HomeMy WebLinkAbout10-Development Services
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: August 20, 2002
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Subject: Resolution of the City of San
Bernardino approving Amendment No. 1 to
Agreement for Professional Services with Gary
W. Miller Architect & Associates, Inc. for
design of the Expansion of the Perris Hill
Senior Center located at 780 E. 21" Street and
authorization for the Finance Director to amend
the FY 2002/2003 Budget.
From: James Funk, Director
Dept: Development Services
File:
Synopsis of Previons Conncil Action:
MCC Date: September 23, 2002
July 2001- As part of the FY 2001/2002 Budget allocated $31,500.00 from the General Fund for
design.
May 6, 2oo2-Adopted Resolution No. 2002-125 approving an Agreement for Professional Services
with Gary W. Miller Architect & Associates, Inc. in the amount of $36,800.00
($31,500 General Fund and $5,300 Park Construction Fund) for design of the
Expansion of the Perris Hill Senior Center located at 780 E. 21'1 Street
Recommended Motion:
1. Adopt Resolution.
2. That the Director of Finance be authorized to amend the FY 2002/03 budget and appropriate
$3,000 from Account No. 243-000-3405-000 (Unallocated Fund Balance - Parks Construction
Fund) ~o Account No. 243-363-5505 (Perris Hill Senior Center Expansion Design).
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Contact person: Michael Grubbs, Field Engineer
Phone:
5179
Supporting data attached: Staff Report, Reso., Exhibit's A & B.
Ward:
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FUNDING REQUIREMENTS:
Amount:
$3,000.00
Source:
Account No. 243-363-5505-0000
Acct. Description:
Perris Hill Senior Center Expansion Design
Finance: ~~d/rA_Y/ g~
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Council Notes:
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Agenda Item No. W
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Resolution of the City of San Bernardino approving Amendment No. I to Agreement for Professional
Services with Gary W. Miller Architect & Associates, Inc. for design of the Expansion of the Perris
Hill Senior Center located at 780 E. 21st Street and authorization for the Finance Director to amend the
FY 200212003 Budget.
Background:
On February 26, 2002, a request was received from the Department of Parks and Recreation to select
an Architect to design a 3,000 square foot expansion of the Perris Hill Senior Center located at 780 E.
21st Street. The expansion is to be off the existing dining room and the Architect was required to
coordinate the design with the Perris Hill Senior Center Advisory Council.
The Architect, Public Works staff and Parks and Recreation staff met with the Perris Hill Senior Center
Advisory Committee to determine the desires of the Committee. The Committed expressed a
preference for an open (combined) use between the existing dining area and the new expansion area to
the north. The Architect analyzed this arrangement and found that, in order to design the addition to be
open to the existing building, retrofit of the existing building to meet current fire code and modification
of the restroom to meet current fixture requirements would be required. These requirements would
increase the cost to almost $700,000 as compared to the original estimated cost of $310,000.
The design was again reviewed and it was determined that an expansion of 2,016 square feet with doors
separating the expansion area from the existing building and certain other enhancements can be
constructed for approximately $350,000 and will meet the needs of the Parks and Recreation Staff and
the needs of the Senior Program
Due to changes in the design scope beyond that anticipated in the original proposal by Gary W. Miller
& Associates, Inc. for the 3,000 square foot expansion, the Architect is requesting an additional
$3,000.00 fee. This fee is to compensate the Architect for design of a new office, conversion of the
existing office to a storage room, modification of the south entrance, modification of the south dining
room, expansion of the north entrance, and design of a 2 hour separation between the addition and
existing building as required to keep the occupancy A-3 so that the structures can be non-rated. Even
though the overall square footage of the expansion is less, the cost of designing new office space, and
the retrofit of smaller spaces and restrooms is more complex and therefore more costly. Some
additional options could be included if needed because of code requirements. See attached Letter from
Gary W. Miller dated August 9, 2002 marked Exhibit "B".
