HomeMy WebLinkAboutItem 4.12 Dublin Historic Prk Agmt
"",CITY CLERK
File # D~[g0-~[Q]
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: April 15, 2008
SUBJECT:
Amendment to the Dublin Historic Park, Phase I Consultant
Services Agreement
Report by Diane Lowart, Parks & Community Services Director
A TT ACHMENTS:
1) Proposed Change Order
2) Budget Change Form
RECOMMENDATION: ~
~. \
1) Approve Change Order # 1 for Additional Services
2) Approve Budget Change Form
FINANCIAL STATEMENT:
Original Contract
Proposed Change Order # 1
Total Revised Contact Amount
$237,569
$499,261
$736,830
DESCRIPTION: On August 21, 2007 the City Council approved an Agreement with
Royston Hanamoto Alley and Abey (RHAA) for consultant services for preparation ofthe final design and
construction documents for the Dublin Historic Park, Phase 1. Included in the scope of work was the
preparation of a master plan addendum to assess the condition of the Kolb Ranch structures (house, barn,
and workshop) and develop a plan for relocation of the properties if appropriate. The scope of work did
not include services and fees related to moving and rehabilitating the buildings if they were moved from
the existing site to the Dublin Historic Park.
At the March 4, 2008 City Council meeting, the Council received the Dublin Historic Park Master Plan
Addendum and approved Option C which was to relocate five structures from the Kolb Ranch to the
Dublin Historic Park including the Old House, the Main House, the Sunday School Barn, the Hay Barn
and the Pumphouse. Additionally the Council designated $3.18 million of the FY 06/07 General Fund
Reserve to the project.
Attachment 1 is the proposed Change Order to the Agreement. The revised Scope of Services is attached
to the Change Order and provides for design and construction administration services for the building of
the Dublin Historic Park, Phase I, Option C. This includes the design of the elements approved by the
------------------------------------------------------------------------------------------------------------- ~
COpy TO: RHAA ts
Page 1 of 2 / I. / '") .
ITEM NO. ~ ~
G:\COUNCIL\Agenda Statements\2008\4- 15 Historic Park CSA Addendum.doc
f'/
Council as Option C, relocation of five Kolb Ranch structures, integrating these buildings into the master
plan design, and creating documentation and bid sub-phase for demolition of the shopping center. In
order to execute the Change Order, a budget change is necessary in order to appropriate additional funds
for preparation of the expanded design and construction documents.
RECOMMENDATION: Staff recommends that the City Council approve Change Order #1
for Royston Hanamoto Alley and Abey in the amount of $499,261 and approve Budget Change Form
(Attachment 2).
Page 2 of2
ItyJ
CITY OF DUBLIN
CONTRACT CHANGE ORDER NO.1
PROJECT: Dublin Historic Park Master Plan Addendum & Phase I Improvements
TO: Royston Hanamoto Alley and Abey
PAGEI0Fl
AGREEMENT DATED August 21, 2007
between Royston Hanamoto Alley and
Abey and the City of Dublin
You are hereby directed to make the herein described changes from the scope of services or do the following described work not included
in the scope of services on this contract.
NOTE: This chanl!e order is not effective until approved bv the City Manal!er
Description of work to be done, estimate of quantities, and prices to be paid. Segregate between additional work at contract price, agreed
price and force account. Unless otherwise stated, rates for rental of equipment cover only such time as equipment is actually used and no
allowance will be made for idle time.
Chanl!e requested by: City of Dublin
The last percentage shown is the net accumulated increase or decrease from the original fee in the Agreement.
1. Royston Hanamoto Alley and Abey for a total not to exceed $499,261 based on their scope of work dated April 9, 2008 for
additional design services (attached hereto).
COST INCREASE $499,261
SUBMlTIED BY:
APPROVAL RECOMMENDED BY
APPROVED BY
Diane Lowart Date: 4/15/08
Parks and Community Services Director
Rich Ambrose
City Manager
Date: 4/15/08
Janet Lockhart
Mayor
Date: 4/15/08
We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved,
that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services necessary for the
work above specified, and will accept as full payment therefor the prices shown above.
