HomeMy WebLinkAbout2023-11-14 - AGENDA REPORTS - PROJ P3034 CONTR MODO
Agenda Item: 6
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: TAA,/�
DATE: November 14, 2023
SUBJECT: THE RINK SPORTS PAVILION, PROJECT P3034 - DESIGN
CONTRACT MODIFICATIONS
DEPARTMENT: Public Works
PRESENTER: Shannon Pickett
RECOMMENDED ACTION
City Council:
1. Extend the current contract and authorize an increased expenditure authority for design
services for The Rink Sports Pavilion, Project P3034, with Anil Verma Associates, Inc., in
the amount of $650,000 and authorize a contingency in the amount of $97,500, for a total
additional contract amount not to exceed $747,500.
2. Appropriate one-time funds in the amount of $501,061 from the American Rescue Plan Act
Fund (Fund 228) to expenditure account P3034228-516101, and $246,439 from the Facilities
Fund (Fund 723) to expenditure account P3034723-516101.
3. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
BACKGROUND
On April 12, 2022, the City Council awarded The Rink Sports Pavilion (Rink), formally referred
to as the Santa Clarita Roller Skating Rink, design contract to Anil Verma Associates, Inc. (Anil
Verma), to provide conceptional designs for both an outdoor, open -sided roller rink and a fully
enclosed multi -use facility for a total amount not to exceed $356,180. Anil Verma was selected
through a Request for Proposal (RFP) process and is the architect of record for this project. The
project will be located at the Santa Clarita Sports Complex, adjacent to the gymnasium, as shown
on the attached Location Map. This project supports the Building and Creating Community
theme of the City of Santa Clarita's (City) five-year strategic plan, Santa Clarita 2025.
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Based on the design options, a fully enclosed, multi -use facility was selected. On April 11, 2023,
the City Council awarded the design contract amendment for an additional total amount not to
exceed $559,620 to Anil Verma. The Rink's multi -use facility amenities included a roller-skating
rink with overlays of a basketball court, pickleball courts, a volleyball court, spectator seating, an
audio/disc jockey booth with a sound and lighting system, and a designated area for special
events.
Since the award of the design contract, the proposed design for the Rink has been modified to
expand the building footprint and include a kitchen/concession area, additional storage, a family
restroom, and exterior improvements. These amenities will improve the functionality of the
facility while addressing the current and future needs of the community. These modifications
have significantly increased the scope of the project.
To accommodate for the design revisions, it is recommended that the existing design contract
amount with Anil Verma be increased by a total of $747,500, including contingency; bringing
the total design contract amount to $1,663,300, including contingency. This contract amount will
allow Anil Verma to complete the design with the added modifications and provide the required
contract documents for a fully enclosed facility. This proposal is available in the City Clerk's
Reading File.
The requested contingency will cover the costs of unforeseen design constraints such as potential
utility conflicts and fees, abandoned utilities not shown in record drawings, and account for
potential design modifications requested by the City and other permitting agencies during the
design of the project.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended actions, adequate funds will be available in expenditure
accounts P3034228-516101 (American Rescue Plan Act Fund) and P3034723-516101 (Facilities
Fund) to support the recommended contract and project administrative costs.
ATTACHMENTS
Location Map
Proposal for Anil Verma Associates, Inc. (available in the City Clerk's Reading File)
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liability for any errors or omissions.
Proposed Project Area Map prepared by: City of Santa Clarita
GIS Division
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ANIL VERMA ASSOCIATES, INC.
PROPOSAL FOR ARCHITECTURAL, MECHANICAL ENGINEERING, PLUMBING ENGINEERING,
STRUCTURAL ENGINEERING, FIRE PROTECTION, LIGHTING, ELECTRICAL ENGINEERING, SOUND
SYSTEMS, CIVIL ENGINEERING, AND LANDSCAPE ARCHITECTURAL DESIGN SERVICES
Client/Agency:
Contact:
Address:
Phone:
E-mail:
'THE RINK SPORTS PAVILION' PROJECT (#ENG-21-22-P3034)
City of Santa Clarita, California
Revised AS #2: October 31, 2023
City of Santa Clarita
Araz Valijan, MPA
Public Works
23920 Valencia Blvd.
Santa Clarita, California 91355
(661) 286-4031
avalijan@santa-clarita.com
PROJECT UNDERSTANDING
The City of Santa Clarita is bringing a new Sports Pavilion to the Community within the existing George A.
