CC 2013-11-26_10.a. Agreement - IBI Group for Police Station UpgradeMEMORANDUM
TO: CITY COUNCIL
FROM: STEVEN ADAMS, CITY MANAGER
STEVEN ANNIBALI, POLICE CHIEF
TERESA McCLISH, COMMUNITY DEVELOPMENT DIRECTOR
SUBJECT: CONSIDERATION OF THE DESIGN AND FUNDING PLAN, AND
APPROVAL OF AMENDMENT NO. 1 TO AGREEMENT WITH IBI
GROUP FOR THE POLICE STATION UPGRADE PROJECT LOCATED
AT 200 NORTH HALCYON ROAD
DATE: NOVEMBER 26, 2013
RECOMMENDATION:
It is recommended that the City Council: 1) approve the design for the Police Station
Upgrade project; 2) approve the funding plan; and 3) approve Amendment No. 1 to the
Agreement for Consultant Services with 181 Group.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The original cost estimate for the Police Station Upgrade Project was as follows:
Design and Construction
Land Acquisition
Relocation
Equipment
In-House Construction Management
Total
The corresponding funding plan was as follows:
Existing Local Sales Tax Funds Budgeted
Sale of Land
Police Facility Fund
Total Project Cost
$975,000
$325,000
$40,000
$60,000
$10.000
$1,410,000
$810,000
$580,000
$20.000
$1,410,000
However, this original estimate was based on a conceptual plan and did not include
costs for the parking lot improvements. Since that time, a number of adjustments have
been either identified as necessary or recommended, which have resulted in cost
increases. A summary of these changes and/or additions are as follows:
Reduction in Land Acquisition Costs -$25,000
Reconstruction of Parking Lot $26,500
Police Memorial Park Site Development $20,000
Halcyon Road Sidewalk Replacement $10,000
Item 10.a. - Page 1
CITY COUNCIL
NOVEMBER 26, 2013
CONSIDERATION OF FINAL DESIGN AND FUNDING PLAN AND CONTRACT
AMENDMENT N0.1 FOR THE POLICE STATION UPGRADE PROJECT
PAGE2
Rena Street Sidewalk Replacement
Increase in Street Trees
Storage Building and Concrete Pad
Relocate Sanitary Sewer
Replace Ramp and Stairs
Replace Entry Door
Replace Low Voltage Infrastructure
Replace Emergency Generator
Relocate Fire Riser
Replace Parking Lot Lighting
Replace Exterior Building Light Fixtures
Replace Interior Light Fixtures
Retexture and Paint Interior Walls
Replace Door Hardware
Emergency Phone System to Sheriff's Office
Provide New Fire Suppression System
Increase in Relocation Costs
Increase in Design Costs
Increase in Project Contingency
Total
$3,000
$3,000
$33,000
$66,000
$46,000
$5,000
$45,000
$65,000
$7,500
$7,500
$1,500
$23,000
$12,000
$17,000
$3,500
$65,000
$29,000
$40,750
$10,000
$514,250
The majority of these changes have already been approved by Council or have been
identified as necessary during the design process. The one discretionary change is the
cost of $46,000 for the replacement of the ramp and stairs. This change is
recommended in order to both improve the appearance of the entrance, as well as ease
of accessibility for both ADA and non-ADA visitors.
It is recommended the Police Memorial Park Site development be paid for from the Park
Development Fund, 50% of the sewer relocation improvements be paid from the Sewer
Facility Fund since it will be replacing an old pipe, and the emergency generator be paid
from Citizen's Option for Public Safety (COPS) funds. It is further recommended that
$334,850 be paid from Local Sales Tax Fund reserves. There is $50,000 programmed
annually in future Local Sales Tax funds to begin accumulating revenues for a future
new building. The original purpose was to have sufficient funding available in five years
to begin the planning process for a new station. Given the level of improvements to the
existing building, staff now believes that time period can be extended. As a result, it is
recommended that existing Local Sales Tax funds be utilized and then be replaced in
the future with funds programmed for the Police Station. This will prevent the need to
reprogram funds from other priority projects, issue debt, or impact General Fund
reserves. It is also recommended that General Fund reserves be used to temporarily
replace revenues projected from the sale of land until the Old Ranch Road lots are sold.
