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HomeMy WebLinkAbout06 LIBRARY DSGN SVCS 03-01-04 AGENDA REPORT Agenda Item 6 Reviewed: tfi City Manager Finance Director MEETING DATE: MARCH 1, 2004 FROM: WILLIAM A. HUSTON, CITY MANAGER REDEVELOPMENT AGENCY STAFF TO: SUBJECT: SOLICITATION OF DESIGN SERVICES FOR THE PROPOSED TUSTIN LIBRARY SUMMARY: Authorization is requested to solicit proposal for services related to architectural and building plans, specifications and construction bid documents ("design services") for the proposed Tustin Library. RECOMMENDATION: Authorize the Assistant City Manager to solicit proposals for design services associated with the proposed new Tustin Library. FISCAL IMPACT: At this time, fiscal impacts are unknown with the exception of staff time and effort associated with preparation of a Request for Proposal. Any recommendation on selection of a consultant for the design scope of work will require future approval of the City Council and will be accompanied by a more detailed fiscal impact summary. BACKGROUND: The City has submitted a Third Cycle funding application for a new Tustin Library under the California Reading and Literacy Improvement and Library Construction and Renovation Bond Act of 2000 ("Library Bond Act"). It is expected that it may take until July or August for any final decisions on this Third Cycle of funding. However, the City was only required to submit conceptual plans with its Library Bond Act application. Consequently, the City can progress on portions of the design development process while awaiting a final decision from the State on the grant. This will also provide an opportunity for the City to explore all funding sources for not only the City's required matching obligation, if funding is granted, but also as a contingency for full funding of the project in the event that the City is unsuccessful with its grant application. The next steps in the normal design process associated with the design development process for any public building such as the new Tustin Library would be as follows: . Preparation of schematic design plans and refinement of schematic project specifications; . Preparation of design development plans and refinement of design development specifications; . Preparation of construction plans and bid documents including refinement of construction level specifications; and . Final construction plans and bid documents. In interviews with prospective architects it will take approximately twelve months to complete full construction and bid documents. State required review for successful grant recipients would contribute approximately three months to this schedule. It is recommended that the City Council authorize staff to solicit proposals for the above described submittal requirements for architectural and engineering plans and specifications with the cost and schedule associated with each phase of plan preparation to be identified in any RFP response. Staff has attached a preliminary scope of work for design services for the library project. After responses to the RFP are received and an architectural consultant selected, it is estimated that it will take approximately three months after the architect is fully under contract to complete the schematic design phase of the scope of work for design services. This would put the City in the position of having at least completed a draft of these documents at approximately the same time as any State funding decisions would be anticipated. This apparently is the approach being taken by a number of communities who wish to expedite future construction of their library facilities. However, since State review of plan submittals under the Library Bond Act is required for all successful grant recipients proceeding with design work beyond the next step, or the schematic design phase, could be costly to the City and require significant redesign later in the design process if the City is a successful grant recipient. Staff will be available to respond to any questions on this matter. ~ Christine Shingleton Assistant City Manager , Attachment: Preliminary Scope of Work Draft 2.18.04 SCOPE OF WORK SCHEMATIC DESIGN PLANS AND SPECIFICATIONS REVIEW. 1. Final Library Building Program. The final library building program has been completed and will be provided to the consultant. 2. Preliminary code information. Preliminary code information documented on the title sheet of drawings including occupancy, construction type, site and building access, any applicable seismic and energy provisions, planning and environmental compliance information, and any other code applications to specific project conditions. 3. Site Plan. A site plan showing the library building, parking (including number of spaces and location of accessible parking), and trees or other features which must remain in their original locations, and access drives as well as any anticipated future expansion of the building and parking. The site plan shall have a north arrow. Property lines shall be shown clearly as determined by the boundary survey completed as part of the grant application. 4. Floor Plans. Floor plans of the spaces listed in the library building program and identified by the area/space name assigned in the library building program. Show all columns; identify all functional areas including all non-assignable spaces. 5. Furniture and Equipment Plan. A furniture and equipment plan that identifies all furniture and equipment based on the library building program. The furniture and equipment plan shall be a computer-generated drawing, drawn to scale. Show all columns and coordinate with the floor plan. Show critical dimensions for the following: overall dimensions, dimensions between columns, dimensions for exiting and access compliance, and other dimensions that demonstrate the required quantity of furniture and equipment will fit into the proposed building, and allow for full code compliance and functioning of the facility. 