Resolution No. 8170L
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RESOLUTION NO. 8170
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE EXECUTION OF
AN AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES
(FIRE STATION NO. 2 REPLACEMENT AND POLICE
DEPARTMENT REMODELING) BY AND BETWEEN THE CITY OF
VERNON AND RRM DESIGN GROUP AND TERMINATING THE
EXISTING AGREEMENT DATED FEBRUARY 27, 2002, AND ANY
AMENDMENTS THERETO
WHEREAS, on February 27, 2002, the City Council of the City
of Vernon adopted Resolution No. 7914 approving and authorizing the
execution of an Agreement for Professional Consulting Services (the
"Original Agreement") with RRM Design Group ("RRM") for architectural
and engineering services respecting the remodeling and renovation of
Vernon Fire Station No. 2; and
WHEREAS, on May 22, 2002, the City Council of the City of
Vernon adopted Resolution No. 7971 approving and authorizing the
execution of Amendment No. One to the Original Agreement ("Amendment
No. One") to provide for additional work tasks and compensation for
surveying services in order to create a base map for the remodeling;
and
WHEREAS, based upon the design analysis and budget estimates
by RRM, Vernon staff have determined that it is more advantageous to
demolish and reconstruct Fire Station No. 2 rather than remodel the
existing building; and
WHEREAS, the City of Vernon also desires to remodel the
Police Department's restrooms and locker rooms; and
WHEREAS, the City of Vernon and RRM desire to terminate the
Original Agreement, as amended by Amendment No. One; and
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WHEREAS, the City of Vernon and RRM desire to enter into a
new agreement with RRM for the preparation of plans and specifications
for the reconstruction of Fire Station No. 2 and the remodeling of the
Police Department's restrooms and locker rooms; and
WHEREAS, on March 19, 2003, the Finance Committee considered
Ithe recommendation of Bruce V. Malkenhorst, the Director of Finance,
dated March 12, 2003, that the Original Agreement and Amendment No.
One with RRM be terminated and a new Agreement for Professional
Consulting Services be approved; and
WHEREAS, the City Council of the City of Vernon has
determined that, pursuant to the provisions of subsection (a) of
Section 2.27 of the Vernon City Code, it is in the public interest and
necessity to enter into a consulting agreement with RRM to provide the
architectural and engineering services for the reconstruction of Fire
Station No. 2 and remodeling of the Police Department's restrooms and
locker rooms to enhance services provided to the Vernon community.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
finds and determines that the recitals contained hereinabove are true
land correct.
SECTION 2: The City Council of the City of Vernon hereby
approves the termination of the Agreement for Professional Consulting
Services dated February 27, 2002, as amended by Amendment No. One
dated May 22, 2002, and such termination shall be effective when the
new agreement takes effect
SECTION 3: The City Council of the City of Vernon hereby
approves the Agreement for Professional Consulting Services (Fire
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Station No. 2 Replacement and Police Department Remodeling) with RRM,
a copy of which is attached hereto as Exhibit "A" and made a part
hereof.
SECTION 4: The City Council of the City of Vernon hereby
authorizes the Mayor and the City Clerk to execute said Agreement for,
and on behalf of, the City of Vernon.
SECTION 5: The City Council of the City of Vernon hereby
directs the City Clerk, or his designee, to send one fully executed
Agreement to:
RRM DESIGN GROUP
ATTN: MARY MCGRATH, SENIOR VICE PRESIDENT
3765 S. HIGUERA STREET, SUITE 102
SAN LUIS OBISPO, CA 93401
SECTION 6: The City Clerk of the City of Vernon shall
certify to the passage of this resolution, and thereupon and
thereafter the same shall be in full force and effect.
APPROVED AND ADOPTED this 19th day of March, 2003.
ATTEST:
BRUCE V. MALKENHORST, City Clerk
EONIS C. MALB G, Mayor
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STATE OF CALIFORNIA )
) ss
COUNTY OF LOS ANGELES )
I, BRUCE V. MALKENHORST, City Clerk of the City of Vernon, do
hereby certify that the foregoing Resolution, being Resolution No.
8170, was duly adopted by the City Council of the City of Vernon at a
regular meeting of the City Council duly held on Wednesday, March 19,
2003, and thereafter was duly signed by the Mayor of the City of
Vernon.
(SEAL)
UCE V. MALKENHORST, City Clerk
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EXHIBIT
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AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES
(FIRE STATION NO. 2 REPLACEMENT AND POLICE DEPARTMENT REMODELING)
THIS AGREEMENT is made, entered into and executed in
duplicate originals, either copy of which may be considered and used as
the original hereof for all purposes, as of this day of March,
2003, in the City of Vernon, California
BY AND BETWEEN THE CITY OF VERNON, (hereinafter
referred to as "the City")
4305 Santa Fe Avenue
Vernon, California 90058
us-0]
RRM DESIGN GROUP (hereinafter
referred to as "Consultant")
3765 S. Higuera Street, Suite 102
San Luis Obispo, CA 93401
RECITALS
WHEREAS, the City and Consultant are parties to an Agreement
for Professional Consulting Services dated on or about February 27,
2002 (hereinafter referred to as the "Initial Agreement"); and
WHEREAS, the City and Consultant are parties to Amendment No.
One to the Agreement for Professional Consulting Services dated on or
about May 22, 2002; and
WHEREAS, Consultant was retained to provide architectural and
engineering services respecting the remodeling and renovation of the
Vernon Fire Station No. 2
WHEREAS, Consultant's seismic evaluation shows that the
structural components of Fire Station No. 2 were not designed in a way
that would satisfy current structural requirements; and
WHEREAS, the cost to retrofit Fire Station No. 2 would
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approach the cost of constructing a new building; and
WHEREAS, the City desires to demolish and reconstruct the
Vernon Fire Station No. 2 located at 4301 Santa Fe Avenue in Vernon,
California; and
WHEREAS, the City also desires to remodel the Police
Department's restrooms and locker rooms; and
WHEREAS, Consultant submitted a proposal to the City dated
December 16, 2002, (hereinafter referred to as "the Proposal"), which
includes a description of the proposed architectural and engineering
services and the cost of the services; and
WHEREAS, Consultant represents that it is qualified to
perform such services under this Agreement for Professional Consulting
Services (hereinafter referred to as "the Agreement"); and
WHEREAS, the City desires to retain Consultant to prepare the
plans and specifications for the reconstruction of Vernon Fire Station
No. 2 and the remodeling of the Police Department restrooms and locker
rooms; and
WHEREAS, the City and Consultant desire to terminate the
Initial Agreement, as amended by Amendment No. One; and
WHEREAS, the City desires to retain Consultant for the
services hereinafter described.
NOW, THEREFORE, THE PARTIES HERETO DO MUTUALLY AGREE AS SET
FORTH HEREIN:
I. TERMINATION OF PREVIOUS AGREEMENTS.
The City and Consultant agree to terminate their Initial
Agreement, as amended by Amendment No One, and to replace that
agreement with this Agreement. The Initial Agreement, as amended,
shall end at the time that this Agreement takes effect. Consultant
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shall send the'City a final invoice for all work performed under the
Initial Agreement, as amended, Consultant will be paid on a pro rat
basis for the work performed under the Initial Agreement, as amended.
The terms set forth in this Agreement shall control the conduct of the
(parties from the time it becomes effective according to Paragraph IV.
II. SCOPE OF SERVICES.
Consultant shall perform the basic and optional services
outlined in the Proposal, including, but not limited to the six (6)
Tasks in connection with the replacement of Fire Station No. 2 and the
three (3) Tasks in connection with the remodeling of the Police
Department restrooms and locker rooms as identified therein. A copy of
the Proposal is attached hereto as Exhibit "A" and incorporated herein
by this reference as though fully set forth at length. Services not
included in the Proposal, but which may be requested are: hazardous
materials testing, reports or recommendations for removal; design,
specification and/or purchasing of furnishings and specialty equipment
such as head -in phone equipment, alarm systems, data systems, security
systems and similar City purchased items, other than the infrastructure
and conduit runs needed to support these systems; surveying or
topographic map; utility investigation beyond those readily accessible
from manholes; meetings not specifically listed in the Proposal; and
construction management. It is understood and agreed that in the event
of a conflict between the Proposal and this Agreement, the terms of
this Agreement shall prevail.
