AGENDA REPORT
Meeting Date: January 9, 2025
Item Number:
To: Honorable Mayor & City Council
From: Mandana Motahari, City Architect
Subject: APPROVAL OF AMENDMENT NO. 1 TO THE AGREEMENT WITH LORCAN O’HERLIHY ARCHITECTS FOR ARCHITECTURAL AND
ENGINEERING DESIGN FOR THE PUBLIC SAFETY CENTER AT
WILSHIRE/LA CIENEGA METRO PURPLE LINE STATION; AND
APPROVAL OF A CHANGE PURCHASE ORDER IN THE AMOUNT
OF $99,000 FOR A TOTAL NOT-TO-EXCEED AMOUNT OF
$172,975
Attachment: 1. Amendment No. 1
RECOMMENDATION
Staff recommends that City Council waive the bidding requirements pursuant to the professional services exception, Beverly Hills Municipal Code 3-3-112(G), approve Amendment No. 1 to the Agreement between the City of Beverly Hills and Lorcan O’Herlihy Architects for additional architectural and engineering services for the Public Safety Center at Wilshire/La Cienega Metro Purple Line Station, and approve a change purchase order in the amount of $99,000 for a total not-to-exceed amount of $172,975.
The total amount of the original agreement and the amendment is $172,975.
INTRODUCTION
For the past several years, the City of Beverly Hills has been preparing for the upcoming openings of the Metro stations at Wilshire/La Cienega and Wilshire/Rodeo. Public safety continues to be a critical focus during planning efforts. To provide high-visibility public safety presence, the Police Department and City leadership have recommended the addition of a Public Safety Center on the Plaza Level of the Wilshire/La Cienega Station.
In November of 2024, the City entered into an agreement with the Los Angeles County Metropolitan Transportation Authority, which permits the addition of a Public Safety Center.
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Meeting Date: January 9, 2025
The Public Safety Center is intended to increase public safety and accessibility to public safety personnel for Metro riders and surrounding community members. Once open, the center will be staffed by both sworn and non-sworn public safety personnel and support coordination with Metro personnel.
DISCUSSION
Lorcan O’Herlihy Architects (LOHA) was engaged by the City to provide architectural and engineering services for the new Public Safety Center at the Metro Purple Line Wilshire/La Cienega Station. The original contract included conceptual and preliminary design as well as preparing design development documents for the proposed building.
The original agreement with LOHA for design services, in the amount of $73,975, was executed on October 22, 2024, under the authority of the City Manager.
The proposed structure is approximately 500 square feet and includes workspace for two officers at a public window area, a workspace for support staff, a small office, a kitchenet and a restroom facility. Architecturally the building complements the Metro station portal. Design-development documents were completed at the end of December 2024, and a cost estimate will be prepared to ensure the project is within the estimated budget and determine if any value engineering efforts are required.
The amendment to LOHA’s contract will include architectural and engineering services for preparation of construction and bid documents. The additional professional services are for the amount of $96,500, plus a contingency amount of $2,500.
The Wilshire/La Cienega Metro Station is due to be completed in late 2025, and there is a desire to have the Public Safety Center construction completed at the same time.
Beverly Hills Municipal Code 3-3-112(G) allows an exception to the bidding requirement when the contract is for professional services such as attorneys, physicians, architects, engineers, consultants, accountants, specialized printers or other individuals or organizations possessing a high degree of professional, unique, specialized or technical skill or expertise. In this case, LOHA will continue to provide specialized professional services which is an allowed exception to the bidding requirement.
FISCAL IMPACT
There is currently $2,622,921 available in Fund 405, CIP #00933 (Police Facility Upgrades), which may be applied toward this agreement. No appropriations are requested at this time.