Caravalho Sports Complex. The design has evolved from an initial study of an outdoor roller-skating rink with
minimal facilities to a complete indoor sports complex with concessions and multi -use functions.
The City of Santa Clarita's vision for this facility includes, at a minimum, a fully enclosed multi sports facility that
will include roller-skating, basketball, pickleball, and volleyball. The facility will include hardscape and landscape
features around the rink, security cameras, LED lighting and a sound system with multiple speakers and inputs,
WIFI access, and drinking fountains. In addition, front office and ticket window, rental concessions,
Concessions/Kitchen facilities, Mezzanine Storage Area, locker facilities, men's and women's restrooms, HVAC
and Fire Protection, storage, and DJ room.
The scope involves a preliminary investigation of the site, project management, design services, project plans
and specifications, plan review and permit ready drawings, and bid -ready package. Construction documents for
architectural design, civil engineering, kitchen design, structural engineering, electrical engineering, plumbing,
HVAC Engineering, Fire Protection Design, landscape and hardscape plans and specifications will be prepared for
review and approval as well as issuance for construction. Additional utility investigations will be performed to
investigate electrical load capabilities, sewer connections, and water connections. The team has visited the site
and reviewed RFP #ENG-21-22-P3034 and Addendum #1 thoroughly. Additional visits are anticipated throughout
the design phase of the project. Two standalone bid packages will be developed as follows: Phase IV — Civil
Demolition, Grading, and Volleyball Relocation; and Phase V: Final Site and Facility Construction.
City of Santa Clarita- Roller Skating Rink Project
Request for Proposal (RFP) ENG-22-22-P3034 — Amended Scope of Work 1012312023 Page 1 of 13
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ANIL VERMA ASSOCIATES, INC.
SCHEDULE 1
SCOPE OF SERVICES
PHASE 1 PRELIMINARY INVESTIGATION Duration: 1 month
TASK 1.1 DEVELOP BASE MAPPING
A. REVIEW/ANALYZE DATA — Review CITY as -built and historical documents and studies. Discuss with CITY
staff, so critical information is carried forward. Confirm facility locations and configurations. Provide
cursory review of accessibility (Americans with Disabilities Act (ADA) and California Building Code (CBC)),
drainage, utility, and right-of-way issues. Review/verify existing and required amenities, look beyond the
confines of the scope of work area to see if there are any connections that should be recognized, either
vehicular, bike or pedestrian. Identify inconsistencies, deficiencies, or any other information necessary to
progress the work. 2022 CBC/CalGreen code requirements will be addressed to ensure compliance with the
project.
B. SITE RECONNAISSANCE - visit the site to observe and photograph existing conditions and context. Compare
existing conditions against as -built drawings provided by CITY.
C. DEVELOP BASE MAPPING — Base Mapping will be prepared using City -provided survey data.
D. CONSULTANT team will review available as-builts and utility maps. During the site visit, visible utility
appurtenances will be identified. These features will be checked for consistency with the as -built
information obtained from the City.
E. CONSULTANT team will review the existing facility assessment and, in collaboration with City Staff, confirm
goals and priorities for this Project's Scope of Work. This will include identifying possible bid alternates.
F. CONSULTANT team will review existing facility signage and propose an update to wayfinding signs.
OUTPUT: PDF record of all research, site photography, and data collection. Field Reconnaissance notes.
Preparation of Utility Matrix showing utilities at the project and list items received from the City.
PHASE 2 DESIGN PHASE PROJECT MANAGEMENT / COORDINATION / ADMIN Duration: 26 months
NTP RECEIVED ON APRIL, 2022. BID READY PACKAGE ANTICIPATED JUNE, 2024.
TASK 2.1 PROJECT AND SUBCONSULTANT MANAGEMENT AND QUALITY CONTROL
Project scope shall be limited to the related items listed in the CITY's Request for Proposal that included the
project overview and outline of proposed improvements. The Project Manager (PM) shall conduct, oversee
and manage the performance of the work including
• Coordination of the development of the overall work tasks
• Management of the schedule, budget, staff resources
• Reporting work progress and schedule updates to the CITY's Project Manager
• Scheduling, coordinating, and providing minutes of Project Development Team (PDT) meetings.
