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Home My WebLink About01/08/2008, C3 - SENIOR CENTER KITCHEN REMODEL, SPECIFICATION NO. 90749 council. MaeawD= Jan. 8,2008 j acEnaa wpont h..Nba C- CITY OF SAN LUIS OBISPO FROM: Jay Walter, Public Works Director Prepared By: Michael J. McGuire, Engineer III SUBJECT: SENIOR CENTER KITCHEN REMODEL, SPECIFICATION No. 90749 CAO RECOMMENDATIONS: 1. Approve a purchase order in the amount of $34,640 with BFGC Architecture for design services for"Senior Center Remodel", Specification No. 90749. 2. Approve the transfer of$9,640 from the construction account to the design account for these services. DISCUSSION The Senior Center, located at 1445 Santa Rosa Street, has over the past few years experienced a high number of complaints about the inadequacy of the existing kitchen facilities of the Center. The current layout of the kitchen has a cramped preparation area, which contributes to inefficient circulation within the kitchen and for serving meals in the main meeting room. Some of the kitchen appliances do not comply with current health and safety codes. In addition, the existing storage rooms for the main meeting room of the Center do not efficiently use the available storage space. Staff recommends retaining the design services of BFGC Architecture of San Luis Obispo (proposal, Attachment 1). BFGC was selected as the pre-qualified architectural design consultant for the City as part of our efforts to make use of Measure Y revenues. They have already provided preliminary concepts to Staff that optimize interior space without creating the need for expanding the building. These concepts, once finalized with the consultant and Staff, will be presented to the Senior Center Executive Board for their review and approval of the final design. With the purchase order approval,the consultant will prepare plans and specifications for construction of the remodel. CONCURRENCES The project has the concurrence of the Parks and Recreation Department and the Public Works Department. Some members of the Senior Board have already previewed the preliminary concepts and have been supportive of the direction of the proposed changes. FISCAL IMPACT This project was approved in the 2007-09 Financial Plan (see pages 37345 to 3-351, Appendix B). The project budget provides $25,000 for design. C3- � Senior Center Kitchen Remodel Page 2 Consultant Proposal: $34,640 Adopted Design Budget: $25,000 Additional Funding Needed: $%640 Adopted Construction Budget: $140,000 Transfer to Design: <$9,640> Balance After Transfer: $130,360 Until the design is complete and can be reasonably estimated, the impact of this transfer of funds is unknown. Rather than request additional design funds from the General Fund at this time, staff determined that moving funds from the Construction budget would provide the necessary design funds leaving any request from the General Fund to a later date. In the event the project construction is less than anticipated, the project budget will be able to cover all the costs. If the project is more than the budget, it will likely be a bigger issue than $9,640 and require additional Council consideration. ALTERNATIVES Deny the purchase order. BFGC has .a contract in place as the pre-qualified architectural consultant for the City. They have already made site visits and attended meetings regarding the remodel project, are familiar with the project goals and have developed some innovative solutions to the issues at the Center. Denying the purchase order will require obtaining a proposal from another architectural consultant and obtaining qualifications and insurance information, resulting in delays to the design and construction schedules for this project and may or may not be any less expensive. ATTACBAMNT 1. BFGC Proposal 2. Purchase Order G: Staff-Reports-Agendas-Minutes\_CAR\2008\CIP\90749 Senior Center Remodel\90749 CAR BFGC.doc C3-� Attachment 1 CITY OF SAN LUIS OBISPO October 29, 2007 ` PROPOSAL SENIOR CENTER KITCHEN REMODEL— PROJECT NO. 90749 BFGC Project No. 07223.003 ®, A. PRE-DESIGN TASKS: 1. Project'Start-Up F a. Meet at project site to review existing conditions with Mike `=@sa McGuire, Andrew Collins, Dave Smith and Betsy Kiser. b. Prepare proposal identifying scope of work by phases and r percentage of each phase relative to the overall project. 2z, B. SCHEMATIC.DESIGN/DESIGN DEVELOPMENT(30%): 1. Analyze options to increase square footage of kitchen and to provide pass through serving counter which opens into the assembly/dining area. 2. Analyze various options to increase the efficiency of the existing storage spaces. 3. Investigate the need for a range / cook top vs. heating ovens. 4. Identify code issues including ADA compliance and state, county health department or City policies or ordinances. Coordinate with users of the facility to determine the appropriate equipment and use of space. 5. Revise plans and update cost estimate(s) based on staff comments. 6. Prepare outline technical specifications. 7. Conduct preliminary review with Building Department to confirm assumptions. 