HomeMy WebLinkAboutContracts & Agreements_42A-2002_CCv0001.pdf COUNCIL AGENDA ITEM D -1 !5
COUNCIL MEETING OF 04/02/02
REQUEST FOR COUNCIL ACTION
SUBJECT: Additional Appropriation of Funds and Amend Contract for Fire Station No.
4 Architectural Design
MOTION: I move to appropriate additional funds and amend the contract for Fire Station No.
4 architectural design.
DISCUSSION:
The Fire Department makes this request to enlarge Fire Station No. 4 from a 2 x2 bay station to
a 3 x2 bay station during the design phase. With the number of apparatus currently in use in the
Fire Department, proper and safe storage facilities do not currently exist, and after the reopening
of Fire Station No. 1, will still not exist. With the significant cost of fire apparatus and equipment
on them, the Fire Department feels that to expand the facility at Fire Station No. 4 during design
is the most cost effective solution.
With Fire Station No. 4 currently being designed as a 2 X 2 bay station, it would only
accommodate four pieces of apparatus, which would be just enough to house the current apparatus.
With the new station should come at least two new pieces of apparatus. The 3 X 2 bay station
requested would still only house the apparatus on hand at the time Fire Station No. 4 is complete
with the two new pieces of apparatus.
The increased size of this station would also be beneficial since this station would become the
primary response station for calls in the growing commercial/industrial areas of west and
northwest Redlands.
The best case scenario for housing apparatus would be a 3 x 3 bay station at Fire Station No. 4,
giving the Fire Department extra space not yet needed; however, with budget constraints being
what they are, the 3 X 2 bay station would meet the Department's needs and be acceptable.
ALTERNATIVES:
Not to appropriate the additional funds. Fire Station No. 4 would remain a 2 X 2 bay station.
Not to amend the contract. Fire Station No. 4 would remain a 2 x 2 bay station.
FISCAL IMPACT:
The original architectural contract was for $81,500 which included $27,000 for conceptual plans
on a time and materials basis. This amendment would increase the architectural contract amount
by $36,400.00, for a new total amount of$117,900.00. The money would be borrowed from the
General Fund and repaid by future collections of Development Impact Fees for Fire Service.
Additional Appropriation of Funds and Amend Contract for Fire Station No. 4 Architectural
Design
Council Meeting of 04/02/02
Page Two
ATTACHMENTS:
Additional Appropriation Form
Consultant's Revised Agreement
Prepared by: Reviewed by:
MEL ENSLOW RONALD C. MUTTER
Fire Chief Public Works Director
Reviewed by: Recommended by:
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BONNIE J. JoiASON JOHN DAVII*�K
Finance Director City Manager
CLAREMONT ENVIRONMENTAL DESIGN GROUP, INC.
Architecture Landscape ArCnitecture Planning
Brooks Cavin. III C-8764 Mark van Wodtke 1537
480 North Indian Hill Boulevard,Claremont,CA 91711
Phone 909-625-3916 FAX 909-625-4282
Email emcil@cedg-design.com
September 6, 2001
Alan Griffiths, Senior Engineer
City of Redlands
P.O. Box 3005
35 Cajon Street, Suite 222
Redlands CA, 92373
Subject: Revised agreement to provide Architectural/ engineering services for the proposed
City of Redlands, Fire Station No. 4.
Dear Alan:
We first started working with the City of Redlands on Station No. 4 on an hourly basis. This
contract was to complete the design phase for Station No. 4 not to exceed$29,000. The intention
of this contract was to allow us to better estimate the cost of construction and the cost to provide
the construction documents, and construction administration services. At the same time, we were
asked to provide an estimate of our total fee based on a conceptual design of a 2-bay station for
budget purposes. We responded with our letter dated February 23, 2000. In the letter we state that
the fee is only an estimate and that a final fixed fee proposal would be forthcoming after approval
of the design.
The City of Redlands responded to the letter with a Purchase Order for our Total Estimated A/E fee
of 581,500-00. Working on an hourly basis we completed design within the budgeted$29,000.00.
Prior to providing an updated preliminary estimate of construction cost and a fixed fee proposal for
construction documents, however,we were asked stop work on Station No. 4 in order to provide
immediate A/E services to complete Station No. 1. After the construction documents for Station No.
I were approved,we received approval to resume work on Station No. 4.
Much has changed since February 23, 2000. The scope of work has been increased, and the station
has been enlarged to three bays after we completed the design portion of our contract. In addition to
the increased scope of work, there have been a number of programmatic changes which required a
redesign of the station. Fire Department changes to the originally approved design include:
1. The addition of a third apparatus bay.
2. The modification of the women's locker room into d dormitory for two female firefighters.
I The extension of the Hall to the new Women's Dormitorv.
4. The relocation of the Weight Room.
5. The enlargement of the Day Room.
6. The modification of Kitchen.
7. The elimination of the Men's Locker Room.
8. The relocation of the h.c, drinking fountain.
These modifications add 940 s.f to the approved Design Drawings and 335 s.f additional
remodeled space within the E.O.C. These proposed changes increase the scope of work in the
following ways:
1. Enlarge the surveyed area to include the parking area to the east of the E.O.C. This provides
the Civil Engineer with the information required to design the grading and drainage for the
expanded station.
.2. Redesign and drafting of the grading plan.
3. Redesign and drafting of revised floor plan, exterior building elevations, interior elevations,
and building sections.
4. Related structural design.
5. Related mechanical design.
6. Related electrical design.
Our original estimate was based on a 5,025 s.f. conceptual design of a fire station addition to the
E.O.C. and a square foot budget construction cost estimate($130.00 per sq. ft.)totaling only
$653,250.00 as it did not include the cost of site improvements nor the interior remodel of the E.O.C.
The current design is now a 6,250 s.f. addition to the E.O.C. and a 2100 s.f.remodel'within E.O.0 and
includes the associated site work:
New Construction: $155per s.f x 6,250 $968,700
Remodel: $65per s.f x 2,100 = $136,500
Site Work: $5 per s.f x 12,000 = $60,000
10%Contingency $116,520
Total estimated budget for construction cost: $1,281,720
Based on the above figures, our proposed fixed fee for architectural services including design,
construction documents, bidding, and construction administration(including work to date) is:
Architecture & Landscape Architecture(revised)
Design $ 35,400.00
Construction Documents S 35,600.00
Construction Administration 19,300.00
Total Architectural(revised) S 90,300.00
Civil & Structural Engineering (revised) S 12,350.00
Mechanical & Plumbing Engineering (revised) S 8,000.00
Electrical S 7,250.00
Total (revised)A/E fee $1171.900.00
Proposed Fixed Fee 51171.900.00
Original Estimated Fee $ 81.500 00
Proposed Total Increase S 364400.00
If this meets with your approval please sign and return one copy of this agreement extension.
Ron Mutter,Public Works Director
City of Redlands Brooks Cavus HL AIA
G,Inc.
001 Orev-agree3-3bay,doc Principal,CED