Item 10.a. - Page 2
CITY COUNCIL
NOVEMBER 26, 2013
CONSIDERATION OF FINAL DESIGN AND FUNDING PLAN AND CONTRACT
AMENDMENT N0.1 FOR THE POLICE STATION UPGRADE PROJECT
PAGE3
Therefore, the proposed funding plan for the cost increase is as follows, which factors
both the construction and contingency amounts for the items funded from specific
sources:
Local Sales Tax Fund Reserves
COPS Funds
Park Facility Fund
Sewer Facility Fund
Police Facility Fund
Total Project Cost
BACKGROUND:
$334,850
$67,000
$21,000
$23,000
$68.400
$514,250
At the April 13, 2013 meeting, the City Council approved a two phase plan to address
the Police Station facility needs. The first phase is to remodel the existing building to
address the highest priority immediate facility needs. The second phase is to revisit the
need for a new facility in the next 5-10 year period when long-term needs and financial
resources are determined. The Council also approved the Purchase and Sale
Agreement for the acquisition of the property at 270 North Halcyon Road and directed
staff to prepare alternatives and recommendations regarding expansion of employee
parking.
On July 9, 2013 and August 27, 2013, parking lot options were presented and the
Council selected the concept shown in the proposed design. On October 8th, the
Council approved the Police Department Temporary Relocation Plan.
ANALYSIS OF ISSUES:
Construction plans are 75% complete awaiting final electrical civil work for the Police
Station Upgrade project. Staff and consultants have been meeting regularly to address
design questions and issues through the design process. Attached is the floor plan, site
plan and architectural renderings. During design development, a number of
modifications were identified as necessary to address code requirements, safety
concerns, function and aesthetics.
The Architectural Review Committee reviewed the site plan and elevations on
September 16th and November 4th. Comments from the Committee on landscaping,
fencing and color schemes have been incorporated. The Committee also raised
concerns regarding initial front entry design. The entrance to the Police Station on the
North Halcyon Road side was modified to include a widened double door landing area,
revised parapet style roof with fixed metal awning and new lighting and signage. An
additional awning will be installed above the Station entrance from the existing secured
parking area. One significant modification to the building is the reconstruction of the
front entrance steps and access ramps. The accessible ramps are designed to be
reconstructed to lead from both the sidewalk area, as well as a van accessible parking
space. This addresses a deficiency in the current ADA ramp railings that would project
into the right of way if reconstructed on the existing ramps. Additionally, the revised
Item 10.a. - Page 3
CITY COUNCIL
NOVEMBER 26, 2013
CONSIDERATION OF FINAL DESIGN AND FUNDING PLAN AND CONTRACT
AMENDMENT N0.1 FOR THE POLICE STATION UPGRADE PROJECT
PAGE4
ramps address a significant security concern for police officers and personnel exiting or
defending the building as the ramps and railing walls pose considerable visual
obstructions.
Several other additional items were included in the design, some of which were already
discussed at previous Council meetings. A brief summary is listed below:
•!• Reconstruction of Parking Lot -determined to be needed based on the condition
of the asphalt.
•!• Police Memorial Park Site Development -determined to be included concurrently
in police station upgrade project and landscaping efforts instead of as a
subsequent project.
•!• Halcyon Road and Rena Street Sidewalk Replacement -determined to be
needed based on the condition of the majority of concrete sections of sidewalk
and ADA needs.
•!• Increase in Street Trees -Included as recommended by the Tree Guild and
directed by Council.
•!• Storage Building and Concrete Pad -Omitted from original estimate but an
integral component based on the need to remove storage space inside the Police
Building to make room for personnel.
