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HomeMy WebLinkAboutG- 8 Extended Construction Administration and Interior Design Assistance THE CITY Q OF AZZISA (70 Police Department lit 0) 334-2943 7/ , TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: JOHN BRODERICK, CHIEF OF POLICE SAM GONZALEZ, LIEUTENANT VIA: HENRY GARCIA, CITY ADMINISTRATOR DATE: MARCH 17, 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. The City of San Marino Police Department remodeled their facility and hired their architect on a full time basis for$35,000 on what was ultimately a one million dollar project. It is apparent that we may in fact need the architect for additional construction Cy-t4-4-ei 3/,7/f 7 ■■ 725 North Alameda Avenue, Azusa, California 91702-2504 °-44-4 • 17) 44 A A 41. administration above and beyond their current contractual agreement. However, our contract with WMM Associates calls for them to bill us at an hourly rate of either$100.00 for a principal architect or$75.00 for an associate architect. Rather than incur these expenses for these anticipated services, staff proposes to enter into an extended construction administration contract with WMM Associates on a"Not to Exceed" basis. Staff believes it is in the City's best interests to enter into this "Extended Construction Administration Contract" with WMM Associates for additional hours should they be needed on a "Not to Exceed" basis for a total of$25,000.00, which is reasonable for this effort. This work is being offered at a reduced rate from the original contract standard hourly billing rate. The reduced rate is$55.00 per hour and essentially increases 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. ohn Broderick Chief of Police Sam Gonzalez, Lieutenant Project Manager 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 1'HE 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 seventeenth day of March, 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 seventeenth day of March, 1997 by the following vote of the Council. AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: