Resolution No. 8270..
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RESOLUTION NO. 8270
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE EXECUTION OF
AN AMENDMENT NO. ONE TO THE AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES BY AND BETWEEN THE
CITY OF VERNON AND RRM DESIGN GROUP
WHEREAS, on March 19, 2003, the City Council of the City of
Vernon adopted Resolution No. 8170 approving and authorizing the
execution of an Agreement For Professional Consulting Services (the
"Agreement") with RRM Design Group ("RRM") for architectural and
engineering services relating to the reconstruction of Vernon Fire
Station No. 2 and the remodeling of the Police Department restrooms
and locker rooms; and
WHEREAS, the City desires to expand the existing scope of
services with RRM to provide for additional work tasks and
compensation for the remodeling of the locker and shower area in the
Public Works building; and
WHEREAS, in accordance with Sections VII and XI.8 of the
Agreement, the City of Vernon and RRM desire to amend the Agreement to
incorporate changes to the scope of services and the adjustment of
compensation and completion time required therefor; and
WHEREAS, by letter dated August 21, 2003, Bruce V.
Malkenhorst, City Administrator/City Clerk, recommended that Amendment
No. One to the existing Agreement with RRM be approved and executed.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
,ITY 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
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and correct.
SECTION 2: The City Council of the City of Vernon hereby
approves the Amendment No. One to the Agreement for Professional
Consulting Services with RRM, a copy of which is attached hereto as
Exhibit "A" and made a part hereof.
SECTION 3: The City Council of the City of Vernon hereby
authorizes the Mayor and the City Clerk to execute said Amendment for,
and on behalf of, the City of Vernon.
SECTION 4: The City Council of the City of Vernon hereby
directs the City Clerk, or his designee, to send one fully executed
Amendment to:
RRM Design Group
Attn: Mary Mcgrath, Senior Vice President
3765 S. Higuera Street, Suite 102
San Luis Obispo, CA 93401
SECTION 5: 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 16th day of July, 2003.
ATTEST:
BRUCE V. MALKENHORST, City Clerk-
L ONIS C. MALBUR 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.
8270, was duly adopted,by the City Council of the City of Vernon at an
adjourned regular meeting of the City Council duly held on Wednesday,
August 27, 2003, and thereafter was duly signed by the Mayor of the
City of Vernon.
( SEAL )
BRUCE V. MALKENHORST, City Clerk
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EXHIBIT
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.AMENDMENT NO. ONE TO THE
AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES
FIRE STATION NO. 2 REPLACEMENT AND POLICE DEPARTMENT REMODELING
THIS AMENDMENT NO. ONE TO THE AGREEMENT FOR PROFESSIONAL
CONSULTING SERVICES (FIRE STATION NO. 2 REPLACEMENT AND POLICE
DEPARTMENT REMODELING).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 August, 2003.
BY AND BETWEEN THE CITY OF VERNON, a municipal
corporation (hereinafter referred
to as the "City")
4305 Santa Fe Avenue
Vernon, California 90058
AND 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 March 19, 2003
(hereinafter referred to as the "Agreement") for architectural and
engineering services relating to 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 amend the
Agreement to provide for additional work tasks and compensation for the
remodeling of locker and shower area in .the Public Works building.; and
WHEREAS, Section VII of the Agreement allows for changes and
additions to the services to be performed by Consultant, the scope of
the Agreement and the adjustment of compensation and completion time
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required thereof; and
WHEREAS, Section XI.8 of the Agreement provides for
amendments and modifications to the Agreement.
NOW, THEREFORE, IN CONSIDERATION OF THESE MUTUAL COVENANTS,
THE PARTIES HERETO AGREE AS FOLLOWS:
SECTION 1: In addition to the services outlined in the
SCOPE OF SERVICES section of the Agreement, Consultant shall perform
the remodeling services for locker and shower area in the Public Works
building as detailed in the June 6, 2003 Proposal, a*copy of which is
attached hereto as Exhibit "A-1" and incorporated -herein by reference.
