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HomeMy WebLinkAbout11 - NB-1 - Award Professional Agreement for Archite - 1/20/2015CITY COUNCIL STUDY SESSION REPORT MEETING DATE: JANUARY 20, 2015 ITEM NUMBER: NB -1 SUBJECT: AWARD A PROFESSIONAL SERVICES AGREEMENT FOR ARCHITECTURAL SERVICES FOR THE DONALD DUNGAN LIBRARY AND NEIGHBORHOOD COMMUNITY CENTER PRELIMINARY DESIGN PHASE. DATE: JANUARY 5, 2015 FROM: THOMAS R. HATCH. CHIEF EXECUTIVE OFFICER PRESENTATION TAMARA S. LETOURNEAU, ASSISTANT CHIEF EXECUTIVE BY: OFFICER FOR FURTHER INFORMATION CONTACT: RECOMMENDATION: ALMA REYES, RECREATION SUPERVISOR 714-754-5636 Authorize the CEO to sign the Professional Services Agreement for an amount not to exceed $125,125 to Johnson Favaro, 5898 Blackwelder Street, Culver City, CA 90232, for the preliminary design phase of the Donald Dungan Library and Neighborhood Community Center (NCC) projects, including the outdoor space surrounding these sites. BACKGROUND: At the April 29, 2014, City Council Study Session, the City Council authorized the issuance of a Request for Proposal for the architectural planning and design of the proposed library at the Neighborhood Community Center (NCC) facility. The intent of the proposed project is to improve library services and create quality programming and event user space necessary to meet the needs of the community. The proposed project will repurpose both of these facilities which includes relocating the Donald Dungan Library to the adjacent Neighborhood Community Center building and moving the Neighborhood Community Center to the current library space. The proposed library will serve as a destination where learning and technology come together as an environment that promotes community. One of the primary goals of this project is to work closely with the community and current user groups to ensure that the new library is adaptable to the community's current and future needs. Furthermore, that community space is of high priority and shall be incorporated in this project. ANALYSIS: On June 6, 2014 the City issued a Request for Proposals (RFP) for the architectural planning and design for the proposed library at the NCC. The City received six (6) proposals in response to the RFP. All proposal were reviewed for compliance with the City's RFP process, and the architects were evaluated based on the following criteria: understanding of the project, depth of experience, technical expertise, ability to meet the schedule; ability to meet the community outreach requirement, and associated factors. Of the six (6) firms only four (4) firms were interviewed. Following a detailed proposal review and interview process, the evaluation team consisting of both City staff, County staff and a representative from another agency with experience in library renovations selected Johnson Favaro as the recommended firm to perform the architectural planning and design services. Johnson Favaro has provided architectural services to various Southern California cities; most notably the firm specializes in building and renovating library facilities. The firm has an in depth knowledge of the function of libraries and provides special expertise in the areas of library program assessment, parks and recreation programming, facilities/utility and site survey, interiors, graphics and signage, and sustainability. Most importantly, Johnson Favaro understands the uniqueness of this project and the importance of creating a project that meets the needs of not just library patrons, but also the community as whole. As the renovation of both facilities and plaza are a multi-year project, the proposed Professional Services Agreement is for Phase I- Preliminary Design of the Donald Dungan Library and the NCC (Attachment 1). The scope of work includes the following: • Complete a feasibility study; • Assess the current open space surrounding these facilities and integrate it into a common theme that will promote a welcoming and friendly environment that Costa Mesa residents of all ages can enjoy; • Complete a stakeholder process to determine the needs of the users/customers and stakeholders; • Provide preliminary project cost estimates; and, • Prepare proposed concept plans. The proposed Professional Services Agreement is for a one (1) year term for the Preliminary Design Phase of the Donald Dungan Library and NCC. Meeting Room Space In anticipation of this project, staff has already begun working with the non-profit groups that utilize the NCC throughout the year. Staff has developed a "Concierge Team" to work with each user to find the best meeting space during the construction period and post construction. There are 45 annual users that reserve rooms at the NCC and 35 of these are Costa Mesa groups. These groups utilize different size rooms currently at the NCC. For reference the large meeting room space at the NCC is 6,994 square feet. The current Library is 7,700 square feet. In addition, other City facilities that will be available for meeting room space are: I• Facility/MeetingFacility/Meeting Room Square Feet Balearic Community Center -Adobe Room 1,885 Balearic Community Center - Sierra Room 930 Downtown Recreation Center — Multi Purpose Room 1,409 City Hall — Conference Room 1A 713 Senior Center — Multi Purpose 5,900 Senior Center — Meeting Room 906 Golf Course — Los Lagos 3,100 Golf Course — Mesa Linda 1,300 The Concierge Team will work with each user to determine the meeting room space that best meets the needs of their organization. ALTERNATIVES TO CONSIDER: The City Council could choose not to award a contract for professional services to Johnson Favaro for the architectural services for the preliminary design phase of the Donald Dungan Library and the Neighborhood Community Center (NCC). 2. The City Council could review other proposal or reject all proposals and direct staff to re - advertise the project. FISCAL REVIEW: The total cost of the preliminary design of the Library and the Neighborhood Community Center is $125,125 and funds for this agreement are budgeted in the FY 2014-15 Capital Improvement Program, item number 29. In order to fully complete this concept of a new central Library and a new quality Community Center with integrated outdoor space, it could cost approximately $10,000,000 including total architectural and construction support of $1,400,000. LEGAL REVIEW: Upon City Council approval, the City Attorney's office will prepare a Professional Services Agreement for the preliminary design phase. CONCLUSION: In order to enhance the quality of library services by creating a learning destination that provides access and maximizes facility use and creates a NCC that meets the needs of the community, staff is recommending that City Council authorize the CEO to sign the Professional Services Agreement in an amount not to exceed $125,125 to Johnson Favaro, 5898 Blackwelder Street, Culver City, CA 90232, for architectural services for the preliminary design phase of the Donald Dungan Library and the Neighborhood Community Center (NCC). 3 TAMARA S. LETOURNEAU THOMAS R. HATCH Assistant Chief Executive Officer Chief Executive Officer ALMA REYES Recreation Supervisor ATTACHMENTS: 1. Proposal for Preliminary Design Phase submitted by Johnson Favaro A CD was Provided and Distributed to the Council Members Regarding Proposals for RFP 1171 — Architectural Planning and Design Services for the New Donald Dungan Library and Neighborhood Community Center (NEW BUSINESS ITEM #1 - AWARD A PROFESSIONAL SERVICES AGREEMENT FOR ARCHITECTURAL SERVICES FOR THE DONALD DUNGAN LIBRARY AND NEIGHBORHOOD COMMUNITY CENTER PRELIMINARY DESIGN PHASE/Office of the Chief Executive Officer). The CD Includes 479 pages and will be Made Available for Public View in the City Clerk's Office. Please Contact the City Clerk's Office for More Information at (714) 754-5225 CITY OF COSTA MESA Department of Parks and Community Services Recreation INTEROFFICE MEMORANDUM TO: Honorable Mayor and City Council FROM: Tamara Letourneau, Assistant CEOVZ<--., DATE: January 16, 2015 SUBJECT: LIBRARY ARCHITECT RFP (SUPPLEMENTAL INFORMATION) - PROPOSALS FOR ARCHITECTURAL PLANNING AND DESIGN SERVICES FOR THE NEW DONALD DUNGAN LIBRARY AND NEW NEIGHBORHOOD COMMUNITY CENTER. On June 6, 2014 the City issued a Request for Proposal (RFP) for the architectural planning and design services for the proposed Donald Dungan Library and Neighborhood Community Center (NCC). The scope of work for the architect includes: a feasibility study; coordination with City and County staff to identify current facility uses; holding community meetings to determine needs of the users/customers and stakeholders; provide preliminary cost estimates; and, propose concept plan layouts that take into account the proposed uses utilizing current space design standards. Key strategies proposed include renovation of the existing facility for greater efficiency of the useable space, consultation with user groups, stake holders, partners, elected and appointed officials, and staff. Further, the architect will be required to assess current open space surrounding these facilities and integrate it into a common theme that will promote a welcoming and friendly environment that Costa Mesa residents of all ages can enjoy. The City received a total of six (6) proposals from the following firms • Dougherty & Dougherty Architects, LLP • Ethos Architecture • Johnson Favaro, LLP • KalArchitects, Inc. • MVE Institutional • Thirtieth Street Architects, Inc. The City formed an Evaluation Committee composed of four (4) members that included City and County staff and a representative from another agency with experience in library renovations. The Evaluation Committee reviewed and scored the proposals. Of the six (6) proposing firms, only four (4) were invited to the interview phase. The selected firms were: • Dougherty & Dougherty Architects, LLP • KalArchitects, Inc. • Johnson Favaro, LLP • Thirtieth Street Architects The Evaluation Committee selected Johnson Favaro, LLP as the recommended firm to perform the architectural planning and design services. Johnson Favaro, LLP has provided architectural services to various Southern California cities, including three (3) major library projects in the cities of West Hollywood, Beverly Hills, and Manhattan Beach. Johnson Favaro, LLP was established in 1989 and has successfully completed over $300 million worth of construction projects for communities, local governments, and institutions of higher education in Southern California in the past ten (10) years. The firm's services include: • Planning and Design • Master Planning • Programming and Feasibility Studies • Facility Assessment • Cost Planning and Conceptual Design to Building Design • Document Production and Construction Administration The firm specializes in building and renovating library facilities and possess an in- depth knowledge of the function of libraries. Additionally, the firm provides special expertise in the areas of library program assessment, parks and recreation programming, facilities/utility and site survey, interiors, graphics and signage, and sustainability. More notably, the firm understand the uniqueness of this project and has demonstrated to have the expertise in crafting an inclusive and authentically collaborative planning process with the constituents of the community. Please find enclosed, the Proposal Score sheets and a CD with the six (6) proposals received. Should you need additional information, please feel free to contact me. Thank you. Cc: Tom Hatch, City CEO 2 ARCHITECTURE PLANNING & DESIGN SERVICES FOR THE NEW DONALD DUNGAN LIBRARY AND THE NEW NEIGHBORHOOD COMMUNITY CENTER Interview & Combined Scores 1 2 3 4 Totals Rater A Rater B Rater C Rater D 15 Grasp of the Project Dougherty & Dougherty Architects 4 5 5 519 285 Johnson Favaro 3 5 4 5 17 255 KalArchitects 3 3 2 4 12 180 Thirtieth Street Architects, Inc. 4 4 4 5 17 255 25 Approach Dougherty & Dougherty Architects 3 5 4 3 15 375 Johnson Favaro 4 5 5 5 19 475 KalArchitects 2 2 2 3 9 225 Thirtieth Street Architects, Inc. 4 4 4 4 16 400 25 Qualifications and Experience Dougherty & Dougherty Architects 4 4 4 4 16 400 Johnson Favaro 5 5 5 5 20 500 KalArchitects 3 3 2 3 11 275 Thirtieth Street Architects, Inc. 4 4 4 5 17 425 20 Communication Skills Dougherty & Dougherty Architects 5 4 4 4 17 340 Johnson Favaro 5 5 5 5 20 400 KalArchitects 3 3 2 2 10 200 Thirtieth Street Architects, Inc 1 4 4 4 5 17 340 15 Quality of the overall Presentation Dougherty & Dougherty Architects 3 5 4 4 Johnson Favaro 5 5 5 16 240 KalArchitects 2 3 2 5 20 300 Thirtieth Street Architects, Inc. 4 4 1 8 120 3 3 14 210 Proposers Interview Proposal Total Rank Dougherty & Dougherty Architects 1640 1430 3070 3 Johnson Favaro 1930 1290 3220 1 KalArchitects 1000 1440 2440 4 Thinieth Street Architects, Inc. 1630 1460 3000 2 ATTACHMENT 1 A1INI P,III7r-1 It nlAii Ill S 16 I' ) i S December 11, 2014 Alma Reyes Management Analyst Parks and Community Services Department City of Costa Mesa 77 Fair Drive Cost Mesa, CA 92626 Project: Donald Dungan Library and Neighborhood Community Center PRELIMINARY DESIGN PHASE Dear Ms. Reyes, Please accept this proposal for design services in connection with the Project referenced above. The following describes the scope of work of the Project and architectural services to be provided by Johnson Favaro (Consultant) to the City of Costa Mesa (City), fees proposed in compensation for the provision of such services and the schedule according to which the services will be completed. PROJECT SCOPE The project includes renovation of the existing 22,742 gross square foot (GSF) Neighborhood Community Center (NCC) building to be repurposed as the new Donald Dungan Library. The project also includes renovation of the existing Donald Dungan Library building (7,700 GSF) to be re -purposed as a new community. center. Both buildings and the adjacent Downtown Community Recreation Center are located within the 10 acre Lions Park In Costa Mesa. The