The URL can be used to link to this page

Home My WebLink AboutItem 21 - Main Library Renovation ProjectLibrary www.santa-ana.org/library Item # 21 o`7, City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report August 20, 2024 TOPIC: Main Library Renovation Project AGENDA TITLE Amendment to Agreement with Group 4 Architecture, Research + Planning, Inc. for the Main Library Renovation Project (22-1380) (Revive Santa Ana) RECOMMENDED ACTION Approve a first amendment to an agreement with Group 4 Architecture, Research + Planning, Inc. for additional design and engineering services, increasing the compensation amount by $499,383, for a total not -to -exceed amount of $2,657,948 (Agreement No. A-2024-XXX). GOVERNMENT CODE 484308 APPLIES: Yes DISCUSSION On April 19, 2022, the City entered into an Agreement with Group 4 Architecture, Research + Planning Inc. for design and engineering services for the Main Library Renovation Project. The project will enhance the Library's physical, digital, and technological environment that will expand access and provide free innovative and interactive spaces for children, teens, and their families. The scope of work includes site work for surface parking, site utility improvements, entrance walkways, pedestrian lighting, renovation of exterior public spaces, site furnishings, irrigation, and landscaping. The Main Library building consists of 39,790 square feet and has two floors and a below -grade basement. Additional improvements will include, but are not limited to, hazardous material removal, demolition, repair and restoration of exterior marble facade, addition of an accessible elevator, repair and revitalization of north - facing windows, a full historic restoration of interior spaces, mechanical improvements, plumbing improvements, electrical improvements, low -voltage, communications, and electrical security. The amendment includes additional compensation for the following: • Additional historical restoration support services due to the complexity of the exterior marble restoration and other historic building features. Main Library Renovation Project August 20, 2024 Page 2 Evaluation of existing elevator to address any needed repairs. Construction administration services, including a six-month extension of services to mirror current construction duration projections. The extension can be contributed to an expansion of project scope stemming from the California State Library Building Forward Grant, awarded after the agreement with Group 4 Architecture was approved. ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funds are budgeted and available in the following account, and will be presented to City Council for approval of carryforward to FY 2024-25 as part of the citywide carryforward process. Additional proposed carryovers of unspent funds to future fiscal years will be presented to City Council for approval as needed. The following table summarizes the funds budgeted for expenditure for the additional design and engineering services: Fiscal Accounting Unit Fund Accounting Unit, Year - Account No. Description Account No. Description Amount (Project No.) EXISTING BUDGET TO CARRYFORWARD TO FY 24-25 18111013-66200 American ARPA — LIBRARY - 2024-25 (22-1380) Rescue Plan Buildings & Building $499,383 Act (ARPA) Improvements TOTAL $499,383 EXHIBIT(S) 1. Amendment Submitted By: Brian Sternberg, Executive Director of Library Services Approved By: Alvaro Nunez, City Manager FIRST AMENDMENT TO AGREEMENT TO PROVIDE FULL DESIGN FOR THE SANTA ANA MAIN LIBRARY RENOVATION THIS FIRST AMENDMENT to the above -referenced agreement is entered into on August 20, 2024, by and between Group 4 Architecture, Research + Planning, Inc., a