HomeMy WebLinkAboutNova Partners - 2012 Agreement for On-Call Construction Management - Amendment No. 5AMENDMENT NO.5
AMENDMENT TO THE AGREEMENT FOR SERVICES BETWEEN
CITY OF GILROY AND NOVA PARTNERS INC. FOR ON -CALL CONSTRCUTION
MANAGEMENT DATED AUGUST 22, 2013
Art Center Feasibility Survey
7341 Monterey Street
This Amendment shall become effective when the City Administrator, Project Manager, and Consultant have
signed it. All copies forwarded to Consultant for signature shall be returned to the City of Gilroy properly filled
out. Upon acceptance by the City, the Consultant's copy will be returned to him as his authority to proceed
with the work.
This Amendment extends the term of the Agreement for Services between the City of Gilroy and Nova
Partners Inc., dated August 22, 2013 to July 2014.
All requirements of the original Agreement Documents shall apply to the above work except as specifically
modified by this Amendment. The contract time shall not extend unless expressly provided for in this
Amendment.
The scope of work authorized includes Construction Management and Design services to support the
Engineering Division for additional work required to provide a Feasibility Study for the Design and
Construction for the Improvements to the City of Gilroy Arts Building located at 7341 Monterey Street. The
goal of this study is to conceptually develop the costs and improvements required to expand the current
occupancy at the existing facility currently at 49 persons to its increased to be determined capacity limits.
Consultant acknowledges that the construction of these renovations is currently not funded at this time.
This amendment covers the additional Management and Design services as outlined in the attached Nova
Partners proposal dated 12/23/14. Costs for services are estimated at the Not to Exceed cost of $68,700.
Nova Partners Inc. hereby agrees to make the above changes subject to the terms of this Amendment for
ongoing Construction Management.
Consultant: Nova Partners Inc.
By Vd d 0WO
David Marks
Date 12 /23/13
NOVA PARTNERS
INCORPORATED
December 23, 2013
Rick Smelser, P.E.
Director or Public Works, City Engineer
City of Gilroy
7351 Rosanna Street
Gilroy, CA 95020
Subject: Project Management Services - Amendment 5
Re: Assessment of 7341 Monterey Street - Alliance Art Center
Dear Rick,
Nova Partners is pleased to present this proposal for continued assessment services of the Arts Alliance Building
located at 7341 Monterey St. in downtown Gilroy. It has been a pleasure working with the City of Gilroy on the first
phase of this project and we appreciate the opportunity to be of continued assistance to ensure the successful
execution and evaluation of this project.
Assessment of 7341 Monterey St.
As you may recall, in September 2012 the City Council explored the opportunity for increasing the occupancy use of
this facility for assembly purposes, which is currently limited to 49 Occupants. The building was originally
constructed as a retail use, a lesser standard than public assembly. In July 2012, Nova Partners was tasked with
providing the initial steps of this process in providing a Structural review of the facility along with a cost analysis to
bring the facility up to current building standards. The findings of that initial study were reported in the September
12, 2012 staff report to City Council.
The next phase of this study is to include a more detailed review of the building with the interest being to evaluate
the requirements to increase the occupancy level to an A -1 assembly rating with the maximum amount of Occupants.
We will engage the necessary sub - consultants to assist in a code evaluation for this assessment and anticipate
consulting with the City building department and fire department to ensure the proposed improvements will coincide
with all building applicable codes due to this change to an A -1 occupancy.
This proposal includes a review of the existing structure and necessary interior improvements to necessitate the
occupancy change along with providing an estimated cost estimate to aid in the upgrade analysis. Below, please find
an outline of the work to be performed during this feasibility analysis:
Scope of Work
Pursuant to our discussion, below is a summary of our proposed scope.
1. Engage structural and architectural expertise to evaluate the building. HED Architects will take the lead on
this assignment
2. Provide concept drawings for interior improvements, identifying all related ADA and Code requirements to
the change in occupancy
3. Provide cost estimating and recommendations for proposed upgrade.
Caestruetioe Project Management and Real Estate Development Services
955 El Camino Real, Suite 307 Palo Alto, CA 94301 tal 650.324.5324 fax 650.324.5327 www.novapartners com
4. Coordinate among project team members and ensure that all members and providing timely and thorough
responses to issues.
5. Draft Staff reports for final review by staff
6. Provide response on the City's behalf to inquiries and action items resulting from jurisdictional oversight
amongst the various City Departments.
We will serve as your representative, problem solver, and advocate throughout the project and provide the necessary
effort and support to ensure the project is being executed in a timely and cost effective manner.
Schedule and Compensation
We propose to provide the Scope of work as described above for a Not to Exceed fee of Sixty Eight Thousand Seven
Hundred Dollars ($68,700), as more clearly defined below.
Scope
Labor
Duration
wks.
Estimated
Hours
Rate
Total
Task 1 -Dec 2013 - Feb 2014
Design oversight/meeting/etc.
