HomeMy WebLinkAbout2020-05-05; City Council; Resolution 2020-076RESOLUTION NO. 2020-076
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AUTHORIZING AMENDMENT NO. 1 TO THE AGREEMENT WITH
SILLMAN WRIGHT ARCHITECTS, INC. TO INCORPORATE STRUCTURAL
ENGINEERING DESIGN SERVICES INTO THE DESIGN WORK FOR THE CITY OF
CARLSBAD PUBLIC SAFETY AND SERVICE CENTER IMPROVEMENTS, CAPITAL
IMPROVEMENT PROGRAM (CIP) PROJECT NO. 4715, IN AN AMOUNT NOTTO
EXCEED $365,225.
WHEREAS, on Nov. 19, 2019, City Council adopted Resolution No. 2019-234 authorizing Sillman
Wright Architects, Inc. (SWA) to complete the design work for the City of Carlsbad Public Safety and
Service Center Improvements, CIP Project No. 4715 (Project); and
WHEREAS, the mayor executed an Agreement with SWA to provide these design services for
the Project in an amount not to exceed $611,214; 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 Project to bring the
Safety Center into compliance with current seismic safety codes; and
WHEREAS, SWA has tendered a proposal for these structural engineering design services in an
amount not to exceed $365,225; and
WHEREAS, the total value of the contract with SWA 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 proposal submitted by SWA in an amount not to exceed $365,225 is hereby
accepted.
3. That the mayor is authorized and directed to execute Amendment No. 1 to the
Agreement with Sillman Wright Architects.
May 5, 2020 Item #3 Page 4 of 17
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 5th day of May, 2020, by the following vote, to wit:
AYES:
NAYS:
ABSENT:
Hall, Blackburn, Bhat-Patel, Schumacher.
None.
None.
MA TT HALL, Mayor
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May 5, 2020 Item #3 Page 5 of 17
DocuSign Envelope ID: 39B0E0CD-299D-4FEE-8338-DF38D3490A96
PSA20-921TRAN
AMENDMENT NO. 1 TO AMEND AND EXTEND
AGREEMENT FOR SAFETY CENTER DESIGN SERVICES -STRUCTURAL UPGRADE
SILLMAN WRIGHT ARCHITECTS
This Amendment No. 1 is entered into and effective as the 7th day of May, 2020,
amending and extending the Agreement dated November 25, 2019 (the 'Agreement') by and
between the CITY OF CARLSBAD, a municipal corporation, ("City"), and SILLMAN
WRIGHT ARCHITECTS, a California corporation, ("Contractor") (collectively, the
"Parties") for Safety Center Design Services -Structural Upgrade.
RECITALS
A. The Parties desire to alter the Agreement's scope of work to increase the design
services to include the structural engineering and additional design work necessary for the
building to comply with the Essential Services Building Seismic Safety Act; and
B. The Parties desire to extend the Agreement for a period of one (1) year ending
November24,2022;and
C. 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, for a total amount of three hundred sixty-five thousand, two hundred twenty-
five thousand dollars ($365,225): and
D. Contractor has the necessary experience in providing professional services and
advice related to design services.
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 seventy-six
thousand, four hundred thirty-nine dollars ($976,439).
2. City will pay Contractor for all work associated with those services described in
Exhibit "A" on a percentage complete basis not-to-exceed three hundred sixty-five thousand, two
hundred twenty-five dollars ($365,225). 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 November 24, 2022.
4. All other provisions of the Agreement, as may have been amended from time to
time, shall 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, shall include coverage for this
Amendment.
City Attorney Approved Version 6/12/18
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PSA20-921 TRAN
6. The individuals executing this Amendment and the instruments referenced 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 hereof of this Amendment.
CONTRACTOR
SILLMAN WRIGHT ARCHITECTS, a
California corporation
By:
(sign here)
Brett Tullis, President
(print name/title)
By:
(sign here)
Larry Sillman, Principal Architect
(print name/title)
CITY OF CARLSBAD, a municipal
corporation of the State of California
By: 'lf{_~/j//
Matt Hall, Mayor
ATTEST:
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: ______ <;2_o_,.,_~_-'?,___ ___ _
Assistant City Attorney
City Attorney Approved Version 6/12/18
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EXHIBIT "A"
SCOPE OF SERVICES AND FEE
Itemized List of what Contractor will do for City and at what price.
1.
2.
3.
4.
5.