California corporation ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. Following Request for Proposal ("RFP") No. 21-118, the parties entered into Agreement No. A-2022-060 ("Agreement") dated April 19, 2022, to retain a qualified consultant having special skill and knowledge in the field of library renovation to prepare full conceptual plans for the Santa Ana City Library. B. To support extensive upgrades during the renovation, on December 21, 2022, the City approved a reallocation of scope and fees that deferred Task 5 of the scope of work to the Agreement, which included bidding, construction administration, and record drawings. C. The Agreement is in full force and effect through April 18, 2025. D. With the award of a contract for construction, the City now desires to reinstate the original Task 5 services that were deferred on December 21, 2022 and include Additional Services Requests within the scope of work. E. The parties now wish to amend the Agreement to expand the scope and increase compensation. The Parties therefore agree: 1. Section 1, Scope of Services, is hereby amended to include Exhibit A-1 of this First Amendment. This amended scope of services includes: a. Additional Service Request ("ASR") 04 Reinstated Task 5 Construction Administration ("CA"). With the award of a contract for construction, the City now desires to reinstate the original Task 5 services that were deferred on December 21, 2022. ASR 04 reinstates these services. b. ASR 05 Supplemental Services for Historic Restoration. As part of ASR 03 Materials Testing — the historic specialist, Page & Turnbull, has developed an extensive marble restoration repair and rehabilitation scope. For a new ASR 05 Page & Turnbull has proposed a scope of services that can be provided as directed by the City on a time and material basis. Page & Turnbull Task 5 services have been removed from ASR 04 and ASR 07 and are fully provided for in ASR 5. c. ASR 06 Existing Elevator Evaluation and Repair Recommendations. The City has requested that the existing elevator be evaluated by a specialty sub -consultant to determine the scope of repairs needed. Through ASR 06, the services of J.E. Sellen Page 1 of 2 have been engaged by Consultant and an evaluation of the elevator has been performed and an allowance specification for its repair. d. ASR 07 Extended CA for Months 13-18. Through ASR 07, the City desires to have Consultant support the construction phase services. 2. Section 2.a., Compensation, is hereby amended to include Exhibit D-1 of this First Amendment. The compensation for services provided is increased by $499,383 for a total Agreement amount not to exceed $2,657,948. 3. Except as modified by this First Amendment, all terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above. Jennifer L. Hall City Clerk APPROVED AS TO FORM SONIA R. CARVALHO, City Attorney By. ' dL - B n Salvatierra Deputy City Attorney RECOMMENDED FOR APPROVAL Brian Stern g 5, 202416:18 PDT) Brian Sternberg Executive Director Library Services Agency Alvaro Nunez Acting City Manager CONSULTANT David Schnee Principal Page 2 of 2 EXHIBIT A-1 27 June 2024 ADD S; "T [CI -;7 XW•'T T G R O U P 4 Jason Gabriel CLIENT CONTR #: A-2022-060 ARCH ITECTU RE City of Santa Ana R E S E A R C H + Public Works Agency ADD SERVICE #: 04 Reisntated Task 5 PLANNING, INC 20 Civic Center Plaza PO Box 1988 Santa Ana, CA 92702 BILLING TYPE: Lump Sum 211 LINDEN AVENUE PROJECT NAME: G4 PROJECT #: GROUP 4 PHASE #: so. SAN FRANCISCO Santa Ana Library Renovation 22575-01 I04 CA 9 4 0 a 0 USA SCOPE SUMMARY: T : 6 5 0 • a 71 • 0 7 0 9 Reinstate Original Executed Contract Task 5: Bid Advertisement, Construction Admin, Record Drawings scope and fee that