Shana Epstein,
Director of Public Works
Approved By
Attachment 1
1 B0785-0001\3054155v4.doc
AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND LORCAN O’HERLIHY ARCHITECTS
FOR ARCHITECTURAL AND ENGINEERING DESIGN FOR THE
PUBLIC SAFETY CENTER AT WILSHIRE/LA CIENEGA METRO
PURPLE LINE STATION
NAME OF CONSULTANT: Lorcan O’Herlihy Architects
RESPONSIBLE PRINCIPAL OF CONSULTANT: Lorcan O’Herlihy, FAIA, Chief Executive and Secretary
CONSULTANT'S ADDRESS: 4106 W. Jefferson Boulevard
Los Angeles, CA 90016
Attention: Lorcan O’Herlihy, FAIA, Chief
Executive and Secretary
CONSULTANT’S E.I.N./TAX I.D. NO.: 95-4828005
CITY'S ADDRESS: City of Beverly Hills
345 Foothill Road
Beverly Hills, CA 90210
Attention: Director of Public Works
COMMENCEMENT DATE: October 1, 2024
TERMINATION DATE: June 30, 2025 (original termination date) June 30, 2026 (extended pursuant to this
Amendment No. 1)
CONSIDERATION: Original Agreement:
Professional fees: Not to exceed
$69,500.00
Reimbursable expenses: Not to exceed
$1,000.00
Contingency: Not to exceed $3,475.00
Total Not to Exceed: $73,975.00 at the
rates set forth in Exhibit B
Amendment No.1: Additional Professional
services not to exceed $96,500.00
Additional Contingency: Not to exceed
$2,500.00
Total not to exceed $172,975.00 as more
particularly described in Exhibit B
Docusign Envelope ID: 596B3125-A9EF-45F2-BB40-AE0A057BD868 2 B0785-0001\3054155v4.doc
AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND LORCAN O’HERLIHY ARCHITECTS
FOR ARCHITECTURAL AND ENGINEERING DESIGN FOR THE
PUBLIC SAFETY CENTER AT WILSHIRE/LA CIENEGA METRO
PURPLE LINE STATION
This Amendment No. 1 is to that certain Agreement between the City of Beverly Hills (hereinafter called "CITY"), and Lorcan O’Herlihy Architects (hereinafter called "CONSULTANT") dated October 22, 2024, and identified as Contract No. 558-24 (“Agreement”).
RECITALS
A. CITY and CONSULTANT entered into an agreement for architectural and engineering design services for a public safety center at the Wilshire/La Cienega Metro Purple Line Station.
B. CITY and CONSULTANT desire to amend the Agreement to expand the Scope of Work to include additional services, extend the termination date, increase the consideration to compensate CONSULTANT for additional services, and amend Exhibit B of the Agreement to reflect the new consideration amount.
NOW, THEREFORE, the parties agree as follows:
Section 1. The Termination Date shall be amended as set forth on the cover page above.
Section 2. The Consideration shall be amended as set forth on the cover page above.
Section 3. Exhibit A, “Scope of Work”, shall be amended and restated as attached hereto and incorporated herein.
Section 4. Exhibit B, “Schedule of Payment and Rates”, of the Agreement is hereby amended as attached hereto and incorporated herein.
Section 5. Except as specifically amended by this Amendment No. 1, the remaining provisions of the Agreement and Amendments shall remain in full force and effect.
Docusign Envelope ID: 596B3125-A9EF-45F2-BB40-AE0A057BD868 3 B0785-0001\3054155v4.doc
EXECUTED the _____ day of __________________, 20___, at Beverly Hills, California.
CITY OF BEVERLY HILLS
A Municipal Corporation
LESTER J. FRIEDMAN
Mayor
ATTEST:
(SEAL)
HUMA AHMED
City Clerk
CONSULTANT: Lorcan O’Herlihy Architects
LORCAN O’HERLIHY, FAIA
Chief Executive and Secretary
APPROVED AS TO FORM: APPROVED AS TO CONTENT:
LAURENCE S. WIENER NANCY HUNT-COFFEY
City Attorney City Manager
SHANA E. EPSTEIN
Director of Public Works
MANDANA MOTAHARI
City Architect
SHARON L’HEUREUX DRESSEL
Risk Manager
ANTHONY RODSTEIN
Purchasing Services Manager
Docusign Envelope ID: 596B3125-A9EF-45F2-BB40-AE0A057BD868 4 B0785-0001\3054155v4.doc
EXHIBIT A
SCOPE OF WORK
I. SCOPE OF WORK
ORIGINAL AGREEMENT
Under the direction of the City Architect or her designee, CONSULTANT shall provide architectural and engineering design documents for Police Department satellite offices at the Metro Purple Line Station known as the Public Safety Center, located on the northwest corner of Wilshire/La Cienega in CITY, including the following:
a. A new structure (the “Structure”) of approximately 500 square feet to house police department satellite office including four (4) workstations, one (1) office, one (1) bathroom, and one (1) kitchenette;
b. Structural engineering of the Structure; and
c. Mechanical, electrical and plumbing (MEP) and lighting of the Structure.
Design Development – Phase 1
Based on the approved Schematic Design, CONSULTANT shall provide to CITY Design Development services. Design Development entails drawings and other documents to fix and describe the size and character of the Structure. Finish and building materials will also be described in further detail and as appropriate. Deliverables shall include:
• Drawings, including site plan, floor plan, elevations and sections; • Material palettes and color boards;
• Rendered perspectives and material palette to describe the overall Structure design; • Revit or CAD generated design development building plans, sections, elevations, pertinent interior elevations, and typical wall details indicating building systems; • Orchestrate review meetings with governing agencies to verify code / occupancy / egress compliance and identify special conditions which may exist for the Structure; • Coordination with structural and MEP engineers and lighting designers; and • Prepare preliminary finish schedule including primary material selections.
Planning Approval Phase – Phase 1
This phase may be concurrent with portions of Design Development phases. Deliverables shall include:
• Architectural application submittal and other supporting documentation to include all materials necessary to illustrate the project design as required CITY, including renderings to demonstrate project design;
• Consultation and review with Planning Department;
• Coordination with CITY consultants necessary to complete the submittal; Docusign Envelope ID: 596B3125-A9EF-45F2-BB40-AE0A057BD868 5 B0785-0001\3054155v4.doc
• Planning Review services shall be limited as follows:
o Upon CITY-approved design and direction, CONSULTANT shall complete the submittal required by CITY; and
o Attendance at required public hearings and/or meetings with CITY.
CONSULTANT guarantees the work shall be performed in accordance with the Scope of Work specified herein and to CITY’s full satisfaction and accordance with all relevant codes and regulations.
Exclusions
• Land Use or Entitlement Consultant
• Demo plan, erosion control, site utility coordination • Site survey
• Specialty Consultants (security, lighting, utilities, interior design, A/V, specifications writer, code consultant, or any other consultant not mentioned as part of this proposal) • Furniture and Product Supplier Consultation
• Construction Documents
• Construction Administration
• Site Information Requests
• Legal Representation to Governing Agencies including but not limited to services of a Land Use Attorney if required to deal with complex zoning issues • Construction Management and/or coordination of design build systems (including computer networking, fire life safety systems, audiovisual systems, fire suppression systems and security alarm systems
II. INFECTIOUS DISEASE
A. CONSULTANT shall be required to know and adhere to the California Occupational Safety and Health Act of 1973 (“CalOSHA”) COVID-19 Prevention Non-Emergency Regulations, the California Department of Public Health orders and all state, federal and local regulations regarding COVID-19 and other infectious diseases that may pose a risk to public health.
B. CONSULTANT shall advise employees who have any symptoms of COVID-19, the common cold, influenza or infectious disease not to report to work.
C. CONSULTANT shall notify their CITY Responsible Principal and the Risk Manager immediately upon learning that an employee who was working onsite at a CITY facility has been diagnosed with COVID-19 or any infectious disease.
For questions, please contact CITY’s Responsible Principal or Risk Management at 310- 285-1073.
Docusign Envelope ID: 596B3125-A9EF-45F2-BB40-AE0A057BD868 6 B0785-0001\3054155v4.doc
AMEMDMENT NO. 1
The Scope of Work described below in this Amendment No. 1 shall be considered additional services to the original Agreement.