Architectural Design Services
Structural Engineering Design Services
Mechanical/Electrical/Plumbing Design Services
Technology Systems Engineering
Cost Estimating (earlier that 100% CD stage)
NOT-TO-EXCEED TOTAL (inclusive of reimbursable expenses)
PSA20-921 TRAN
$61,890
$280,000
$12,500
$4,000
$6,835
$365,225
City Attorney Approved Version 6/12/18
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DocuSign Envelope ID: 39B0E0CD-299D-4FEE-8338-DF38D3490A96
SllLJ\All
WQ IC T
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March 27, 2020
Mr. Steve Stewart
Municipal Project Manager
City of Carlsbad
1635 Faraday Avenue
Carlsbad, CA 92008-7314
APPENDIX "A" PSA20-921 TRAN
Project:
Subject:
City of Carlsbad -Public Safety and Service Center Renovation
Additional Services -Design Services for an Essential Facility
Performance Level
Add Service #: 01
Dear Steve
Sillman Wright Architects (Architect) are pleased to provide the City of Carlsbad
(Client) with this proposal for Additional Services for the Design, Plan Check
Processing and Construction Administration Services for the Structural Retrofitting of
the Primary Structure and the Seismic Bracing of Non-Structural Equipment to achieve
an "Essential Facility Performance" level. Work is to be performed for the City of
Carlsbad -Public Safety and Service Center building, located at 2560 Orion Way,
Carlsbad, CA.
Project Description
The Project is currently in the 50% Design Development phase. The Client has requested
the Architect to begin to evaluate a way to incorporate the Scope of Work mentioned
below, being sensitive to Construction Cost impact.
The Project aims to Seismically Retrofit the existing Building, approximately 48,000
GSF, to an Essential Facility Performance level. In order to comply with the Essential
Services Buildings Seismic Safety Act of 1986 (ESBSSA), the majority of the burden
falls with structurally retrofitting the building to achieve an "Immediate Occupancy
Structural Performance Level (S-1)", as defined in ASCE 41-17, whereby the structure
remains safe to occupy and essentially retains its pre-earthquake strength and
stiffness following an earthquake. The retrofitting of the structural system is identified in
the 2016 -Seismic Assessment Report produced by IDS Groups.
Non-Structural Equipment and Systems will be seismically braced to "Operational Non-
Structural Performance Level (N-A)" per ASCE 41-17. The legislature states that
"Nonstructural Components vital to the operation of essential services buildings shall
also be able to resist, insofar as practical, the forces generated by earthquakes,
gravity, fire, and winds. The design team recognizes that certain Non-Structural
components housed in essential services buildings, including, but not limited to,
communications systems, main transformers and switching equipment, and emergency
backup systems, are essential to facility operations and that these nonstructural
components should be given adequate consideration during the design and
construction process to assure, insofar as practical, continued operation of the building
after a disaster." The anticipated Non-Structural upgrades include:
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APPENDIX "A" PSA20-921 TRAN
• Architectural components: Cladding and glazing, veneer and other Non-
Structural walls, partitions, ceilings, etc.
• Mechanical equipment and systems: Boilers, furnaces, pumps, chillers, fire
suppression equipment and piping, HVAC equipment and ductwork, HVAC
equipment mounted in line with ductwork, etc.
• Electrical and communications equipment and systems: Electrical and
communications equipment and distribution systems, emergency power
equipment, light fixtures, and emergency lighting, etc.
• Furnishings and interior equipment: Storage racks, contents, computer access
floors, computer and communication racks, elevators, etc.
Additional coordination efforts will be necessary with Mechanical, Plumbing, Electrical,
Lighting, Fire Protection, Low voltage, Cost Estimating and some Site Improvements.
The Construction Cost is estimated to be approximately $5,500,000, based on locating
the structural retrofit systems on the Exterior of the building. It is difficult to quantify the
potential cost impact for locating the Structural Retrofit System on the Interior of the
building because the magnitude of relocation of existing components to accommodate
the new structural system is unknown. However, an Interior Retrofit would likely result in
a 10% increase to the Project Costs at a minimum.
Scope of Work
The Scope of Work consists of meeting with the Client to determine the Seismic
Retrofitting Solution that best fits the end-users needs, reduces cost impact and
minimizes the need to extend the Conceptual Schedule. Based on meetings with the
Client, the Architect and Consultants will update the Design Development documents for
review and approval by the Client.