8. Meet with City staff and users of the facility to review and finalize this phase of work.6 CITY RESPONSIBLITIES: 1. Provide input, comments, direction, etc. as appropriate for this phase of work. DELIVERABLES: 1. Provide autocad drawings to City showing scheme(s) of the redesigned / reconfigured kitchen, pass through and storage areas. Provide autocad drawing of the women's restroom to show the correct location of the water closet and appropriate ADA compliant accessories. Provide cost estimates. C. _CONSTRUCTION DOCUMENT PHASE (45%): 1. Preparefinal construction documents to include Architectural, Structural, Mechanical and Electrical information. 2. Prepare final technical specifications which shall incorporate city standards and utilize City format, if required. C3 - 3 3. Meet with City staff to review documents. Revise documents based on City comments at the 50% complete and 90% complete levels. 4. Submit finalized documents to the City Building Departments for building permit plan check. Modify documents as necessary based on Building Departmentplan check 1u' comments. CITY RESPONSIBLITIES: 1. Provide CAD drawing file of City's standard 24"x36° size title blocks and cover sheets. Provide electronic file of city's ® 2" standard boiler plate specifications. 2.. Review and respond to submittals and/or coordination questions in a timely manner. DELIVERABLES: w t 1. Provide one (1) reproducible copy or electronic file of the drawings, specifications and cost estimates to the City. D. BIDDING/ NEGOTIATIONS (5%): 1. Assist City in obtaining bids from contractors for construction. 2. Conduct pre=bid job walk, issue minutes of pre-bid meetings, respond to bidder inquiries, assist the City in issuing bid addenda. 3. Provide recommendations for developing alternate bid items. 4. Review of bid proposals and make. recommendations for award of construction contract. CITY RESPONSIBILITIES: 1. Advertise the Notice Calling for Bids. 2. Utilize City standard construction contract forms and documents. 3. Reproduce and distribute contract documents to potential bidders. DELIVERABLES: 1. Prepare and provide addenda for distribution to bidders. E. CONSTRUCTION ADMINISTRATION (HOURLY): 1. Visit the site at intervals appropriate to the stage of construction or as requested by the City. 2. Determine, in general, if the work when completed will be in accordance with the construction contract documents. 3. Keep the City informed of the progress and quality of the work. 4. Endeavor to guard the City against defects and deficiencies in the work and the failure or refusal of the contractor to perform the work in accordance with the terms and intent of the contract documents. 5. Limitations on Responsibilities: The Architect shall not have control over or charge of and shall not be responsible for construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the Work, since these are solely the Contractor's responsibility under the Construction Contract. The Architect shall not be responsible for the Contractor's schedules or known failure to carry out the Work in accordance with the Contract Documents; provided, however, that the Architect shall keep the District informed of any known ' failure of the Contractor's Progress Schedule to comply with v r applicable requirements of the Construction Contract M: Documents or failure of the Contractor to construct the Project in accordance with the Construction Contract Documents. The Architect shall not have control over or charge of acts or A omissions of the contractor, Subcontractors, or their agents or m employees, or of any other persons performing portions of the Work. F. FEE: 1. Architectural Design Fee = $25.000 Schematic Design/Design Development = 30% _ $ 7,500.00 Construction Documents = 65% _ $16.250.00 Bidding/Negotiation = 5% _ $ 1,250.00 Construction Administration = Hourly per attached rate schedule. Estimated 80 hours at $125/hr= $10,000 Consultant Services Structural Engineer = $ 1,500.00 Mechanical Engineer = $ 3,000.00 Electrical Engineer = 2,640.00 Reimbursable Expenses: $ 7,140.00 Lump Sum = $.2,500.00 Summary: Schematic Design through bidding = $34,640.00 including consultants and reimbursable expenses. Construction Administration (Estimate) = Hourly—Not to exceed $10:000.00 —William R. Tuculet, Michael J. McGuire, Engineer III Principal City of San Luis Obispo Public Works C? �S City of San Luis Obispo Attachment 2 PURCHASE ORDER vendor# PURCHASE ORDER NO. 120044 X Send copy to vendor with any attachments - --Date-- - _. Do not send to vendor 12/18/07 VENDOR BFGC ARCHITECTS SHIP TO CITY OF SAN LUIS OBISPO ADDRESS 4115 BROAD ST, STE B6 ADDRESS 919 PALM STREET SAN LUIS OBISPO CA 93401-7992 SAN LUIS OBISPO, CA 93401 . MIKE MCGUIRE Bus: Bus: 805-781-7716 Fax: Fax:805.781-7537 Quote Number Date Account# Description Amount ATTACHED 10/29/07 40060100-90749400-90749952-90749400 For design service for Senior Center kitchen $34,640.00 remodel per attached terns and condition base on quote dated 10/29/07 and main contract dated 10/17/2007 $0.00 $0.00 TOTAL $34,640.00 Requesting Department PreDared Bv Dept Approval Finance/Administration Approval Public Works PKING Instructions: ACCOUNTING USE ONLY Department:Complete form and obtain departmental approval. Attach quotes,bid summaries, or CAO report as required by purchasing guidelines). Route to Finance or Admin for approval. lVerified B Finance:After final approval,assign PO number and return copy to department. Process encumbrance. C3 - �