The above changes were not covered in the "Scope of Services" in the original Agreement and we feel
the proposed fee for these additional design services is reasonable. Therefore, staff recommends
approval of this Amendment No.1 to the Agreement with Gary W. Miller & Associates, Inc.
Financial Impact:
The cost for additional services associated with Amendment No. I to the Agreement is $3,000.00.
Adequate funding for this design service is available in Account No. 243-363-3405-0000 (Unallocated
Parks Construction Fund) and it is recommended that $3,000 be transferred from said account to
Account No. 243-363-5505 (Perris Hill Senior Center Expansion Design).
Recommendation:
1. Adopt Resolution.
2. That the Director of Finance be authorized to amend the FY 2002/03 bndget and appropriate
$3,000 from Account No. 243-000-3405-000 (Unallocated Fund Balance - Parks Construction
Fund) to Account No. 243-363-5505 (Perris Hill Senior Center Expansion Design).
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING
AMENDMENT NO.1 TO AGREEMENT FOR PROFESSIONAL SERVICES WITH
GARY W. MILLER ARCHITECT & ASSOCIATES, INC. FOR DESIGN OF THE
EXPANSION OF THE PERRlS HILL SENIOR CENTER LOCATED AT 780 E. 21ST
STREET.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The attached Proposal dated August 9, 2002, and marked Exhibit
"B", submitted by GARY W. MILLER ARCHITECT & ASSOCIATES, INC. to perform
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12 Services with said Engineer authorized by Resolution No. 2002-125, is hereby approved and
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extra work for a fixed fee of $3,000.00, under the terms of an Agreement for Professional
the Purchasing Manager is hereby authorized to increase the Purchase Order amount to
$39,800.00. Such approval and authorization shall be effective only upon Amendment No. I
To Agreement for Professional Services being fully executed by both parties. The Mayor is
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hereby authorized and directed to execute said Amendment No. I on behalf of the City. A
18 copy of Amendment No. I is attached as Exhibit "A" and incorporated herein by reference as
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fully as though set forth at length.
SECTION 2. This Amendment shall not take effect until the Amendment is fully
signed and executed by the parties, and no party shall be obligated hereunder until the time of
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such full execution. No oral Contracts, amendments, modifications or waivers are intended or
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24 authorized and shall not be implied from any act or course of conduct of any party.
25 SECTION 3. The increase to the above referenced Purchase Order shall reference the
26 number of this Resolution and shall incorporate the terms and conditions in Amendment No. I
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and the attached Exhibit "B".
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RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING
2 AMENDMENT NO. 1 TO AGREEMENT FOR PROFESSIONAL SERVICES WITH
GARY W. MILLER ARCHITECT & ASSOCIATES, INC. FOR DESIGN OF THE
3 EXPANSION OF THE PERRlS HILL SENIOR CENTER LOCATED AT 780 E. 21ST
4 STREET.
5 SECTION 4. This resolution is rescinded if the parties to the Amendment fail to
6 execute it within sixty (60) days of the passage of the resolution.
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RESOLUTION... APPROVING AMENDMENT NO. 1 TO AGREEMENT FOR
2 PROFESSIONAL SERVICES WITH GARY W. MILLER ARCHITECT &
ASSOCIATES, INC. FOR DESIGN OF THE EXPANSION OF THE PERRIS HILL
3 SENIOR CENTER LOCATED AT 780 E. 21ST STREET.
4
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
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Common Council of the City of San Bernardino at a
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meeting thereof,
7 held on the
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day of
, 2002, by the following vote. to wit:
AYES
NAYS
ABSTAIN ABSENT
Council Members:
ESTRADA
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11
MC GINNIS
12
13
14
LIEN
DERRY
SUAREZ
15 ANDERSON
16
MC CAMMACK
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24 Approved as to
form and legal content:
City Clerk
The foregoing resolution is hereby approved this day of
,2002.