Based on the approved Design Development documents, the Architect and Consultants
shall incorporate the Client comments and work towards the completion of the 100%
Construction Documents. During this process, the following services will take place:
• Perform Site Survey, development of primary building structure As-builts and
material testing program
• Perform ASCE-41 Tier 3 Dynamic Analysis/ structural and develop seismic and
bracing calculations
• Construction Documents for the seismic retrofit, of the primary building structure
and retrofitted components
• Develop seismic retrofit for Non-Structural equipment
• Coordinate with design team regarding impacted finishes, equipment and
building systems
• The 50% Construction Document deliverable will be used as the basis for a
third-party cost estimate
• Assist the Client in obtaining building department approval
• Provide Construction Administration support services
The changes proposed are not currently in the Scope of Work and are considered
Additional Services.
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APPENDIX "A" PSA20-921 TRAN
Conceptual Schedule
The Design Schedule shall be extended by six (6) weeks to complete the design. Due to
the accelerated nature of the services requested, the Architect and Consultants will work
diligently to complete the work within the timeframe mentioned above but may be subject
to change if it is determined that the existing conditions do not reflect the "As-Built"
Documents.
Client Provided Documents
Client to provide Architect with requested information within a reasonable time frame as
to not delay the design process. Architect may rely on the accuracy and completeness of
these items.
Fee:
Architecture
Structural
Mechanical/Pluming
Technology
Estimating
Additional Fee Estimates for Scope (by others)
• Supplemental Geotechnical Report:
• Material Testing Contractor:
Project Assumptions and Exclusions
Grand Total:
$61,890
$280,000
$12,500
$4,000
$6,835
$365,225
$5,000 -$10,000
$10,000 -$15,000
• Documents prepared by the Architect will be prepared based upon reasonable
assumptions derived from existing information provided by the Client and from
limited observation of accessible and visible existing conditions by the Architect
and Consultants without the benefit of extensive field measurements and
investigation prohibited by expense and inconvenience to the Client.
• It is understood and agreed that unforeseen conditions uncovered during the
progress of the Project may require changes in the Project, resulting in additional
cost and delay.
• Civil and Landscape services
• Additional Cost Estimates beyond the one estimate at the 100% Design
Development phase
• Production Renderings
• Client directed Design Revisions after the completion of the Design Development
phase or Value Engineering after Construction Documents
• Material Testing of selected structural materials will be required, provided by
others
• Supplemental Geotechnical Report
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APPENDIX "A" PSA20-921TRAN
• Operational requirements for essential facility function beyond the seismic retrofit
of the existing structure and the existing Non-Structural Elements and
Components are not included.
• Proposed Conceptual Schedule is based on conducting and obtaining Material
Testing report in a timely manner.
• Fee and Schedule may be adjusted, with prior approvals, subject to any
unforeseen impacts due to the current COVID 19 Pandemic State, Local and
Federal requirements.
All other conditions of the Original Signed Agreement remain the same.
Thank you for this opportunity to be of service.
Sincerely,
Mark Baker, AIA
Principal Architect
CA License No. C-18627
ACCEPTED BY:
BY
NAME
POSITION/COMPANY
DATE
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March 23, 2020
REVISION #1
Mark Baker
Sillman Wright Architects, Inc.
7515 Metropolitan Drive, Suite 400
San Diego, CA 92108
APPENDIX "A"
RE: City of Carlsbad Public Safety Center Renovation
Carlsbad, CA
Dear Mark:
PSA20-921 TRAN
Per your request, IDS is pleased to submit this proposal to provide structural engineering design
and construction administration services for the seismic retrofit of the existing City of Carlsbad
Public Safety and Service Center building located at 2560 Orion Way, Carlsbad, CA to an
Essential Facility seismic performance level.
Project Description and Design Criteria:
The project aims to seismically retrofit the subject building, approximately 48,000 GSF, to an
Essential Facility performance level as outlined below:
Structural Performance: The building structure will be retrofitted to achieve an "Immediate
Occupancy Structural Performance Level (S-1)", as defined in ASCE 41-17, whereby the structure
remains safe to occupy and essentially retains its pre-earthquake strength and stiffness following
an earthquake.
Non-structural Performance: The building's non-structural equipment and systems will be
seismically braced, if not already, to essentially an "Operational Nonstructural Performance Level
(N-A)" per ASCE 41-17. These systems will include:
• Architectural components: Cladding and glazing, veneer and other nonstructural walls,
partitions, ceilings, etc.
