8 Page 7 of 14
PEM1177
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
(print name/title)
By:
\ ( sign here)
(2-oM t..< ~ OLA-ES 1 ~l--(Zfc?.TI< fZ-i
(print name/title)
CITY OF CARLSBAD, a municipal
corporation of the State of California
Mayor
ATTEST:
BARB RENGlESN
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 August 21, 2018 Item #8 Page 8 of 14
I ATTACHMENT A
EXHIBIT "An -Scope of Services and Fees
Task Outline:
Task 1.0 -Additional Meetings/ Schedule Update
Additional project meetings and schedule update
Task 2.0 -Project Research & Information Gathering
Review existing plans & project research and update
Team site visit & survey
Site Civil Survey & Drainage Study Coordination and update
Geotechnical Study Coordination
Environmental Constraints Studies and update
Opportunities and Constraints Report
Task 3.0 -Revision of Program Verification
Stakeholder Meetings (7). Program to be revised to include space for Construction
Management and Inspection group within the Public Works Department.
Programming Verification Report & Area Tabulations
Task 4.0 -Pre-Schematic Design Revisions
Pre-Schematic Design
Pre-Schematic Architectural Plans to be revised
Pre-Schematic Civil Grading and Drainage Plans to be revised
Pre-Schematic Landscape Plan to be revised
Detailed Project Schedule
Pre-Schematic Cost Estimate to be revised
City of Carl;;bad Meetings (2) Presentation (1) to present new scope
Revisions & Approvals
Task 5.0 -Bridging Document Phase (Schematic Design)
PEM1177
$12,692
$11,838
$87,328
The Bridging Consultant team will prepare the design diagrams, room data sheets, basis of design
criteria, performance specifications and other project-specific materials in sufficient enough to
provide the basis for competitive procurement as required by the City of Carlsbad. In addition,
the Bridging Documents, Building and Site Diagrams and Basis of Design narratives shall specify
the exact or minimum amount of usable floor areas required and the environmental conditions
(power, light, heating, cooling, ventilation, etc.) required in each programmed space; and, as
appropriate, specific design directives and design configuration in specific programmed spaces.
The complete bridging document package will be submitted to the City for review and comment.
The City may engage a third party consultant to review, provide comment and develop an
City Attorney Approved Version 1/30/13
3
August 21, 2018 Item #8 Page 9 of 14
I ATTACHMENT A PEM1177
estimate for the project. The Bridging Consultant shall work with the City and the third party
consultant to respond to issues as necessary.
The document deliverables are as follows:
Site Permit Submittal Drawings and Basis of Design Narrative
Site Development Plans and Basis of Design Narrative
Architectural Diagrammatic Floor Plans, Elevations Sections and Basis of Design
Civil grading and Drainage Diagrams and Basis of Design Narrative
Landscape Plans
Mechanical, Electrical, Plumbing & Basis of Design Narrative
Structural Basis of Design Narrative
Bridging Document Cost Estimation by City
Schematic Specifications
Task 6.0 -Entitlement Strategy Plan Revisions
$134.,268
The Bridging Consultant will initiate the CUP process using plan diagrams but will coordinate and
collaborate with the City of Carlsbad and an awarded design-build team to provide criteria and
requirements that will allow a design-build team to complete a CUP process using the design-
build's team's drawings. The Bridging Consultant will perform the following to meet the project
goal of attaining a Conditional Use Permit.
$2,112
Task 7 .0 -Project Bid, Award, Design & Construction Support
The Bridging Consultant will provide services as necessary to support the project and to ensure
that the project criteria are clear to the design-builder. All work shall comply with applicable laws,
regulations and building codes, including, where applicable, Jaws requiring the payment of
prevailing wages as set forth in Labor Code Section 1770, et seq. Notwithstanding the foregoing,
the City may, in its sole discretion, elect to utilize the design-bid-build project delivery
methodology instead of the design-build methodoiogy, and ask Consultant to serve as the City's
Architect of Record. In such case, the City shall provide Consultant with a proposed revised Scope
of Services whereby Consultant shall serve as the Architect of Record and perform such other
services customarily provided by similar architects on similar projects which the City may, in its
sole discretion request. Consultant shall negotiate in good faith appropriate amendments to the
Professional Services Agreement to reflect resulting changes to the Services, Consultant1s
compensation, etc.
Bid Support I Evaluate:
RFP and RFQ Documents
Review Selected Teams Designs (30% & 90% Review)
RFI/Substitution Review
Construction Administration {1.5 year timeline, 2 phases)
Construction Progress Meetings
4
City Attorney Approved Version 1/30/13
August 21, 2018 Item #8 Page 10 of 14
I ATTACHMENT A PEM1177
Design Intent Reviews (30% & 90% Review)
Less Previous Scope to develop design documents in Revit
Total Architectural Services Fee
Total Consultant Services Fee and contingency
I TOTAL ADDITIONAL SERVICES FEE
5
$41.,692
($35,000}
$266,744
$53,256
$320 .. 0001
City Attorney Approved Version 1/30/13
August 21, 2018 Item #8 Page 11 of 14