The Project Development Team shall include, but not be limited to, the City of Santa Clarita and other selected
agencies approved by the City of Santa Clarita. Prior to the start of work, CONSULTANT will furnish the
subconsultants the appropriate forms, manuals, and criteria to ensure uniformity of all project documents.
CONSULTANT's PM will conduct status and review meetings with subconsultants to review their progress,
ensure up-to-date information is being used and the appropriate activities are being performed.
Subconsultants will submit all reports and plans to the PM for review of conformity with the project scope of
work, directives, applicable codes, design criteria, and any other requirements. The PM will meet with the
design team on a periodic basis to establish design tasks and to determine schedule and budget status.
Deliverables will be made through the PM. AutoDesk Revit/AutoCAD is anticipated to be utilized as the main
design programs.
City of Santa Clarita- Roller Skating Rink Project
Request for Proposal (RFP) ENG-22-22-P3034 — Amended Scope of Work 1012312023 Page 2 of 13
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ANIL VERMA ASSOCIATES, INC.
CONSULTANT project team and their respective tasks include:
o Anil Verma Associates (AVA) - Architectural, Landscape and Irrigation
o Anil Verma Associates (AVA) - Mechanical Engineering, Electrical Engineering, Plumbing
o Anil Verma Associates (AVA) — HVAC and Fire Protection Design
o Anil Verma Associates (AVA) — Cost Estimating
o Coffman Engineers —Structural Engineering
o CivilPros — Civil Engineering, Wet Utilities, Grading, Drainage
o Veneklasen Engineers — Acoustical and Sound Systems
o The Lighting Design Alliance — Lighting Design
o Clay Enterprises - Kitchen Designer
CONSULTANT's QA/QC Plan will be developed and submitted to CITY for approval as an independent
document. This plan will detail the policies and procedures to ensure that Quality Assurance (QA) procedures
are in place and that Quality Control (QC) is performed for each work product and by the design team. Project
quality control records will be maintained and provide copies, if requested by CITY.
CONSULTANT shall submit a baseline schedule at the start of the work. The baseline schedule will serve as the
basis for monitoring and controlling project activities. The schedule shall show the relationship of the project
tasks, expected sequence of design, milestone submittals and the effect of any impacts to the overall
schedule.
OUTPUT: Baseline Schedule and Quality Assurance Plan (QAP)
TASK 2.2 STRATEGY SESSION / PROGRAM DEFINITION
Meet with CITY and project team to understand the site design objectives and opportunities for approval.
Establish project Goals and Aspirations with the key project stakeholders (list of which are to be pre -approved
by the Project Manager) and preliminary construction budget from the CITY.
OUTPUT: One Meeting. Prepare meeting agenda and minutes.
TASK 2.3 MEETINGS
Coordinate weekly design meetings with City staff. CONSULTANT's team shall prepare and provide to CITY,
standard meeting notes for discussion related to the scope of services herein. CONSULTANT shall record and
document the discussions, decisions and actions agreed to at these meetings. Conduct team meetings with
affected Agencies if applicable to review project schedules, concepts, plans, and specifications.
OUTPUT: Fifty-two (52) PDT meetings held at CITY'S offices or via conference calls. Prepare meeting agendas and
minutes, action items list, and decision log. (Assume May 2022 thru February 2024).
TASK 2.4 ASSIST IN PUBLIC OUTREACH MEETINGS
Assist in public outreach meetings as requested by the city. Up to 2 meetings shall be held in order to address
comments and questions made by the City's public.
OUTPUT: Prepare graphic support and attend two (2) outreach meeting.
TASK 2.5 PREPARE INVOICES PER CITY SPECIFICATIONS
AVA's Project Manager to provide monthly progress reports with the monthly invoice. Progress reports shall
address activities and progress within the recent billing cycle and provide upcoming deliverables and actions.
OUTPUT: Monthly progress reports and invoices.
City of Santa Clarita- Roller Skating Rink Project
Request for Proposal (RFP) ENG-22-22-P3034 — Amended Scope of Work 1012312023 Page 3 of 13
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ANIL VERMA ASSOCIATES, INC.
