PURPOSE

To request City Council approval of an amendment to Leo A. Daly�s Professional Services Agreement (PSA) to provide additional architectural design, specialty consultants, and engineering services to complete an abbreviated Design Development Phase for the Development & Community Services Building (DCSB) Project.

BACKGROUND

City Council provided its approval on October 14, 2003 to substitute the original DCSB Project Architect WWCOT with Leo A. Daly (Daly).  This was based on the Oversight Committee�s recommendation that Daly demonstrated its in-house qualifications, project expertise, and ability to successfully complete the DCSB Project that had previously been placed on hold in late January 2003.  Daly offered the following Project benefits.

1. A Senior Project Team with substantial project-related experience.

2. A LEEDs Accredited Professional � a critically important staff position to meet the Project�s goal of LEED certification.

3. Design, administration, and engineering support services that would cost effectively complete the Project within budgetary constraints.

4. Daly would provide an objective hind sight look at the existing design program to address potential design concerns with a critical eye toward improving aesthetics and function without compromising quality and need, and to concurrently realize economic benefits as a result of efficient design throughout the life of the DCSB. 

The DCSB Project was officially resumed on November 6, 2003 with a kick-off meeting between Daly and the Oversight Committee.   The primary focus of that meeting was to clearly identify opportunities to improve the current design without compromising quality and function and to strategically pursue design systems and components that would net real cost benefits.  Since that time, numerous working meetings with the Steering and Oversight Committees, Daly, the Project Team, and tenant-users have been held as part of the feasibility study commissioned with Daly to:

1. evaluate potential exterior and interior design issues,

2. evaluate potential access and site concerns,

3. complete the Community Room and PIO program space, and

4. provide value engineering and constructability reviews.

The feasibility study findings and recommendations represent the basis for this PSA amendment and are briefly discussed in the following section.

ANALYSIS

Purpose and Scope - The American Institute of Architect�s definition of the Design Development (DD) Phase is: �Illustrate the refinement of the design of the project, establishing the scope, relationships, form, size, and appearance of the project by means of plans, elevations, and sections, typical construction details, and equipment layouts.�   The purpose of the DD Phase is to coordinate the Architect and Engineering Team�s (A/E�s) design information in preparation for the Construction Document (CD) Phase.  

The Abbreviated DD Phase represents an iteration of the DD Phase previously completed by WWCOT, re-using as much of the previous design documentation as practical.   New consultants that have been retained such as the Audio/Visual and Data/Communications consultants will use this Abbreviated DD Phase as a time to catch up with the rest of the A/E Team.  The scope of work the A/E Team will perform is delineated in the attached PSA Amendment.

Findings and Recommendations - One of the benefits derived by substituting the Project Architect is acquiring a �fresh� look at the baseline design development program WWCOT completed.  With the project coming off of a ten month hiatus there was a prime opportunity to revisit important design issues.  Specific issues addressed by the feasibility study and the results are listed below.

1. Modifying private office and work station sizes on a five foot interval in concert with a multiple five foot structural grid and window opening design eliminated dead end conditions between interior walls and windows.

2. Private offices and work stations sizes were reduced and standardized and one additional private office configuration eliminated.  There are now only three private office and three work station sizes compared to five and seven, respectively.

3. Consolidation and reduction of storage areas from 6,600 s.f. to 4,493 s.f.  High efficiency storage systems within these areas will accommodate this 32% decrease in usable floor space.

4. Consolidation from six to four break rooms allow space re-programming for other uses.

5. Floor plan lay-outs were revised at each floor including the addition of one main interior stair for improved circulation and code access, shifting the atrium�s location toward the building center, a two-story volume for the Community Room, and reducing four work stations.  These design recommendations resulted in increased counter space for the One Stop Permit Center, program additions such as a Master Control Room for PIO and a Business Assistance Center for CDD, increased public space at the formal and secondary building entrances, and the overall reduction of the building�s gross building area and floor useable area.

6. The building�s gross building area and floor usable area as measured by the Building Owners and Managers Association (BOMA) Standards, the building efficiency (the floor usable area/gross building area), and the average floor space per private office and work station position are shown below.

