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Home My WebLink About09/02/2003, C5 - ADDITIONAL DESIGN FOR TENANT IMPROVEMENTS AT 919 PALM STREET - SPECIFICATION NO. 90323 council MectiDLLe O/1 j acEnda nEpont C I T Y OF S AN L U IS O B I S P O FROM: Michael D. McCluskey, Public Works Director PREPARED BY: David Elliott, Administrative Services Manager SUBJECT: ADDITIONAL DESIGN FOR TENANT IMPROVEMENTS AT 919 PALM STREET—SPECIFICATION NO. 90323 CAO RECOMMENDATION: Approve four additional services authorizations totaling $35,925 to RRM Design Group under the agreement to furnish design services for tenant improvements at 919 Palm Street. DISCUSSION Background On September 3, 2002 the City Council awarded an agreement in the amount of$89,290 to RRM Design Group to furnish design services for tenant improvements at 919 Palm Street under Specification No. 90323. These tenant.improvements will add 16,000 square feet of office space to the City's inventory and provide enough space for City Hall operations until 2024. To keep pace with the concurrent design of the building shell and to meet rapidly approaching deadlines, Public Works informally authorized additional design services at a total cost $35,925. The purpose of this report is to gain formal approval for these additional services so that RRM can be paid for the work it has completed to date and the remaining contract encumbrance can be increased to an adequate level. Description of Authorizations Authorization No. 1 — Design for an Emergency Generator. Because the original scope of work had to be negotiated so quickly, design for an emergency generator system was overlooked. The need for such a system was well documented following the 1989 Loma Prieta Earthquake, where emergency response in several jurisdictions was hampered by lack of power, particularly for computer networks. The cost for this work was $4,100. Authorization No. 2 — Feasibility Study for a Geothermal HVAC System. When reviewing the preliminary HVAC design, Public Works noticed that the engineer had specified a zoned water source heat pump system, a design that promised to be somewhat more energy-efficient than a conventional system. At that point the project manager wondered if such a system would be compatible with a geothermal water source. With a water source heat pump, either heat or cold is extracted from water depending on whether there is a heating load or a cooling load for the building. When a geothermal water source is added, the water is circulated through underground pipes and is tempered to a constant year-round temperature, so the heat pumps don't have to work so hard. The result is significant energy savings. The purpose of Authorization No. 2 was OIL { Additional Design for Tenant Improvements at 919 Palm Street Page 2 to determine the feasibility of adding a geothermal water source to the HVAC system. The cost for this work was $2,100. Authorization No. 3 — Design for Data and Communication Conduits. Having Community Development and Public Works Departments occupy the offices at 919 Palm Street will require extensions of special data and communication cabling into the new building. Not only do wide area network and communication connections have to be brought across the street from City Hall, but Public Works also needs data links to traffic signals and creek monitoring equipment. Planning the conduits for all these complex connections was not a part of the building shell design, so it was incorporated into the tenant improvements design. A large part of this planning was devoted to complex coordination with the designs for the foundation, the electrical system, and the mechanical system, as well as the locations of existing utilities in Palm and Morro Streets. The cost for this work was $7,925. Authorization No. 4 — Design for the .Geothermal HVAC System. The feasibility study from Authorization No. 2 showed that the additional cost to add a geothermal water source to the system would pay for itself through energy savings in less than ten years and would make the building much "greener" environmentally than all other planned efforts in that direction combined. And further, the geothermal components have a nearly unlimited expected service life because there are few parts to wear out. For these reasons, Public Works decided to proceed with design of the geothermal system. The cost for this work was $21,800. Next Steps As part of the City's budget balancing strategy, a decision was made to perhaps not occupy the new offices at 919 Palm Street immediately and to instead consider leasing out the 16,000 square feet of space at a market rent. Then