The tasks in the June 6, 2003 Proposal include:.Task PW-1, orientation
meeting;"Task PW-2, verification of existing conditions; and Task PW-3,
construction documents/bidding construction administration. All such
work tasks undertaken by Consultant shall be on an as -needed basis and
shall be completed at the direction of the City. Services not included.
in the June 6, 2003 Proposal are: in depth generation of "As -Built"
plans; hazardous materials testing, reports or recommendations for
removal; design, specification and/or purchasing of furnishings and
specialty equipment such as phone equipment, alarm systems, data
systems, security systems and similar owner -purchased items; surveying
or topographic map; utility investigation beyond those readily
accessible from manholes, etc.; meetings not specifically listed; and
construction.management.
SECTION 2: In addition to the compensation to be paid to
Consultant outlined in the COMPENSATION section of the Agreement, the
City will pay Consultant for the remodeling of the Public Works
building locker and shower area under this Amendment No. One a sum not
to exceed Fifty -Three Thousand One Hundred Dollars and No Cents
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($53,100.00), including reimbursable and reproduction expenses as
identified in Exhibit B-3 of the Agreement. Consultant shall be paid
in accordance with the Per Task Fee Schedule which is attached hereto
as Exhibit B-4 and incorporated herein by this reference as though
fully set forth at length. If changes or extra services are requested
by the City pursuant to Section 6 of the Agreement, then the City shall
pay for those services on either an agreed upon price or on a time -and -
material basis according to the hourly rate identified in Exhibit B-2
of the Agreement.
SECTION 3: The City will pay Consultant for work .done on
the Public Works building on a time -and -materials basis according to
the hourly rates set forth in Exhibit B-2 of the Agreement. Any other
expenses for work done on the Public Works building not identified in
the Amendment No. One may only be billed if advance written approval
has been obtained from the City Administrator.
SECTION 4: In all other respects, the terms and conditions
of the Agreement shall be renewed in its entirety.
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IN WITNESS WHEREOF, City and Consultant have executed this
Amendment as of the date first hereinabove set forth.
ATTEST:
BRUCE V. MALKENHORST, City Clerk
APPROVED AS TO FORM:
EDUARDO OLIVO, City Attorney
CITY OF VERNON
By:
LEONIS C. MALBURGi'Mayor
�Rj�R,M DESIGN GROUP
By: V'L
Name: G'
Title: Y V10, PV-4Sjdwt
By:
Name:
Title: Cpv�Gy
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EXHIBIT A-1
CITY OF VERNON
Fire Station No. 2 Replacement and
Police Department Bathrooms/Locker Room Remodel
Public Works Locker/Shower Remodel
June 6, 2003
PUBLIC WORKS LOCKER/SHOWER REMODEL
PROJECT UNDERSTANDING
The City of Vernon Public.Works Department wishes to completely remodel their existing locker and shower
room and include the addition of a women's locker and shower area. Included in the scope of work is the
replacement of the existing kitchenette including replacement of cabinets, plumbing fixtures and range
oven/microwave, new floor coverings in all spaces of Locker/Shower Room building (2 .offices, lobby,
kitchenette/lunch room, pump room and mechanical room), paint all existing buildings exteriors (5 buildings
total). Paint all interior spaces of Locker/Shower Room building and remove and replace existing storefront
along west side of the building. The south-west door at the pump room in the Locker/Shower building shall
be removed and the opening sealed off.
Existing finishes, fixtures, lightiq& and HVAC are to be completely removed from the locker/shower areas
and replaced with new finishes, fixtures, lighting; and HVAC. Existing walls are to be removed for the layout
of new walls in some spaces. Existing finishes in all other areas are to be removed and replaced.