Accepted, Date
Contractor: Royston Hanamoto Alley and Abey
By
Title:
Aditva Advani
If the Contractor does not sign acceptance ofthis order, his/her attention is directed to the requirements of the specifications as to
proceeding with the ordered work and filing a written protest within the time therein specified.
4- 15-tJg
Attachment 1
f/2.
DATE:
PROJECT NAME:
CIP#:
CONTRACT NO.
CHANGE ORDER NO.
PERCENT COMPLETED
CONTRACTOR:
CONTRACT AMOUNT:
CITY OF DUBLIN
EXHIBIT "A" CHANGE ORDER FORM
4/15/2008
Dublin Historic Park Master Plan Addendum and Phase I Improvements
95557
N/A
1
27%
Royston Hanamoto Alley and Abey
$237,569
CONTRACT CHANGE ORDERS:
CHANGE ORDER #01 Additional Design Services
AMOUNT
499,261.00
499,261.00
TOTAL OF ALL CURRENT AND PRIOR CHANGE ORDERS 0.00
ADJUSTED CONTRACT AMOUNT: 736,830.00
PROGRESS PAYMENTS MADE:
PAYMENT #01
PAYMENT #02
PAYMENT #03
PAYMENT #04
PAYMENT #05
PAYMENT #06
PAYMENT #07
PAYMENT #08
PAYMENT #09
PAYMENT #10
PAYMENT #11
1,914.25
2,661.25
11,460.37
24,003.89
10,137.50
18,782.40
68,959.66
TOTAL ACTUAL PAYMENTS:
ADJUSTED TOTAL CONTRACT:
REMAINING BALANCE ON CONTRACT:
RECOMMENDATION:
SIGNATURE:
APPROVED
DENIED
Supervising
Dept Head
CONTRACT CHANGE ORDERS:
PAYMENT #12
PAYMENT #13
PAYMENT #14
PAYMENT #15
PAYMENT #16
PAYMENT #17
PAYMENT #18
PAYMENT #19
PAYMENT #20
PAYMENT #21
PAYMENT #22
$68,959.66
$736,830.00
$667,870.34
APPROVED
DENIED
APPROVED
DENIED
5(1) 1
AMOUNT
City Manager
Mayor
af()7
ROYSTON
HANAMOTO
ALLEY
&
A BEY
RIHIAIA
April 2, 2008
Mrs. Diane Lowart
Director, Parks and Community Services
City of Dublin
100 Civic Plaza
Dublin, California 94568
Dear Diane:
RHAA is pleased to submit this proposal for design and construction administration services for the building
of the Dublin Historic Park, Phase I, Option 'C'. As the lead consultant on this project, and having devoted
much effort to it these last three years, I am fully committed to ensuring that our construction documents
express the community inspiration and investment that we've been able to draw on during the conceptual
design process, and deliver an outstanding new historic park for Dublin. We have an excellent team whose
members bring a great deal of experience with historic projects. I am looking forward to working with you and
all of them to bring this project to fruition.
We have scoped our work to include design of the elements approved by the Council as Option 'C', relocation
of all the proposed Kolb Ranch structures, integrating these buildings into the master plan design, and creating
a documentation and bid sub-phase for dernolition of the shopping center. At the City's direction, we are also
including several elements in the design not originally included as Phase 1, but which the City now has
funding available to build.
There are several factors contributing to the complexity of the scope of this project. On the architectural side,
the building team will have to:
· Prepare four distinct strategies to cut, move, and stitch back together four unique buildings;
· Consider three significantly different programmatic uses (assuming we don't consider the Hay Barn
to have a program);
· Encompass three substantially different construction types and architectural flavors;
· Coordinate structural and MEP design for these different situations.
The site team has an equally challenging task, namely to:
· Design with due diligence the final master plan layout so that Phase 1 integrates seamlessly with
future development and adjacent Heritage Center;
· Coordinate the work of the eight subconsultants;
· Integrate the historic Kolb Ranch geornetries into a new setting and an existing master plan;
· Account for and creatively re-use the existing ranch site details and implernents to re-create the
"soul" of the historic ranch.