Collectively, these changes have enabled more functional programming[1] to be included within a smaller total floor space while still and maintaining the project�s quality and functionality and at a lower average cost per square foot.  The building�s efficiency decreased 2% and is attributable to the addition of a third interior stair, increased restroom count at the main floor, and the two-story volume height for the new community room.  Pre-construction cost studies to be performed during the Abbreviated DD Phase will demonstrate the value of this feasibility study.

Additional Design Services Cost � The $241,975 proposed cost for the Abbreviated Design Development Phase encompasses specialty design services not previously included in either contract with WWCOT and Leo A. Daly and is discussed in more detail below.  This cost represents a 24.3% increase to Daly�s original $997,000 PSA.  Selective explanations in support of some of the required design services include:

1. An audio/visual consultant is needed to augment design requirements for the new community room that will, in effect, represent an additional council chamber.  Meetings this community room will accommodate include combined City of Burbank and School District meetings, Park, Recreation, and Community Services Board meetings, and Planning Board meetings. 

2. A data/communications consultant is required to design and coordinate the computer and telephone systems between the Project Team and end-users.  These technically involved systems require the expertise of a specialty consultant.

3. Additional civil engineering design services are required to address evolving storm water mitigation measures in the treatment of storm water quality, before, during, and after facility construction.

4. Construction administration services during the construction phase and reimbursable costs are now included for the A/V and data/communication consultants that were not previously part of the Project Team. 

5. Costs for additional design services are attributable to the balance of the Construction Document Phase.  For example, based on the recently completed feasibility study recommendations, the structural design will be modified to reduce the building floor plate, relocate the atrium, and re-configure the structural grid. 

Staff was closely involved in all phases of the selection process for new consultants, added scope of work, and the required consultant assignment process.  Staff reports that most consultants previously with WWCOT have agreed to work under the auspices of Leo A. Daly for the same fee for services agreed to with WWCOT as lead architect.  This maintains the previous fee for services, design continuity, and quality.  Staff is confident the proposed cost for services to successfully complete this Project is commensurate with the skill level and effort required.  

PROJECT SCHEDULE

Based on City Council�s approval to commence the Abbreviated Design Development Phase services with Leo A. Daly, the following milestone activities are anticipated.

1. Commence the Abbreviated DD Phase - March 2004

2. Complete the Abbreviated DD Phase and Commence the Construction Document  Phase based on City Council Approval - June 2004        

3. Construction Document Completion - January 2005

4. Construction Document and GMP Approvals - March 2005

5. Commence Construction - April 2005

6. Complete Construction - June 2006

7. Occupancy - August 2006

FISCAL IMPACT

There is no fiscal impact as a result of City Council�s approval of Daly�s PSA Amendment.  The $241,975 necessary to complete these augmented design services will be drawn from the current Project Contingency budget.  However, staff recommends that the anticipated future project savings to be realized as a direct consequence of this design effort be returned to the Project Contingency budget rather than being drawn from of the Project�s total $25.14M[2] budget.  

Staff offers no cost savings information to City Council at this time but maintains it will exceed those costs expended for the completed feasibility study, pre-construction cost studies, and the proposed supplemental design effort.  This is primarily founded on the building�s overall size reduction and other program information previously presented in the Analysis.  Pre-construction cost studies will subsequently be performed to compare the abbreviated Design Development construction budget with the �baseline� budget developed for the �WWCOT� design program.

Staff will be prepared to identify the cost savings information at the time we seek City Council approval of the revised Design Development Phase and approval to commence with the Construction Document Phase.   We expect to complete and present this design phase effort to City Council in June 2004.

A summary comparison of the Schematic Design Budget presented to City Council on December 10, 2002 with a current interim Design Development Budget is shown below that reflects a commensurate increase in the Professional Services with a decrease in the Project Contingency.

RECOMMENDATION

Staff recommends City Council approval of an amendment to Leo A. Daly�s Professional Services Agreement to provide additional architectural design, specialty consultants, and engineering services to complete the Abbreviated Design Development Phase for the Development & Community Services Building Project.

PAF 3.2

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