Judith Valles, Mayor
City of San Bernardino
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JAMES F. PENMAN,
26 City Attorney
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By: 'I"
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EXHIBIT "A"
AMENDMENT NO.1 TO AGREEMENT FOR PROFESSIONAL SERVICES
This AMENDMENT NO.1 is made and entered into this of
2002, by and between the CITY OF SAN BERNARDINO, California, a municipal
corporation, hereinafter referred to as the "CITY" and Gary Miller & Associates, Inc.,
hereinafter referred to as "ARCHITECT".
WITNESSETH
WHEREAS, the San Bernardino City Council, on May 6, 2002, adopted
Resolution No. 2002-125 approving an Agreement for Professional Services with Architect
for preparation of plans, specifications, and estimates for the design of the expansion of the
Perris Hill Senior Center located at 780 E. 21st Street (hereinafter" Agreement"); and
WHEREAS, City has requested the Architect to perform additional design
services described, in general, as design of a new office, conversion of the existing office to
a storage room, modification of the south entrance, modification of the south dining room,
expansion of the north entrance, and design of a 2 hour separation between the addition and
existing building as required to keep the occupancy A - 3 so that the structures can be non-
rated. Some additional options could be included if needed because of code requirements.
WHEREAS, Architect has requested an amendment to the Agreement to
cover the cost of the additional design services as described in a letter proposal from
Architect dated August 9, 2002, marked as Exhibit "B" attached hereto and made a part
hereof; and
WHEREAS, paragraph 5.B. of the Agreement allows adjustment to the total
cost of services when the Architect and City agree in writing that there has been, or will be,
a significant change in the scope, complexity or character of the services to be performed;
and
WHEREAS, City agrees that the requested revisions are not within the scope
of services covered in the Agreement; and
NOW, THEREFORE, it is mutually agreed, as follows:
1. SCOPE OF SERVICES
Paragraph 1 of the Agreement is amended to add that Architect shall perform
those additional services identified in Exhibit "B".
2.
COMPENSA nON
Paragraph 5(A) of the Agreement is amended to add that upon satisfactory
completion of the additional services contained in Exhibit "B" City shall pay
to Architect an additional fixed fee of $3,000.00.
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EXHIBIT "A"
C AMENDMENT NO.1 TO AGREEMENT FOR PROFESSIONAL SERVICES WITH
ARCHITECT GARY W. MILLER & ASSOCIATES, INC.
3. NO ADDITIONAL CHANGES
Except as otherwise stated in this Amendment No. I, all terms of the original
Agreement, as approved by City on May 6, 2002, shall remain in full force
and effect.
IN WITNESS WHEREOF, the parties hereto have caused this Amendment No. I to
Agreement to be executed on the date written above by their duly authorized officers on
their behalf.
ATTEST:
CITY OF SAN BERNARDINO
BY:
BY:
Judith Valles, Mayor
City of San Bernardino
Rachel Clark, City Clerk
City of San Bernardino
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GARY W. MILLER & ASSOCIATES, INC.
BY:
Signature
NAME:
TITLE:
Approved as to form
and legal content:
JAMES F. PENMAN
City Attorney
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GARY W. MIUER
ARCHITECT & ASSOCIATES, INC
ARCHITECTURE
INTERIORS
PLANNING
August 9, 2002
Ray Casey
San Bernardino Public Works
EXHIBIT "B"
Re: Perris Hill Senior Center, Scope of Work Ctfnparison
Dear Ray:
Mike Grubbs asked us to consider a fee of $3,.000.00 instead of the $5,653.00 we had
previously specified to cover our cost to colTJl'fete the Construction Documents to include
the modified scope of work as outlined ifr oelow.
I have diSCUssed this issue with Gajy Miller and he is willing to accept the $3,000.00
proposed. However, we would request an amendment to the agreement prior to
proceeding with the work.