6. Assignable Square Footage Tabulation. A tabulation of the assignable square footage for each area called for in the final library building program compared to the assignable square footage shown on the floor plan. 7. Collection Tabulation. A tabulation of the number of books, magazines, and audio- visual materials called for in the library building program compared to the number of books, magazines, and audio-visual materials that can be housed given the proposed furniture and equipment plan. The tabulation shall also provide the conversion factors utilized (books per double-faced unit, or books per linear foot). 8. Technology Workstations Tabulation. A tabulation of the number of technology workstations by area called for in the library building program compared to the number of technology workstations shown on the furniture and equipment plan. 9. Readers' Seats Tabulation. A tabulation of the number of readers' seats by area called for in the library building program compared to the number of readers' seats shown on the furniture and equipment plan. - 1 - 10. Exterior Elevations. Elevations of all four sides of the building showing general locations of openings, roof lines, grade lines. 11. Roof Plan. A roof plan showing roofing material, roof slope and direction of slope; roof overhangs and major elements and their relationship to the exterior wall of the building. 12. Building Sections. Two sections through the building, one longitudinal and one latitudinal. 13. Engineering Plans and Specifications. a. Civil: on-site and off-site utilities, fire protection, drainage, paving and grading. b. Structural: basic structural materials and systems, analyses, and development of design solutions. c. Mechanical: energy source, heating, ventilating, and air conditioning (HV AC), conservation, plumbing, fire protection, security systems. d. Electrical: power, data, communication, lighting, fire and security systems, and general space requirements. e. Landscape: conceptual design solutions for land forms, lawns and plantings based on program requirements, physical site characteristics, design, and environmental objectives. 14. Outline SpecificatiolTs. Outline specifications describing the type and quality of building systems, basic components, and components unique to the project. Outline specifications for the engineering disciplines listed in (13) "Engineering Plans and Specifications" above shall be included. 15. Preliminary Construction Cost Estimate. A preliminary construction cost estimate consisting of a projected cost for the construction project based on the most recent schematic design studies, current and historic volume, or other unit costs. The estimate shall include an assemblies (or CSI format) estimate summary. DESIGN DEVELOPMENT PLANS AND SPECIFICATIONS REVIEW. The consultant shall provide the following: 1. Site Plan. A site plan showing all buildings dimensioned from adjacent structures or other critical site features, datum elevations at all entries, street lines and grades, property lines, required setbacks, easements, parking, sidewalks, preliminary site and exterior building lighting scheme with identification of fixture types, and routing of sewer, water, gas and other utilities, site detailing showing typical external elements. 2. Floor Plans. Floor plans showing complete functional layout, room designations, all major dimensions, all critical dimensions, and all columns. 3. Exterior Elevations. Elevations showing full-height facades, type and extent of exterior finishes, all openings including fenestration, and overall vertical building heights related to established building datum. Indicate treatment of visible mechanical equipment and abutting topography and grade relationship. - 2 - 4. Roof Plan. A roof plan delineating roofing materials, direction and slope of roof; relationship of exterior wall to roof, overhangs and covered areas; mechanical equipment areas and screening; and location and major dimensions for major roof elements. 5. Building Sections. Two building sections (one longitudinal and one latitudinal) showing the overall building solution with typical wall construction, foundation, parapet design, insulation methods, window, mechanical penetrations impact, relationship of various levels, floor to ceiling heights, and ceiling height and bookstack height coordination anticipating code compliant fire sprinkler installation. 6. Details. Detail sheets showing key conditions, such as window and frame types, frame and door types, typical wall types, non-typical design-related detailing. 7. Interior Elevations. Interior elevations showing typical and special spaces, and any built-in cabinetry or counter items. These drawings shall be of pre-final quality adequate to convey design intent. Basic dimensions shall be delineated, along with casework, counters, and other built-ins with heights and depths shown. 8. Reflected Ceiling Plan. Reflected ceiling plan integrated to show structural, mechanical, and electrical impacts, including low voltage systems, e.g. security, audio- visual, and public address system speakers. 9. Schedules. Schedules are to be non-repetitive and comprehensive with keying to floor plans and elevations; pre-final interior finishes, frame and door, window and glazing, and preliminary hardware. 10. Furniture, Furnishings, and Equipment Plan. Furniture, furnishings, and equipment plan with any special interior design features. Preliminary documentation of materials, finishes, and colors. 11. Signage Schedule and Plan. Signage schedule and plan indicating the size, type and nomenclature of all interior signs. 12. Assignable Square Footage Comparison. A tabulation of the assignable square footage for each area called for in the final library building program compared to the assignable square footage shown on the floor plan. Any changes from the accepted schematic plans shall be highlighted. 