why proceed with design of the tenant improvements? First, at some point in the not-too-distant future it will make sense for Public Works and Community Development to move into the new building. With detailed plans and specifications available, preparing for that occupancy (and fully understanding its costs) will be fairly straightforward. And second, with the design completed the City will have the plumbing, mechanical, electrical, and communication services located correctly for future installation of tenant improvements, regardless of who the tenant may be. Public Works and Administration are now beginning to determine whether a suitable temporary tenant for these offices is available. Depending on the type of debt financing used, we may only be able to lease to other governmental agencies, which will somewhat limit the possibilities. Public Works will be consulting with the City's contract commercial real estate management firm to help us determine potential tenants. We shall also be carefully tracking the City financial condition in the coming months to determine whether or not City occupancy will be feasible. A final decision as to whether or not the City will be the first occupant of the property will determine how far to proceed right now with the planned tenant improvements. Additional Design for Tenant Improvements at 919 Palm Street Page 2. FISCAL IMPACT The following table summarizes existing and additional contract costs: Existing Contract Costs: Space Plan Alternatives $ 5,950 Construction Documents—Architectural 15,190 Construction Documents—Plumbing/Mechanical 19,580 Construction Documents—Electrical/Lighting 15,730 Construction Documents—Project Management 7,740 Construction Documents—Permit Application and Processing 2,880 Bidding Assistance(estimated time and materials) 1,020 Construction Review(estimated time and materials) 10,580 Project Closeout(estimated time and materials) 1,620 Statement of Probable Construction Cost 3,120 Recommendation of Sustainable.Design Criteria 5,880 Reimbursable Expenses(estimated) 1,000 $90,290 Additional Contract Costs: Design—Emergency Generator $4,100 Feasibility Study—Geothermal HVAC System 2,100 Design—Data and Communication Conduits 7,925 Design—Geothermal HVAC System 21,800 35,925 Total Contract Costs $126,215 There is $1,166,830 budgeted for design and construction of the tenant improvements, so no immediate budget adjustment is necessary. The contract encumbrance should be increased by $36,925, though. (The original encumbrance did not include the $1,000 needed for reimbursable expenses. ATTACIIMENTS: Additional Services Authorizations 1 through 4 1:\_Council Agenda Rep6rts\2003 agenda reports\Administrative Services (Elliott)\90323 Additional Design Services for 919 Palm v2.doc �S- 3 1116V-0542 06:070M FRO*RRM Desiaa,_roup 805-543-4609 ' T-580 P.002/004 F-258 R R M D E S I G N G R O UP C*AW*GA4&V*AWw4s pmv&Ape# Additional Sa"ces Authorization Client: QM gf.San Luis Obispo Aothort ation No. 1 Project: Team Impar vcrztents for Offices-@ Perm and Morro Date. 11-0!1:M Work requested by: David Elliot-Administrative Assistant ftblie Works Job No.:I=14 Request received by: Mar=ds Plantes Date received: Seotem 0 Verbal ❑ Letter O Marked Prints ❑ Other ■Client authorization req'd ❑Irrcluded in contract,authorization not req'd O Verbal authorization recd Estimated Hours ❑ Non-chargeable ❑ Hourly ® pitied Fee G Other Description of Work to be Performed Items identified as bcimg beyond the scope of out original contract,specifically the design,engineering and coordination required for the emergency gas fired generator and backup distribution system. Work included in this authorization: 1)sPeeiEcation of the generator for upper level location.2)design of emergency distribution system for critical loads.3)segregate,and separate circuiting into emergency panels.4)load calculations, determine with owner input size of generator based on desires and or needs.S)project uranagement and coorrlinarion required between consultants.shell architect and the owner. Estimated RM Additional Service Fees: $- .. Estimated Other Additional Fees: $ Total Fsdmated Additional Fees $4.100.00 Y beret auffitnin the above work to be perforated. l BY: Dat e: Please sign altd return original so that we may proceed with the above work. Sao I+is Obopo-Oakdale•BmlMbmti•i.as •SmJoaa Q,pirvmo 3766 Scab MM=Saae0,Seo,103,San Lab Obispo,CA 93401 Phaar 805/543.1794-Fye: 8051543-46M nn 4-*.rdttigo.com A rYlf =Csrnmh..V~Awl#vwyy.AmMue.L. &VIM•kMMi[pml,ACr#AAM U4Q76•hor,,&V.LA 171W ATTACHMENT 1 NOV-04-02 01:22PM FROIIFRRM Dwislt areup 605-543-4609 T-511 P.002/002 F-153 r I R M D E S I G N G R O U P A""olrp9nraa °4 Additional Services Authorization Client: =bT ubu r �0JR Andwrization No.: Prgcct w ' f/IWFf 'r�oM Vf MOT, Date: ��• Wort:requested by: � 0 Job No.: - Request received by: NOW Date received-- a eceivedO Verbal Y Letterts-MMLr G Marked Prints Q Other Client authorization req'd D Included in contract,authorization riot req'd ❑Verbal authorization rec'd Estimated Hours ❑ Non-chargeable ❑ Hourly XRxed Fee ❑ Other Dgicripdon of W.Mork ttoo,.be Performed 1� WOW f =wPVM Estimawd RRM Additional Service Fees: $. SSd=wd Other Additional Fees: $ r• Total Estimmai Additionffi Fees $ I hereby the above work to be performed ?-J By: / `- �', J. Daft- J. I (. L. Clirnt Si Please sign and return origind so that we may proceed with the above work. SaoLim Obsw•Oakdale•Hwldsbog-LasAnglo-SaaJaaathptm w .3767 Sarah 14,PV a Sonet,Ste.107.Son Luis Obispo.CA 93901 Phone S0S1W-1794-Fax: 805154346119 wwr.andesigi.ms AC&VW&fn 0.prnln-Wa A#M%rAArpW"-JimwriVG/a➢D•JernAfnkd.RCC/36SA5,lSwi-74•hp/erLrr-KRSM i ATTAWMEy, 1 MOV-05-02 06:OTPM FRO*-RN Des 1p-or cup 805-543-4609 T-580 P.004AU F-258 R R M DESIGN GROUP CW""W96T�hgsb Syy ALMU mal Services Autbefintion Client QtX of So Luis I Authorization No. 3 Ptojcce Tenant ImRM)�gments for Offices 0 Palm and Morro Date: 17-05-02 Work requested by, David ET=-Administrative Assistant.Public Works Job No.:1002514 Request rc=vcd by: Marcus dcs Planus Date received: ts�meg O Verbal ❑ LaMar ❑ Marked Prints ❑ Other *Client authorization req'd O Included in contract,authorization not req-d 13 Verbal authorization rec'd FstJtmated Hours O Non-chargeable M Hourly ■ Fixed Free O Other Description of Work to he Performed Items identified as being beyond the scope of our original contract,specifically the design,engineering and coordination required for dic Site Dam!communications infrastructure between new parking structure and old city buildings. Work included in this authorization: 1)meetings with client and owner 2)coordination of new subsauctuuc locations into site in conjunction with all other 11,7ifics 3)details associated with raceways into new structure.4)specifications of bolas. 5)euead conduit fmm Morro Street into new structure for traffic signals.6)route new conduits showing-street crossings, conduit allpment and building entry methods This autheri"rion does not include work related to video surveillance cameras,security systems,`bloc light system-,other communications systems,such as antennas,two way retransmitcrs ctc. Estiantrd RRM Addi tional Service Fees: y Estimated Otho Additional Fees: $ Tout Estimated Additional Fees S7 j925.00 I hereby authorize the above wore to be performed BY Date: ' f •:� C*tat St tae Please sign and return original so that we may proceed with the above work.. San Lob ai6hpo-021,08ft-Bedddhn-Los Angela-S®Jago Capturing YM Somb lr gusm Saeed Ste I in,Sala Lub OW90,CA 93401 Fhonc 80043-1794-Fac: BOSM-4609 dw.rrmdesigc.rom A CdQMY Cs�vb•NuvY.+a-++r.�rhfeer-Lenr K7li6b•hrry�refv[RQrJNYI,45/1R76•l9 End...lA I!!H W � W AffACNENT 1 FBr16-03 04:031211 PRO*-RRM Design - oup 606-543-4606 T-473 P.002/002 F111 R R M DES IGN GR O U P CAsSdr�•t�rrohb 74+PIe�ynP Additional SaTiices Authorization Client City of San Lois Obison Authorization No. 4 Project Tenant IMOMMmema for Of m 0 elm and Monro Date: January 28,2003 Work requested by: David Eliot--Administrative Assisinnt.Public Works Job No.: 1002514 Request received by: Marcus des Plants Date received: December 23.2002 (3 Verbal ■ Letter Q Marked Primus O Other ■Client authorization rsq'd ❑Included in contract,authorization not req'd ❑Verbal authorization reed Estimated Bents ❑ Non-chargeable ❑ Hourly ■ Fixed Fee ❑ Other Desceipdon of Work to be Performed Items idendfled as being beyond the scope of our original conv=4 specifically,the design,angineming and coordinWon required for the Geo-thermal Water Source Hest Pump system. Work indaded in this authorization;1)desigdlmplctnenteition into construction documents 2)coordination of new system with clecrrtcal and arphirectmW 3)details associated with Gco-'Thermal loop.4)specifications. Esdina�d List EngmeAng Additional Service Few. $18,150 Estimated Thoma Electric Additional Service Fees: $ Estimated RRM Additional Service Fees: $ 20Q0 Total Estimated Additional Fees $21ma Iauthorrize the above worst to be performed B y:7Data cfieut Please sign and retian original so that we may prod with the above work. s"lab Obispo-oamde.ttotmeoz-Las Aarda•sv.rwncaste 7765 Somh 111p=Sums sm 103.Sm Luis t bbM CA 93401. ftw 8051%3-1794-Pmt:aW&34M W". A Cdje Cspmdw-Wm Jdw%wi%AmWd&-UdtW&VjlAO•h..yll~RQ/J6"t54dM-AfF,4w.u/AM L