Project construction budget is not established at this time. The Consultant shall target LEED Silver per the U.S. Green Building Council (USGBC) rating system. The Consultant shall coordinate with the City to evaluate and incorporate cost effective elements that will result in this rating. The proposed construction delivery method is to be Design/Bid/Build BASIC DESIGN SERVICES The Consultant as Architect -of -Record will manage and coordinate all design and document preparation tasks through the Preliminary Design Phase identified below. The Consultant shall provide the services of external sub -consultants, or professional expertise from its own staff in the following disciplines: Library Planning/Programming and Design 6m eseckww� ske wand Floor,"w cH, cA907d2 (ra)316fi 720 (Fm)3105198220 xxw.jdmsoMzrdo oxn Structural Engineering Mechanical, Electrical & Plumbing Engineering Civil Engineering/Utility Mapping Site Surveyor Landscape Architecture Code Consultation Cost Estimating PRELIMINARY DESIGNISCOPE & BUDGET CONFIRMATION PHASE 1. The Consultant shall prepare a library/community center program based on a needs assessment describing room sizes, types and characteristics as the basis of design for the Project. 2. The Consultant shall meet with City Staff, County Library Staff, neighborhood and community stakeholders as required to determine the needs, goals and Project requirements. Three (3) Community/Stakeholder workshops are proposed for this phase. 3. The Consultant shall complete a site survey for the Project area limited to the area around and between the existing community center and library buildings and the existing parking lot adjoining the buildings. 4. The Consultant shall complete a preliminary analysis of the structural, mechanical, electrical and plumbing systems of the existing buildings and prepare a report on the status of all systems along with code and budget implications associated with the proposed renovation. 5. In consultation with the City and County Library stakeholders the Consultant shall prepare documents illustrating alternate concept design strategies for the Project. The documents shall include but not be limited to a site plan, floor plans, concept landscape plans and site and building sections as required to illustrate the proposed project scope and concept. 6. The Consultant shall prepare and review alternate concepts for implementing the project whether by phase or by building so as to determine construction and cost feasibility. 7. The Consultant shall prepare computer generated renderings and project views to describe the project, including a fly -over simulation. 8. The Consultant shall present to the Parks and Recreation Commission and the Costa Mesa City Council in order to provide an update on Project design Page 2 of 6 6 progress, solicit comment and obtain approval of Preliminary Design scope and Project budget. 9. The City has established a Construction Budget. The Consultant shall use its expertise and experience to establish an estimate of probable construction costs (Estimated Project Construction Cost) in a format acceptable to the City. The Estimated Project Construction Cost shall be required at 100% completion of Pre -Design documents, the purpose of which is to show the probable construction cost in relation to the City's Construction Budget. If the Consultant perceives site considerations or City project requirements which render the project cost prohibitive, the Consultant shall disclose such conditions in writing to the City immediately. 10. All cost estimates will be reconciled with a City/Project Management Cost Estimate developed by an independent third parry cost estimator. The City shall prepare at City's discretion and at its own expense the independent third party estimates of probable construction costs. The Consultant shall attend one (1) cost reconciliation meeting with the third party cost estimator for the purpose of reconciling the 100% Preliminary Design/Scope and Budget Confirmation Estimated Project Construction Cost. 11. The City and the Consultant shall meet to review the provisional Preliminary Design Documents and Cost Estimate and to reach agreement on any City - authorized adjustment to the approved Project schedule or construction budget and Identify any necessary clarifications, additions or deletions of Project scope in order to conform to the City construction budget. 