Construction Documents Phase
Based on the approved Design Development package, CONSULTANT’s Architect and Engineers shall provide Construction Documents. The Construction Documents phase consists of providing construction drawings and specifications setting forth in detail the requirements for the construction of the Project including:
CAD or Revit generated Construction Drawing set including detailed rendered floor plans, sections, elevations, and details sufficient to allow for bidding and construction of Project. Provide Technical specifications.
Coordination with structural, MEP & civil engineers, Lighting, and landscape designers Submit construction documents for plan check and obtain governing agencies approvals.
Bidding or Negotiation Phase
The Architect, following the CITY’s approval of the Construction Documents and of the latest preliminary estimate of Construction Costs, shall assist CITY in obtaining bids or negotiated proposals and assist in awarding and preparing Contracts for Construction. Services for this phase include:
Assist in answering request for information (RFI)'s
Assist Client in evaluation of contractor-proposed alternates or substitutions.
Docusign Envelope ID: 596B3125-A9EF-45F2-BB40-AE0A057BD868 7 B0785-0001\3054155v4.doc
EXHIBIT B
SCHEDULE OF PAYMENT AND RATES
CITY shall compensate CONSULTANT for the satisfactory performance of the work described in this Agreement in a total amount not to exceed One Hundred Sixity-Six Thousand Dollars ($166,000.00), including all labor and taxes, at the rates set forth below.
CITY shall compensate CONSULTANT for reimbursable expenses described in this Exhibit reasonably incurred in the performance of the Agreement in an amount not to exceed One Thousand Dollars ($1,000.00).
A contingency in an amount not to exceed Five Thousand Nine Hundred Seventy-Five Dollars ($5,975.00) is for additional, unforeseen, and unanticipated work outside the Scope of Work described in Exhibit A and shall not be undertaken without the express direction by CITY in writing.
Compensation for said additional work shall be mutually agreed upon by CITY and CONSULTANT in writing.
In no event shall this Agreement total exceed One Hundred Seventy-Two Thousand Nine Hundred Seventy-Five Dollars ($172,975.00).
HOURLY BILLING RATES
Principal $350.00
Project Director $240.00
Project Manager $200.00
Job Captain $175.00
Draftsperson $130.00
Project Assistant $100.00
Reimbursable expenses reasonably incurred in the performance of the Agreement such as reproduction, photography, telephone, travel, and delivery incurred in the performance of services under this Agreement shall be reimbursed at cost with 8% markup.
CONSULTANT shall submit to CITY a detailed invoice, on a monthly basis or less frequently, for the services performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period and the amount due. Within 30 days of receipt of each invoice, CITY shall pay all undisputed amounts included on the invoice. CITY shall pay CONSULTANT said Consideration in accordance with the schedule of payment set forth in this Exhibit Docusign Envelope ID: 596B3125-A9EF-45F2-BB40-AE0A057BD868 Certificate Of Completion
Envelope Id: 596B3125-A9EF-45F2-BB40-AE0A057BD868 Status: Sent Subject: Complete with Docusign: Lorcan O'Herlihy Architects (558-24) Metro PD Public Safety AM1 REV.pdf Source Envelope:
Document Pages: 7 Signatures: 6 Envelope Originator:
Certificate Pages: 3 Initials: 0 Jazmin Rosas
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Time Zone: (UTC-08:00) Pacific Time (US & Canada)
455 N. Rexford Drive
Beverly Hills, CA 90210
[email protected]
IP Address: 198.245.189.169
Record Tracking
Status: Original
12/31/2024 11:53:19 AM
Holder: Jazmin Rosas
[email protected]
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Lorcan O'Herlihy
[email protected]
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Anthony Rodstein
[email protected]
Purchasing Services Manager
City of Beverly Hills (Finance Department)
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Sharon L'Heureux Dressel
[email protected]
Risk Manager
Sharon Dressel
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Mandana Motahari
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Shana E. Epstein
[email protected]
Director of Public Works
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Anthony Rodstein
[email protected]
Purchasing Services Manager
City of Beverly Hills (Finance Department)
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(None)
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Nancy Hunt-Coffey
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Lester J. Friedman
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Huma Ahmed
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