• Mechanical equipment and systems: Boilers, furnaces, pumps, chillers, fire suppression
equipment and piping, HVAC equipment and ductwork, HVAC equipment mounted in line
with ductwork, etc.
• Electrical and communications equipment and systems: Electrical and communications
equipment and distribution systems, emergency power equipment, light fixtures, and
emergency lighting, etc.
• Furnishings and interior equipment: Storage racks, contents, computer access floors,
computer and communication racks, elevators, etc.
Our "Seismic Assessment Report for the City of Carlsbad Safety Center", issued by IDS Group
on 10/14/2016, will be reviewed as a basis; however, as we perform Tier-3 dynamic analysis
many more options will be considered, including adding braced frames, retrofitting the existing
moment frames while adding more moment-frames, adding buckling-restrained braced frames,
adding viscous dampers, etc. The aim will be to minimize any seismic retrofit work inside the
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DocuSign Envelope ID: 39B0E0CD-299D-4FEE-8338-DF38O3490A96
APPENDIX "A" PSA20-921 TRAN
building as well as to mmImIze impact on cost, impact on aesthetic as well as impact on
operation/phasing during construction.
We understand that the seismic retrofit work will coincide, and will be closely coordinated, with
the interior renovation work currently under design, which includes partitions, doors, finishes,
specialties, plumbing systems, fire protection systems, HVAC systems, electrical systems, lighting
upgrades, low voltage upgrades, and minor site improvements.
We understand that the construction cost is estimated to be approximately $5.5M.
Scope of our Services:
We will provide structural engineering design and construction administration services for the
seismic retrofit of the subject building as outlined above. Our work will include:
• Perform site survey, development of primary building structure As-builts and material
testing program
• Perform ASCE-41. Tier 3 Dynamic Analysis/ structural and develop seismic and bracing
calculations
• Develop Schematic, Design Development and Construction Documents for the seismic
retrofit, of the primary building structure and retrofitted components
• Coordinate with the design team regarding impacted finishes and MEP equipment and
systems, as needed
• Assist the city in obtaining building department approval
• Provide Construction Administration support services
Fee and Schedule:
We propose to provide our structural engineering scope of work above for lump-sum fee of
$280,000.00, as follows:
• Design Phase fee:
• CA Phase fee:
$235,000.00
$45,000.00
Additional Fee Estimates for Scope by others:
• Supplemental Geotechnical Report:
• Material Testing Contractor:
$5,000 -$10,000
$10,000 -$15,000
We estimate the Design Phase duration to be three (3) months from the Notice to Proceed.
Project Assumptions and Exclusions:
The scope of services is limited to the specific, explicit scope statements set forth above.
Additionally, please note the following:
• A supplemental geotechnical/geohazard report will be required indicated site specific
ground motion will be required, provided by others.
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APPENDIX "A" PSA20-921 TRAN
• Material testing of selected structural materials will be required, provided by others
• Operational requirements for essential facility function beyond the seismic retrofit of the
existing structure and the existing nonstructural elements and components are not
included
• Construction Administration phase meetings will be limited to as required to provide
code-required structural observations
• Attendance at weekly OAC meetings or otherwise are not included
• Support of architectural and MEP engineering project teams will be required during field
investigation and design phase to help access nonstructural components and
equipment, and to provide information on MEP equipment and systems needed for
seismic bracing assessment and calculations (functions/use, cut-sheets, weights, CG
locations, etc.)
• Our proposed schedule is based on conducting and obtaining material testing report in a
timely manner
• Our fee and schedule may be adjusted, with prior approvals, subject to any unforeseen
impacts due to the current pandemic
All existing project's terms and conditions to remain the same.
Thank you for giving us the opportunity to propose our services. Please do not hesitate to call me at
619-768-6784 if you require further information regarding this proposal and fee.
We look forward to working with you.
Sincerely,
IDS Group, Inc.
/ :,-,/ ,.,. ..
E atzl, P.E., LEED AP
Associate Principal
cc: Rami Elhassan, Principal, IDS
Elwood Smietana, Associate Principal, IDS
Maggie Argueta, Administration, IDS
Brianna Rice, Administration, IDS
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DocuSign Envelope ID: 39B0E0CD-299D-4FEE-8338-DF38D3490A96
APPENDIX "A" PSA20-921 TRAN
This authorizes IDS Group, Inc. (IDS) to perform the Scope of Work outlined in this proposal. The
Terms and Conditions of this agreement are according to attached document.
Mark Baker -Sillman Wright Architects
Client Signature
Date
Print Name, Title
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