had been deferred on 12/22/2022. Page & Turnbull scope excluded - see ASR 05 for its F: 6 5 0- a 7 1- 7 9 1 1 replacement. w w w.g4arch.com ADD SERVICE Task 5 - All Original Basic Services Disciplines except P&T excluded (See ASR 05) See Fee Hour Backup DESIGN FEE SUB -TOTAL: 6/27/2024 David Schnee Date Principal in Charge Jason Gabriel Acting City Engineer Date LUMP SUM FEE $355,287 $355,287 G:\22575-01 Santa Ana Libra ry\Y-Contract\CLI E NT\Amend ment\Amen d me nt 1 2024-XX-XX\Santa Ana Fee -hours 2024-06-27 Amendment 01 ASR 04 Reinstate CA 2024-06-27 27 June 2024 ADD S;�U[N N Q1I1 i T G R O U P 4 Jason Gabriel CLIENT CONTR #: A-2022-060 ARCH ITECTU RE City of Santa Ana R E S E A R C H + PLANNING, INC 05 Hlst. Restoration Public Works Agency ADD SERVICE #: Support 20 Civic Center Plaza PO Box 1988 211 LINDEN AVENUE Santa Ana, CA 92702 BILLING TYPE: T&M SO. SAN FRANCISCO PROJECT NAME: G4 PROJECT #: GROUP 4 PHASE #: CA 9 4 0 8 0 USA Santa Ana Library Renovation 22575-01 I05 T:650.871.0709 SCOPE SUMMARY: F : 6 5 0.8 7 1 • 7 91 1 Page & Turnbull Task 5 services (bid, construction admin, closeout) related to historic preservation scope. Providing support to Owner, CM and AOR on reviewing General Contractor and Speciality www.g4arch. com restoration sub contractor qualifications, approach, submittals, and work. TIME & MATERIAL FEE ADD SERVICE NTE MARKUP EXTENSION Supplemental Historic Restoration Page & Support Turnbull $88,350 $8,835 $97,185 DESIGN FEE SUB -TOTAL: $97,185 ,-T 70s�� 6/27/2024 David Schnee Date Principal in Charge Jason Gabriel Acting City Engineer Date G:\22575-01 Santa Ana Libra ry\Y-Contract\CLI E NT\Amend ment\Amen d me nt 1 2024-XX-XX\Santa Ana Fee -hours 2024-06-27 Amendment 01 ASR 05 Hist CA Svs 2024-06-27 13 June 2024 01 41;7 X0111*'S G R O U P 4 Jason Gabriel CLIENT CONTR #: A-2022-060 ARCH ITECTU RE City of Santa Ana R E S E A R C H + 06 Exist Elevator PLANNING, INC Public Works Agency ADD SERVICE #: Survey 20 Civic Center Plaza PO Box 1988 Santa Ana, CA 92702 BILLING TYPE: Lump Sum & T&M 211 LINDEN AVENUE 50. SAN FRANCISCO PROJECT NAME: G4 PROJECT #: GROUP 4 PHASE #: Santa Ana Library Renovation 22575-01 I06 CA 9 4 0 a 0 USA T: 6 5 0• 8 7 1• 0 7 0 9 SCOPE SUMMARY: Evaluation of existing passenger elevator, preparation of bid allowance specification, repair F650.871.7911 : recommendations, and supplemental services. www. g4 a rc h. com LUMP SUM ADD SERVICE FEE MARKUP EXTENSION Elevator Allowance Specification J.E. Sellen $2,440 S244 $2,684 On -Site elev. Evaluation incl travel J.E. Sellen $7,910 $791 $8,701 TIME & MATERIAL FEE ADD SERVICE NTE MARKUP EXTENSION Other Repair support services J.E. Sellen $7,500 $750 $8,250 DESIGN FEE SUB -TOTAL: $19,635 / 6/13/2024 David Schnee Date Principal in Charge Jason Gabriel Date Acting City Engineer G:\22575-01 Santa Ana Library\Y-Contract\CLIENT\Amendment\Amendment 1 2024-XX-XX\Draft to City 2024-06-13\Santa Ana Fee -hours 2024-06-13 Amendment 01 ASR 06 Exist Elev S2024-06-13 27 June 2024 � 4 AVA [« 41N 4M 1 i G R O U P 4 Jason Gabriel CLIENT CONTR #: A-2022-060 ARCH ITECTU RE City of Santa Ana R E S E A R C H + PLANNING, INC Public Works Agency ADD SERVICE #: 07 Supplemental CA 20 Civic Center Plaza PO Box 1988 Santa Ana, CA 92702 BILLING TYPE: Lump Sum 211 LINDEN AVENUE SO. SAN FRANCISCO PROJECT NAME: G4 PROJECT #: GROUP 4 PHASE #: Santa Ana Library Renovation 22575-01 I07 CA 9 4 0 a 0 USA T: 6 5 0• 8 7 1• 0 7 0 9 SCOPE SUMMARY: Extension of CA services for another 6 months beyond original 12 month duration outlined in F:650.871.7911 Prime Agreement to a new total of 18 months. Excludes Page & Turnbull included in ASR 05. w w w g 4 a r c h . c o m Excludes basic shop drawing review included in ASR 04 Reinstated Task 5. Includes virtual attendence in weekly OAC meetings and monthly in -person attendence and field walk for full 18 months. Further extension of CA duration or supplemental travels will be Additional Services. LUMP SUM ADD SERVICE FEE MARKUP EXTENSION 6 months Additional CA, see attached breakdown $122,861 incl $122,860.86 6/27/2024 David Schnee Date Principal in Charge Jason Gabriel Acting City Engineer Date DESIGN FEE SUB -TOTAL: $122,860.86 G:\22575-01 Santa Ana Library\Y-Contract\CLIENT\Amendment\Amendment 1 2024-XX-XX\Santa Ana Fee -hours 2024-06-27 Amendment 01 ASR 07 Supp CA 2024-06-27 EXHIBIT D-1 City of Santa Ana Santa Ana Main Library Renovation Group 4 Agreement Amenclement 1 Construction Phase services Original Contract Post 12/21/2022 12/21/2022 Status after execution of this Completed/Invoiced as of Balance Remaining Post Amendment 1 Exhibit D Recap 2024.06.07 Amount Authorization authorization 2024-06-13 as of 2024-06-13 Authorization Comment 1.A Compensation for Basic Services Task 1 Pre -design $ 93,214.00 $ 93,214.00 completed $ 93,214.00 $ - Task 2 Schematic Design $ 241,724.00 $ 241,724.00 completed $ 241,724.00 $ - Task 3 Design Development $ 322,300.00 $ 322,300.00 completed $ 322,300.00 $ - Task 4 Construction Documents $ 564,023.00 $ 564,023.00 completed $ 564,023.00 $ - Task 5 Bidding, CA, Record Documents (12 months) $ 402,871.00 $ - deferred, pending future ASR 04 approval $ - $ - Total Basic Compensation $ 1,624,132.00 $ 1,221,261.00 $ 1,221,261.00 $ - $ 1,221,261.00 No change, no balance left 2.A Compensation for Optional Services Option 1: Children's Thematics $ 65,000.00 $ 65,000.00 completed $ 65,000.00 $ - Option 2: Elevator Design $ 38,200.00 $ 38,200.00 completed $ 38,200.00 $ - $ 103,200.00 $ 103,200.00 $ 103,200.00 $ - $ 103,200.00 No Change, no balance left 3.B Additional Services Allowance $ 200,000.00 ASR 01 Scan to BIM Lump Sum $ 43,450.00 completed $ 43,450.00 $ ASR 02 Supplemental Scope Lump Sum $ 443,975.00 completed $ 443,975.00 $ - ASR 03 Supplemental Material TestingT&M $ 168,200.00 completed T&M task only used $72,615.14 $ 72,615.14 $ 95,584.86 $ 200,000.00 $ 655,625.00 $ 560,040.14 $ 95,584.86 $ 560,040.14 Reduced to Actual amount completed - no balance left 4.B Reimbursable Expense Allowance $ 35,000.00 $ 35,000.00 no change $ 10,559.72 $ 24,440.28 $ 35,000.00 No Change, "$24k balance as of 6/13/20024 5.A Contract Contingency $ 196,233.00 $ 143,479.00 adjusted balance - not used $ - $ 143,479.00 $ 143,479.00 Maintained at post ASR 03, all funds remaining as of 6/13/2024 Total Contract $ 2,158,565.00 $ 2,158,565.00 no change- will need to be amended at $ 2,062,980.14 Updated Total of Tasks 1-4 and Contingency $ 1,895,060.86 + $ 263,504.14 time of construction contract award to fund deferred Task 5 services Total Contract Pre Amend > $ 2,158,565.00 6. AMENDMENT 1 CONSTRUCTION PHASE SERVICES ASR 04 Reinstated Deferred Basic Services Task 5 Lump Sum w P&T fee removed $ 355,287.00 ASR 04 Reinstated Deferred Basic Services Task 5 ASR 05 Supplemental Services for Historic Restorati T&M for P&T through 18 months $ 97,185.00 ASR 05 Supplemental Services for Historic Restoration ASR 06 Elevator Survey & Repair Spec Lump Sum and T&M $ 19,635.00 ASR 06 Elevator Survey & Repair Spec ASR 07 Extended CA services for months 13-18 Lump Sum, excludes P&T $ 122,860.86 ASR 07 Extended CA services for months 13-18 NEW CONTRACT TOTAL $ 2,657,948.00 NEW CONTRACT TOTAL Amendement 1 Additional Fee Lump Sum &T&M $ 499,383.00 Amendement 1 Additional Fee Lump Sum &T&M GA22575-01 Santa Ana Li brary\Y-Contract\CLIENT\Amendment\Amendment 1 2024-XX-XX\Santa Ana Fee -hours 2024-06-27 Amendment 01 Amend 1 Exhibit D recap 6-27