PM
12 wks.
120 hrs.
15-S
18,600
Cost Estimate
PM
2 wks.
40 hrs.
155
6,200
Subtotal
$24,800
HED Architects
39,000
Sub - consultant mark u 10 %)
3,900
Estimated Reimbursables
1,000
Total
$68,700
We will invoice monthly corresponding to the approximate completion of work. We anticipate this work to occur
during the December through February timeline ultimately going to council in late January.
If for any reason this study needs are significantly shortened, extended or changed, we will be happy to work with
you to develop a revised arrangement.
Beyond this agreement we do not anticipate any significant reimbursable expenses other than document copying and
printing which we have included a small allowance for. Should any other reimbursable expenses be required, we will
obtain your advance approval and invoice those expenses at cost plus a 10% administration fee upon submission of a
paid invoice.
As you are aware, we are very flexible with the services we provide and are confident that we can develop the right
level of service for your project, timing and budget.
Thank you again for this opportunity and continuing our relationship with you and your staff. If this proposal is
acceptable, please use this proposal as an attachment to the Cities On Call Professional Agreement attached.
Please free to contact me with any questions you may have regarding the above mentioned items.
Very truly yours,
2)4Na U47,4 a
David Marks
Nova Partners, Inc.
Att: RED proposal letter dated
2
HARLEY ELLIS DEVEREAUX
December 5, 2013
Mr. David Marks
Nova Partners, Inc.
855 El Camino Real, Suite 307
Palo Alto, CA 94301
Subject Gilroy Arts Alliance Renovation Concept Design
Proposal for Professional Design Services
Dear David,
Thank you for the opportunity to submit this proposal for professional architectural and
structural engineering services for the Gilroy Arts Alliance Renovation project. We
appreciate your continuing confidence in our firm to serve your design and engineering
needs and look forward to discussing this proposal with you.
We have carefully reviewed your requirements for the referenced project and are familiar
with the project site. During our meetings and discussions with you, and the Gilroy Arts
Alliance staff, we have gained a more specific understanding of the scope of your project
and the services we are to provide in order to meet your goals. We are confident that we
have the qualified staff and experience necessary to complete your project.
Scope of Project
The project involves the selective demolition and renovation of approximately 5,048 sf in an
existing building, said to be constructed in 1967 and previously used as a Salvation Army
building, at 7341 Monterey St, Gilroy, CA. The building is currently used by the Gilroy Arts
Alliance for community theater performances, art gallery, and art classes. Building
occupancy is currently limited to 49, due to deficiencies in seismic strength, fire alarms and
sprinklers, and possibly exiting. In addition, several ADA deficiencies exist.
Harley Ellis Devereaux understands that the goal for this Concept Design Phase is to
• Document code deficiencies that limit the occupancy and optimal use of the building,
which is to increase potential occupancy to approximately 300 with an A occupancy.
• Document building improvements required to mitigate the code deficiencies.
• Develop a concept design to illustrate the proposed design solution.
• Coordinate with Nova Partners to assist in developing a conceptual cost estimate.
• Present our findings to the Gilroy City Council at their public meeting on or about
January 27, 2014.
Scope of Services
Based upon our understanding of the project, Harley Ellis Devereaux proposes to provide
the following professional architectural and engineering design services to complete the
design effort and to meet the goals of the project:
1. Provide field measurements of the existing building and site.
2. Prepare a Site Plan.
3. Prepare basic Floor Plan, Building Elevations, and Roof Plan of existing conditions.
4. Prepare a code analysis for the project.
3. ADA compliance report of accessibility deficiencies and proposed mitigations,
including
G. Assess required restroom upgrades.
7. Assess Life safety upgrades, including Sprinklers and Fire unarm requirements.
8. Assess exiting capacities and upgrades to doors and door hardware.
9. Assess exterior repairs and upgrades, primarily paint scheme and possible signage.
10. Propose roof membrane tp,-pe for conceptual cost estimating.
11. Structural Report with assessment of existing conditions and proposed mitigations
of a conceptual nature. The recommended strengthening will be based on limited
observation opportunities, and does not include a soil and foundation investigation.
12. Two preliminary concept sketches for optimum layouts, including platform stage
location, classroom location, exiting, and restrooms.
13. Review preliminary concepts with Nova and client, and select one concept for
further development.
14. Develop preferred concept to include sketches of plan, one interior elevation,.and
one exterior elevation.
15. Develop two conceptual renderings: one interior view and one exterior view.
16. Develop a PowerPoint presentation to of approximately 20 slides for the City
Council meeting.
17. Provide background drawings to 1`IEP subcontractors and coordinate with their
work.
Assumptions
1. No drawings of the building -are known to exist. Harley Ellis Devereaux will include
field measuring the building so that basic Site Plan, Floor Plan, Building Elevations,
and Roof Plan may be developed. Utilities, wliether underground or aboveground,
will not be documented. Electrical and Mechanical services and capacities will not
be documented.
