AMENDMENT NO. 1 TO
PROFESSIONAL SERVICES AGREEMENT
PROVISION OF ARCHITECTURAL AND ENGINEERING SERVICES
WITH SVA ARCHITECTS, INC.
This Amendment No. 1 ("Amendment") to Professional Services Agreement is made and entered into effective the 6th day of June 2023, by and between the CITY OF PLACENTIA, a Charter City and Municipal Corporation ("CITY"), and SVA ARCHITECTS, INC., a California corporation (hereinafter "CONSULTANT"). CITY and CONSULTANT are sometimes hereinafter individually referred to as "Party" and or collectively referred to as the "Parties." A. Recitals.
(i). CITY and CONSULTANT entered into a Professional Services Agreement ("Agreement") effective October 18, 2022 through which CONSULTANT has been providing professional services as more fully explained in the Scope of Services attached to the Agreement as Exhibit "A."
(ii). The Parties now seek to amend the Agreement to increase the not -to -exceed contract amount from $150,000 to a total not -to -exceed amount of $294,396 for architectural design services for the City Hall/Police Station Modernization Project. (iii). All legal prerequisites to the making of this Amendment have occurred.
NOW, THEREFORE, in consideration of the mutual covenenants and conditions set forth herein, the Parties agree as follows:
B. Amendment to Agreement.
1. Section 2.0, Paragraph one of the Agreement is hereby amended to read as follows:
2.1 Compensation. Consultant shall be paid in accordance with the fee schedule set forth in Exhibit "A". Consultant's total compensation shall not exceed Two Hundred Ninety -Four Thousand Three Hundred Ninety -Six Dollars ($294,396).
2. Except as specifically modified herein, all of the terms, conditions and provisions of the Agreement shall remain in full force and effect.
3. The Agreement, all amendments together with this Amendment No. 1 and all Exhibits attached thereto, constitutes the entire Agreement between the Parties and supersedes all prior negotiations, arrangements, representations, and understandings, if any, made by or between the Parties with respect to the subject matter hereof. No amendment or other modification of the Agreement, as modified by this Amendment No. 1 shall be binding unless executed in writing by both Parties hereto, or their respective successors, assigns, or grantees.
4. Each of the undersigned represents and warrants that he or she is duly authorized to execute and deliver this Amendment No. 1 and that such execution is binding upon the entity for which he or she is executing this document.
IN WITNESS WHEREOF, the Parties have caused Amendment No. 1 to the Professional Services Agreement are to be executed as of the day and year first above written.
CONSULTANT CITY OF PLACENTIA
By: By:
Robert M. Simons Damien Arrula
Partner and President City Administrator
ATTEST:
Robert S. McKinnell,
City Clerk
APPROVED AS TO FORM:
By:
Christian L. Bettenhausen
City Attorney
ARCHITECTS
May 12, 2023
Santa Ana + Oakland + San. Diego + Honolulu SVA Architects, Inc.
Ms. Raquel Garcia
Associate Civil Engineer
City of Placentia
401 E. Chapman Avenue
Placentia, CA 92870
Phone: 714-993-8128 I Fax: 714-961-0283
Email: [email protected]
Re: City Hall and Police Department Complex Renovation
Dear Ms. Garcia:
6 Hutton Centre Drive, Suite 1150
Santa Ana, California 92707
T 949.809.3380
[email protected]
www.sva-architects.com
SVA Architects, Inc. (SVA) is pleased to have an on-call agreement with the City of Placentia (City) to have the opportunity to provide on-call architectural services in support of various capital improvement projects for public buildings, parks, and recreational facilities.
Our proposal is for the assessment, design work, and project coordination for the City Hall and Police Department complex located at 401 E. Chapman Avenue, Placentia, CA 92870. We appreciate the initial site visit on February 27, 2023, to see the existing conditions. An additional site visit with our MEP Engineer took place on April 27, 2023. Furthermore, a call was conducted on May 4, 2023, to clarify the scope and responsibilities between SVA's team and the City's HVAC consultant — NV5. Enclosed is our project understanding of our required scope of work, the key team members, and our fee proposal for the work.
