03.05 Front Counter Remodel and Old Towne East Parking Structure Plan Development � o
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��� �;s AGENDA ITEM
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April 9, 2019
TO: Honorable Mayor and Members of the City Council
THRU: Rick Otto, City Manager
FROIVI: Christopher Cash, Public Works Directo��
Bill Crouch, Community Development Director
REVIEW: City Mana r inance���
1 . SUBJECT
First Amendment to Consultant Services Agreement No. 6479 with Secoy Architect, Inc.,
for professional services for Public Works and Community Development Front Counter
Remodel Project (SP-4097) and Grand Street Parking Structure Conceptual Plan
development.
2. SUMMARY
This contract authorizes Secoy Architect, Inc. (Secoy) to perform the professional
services for preparing the bid document and construction support for Public Works and
Community Development Front Counter Remodel Project, and for Secoy's assistance in
reviewing and developing the Grand Street parking structure conceptual plan.
3. RECOMMENDED ACTION
Approve the First Amendment to Consultant Services Agreement No. 6479 with Secoy
Architect, Inc. in the amount of $50,150 and authorize the Mayor and the City Clerk to
execute the agreement on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this agreement is $50,150 and will be funded through funds:
General Fund (100) $40,150 �
NW & SW Merged 2003 Tax Exempt Bonds (953) 10 000
Total: $50,150
5. STRATEGIC PLAN GOALS
Goal 4: Provide outstanding public service
b. Provide facilities and services to meet customer expectations.
ITEM�5 � 04/09/2019
6. DISCUSSION AND BACKGROUND
The Public Works and Community Development Building was built in 1962 along with the
other two City Hall buildings and Council Chamber at the Orange Civic Center. Minimal
improvements have been done to the Public Works and Community Development Front
Counter since its construction. The front counter needs to be remodeled to provide better
customer senrice and a more welcoming and attractive environment for the public.
On October 5, 2017, the City of Orange entered into a consultant services contract with
Secoy Architect, Inc. (Secoy), in the amount of$16,000 for the preparation of conceptual
plans for Public Works and Community Development Front Counter Remodel. The work
included reviewing of existing physical and functional characteristics of the counter and
workstations behind the counter and recommending alternatives in which better use could
be made of the space. The remodeled counter area will gain additional space to function
as an inviting "one stop shop", and the space for planning and design work will be the
inter-related operations of the Community Development and Public Works Departments
associated with the development review process. The schematic design has been
completed and staff is recommending that the City Council approve Amendment No. 1 to
Secoy Architect, Inc. for the preparation of final plans in the amount of$40,150.
As the City is preparing to develop a conceptual plan for a second parking structure to be
located on the 100 block of South Grand Street, staff is also seeking Secoy's assistance
in reviewing the conceptual plan development in relation to the historical design elements
and context of the surrounding area. $10,000 is also included in this contract for this
consulting service. The additional professional services include:
Front Counter
1. Review and confirmation of the 2018 schematic designs including revisions to
existing entry door configurations.
2. Prepare construction documents consisting of drawings and specifications setting
forth in detail the requirements for bidding the construction of the project.
a. Floor plans, elevations and details for front counter and affected areas.
b. Electrical requirements and conduit placement.
c. Floor cuts and detail with specification the location of floor boxes, and
penetrations.
d. ADA requirements.
3. Construction support includes bidding and construction administration.
Parking Structure Conceptual Plan
• Consulting services for reviewing and advising on the Historic Preservation
Design Standards for Old Towne Orange on the Conceptual Design of Old Towne
East Parking Structure Project.
The Front Counter Remodel project is included in the Fiscal Year 2020 CIP budget.
However, in order to avoid any major disruption in servicing the public at the Public Works
and Community Development front counter, staff is planning to start the actual
construction work during the 2019 holiday closure. By awarding this consultant service
contract now, Secoy has adequate time to complete all the design and construction
documents to meet the planned construction schedule during 2019 holiday closure time.