PHASE 3 DESIGN Duration: 2 Months
TASK 3.1 PRELIMINARY DESIGN OPTIONS
CONSULTANT's team will prepare Schematic Plan Drawings illustrating all components of the Project including
the size, scale, location, dimensions, and character of physical systems and equipment and will be in
accordance with CITY standards, Title 24, and other applicable requirements. CONSULTANT will develop the
initial architectural styles for study by providing architectural plan and elevation sketches and comments to
aid CITY staff to determine a style for the project. The team anticipates participation in a strategy session,
indicated in Task 2.2 to understand the site design objectives. In concert with the CONSULTANT team,
determine the constraints, opportunities, general capacities or optimum level of development.
OUTPUT: Prepare preliminary architectural plans, elevations, and sketches. In additional to the original
anticipated three (3) design options, seven (7) alternative options were prepared which the final selected version
was a fully enclosed facility as requested by the City.
TASK 3.2 PRELIMINARY LANDSCAPE PLAN
CONSULTANT shall prepare preliminary landscape plans for the project site and will work closely with CITY
Maintenance staff in order to provide a preliminary and final design that meets CITY's requirements.
OUTPUT: Preliminary landscape plans.
TASK 3.3 REVIEW/APPROVAL OF SCHEMATIC DESIGN
CONSULTANT will work with CITY's Engineering and Planning staff to incorporate the agreed upon changes to
the design based on CITY comments at a one -stop meeting.
OUTPUT: Comment/Response/Resolution matrix
TASK 3.4 FINALIZE PRELIMINARY DESIGN OPTIONS
Based upon feedback from project stakeholders, CONSULTANT's team will prepare final conceptual designs
and sketches to provide a preferred scheme from which to carry forward CITY's design goals. Communications
with the public or the press will be made by CITY with the CONSULTANT team providing support.
OUTPUT: Finalize preliminary architectural plans, elevations, and sketches.
TASK 3.4a PREPARE NEW PRELIMINARY DESIGN WITH FULLY ENCLOSED FACILITY
Based upon feedback from project stakeholders, CONSULTANT's team prepared final conceptual design and
sketches to provide a preferred scheme from which to carry forward CITY's new design direction of a fully
enclosed facility. This includes a fully enclosed facility with roller-skating, volleyball, pickleball, DJ room,
enhanced sound and lighting systems, restrooms, lockers, basketball facilities, and offices.
OUTPUT: Revise preliminary architectural plans, elevations, and sketches.
TASK 3.5 BASIS OF DESIGN REPORT
CONSULTANT will Provide a written description of materials, components, and systems to be incorporated
into the Project. Greenbook Standards and Specifications shall be provided for Phase IV package and CSI
format specifications will be provided for the Phase V package. A Basis of Design Report will be prepared by
CONSULTANT for City & Stakeholder review and approval prior to commencement of project design. Drawings
are to be developed on AutoCAD Version 2022 or equivalent and documents shall be prepared utilizing the
Microsoft Office Suite (i.e., "Word," "Excel," "PowerPoint," and "Project.")
OUTPUT: Basis of Design Report
City of Santa Clarita- Roller Skating Rink Project
Request for Proposal (RFP) ENG-22-22-P3034 — Amended Scope of Work 1012312023 Page 4 of 13
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TASK 3.6 PRELIMINARY ROUGH ORDER OF MAGNITUDE OF COSTS
CONSULTANT's team will prepare a rough order of magnitude for potential construction costs for the project
during the preliminary design phase.
OUTPUT.' Preliminary Cost Estimate.
PHASE 4 CONSTRUCTION DOCUMENTATION (PS&E) Duration: 9 months
Upon approval of the preliminary design options by CITY and other agencies, CONSULTANT's team shall
prepare design development phase documents and submit them to CITY for 60%, 95%, 100%, and final
reviews (total 4), including Cost Estimates, and attend review meetings with the City. A separate Phase IV
package including separate specifications and cost estimates will be prepared for early construction activities
including but not limited to demolition, site rough grading, and minor utility modifications. The object of the
Design will be to:
a. Ensure the design development address in every respect the CITY's review comments
b. Advance preliminary design efforts for Plans, Specifications, and Estimate package including required
submittals for reports, matrices, and checklists
c. Verify constructability and functional feasibility of the proposed design
d. Identify initial construction work window requirements.
e. Detail construction phasing plans and identify proposed contractor staging areas.
f. Prepare Cost Estimates and materials list.
