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Home My WebLink AboutG- 14 Construction Admenistration and Interior Design OF AZ(ISA Police Department ® ® / 43 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BOB GARCIA, CAPTAIN SAM GONZALEZ, LIEUTENANT VIA: HENRY GARCIA, CITY ADMINISTRATOR DATE: FEBRUARY 18, 1997 SUBJECT: EXTENDED CONSTRUCTION ADMINISTRATION AND INTERIOR DESIGN ASSISTANCE Background On July 5, 1994, Council approved the architectural and engineering consulting services from WMM Associates for the Police Department's addition and alteration project. Due to the scope of the project expanding Council approved additional architectural and engineering consulting services from WMM Associates on October 21, 1996. On January 6, 1997, Council approved the plans and specifications for the City of Azusa Police Facility Addition and Alteration project. The public bid opening was held in the City Clerk's office on February 6, 1997. Findings Twenty percent of WMM's total fee budgeted for Construction Administration during the addition and alteration project. This percentage is the amount usually recommended by the American Institute Architects. The total amount for this effort is $55,800.00 and is applied as follows: * $55,800.00 fee divided by 12 month construction period is $4,650 per month. * $4,650.00 fee per month divided by their hourly minimum for Construction Administration minimum of$55.00 per hour is 84.54 hours per month or 21.14 hours weekly. We have learned from several cities that it would be in our best interests to have this service expanded beyond that outlined above to ensure a successful project by having the architects monitoring the General Contractor's work more closely. WMM Associates has proposed an"Extended Construction Administration Contract" for additional 4X)Znl t//9 .. //i4 ate e 725 North Alameda Avenue, Azusa, California 91702-2504 17Z45 • hours should they be needed. It is believed that a"Not to Exceed" total of$25,000.00 is reasonable for this effort. This work would, at the rate of$55.00 per hour, increase their time in the field by approximately 9.5 hours per week. This would increase their ability to provide the Police Department with approximately 30 hours a week dedicated toward construction administration efforts. Additionally,the firm of WMM Associates has proposed interior design assistance in the same"Not to Exceed" fashion. This service would assist the Police Department in the selection and specifications for systems furniture and other related office furnishings. WMM proposes not to exceed $5,000.00 for this work at a rate of$55.00 per hour. Recommendation Staff recommends that Council pass the attached Resolution waiving formal "sealed" bidding and ordering the procurement of Extended Construction Administration and Interior Design services from the firm of WMM Associates in the amount not to exceed $25,000.00 and $5,000.00 respectively. The total of both these services is not to exceed $30,000.00 combined. Robert Garcia, Captain Administrative Division Sam Gonzalez, Lieutenant Project Manager 7v. WMM ASSOCIATES 7T Architects and Planners February 5, 1997 Lieutenant Sam Gonzalez City of Azusa Police Department 725 N. Alameda Ave. Azusa, California 91702-0369 Re: Proposed Construction Administration Extra Services Dear Sam: We have at this time 20 percent of our total fee budgeted for the Construction Administration effort for the City of Azusa Police Facility Addition and Alteration. This percentage is the amount usually recommended by the American Institute Architects for this effort. The total amount is $ 55,800.00 (Fifty Five thousand eight hundred dollars.) We expect the of this fee would be expended as follows" • $ 55,800 fee divided by 12 month construction period is $4,650 per month. • $ 4,650.00 fee per month divide by our hourly minimum for Construction Administration minimum of$55.00 per hour is 84.54 hours per month or 21.14 hours per week approximately. We have noticed and discussed with your department that a number of cities have requested our office increase our efforts in the field and Construction Administration in order to monitor the project more closely with the General Contractor. We are proposing to the City of Azusa an "Extended Construction Administration Contract" for additional hours should they be needed. We feel at this time a "Not to Exceed"total of $25,000.00 is reasonable for this effort. This work would, at the rate of$55.00 per hour, increase our time in the field by approximately 9.5 hours per week. This would increase our ability to provide the City with approximately 30 hours a week directed toward Construction Administration efforts. If you have any other questions, please do not hesitate to contact us. Sincerely WMM Associates ✓-J _ 0...,./4" / Stephe, iley, AIA Press•,_ t STEPHEN WILEY,A.I.A.ARCHITECT • LANAO MOGA,A.I.A.ARCHITECT • FRANK MENDOZA JR.,C.S.I. 3731 WILSHIRE BOULEVARD • SUITE 670 • LOS ANGELES,CALIFORNIA 90010 • TEL: (213)382-9336 • FAX: (213)382-3247 V WMM ASSOCIATES 7N- Architects and Planners February 5, 1997 Lieutenant Sam Gonzalez City of Azusa Police Department 725 N. Alameda Ave. Azusa, California 91702-0369 Re: Proposed Interior Design Assistance Dear Sam: We have discussed the interior design assistance with you and members of our office. As we understand it you require assistance in the selection of some systems furniture and miscellaneous items. This is likely not a full service Interior Design effort. We are therefore proposing a "Not to Exceed" Contract of$5,000.00 for this work. This work would be billed at a rate of$ 55.00 dollars per hour for the project. We would be pleased in assisting you and the Department in any way we can. We are pleased to present you with this proposal, should you need other assistance please do not hesitate to contact us. Sincerely WMM Associates 4/1" Stephr iley, AIA Pre;C -nt STEPHEN WILEY,A.I.A.ARCHITECT • LANAO MOGA,A.I.A.ARCHITECT • FRANK MENDOZA JR.,C.S.I. 3731 WILSHIRE BOULEVARD • SUITE 670 • LOS ANGELES, CALIFORNIA 90010 • TEL: (213)382-9336 • FAX: (213)382-3247 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA WAIVING FORMAL SEALED BIDDING AND AUTHORIZING THE ISSUANCE OF A PURCHASE ORDER FOR AN AMOUNT NOT TO EXCEED $30,000 FOR EXTENDED CONSTRUCTION ADMINIS- TRATION AND INTERIOR DESIGN SERVICES FOR THE NEW POLICE FACILITY WHEREAS, Section 2.537 of the Azusa Municipal Code requires City purchases over the amount of$5,000 to be awarded to the lowest responsible bidder after notice, and WHEREAS, Section 2.536 of the Azusa Municipal Code allows the City Council to waive formal sealed bidding upon finding that the public welfare would be promoted by dispensing with them, and WHEREAS, by soliciting written quotations from vendors, the City will have clearly complied with the intent of Section 2.536 of the Azusa Municipal Code, even though formal "sealed"bids will not have been solicited, NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AZUSA DOES HEREBY FIND AS FOLLOWS: Section 1. That the formal"sealed"bidding process is waived, and Section 2. That a Purchase Order, not to exceed$30,000, be issued to WMM Associates for extended construction administration and interior design services. PASSED, APPROVED AND ADOPTED this eighteenth day of Feburary, 1997. MAYOR I HEREBY CERTIFY that the foregoing Resolution No. was duly adopted by the City Council of the City of Azusa, at a regular meeting thereof,held on the eighteenth day of February, 1997 by the following vote of the Council. AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: