HomeMy WebLinkAboutAgenda Report - July 17, 2002 I-03CITY OF LoLDI COUNCIL COMMUNICATION
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AGENDA TITLE: Authorize the City Manager to approve Contract Change Order No. 2 to
professional services contract with ELS for additional services for Indoor Sports
Complex facility design work ($365,620)
MEETING DATE: July 17, 2002
PREPARED BY: Parks and Recreation Director
RECOMMENDED ACTION: That the City Council authorize the City Manager to approve the
requested Additional Services Change Order No. 2 for Indoor Sports
Complex Facility Design work for $365,620 which would result in a total
revised appropriation of $935,120 for planning, design, and
construction administration.
BACKGROUND INFORMATION: City Council awarded project design work contract to ELS
Architecture and Urban Design on February 6, 2002, and
appropriated a not to exceed amount of $681,135 for design work
for the Indoor Sports Complex and Master Planning of a Parks and
Recreation Campus. Of this total some $554,500 is for Indoor Sports Complex basic design services
and reimbursables with an additional $15,000 designated from contingency for change order #1 for a
total of $569,500 for fees. An assumption of the project at that time was an estimated project
construction budget of $5,250,000 for the Indoor Sports Complex.
The planning and concept design work has proceeded with various options for a two gymnasium and
three gymnasium concept design along with multiple use areas and exterior landscaping being
presented to Council. The City Council reviewed the concept design options and provided direction on
May 1, 2002, to proceed with the Scheme B site plan option of three courts plus multiple use areas
option of roughly 39,000 square feet and sitework as noted. At the May 1, 2002, meeting presentation
Council was informed that these design concepts will increase the estimated project construction
budget estimate to a total estimate of $9,404,413. Attached as Exhibits A and B are the site plan and
program and budget analysis information from the May 1, 2002, Council meeting for this conceptual
design.
The design fees requested incorporate services needed to prepare for the construction work to include
removal of existing building on site and also reflect an alternate component to eliminate the elaborate
landscaping along Main Street and instead retain Main Street with a basic curb and gutter system and
parking. This alternate was included after ELS met with the City Manager and staff to discuss the
project.
The attached requested Additional Services Change Order No. 2 from ELS is for a not to exceed
amount of $345,620. The Additional Services Change Order is requested by ELS in response to City
Council clarification and direction to proceed with the Scheme B site plan option concept plan elements
which increases the original estimated project construction budget from $5,250,000 to $9,404,413.
APPROVED:
H. Dixon Flynn -- City Manager
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After negotiations, ELS has indicated that the attached fee request is based upon their specific project
phase amounts listed in their proposed fee breakdown and represents their position on the matter. ELS
has performed their work to date well and has been responsive to staff requests.
Council has expressed concern regarding the fact that the requested fees for this project have
changed. As you may recall, the project concept design has expanded substantially from the original
budget. The additional fees were requested by ELS after the final concept design was approved by
Council and indicated a substantial change and expansion in the estimated construction budget. The
total design fees indicated on this request for schematic design through construction administration and
including reimburseable amounts to 9.4% of the estimated construction budget.
The above 9.4% request for fees is not inconsistent with some of our other recent City projects.
ELS was been directed to cease design work until this request is reviewed for action. This request
represents the adjustment in fees as noted.
Should Council approve, Additional Services Change Order No. 2 would result in total fees appropriated
not to exceed $935,120.
FUNDING:
$365,620 Additional Services Change Order No. 2 requested amount for additional basic design
services and reimbursables. (To come from COP Financing)
Please note the following summary:
$365,620 Additonal Services Change Order No. 2 referenced above.
$569,500 Current total appropriated for project design. Approved by City Council February 6,
2002, (To come from COP Financing)
$935,120 Total revised appropriation for project design services for indoor complex and excluding
master planning compensation. (To come from COP Financing)
Funding Available: "1 X14 'K
Finance Direr
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Roger Baltz
Parks and Recreation Director
cc: City Attorney
APPROVED:
-- City Manager
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ELS
ARCHITECTURE AND URBAN DESIGN
Fax Transmittal
To: Mr. Roger Baltz
Company:
Fax No:
From:
2040 Addison Street Berkeley, CA 94704
510.549.2929 510.843.3304fax
Date: July 2, 2002
Lodi Parks and Recreation Department Project: Indoor Sports Facility
209-333-0162 Project No: 200117
David Petta Subject: Revised Add Serve Request:
Expanded Budget & Scope
No. of pages including this transmittal
Original to follow in regular mail:
Date original mailed:
3
Yes
LS
Attached please find our request for Additional Services, second revision. I believe it picks up all the
points of your 6/27 fax and our conversation of the same date. If it does not meet with your expectations,
or if you have other language to suggest, please let me know immediately. If it does, please advise so I
may send clean copies overnight.
