Agenda Item Wording:
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Approve a Consultant Contract Amendment with Darden Architects for the Civic Center Phase 2 project for an amount not to exceed $1,147,748, and authorize the appropriation of $1,200,000 from the Civic Center Reserve Fund.
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Deadline for Action: None
Submitting Department: Administration - CIP Engineering
Contact Name and Phone Number:
Mike Porter, Civil Engineer, Mike.Porter@visalia.city, (559)-713-4412
Jaklin Rowley, Assistant Engineer, Jaklin.Rowley@visalia.city, (559)-713-4369
Frank Senteno, City Engineer, Frank.Senteno@visalia.city, (559)-713-4331
Nick Mascia, Assistant City Manager, Nick.Mascia@visalia.city, (559) 713-4323
Department Recommendation:
Staff recommends that City Council authorize the City Manager to approve a Consultant Contract Amendment (second amendment) with Darden Architects for the Civic Center Phase 2 project for an amount not to exceed $1,147,748 and authorize the appropriation of $1,200,000 from the Civic Center Reserve Fund.
Summary:
Through the preliminary design of Phase 2 (Public Safety, Evidence, and City Council Chambers) the future City Hall building was originally planned to be located on the south side of School Avenue adjacent to the City Council Chambers. However, after performing detailed analyses of the site constraints, parking requirements and overall efficiency of the site layout, it was determined through numerous City Council work sessions to move the future City Hall to the north side of School. This change required shifting the entire project site up to Goshen Avenue and required designing a new parking lot at the NW corner of School Avenue and Burke Street. These changes, along with the addition of landscaping features and outdoor amenities have required the approval of Contract Amendment 2.
Over the past year, Staff and the Architect has been working with City Council expanding the scope of work and more specifically the area that will be developed to the current configuration within the ‘red line’ as described at previous City Council meetings. That increase in scope and the recent increases discussed at the October 2nd work session is presented herein for City Council approval of design Contract Amendment 2.
Background Discussion:
Contract Amendment 1 (CCA 1, was previously approved by Council April 4, 2022)
The Civic Center site plan has undergone many iterations over the past 2 years. Initially it was planned to have the Council Chambers and City Hall building both to be placed on the south side of School Avenue, with the PSOB and evidence building being located on the north side. Staff worked with the consultant team to develop this concept, including several options for parking structures and other site options but the concept eventually proved to be ineffective. In order for the parking to work and to make the site plan more efficient, it was determined to move the future City Hall building to the north side of School and leave the Council Chambers as a stand-alone building on the south side of school. Additionally, during the schematic design phase, it was determined that the overall size of the buildings needed to increase to accommodate current and future staffing demands. A conceptual level design of the future City Hall was also required to make sure the site plan was planned appropriately for the future construction of City Hall.
Specifically, during development of the floor plans, the overall size of the buildings (PSOB, Evidence & Crime Lab, & Council Chambers) increased by approximately 51% over the original size estimates. Theoriginal estimate of the total size of the buildings was 40 -50K sf. At the time of CCA 1, the building size had grown 76K sf, this was 51% more than originally estimated so Darden increased their fee 51%. The increase now is not based on building size but increased site area and project complexity. The increase they are requesting now is roughly 26% over their existing contract but the project area has doubled is size. Industry standard for A/E services varies between 7-15% of construction cost. The estimated construction cost for this project is $81.2M, the current Darden fee is $3,519,834 (4%). Their total fee including this contract increase request would be $4,429,442 (5%)Originally it was envisioned that the PSOB, and Council Chambers would be located adjacent to each other on the same side of the street. However, during the Schematic Design Phase of the Project, it was determined that the Council Chambers would be moved across the street and now will occupy a separate parcel. The consultant team requested additional fees to accommodate the extra work required to develop this 2nd parcel. Additionally, to ensure the City Council Chambers and future City Hall building will be properly integrated, it was necessary to perform analyses of the future site and parking constraints.
Contract Amendment 2 (CCA 2)
This second contract amendment is requested to pay for additional costs associated with the approved expanded scope of work for the project. These can be broken into two Parts A and B.
Part A:Part A of CCA 2 consists of the additional work performed to accommodate the additional parcel development, pavilion design, new parking lot and additional utility and frontage improvements. The project now includes design of the parcel south of the RR tracks, design of a new parking lot, planning the site area for the future City Hall building, design of the new covered “Pavilion”, and expansion of the landscaping and site work all the way to Goshen Avenue. Street improvements, utilities and landscaping have also been extended to include all the frontage of Burke Street from Mill Creek to Goshen Avenue, the intersection of School Avenue and Burke Street, and the frontage of Goshen Avenue from Burke Street to the existing northern entrance of the VECC. A key architectural feature of the project will include the incorporation of the Pavilion Structure. The proposed Pavilion and tower were originally presented to Council at the December 19, 2022, Work Session, during which Council approved staff moving forward with further development of the Pavilion/Canopy concept. The Pavilion and nearby tower will provide a signature focal point to the civic center, serving to connect the Public Safety Office Building, Council Chambers, and the future City Hall.