Consultant agrees that all services provided will be.
conducted by the principal and, if staff members or approved
subcontractors are used, their work will be done under the supervision
of the principal. Consultant shall undertake and carry on the work
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Idiligently to conclusion, using that standard of care, skill, and
diligence normally provided by such a professional in the performance
of such services.
III. PROGRESS REPORTS.
Consultant shall meet with City staff as indicated in the
Proposal, or upon City's request, in order to provide reports or
information concerning the services being performed by Consultant under
this Agreement.
IV. TIME OF PERFORMANCE.
Consultant's services herewith shall commence upon signing of
the Agreement by both parties and shall end when Consultant has
completed the work on the Tasks in the Proposal, unless the Agreement
.is otherwise terminated or extended.
V. COMPENSATTnN_
A. Consulting Fees & Expenses.
1. The City will pay.Consultant on 'a time -and -
material basis.according to the Fee Schedule, a copy of which is
attached hereto as Exhibit "B-1" and incorporated herein by this
reference as though fully set forth at length. The total amount to be
paid to Consultant for basic and optional services under this
Agreement, regardless of any changes in the Fee Schedule, shall not.
exceed Two Hundred Thirty -One Thousand One Hundred Forty Dollars and No
Cents ($231,140.00). If changes or extra services are requested by the
City pursuant to Paragraph 6 of the Agreement, then the City shall pay
for those services on a time and material basis according to the hourly
rate identified in Exhibit "B-2" which is attached hereto and
incorporated herein by this reference as though fully set forth at
length.
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2. In addition to the payment for consulting
services pursuant to Section V.A.1 above, reimbursable and reproduction
expenses identified in Exhibit "B-3," which is attached hereto and
incorporated herein by this reference as though fully set forth at
length, will be paid and may only be billed in accordance with the
terms set forth in Exhibit "B-3." The total amount to be paid to
Consultant for reimbursement under this Agreement, regardless of any
changes in the Fee Schedule, shall not exceed Twenty Thousand Five
Hundred Dollars and No Cents ($20,500.00).
B. Other Expenses.
Any other expenses not identified in the
Proposal may only be billed if written approval has been obtained from
the City Administrator in advance.
VI. METHOD OF PAYMENT.
Consultant shall submit within thirty (30) days after the
Mast day of any month in which services have been performed or costs
incurred hereunder an invoice to the City for payment. Invoices shall
contain an itemization of services rendered, directly related job
expenses and subcontract charges incurred by Consultant for which
compensation is due, and an estimate of the percentage completed for
each milestone or task. Consultant shall be responsible for paying Cash
& Associates or any other subcontractors used in the performance of
this Agreement. Subcontractors shall not bill the City directly.
Payment of the invoice shall be.made upon acceptance and
approval by the City within thirty (30) days of receipt. The City's
approval of the invoice shall not be unreasonably withheld.
VII. CHANGES AND EXTRA SERVICES.
The City reserves the right to request changes in the
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services to be performed by. Consultant. All such changes shall be
incorporated in written change orders executed by the City and
Consultant that shall specify the changes ordered and the parties shall
mutually negotiate an adjustment of compensation and completion time if
required thereof. Consultant shall only perform additional services
during this time period when requested by the City Administrator and/or
the Director of Community Services.
Any services added to the scope of this Agreement by a change
order shall be executed under all applicable conditions of this
Agreement. Consultant should be paid according to the fee schedule in
Exhibit "B-2." No claim for additional compensation for services or
extension of time shall be recognized unless contained in a duly
executed change order.
VIII. PRODUCTS OF CONSULTING.
1. All products of consulting services, with the
exception of computer software developed by the Consultant and/or its
subcontractors, shall become the property of the City and the original
copies shall be delivered to the City by Consultant before the end of
the performance of this Agreement. Computer software shall remain the
property of the Consultant and/or its subcontractors, except for the
City's continued right to use said software at no extra cost. Copies
of all daily field summary reports, field memoranda, field and
laboratory test results, and final reports shall be made available to
the City.
IX. CONFIDENTIAL INFORMATION.
1. Access to Confidential Information. The City may
provide Consultant and/or its approved subcontractors with, or allow
Consultant access to,.certain information not available to the public
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concerning the City, or businesses located in the City. The
information may include company information, taxes, sales, value of
assets, or other such information. All such information shall be known
as "Confidential Information" and may not be used to circumvent the
responsibility of either party to this Agreement.
2. No Disclosure. Except as expressly Dermitted.
Consultant and/or its subcontractor Cash & Associates, or any other
subcontractor, shall not disclose, permit the disclosure of, release,
disseminate, or transfer, whether orally or by any other means, any
part of such Confidential Information to any other person or entity,
whether corporate, governmental, or individual, without the express
prior written consent of an authorized representative of the City.
Consultant shall return any written Confidential Information, and all
copies made of such items, to the City upon the City's written request,)
but in any event not later than the date that Consultant has performed
all services to be performed pursuant to this Agreement. Consultant
hereby agrees that such Confidential Information and any documents
provided may be used by Consultant and/or its subcontractor only as
authorized by the City.. Consultant shall include a contract provision
in its contract with Cash & Associates and any other subcontractors
that binds the subcontractor to this non -disclosure. requirement.
Consultant shall take reasonable measures to avoid any disclosure of
any such Confidential Information to any unauthorized person.
3. Court Ordered Disclosure. Consultant shall
immediately notify the City of any court order or subpoena requiring
disclosure of Confidential Information, and shall cooperate with the
City's legal counsel in responding to any such order or subpoena.
(Consultant may only disclose such Confidential Information required to
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be disclosed pursuant to court order or subpoena after legal counsel
has exhausted any lawful and timely appeal or challenge.
4. Remedies. In addition to any other remedies that
it may have at law or in equity, the City shall be entitled to a
temporary and permanent injunction by a court of competent jurisdiction
against any breach or threatened breach of the Confidential Information
provisions of this Agreement. Consultant acknowledges that in case of
such breach or threatened breach, the City would have no adequate
(remedy at law.
X. INDEMNITY AND INSURANCE.
1. Indemnification of City. Consultant shall
indemnify, defend, protect and hold the City and its officers, agents
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and employees, free and harmless from and against any and all claims,
demands, losses, damages, liabilities, fines, charges, penalties,
orders, judgments and all costs and expenses incurred in connection
therewith, including reasonable attorney's fees and costs of defense
arising, directly or indirectly, in whole and in part, out of the
negligent services or willful misconduct of the Consultant or its
subcontractors, employees or agents in the performance of services
under this Agreement, except to the extent arising from or caused by
the sole active negligence or willful misconduct of the City, its
officers, agents or employees.
2. Insurance. Prior to commencing work hereunder,
Consultant shall provide the City.with proof of insurance providing and
maintaining the coverage and endorsements set forth in the Insurance
Schedule attached hereto as Exhibit "C" and made a part hereof by
reference. Said proof of insurance shall also provide that said policy
or policies shall not be canceled or reduced in liability limits
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without giving at least thirty (30) days prior written notice to the
City. If Consultant fails to provide proof of insurance coverage as
specified above, the City may, at its sole discretion, terminate this
Agreement immediately.
Consultant shall not permit a subcontractor or vendor
to perform work on City premises unless and until a certificate of
insurance is obtained showing that such subcontractor or vendor has
workers' compensation coverage. If Consultant employs subcontractors
as part of the services rendered, Consultant's protective coverage is
required. Consultant may include all subcontractors as insureds under
its own policy or shall furnish separate insurance for each
subcontractor, meeting the requirements set forth herein.