ORIGINAL SCOPE
1. Original Cost - 3000 SF
expansion of Dining room t~
the north
MODIFIED SCOPE
1. Dining room 2,016 SF
2. OffIce
3. Convert existing office to Storage room
4. Modification of South Entrance
5. Modification of South Dining room
6. Expansion of North Entrance
7. Provide a 2 hours separation between to
keep A.3 occupancy
8. Provided numerous larger scope options at
request of uses with Mike Grubbs
approval.
Thank you for your consideration of this matter.
Sincerely
~U/Jf/}/ Pl3~
Gary Bronson
Project Manager
GB:ph
350W.5'" STllEET. SUI'Tl! 201
SAN BERNARDINO. CA 92~1
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\lJ2514!Al'ctl;(8C1Corresl5cope of Work Revision 8-S.02
8Z4 SOUTl1S'" STREET. STE 101
LAS veGAS. NY 811101
P: 702_ F: 702-434-8815
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'03 EAST SOCIAl. HALl AveNue
SALT LAI<E CITY. uT 84"1
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OFFICE OF THE CITY CLERK
RACHEL G. CLARK, CM.C. - CITY CLERK
300 North "0" Street. San Bernardino' CA 92418-0001
909.384.5002' Fax: 909.384.5158
www.cLsan-bernardino.ca.us
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September 30, 2002
Mr. Gary W. Miller
Gary Miller and Associates
350 W. Fifth Street, Suite 201
San Bernardino, CA 92401
Dear Mr. Miller,
At the Mayor and Common Council meeting of September 23, 2002, the City of San Bernardino
adopted Resolution 2002-300 - Resolution approving Amendment No. 1 to agreement for
professional services with Gary W Miller Architect & Associates, Inc., for design of the
expansion of the Perris Hill Senior Center located at 780 E. 21st Street.
Enclosed is one (I) original agreement. Please sign in the appropriate location and return the
original agreement to the City Clerk's Office, Attn: Michelle Taylor, P.O. Box 1318, San
Bernardino, CA 92402, as soon as possible.
Please retain a copy of the agreement for your files.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by November 22, 2002.
If you have any questions, please do not hesitate to contact me at (909)384-5002.
Sincerely: 1
lIJt tid C< {,k, (ft,-
1/
Michelle Taylor
Senior Secretary
Enclosure
CITY OF SAN BERNARDINO
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CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
October 7, 2002
TO:
Mike Grubbs, Field Engineer
FROM:
Michelle Taylor, Senior Secretary
RE:
Resolution 2002-300 - Amendment No. 1 - Gary W. Miller Architect &
Associates
CC:
Finance
Attached is a fully executed copy of Amendment No. 1 to agreement for professional services
with Gary W. Miller Architect & Associates, Inc., for design of the expansion of the Perris Hill
Senior Center. The original agreement is on file in the City Clerk's Office.
If you have any questions, please call me at ext. 3206.
.
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): q - 23- 02- Item #
Vote: Ayes 1- ') Nays -e
Change to motion to amend original documents: '-
I 0 Resolution # LCO Z. - 3(';)
AbstainB Absent .fr
Reso. # On Attachments: ,/ Contract term: -
Note on Resolution of Attachment stored separately: ...::::::.-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sentto Mayor: 9- 2. -'1-02-
Date of Mayor's Signature: q -;;l5-o;>
Date of ClerklCDC Signature: <1- J-b -ad-
NullNoid After: (,,0 DA'I.) / \1- ,:2..-02-
I
By: -
Reso. Log Updated: V
Seal Impressed: /
Date Memo/Letter Sent for Signature: '\--00'-02-
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:'/ Date Returned: 9&-0-0:>-
See Attached:
See Attached:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234,655,92-389):
Copies Distributed to:
City Attorney .,/
Parks & Rec.
Code Compliance Dev. Services V
Police Public Services Water
Notes:
Yes V No By .....
Yes No-L By
Yes No -.L... By
Yes No II' By
Yes No/ By
EDA
Finance /
MIS
Others:
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.)
Ready to Fildhr
Date: 1O~f")-O.:L
Revised 01/12/01