•!• Relocate Sanitary Sewer -Design revealed the building placement is over a
portion of the sewer line. Staff is recommending the sewer line be relocated onto
Rena to E. Grand Avenue instead of across the property. Moving the sewer main
from the property will cost approximately $10-13k more than moving the-sewer
line over a few feet from its existing location. However, moving the line off the
property will reduce property constraints that would impact subsequent plans or
sale of the property.
•!• Replace Ramp and Stairs and replace entry door -designed to meet aesthetic,
ADA and security needs.
•!• Replace Low Voltage Infrastructure -determined to be substandard for existing
and proposed infrastructure.
•!• Replace Emergency Generator -determined to be deficient based upon
experience during the last major power outage. It can be relocated to a new
building site if needed in the future.
•!• Relocate Fire Riser -determined necessary to meet building code requirements.
•!• Replace Parking Lot Lighting, Exterior and Interior Building Light Fixtures -
existing fixtures are severely aged and in need of repair, new fixtures are
expected to reduce future maintenance costs due to increased energy efficiency.
•!• Retexture and Paint Interior Walls -recommended on remaining walls to match
texture and paint on replacement and reconstructed walls.
•!• Replace Door Hardware -needed to meet ADA requirements and to address
comments about security deficiencies issued by the Grand Jury.
•!• Emergency Phone System to Sheriff's Office -cuffently deficient and needed to
be replaced with system to connect with offsite dispatch.
Item 10.a. - Page 4
CITY COUNCIL
NOVEMBER 26, 2013
CONSIDERATION OF FINAL DESIGN AND FUNDING PLAN AND CONTRACT
AMENDMENT N0.1 FOR THE POLICE STATION UPGRADE PROJECT
PAGES
•!• Provide New Fire Suppression System -needed to rectify an existing deficiency
to protect large investment in electrical equipment and facilities.
•!• Increase in Relocation Costs -consistent with the relocation plan previously
approved by Council.
The contract amendment will allow completion of construction documents, bidding
assistance and construction phase services through next year. Upon Council approval,
staff will finalize bid documents and advertise the project for competitive bids. The
contract time is estimated at 182 calendar days. Work is expected to begin in the
middle to late March, 2014.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1. Approve design, funding plan and contract amendment;
2. The cost increase can be reduced by eliminating a few items that are
discretionary, such as replacement of the front door and ADA ramps.
However, given the level of improvements proposed, it is recommended these
features be included to fully accomplish the objectives of the project;
3. Do not approve design, funding plan or contract amendment;
4. Modify and approve design, funding plan and contract amendment;
5. Provide direction to Staff.
ADVANTAGES:
Approving design, including design modifications and the funding plan will allow the
project to be constructed, address current deficiencies, improve the function and
appearance of the police station, and appreciably prolong the period of time the police
station will serve the City's needs. Approving the contract amendment will ensure the
architect will be able to perform all remaining design and construction assistance
through the duration of the project.
DISADVANTAGES:
Approving the design, including design modifications and funding plan will increase
costs requiring the use of programmed sales tax funds intended for a future police
station project. No disadvantages are identified for approving the contract amendment.
ENVIRONMENTAL REVIEW:
In accordance with the California Environmental Quality Act (CEQA) Guidelines, staff
has reviewed the proposed project and determined that it is categorically exempt per
Section 15301 of the Guidelines relating to repair and minor alteration for existing
facilities, and Section 15332 relating to in-fill development projects.
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted in front of the City Hall on Thursday, November 21, 2013 and
on the City's website on Friday, November 22, 2013.
Item 10.a. - Page 5
CITY COUNCIL
NOVEMBER 26, 2013
CONSIDERATION OF FINAL DESIGN AND FUNDING PLAN AND CONTRACT
AMENDMENT N0.1 FOR THE POLICE STATION UPGRADE PROJECT
PAGE6
Attachments:
1. Police Building reduced plan set including floor plan, site plan and architectural
renderings
2. Contract Amendment No. 1 for 181 Group
Item 10.a. - Page 6
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HALCYON ROAD
PROPERTY LINE CHAIN LINK FENCE 6'-0" HIGH U.O.N.ORNAMENTAL FENCE ACCESSIBLE PATH OF TRAVEL AS INDICATED ON PLAN IS A BARRIER-FREE ACCESS ROUTE WITHOUT ANY ABRUPT LEVEL CHANGES EXCEEDING 1/2" IF BEVELED AT 1:2 MAX SLOPE, OR VERTICAL LEVEL CHANGES NOT EXCEEDING 1/4" MAX, AND AT LEAST 48" IN WIDTH. SURFACE IS STABLE, FIRM, AND SLIP RESISTANT. CROSS SLOPE DOES NOT EXCEED 2%AND SLOPE IN THE DIRECTION OF TRAVEL IS LESS THAN 5%, UNLESS OTHERWISE INDICATED.ACCESSIBLE PATH OF TRAVEL SHALL BE MAINTAINED FREE OF OVERHANGING OBSTRUCTIONS TO 80"MINIMUM, AND PROTRUDING OBJECTS GREATER THAN 4" PROJECTION FROM WALL AND ABOVE 27" AND LESS THAN 80". ARCHITECT SHALL VERIFY THAT THERE ARE NO BARRIERS IN THE PATH OF TRAVEL. GATES IN THE PATH OF TRAVEL SHALL COMPLY WITH EXIT DOOR REQUIREMENTS PER CBC SECTION 1003.3.2 4" THICK CONCRETE WALK W/ # 4 REBAR AT 24" O.C.EA WAY OVER 2" SAND. MEDIUM BROOM FINISH. SEE DETAIL 10/A10.10 FOR TYPICAL WALK EDGE AT LANDSCAPE AREA.AC PAVING. SEE CIVIL DRAWINGS FOR PAVEMENT SECTION.CONTROL JOINT AT 6'-0" O.C. MAX U.O.N.PER DETAIL 21/A10.10 EXPANSION JOINT AT 18'-0" O.C. MAX U.O.N PER DETAIL 22/A10.10ACCESSIBLE BUILDING ENTRANCE NEW BUILDING OR PORTION OF BUILDING TO BE CONSTRUCTED AS PART OF THIS CONTRACT XXXXXXX XXXXXXXRESURFACE (E) PARKING AREA. SEE CIVIL DRAWINGS FOR MORE INFORMATION.
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CAALIFORNIFSTATOLETICENSEDARCHITECREN.CRAKSONAIGTIN No. C25387 04/154115 Broad Street, Suite B-6 San Luis Obispo, CA 93401 805.546.0433 fax:805.546.0504San Luis ObispoARCHITECTURE PLANNING ISSUE DATE:PRIME CONSULTANT SEAL SHEET TITLE SHEET NUMBERCOPYRIGHT 2013 IBI GROUP CHK'D BY:DRAWN BY:PROJECT NO:COPYRIGHT:Any reproduction or distribution for any purpose other than authorized by IBI Group is forbidden.CONSULTANT OPSC or OSHPD PROJ. NO:AGENCY INFORMATION:PLOT DATE:11/19/2013 5:10:47 PMJ:\11145000_AGC_AGCorpYd-PoliceStn\5.9 Drawings\59arch\current\ATWsite11145-2013-05-23.rvt 200 N HALCYON ROAD ARROYO GRANDE, CA 93420 A1.11SITE PLANCTAjjp09/19/201311145.000ARROYO GRANDE POLICE STATION ADDITION/TENANT IMPROVEMENT 11145.000100 - KEYNOTES 101REMOVE (E) BUILDING AND CAP ASSOCIATED UTILITIES 102(E) SIDEWALK TO REMAIN 103(E) TREE TO REMAIN 104REMOVE (E) TREE 105(E) UTILITY TO REMAIN 106(E) SITE WALL TO REMAIN 107(E) PARKING LOT TO REMAIN 108(E) ACCESSIBLE RAMP TO REMAIN 109REMOVE (E) AC PAVING AS NECESSARY TO INSTALL NEW WORK 110REMOVE (E) PORTABLE STORAGE UNITS AND SALVAGE TO OWNER 111REMOVE PORTION OF (E) PERVIOUS PAVER SYSTEM AS NECESSARY TO INSTALL NEW WORK 112(E) CURB AND GUTTER TO REMAIN 113(E) BOLLARD TO REMAIN 114REMOVE (E) BOLLARD 115REMOVE (E) SIDEWALK AND DRIVE APRON (WHERE OCCURS)116REMOVE PORTION OF (E) CHAIN LINK FENCE 117(E) CHAIN LINK FENCE TO REMAIN 118(E) FIRE HYDRANT TO REMAIN 119SAWCUT AND REMOVE PORTION OF (E) CMU WALL AS NECESSARY TO INSTALL NEW WORK 120SAWCUT AND REMOVE PORTION OF (E) CONC. CURB AS NECESSARY TO INSTALL NEW WORK 12122'x50' METAL BUILDING STRUCTURE ON CONCRETE PAD 122CHAIN LINK FENCE AND/OR GATE PER DETAIL XX/AXX.XX 123PARKING STRIPING PER SPECIFICATIONS 124RELOCATE NATURAL GAS GENERATOR. SEE PLUMBING AND ELECTRICAL DRAWINGS 125SLIDING GATE 127REMOVE (E) RETAINING WALL. REGRADE AREA, SEE CIVIL DRAWINGS 130ORNAMENTAL FENCE AND/OR GATE WITH PRIVACY MESH PER SPECIFICATIONS AND DETAIL XX/AXX.XX 132(E) POLICE MEMORIAL TO REMAIN 134REMOVE (E) GENERATOR. SALVAGE TO OWNER100-GENERAL NOTES 1.REFER TO CIVIL, PLUMBING, AND ELECTRICAL DRAWINGS FOR UNDERGROUND UTILITIES.2.PRIOR TO ANY UNDERGROUND SITE WORK, VERIFY LOCATION OF ALL EXISTING UTILITIES WITH UNDERGROUND SERVICE ALERT (U.S.A.).3.-- USER TO ADD ADDTIONAL GENERAL NOTES HERE. --
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NOTE:ALL SYMBOLS AND PATTERNS MAY NOT NECESSARILY OCCUR ON THIS SHEET.60" DIA. ACCESSIBLE FLOOR SPACE LOCATION 30" X 48" ACCESSIBLE FLOOR SPACE LOCATION2x6 STUD WALL / INFILL WALL. SEE STRUCTURAL DRAWINGS FOR FRAMING. REFER TO INTERIOR ELEVATIONS AND ROOM FINISH SCHEDULE FOR FINISHES(E) WALL TO REMAIN (E) 1-HOUR RATED WALL TO REMAIN UNIVERSALLY ACCESSIBLE FIXTUREA
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1.REFER TO DEMOLITION PLAN, A2.10 FOR EXISTING CONSTRUCTION TO BE REMOVED.2.REFER TO SHEET A5.11 FOR FINISH SCHEDULE.3.REFER TO INTERIOR ELEVATION FOR ALL WALL MOUNTED ITEMS AND CABINET TYPES.4.REFER TO STRUCTURAL DRAWINGS FOR FRAMING OF OPENINGS.5.WHERE STRUCTURAL DRAWINGS INDICATE PLYWOOD SHEAR WALL OVER STUD FRAMING, PLYWOOD IS TO EXTEND OVER ENTIRE SURFACE,REGARDLESS OF EXTENT SHOWN ON THE STRUCTURAL DRAWINGS, TO ELIMINATE OFFSETS IN SUBSTRATE FOR FINISHES.6.PROVIDE SOLID 2x FIRE STOP BLOCKING IN ALL STUD WALL FRAMED CAVITIES, AT INTERSECTION OF CEILING, FLOORS, AND MAXIMUM 10 FT.INTERVALS.7.-- USER TO ADD ADDTIONAL GENERAL NOTES HERE. --200-GENERAL NOTES 200 - KEYNOTES 201(E) DOOR AND FRAME TO REMAIN 202(E) WINDOW AND FRAME TO REMAIN 203(E) CASEWORK/COUNTER TO REMAIN 204REMOVE (E) CASEWORK/COUNTER AND ALL SUPPORTS. PREP TO RECEIVE NEW CONSTRUCTION 205RELOCATE(E) PLUMBING FIXTURE 206(E) TOILET ACCESSORIES TO REMAIN 207REMOVE (E) PLUMBING FIXTURE 208REMOVE (E) APPLIANCE. SALVAGE TO OWNER 209(E) PLUMBING FIXTURE TO REMAIN 210(E) COLUMNS TO REMAIN 211REMOVE (E) FINISHES TO SUBSTRATE AT (E) SHOWER. PATCH AS REQUIRED TO RECEIVE NEW FINISH. REMOVE ALL PLUMBING FIXTURES, SEE PLUMBING DRAWINGS 212REMOVE (E) LOCKERS. SALVAGE TO OWNER 213REMOVE (E) WINDOW, FRAME AND HARDWARE. PREPARE TO RECEIVE NEW CONSTRUCTION. SEE FLOOR PLAN 214REMOVE (E) DOOR, FRAME AND HARDWARE. PREPARE WALLS TO RECEIVE NEW CONSTRUCTION 215REMOVE (E) LOCKERS. INFILL WALL 216REMOVE PORTION OF (E) WALL FRAMING AS REQUIRED TO INSTALL NEW CONSTRUCTION 217OFFICE FURNITURE. OWNER FURNISHED CONTRACTOR INSTALLED 218(E) ELECTRICAL EQUIPMENT TO REMAIN. SEE ELECTRICAL DRAWINGS 219(E) ROOF ACCESS LADDER TO REMAIN 220REMOVE (E) SECURITY GATE. PREPARE FOR NEW GATE 221CASEWORK. SEE INTERIOR ELEVATIONS 222EVIDENCE PASS-THROUGH LOCKERS. OWNER FURNISHED CONTRACTOR INSTALLED 223PATROL LOCKERS. OWNER FURNISHED CONTRACTOR INSTALLED 224REMOVE PORTION OF T-BAR CEILING AS REQUIRED TO CONSTRUCT NEW IMPROVEMENTS 225REMOVE (E) CHAINLINK ENCLOSURE POST AND FOOTINGS. PATCH AND PREPARE CONCRETE FLOOR TO RECEIVE NEW FLOOR FINISH 226REMOVE (E) EVIDENCE REFRIGERATOR; OWNER TO STORE FOR DURATION OF PROJECT. REINSTALL IN 123 PROPERTY EVIDENCE.227(E) RELOCATED EVIDENCE REFRIGERATOR 228REMOVE (E) DOWNSPOUT AND SCUPPER 229EQUIPMENT CUBBIES. OWNER FURNISHED CONTRACTOR INSTALLED 231REMOVE (E) TOILET PARTITION 232REMOVE (E) WALL FINISH. PREPARE TO RECEIVE NEW FINISH LEGEND NREF.NORTH
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CAALIFORNIFSTATOLETICENSEDARCHITECREN.CRAKSONAIGTIN No. C25387 04/154115 Broad Street, Suite B-6 San Luis Obispo, CA 93401 805.546.0433 fax:805.546.0504San Luis ObispoARCHITECTURE PLANNING ISSUE DATE:PRIME CONSULTANT SEAL SHEET TITLE SHEET NUMBERCOPYRIGHT 2013 IBI GROUP CHK'D BY:DRAWN BY:PROJECT NO:COPYRIGHT:Any reproduction or distribution for any purpose other than authorized by IBI Group is forbidden.CONSULTANT OPSC or OSHPD PROJ. NO:AGENCY INFORMATION:PLOT DATE:11/19/2013 5:12:29 PMD:\Users\Jesse.Pereira\Documents\ATWbldA11145-2013-05-22_Jesse.Pereira.rvt 200 N HALCYON RD ARROYO GRANDE, CA 93420 A2.11FLOOR PLANCTAjjp11/04/201311145.000ARROYO GRANDE POLICE ADDITION/TENANT IMPROVEMENTS 11145.000
FL
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REVISIONS NO.DATEAPPRD.DESCRIPTION Item 10.a. - Page 10
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ATTACHMENT 2
CONSUL TANT SERVICES AGREEMENT
AMENDMENT NO. 1
· This First Amendment ("First Amendment") to Consultant's Services Agreement ("CSA")
by and between the CITY OF ARROYO GRANDE and IBI GROUP ARCHITECTURE
PLANNING, is made and entered into this day of November 2013, based
on the following facts:
WHEREAS, the parties entered into a CSA dated May 1, 2013 to perform schematic
design, design development, construction support; and
WHEREAS, the parties desire to further modify the CSA as set forth herein.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is
hereby acknowledged, the parties agree as follows:
1. The CSA is amended to include the additional services at the increased cost
as specified in Exhibit "A" attached hereto and incorporated herein by this
reference.
2. That the contract term is extended to December 31, 2014.
3. Except as modified herein, all other terms and conditions set forth in the CSA,
as amended, shall remain unchanged.
IN WITNESS WHEREOF, CITY and CONSUL TANT have executed this First
Amendment the day and year first above written.
IBI GROUP ARCHITECTURE PLANNING
By: _____________ _
Dave Cartnal, Director
By: _____________ _
Alistair Baillie, Operating Director
By: _____________ _
Craig Atkinson, Principal Architect
CITY OF ARROYO GRANDE
By: _____________ _
Tony Ferrara, Mayor
___ ___J
Item 10.a. - Page 11
181 Group Architecture Planning
4115 Broad Street-Suite 86
San Luis Obispo CA 93401 USA
tel 805 546 0433
fax 805 546 0504
November 19, 2013
Ms. Teresa McClish
Director of Community Development
City of Arroyo Grande
300 E. Branch Street
Arroyo Grande, CA 93241
Dear Ms. McClish:
EXHIBIT A
FEE PROPOSAL FOR ADDITONAL A/E SERVICES (AMENDMENT #1)
We appreciate the opportunity to prepare an additional service fee proposal for the above
referenced project. The following indicates our understanding of the project scope, parameters,
and required services in accordance with a request for fee proposal, meeting to discuss scope of
work on November 15, 2013; and the fees related to that service.
Project Description: This project consists of approximately an 800 square foot addition and
minor remodel of the single story Police Facility located at 200 N. Halcyon Road in the City of
Arroyo Grande, CA.
Included Consultants:
The proposed fees include the normally anticipated consultants for this scope of work. The
following is a list of the Consultants that are included in this proposal:
1. Civil: Penfield & Smith
2. Landscape: Oasis & Associates
3. Structural: Smith Structural Group
4. Mechanical: Brummel Myrick & Associates
5. Electrical: Thoma Engineering
Our proposal excludes other "special consultants" that may be desired or needed through the
review/approval process such as traffic, security, radio communications, soils, and survey
consulting, etc. First it is our assumption that the City will retain the soils and surveying
consultants for the project. It is also our assumption that we will coordinate with the City's
communications vendor and IT Staff to facilitate this portion of the design.