TASK 4.1 60% COMPLETE DEVELOPMENT PLANS
A. DESIGN REFINEMENT - based upon the CITY's comments, perform revisions to the design concept to
resolve outstanding issues, review input from all team members, and develop a base.
B. PRELIMINARY DEMOLITION PLANS — prepare preliminary demo coordination plans for the site.
C. PRELIMINARY CIVIL PLANS - prepare plan drawings for the preferred alternatives and design options.
Drawings will include, but not be limited to sidewalk work, and hydrology design. CONSULTANT team shall
provide typical sections. Additional fire lane requirements and extended scope impacts due to access will
be incorporated.
D. PRELIMINARY ARCHITECTURAL PLANS / SECTIONS / ELEVATIONS — develop typical architectural footprints
and representative elevations illustrating the architectural character of the new fully sports facility,
incorporating community aspirations and incorporating spaces along the existing gymnasium for art.
E. MATERIALS BOARD — provide preliminary material board indicating colors and finishes.
F. PRELIMINARY FINE GRADING LANDSCAPE DESIGN — prepare preliminary grading and drainage
coordination plans for landscape and softscape areas for use by the CONSULTANT's Civil Engineer.
G. PRELIMINARY HARDSCAPE PLANS and DETAILS - prepare construction plans indicating materials, finishes,
colors, and detail call -outs in a schedule. This includes the addition of an enhanced paving space between
the existing gymnasium and the inclusion of wall treatments and spaces for potential art.
H. PRELIMINARY PLANTING PLANS and DETAILS - Prepare preliminary tree planting plans and plant palette
legends indicating plant varieties, size, quantity, and locations. Prepare planting details.
I. PRELIMINARY IRRIGATION PLAN and DETAILS - prepare irrigation diagram indicating zones, mainline
routing, and valve locations. Prepare irrigation details of irrigation elements.
J. PRELIMINARY LIGHTING PLAN — develop a lighting plan for the interior and exterior of the facility including
lighting fixture types and locations. Lighting photometric plan to be prepared in future phase (Phase 3).
Enhanced fixture selections will be chosen to accommodate specialty interior lighting, additional lockers,
offices, and restrooms, kitchen, and accommodations for basketball court lighting and scoreboard.
City of Santa Clarita- Roller Skating Rink Project
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K. PRELIMINARY ELECTRICAL PLAN — develop electrical plans for the sports facility including lighting,
convenience outlets, HVAC, speaker systems, retractable basketball backboards, and site electrical.
Analyze existing load capabilities to accommodate new facility needs based upon as -built. Provide design
of mainline cables from the existing main breaker/switchboard located at the end of Ruether Avenue to
the new facility electrical room via partially through existing conduits and partially through new conduits.
L. PRELIMINARY HVAC PLAN — develop a preliminary HVAC plan including equipment types and locations.
HVAC Calculations will be performed and CalGreen forms incorporated.
M. PRELIMINARY FIRE SPRINKLER SYSTEM STUDY — develop an analysis of flow needs, fire riser room
equipment, and preliminary concept for sprinkler head and piping layout.
N. PLUMBING PLAN — develop an analysis water supply, drainage, and sewer.
O. PRELIMINARY SIGNAGE AND WAYFINDING — based upon a design analysis and strategy outlining the site
needs, constraints and context, provide a unified visual language for open space area signage.
P. PRELIMINARY STRUCTURAL ENGINEERING — Prepare preliminary structural calculations, conceptual
foundation plan, and conceptual structural framing plans for an enclosed facility.
Q. DRAFT SPECIFICATIONS OUTLINE - prepare 8%" x 11", typed specifications in the Construction
Specifications Institute (CSI) format which describe materials, finishes, and workmanship.
R. OPINION OF PROBABLE COSTS - prepare an opinion of probable construction costs based upon the 60%
complete drawings. This will be prepared using historical costs from recent projects.