The Main Street Alternate is specifically included in our services, at no additional fee; however, as we
discussed, any further alternates would have to be evaluated individually for fee impact.
Let me know when I may come to explain our approach in person to any elected officials, prior to the
presentation to Council on July 17.
ELS
ARCHITECTURE AND URBAN DESIGN
2040 Addison Street Berkeley, CA 94704
510.549.2929 510.843.3304 fax
Additional Services Request No. 2R2
Date: July 2, 2002
To: Roger Baltz
Project: Lodi Indoor Sports Complex
Project No: 200117
Es
From: David Petta Subject: Increased Budget and Scope
ELS REQUESTS ADDITIONAL SERVICES AUTHORIZATION FOR THE FOLLOWING:
At the request of the Department of Parks and Recreation, ELS proposes to provide the additional design
services required for a 39,000 sq. ft. sports facility with a construction budget of $9,404,413, including
three 50' x 84' basketball courts, 7.000 sq. ft. of multi use spaces, and integrated outdoor recreation and
parking facilities on the Main Street right of way. Services also include documentation for a Bid Alternate
for the work in the Main Street right-of-way, and documents to provide for demolition of existing structures.
This represents a change of scope to currently contracted services, which included design of a 30,000 sq.
ft. facility with a budget of $5,250,000.
( ) WORK HAS BEGUN PER VERBAL DIRECTION AND TO MAINTAIN SCHEDULE.
(X) AUTHORIZATION REQUIRED BEFORE WORK RECOMMENCES.
(X) RESPONSE REQUESTED WITHIN 5 DAYS
PROPOSED FEE INCREASE: Design Services: $351,620
Increase to Reimbursables: $14,000
Total: $365,620
Original Contract Amount: $554,500
Additional Service No. 1: $15,000
Proposed Not to Exceed Total: $935,120
Submitted By:
ELS
Authorized by:
City of Lodi
Date Date
Attachment: Fee Breakdown by discipline and phase
City of Lodi Indoor Sports Complex
Additional Service No. 2
July 5, 2002
Proposed Indoor Sports Complex Compensation
This Proposed Fee Breakdown replaces the Indoor Sports Complex Compensation fees listed on Exhibit B of the
Agreement for Professional Consulting Services dated February 6, 2002.
Percentile Comparisons
Planning
Schem
Design
Design
Develop
Constr.
Docs
Bid
Constr.
Admin
Subtotal
SD -CA
Reimb
Total
$41,370
Civil $9,400 $9,200 $7,350 $10,950
$1,350 $3,120 $31,970
Landscape
$4,000i
$7,305
$9,740
$19,480
$2,435
$9,740
$48,700
$52,700
Programming
$4,000
$4,000
Architecture
$11,100
$85,000
$109,395--$222,1105
$13,600
$105,000--$535,1100
$546,200
Structural
$13,200
$17,600'
$35,200
$4,400
$17,600
$88,000
$88,000
Mechanical
$10,70_0
$10,7001
$21,4001
$2,675
$8,025
$53,500
$53,500
Electrical
$15,000
$10,0001,
$_21,0001
$3,0001:
$11,000
$60,000
$60,000
Food Service
$1,000
$3,000
$1,0W
$6,000
$2,550!
