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Home My WebLink About04/03/2001, C2 - POLICE DEPARTMENT WOMEN'S LOCKER ROOM council. MApril3, 2001 AD acEnda nEpout � 2 CITY OF SAN LUIS OBISPO FROM: Michael D. McCluskey, Director of Public Works Prepared By: Barbara Lynch, Civil Engineer SUBJECT: POLICE DEPARTMENT WOMEN'S LOCKER ROOM CAO RECOMMENDATION 1. Approve the award to execute a contract with RRM Design Group in the amount of$46,750 for the Police Department Women's Locker Room design, Specification No. 90052A and authorize the Mayor to sign the agreement. 2. Appropriate $62,000 from the unreserved balance of the General. Fund to fully fund the project budget. DISCUSSION On April 22, 2000 the Women's Locker Room project was advertised requesting design services. At that time no formal authorization to advertise was requested because the Police Department had received an estimate from a local architect at the time they budgeted the project for $15,000 to complete the work. No proposals were received on the closing day for the proposals. The Police Department staff contacted a local architect who had done work on the building previously. The architect thought he could work the project in and agreed to prepare a proposal for the work. After several months it became clear he would not be able to do it and he suggested someone else. Police Department staff contacted that individual and eventually received a proposal about $30,000 over the budget estimate of$15,000. With the proposal being that much over the original estimate, Public Works and Police Department staff met and agreed it would be best to advertise the project again. This was done on January 13, 2001 and two proposals were received. Both proposals were well in excess of the$15,000 original budget. CONCURRENCES The proposals were reviewed by the Police Department and Public Works staff. Staff agreed that RRM Design Group had a much stronger proposal and understanding of the project requirements of the two proposals received. FISCAL IMPACT The project is funded through the 1999-01 Financial Plan, Appendix B, page 30 for a total over the two year budget of$155,000. Construction Management was not originally proposed in the 1999-01 budget with the understanding Engineering would complete the necessary inspection. Current project loads indicate that will not be possible and additional funds will be needed for construction management unless the actual construction costs are less than anticipated. C2 - I Council Agenda Report—Police Department Women's Locker Room Page 2 Current Budget Estimated Cost Design $15,000 $47,000 Construction $140,000 $140,000 Construction Management $26,000 CONTINGENCIES Design $4,000 Construction $20,000 TOTAL: $155,000 $237,000 Fully funding this project for design, construction management services and contingencies will cost an additional $82,000. By reducing expenditures in some areas through the end of this fiscal year, $20,000 of this funding is available within existing Police Department resources. The remaining $62,000 must be appropriated from the unreserved General Fund balance. Based on the Mid-Year Budget Review for 2000-01 and Council-approved changes since then, this will result in an ending fund balance that is about 24% of operating expenditures compared with our policy minimum of 20%. Additionally, this will reduce the estimated carryover balance available for 2001-03 to $1.0 million, after adjusting for estimated costs to repair the Stenner Creek/Foothill culvert. ALTERNATIVES This is an important project to the Police Department in order to provide equal facilities for the female officers. The earlier cost proposal and both of the recent proposals indicate the design services are going to be greater than originally budgeted for. There is no indication that advertising the project again would result in a lower cost proposal. Staff sees no benefit to not moving forward with the design contract as proposed. ATTACHMENTS Contract g:\current projects\bklgs\90052 pd locker rm\staff reports\90052 awa rev.doc AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of , 2001 by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and RRM Design Group, hereinafter referred to as Consultant. WITNESSETH: WHEREAS, on February 28, 2001, City requested proposals for design services for the Police Department Women 7s Locker Room per Specification No. 90052. WHEREAS,pursuant to said request, Consultant submitted a proposal that was accepted by City for said services. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until acceptance or completion of said services. 