SCOPE OF WORK AND TASKS
Task PW-L• Orientation Meeting
Approach:
Orientation meeting to establish the goals and procedures for the remodel of the restrooms/locker
rooms/kitchenette and yard buildings exterior refinish. This meeting is envisioned to include the Design
Team, City Management, and the Public Works 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 budget
Products: Meeting Notes
Meetings: One (1) meeting
Schedule-, One (1) week
Task PW 2: Verification of Existing Conditions
Approach:
As -Built. Verificadon Survey/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 City'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. This informadon will be used
RRM DESIGN GROUP
Page 1 of 2
CITY OF VERNON
Fire Station No. 2 Replacement and
Police Department Bathrooms/Locker Room Remodel
Public Works Locker/Shower Remodel
June 6, 2003
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 Reflected Ceiling drawings of the existing spaces in AutoCAD format
Meetings: One (1) to arrange access to spaces for surveying
Schedule: Two (2) weeks
Task PW-3: Construction Documents/Bidding/Construction Administration
Approach:
With the scope of the remodel for each space fi&y 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
Documentation 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 complete.
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 Plan 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 (not including Construction period)
v/100M\pmp=ANcw Bldg F m Station-Polim-Swpe do T2sks-OLK03
RRM DESIGN GROUP
Page 2 of 2
EXHIBIT B-4
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EXHIBIT B-4
PUBLIC WORKS LOCKER/SHOWER REMODELING
PER TASK FEE SCHEDULE
ARCHITECTURE AND ENGINEERING FEE SUMMARY
TASK
FEE
1N0�g -,.... ..... --------
EM--
PUBLIC WORKS REMODEL BASIC SERVICES
Task PW-1 - Orientation Meeting
1,438.00
Task PW-2 - Verification of Existing
$
6,250.00
Conditions
Task PW-3 - Construction Documents/
$
41,412.00
Bidding Construction
Administration
TOTAL BASIC SERVICES
$
49,100.00
4 1-0
PUBLIC WORKS REMODEL REIMBURSABLES
Public Works Reimbursable Budget
$
4,000.00
EKE
BEER M= 1: 1-101110=0 NINE,
0,
X. XEN.".
g
TOTAL FEE FOR BASIC SERVICES AND
$
53,100.00
REIMBURSABLES FOR ALL PHASES
EXHIBIT B-4
SUPPORTING
DOCUMENTS
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AMENDMENT NO. ONE TO THE
AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES
(FIRE STATION NO. 2 REPLACEMENT AND POLICE DEPARTMENT REMODELING
THIS AMENDMENT NO. ONE TO THE AGREEMENT FOR PROFESSIONAL
CONSULTING SERVICES (FIRE STATION NO. 2 REPLACEMENT AND POLICE
DEPARTMENT REMODELING) 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 Aa4ust, 2003.
BY AND BETWEEN
THE CITY OF VERNON, a municipal
corporation (hereinafter referred
to as the "City")
4305 Santa Fe Avenue
Vernon, California 90058
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 March 19, 2003
(hereinafter referred to as the "Agreement") for architectural and
engineering services relating to 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 amend the
Agreement to provide for additional work tasks and compensation for the
remodeling of locker and shower area in the Public Works building; and
WHEREAS, Section VII of the Agreement allows for changes and
additions to the services to be performed by Consultant, the scope of
the Agreement and the adjustment of compensation and completion time
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11required thereof; and
WHEREAS, Section XI.8 of the Agreement provides for
amendments and modifications to the Agreement.
NOW, THEREFORE, IN CONSIDERATION OF THESE MUTUAL COVENANTS,
THE PARTIES HERETO AGREE AS FOLLOWS:
SECTION 1: In addition to the services outlined in the
SCOPE OF SERVICES section of the Agreement, Consultant shall perform
the remodeling services for locker and shower area in the Public Works
building as detailed in the June 6, 2003 Proposal, a copy of which is
attached hereto as Exhibit "A-1" and incorporated herein by reference.
The tasks in the June 6, 2003 Proposal include: Task PW-1, orientation
meeting; Task PW-2, verification of existing conditions; and Task PW-3,
construction documents/bidding construction administration. All such
work tasks undertaken by Consultant shall be on an as -needed basis and
shall be completed at the direction of the'City. Services not included
in the June 6, 2003 Proposal are: in depth generation of "As -Built"
plans; hazardous materials testing, reports or recommendations for
removal; design, specification and/or purchasing of furnishings and
specialty equipment such as phone equipment, alarm systems, data
systems, security systems and similar owner -purchased items; surveying
or topographic map; utility investigation beyond those readily
accessible from manholes, etc.; meetings not specifically listed; and
1construction management.
SECTION 2: In addition to the compensation to be paid to
Consultant outlined in the COMPENSATION section of the Agreement,, the
City will pay Consultant for the remodeling of the Public Works
building locker and shower area under this Amendment No. One a sum not
Ito exceed Fifty -Three Thousand One Hundred Dollars and No Cents
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($53,100.00), including reimbursable and reproduction expenses as
identified in Exhibit B-3 of the Agreement. Consultant shall be paid
in accordance with the Per Task Fee Schedule which is attached hereto
as Exhibit B-4 and incorporated herein by this reference as though
fully set forth at length. If changes or extra services are requested
by the City pursuant to Section 6 of the Agreement, then the City shall
pay for those services on either an agreed upon price or on a time -and -
material basis according to the hourly rate identified in Exhibit B-2
of the Agreement.
SECTION 3: The City will pay Consultant for work done on
the Public Works building on a time -and -materials basis according to
the hourly rates set forth in Exhibit B-2 of the Agreement. Any other
expenses for work done on the Public Works building not identified in
the Amendment No. One may only be billed if advance written approval
has been obtained from the City Administrator.
SECTION 4: In all other respects, the terms and conditions
of the Agreement shall be renewed in its entirety.
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IN WITNESS WHEREOF, City and Consultant have executed this
Amendment as of the date first hereinabove set forth.
ATTES f
v
BRUCE V. MALKENHORST, City Clerk
APPROVED AS TO FORM:
EDUARDO OLIVO, City Attorney
CITY OF VERNON
By:
t ONIS C. MALBUR Mayo
R/R�M DESIGN GROUP
By:
Name • L•
Title: Y t Y•t
By:
Ll
Name: f/� .���✓�
Title: C�v�GJo
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EXHIBIT A-1
CITY OF VERNON
Fire Station No: 2 Replacement and
Police Department Bathrooms/Locker Room Remodel
Public Works Locker/Shower Remodel
June 6, 2003
PUBLIC WORKS LOCKER/SHOWER REMODEL
PROJECT UNDERSTANDING
The City of Vernon Public Works Department wishes to completely remodel their existing locker and shower
room and include the addition of a women's locker and shower area. Included in the scope of work is the
replacement of the existing kitchenette including replacement of cabinets, plumbing fixtures and range
oven/microwave, new floor coverings in all spaces of Locker/Shower Room building (2 offices, lobby,
kitchenette/lunch room, pump room and mechanical room), paint all existing buildings exteriors (5 buildings
total). Paint all interior spaces of Locker/Shower Room building and remove and replace existing storefront
along west side of the building. The south-west door at the pump room in the Locker/Shower building shall
be removed and the opening sealed off.
Existing finishes, fixtures, lighting, and HVAC are to be completely removed from the locker/shower areas
and replaced with new finishes, fixtures, lighting, and HVAC. Existing walls are to be removed for the layout
of new walls in some spaces. Existing finishes in all other areas are to be removed and replaced.
SCOPE OF WORK AND TASKS
Task PW-L• Orientation Meeti ff
Approach:
Orientation meeting to establish the goals and procedures for the remodel of the resttooms/locker
rooms/kitchenette and yard buildings exterior refinish. This meeting is envisioned to include the Design
Team, City Management, and the Public Works 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 budget
Products: Meeting Notes
Meetings: One (1) meeting
Schedule:. One (1) week
Task PW--2: Verification of Existing Conditions
Approach:
As -Built Verification Survey/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 City'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. This information will be used
RRM DESIGN GROUP
Page 1 of 2
CITY OF VERNON
Fire Station No. 2 Replacement and
Police Department Bathrooms/Locker Room Remodel
Public Works Locker/Shower Remodel
June 6, 2003
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 Reflected Ceiling drawings of the existing spaces in AutoCAD format
Meetings: One (1) to arrange access to spaces for surveying
Schedule: Two (2) weeks
Task PW-3: Construction Documents/Biddin /Construction Administration
Approach:
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
Documentation 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 complete.