I. Project Background & Scope of Work
The Project entails multiple tasks, including the following.
A. Assessments
1. The Fire Alarm Assessment will include a review of the existing system's age, coverage, and condition as it relates to the current code, the floor plan layout, and the HVAC replacement project. Our assessment will identify issues and make recommendations for systems modifications or replacement (if applicable). The implementation of any system modifications or replacement is not a part of our scope. The City has a fire alarm vendor and they will do any design work as necessary.
2. The Accessibility Assessment will include a review throughout the building, including the path of travel, door hardware, restrooms, etc., that are not currently ADA compliant. SVA will conduct an accessibility evaluation and provide the City our feedback.
City of Placentia
City Hall Renovation & Additional Tasks
May 12, 2023
B. Design Work
SV/.L
1. In the selected areas of the City Hall West Wing and the Police Department, there is a need for space planning and renovation. See Exhibit A for the two areas described below; they are labeled as "Area of Design".
a. The City Hall West Wing scope will include an expanded server room, some additional office spaces, a fitness center, a men's restroom and locker room, a women's restroom and locker room (including a lactation room), and potentially a new conference room. b. The Police Department scope will include a women's restroom, locker room and lactation room, and remodel of the office space for the watch commander and records room.
2. The City's hired HVAC Engineer, NV5, will design a new HVAC system and related mechanical work per SVA's renovation plan for the areas described above. SVA and NV5 to coordinate the drawings; SVA's team is responsible for Architectural, Electrical/Lighting, and Plumbing work for the renovation. SVA is not required to do any QA/QC (Quality Assurance/Quality Control) of NV5's designs or documents; SVA's scope with NV5 only involves coordination to ensure there are no conflicts in the remodeled scope. SVA is not responsible for the quality of NV5's work and shall not be liable for the design or construction of the HVAC systems.
3. The City would like the SVA team to develop a Reflective Ceiling Plan (RCP) to identify the current layout for the entire City Hall Building. See Exhibit A for the building footprint. Development of the RCP will need to be coordinated with NV5 as they are the lead (contracted by the City) for the HVAC replacement. The RCP documentation will not involve redesigning or evaluation of the associated systems. The scope may require device replacement or modification to mount in or on a new ceiling type, SVA will make note of this as part of our documentation.
C. Project Coordination
1. In additional to NV5, the City will contract with other consultants including a Construction Manager (CM), a Roofing Consultant, and a Solar/PV Consultant. SVA is expected to coordinate with the City's project team and these stakeholders at monthly design meetings, for approximately eight (8) months before the project goes out to bid and starts construction. a. As mentioned already, NV5 is responsible for the full design/scope of the HVAC work throughout the building; SVA will coordinate with NV5 during the design process. b. The City will be contracting with a construction manager (CM) who will provide a master phasing plan for construction and logistical move management plan for all of the City Hall staff during construction. The CM will need to figure out how to coordinate each department's relocations.
The CM will likely get involved with the project at about the 60% Construction Document (CD) phase.
c. A new roofing system will be specified by the City's roofing consultant; they will provide SVA with their specifications for bid package coordination.
City of Placentia
City Hall Renovation & Additional Tasks
May 12, 2023
SVA.
d. The City will proceed with a roof top solar PV system and electric car charging stations under a separate design -build contract.
2. A key task for SVA is to coordinate a comprehensive bid package between SVA's team and the City's consultants; the package including various components of renovation and improvements will be submitted to the City for plan review and approval.
3. SVA will continue to support the City during the Bid Phase and Construction Phase. As shown in our fee breakdown, we anticipate two meetings per month during construction for an approximate duration of six months. If the construction phase extends substantially beyond the six months, additional services will be required.
II. Assumptions and Exclusions
Our team's project understanding is also based on the following assumptions and exclusions.
A. Fire Protection Design is not included; the building is currently not sprinklered.
B. T24 for the HVAC system. We assume NV5 will provide T24 documentation for all new HVAC equipment.
NV5 will be doing a complete HVAC replacement project in conjunction with our project. We anticipate their plans will document the full HVAC scope, our plans will show what is needed for our scope area and refer to their drawings for the complete scope.