2. INCORPORATION BY REFERENCE. City Specification No. 90052 and Consultant's proposals dated 2/28/01, 3/9/01, are hereby incorporated in and made a part of this Agreement. 3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay and Consultant shall receive compensation in a total sum not to exceed $46,750. Progress payments shall be made on a monthly basis as invoiced by Consultant with monthly payments not to exceed: $ 32,725 (70% of total) prior to 50% submittal; $ 42,075 (90%of total) prior to 95%.submittal; $44,413 (95%of total) prior to 100% submittal; and $46,750 (100% of total) prior to completion of the first phase of construction. The 5%retention until completion of construction, shall be released upon completion of design if the City fails to authorize the advertising for construction within 3 months following the acceptance of a complete final submittal by Consultant. 4. CONSULTANT'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Consultant agrees with City to do everything required by this Agreement. 5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Engineer of the City. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing Police Department Women's Locker Room Design Services Agreement Pae 1 2 and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail,postage prepaid by registered or certified mail addressed as follows: City Barbara Lynch City of San Luis Obispo 955 Morro Street San Luis Obispo, CA 93401 Consultant Kyle Harris RRM Design Group 3701 South Higuera Street San Luis Obispo, CA 93401 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. CITY OF SAN LUIS OBISPO, A Municipal Corporation ATTEST CITY Lee Price, City Clerk Allen Settle,Mayor APPROVED AS TO FORM: CONSULTANT By: Je rge en, , ty Adomey g:\current projectslbltlgs190052 pO locker rm1 staff reports\90052 awn rev.doc Police Department Women's Locker Room Design Services Agreement Page 2 cz - q R R N4 D E S I G N G R o u r March 9, 2001 r I � I -7: Ms. /1,01 Ms. Barbara Lynch C Y City of San Luis Obispo F"•';_`-" -`=="__ T 955 Morro Street San Luis Obispo CA 93401 Re: San Luis Obispo Police Station,Women's Locker Room Addition, Specification No. 90052— Addendum Response Dear Ms. Lynch: Thank you for selecting RRM Design Group as the Architect for the Police Station project. We are excited and anxious to begin. As per our telephone conversation yesterday,there are several clarifications that need to be made. The cost of the geotechnical study will be $2,000.00. This can be added to the total proposed cost of the project, bringing it to $41,750.00. This may also be handled directly by the City if you would rather handle this in-house. Secondly, the projected construction cost could range from $200 to $225 per square foot. This figure is based on the size of the project and the complexity and systems involved. We have recently completed several public school locker room additions and have seen similar costs for these projects. Lastly, as per our original fee proposal, reimbursable expenses are not included in our proposal and are projected to be $5,000.00. Again, this will be added to our proposal bringing the total revised fee proposal to $46,750.00. This does not include printing of the construction bid documents. Please let me know if we will need to have anything ready for the City Council meeting on April 5,2001. Thank you again for selecting RRM Design Group. We look forward to a great project. Sincerely, RRM DESIGN GROUP Kyle Harris,AIA Project Architect v/xa010171h-AddendumResponse-03.09.01 R R M D E S I G N G R O U P February 28,2001 Ms. Barbara Lynch City of San Luis Obispo 955 Morrow Street San Luis Obispo CA,93401 Re: San Luis Obispo Police Station,Women's Locker Room Addition,Specification No.90052 Dear Ms..Lynch: The following is our proposal for the design work on the project listed above. Facility Investigation $ 2,800.00 Approval/Schematic Design $ 8,500.00 Construction/Bid Documents $21,500.00 Permit Process $ 2,950.00 Bid Administration $ 2,500.00 Construction Administration Hourly Record Drawings $ 1.500.00 Total $39,750.00 *Reimbursable budget(copying costs,bluelines,etc.)will be discussed and negotiated during contract implementation plan. Construction Administration and Additional Services, if any, will be billed at the hourly rates listed per the attached Exhibit A-1. Sincerely, RRM DESIGN GROUP Kyle Harris,AIA / Project Architect n/XAft-femgM.2301 Proposal Summary: Proposals were opened and received February 28, 2001 2 Proposals were received Firm Score RRM Design Group 65 Grossmann Design Gmu 53 Police Department Women's Locker Room Design Services Proposal Review Summary 7