7. ATTACHMENT
• First Amendment
ITEM 2 04/09/2019
AGR-6479.1
FIRST AMENDMENT
TO
CONSULTANT SERVICES AGREEMENT
This First Amendment to Consultant Services Agreement (the "First Amendment") is made
and entered into as of , 2019, by and lietween the CITY OF.ORANGE, a
municipal corporation ("City"), and SECOY ARCHITECTS, INC., a California corporation (herein
referred to as the "Consultant"), with its principal office for purposes of this First Amendment at
160 S. Cypress Street, Orange, California 92866 and with reference to the following:
A. The City and the Consultant entered into that certain Consultant Services Agreement
(Agreement No. AGR-6479) dated as of October 5, 2017, which is incorporated herein by this
reference(the"Original Agreement"); and
B. The City and the Consultant desire to amend the Original Agreement to modify,
amend and supplement certain portions of the Original Agreement.
NOW,THEREFORE,THE PARTIES AGREE AS FOLLOWS:
Section 1. Defined Terms. Except as otherwise defined herein; all capitalized
terms used herein shall have the meanings set forth for such terms in the Original Agreement.
Section 2. Revised Scope of Services. The Scope of Services,Exhibit A to the Original
Agreement, is hereby amended, modified and supplemented to include the services described on
E�ibit A attached hereto and incorporated herein by this reference.
Section 3. Compensation. The total not-to-exceed compensation (exclusive of
reimbursables) set forth in Section 2 of the Original Agreement for the services to be rendered
thereunder was the sum of SIXTEEN THOUSAND DOLLARS and 00/100($16,000.00). Section 2
of the Original Agreement is hereby amended to provide for an increase of FIFTY THOUSAND
ONE HUNDRED FIFTY DOLLARS and 00/100 ($50,150.00) in the total not-to-exceed
compensation such that the Consultant's total compensation under the Original Agreement, as
amended by this_First Amendment shall not exceed SIXTY SIX THOUSAND ONE HUNDRED
FIFTY DOLLARS and 00/100 ($66,150.00)without the prior authorization of the City.
Section 4. Integration. This First Amendment, the agreements specifically referred to
herein, and all attachments hereto (if any) integrate all of the terms and conditions mentioned herein
or incidental hereto, and supersede all negotiations with respect to the subject matter hereof. This
First Amendment amends, as set forth herein, the Original Agreement and, except as specifically
amended hereby, the Original Agreement shall remain in full force and effect. To the extent that
there is any conflict or inconsistency between the terms and provisions of this First Amendment and
the terms and provisions of the Original Agreement, the terms and provisions of this First
Amendment shall control and govern the rights and obligations of the parties.
IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to
Consultant Services Agreement to be executed on the date above.
"CONSULTANT" "CITY"
SECOY ARCHITECTS, INC., CITY OF ORANGE, a municipal corporation
a California corporation
*By: By:
Printed Name: Mark A. Murphy,Mayor
Title:
*By: ATTEST:
Printed Name:
Title:
Pamela Coleman, City Clerk
APPROVED AS TO FORM:
Gary A. Sheatz, City Attorney
*NOTE: If CONSULTANT is a corporation,the City requires the following signature(s):
-- (1) the Chairman of the Board, the President or a Vice President,AND(2) the Secretary,
the Chief Financial Officer, the Treasurer, an Assistant Secretary or an Assistant
Treasurer. If only one corporate officer exists or one corporate officer holds more than
one corporate offcce,please so indicate. OR
— The corporate officer named in a corporate resolution as authorized to enter into this
Agreemen� A copy of the corporate resolution, certifeed by the Secretary close in time to
the execution of the Agreement,must be provided to the City.
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secoy architects, inc :
Februa:ry 26,;2019 .
M�: Randy Nguyen . ..
City of Orange.
300 East Chapman Avenue
Orange, CA 92866 .
Telephone: 714 744 553.1
Email: mguyen@cityoforange.org
Dear.Randy:
We are pleased to submit this proposal to provide professional services for the Remodel of Planning,
Building, and Public Works:front counter and workspaces, located at 300 East Chapman Avenue, in the
city of Orange, Califor.nia.. For the purpose of this proposal,the projec#shall be referred,to as Orange Civic
Center_L.obby::_:This proposal also:includes professional,:services as City of Orange Consulti.ng Architect
for the Grand Sfreet Parking Structure.
SCOPE OF PROJECT
_ . _
We understand that the scope of,Secoy Architects; Inc, responsibilities for the project shall include; : .
.
Design DevelopJment �
• . Construetion Documents . :
• Bid Phase �
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Construction Aciministration Phase
•: City of Orange Consulting Architect for the Grand Street Parking Structure '
PHASE III-Design Development :
Review and confirmatiorn:of the 2018 schematic.designs,with a maximum of finro rounds of refinement of : .
the schematic design, including.reyisions to existing.ent.ry door confgurations. . ...
PHASE IV-Construction.Documents., ,. . ..
Based u on the a roved desi n develo men
p pp g p t d�awings and anyfucther adjustments in the scope or quality.. :: : :
of the project,:Secoy Architects, Inc: shall prepare consfruction documents eonsisting of drawings. and
specifications setting forth in detail:the requirements for bidding the construction of the project.:: These
documents will consist_of the following sheets and appropriate'information:
A. Cover.Sheet.
B. Floor Plans.
C Electrical requirements and conduit placemenfito be specified_with coordination and. review of
: staff requirements..
p Elevations and Details for.front counter and.affected areas.
E. Finish:schedules and speoifioations.
F. Specify conduit floor cuts and detail� with specifcation the location. of floor boxes; and
penetrations.
G. ADA requirements. .
160 south cypress street orange california 92866 tel 714.639.43fi7 susan@secoyarchitects.com www:secoyarchitects.com
OCCL
February 26, 2019
Page 2
H. Coordination with City's construction representative to determine demolition detail and
instructions for existing counter and other structures being removed.
I. Coordination of signage and graphics.
Secoy Architects, Inc.shall:
A. Provide one set of reproducible drawings and appropriate number of wet signed sets of
documents as required for permitting.
B. Maintain contact with the Project Manager, or City Representative.
C. Coordinate with the selected design-build mechanical, plumbing, and fire protection/life
safety contractors, if required.
D. Perform final code review with City officials and submit documents for building plan and
review.
FEE AND METHOD OF PAYMENT:
1. Client shall compensate Architect for the basic services set forth in this document.
If the scope of the project changes or if additional services are requested by the Client
then these services will be performed at Standard Hourly Rates.
2. Architect shall provide Client with monthly invoices for services rendered and costs
advanced. Flat fees will be billed on a percentage of work completed basis for each
basic service during the month. Basic service phases:
Phase III- Design Development: (14)hours at$225, (6) hours at$95
Estimated fees not to exceed: $3,150.00
Phase IV- Construction Documents:
Architectural: $18,000.00
Electrical Engineering: $ 2,500.00
Phase V- Bidding: $ 1,500.00
Phase VI- Construction Administration:
Architectural: $13,500.00
Electrical: $ 1,500.00
Phase VII- Consulting Architect: $10,000.00
3. Secoy Architects, Inc. shall perform all such work described above in Phase III, Phase
IV, Phase V, Phase VI, and Phase VII for the total amount of$50,150.00
4. Each invoice shall be due and payable upon receipt, and delinquent 30 days after its
date. In the event of delinquency, interest shall accrue from the invoice date at the
rate of%10 annum. Secoy Architects, Inc. has the right to stop work after 60 days of non
payment of the invoice.
5. No deductions shall be made from ArchitecYs compensation nor shall Client delay
payment on account of claims or losses for which an appropriate court or arbitrator
has not held Architect legally liable.