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 Plan 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 (not including Construction period)
v/1002502\proposal\New Bldg Fire Station-Polico-Scope & T2sks-01.08.03
RRM DESIGN GROUP
Page 2 of 2
EXHIBIT B-4
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EXHIBIT B-4
PUBLIC WORKS LOCKER/SHOWER REMODELING
PER TASK FEE SCHEDULE
ARCHITECTURE AND ENGINEERING FEE SUMMARY
TASK
FEE
PUBLIC WORKS
REMODEL BASIC SERVICES
Task PW-1 -
Orientation Meeting
$
1,438.00'
Task PW-2 -
Verification of Existing
$
6,250.00
Conditions
Task PW-3 -
Construction Documents/
$
41,412.00
Bidding Construction
Administration
TOTAL BASIC
SERVICES
$
49,100.00
PUBLIC WORKS REMODEL REIMBURSABLES
Public Works Reimbursable Budget $ 4,000.00
:.::.:.::..:.:::::::..::::..::::.:::::.::::::::.:::::::::::.::::::::::::::::::............
TOTAL FEE FOR BASIC SERVICES AND $ 53,100.00
REIMBURSABLES FOR ALL PHASES
EXHIBIT B-4
CITY OF VERNON
COMMUNITY SERVICES DEPARTMENT
AGREEMENT EXTRA ORDER NO. 5 SUPPLEMENT NO. SHEET 1 OF I SHEETS
PROJECT: Professional Consulting Services Agreement P.O. NO. 369
TO: RRM Design Group CONTRACTOR
REQUESTED BY: City
You are hereby directed to make the herein described changes from the plans and specifications or do the following described
work not included in the nlans and specifications on this contract.
EXTRA WORK AT AGREED PRICE
The City of Vernon herein approves the addition of fees according to your proposal dated_ January 4, 2007 for
additional work to be performed as follows:
Provide consultant services for construction according to the original agreement from January 4, 2007
through March 30, 2007 at a total cost of twelve thousand dollars ($12,000.00).
No other adjustment of compensation will be allowed for this change.
Contract Amount (Base Bid)
$
304,740.00
Amount of This Change Order
....... ...
$
12,000.00
Amount of Previous Change Orders
$
52 310.00
Total Amount of Change Orders
$
64,310.00
Modified Contract Amount
... ............
$
369,050.00
By reason of this order the time of NO d nt
completion will be adjusted as follows:
Approved: Date: z • 13-07
ector of Co unity Services & Water
We, the undersigned Consultant, have given careful consideration to the change proposed and hereby agree, if this proposal is approved that we will provide all
equipment, furnish all materials, except as may otherwise be noted above, and perform all services necessary for the work above specified, and will accept as full
payment therefore the prices shown above.
-o�wAccepted: Date: Consultant:
By:' -�J�� ��Y�— Title: ) 4 . t
1 l )
RRM Design Group
31831 Camino Capistrano, Ste. 200
San Juan Capistrano, CA 92675
P: (949) 488-0933
F: (949) 488-0316
www.rrmdesign.com
f
Dear Woody:
January 4, 2007
Woody Natsuhara
City of Vernon
4305 Santa Fe Avenue
Vernon, CA 90058
Re: Additional Services
rbi P
ctr tir en�rlt ref � WON"
Below please find our formal request for Additional Services for the Vernon Fire Station No. 2,
Police Department and Public Works Remodel projects. Currently the proposed construction
length is scheduled to go through the month of March. This is over the original 12 months
scheduled for construction administration services. Therefore we are requesting additional
compensation to cover the costs associated with the extended construction length in the
following amount:
• Additional Construction Administration (to be billed as Task FS-5.3): $12,000
The additional construction administration support will start in January and run through March.
If you have any questions please feel free to contact me.