C. We expect to obtain detailed as-builts drawings.
D. We do not anticipate the server room expansion to include new racks, UPS, cooling (beyond what NV5 is providing), etc. as part of the expansion.
E. The Fire Alarm assessment will not include the design of a replacement system, it will include our analysis of the existing system's age, coverage, and compliance with respect to current codes. A proposal for a replacement system, if needed, can be provided after the assessment.
F. Photometric calculations will be provided for the lighting design, but those calculations will not include rendering.
G. Our scope does not include any utility upgrades, we assume the existing infrastructure is adequate for the scope of work.
H. The A/E scope is limited to the interior of the building, we do not anticipate any updates needed to parking or exterior lighting.
I. Lighting control will be local or connected to the existing system, the scope does not include a building level lighting control upgrade.
City of Placentia
City Hall Renovation & Additional Tasks
May 12, 2023
SVA.
J. Our design includes raceway only for voice/data, A/V, access control, and security. Our services do not include design / specification of low voltage outlets, jacks, cables, cable management, patch panels, or equipment. We can add the design of the outlets, jacks, cables, cable management, patch panels, racks and UPS for an additional fee.
K. Power for the renovated areas will be connected to existing panels or new sub -panels will be provided (fed from the existing gear). A power system upgrade is not included / anticipated as part of our scope of work.
L. Our cost estimator's scope of work for cost estimating is limited to the renovation area only.
M. Structural engineering is not anticipated, therefore, not included at this time.
N. The City is responsible for plan check fees and other jurisdictional fees.
III. Project Team
Based on the project requirements, we have assembled the following team members to deliver this project. • Architect: SVA Architects, Inc. www.sva-architects.com • MEP Engineer: Alpha MEP www.alohameo.net
• Cost Estimator: Sierra West Group www.sierrawestgrouo.com IV. Compensation
A. For the scope of services described above, we propose a fixed fee of Two Hundred Ninety -Four Thousand Three Hundred and Ninety -Six Dollars ($294,396.00) with the following breakdown. This fee includes design services from SVA Architects, Alpha MEP, and Sierra West Group.
Below is a breakdown of our fees by key project tasks and the three team members; please see Exhibit B for further breakdown by number of hours and rates.
SVA Architects, Inc. - Project Team Fee Summary
Project Tasks SVA Architects Alpha MEP
A. Assessments
Al Fire Alarm Assessment
A2 Accessibility Assessment
B. Design Work
$3,170
54,190
$7,080
so
Sierra West
Group
So
$0
Fees
510,250
54,190
131 Renovation of Selected Areas: Assessment and Design Work 5132,020 $37,370 56,000 $175,390 B2 Coordination & Development of Reflective Ceiling Plans 517,720 57,205 $0 $24,925 C. Project Coordination
Cl Design Meetings with City and Stakeholders $14,340 $0 $0 $14,340 C2 Roof Replacement Coordination $8,080 $0 $0 $8,080
C3 Overall Document Coordination and Plan Check/Approval 512,900 $0 $0 512,900 C4 Bid Phase Support 58,400 $2,050 50 $10,450
C5 Construction Administration $28,680 55,175 516 $33,871 Total Fees: $229,500 558,880 56,016 $294,396
City of Placentia
City Hall Renovation & Additional Tasks
May 12, 2023
B. Payment to SVA will be made monthly in the proportion to services performed.
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C. Any project tasks for unforeseen scope of work outside of the scope description above can be provided on a Time and Material (T&M) basis. SVA will provide a proposal as an amendment and will only proceed with approval from the City.
Thank you for this opportunity to submit our proposal. Please feel free to reach out to me directly with any questions.
Sincerely,
SVA Architects, Inc.
Robert M. Simons, AIA
Partner & President
[email protected] 1 Office: 949-809-3380 1 Cell: 949-233-6391
City of Placentia
City Hall Renovation & Additional Tasks
May 12, 2023
Exhibit A — Area of Work for City Hall Renovation
City Hall West Wing and Police Department
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CITY OF PLACENTIA
I I:AI T. N: POLICE DEPARTMENT
-P11 L 1 R' PyIA .vVENI
PLACENTIA, CA92.";71)
: 11 Ak?!