Part B:
Part B of CCA 2 is requested to pay for additional landscaping and site amenities approved by Council at the Oct 2nd, work Session. Prior to the Oct 2nd meeting, City Council received a presentation showing a proposed Council Chamber Courtyard, Plaza/pavilion Design and Conceptual design of a decorative “Raised” intersection at the intersection of Burke Street and School Avenue. These concepts were then further developed at the Civic Center subcommittee meetings and approved by the subcommittee to bring forth to the full City council for approval at the October 2nd meeting. Additional items recommended by the subcommittee for future consideration by the full Council included constructing the future City Hall stairs/platform, Police and Fire Department “Honor Area” use of decorative trellises, and other landscaping and outdoor amenities.
Staff has been working with Darden Architects to negotiate the proposed Contract Amendment (attached). The proposed contract amendment consists of several components. The following Table shows a breakdown of the fees associated with CCA 2:
|
Contract Amendment 2 Request |
Associated Fees |
|
Geotechnical Investigation & Material Testing |
$15,210 |
|
Civil Engineering & Surveying |
$217,500 |
|
Landscaping and Irrigation Design |
$129,193 |
|
Pavilion Design |
$398,225 |
|
Electrical Engineering |
$149,480 |
|
Part A Subtotal |
$909,608 |
|
Architectural Services for raised intersection and Council Chamber Courtyard (previously approved by (Council at 6/9 Work Session) |
$118,335 |
|
Architectural Services for additional site amenities (approved at 10/2 Council Work Session) |
$119,815 |
|
Part B Subtotal |
$238,150 |
|
Total Requested |
$1,147,758 |
Fiscal Impact:
The current CIP includes the A/E contract of $3,519,833.86, which is already in place with Darden Architects. Darden Architects is requesting a contract amendment for an amount not to exceed $1,147,748.00. If the contract amendment is approved, this will bring the Darden Architects total contract amount to $4,667,283.86. Staff will return at a later date with an update on the estimated construction cost and overall project schedule and budget after the construction document phase has been completed.
The project’s current budget summary is as follows:
|
Public Safety Building (CIP 3720-72000/CP0374-999) |
|
Phase II Budget Summary: |
|
Fund 003 - Civic Center/Public Safety Reserve - Total Budget |
$5,250,000.00 |
|
Darden contract amount awarded |
$2,163,333.86 |
|
Darden contract amendment previously approved (CCA 1) |
$1,356,500.00 |
|
Current Darden contract amendment requested (CCA 2) |
$1,147,758.00 |
|
Griffin CM contract amount |
$1,520,000.00 |
|
Staff Project Management + misc. expenses (est.) |
$ 250,000.00 |
|
Total Estimate |
$6,437,591.86 |
|
Remaining CIP Budget |
<$1,187,591.86> |
|
Budget allocation requested |
$1,200,000.00 |
Based on the above current budget shortfall, an appropriation of $1.2M is requested to fund Darden’s contract amendment. Approval of the above contract amendment is recommended to proceed with the project design as discussed in the change order request.
The Civic Center Reserve Fund is projected to have $56.7 million and $7.9 million from the Civic Center Impact fee fund at June 30, 2023. This number is an estimate as the financial statements are still being prepared for FY 22/23. An additional $40.8 million has been previously identified from other funding sources to pay for the construction of the PSOB.
Prior Council Action:
October 2, 2023 - Council received a presentation and selected several outdoor amenities alternatives. Staff advised will return at a later date for approval of a consultant contract amendment.
June 19, 2023 - Council received a presentation on the Civic Center landscape options and directed staff to return with clarifications and alternatives.
May 1, 2023 - Council received an update and presentation on Phase 2 of the Civic Center and approved staff moving forward with completion of the schematic design phase of the project.
February 6, 2023 - Council received an update and presentation on Phase 2 of the Civic Center
December 19, 2022 - Council received an update and presentation on the site plan and possible architectural styles for the Civic Center buildings and approved the “Mission Inspired” style.
November 21, 2022 - Council received an update and presentation on the site plan and provided direction on the building orientation.
October 17, 2022 - Council accepted the presentation and approve the recommended site plan layout. City Council further considered and provided input on architectural styles via a visual exercise.
April 4, 2022 - Council Received an update on the Public Safety Office Building and City Council Chambers Project and approved a Consultant Contract Amendment requested by Darden Architects
June 7, 2021 - Council approved a motion for Mayor Steve Nelson to appoint two members of the Council to the Planning & Preliminary Project Assessment Committee.
March 15, 2021 - Council authorized the City Manager to enter into an A/E contract with Darden Architects to design the Public Safety Office Building/City Council Chambers.
November 4, 2019 - Council approved using the design-bid-build method of procurement for the PSOB Project.
August 19, 2019 - Council authorized appropriation of funds to issue an RFP for A/E Consulting Services for the new PSOB Project.
August 5, 2019 - Council received an update on the PSF project planning. Council directed staff to return with recommendation for appropriation of funds and creation of a new CIP for the planning and design of the new Public Safety Facility.
March 4, 2019 - Staff was directed to begin the planning phase of the new Public Safety Facility, and to return with an update on building size, staffing and Project funding.
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Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to approve a design consultant Contract Amendment for an amount not to exceed $1,147,758 with Darden Architects and appropriate $1,200,000 from the Civic Center Reserve Fund.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: Darden Consultant Contract Amendment 2