Sincerely,
RRM DESIGN GROUP
Don Iler
Manager, Public Safety Services
RAM/alw
Authorized Client Representative
COMMUNITY PUBLIC SAFETY I RECREATION I EDUCATION I URBAN
ARCHITECTS I ENGINEERS I LANDSCAPE ARCHITECTS I PLANNERS I SURVEYORS
A California Corporation I Victor Mantgemery, ArchitectIC11090 I Jerry Michael, PE 136895, LS 162761 Jeff Ferber, LA I2844
°Fv��'L RECEIVED
FEB - 6 20071
Community Services
COMMUNITY SERVICES & WATER DEPARTMENT
OFFICE MEMORANDUM
TO: Eric Fresch, Acting City Administrator
FROM: Samuel Kevin Wilson; llirector of Community Services & Water
DATE: January 11, 2007
SUBJECT: Fire Station No. 2 Replacement, Police Department and Public Works Building
Remodel — RRM Design Group — Contract Change Order No. 5
The construction of the Fire Station No. 2 and Police Building Remodel portions of Contract
No. 582 will be extended due to additional time allotted to the contractor for extra work and allowable
delay days. It is estimated that the project will extend into March 2007 and the services of the design
firm, RRM Design Group will be required for the review and clarification of the plans and
specifications. RRM Design Group requests an additional $12,000.00 for the three month extension
of time. The cost has been verified as the cost that will be expended by the consultant to complete the
review, clarification of the plans and close out of this project. I recommend that we approve Change
Order No. 5 to the contract of RRM Design Group for this work. Please approve and schedule for
City Council approval.
SKW/sn
Enclosure
09- o-7°Z
CITY OF VERNON`��
COMMUNITY SERVICES DEPARTMENT
AGREEMENT EXTRA ORDER NO. 6 SUPPLEMENT NO. SHEET 1 OF I SHEETS
PROJECT: Professional Consulting Services Agreement P.O. NO. 369
TO: RRM Design Group CONTRACTOR
REQUESTED BY: City
You are hereby directed to make the herein described changes from the plans and specifications or do the following described
work not Included in the nlnns nnrl cnarifwnt;nne nn th;� ,try
EXTRA WORK AT AGREED PRICE
The City of Vernon herein approves the addition of fees according to your proposal dated March 15, 2007 for
additional work to be performed as follows:
Architectural work for the remodel of City Hall offices on the 3rd floor as outlined on the proposal dated
March 15, 2007 for a cost of $55,120 plus a not to exceed $8,000 for reimbursables totaling $63,120
Contract Amount (Base Bid) .. $ 304,740.00
Amount of This Change Order .... .. . .. . ....... $ 63,120.00
Amount of Previous Change Orders $ 64,310.00
Total Amount of Change Orders ............................... $ 127,430.00
Modified Contract Amount .. $ 432,170.00
By reason of this order the time of
completion will be adjusted as follows:
Approved: Date: Zd:g -!�7
D4jir'MVri y Services & Water
We, the undersigned Consultant, have given careful consideration to the change proposed and hereby agree, if this proposal is approved that we will provide all
labor, equipment and materials, including overhead, except as may otherwise be noted above, and perform all services necessary for the work above specified, and
will accept as full payment therefore the prices shown above.
Accepted: Date: Consultant: '0�0
By: Title: l /lC
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City of Vernon
CITY HALL 3RD FLOOR OFFICE REMODEL
March 15, 2007
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PROJECT UNDERSTANDING
The City of Vernon wishes to remodel the third floor of their City Hall offices to consolidate
their Light and Power divisions which will include light office storage, private offices, open
office space and evaluation and recommendations on existing HVAC and electrical power
requirements at the third floor.
Included in the scope of work is design/specifications for new finishes (carpet, base, paint,
ceiling grids and tiles), light fixtures, electrical and HVAC reconfiguration. The reuse of (E)HVAC
units will be a goal for the remodel.