City of Placentia
City Hall Renovation & Additional Tasks
May 12, 2023
Exhibit B — Breakdown by Hours and Rates
.SVA.
Project Tasks Partner &
Principal
Hourly Rate: $225
IA. Assessments
Al Fire Alarm Assessment
A2 Accessibility Assessment
IB. Design Work
B1 Renovation of Selected Areas:
Assessment and Design Work
B2 Coordination & Development of 4
Reflective Ceiling Plans
1C. Project Coordination
Cl Design Meetings with City and
Stakeholders
C2 Roof Replacement Coordination
C3 Overall Document Coordination
and Plan Check/Approval
C4 Bid Phase Support
C5 Construction Administration
Total Hours:
Sr. Project
Manager
5195
Proposed Allocated Time
Project
Architect
$175
Job Captain
$155
Int. Tech.
Designer
$125
Jr. Tech.
Designer
$100
2 10 0 4 0 0
0 8 8 6 0 0
28 120 120 204 204 206
Admin.
$75
Fees
2 I $3,170
4 $4,190
48 $132,020
20 20 24 24 24 4 $17,720
12 24 24 12 0 0 12 $14,340
0 16 16 12 0 0 4 $8,080
4 30 30 0 0 0 12 $12,900
6 12 12 12 0 0 10 $8,400
24 48 48 24 0 0 24 528,680
80 288 278 298 228 230 120 1,522
Total Fees: $18,000 $56,160 548,650 $46,190 $28,500 523,000 $9,000 $229,500 Project Tasks
Proposed Allocated Time
Principal Project Senior Consultant Senior CAD CAD/ Clerical Manager Consultant / Designer Designer
Hourly Rate: $175 5150 $140 5120 $80 $65 $50
1A. Assessments
2 5 6
0 1
A2 Accessib lityAssessment 1 0 0 0 35
0 10 0 I $7,080
50 1B. Design Work
Renovation of Selected Areas:
B1 21 58 56 77 54 53 3 $37,370
Assessment and Design Work
Coordination & Development of
B2 Reflective Ceiling Plans 2 4 4 16 10 45 1 57,205
C. Project Coordination
Cl Design Meetings with City and 0 0 0 0 0 0 0 $0
Stakeholders
C2 Roof Replacement Coordination 0 0 0 0 0 0 0 $0
Overall Document Coordination
C3 and Plan Check/Approval 0 0 0 0 0 0 0 $0
C4 Bid Phase Support 2 5 5 1 0 2 0 $2,050
C5 Construction Administration 4 12 5 10 5 5 1 $5,175
Total Hours: 31 84 76 139 72 115 6 523
Fees
Total Fees: $5,425 $12,600 $10,640 $16,680 $5,760 $7,475 5300 $58,880
City of Placentia
City Hall Renovation & Additional Tasks
May 12, 2023
Sierra West Consulting Group
Project Tasks
Sr. Cost
Estimator
Hourly Rate: $125 $0
IA. Assessments
Al Fire Alarm Assessment I 0 0
A2 Accessibility Assessment 0 0
IB. Design Work
Bl Renovation of Selected Areas:as
0 Assessment and Design Work
B2 Coordination & Development of 0 0
Reflective Ceiling Plans
C. Project Coordination
Design Meetings with City and
Cl 0
Stakeholders 0
C2 Roof Replacement Coordination 0 0
Overall Document Coordination
C3 0
and Plan Check/Approval 0
C4 Bid Phase Support 0 0
CS Construction Administration 0 0
Total Hours: 48 0
Total Fees: $6,000 50
Proposed Allocated Time
$o
Sa
580
O 0 0
O 0 0
0 0
0 0
0 O 0
Fees
$0 $0
0 0 $0
0 0 I $0
0 0 $6,000
O 0 0 0 $0
O 0 0 0 $0
O 0 0 0 $0
O 0 0 0 $0
O 0 0 0 0 $0
O 0 0 0 0 $0
O 0 0 0 0 48
$0 50 $0 $0 $0 $6,000