Thank you for this opportunity to carry the project forward.
Sincerely,
#IF ~
Aditya Advani
Principal
AND
CAP E
ARC H
TEe T
&
P
ANNER
225 Miller Avenue
Mill Valley. CA
9494/
4/5.383.7900
4/5.383./433 Fax
mvstudia@rhaa.com
323 Geary Street, #602
San Francisc;o, CA
94/02
4/5.86/.7900
4 J 5.861.7908 Fax
WWN. rhaa. com
tfffb7
Dublin Historic Park
Master Plan Addendum & Phase I Improvements (DD through CA)
Landscape Architectural Services
Additional Services Fee Proposal
Royston Hanamoto Alley & Abey
April 9. 2008
Fee summary
August 2007 Current
133,310 146.840
32.890 0
29.920 0
._~--_.-~
0 23.750
0 19.142
23.000 199,786
0 39.000
0 22.000
0 10.000
$219.120 $460.518
$11.113 included
$3.141 $15.684
$4.195 $23.059
$237.569 $499.261
$736.830
Landscap_<:.~rchitectural services. 'Option C implementation
Civil engineering
Site e1(Octrical engin~ering
Cost (Ostimating _
~rcheologicial consulting
Historic architectural services
~ .
~tructural engineer
_~uilding mechanical. electrical. pum~il'1g
House mover (allowance)
RHAA
...- -~._--~----
BKF
OMahony & Myer
Paul Waszink
Cultural Resources
Frederick Knapp
Structural Design Engineers
TBD
Fisher Brothers
Total consultant fees
5% escalation for services in 2008
5% subconsultant administration and insuranCE
5% estimated combined reimbursables
Grand total
Exclusions/Assumptions
I Archeological resource inventory is not included.
2 Hazardous material testing is not included.
3 Additional meetings beyond those listed will be charged on a time and materials basis
4 The project will proceed according to the schedule established by the City
5 Presentation models and 3D renderings are not included.
6 A Native American observer not included.
7 No public presentations beyond those listed.
8 All cost estimate presentations will be made by Landscape Architect and/or Architect on behalf of cost estimator
technical presentations to client by cost estimator will be made on a time and materials basis
9 Theater system and audio/visual design is not included.
10 Subconsultant exclusions and assumptions are included in their provided scopes
I I The Architect scope covers the complete moving and'refurbishment of the Main House. Old House. Pump House and Sunday School Barr
12 It is assumed that the Hay Barn will be disassembled and "mothballed" at a storage facility for later installation
and refurbishment at Dublin Historic Park.
13 Architect scope for the Hay Barn includes $9,000 allowance for Item (2) in attached Exhibit A
ROYSTON HANAMOTO ALLEY ABEY
Dublin Historic Park Phase 1 XS
April 9, 2008
Dublin Historic Park
Kolb RanctvOption 'C design implementation
RHAA - Fee Det<OI
Principal in
Charge
$170
Resource
Principal
$135
Project
manager
$115
5'1) 1
Staff
$90
(Task AcIded) SITE DEMOUnON PACKAGE AND OVERSIGHT
Task 5 Construction Documents (60% and 90% submittals)
5.1 MEETING 3; Site demo kickoff
5.2 Prepare base sheets
5.3 Coordinate civil, electrical work and research
5.4 Prepare 60% site demolition plans
5.5 Prepare 60% spec
5.6 Prepare 90% demolition plans per City comments @ 60%
5.7 Prepare 90% specs
5.8 Prepare bid package
5.9 Project management
5.10 MEETING 4 - Preconstruction meeTIng
S.IO.1 Coordination with .Archeologist
5.11 Respond to submittals
5.12 Respond to RFls as required
5.13 Issue ASls and bulletins