XI. GENERAL PROVISIONS.
1. Independent Contractor. At all times during the
term of this Agreement, Consultant shall be an independent contractor
and shall not be an employee of the City. The City shall have the
right to control Consultant only insofar as the results of Consultant's
services rendered pursuant to this Agreement; however, the City shall
not have the right to control the means by which Consultant
accomplishes services rendered pursuant to the Agreement except to the
extent that such services involve the.use of City property or
Confidential Information.
2. Consultant Not Agent.' Except as the City -may
specify in writing, Consultant shall have no authority, express or
implied, to act on behalf of the City in any capacity whatsoever as an
agent. Consultant shall have no authority, expressed or implied,
pursuant to this Agreement to bind the City to any obligation
whatsoever.
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3. Assignment and Subcontracting Prohibited.
Consultant may not assign or subcontract any right or obligation
pursuant to this Agreement, other than subcontracting with Cash &
Associates for the performance of some duties, except with the express
written consent of.the City. Any other attempted or purported
assignment of any right or obligation pursuant to this Agreement shall
be void and of no effect.
4. Termination. This Agreement may be terminated by
the City without cause on fifteen (15) days written notice to
Consultant. Consultant shall be entitled to the compensation earned by
it prior to the date of the termination notice, computed pro rata up to
and including that date, plus compensation for work performed during
the fifteen -day notice period and authorized in the termination notice.
5. Notices. Notices to the parties, unless otherwise
requested in writing shall be sent to:
City: THE CITY OF VERNON
ATTN: BRUCE V. MALKENHORST, CITY ADMINISTRATOR
4305 SANTA FE AVENUE
VERNON, CA 90058-0805
Consultant: RRM DESIGN GROUP
ATTN: MARY MCGRATH
3765 S. HIGUERA STREET, SUITE 102
SAN LUIS OBISPO, CA 93401
6. Entire Agreement. This Agreement is the entire
agreement of the parties. Consultant represents that in entering into
this Agreement, it has not relied on any previous representations or
understandings of any kind or nature.
7. Governing Law. The validity, interpretation and
performance of this Agreement shall be controlled and construed under
the laws of the State of California as enacted and in force at the time
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(this Agreement is fully executed.
8. Amendments. Except as may otherwise be
specifically provided herein, this Agreement may be modified or amended
only by a written document executed by both Consultantandthe City and
approved as to form by the City Attorney.
9. Benefit of Agreement. This Agreement shall bind
and benefit the parties hereto and their heirs, successors, and
permitted assigns.
10. Forum Selection. Any action brought relating to
this Agreement shall be brought and held exclusively in a State Court
in the County'of Los Angeles, California.
11. Recitals. All recitals are incorporated by
Ireference.
12.,Waiver. Any waiver at. any time by either party of
its rights with respect to a default under this Agreement, or with
respect to any other matters arising in connection with this Agreement,
shall not be deemed a waiver with respect to subsequent default or
other.matter.
13. Attorney's Fees. In the event that it becomes
necessary for either party to this Agreement to enforce any of the
provisions of this Agreement, the parties agree that a court of
competent jurisdiction may determine and fix reasonable attorney's fees
to be paid to the.successful litigant.
14. Force Majeure. Neither Party shall be considered
in to be in default in any of its obligations under this Contract when
a failure of performance shall be due to an uncontrollable force. The
term "uncontrollable force" shall mean any cause beyond the control of
the party affected, including, but not restricted to, flood,
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earthquake, storm, fire, lightening, epidemic, war, riot, civil
disturbance or disobedience, labor dispute, labor material shortage,
sabotage, federal, state, or municipal action, statute, ordinance, or
regulation, embargoes of the United States Government or any other
government, which by exercise of due diligence such party could not
reasonably have been expected to avoid and by exercise of due diligence
has been unable to overcome. Either party rendered unable to fulfill
any of its obligations under this Agreement by reason of an
uncontrollable force, shall give written notice within five (5)
Business Days of such fact to the other party and shall exercise due
diligence to remove such inability with all reasonable dispatch.
IN WITNESS WHEREOF, the parties have caused this Agreement to
be executed by and through their authorized officers on the date, month
and year first written above.
1ATTEST:
JBRUCE.V. MALKENHORST, City Clerk
JAPPROVED AS. TO FORM:
JEDUARDO OLIVO, City Attorney
CITY OF VERNON
By:
LEONIS C. MALBURG, Mayor
By: Z4�zl
Name: My0 /1
Title: RA0,ZZ ,
By:
Name:
Title:
GROUP
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EXHIBIT A
vct,-i!-uc !u:Ju0 KOWt-RRM Design Group
.805-543-4609 t-T83 P.002/0tt f-24`T
December 16, 2002
Mr. Kevin Wilson: Director of Community Services and Water
City of Vernon
4305 Santa Fe Avenue
Vernon, CA 90058
Re: A/E Services for Vernon Mn Station #2 Replacement Project and
Vernon Police Department Bathrooms/Locker Rooms Remodel Project
Dear Mr. Wilson,
We are pleased to submit RRM Design. Group's proposal for architectural and engineering services for
the City of Vernon's Fire Station #2 Replacement project and the City of Vernon's Police Department
Bathrooms and Locker Rooms Remodel project.
RRM Design Group and our team's Structural Engineer, Cash & Associates, have recently completed the
seismic evaluation of the existing Fie Station #2 with an eye toward the anticipated renovation and
remodeling of the building, and it's feasibility to meet current codes for essential services buildings.
Given the extent of the structural upgrades required to bring the building to within acceptable seismic
code standards, the City has made the decision to replace the existing station with a new station of the
same size on the existing site adjacent to City Hall. In addition, you have requested that we include our
previous proposal for the Police Bathlbom/Locker Room remodel project in this proposal.
We have included a revised Scope of Work and proposed phases for the design and documentation of the
new fire station. We have also included the Scope of Work and phases for the police station reroodel
project. We propose that the City review the Scopes of Work for the two projects and discuss them with
RRM prior to our proposing a Fee for these services. We feel that both parties having a complete
understanding of the work involved will aid us in providing the most cost effective Fee for the A/E
services. Per your request, we have also included fees for a geotechnical investigation and report for the
site.
We thank you for the opportunity to continue our work with your department. We hope to be able to
present in person our approach to developing a strong strategy for the improvement of your station. If
you have any questions about the attached proposal, please call me at 805/543-1794, extension 213, or via
e-mail memcgrathOrrmdesign.com.
Sincerely,
RRM DESIGN GROUP
Mary McGrath, AIA
Principal
Enclosure
cc: John Turtchin
RA+2002 Active Projects\10o2502 vemon Fire Stati_ 2\pr0p0sa!\New Boding-CovUr-121602.doc
act-Ij-uC au:sW tKtgA-RRM Design Group .605-543-4609 T-i83 P.O klt -F-24?
FIRE STATION #,2 REPLACEMENT - PROJECT UNDERSTANDING
The Fite Station No. 2 Replacement project includes the construction of a new fire station of approximately
7,500 SF on the sure of the misting Station #2 which will be demolished to accommodate the new building.
The new station is anticipated to be a two-story structure contairxing firefighters living quarters, office/public
areas and two apparatus bays.
The site will include a deep front apron and a rear drive that allows some apparatus to approach the rear of
the drive -through Apparatus Bay. A hose tower associated with the Apparatus Bay will be located on the site.
No on -site parking for fire fighting personnel and staff will be required due to the: proximity of the adjacent
City parking garage. An above ground fuel tank, emergency generator enclosure and trash enclosure will be
included on the site.
The replacement Fire Station's adjacency to the City of Vemon's City Hall is an important factor in the
design of the new station. A, building design that is complementary to the existing City Hall •ia materials,
colors and missing will be the goal for the replacement of Station #2
SCOPE OF WORK AND TASKS
'Me following is the proposed Scope of Work and Tasks; developed by RRM for the design, engineering,
documentation and construction administration for the proposed Vernon Fire Station No. 2:
TASK Fs-1: DESIGN CgmytiA REPORT
Approach:
RRM will tneet with the Fire Dcparui*nt and appropriate City departments to review and confirm the new
station's operational goals, space requirements, adjacencies, privacy concerns and departmental requirements.
Through a series of three meetings, RRM will start with the existing Station's plan as a basis for icatning the
operations of the Department at this location. With a thorough--undcrstanding of the operational goals, RRM
will prepare final coordinated building and site design criteria for Fite Department and City approval that will
include space component diagrams and a space needs outline. Task 1 will also include conceptual site analysis
and two site arrangement studies that will begin the process of determining the best synthesis of operational
goals, site constraints and City Hall contextual issues. With the design criteria finalized and conceptual site
arrangement study underway, RRM will then .prepare a Conceptual Project Budget for use in confirming the
City's anticipated budget.
Products: Final Design Criteria Report with Component Diagrams and Space Needs Outline, Two
Conceptual Site Arrangement Studies, , Conceptual Project Budget
Meetings: Three (3) One with Fire Dept. and City Depes, one to present Coordinated Design
Criteria and site arrangement studies and one to present revised Final Design Criteria and
revised site arrangement study based upon Department/City comments.
Schedule: Five (5) weeks
TASK IFS-2: SCHEMATI D SF YGN
Approach:
Upon completion of the Final Design Criteria as outlined in Task 1 above, RRM willbegin the Schematic
Design Phasc. This work will include design of the interior plan layout of the building, the exterior design of
1 (7u9. i.u:OVAts rauta—XKM Design Group
805-543-4609 T-i83 P:004/012- F-iW
the building and further development of cbe site layout and design-' This work will be done by RRM
preparing two schematic layouts of building plans, three schematic elevation concepts and the site plan for
review by the Fire Department and appropriate City departments. We will use a topographic survey plan and
geotechnical investigation report provided by the City. We anticipate that this process will entail two (2)
rounds of discussions and revision with the Fire Department and City departments. During the schematic
design phase, RRM will prepare an opinion of probable cost for the project based upon RRM's knowledge of
similar scale and designed projects. This cost estimate will reflect costs by major systems and/or components
Of the project. Accompanying the opinion of probable cost will be a written "outline" specification briefly
describing the type of construction and building systcm3 used to generate the opinion of probable cost.
At the end of schematic design. phase, RRM recommends that materials be prepared for application to the
City Planning Department for their review, if necessary. It is assumed that the Planning Department review
process will handled by planing staff and that no public Planning Commission meetings or exhibits will be
required. If the City or Fire Department requires a rendering of the proposed new fire station, RRM will
provide a fee as an option for the City.
• Products: Schematic building floor plans, site plans, preliminazy drainage and grading plan, and
building elevations (scale 1/8" = 1'-0'� for discussion/review/dialogue witch Fire and City
departments. Preliminary drainage and grading plan, Schematic Engineering design
drawings including mechanical, plumbing, electical plans, landscape plan and structural
performance criteria for the new building will be included.
One (1) opinion of probable cost.
Written outline specifications briefly describing the engineered systems anticipated to be
used in the new building.
Meetings: Two (2) design meetings with Fire Department staff
One (1) meeting with City Building Dept. staff
One (1) to present final Schematic Design package
Schedule: Five (5) weeks
TAsx FS-3: DE x= nxmLoPmiENT
Approach:
Tlie primary intent of the design development phase is to determine the exact size, profile, and character of
the building and site design to form a basis for final construction documents. RRM and our Consultant
Team will use this very intense phase of the work to pull together all the components and make the crucial
engineering and material decisions. Client participation in this process is key, the decisions made during this
phase will have to balance the cost of construction with the livability and maintainability of the building. To
accomplish this, our main tasks will be the production of.
Dimensioned layout of final plans, sections, and elevations to
building
• Preliminary door and window schedules
• Preliminary interior finish schedule
• Interior design including selection of interior materials and colors
• Design of all engineered systems including:
Structural design with Stough member sizing
Rough mechanical layout
Rough plumbing layout and fixture schedule
Rough electrical layout and fixture schedule
fix the size and configuration of the
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.805-543-4609 T-783 P.005/01.2 , F--247
Products:
• Building site improvement design development drawings
• Outline technical specifications with Part 1, General and Product Listing
• Product cut sheet binder
• Draft General Requirements of Construction
• Itemized construction cost estimate in CSI format
Meetings:
• One (1) design development kickoff mccting with Design Team, Agencies, and City
• One (1) meeting to present design development package to Agencies and City
Schedule: Five (5) weeks
TASK FS-4• CONSTRUaLON DOCUMENTATION CIPICATIONS AND CALCULATIONS
Approach:
RRM Design Group and our Consultant Team wi71 prepare construction documents and a construction_ cost
estimate. RRM assumes that the project will be designed using the 2000 CBC .as amended by the Cuy of
Vernon and other applicable and current local codes. The budding is required to meet the requirements of an
essential services facility as described in the State of California Essential Services Requirements. The
construction documents will include platys, materials, and systems specifications and engineering reports and
calculations. RRM Design Group anticipates submittals at 500/a, 90% and 1009/9 completion of construction
documents. The 50% submittal shall include 501/6 complete drawings and reports. The 90% submittal shall
include 90% complete drawings, reports and a cost estimate and will be submitted to the Building Dept for
Plan Check..
After review by the City the 90% plans (and any completed corrections in response to Agencies' review) shall
be submitted to the Building Department for building permit plan check Upon receiving plan_ check
comments, RRM and the Consultant Team will respond to plan check comments and resubmit for building .
petmic issuance. The plans incorporating both City plan check comments and Agencies' review comments
shall be considered the 1009/6 plan set.
Products:
• Complete building and site improvement construction drawings
• Complete technical specifications
• Complete equipment and material cut sheets
• Engineering calculations and Title 24 energy documentation
Final General Requirements of Construction
• Final construction cost estimate in CSI format
• Summary, of Maintenance and Operation Cost
• T-24 Energy .Analysis
Meetings:
One (1) construction document kickoff meeting with Design Team, Agencies, and City
One (1) 60% construction document meeting with Agencies and City
• One (1) meeting to present 90% construction document package to Agencies and City
Schedule: Twelve (12) weeks
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ASR FS-5• BMDTNG•AND CONSTRUCTIONS RVT ES
Approach:
During the bidding and construction process, speed and accuracy arc crucial With many disciplines in-house
and local, the RR1vI approach is to establish the means to quickly respond to contractors' requests as vrcU as
client -initiated revisions. During bid review and negotiations, the itemized cost estimate reports will serve as
a guideline for. adjustment, if needed, in the contract scope and amount.
Products:
• Clarifications and Addenda
• Product substitution review Qiwited to five total)
• Meeting minutes
• Written responses and graphic exhibits for supplemental instructions, cost rcgtuxt bulletins
• Submittal review
Change Order document review
• Construction progress review by Consultants as needed
• Submittal / shop drawing review
• Clarifications / field questions
• Review of Contractor Application for Payment
• Review of Change Orders / Architect's Supplemental Instructions, if necessary
• Record drawings
Meetin5os:
• Pre -bid meeting
• Pre -construction meeting at the site
• Twicc monthly on -site review of construction progress with 5eldxeports attended by Architect
Schedule: Six (6) weeks for bidding and forty-four (44) weeks for construction
TASK FS 6: CYEOTECHNICAL INVESTIGATION
Approach:
Our teams Geotech Consultant will provide geotechnical services to gather known information about the
site, obtain undisturbed soil samples (min, 3 borings), perform labotarory tests on the samples and provide
am engineering analysis of all field and lab data. This engineering analysis will discuss the site and underlying
soils as well as the seismicity of rbe site and associated seismic risks involved in developing the project at this
location. The Geotechnical Report will, provide soil profiles and sections, foundation and differential
settlement assumptions, lateral pressures, subsurface water elevations, suitability of on -site soils for backfill, a.
plot plan showing boring locations and soils beating pressure recommendations for different types of
foundations that may be appropriate.