2. Hazardous materials will not be.addressed.
3. Conceptual Design is intended to illustrate a proposed design solution. Further
development of Schematic Design, Design Development, and Contract Documents
are not included in this proposal.
Fee Proposal
Basic Sen,icef Fee
Harley Ellis Devereaux' fee for providing the above outlined services will be a lump sum
amount as outlined below:
Reimbursable Fapen.;et
The following out -of- pocket expenses will be reimbursed at the rate of One and Fifteen
Hundredths (1.15) times the actual cost to Harley Ellis Devereaux:
• Reproduction and delivery-related expenses for documents to be submitted for client
review and /or record.
• Out -of- pocket expenses for the preparation of additional presentation graphics
requested by Client.
_4ddilional Sen! ce.; I ",ee
Additional Services shall be provided. for the project if authorized or confirmed in writing by
Client. Harley Ellis Devereaux' fee for additional services beyond the scope of basic services
outlined above and wluch is in addition to the basic services fee amount will be on a time
and material basis at the enclosed hourly, rates.
General Conditions
PajIvews
Invoices for our services are submitted every month for the portion of services completed.
Payment is expected within tlurry (30) days of receipt of invoice.
Concept
PPT
Total
Design
presentation
with
renderings
Harley Ellis Devereaux
$21,300
$6,250
$2 7,550
Biggs Cardosa
$9'9100
$9,900
Direct Expense
$1,550
TOTAL
$39,000
Reimbursable Fapen.;et
The following out -of- pocket expenses will be reimbursed at the rate of One and Fifteen
Hundredths (1.15) times the actual cost to Harley Ellis Devereaux:
• Reproduction and delivery-related expenses for documents to be submitted for client
review and /or record.
• Out -of- pocket expenses for the preparation of additional presentation graphics
requested by Client.
_4ddilional Sen! ce.; I ",ee
Additional Services shall be provided. for the project if authorized or confirmed in writing by
Client. Harley Ellis Devereaux' fee for additional services beyond the scope of basic services
outlined above and wluch is in addition to the basic services fee amount will be on a time
and material basis at the enclosed hourly, rates.
General Conditions
PajIvews
Invoices for our services are submitted every month for the portion of services completed.
Payment is expected within tlurry (30) days of receipt of invoice.
Project Team
I-farlev Ellis Devereaux is pleased to offer .a team of personnel to meet the requirements of
your program. \Ve believe each and every team member has the creative talent, te6nical
expertise and enthusiasm to make your project successful. The following key personnel have
been selected for their leadership abilities and experience on similar projects:
Harley Ellis Devereaux
Principal -in- Charge .... ............................... ..........................Susan Briggs, AIA, LEED AP
Project Manager ..... ............................... ....................... Meredith Bynum, ALA LEED AP
Project Architect / Designer ................... ............................... Gerard Lee, ALk LEED AP
Termiucitim, Seuperzriou orAbewdoameat
In the event that this project is terminated, suspended or abandoned by the client, we require
seven (7) days' notice from the client and payment for services performed and costs incurred
up to the termination effective date.
Hatiardour Alaleiials
Harley Ellis Devereaux does not have specialized expertise in the specifying of treatment
and /or handling of new and /or existing asbestos- containing, asbestos - contaminated, or
other hazardous materials, above or below surface, and our professional liability insurance
policy does not include coverage of these services. Therefore, Harley Ellis Devereaux
cannot provide these services. It is our understanding that the client will retain, if necessary,
a qualified industrial hygienist and /or contractor to provide these services.
If this proposal meets with your approval and Harley Ellis Devereaux is awarded taus
project, we suggest that the master agreement that we have ui place with Novo Partners,
amended to the needs of the project, be utilized as the basis of the agreeient between the
client and Harley Ellis Devereaux. \ e wA in the interim, begin our services promptly, upon
receipt of your notification to proceed. This proposal will be considered valid for sixty (60)
days from date of issue.
If you have any questions regarding this proposal for services, or if you wish to discuss any
aspect of the project, please contact me directly. \Ve look forward to this opportunity to
serve you.
Very truly Sours,
A"440_�_
Susan Briggs, AIA, LEED AP
Principal -in= Charge
Enclosure: 2013 Invoicing Rates
2013 Invoicing Rates
Position
Rate Per Hour
Level 6: Principal -in- Charge
$225.00
Level 5: Associate/ Sr. Project Manager
$190.00
Level 4: Project Manager
$170.00
Level 4: Project Architect
$160.00
Level 3: Interior Designer/ Arclutcc=e
$150.00
Level 3: Designer / Architecture
$135.00
Level 2: Designer / Architecture
$120.00
Level 1: Designer/ Drafter
$ 105.00
Project Assistant
$ 80.00