Scope of Services:
1. Additional Construction Document Phase Services:
1.1. Additional site visits to review scope of work related to the following
·improvements:
• Low Voltage Infrastructure
• Sewer Line Relocation
• Door Hardware
1.2. Provide additional cost modeling for added scope of work.
1.3. Revise 50% Construction Documents to include the following scope of work.
• Reconstruction of the existing secure police parking lot;
• Sidewalk replacement at Halcyon & Rena Streets;
• Increase street trees per recommendations from the tree guild;
IBI Group is a group of firms providing professional services
IBI Group Architecture Planning is a division of IBI Group USA
Item 10.a. - Page 12
181 Group Architecture Planning
Ms. Teresa McClish -November 19, 2013
• Replace entry door with double door;
• Replace existing concrete entry ramp & stairs;
• Replace door hardware;
• Plumbing revisions to include relocation of fire riser and relocation of
water heaters;
2
• Electrical revisions to include replacement of low voltage infrastructure;
emergency power system including generator; existing parking lot lighting;
exterior building light fixtures; interior light fixtures;
1.4. Prepare Additional Construction Documents including specifications for to
include the following scope of work:
• Plans & specifications for development of Police Memorial Park
• Provide new dry chemical fire suppression system at Dispatch & data
Rooms
• Provide Emergency Phone @ Building Entry.
2. Excluded Services:
2.1. Additional Construction Document Phase services required if project is
submitted after December 31, 2013.
2.2. Any additional services not specifically referenced in this proposal.
Project Assumptions:
1. The City will provide all necessary documentation including, but not limited to, As-
Built drawings and Front-End Documents for review and coordination.
2. The City will pay all fees associated with approvals required for this project.
3. The City will retain the soils consultant required for this project.
Project Delivery:
This proposal is based on a single contract design, bid, and build format of project delivery to
occur over a 6 month period.
Schedule:
The project to be completed expeditiously in accordance with the Standard of Care of our
industry for similar projects. See attached schedule for anticipated project delivery schedule.
Initial Project Construction Budget:
The revised project construction budget is One Million Two Hundred Thirty Thousand Dollars
($1,230,000).
Compensation:
We propose to provide the above referenced services for the following fixed fee plus allowable
reimbursable expenses:
· T8sk 1: AdditiOnal CoilStruction Document Phase
Services
--------
1.1 -1.4 Additional Construction Document Phase
Reimbursable
Expenses:
Total Fixed Fee-Billed on% Complete Basis
Compensation for reimbursable expenses is
included in the base contract between the City of
Arroyo Grande & IBI Group Architecture Planning.
Reimbursable expenses will be billed at 1.2 times
the actual cost.
$40,750.00
$40,750.00
Item 10.a. - Page 13
IBI Group Architecture Planning
Ms. Teresa McClish-November 19, 2013
If this proposal meets with your approval, please prepare and forward Agreements with the
following as signees:
• Dave Cartnal, Director
IBI Group Architecture Planning
• Alistair Braille, Operating Director
IBI Group
• Craig Atkinson, Principal
IBI Group Architecture Planning
If you have any questions please don't hesitate to contact me.
principal
cc: File
Enc.: Preliminary Project Schedule -Dated November 19, 2013
J:\11145000_AGC_AGCORPYD-POUCESTN\1.0 CONTRACTS & PROPOSALS\1.01 Owner_Arch Agree\ATPagpd-halcyon-<lrafl2013-01-14.docx
3
Item 10.a. - Page 14
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-Pr&.oesign 17 days -Wed-5/1/13 --Thu 5123113
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19 Bid/Award 51 day$·-Mon 1t261f4 -Mon 3t31/i4 ...... t' ............... t' ..... ..
Project: Arroyo Grande Police Station
Project No.: 11145.000
Date: Tue 11/19/13
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IBI Group Architecture Planning
4115 Broad Street, Suite B6
San Luis Obispo, CA 93401-7992
Item 10.a. - Page 15
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Project: Arroyo Grande Police Station
Project No.: 11145.000
Date: Tue 11119/13
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Item 10.a. - Page 16