6. Either party may terminate this agreement at any time upon 5 days written notice. In the
event of termination prior to the completion of the project, for any reason, Client will
compensate Secoy Architects, Inc.for the time spent by our staff prior to receipt of written
notice of termination.
OCCL
February 26, 2019
Page 3
7. In light of the obvious advantage of resolving questions and disputes regarding
ArchitecYs billing quickly and while recollections are fresh, Client will notify
Architect of any questions or dissatisfaction which it may have regarding any
particular invoice within 30 days of the invoice date, and if Client fails to give
Architect such notice, then Client will have waived its right to dispute the accuracy
and appropriateness of the invoice and the invoice will be binding upon Client.
8. A retainer of $2,500 will be paid upon the execution of this Agreement and applied to
ArchitecYs final invoice.
9. Reimbursable expenses include expenses incurred by the Architect in the interest of
the Project for:
1. Expense of transportation and mileage reimbursement at$ .54 per mile and
parking fees.
2. Fees paid for securing approval of authorities having jurisdiction over the
project.
3. Reproductions&photographic documentation.
4. Postage and handling of drawings and specifications.
5. Renderings, models, and photography requested by the Owner.
6. Expense of additional insurance coverage or limits, including professional
liability insurance, requested by the Owner in excess of that normally
carried by the Architect and Architect's consultants.
7. All re-imbursable expenses will be charged on a cost plus 15% basis.
GENERAL PROVISIONS
1. Architect warrants that all of the services provided by or on its behalf pursuant to this
Agreement will be performed with reasonable care, skill and diligence in accordance with
generally and currently accepted design professional principles and practices. This
warranty is in lieu of all other warranties,either express or implied.In particular,and without
limitation,Architect will use its best professional judgment in interpreting and applying the
requirements of all laws applicable to the Project such as the Americans with Disabilities
Act,but compliance with these laws as they may be eventually interpreted by others cannot
be guaranteed. Further, it is understood that when used in conjunction with the providing
of services pursuant to this Agreement, such terms as "certify," warrant," "confirm,"
, "assure," or the like do not constitute a guarantee, but rather a representation based on
ArchitecYs professional opinion or judgment.
2. Architect will coordinate the professional engineering services called for by this Agreement,
but Client acknowledges that Architect lack the training and experience necessary to
perform or critique said services and that these services will necessarily be provided on an
independent contractor basis by duly licensed professional engineering subconsultants. In
no event, will Architect have any legal liability for any professional errors or omissions
committed by these subconsultants.
3. If Client retains or allows the retention on any design/build contractors then such
contractor shall be responsible for (1) preparing all the engineering and other
drawings and specifications for the components of its design/build contract, (2)
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February:26;2019
Page 4: : _
complying with :the Project requirements and space limitations; (3) coordinating and
inte.rfacing with other tcades and consultants,and (4)obtaining.any:required or
appropriate approvals from authorities having jurisdiction over the Projeet. Each
design/build .contractor shall. b.e: the Professional. of: Record for its portion of work,
responsible directly to the Client. Design[build system designs s.hall be reviewed by,
Architect only _fo.r.,conformance w.ith : the aesthetic aspects ,and major. space .
limitations of the Project; and Architect will not assume responsibility for tfie design,
installation oc performance of the system.
4. Arehitect shall not be responsible for delays beyond its reasonable control, for inaccurate
or incomplete information provided.to it by Client or otherreasonably reliable.sources,
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for sife conditions of which it was not actually informed, for hazardous materials or toxic
substances at the Project site, for tfie 5pecifcation of products or eq.u.ipment�for purposes,.
consistent with the ,manufactures published:literature, for ClienYs finish materials_;and
e ui ment decisions, for im lementin Client's unlawful desi n decisions forthe actions
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: or inaction of:governmental agencies, or for any failures:of the Project's confractors and
material suppliers.