Products: Geotechnical 1✓nginccring Report
Meetings: One (1): One meeting at site with Geotech Consult and City Building Dept. representative
Schedule: Four (4) weeks (concurrent with Schematic Design)
ju:4JAM rKvM-KKM Vesian Group 805-543-4609 T-784 P.00.iIOiF F-24?`
POLICE BATHROOMS/LOCgER ROOlV1S REMODEL
PROJECT UNDF RSTANDING
The City of Vernon Police Department wishes to completely remodel six (6) xestraoms and three (3) locker
rooms in the Department's Headquarters on Santa Fe Avenue in the City of Vernon. The scope of work is as
described on exhibits developed by Amcico Construction dated February 14, 2002 and provided to RRM by
the City.
Existing finishes, fixtures, lighting, and HVAC are to be completely removed from the spaces and replaced
with new finishes, ft cures, lighting, and HVAC. Existing walls are to be removed for the layout of new walls
in. some spaces.
Scope Of Work and Tasks
Task P-2: QrientatiornMorning
Approach:
Orientation Meeting to establish the goals and procedures for the remodel of the restrooms/locker rooms.
This meeting is envisioned to include the Design Team„ City Management and the Police Depa=ent
Management. At this meeting, we will determine the lines of project team communication, overall. goals for
the remodel as it pertains to budget, schedule and operational goals. In addition, operational constraints
during the renovations will be determined. An agenda will be used to provide consistency of topics among all
stations_ Meeting will be carefully facilitated to focus on discussions relating to finishes, fixtures, schedule,
and budges 0
Products: Meeting Notes
Meetings: One (1) meeting
Schedule: One (1) week_
Task P-2_ Verification of Existing Conditions
Approach:
As -Built Verification Survcy/Facility Assessment to identify and quantify, the existing facilities and conditions
for each space. This phase is based on the premise that existing drawings of each space exist and that we will
be verifying information as opposed to creating as -built plans. We will also arrange meetings with the Oty's
Building Department to review key code issues prior to beginning design. Each space will be measured,
photographed, and inspected to determine the existing condition of the space. Our time estimate is based on
the premise that e3dstingg drawings of each space exist and that we will be verifying information as opposed to
creating new plans. This information will be used to create the "as -built" plans of the buildings. These plans
will be used as a base set of plans for the proposed remodel. These plans will focus on the areas to be
effected by the remodel and will only confirm the spaces involved in this project. We will meet with the
Building Department to review requirements prior to beginning design.
Products: Plan, Elevation and Ceiling drawings of the e�cisting spaces in AutoCad format
Meetings: One (1) to arrange access to spaces for surveying
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Schedule: Two (2) weeks
Task P-3• Construction Documents/Bidding ollatruction Administtation
Approach:
Construction Documents/Bidding/Construction Administration Services. With the scope of the remodel for
each space fully known, and the existing conditions confirmed, materials and fixtures selections, construction
documents and specifications will be developed for use in Bidding and Construction of the remodels.
Construction .Administration services will also be provided during the construction phase of each project.
We anticipate attending three (3) meetings during Construction Documeatation as follows: one (1) meeting
at the kickoff of construction documentation, one (1) meeting at the mid -point of construction
documentation, and one (1) meeting to present the construction drawings for review and plan check. We
anticipate attending three (3) meetings during Construction Administration as follows: one (1) meeting at the
kickoff of construction, one (1) meeting three weeks after beginning of construction, and one (1) meeting to
prepare a "punch list" for the spaces when substantially comnletc.
Products:
Facility remodel construction documents, specifications and calculations.
RRM will provide technical specifications and will edit City's specifications Divisions 0 and 1 for bidding.
Final Cost Estimate
Interior finish selections will be presented for approval by City.
Temporary Facilities flan for use during the construction of the project.
Meetings: Three (3) meetings during Construction Documents to review finishes/fixtures/plans.
Three (3) meetings during Construction Administration
Schedule: Five (5) weeks `
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611b-543-4509 T-784 •P-011/0 2 F-24q
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RRM DESIGN GROUP
Architecture • Planning • Engineering • Surveying - Interiors - Landscape Architecture
-
EMPLOYEE RATES (HOURLY)
Principal
$130 to $175
Engineering Field Staff
Principal Planner, Architect, Licensed Surveyor, Civil / Traffic Engineer
$ 70 to $140
Licensed Surveyor
$ 75 to $110
Project Architect, Project Manager, Landscape Architect, Senior Planner,
2-person Surrey Crew
$125
Construction Services
$ 85 to $120
GPS / Robotic Survey Crew
$ 95
Surveyor, Associate Planner, CAD Operator
$ 50 to $ 85
Designer
$ s0 to $ 90
Prevailing Wage
Assistant Planner, Intern, Survey Tech I, Support Staff
$ 25 to $ 85
2-person Survey Crew
$170
GPS / Robotic Survey Crew
$125
Hourly rates vary according to employee experience and proficiency, and may be adjusted from time to time to reflect current costs and changes in -
employee classifications, HaxtF�*tt:ux>>p$a�tsrXrt �gpiFd4�it• Overtime, for
hourly employees 9 requested, shag be charged at 1.5x the standard hourly rate, depending upon the employee wage r►xlfiplier required by law.
RRM Design Group agrees to strive to perform the services set forth in this Agreement in accordance with generally accepted professional practice, as
applicable, in the same or similar localities, at the time the services are performed. RRM Design Group's services shag not be subject to any express or
implied warranties whatsoever.
sUBCONSULTANT EXPENSES. The fee for subconsultants of RRM Design Group is at actual cost plus 10% to cover our overhead and administrative
expenses. Typical subconsultants may include:
Structural Engineer Irrigation Consultant Geological Consultant
Mechanical Engineer Arborist Archaeological Consultant
Electrical Engineer Soils Consultant Traffic Consultant
Client recognizes that site and subsurface conditions may vary from those observed at the locations where borings, surveys or explorations are made, and
that site and subsurface conditions may change with time. Data, interpretations and recommendations by RRM Design Group will be based solely on
information. available to RRM Design Group from appropriate subconsultants, to the extent that RRM Design Grasp has rot produced such data,
interpretations or recommendations ftsetf. RRM Design Group shall be responsible for its data, interpretations and recommendations, but it will not be
responsible for other parties' interpretations or use of the information developed, or for information provided by others.
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TERMINATION, SUSPENSION OR ABANDONMENT. Failure of the Client to make payments to RRM Design Group when due in accordance with this
Agreement shag be considered substantial nonperformance and cause for termination. If the Client fails to make payment when due RRM Design Group for
services and expenses, RRM Design Group may, upon seven (7) days written notice. to the Client, suspend performance of services under this Agreement.
Unless payment in full is received by RRM Design Group within seven M days of the date of the notice, the suspension shall take effect without further
notice. In the event of a suspension of services, RRM Design Group shall have no liability to the Client for delay, damage, loss of agency approvals, loss of
financing, interest expenses, etc. caused the Client because of such suspension of service.
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3765 South Hi uera Street. Suite 102, San Luis Obispo, CA 93401 • Ph: (805) 5431794 • Fax 543-4609
131 Soufi Second Avenue, Oakdale, CA 95361 • Ph, (209) 847-1794 - Fax 847.2511
31831 Camino Capistrano, Franciscan Promenade, Suite 200, san Juan Ceplat 0, CA 92ti75 • Ph: (949) 608-4010 - Fax: W8-4009
1207 Vine Street, Suite G, Healdsburg, cA 95448 - Ph: (707) 437-o620 • Fax, 473-0625
• I- - -- 11.1m woo Iall uluup Hb-543-4609 T-784 P.01Z/0:1 •1i-147
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INSURANCE AND PROFESSIONAL LIABILITY, FIRM Design Group maintains insurance and will protect the Client from claims under the Workers'
Compensation laws and from General liability claiM for bo0j injury, death, or property damage wtuch may arise from the negligent performance of ARM
Design Group employees in the functions and services required under this Agreement_ It is understood that RRM Design Group does riot routinely provide
errors and omissions insurance although such insurance may be available, it requested, as an additional cost on a per -job basis-
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to the fullest extent permitted by law, neither party shall be liable to the other for any special, indirect or consequential damages.