_$9,100;
$1,700
$6,250
$18,100
- -
$6,250
Cost Estimating
$18,100
Reimb. Exp. - --
$50,000
$50,000
Add Serve No. $15,000
$15,000
Subtotal
$43,500
$144,405
$171,785
$341,785
$27,460$156,185
$841,620
$50,000
$935,120
Date
$43,500
$65,000
$100,000
$200,000
$25,0001$100,000
$490,000
$36,000
$569,500
Increase
$0
$79,405
$71,785
$141,785
$2,460
$56,185
$351,620
$14,000
$365,620
Percentile Comparisons
Original SD -CA Fee ($490,000) as a percent of
construction budget ($5.25m)
9.33%
Proposed SD -CA Fee ($841,620) as a percent of
construction budget ($9.4+m)
8.95%
Approved Construction Budget
$9,404,413
Original Construction Budget
$5,250,000
1$4,154,413
Increase to Construction Budget
Notes
1.Professional fees are "not -to -exceed" amounts, billed hourly. Allocations for subconsultants may be redistributed between
subconsultants, within the overall approved totals. Not -to -exceed amounts are intended to be cumulative, such that amounts
"under" limits for any completed phase may be applied to subsequent phases throughout the project; and amounts "over"
limits may be applied to subsequent phases through the CD phase only. However, if City elects not to proceed with
subsequent phase, consultant is solely responsible for any overrun in last phase completed. At no time during the course of
the project shall billings exceed the total authorized amount to that point.
2. Fee for Construction Administration Phase services is based on a duration of 15 months.
3. Reimbursable expenses shall not exceed $50,000 without advance notice and written approval by City. However, please
note that reimbursable expenses are not solely under the control of Consultant.
4. Documentation for work within the Main Street right-of-way as a Bid Alternate is included at no additional cost.
mezzanine
plan
_ 1 �
0
a parking
pedestrian
U-8 L ,oda. Downtcmm Community
__..._. ��door Sports Complex
SIM Street
1
IMI
i
u u I
scheme B site plan
City of Lodi
Indoor Sports Complex
April 23, 2002
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
2C
21
22
23
24
2E
2E
27
28
Program and Budget Analysis
Program Areas
Plan A
Plan B
Indoor Sports Building
(Same Program
as Plan A)
A. Support Spaces 4,800
B. Large Gym: 2 x 50'x 84' 15,230
C. Activity Rooms
Divisible Multi Use for 80 2,925
Cardio / Aerobics Studio 2,250
Climbing Wall 300
Babysit Room 750
D. Food
Catering Kitchen 600
Caf6 250
Total Net Area 27,105
Gross Area 31,825
Cost $/sq.ft. $190
Cost
$6,046,750
$6,046,750
Small Gym 1 x 50'x 84'
7,150
Net Area
Gross Area
7,280
Cost $/sq. ft.
$175
Cost
$1,274,000
Site Work
Civil
$500,000
$500,000
Landscape
$357,000
$357,000
Contingency 15%
Total Recommended Budget
$1,035,563
$7,939,313
$1,226,663
1 $9,404,413
IFf o rv,
RESOLUTION NO. 2002-160
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE
CITY MANAGER TO APPROVE CONTRACT CHANGE ORDER NO. 2 TO
PROFESSIONAL SERVICES CONTRACT WITH ELS ARCHITECTURE AND
URBAN DESIGN FOR ADDITIONAL SERVICES FOR INDOOR SPORTS
COMPLEX FACILITY DESIGN WORK, AND FURTHER APPROPRIATING
ADDITIONAL FUNDS
------------------------------------------------------------------------
------------------------------------------------------------------------
WHEREAS, the City Council awarded the project design work contract to ELS
Architecture and Urban Design on February 6, 2002, and appropriated $681,135.00 for the
Indoor Sports Complex and Master Planning of a Parks and Recreation Campus; and
WHEREAS, at the Council meeting of May 1, 2002, the City Council provided direction
to proceed with Scheme B site plan option, which includes three courts, plus multiple use areas
option of roughly 39,000 square feet and site work as noted; and
WHEREAS, at the May 1, 2002 meeting, the City Council was informed that these
design concepts will increase the estimated project construction budget estimate to
$9,404,413.00.
NOW, THEREFORE, BE IT RESOLVED, that the Lodi City Council does hereby
authorize the City Manager to approve Contract Change Order No. 2 to professional services
contract with ELS Architecture and Urban Design for additional services for the Indoor Sports
Complex facility design work; and
BE IT FURTHER RESOLVED, that additional funds in the amount of $365,620.00 be
appropriated from the COP Financing for the project design; and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute
said Contract Change Order on behalf of the City of Lodi
Dated: July 17, 2002
I hereby certify that Resolution No. 2002-160 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held July 17, 2002 by the following vote:
AYES: COUNCIL MEMBERS — Hitchcock, Howard, Land, Nakanishi, and Mayor
Pennino
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
SUSAN J. BLACKSTON
City Clerk
2002-160