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5. The plans covered by fhis contract are understood to.be those required by the various
governing bodies for this type of work as of the date of tliis agreement.:-In the event of a
material change.of.policy of these organizations whicfi requires material acJditional office.
or field work,the payment for the extra:work:sball be the su6ject of an extra charge.
6. Ownership : of any drawings as. instruments of service remains that of Secoy
Architects; Inc:
7, All written and promotional materials.showing or describing the design by,Secoy Architects,
Inc. shall contain reference to.tHe design services.performed by Secoy.Architects, Inc.
Secoy Architects, Inc. reserves the right to make reference to their participation in he
project in subsequent acivertising material with prior client approval.:Secoy Architects, Inc::
reserves the right to photograph and publieize:the design project with prior approval frorn: .
the Client.
If the foregoing is acceptable, your signature on. this proposal to Secoy:Architects, Inc. wilf.
constitute acceptance of its terms and Secoy Architects, Inc: authority to proceed: It is:understood
that no changes shall be made except in writing.
I trust tha4=.the above services are consistent with your requirements a.nd we look forward to a
mutually successful_Project.
Sincerely, : Accepted:
SECOY ARCH17'ECTS;INC. GLIENT.
c�GLdC�{1i ��C'�I
�
Susan Secoy Jensen, . IA By
Principal
: _
Date:
OCCL
February 26, 2019
Page 5 �
HOURLY BILLING RATES FOR PROFESSIONAL SERVICES:
Principal/Project Designer $225.00 per hour
Project Manager $150.00 per hour
Draftsperson/Cad Operator $95.00 per hour
Assistant Designer $ 60.00 per hour
CITY COUNCIL MINUTES APRIL 9, 2019
3. CONSENT CALENDAR
All items on the Consent Calendar are considered routine and are enacted by one motion
approving the recommended action listed on the Agenda. Any member of the City Council,
staff or the public may request an item be removed from the Consent Calendar for
discussion or separate action. Unless otherwise specified in the request to remove an item
from the Consent Calendar, all items removed shall be considered immediately following
action on the remaining items on the Consent Calendar.
3.1 Confirmation of warrant registers dated March 7, 15,21,and 29,2019. (C2500.J.1.7)
ACTION: Approved.
3.2 City Council Minutes,Regular Meeting of March 12,2019. (C2500.D.4)
ACTION: Approved.
3.3 Waive reading in full of all ordinances on the Agenda.
ACTION: Approved.
3.4 Agreement with Watry Design, Inc. for architectural and engineering conceptual
design services for the Old Towne East Parking Structure Project.
(A2100.0; AGR-6753)
ACTION: 1) Authorized the transfer of$70,000 from 953.9810.56020.20247,NW& SW
Merged 2003 Tax Exempt -Bonds — Economic Development Capital Projects to
953.5011.56020.20403, NW & SW Merged 2003 Tax Exempt Bonds — Old Towne East
Parking Structure; and 2) Approved the Agreement with Watry Design, Inc. in the amount
of$56,000 for architectural and engineering design services and authorized the Mayor and
City Clerk to execute on behalf of the City.
3.5 First Amendment to Consultant Services Agreement No. 6479 with Secoy Architect,
Inc., for professional services for Public Works and Community Development Front
Counter Remodel Project and the Old Towne East Parking Structure Project
conceptual plan development. (A2100.0; AGR-6479.1)
ACTION: Approved the First Amendment to Consultant Services Agreement No. 6479
with Secoy Architect, Inc. in the amount of$50,150 and authorized the Mayor and City
Clerk to execute on behalf of the City.
3.6 First Amendment to Intergovernmental Agreement Regarding Transfer of Public
Funds (Contract #16-93672) and Intergovernmental Assessment Fee (Contract #16-
93703) with the California Department of Health Care Services. (A2100.0; AGR-
6469.1)
ACTION: Approved First Amendment with the California Department of Health Care
Services and authorized the Mayor and City Clerk to execute the amendment on behalf of
the City.
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