12. If the City has not authorized in writing a revision to the project scope and the Estimated Project Construction Cost based on Preliminary Design documents exceeds the City's Construction Budget by more than ten percent (10%), the City may request the Consultant to amend, at the Consultant's sole cost and expense, the Preliminary Design Documents In order to meet the City's Construction Budget. BASIS OF COMPENSATION Based on the Scope of Work and Services defined above, Johnson Favaro and its consulting team propose a Professional Services Fee, of: ONE HUNDRED TWENTY FIVE THOUSAND ONE HUNDRED AND TWENTY FIVE DOLLARS ($125,125.00). The fee will be billed monthly in proportion to the work completed. Page 3 of 6 7 See below for detailed fee summary by Sub -Consultant of the proposed Professional Services Fee: INA W,l3l�Tl��� The City shall reimburse the Consultant a sum for its reasonable out-of-pocket expenses that are incurred and paid for by the Consultant in furtherance of performance of its obligations under this agreement. Reimbursables are included in the Fee for Basic/Authorized Additional Services. The categories of expenses Include: • Printing and reproduction costs • Shipping, overnight mail, postage, messenger and other handling of drawings and documents. • Long distance telephone calls outside of the 213, 310,562, 626, 323, 714, 949, 951 and 909 area codes. Page4of6 �_x7 V • Renderings and special presentation models other than specified In the Proposal requested by the City. • Additional Consultants not considered a part of Basic Services • Fees paid to third parties for securing approval of authorities having jurisdiction over the project. PRELIMINARY PROJECT SCHEDULE For a Summary of the Preliminary Design Phase, see attached Exhibit C.1. For a detailed schedule of the proposed Pre -Design Phase, see attached Exhibit C.2 The Consultant shall advise the City of any adjustments to the preliminary project schedule. Evaluation of the project schedule as well as subsequent estimates of the project schedule prepared by the Consultant, represent the Consultant's best judgment as a design professional familiar with community planning, design and construction. It Is recognized, however, that the Consultant has no control over the performance of the City, the City Project Manager, or the City of Costa Mesa Building Department in adhering to the project schedule. Accordingly, the Consultant cannot and does not warrant or represent that the project schedule will not vary from that represented herein, nor from any schedule estimate or evaluation prepared or agreed to by the Consultant. EXCLUSIONS 1. Schematic Design, Design Development, Construction Document, Permit, Bidding, Construction Administration and Warranty/Record documents/Project Closeout Phases are excluded. 2. Geotechnical Investigation and report 3. Hazardous materials abatement scope related to survey of existing conditions, drawings, reports, documents and or specifications. 4. Survey to measure and document existing buildings and building systems In the event no existing drawings are provided. 5. Multiple bid packages 6. Off-site public Improvements including adjoining street widening. 7. Program relocation drawings/diagrams 8. Physical presentation models 9. Partnering Workshops 10. Additional cost estimates or revisions to completed cost estimates 11. Design/Coordination of a Distributed Antennae System (DAS) 12. Ordering Cable or Satellite N service 13. Design of the Telco utilities Pages of 9 ADDITIONAL SERVICES Additional Services shall be provided if authorized or confirmed in writing by the Client. These services shall be subject to an additional fee. Unless otherwise agreed prior to the work being carried out, our fees for any additional services will based on time expended at our normal billing rates prevailing at the time the work is carried out. Additional Services will be billed on an hourly basis at the rates shown below: Partners $216.72 Senior Staff 4 $115.58 Senior Staff 3 $101.14 Senior Staff 2 $ 86.69 Senior Staff 1 $ 72.24 Intermediate Staff 1 $ 72.74 Tech/Admin Staff 1 $ 28.90 any questions regarding these fees, or the scope of our services, please do contact us. Favaro Exhibit C.1: Project Schedule Summary Exhibit C.2: Project Schedule— Pre -Design Phase Schedule Detail Page 6 of )D EXHIBIT rrC.lrr PHASE CALENDAR START FINISH GAYS PRE DESIGN/SCOPE & BUDGET CONFIRMATION 87 days Feb 2, 2015 April 30, 2015 Project Analysis and Review (Programming, Inventory and Assessment) Site/Building Survey and Utility Investigation MEP/Structural Systems Preliminary Analysis (3) Community/Stakeholder Workshops Conceptual Plans (Site Plans, Floor Plans, Landscape Plans, Building/Site Sections) Pre -Design Presentation Documents (Project Views, Renderings and CGI Video simulation) Pre -Design Cost Estimate City Council/Parks & Recreation Commission Pre -Design Presentations lA