5.14 MEETING 5-6; Site Visits wi Field ObservaTIon reports- 2 Total
5.15 MEETING 9; Final acceptance - 1 visits total
5.16 CA coordination and management
6
o
o
o
o
o
o
o
2
o
o
o
o
o
o
o
2
10
$1.700
$23.370
Hour; Task 5
Labor Task 5
RHAA TotllTask 5
Site Demolition Packare Deliverables:
a. Demolition Plan
b. Civil and Electrical Demolition P1an~
o
o
o
2
8
2
8
o
o
6
2
2
o
o
o
o
o
30
$4,050
6
4
4
4
2
4
o
4
8
6
8
8
8
8
12
6
8
100
$11.500
o
8
o
8
o
12
o
16
o
6
o
o
o
o
12
6
o
68
$6.120
DESIGN DEVELOPMENT
Task 2A All hour; shown are added to original scope - BOLD indicates scope item changed from 818/2008
2.1 MEETING 3; Kickoff with Client and Team at Site 4 4 4 4
2A.2 Prepare DD Package
a. Task Removed; Site demolition plan now provided in Task 5 -I -2 -16 -8
aa. Task Mded; Revise & develop Master Plan geometries for implementation 2 4 16 24
b. Site Grading Plan 0 2 2 16
c. Site Layout Plan 2 2 8 16
d. Site Construction Plan 2 2 8 16
e. Develop Kolb Ranch core area layout and coordinate vvith building circulation 1 I 16 40
f. Construction Details I 2 16 40
g. PlanTIng Plan I 2 4 8
h. Irrigation Plan 0 4 12 0
i. Preliminary Speciftcations 0 8 12 0
j. Task Mded; Inventory & measure Kolb Ranch elements for moving and re-install (bricks. fences. etc.) 2 4 4 40
k. Task AIded: Re-install study and details for Kolb Ranch landscape elements (bricks. fences, etc.) 2 8 16 40
2A.3 Changed: Coordinate with cost estimator 0 0 8 0
2A.4 MEETING II; Design meeTIng with Client 0 0 0 0
2A.5 Coordination with Civil 0 0 8 4
2A.6 C{X}rdinabon with Electrical 0 0 2 0
2A.6.1 Added: Coordination with Architect 0 0 16 12
2A.7 C{X}rdination with Heritage Center geometries 2 0 2 8
2A.8 Project management 2 0 8 0
AIded Hour; Task 2 20 41 146 260
Mded Labor Task 2 $3,400 $5,535 $16,790 $23.400
RHAA T olal Mditional Task 2 $49,125
Deshm DeveloDment Deliverables:
a. Deliverable Rern:Jved: DemolFtion Plan now provided in Task 5
b. Grading Plan - preliminary for civil
c. Layout Plans
d. Construction Plans
e. Enlarged area plans of KoIb Ranch core area and Orchard Garden geometries
f. Construction Details
g. PlanTIng Plan
h. Irrigation Plan
i. Preliminary Specs
j. Product Cutsheets
'*" Design Development Submittals 50% (internal -- team coordination) and 100% (City submittal equivalent to 25% CD;
ROYSTON HANAMOTO ALLEY ABEY
Scope Detail
Dublin Historic Park Phase 1 XS
April 9, 2008
&D{j 7
CONSTRUCTION DOCUMENT PACKAGE (50% and 90% submittal)
Task 3A All hour.; shown are added to original scope - BOLD indicates scope item changed rom 81812008
3A.1 MEETING 12: Conduct interdepartmental City Staff meeting 0 0 0 0
3A.2 MEETING 13: Communityl neighborhood 0 0 0 0
3A.3 Prepare 50% Construction Document Package 0 0 0 0
a. Task Removed: Site demolition plan now provided in Task 5 -I -2 -8 -12
b. Site Layout Plan 2 2 4 16
c. Site Construction Plan 2 2 4 16
d. Enlarged Area Plans for Ranch Area I I 8 20
e. Construction Details 2 16 32 40
f. Planting Plan and Details 0 0 4 8
g. Irrigation Plan and Details 0 0 0 0
h. Specifications 0 16 24 0
3A.4 Coordinate with cost estimator 0 0 4 16
3A.S MEETING 14: Coordination Meeting with City Staff 0 0 0 0
3A.6 Coordination with Civil 0 0 8 8
3A.7 Coordination with Electrical 0 0 2 0
3A.7.1 Coordination with Architect 0 0 16 4
3A.7.2 Coordination with Structural Engineer 0 4 8 0
3A.8 Coordination with Manufacturer Reps 0 4 8 16
3A.9 Prepare 100% dwgs and specs I 4 12 40
3A.10 MEETING 15: City Plan Review 0 0 0 0
3A.11 RHAA Quality Control Review 8 16 0 0
3A.12 Prepare 8id Form 0 0 0 0
3A.13 Revise dwgs and issue Bidset dwgs, cost estimate and bid fonT' 2 2 8 16
3A.14 Project management 2 0 4 0
Hour.; Task 3A 19 65 138 188
Labor Task 3A $3.230 $8.775 $15.870 $16.920
RHAA Total Task 3A' $44.795
Construction Documents Deliverables:
a. Deliverable Removed: Demolition Plan now provided in Task 5
b. Layout Plan
c. Construction Plan
d. Enlarged Nea Plans
'e. Construction Details
f. Planting Plan and Details
h. Irrigation Plan and Details
g. Irrigation Details
h. Specifications
j. Bid Form
.Construction Documents Submittals 50%, 100% and Bidset
BIDDING AND CONSTRUCTION ADMINISTRATION
Task 4A All hour.; shown are added to original scope - BOLD indicates scope item changed rom 8181200B
4AI Prepare addenda as needed for issue of Bid Set 0 2 16 20
4A.2 MEETING 16: Preconstruction meeting 4 4 8 0
4A.3 Process submittals and shop drawings 0 4 16 40
4AA Respond to RFI's as required 0 0 24 0
4A.5 Prepare ASls I Bulletins 0 0 24 0
4A6 MEETING 17-32: Site Yisi1s wi Field Observation reports- 12 Additional. 16 tota 0 24 48 0
4A.7 (MEETING 33: Punch list visit - I visi1s tool--no change) 0 0 0 0
4A8 (MEETING 34 - Final acceptance - I visi1s total--no change) 0 0 0 0
4A.9 Project coordination and management 4 0 16 8
Hour.; Task 4A 8 34 152 68
Labor Task 4A $1.360 $4.590 $17.480 $6.120
RHAA T ota! Task 4A $29,550
Construction Administration Deliverables:
a. Addendum, RFI, Bulletin, ASI and Submittal responses
b. Field Observations
c. Punch List
ROYSTON HANAMOTO ALLEY ABEY
Scope Detail
Dublin Historic Park Phase 1 XS
April 9, 2008
CITY OF DUBLIN
BUDGET CHANGE FORM
1~7
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
X From Unappropriated Reserves
(General Fund Reserve For Heritage Pk)
Frorn New Revenues
From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Other
Name:
Name: General Fund - Capital Project Dublin
Heritage Park - Contract Services - Design
Account #:
Name:
Account #: 001-95557-740-078
$ 200,000.00
Name:
Account #:
Name:
Account #:
Name:
Account #:
Name:
Account #:
Name:
Account #:
Name:
Account #:
Name:
Account #:
Account #:
ASD/Fin Mgr
.~
',,<_\C~: ~}. (S-....:-J
I I .
D t. 4101",0-
a e. 'I II we:.
I ~
Signature
REASON FOR BUDGET CHANGE ENTRY: At the City Council meeting on March 4,2008, the City
Council approved a change in the scope of the Heritage Park design which will now incorporate historic
structures. This will require additional design services not included in the current budget appropriation for
the project. The City Council also established a General Fund Reserve, to allow for the additional
elements. This Budget change represents the design services required through June 30, 2008. The full
project costs will be updated as part of the 2008/09 Capital Improvement Program and Capital Budget.
This appropriation will allow the City Council to proceed with the design docments.
City Manager:
~~~
Si a re .
----
Date: 1/ o,! ~'2
As approved at the City Council Meeting on:
Date: 4/15/2008
Mayor:
Date:
Signature
Posted By:
Date:
Signature
F: \AgclIda IhudgetChangexngGuard.doc
Attachment #2