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CLIENT RESPONSIBILITIES. The Client shall provide full information including a program setting forth the Client's design objectives, constraints, and
construction budget criteria as applicable.
The Client shall provide all information it has access to that relates to the site, the Project and may in any way bear upon the services of RRM Design
Group hereunder, including but not limited to, a legal description of the site, site survey, a site plan, the location of utilities and underground structures at the
site, previous geologic/geotechnical reports and any previous environmental assessments or audits. The Client shall obtain all necessary authorizations and
permits to allow RRM Design Group to have access to the site at reasonable times throughout its performance of this agreement. FIRM Design Group win
take reasonable precautions to minimize damage to the site, but unavoidable damage.or alteration may occur and Client agrees to assume responsibility for
the same. The Client agrees to assume responsibility for damages due to RRM Design Group's interference with subterranean stnrwkvw, such as pipes,
tanks and utility lines, that are not correctly shown on the documents provided to RRM Design Group by the Client or any third party.
:P3ti4kI*(bQMK*xR&]
If the Client observes or otherwise becomes aware of any fault or defect in the Project or nanconformanoe with the Contract Documents, prompt written
notice shall be given by the Client to RRM Design Group.
The Client shag fumish Information and shall review RRM Design Gawp work and provide decisions as expeditiously as necessary for the orderly
progress of the Project and of RRM Design Group's services.
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vroecservaAFonnslFor Review F=i41F Iht.A-l-Master (REV. 0"1-02)
3765 South Nuora Street, Suite 102, San Luis Obispo, CA 93401 - Ph: INS) SQ-1794 - Fax 6434609
131 South Second Avenue, Oakdale, CA 95361 - Ph: (209) 847-1794 - Fa)c 947-2511
31831 Camino Capistrano, Franciscan Promenade, Suite 200, San Juan Capistrano, CA 92675 • Ph: (949) 608-4010 • Fa)c 608-4009
1207 Vine Street, Suite G. Hlealdsburg, CA 95448 Pn: (707) 437-M • Fa)c 473-0625
•
EXHIBIT B
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
EXHIBIT B-1
VERNON FIRE STATION #2 REPLACEMENT AND
POLICE DEPARTMENT REMMODELING
FEE SCHEDULE
ARCHITECTURE AND ENGINEERING FEE SUMMARY
I
TASKS FEE FOR
ISERVICE5BASIC
Vernon Fire
Station No. 2 (FS)
Task
FS-1 -
Design Criteria Report
$
4,160.00
Task
FS-2 -
Schematic Design
$
24,349.00
Task
FS-3 -
Design Development
$
34,497.00
Task
FS-4 -
Construction Documents
$
81,975.00
Task
FS-5 -
Bidding/Construction
Services
$
33,694.00
Police Bathrooms/Locker Rooms Remodel
Task P-1 - Orientation Meeting $ 1,030.00
Task P-2 - Verify Existing $ 7,535.00
Conditions
Task P-3 - Con`Docs/Bidding $ 31,500.00
Construction Services
TASKS FEE FOR
OPTIONAL
SERVICES
Task FS-2 - Rendering $ 2,200.00
Task FS-6 - Geotechnical $ 10,200.00
Investigation/Report
TOTAL FOR ALL PHASES 1$231,140.00
The above Fee for the Fire Station Work Scope described is based on a
building and site construction budget of $1,622,000. If the Schematic
Cost Estimate results in a budget that exceeds the $1,622,000 by 10% or
more, the Scope and Fee for the remainder of the work will be
renegotiated to reflect the greater scope of work.
1
2
3
4
5
6
7
8
9
10
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22
23
24
25
26
27
28
EXHIBIT B-2
VERNON FIRE STATION #2 REPLACEMENT AND
POLICE DEPARTMENT REMMODELING
HOURLY RATES
RRM DESIGN GROUP
Title Bill Rate/Hr.
Architecture:
Principal-in-Charge/Project Architect $140.00
Project Manager $105.00
Landscape Architect $ 90.00
Assistant Project Manager $ 75.00
Technical Support $ 68.00
Executive Secretary $ 45.00
These rates are to be used to bill for the services rendered in
connection with this project by the individuals with the position
titles listed above, instead of the rates identified in Exhibit A-1.
��
1
2
3
4
5
CV
7
E:l
9
10
11
12
13
14
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16
17
18
19
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22
23
24
25
26
27
28
EXHIBIT B-3
VERNON FIRE STATION #2 REPLACEMENT AND
POLICE DEPARTMENT REMMODELING
REIMBURSABLE EXPENSES
City shall reimburse Consultant for incidental expenses incurred by
Consultant, or any subconsultant they may hire in the interest of this
Agreement, at actual cost plus ten percent (10%) to cover Consultant's
overhead and administrative expenses. Reimbursable expenses include,
but are not limited to, reproduction, postage and handling of drawings
and documents, long distance communications, fees paid to authorities
having jurisdiction over the Project, the expense of any additional
insurance requested by the City in excess of that normally carried by
Consultant or its subconsultants, and the following if authorized by
City: travel expenses for work outside of the CITY OF SAN LUIS OBISPO,
renderings and models, and the expense of overtime work requiring
higher than regular rates. Reimbursable automobile travel mileage will
be billed at the current IRS business standard mileage rate.
RRM DESIGN GROUP REPRODUCTIONS
Photocopies: $.20 per copy. All other types of Consultant
reproductions such as blueprinting, process camera, typesetting and
printing shall be billed at the local vendor's current rate plus ten
percent (10%) to cover Consultant's overhead and administrative
expenses.
M
EXHIBIT C
1 EXHIBIT C
2 INSURANCE SCHEDULE (CONSULTANT)
3
The Consultant shall provide proof of insurance, including a standard certificate of insurance, in at least
4 the following amounts and coverage (combined single limit permitted):
5 I. Coverage and Limits
6 Bodily Injury Property Damage
Hazards Each Person Each Accident Each Accident
7
Automobile Liability
8 Owned Automobiles $ 500,000 $1,000,000 $ 500,000
9 Hired Automobiles $ 500,000 $1,000,000 $ 500,000
Non -Owned Automobiles $ 500,000 $1,000,000 $ 500,000
10 Workers' Compensation $ Statutory
11. Employers' Liability $1 000 000 per employer
12 H. General and Professional Liability
13 General Liability $1,000,000 $2,000,000 $1,000,000
Premises Operations $1,000,000 $2,000,000 $1,000,000
14 Elevators (if applicable) $1,000,000 $2,000,000 $1,000,000
15 Independent Contractors $1,000,000 $2,000,000 $1,000,000
Products - Completed Operations $1,000,000 $2,000,000 $1,000,000
16 Contract Liability $1,000,000 $2,000,000 $1,000,000
Professional Liability $2,000,000 $2,000,000 $2,000,000
17
18 a. The general liability policy shall contain the following special endorsements which shall be noted on or
attached to the standard certificate of insurance:
19
1. An endorsement naming the City of Vernon, its officers, and employees as additional insureds under
20 the policy.
21 2. An endorsement providing the City of Vernon thirty (30) days notice of cancellation or material
reduction of coverage.
22 3. An endorsement providing coverage for all operations under this Agreement.
4. Such other endorsement as may be required by addendum hereto.
23
b. In addition to the standard certificate of insurance, proof of general and professional liability coverage
2 4 shall be furnished in the form checked below. Only certification of the following proofs will be
25 accepted:
26 X For each policy, a notarized letter from the underwriter or carrier certifying that the coverage and
statements in the standard certificate of insurance (attached thereto) are true and correct and that
2 7 the signator is an officer authorized to so certify.
28 — A copy of each policy certified by an officer of the underwriter or carrier and notarized.
EXHIBIT "C"
SUPPORTING
DOCUMENTS
CITY COUNCIL
LEONIS C. MALBURG
Mayor
THOMAS A. YBARRA
Mayor Pro—Tem
WM. 'BILL" DAVIS
Councilman
H. "LARRY" GONZALES
Councilman
W. MICHAEL MCCORMICK
Councilman
BRUCE V. MALKENHORST
City Administrator/City Clerk
FAX (323) 826-1438
Finance Committee
City of Vernon
Honorable Members:
CITY HALL
4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058
TELEPHONE (323) 583-8811
March 12, 2003
EDUARDO OLIVO
City Attorney
FAX: (562) 869-1883
KEVIN WILSON
Director of Community Services & Water
FAX: (323) 826-1435
KENNETH J. DeDARIO
Director of Utilities
FAX: (323) 826-1425
STEVEN E. PARKER
Fire Chief
FAX: (323) 826-1407
BRUCE W. OLSON
Police Chief
FAX: (323) 826-1481
The Community Services and Water Department is requesting that a
Professional Consulting Services Agreement with RRM Design Group be
approved for the replacement of Fire Station No. 2, the remodeling of
the Police Department. Approval of the agreement will terminate the
original agreement dated February 27, 2002 and Amendment No. 1. This
has been reviewed by the City Attorney and it is hereby recommended
that the Professional Consulting Services Agreement with RRM Design
Group be approved at a not -to -exceed cost of $231,140.00.
Very truly yours,
Bruce V. Malkenhorst
Director of Finance
BVM/gm
OF VgR�
G&IVELT 1NOJ
COMMUNITY SERVICES & WATER DEPARTMENT
OFFICE MEMORANDUM
TO: Bruce V. Malkenhorsstt, City Administrator
FROM: Samuel Kevin Wilsofi, Director of Community Services & Water
DATE: March 12, 2003
SUBJECT: AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES (FIRE
STATION NO.2 REPLACEMENT AND POLICE DEPARTMENT
REMODELING)
The City Attorney's office has prepared an agreement between the City and RRM Design
Group for Professional Consulting Services.for the replacement of Fire Station No. 2 and the
remodeling of the Police Department. As you may recall, the City has an agreement with RRM
Design Group for the remodeling and renovation of Fire Station No. 2. RRM conducted a seismic
evaluation which determined that the structural components of Fire Station No. 2 were not designed in
a way that would satisfy current structural requirements. The most recent design analysis and budget
estimates by RRM have indicated that it may be advantageous to completely replace Fire Station No.
2 rather than remodel the existing building.
The enclosed agreement terminates the original agreement along with Amendment No. 1.
It is recommended that City Council approve the agreement. The agreement has been
executed by RRM Design Group. Please place this item on the March 19, 2003 City Council agenda.
Thank you.
SKW/ca
A`
Enclosure
c: City Attorney
Chief Parker
Chief Olson
CITY COUNCIL
LEONIS C. MALBURG
Mayor
THOMAS A. YBARRA
Mayor Pro-Tem
WM. 'BILL" DAVIS
Councilman
H. "LARRY" GONZALES
Councilman
W. MICHAEL MCCORMICK
Councilman
BRUCE V. MALKENHORST
City Administrator/City Clerk
FAX (323) 826-1438
Finance Committee
City of Vernon
Honorable Members:
CITY HALL
4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058
TELEPHONE (323) 583-8811
May 9, 2002
EDUARDO OLIVO
City Attorney
FAX: (562) 869-1883
KEVIN WILSON
Director of Community Services & Water
FAX: (323) 826-1435
KENNETH J. DeDARIO
Director of Municipal Utilities
FAX: (323) 826-1425
STEVEN E. PARKER
Fire Chief
FAX: (323) 826-1407
BRUCE W. OLSON
Police Chief
FAX: (323) 826-1481
The Community Services and Water Department is requesting that an
amendment be made to the existing RRM Design Group Agreement, design
and construction administration for remodeling of Fire Station No. 2,
to include the design and construction for the remodeling of various
restrooms and locker rooms in the Police Department. The Community
Services and Water Department worked with a contractor on the plans
for this project; the results were inadequate and highly expensive.
This has been reviewed by the City Attorney and it is hereby
recommended that the RRM Design Group Agreement be amended to include
the Police Department project at an approximate cost of $37,000.00.
Very truly yours,
Bruce V. Malkenhorst
Director of Finance
BVMjgm
OMMUNITY SERVICES & WATER DEPARTMENT
OFFICE MEMORANDUM
TO: Bruce V. Malkenhorst, City Administrator
FROM: Samuel Kevin Wilson Director of Community Services & Water
DATE: May 6, 2002
SUBJECT: POLICE DEPARTMENT REMODEL
The Police Department has proposed to remodel various restrooms and locker rooms
within their area. The Community Services Department worked with a contractor to develop
plans for the remodel. However, given the scope of the work, estimated cost is $350,000, we felt
that the plans and specifications were inadequate to receive competitive bidding. City staff does
not have the expertise in-house to develop the required architectural drawings.
The City recently retained RRM Design Group to perform the design and construction
administration for the remodel of Fire Station No. 2. In selecting RRM Design Group for the
Fire Station project, the Community Services -Department issued a request for proposals, in
which RRM Design Group competed. RRM Design Group was selected as the most qualified
consultant. Their fees were competitive.
Rather than proceeding with an RFP to select an architectural firm to prepare plans for the
remodel of the Police Department restrooms, I am recommending that the City amend RRM
Design Group' agreement to include the remodel of the Police Department. Attached herewith is
a draft proposal from RRM Design Group. The proposed cost appears appropriate.
If you concur with my recommendation I will request the City Attorney's office to
prepare an amendment to the agreement. Thank you.
SKW/ca
Enclosures
�O y
V r ~
z�i
4
MR-11-02 10:31AM FR0M-RRM Design Group 805-543-4609 T-457 P.004/006 F-782
City of Vernon
meetings as follows- one (1) meeting at the kick-off of construction, one (1) meeting three weeks
after beginning of construction and one (1) meeting to prepare a "punch list' for the spaces when
substantially complete.
Approach:
• Documents based on exhibits developed by Amelco Construction dated 2/14/02 and
provided to RRM by the City and building codes.
• Documents include mechanical and electrical systems as required to achieve the
modifications.
Architectural and Engineering specifications and required calculations included.
Deliverables:
• Facility remodel construction documents, specifications and calculations.
• RRM will provide technical specifications and will edit City's specifications Divisions 0
and 1 forbidding.
• Final Cost Estimate
• Interior finish selections will be presented for approval by City.
Number of Meetings:
• One (1) meeting during Construction Documents to review finishes/fixtures.
• Three (3) meetings during Construction Administration
KEY STAFF
John Turtchin, AiA — Project Manager/Architect, C24085
John will serve as the Project Manager/Architect responsible for the all aspects of the project.
He will lead the building analysis and design efforts and will be your primary contact for the day-
to-day direction of the project. John is responsible for delivering the project on schedule. All
other key personnel will report directly to him.
Mike Scott — Technical Team Manager
Mike will be responsible for leading the technical support team and will be the primary Contact
for consultant coordination throughout the project.
Larry Myrick, Project Engineer — Mr. Myrick has been continuously involved in HVAC and
plumbing design for industrial, commercial, and municipal projects for 12 years. Mr. Myrick has
worked on b variety of projects including studies and designs for a wide range of office
buildings, fire stations, elementary and secondary schools, thermal storage systems, industrial
facilities, churches, computer facilities, and community buildings.
William A.. Thoma, P.E., Principal Engineer, EE 10767, C70 274276 — Mr. Thoma's
background with the family business and "hands-on" experience in the field has brought a
wealth of experience to the consulting practice. He has been the engineer of record for a wide
spectrum of fire station projects with RRM Design Group projects in which he has actively
participated in all phases.
Noel J. Fearon, Cost E,.stimator - Mr. Fearon has provided cost estimating services for many of
RRM's public safety projects, recently estimating the construction cost to within 1 % of the
construction bid. NJF offers a full range of professional construction cost management services
to architects, owners, and other construction professionals. Noel will work closely John Turtchin
to develop construction costs estimates at each phase described in the scope of work.
rA+2002 active projects\1002502 vemen fire station 2\police bathrooms\poliebatllremodelproposW-041102.doo
RRM Design Croup
,APR-11-02 10:32AM FROM-RRM Design Group 805-543-4600 T-457 P.005/006 F-T82
VERNON POLICE DEPARTMENT
RESTROOMS/LOCKER ROOMS REMODEL
ARCHITECTURE AND ENGINEERING
FEE SUMMARY
TASK
BASIC; .
SERVICES
Task A — Orientation Meebrn
1,030
Task B — E_WsUng Facility Stud
7 535
Task C— Construction Documents - Bidding
Construction Administration
$ 25,265
REIMBURSABLES
3,500
TOTAL FOR ALL PHASE$ w reimbursables
37 330
The above Fee for the Work Scope described is based on a building construction budget
of $336,248 as provided by the City of Vernon. If the Cost Estimate results in a budget
that exceeds the $336,248 by 10% or more, our Scope and Fee for the remainder of the
work will need to be renegotiated.
Please see attached Exhibit A-1 for reimbursable unit costs and a list of possible
expenses that will require reimbursement.
SERVICES NOT INCLUDED
1. Structural Analysis/Design of any proposed wall relocations. All wall relocations
are assumed to affect non -bearing walls only.
2. Energy Analysis of existing or proposed Mechanical, Ventilation, Electrical or
Plumbing systems beyond the requirements of CA Title -24.
3. Geotechnical Investigations
4. Hazardous Materials testing, reports or recommendations for removal
5. Surveying or topographic map
6. Utility investigation beyond those readily accessible from manholes, etc.
i. Destructive testing of existing facility
S. Meetings not specifically listed above
9. Record drawings
10. Construction Management
11. Temporary Facilities Plan
APR-11-02 10:32AM FROM-RRM Design Group 805-543-4600 T-45T P-006/008 F-782
.HOURLY RATES
These hourly rates are su6jec`t to change in May, annually, as a part of RRM's normal
business planning process. These rates may be subject to change once a year per this
schedule.
RRM DESIGN GROUP
Title Bill Rate / Hr.
Architecture
Principal -in -Charge $140.00-$160.00
Project Architect $100.00-$120.00
Project Manager $ 75.00-$100.00
Technical Support $ 55.00-$ 65.00
Secretary $ 45.00-$ 55.00
BRUMMEL, MYRiCK & AssoC►ATES — Mechanical Engineering
Title
Bill Rate / Hr.
Principal Engineer
$100.00
Mechanical Engineer
$ 85.00
Plumbing Engineer
$ 70.00
Technician
$ 60.00
CAD Operator
$ 55.00
THOMA ELECTRIC, NO. — Electrical Engineering
Title
Bill Rate / Hr.
Professional Electrical Engineer
$100.00
Project Manager
$ 90.00
Electrical Designer
$ 85.00
Draftsperson
$ 55.00
Secretarial
$ 55.00
NOEL FEARON — COST Estimating
Title
Bill Rate / Hr.
Cost Consulting Principal
$ 80.00
R:\+2002 Active Projects\1002502 Vernon Fire Station 2\Police-Bathroans\poiicBathRemodelFeepage-041102.doc
Qc,T 7002
� -y ;► v ° FIRE DEPARTMENT
INTER OFFICE COMMUNICATION
To: Bruce Malkenhorst, Sr. City Administrator
From: Steve Parker, Fire Chief
Date: September 30, 2002
RE: FIRE STATION #2 REHAB
Issue:
Most recent design analysis and budget estimates by RRM Design
Group has indicated that it may be advantageous to completely replace Fire
Station #2 rather than rehab the existing building.
Background:
• In May 2001, shortly after I arrived as Fire Chief, a brief design and
construction cost projection was made for budgeting purposes. The
projection came in at just under $1 M. With other miscellaneous costs
in other parts of the budget the total for the rehab estimate was
$1,070,000.
• August 2002: RRM Design Group was hired and completed a full
conceptual project estimate for rehab at $1.62M.
• September 2002: Further discussions were held with the architects
regarding the options of complete replacement based on the potential
problems and contingencies with rehabbing a 40-year old building.
The conceptual project estimate for replacement was $2.2M.
• Note: All estimates are based on the exiting square footage. A minor
increase in square footage would be expected with a full replacement
in order to accommodate the most effective design. One concept is to
relocate the Battalion Chief office into Fire Station #2. Cost of
construction for full replacement is $185 per square foot.
Analysis:
• May 2001 estimate was very basic and focused primarily on "hard"
construction costs not including many "soft" costs such as furnishings,
equipment, on -site improvements, and fees.
• Far more problems arise that are not anticipated during construction
for rehabbing a 40-year-old building.
• There will be areas still compromised after a rehab that do not meet
current code standards.
o Stairways will not be to code standard.
o Cantilever front of building a major problem. Key contingency
issue during construction.
o Seismic study. Spend $97K and still not be exactly to code.
• Plumbing is a major contingency issue.
• Roof is at minimum acceptable standards, and not to current accepted
design.
• Many other contingencies encountered when "opening up" a 40-year-
old building to rehab construction.
Recommendation:
I recommend the complete replacement of Fire Station #2 based upon
the age and condition of the building, and the high contingency factor for
reconstruction. A complete replacement allows us to start with a clean slate
and design and build a state of the art Fire Station to best meet the future
needs of the Fire Department and City.
If the replacement option were approved, an amendment would be
needed to the agreement with RRM Design Group to reflect our decision.
The existing budget for FY02/03 would not be affected. The increased
construction costs would be budgeted in FY03/04.
Gc: K. Warr
CITY COUNCIL
LEONIS C. MALBURG
Mayor
THOMAS A. YBARRA
Mayor Pro-Tem
WM. 'BILL" DAVIS
Councilman
H. "LARRY" GONZALES
Councilman
W. MICHAEL MCCORMICK
Councilman
BRUCE V. MALKENHORST
City Administrator/City Clerk
FAX (323) 826-1438
CITY HALL
4305 SANTA FE AVENUE, VERNON, CALIFORNIA 90058
TELEPHONE (323) 583-8811
March 31, 2003
RRM Design Group
Attn: Mary McGrath, Senior Vice President
3765 S. Higuera Street, Suite 102
San Luis Obispo, CA 93401
EDUARDO OLIVO
City Attorney
FAX: (562) 869-1883
KEVIN WILSON
Director of Community Services & Water
FAX: (323) 826-1435
KENNETH J. DeDARIO
Director of Utilities
FAX: (323) 826-1425
STEVEN E. PARKER
Fire Chief
FAX: (323) 826-1407
BRUCE W. OLSON
Police Chief
FAX: (323) 826-1481
Re: Agreement for Professional Consulting Services (Fire Station No. 2
Replacement and Police Department Remodeling)
Dear Ms. McGrath:
The insurance requirement has been met. Transmitted herewith is an
original copy of the above referenced agreement approved by the Vernon
City Council on March 19, 2003.
If you have any questions regarding this matter, please call Mr.
Samuel Kevin Wilson at (323) 583-8811 ext. 245.
Very truly yours,
(A-11
Nelly Giron
Assistant to the
Chief Deputy City Clerk
NG/gm
CC: Samuel Kevin Wilson
Steve Parker
Dolores Fonseca
Resolution No. 8170
Agreement No. 03-028