SCOPE OF WORK AND TASKS
PLANNING PHASE
TASK A: Orientation Meeting/Schematic Design
Approach:
Meet with City personnel to determine project goals, constraints and develop/verify space
planning based on City of Vernon goals, and produce a conceptual floor plan. Three sub -tasks
are anticipated for Task A as follows:
Task A.1: Orientation and Programming
Orientation meeting to establish the goals and procedures for the remodel of the third floor of
the City Hall office spaces and requirements. This meeting is envisioned to include the Design
Team, City Management, and pertinent City of Vernon staff. 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. Meeting will be carefully -facilitated to focus on discussions relating to space
planning, finishes, fixtures, schedule, and budget.
Task A.2: Verification and (E) Base Drawings
Verification Survey/Facility Assessment to identify and quantify the existing facilities and
conditions for each space, Drawings are not available in CAD and will be generated by RRM
based on existing drawings provided by the City; we will be generally verifying information as
opposed to creating as -built plans. Each space will be photographed and inspected to
determine the existing condition of the space. Structural columns and exterior perimeter walls
will be field verified for locations only; all other interior walls will be visuallylinspected for
general conformance to City provided as -built drawings.
Task A.3: Conceptual Design
This phase will incorporate review comments from previous sub tasks into the drawings to,
create a basis for start of Construction Documents. This information along with CAD drawings
prepared previously will be used to create the existing and demolition plans of the space. These
plans will be used as a base set of plans for the proposed remodel. These plans will focus on
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the areas to be affected by the remodel and will only confirm the spaces involved in this
project.
Products:
Floor Plans, (E) and Revised Floor Plans
Meetings:
Three (3) meetings
Schedule:
Three (3) weeks
DESIGN PHASE
TASK B: Construction Documents
Approach:
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 along with Building Department approvals for use in Bidding and Construction of the
remodel
It is anticipated that the design team will respond to plan check comments generated out of
first plan check. Any additional comments beyond first plan check comments will be billed on
an hourly basis.
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.
• Provide conceptual opinion of probable construction cost
• Interior finishes to match existing
• 90% plans and specifications for Building Department submittal
• 100% plans and specifications for Bidding and Construction addressing comments from the
Building Department.
Meetings: None
Schedule: Four (4) weeks
CONSTRUCTION PHASE
TASK C: Bidding/Construction Administration
Approach:
Construction Administration and Bid Negotiating assistance services will be provided during the
construction and bidding of the project. We anticipate attending six (6) meetings during this
phase as follows: one (1) meeting at pre -bid conference, one (1) meeting at the kickoff of
construction, three (3) meetings during the course of construction and one (1) meeting to
prepare a 'punch list' for the remodeled spaces when substantially complete. It is anticipated
that construction will last six (6) months. This phase will be billed as an hourly not -to -exceed
rate as shown on the attached Fee Summary page.
Products: RFI's, Addendums, Shop Drawing Review, Substantial Completion
Documentation, Punch List
Meetings: Six (6) meetings for Construction Observation and kick-off meeting, Bidding and
project punch list.
Schedule: Estimated six (6) months for construction
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City of Vernon
CITY HALL 3RD FLOOR OFFICE REMODEL
s
�l March 15, 2007
COST SUMMARY FOR BASIC SERVICES
TASKS FEES
Planning Services
Task A.1 Orientation and Programming $ 3,120
Task A.2 Site Review and Demolition Base $ 7,560
Drawings
Task A.3 Conceptual Design $ 5,840
Design and Construction Services
Task B Construction Documents r _ $ 26,100
Task C Construction Administration $ 12,500
(Hourly)
Basic Services Fee Subtotal (Tasks A-C): *$ 55,120
*Not including reimbursables.
Reimbursable budget to be $8,000. RRM Design Group reimbursable expenses shall include
photocopies at $.20 per copy. All other types of RRM Design Group reproductions such as
blueprinting, process camera, typesetting, mileage and printing shall be billed at the local
vendor's current rate plus 10% to cover our overhead and administrative expenses.