13. Engineering Plans and Specifications. a. Civil: Grading, drainage, and preliminary details for on-site and off-site work. b. Structural: Basic structural system and dimensions, structural and foundation design criteria, and preliminary sizing of major structural components. c. Mechanical: Preliminary equipment and duct layout, approximate equipment sizes and capacities, required space for equipment, chases, and clearance coordination with structural, acoustical and energy conservation measures, and visual impacts. - 3- d. Plumbing: Preliminary plumbing lines routing within the building, point of entry of water, gas, storm drains, and sewer to building and preliminary details. e. Electrical: Electrical site plan. Preliminary lighting plan and fixture schedule, single line diagram, preliminary power, data, and communication plans, security and fire alarm plans, and low-voltage plans. i. Lighting System Plan. Lighting system plan overlaid on the furnishings, equipment, and signage plan. Show all sources of artificial illumination with a legend that indicates the type of light fixture. ii. Catalog "Cut" Sheets. Catalog "cut" sheets for each lighting fixture showing the fixture configuration, type and lens. The cut sheets must be keyed to the legend on the plans for quick identification. iii. Electrical and Data Distribution Systems Plan. Electrical and data distribution systems plan overlaid on the furnishings, equipment, and signage plan. Show all service panel boards, power outlets, telephone, data communication outlets, and audio-visual outlets with a legend that indicates the type of outlets. Also, include locations of book detection gates and security system components (surveillance cameras, motion and glass break detectors, magnetic door contacts, and card access system readers), and public address system speaker locations. 1. Landscape: Preliminary planting and irrigation plans with preliminary details. 14. Draft Specifications. Draft specifications including comprehensive, abbreviated descriptions of size, character, and quality of methods, materials, and systems. Coordinate specifications with the drawings. Use Construction Specifications Institute (CSI) format with applicable section numbers. Include all engineering specifications and special or supplementary conditions specific to the project. 15. Detailed Construction Cost Estimate. A Detailed Construction Cost Estimate and Summary shall be prepared updating and refining the Preliminary Construction Cost Estimate of the project. The following shall be shown: (1) a breakdown for each major area of construction work in CSI format; (2) all estimates shall include individual item unit costs (materials, labor and equipment); quantities and total quantity costs; (3) sales tax; general contractor's construction indirects (general conditions, overhead and profit; subcontractor's mark-ups shall be listed separately); (4) the estimate shall separate the Project's building costs from site and utilities costs. CONSTRUCTION DOCUMENTS AND SPECIFICATIONS REVIEW. 1. Complete Set of Construction Documents. A complete set of construction documents including all drawings, and specifications structural calculations, and energy load calculations in accordance with the Building Code; and contract language, along with all other documentation required as part of the bid package. All building systems must be delineated fully to illustrate their proposed scope and functions. Well defined construction requirements shall be addressed, including recommending bid alternatives as appropriate to assure competitive construction bids. - 4- 2. Final Construction Cost Estimate. A detailed Final Construction Cost Estimate and Summary shall be prepared in CSI format, updating and refining the Detailed Construction Cost Estimate, including: (1) individual line items, unit costs (materials, labor, and equipment); quantities and total quantity costs; (2) sales tax; general contractors construction indirects (general conditions, overhead and profit; subcontractor's mark-ups shall be listed separately); and (3) the estimate shall separate the Project's building costs from site and utilities costs. CONSTRUCTION SERVICES. Construction services phase of the project. The consultant shall assist the City to monitor and document progress for quality, cost and liability control. Coordinate with City and Orange County Public Library (OCPL) in review of payment requests, completion of necessary quality control testing, continuing to inform City and OCPL of project progress and problems, provide a final consultant project inspection and complete associated certificates. Activities are anticipated to include the following: 1. Assist with pre-bid conference and bid opening. Issue addenda, prepare an abstract of bids, and make recommendations for award. 2. Assist in award notification to successful bidder and notify and return bid bonds to the unsuccessful bidders. 3. Solicit and review bonds, insurance certificates, construction schedules, etc. 4. Conduct preconstruction conference. 5. Monitor construction staking, provide horizontal and vertical control. 6. Provide monitoring and documentation of construction progress, confirm conformance with schedules, plans and specifications, measure and document construction pay quantities, document significant conversations or situations, document input or visits by local authorities, etc. 7. Prepare change orders and supplemental agreement, if required. 8. Prepare and submit inspection reports. 9. Prepare and confirm monthly payment request. 10. Conduct necessary quality control testing. 11. Conduct document periodic wage rate interviews. 12. Conduct a final project inspection with City personnel, OCPL personnel and the contractor. 13. Prepare as-constructed drawings and the final project report. - 5-