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rrm. r ; t . group
creating environments people enjoy"'
RRM Design Group
Principal
$125 to $225
Manager (Work Group or Market Sector)
$120 to $160
Principal Planner, Project Manager, Principal Landscape Architect, Surveying Supervisor
$1 00to $140
Senior Architect, Sr. Designer, Sr. Construction Administrator, Sr. Landscape Architect, Sr. Planner,
,Sr., Civil Designer, Sr. Engineer, Sr. Party Chief, Sr. Land Surveyor
$80 to $120
Architect, Landscape Architect, Licensed Engineer
tnW-31.10
,Job Captain, Associate Planner, Associate Landscape Architect, Civil Designer, Engineer, Survey Tech 111
$65 to $105
Designer, Planning Asst.,.Landscape Architecture Asst. CAD Designer Ili Survey Tech .11
$55:049.5
Intern, CAD Designer 1, Survey Tech 1, Support Staff
$45 to $75
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APPRO'VEO MAR 19 '07 CITY COUNCIL
COMMUNITY SERVICES & WATER DEPARTMENT
OFFICE MEMORANDUM
TO: Eric Fresch, Acting City Administrator
FROM: Samuel Kevin Wilson, Director of Community Services & Wa
DATE: March 13, 2007
SUBJECT: 3rd FLOOR REMODEL
As you are aware the City is proposing to remodel the 3Td floor of the City Hall building to consolidate
the Light & Power Department into one office area. In order to commence reconstruction plans and
specifications must be prepared outlining the work to be performed including but not limited to space planning,
design of new finishes, and reconfiguration of lighting, electrical and HVAC systems.
The City is currently under contract with the architectural firm, RRM Design Group, for the
reconstruction of Fire Station No. 2. They also designed a small office remodel on the 2nd floor on behalf of the
City. This firm has a working knowledge of the City requirements and is capable of performing the work in a
qualitative manner. Enclosed herewith is a proposal for the architectural work including project administration.
It is my recommendation that RRM Design Group be retained to prepare the contract drawings and
construction administration as outlined in the proposal dated March 8, 2007 and that a Change Order be issued
to RRM Design Group in the amount of $63,120 of which $8,000 is for reimbursable expenditures.
SKW/ca
Enclosure
c: Nelly Giron
Judy Lehr
You are hereby directed to make the herein described changes from the plans and soecifications or do the followine descrihe.d
work not included in the plans; and specifications on this contract
EXTRA WORK AT AGREED PRICE
The City of Vernon herein approves the addition of fees according to your proposal dated April 13, 2007 for
additional work to be performed as follows:
Additional construction review and consultation through the end of the project on a time and material basis
for a cost not to exceed $5,500.00
Contract Amount (Base Bid) $ 304,740.00
Amount of This Change Order $ 5,500.00
Amount of Previous Change Orders $ 127,430.00
Total Amount of Change Orders $ 132,930.00
Modified Contract Amount $ 437, 70.00
By reason of this order the time of
completion will be adjusted as follows;
Approved: Date: 2-3 - j 7
of ommunity services & Water
'J"/
We, the undersigned Consultant, have given careful consideration to the change proposed and hereby agree, if this proposal is approved that we will provide all
labor, equipment and materials, including overhead, except as may otherwise be noted above, and perform all services necessary for the work above specified, and
will accept as full payment therefore the prices shown above.
Accepted: Date: 0"1 Consultant:_
By: Title: X k
OF VERB
°ice II <.eo o ei
SI'f LY INOJ`'
COMMUNITY SERVICES & WATER DEPARTMENT
OFFICE MEMORANDUM
TO: Eric Fresch, Acting City Administrator
FROM: Samuel Kevin Wilson, Director of Community Services & Water
DATE: April 24, 2007
SUBJECT: Fire Station No. 2 Replacement, Police Department and Public Works Building
Remodel - Contract No. 582— RRM Design Group Change Order No. 7 —
Construction Review and Consultation
The project has been extended by the addition of more work for the contractor beyond the
original completion date. In order for the work to be completed in accordance with the plans and
specifications, the architect, RRM Design Group will need to be consulted. RRM Design Group has
proposed a time and materials extension not to exceed $5,500.00 for the balance of the contract time.
I have authorized this work. The change order is enclosed for your records.
SKW/sn
Enclosures