S. SUBMITTAL - submit technical specification and drawings to CITY for review.
OUTPUT: 60% Complete Development submittal including:
Preliminary Architectural Plans, Sections, Elevations, and Details
Preliminary Construction Plans and Details Preliminary Planting Plans and Details
Preliminary Irrigation Plans and Details Preliminary foundation and framing plans
Preliminary Signage and Wayfinding Dwgs Preliminary Civil Plans and Sections
Preliminary Utility Plans Preliminary Lighting Plans
Preliminary Electrical Plans Preliminary Mechanical/HVAC Plans
Preliminary Fire Protection Study Specifications Outline
Opinion of Probable Costs Preliminary Structural Calculations
TASK 4.2 REVIEW/APPROVAL OF 60% DEVELOPMENT PLANS
CONSULTANT will work with the CITY Engineering and Planning staff to incorporate the agreed upon changes
to the design based on Planning Department comments in a One -Stop meeting.
OUTPUT: Comment/Response/Resolution matrix
TASK 4.2A FINALIZE 95% COMPLETE DESIGN
CONSULTANT's team will prepare PS&E level construction documents. Each PS&E submittal will be submitted to
CITY and select stakeholders for review and comments. Stakeholder review comments at each deliverable will
be addressed with responses included with the subsequent deliverable. City requested changes to the 60%
drawings include:
• MISCELLANEOUS ADDITIONS
a. Include facilities for basketball, volleyball, and pickleball
b. Add Mezzanine level / Storage
c. Add Trellises and shade Extensions on Facility
d. Adjust site design based upon easements, and configuration changes
e. Provide electrical connection design to existing switchgear
City of Santa Clarita- Roller Skating Rink Project
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2. CONCESSIONS / KITCHEN ADDITION — EXPANSION
a. Add concessions / kitchen design
b. Add new single stall employee restroom
c. Add concession window and exterior access
d. Revise site. Reconfigure parking area
3. ARCHITECTURAL ARTICULATION
a. Prepare alternative designs for architectural popouts
b. Prepare 3D Renderings and plans
c. Revise Kitchen Layout
d. Revise restroom and DJ Booth layout
4. PACKAGING / VOLLEYBALL RELOCATION
a. Create two separate packages for Phase IV and Phase V
i. Phase IV consists of Civil Demolition and Grading / Cut and Fill Plan. This includes
temporary fence and fire access plans. Volleyball relocation included in Phase IV. Work
to include Greenbook based specifications and cost estimates related to Phase IV.
ii. Phase V consists of final site development and facility development. Utility connection
to occur in Phase V. Work to include CSI based specifications cost estimate related to
Phase V.
b. The relocation of the volleyball court into this task which will be located just east of the existing
dog park at the south east end of Ruether Ave.
i. Preliminary grading for the volleyball court including subgrade for placement of
volleyball court material.
ii. Drainage evaluation of area around and within the volleyball court to determine
drainage needs.
iii. Develop grading and drainage plan and section sheets for volleyball court area.
iv. Develop drainage details plan based on drainage evaluation to provide proper drainage
for the volleyball court and immediate area.
v. Clearing of utilities as necessary
5. MEETINGS / EXTENDED SCHEDULE
OUTPUT: Revised 95% Complete Development Submittal
TASK 4.3 100% AND FINAL COMPLETE DEVELOPMENT PLANS
Based on the approval of the project from the CITY, CONSULTANT and CONSULTANT project team will
prepare plans, specifications, and estimates (PS&E) to the 100% complete level of detail. PS&E's will be
prepared to successfully obtain approvals from all necessary utilities and agencies including the Los Angeles
County Health Department and Fire Department.
A. DESIGN REFINEMENT - based upon the CITY's comments, perform revisions to the design.
B. DEMOLITION PLANS — prepare final demolition coordination plans for site development.
C. CIVIL GRADING AND UTILITY DESIGN - civil drawings, details and notes as needed for the demolition of the
exiting area, including, but not limited, to grading, drainage, and erosion control. Drawings shall clearly
detail all utility crossing and connections in the project area, including underground and overhead. Civil
drawings shall be coordinated with the overall site and demonstrate ADA access from parking areas,
walks, fire hydrants, fire lanes, and ADA site access routes to ensure code compliance.
E. ARCHITECTURAL DRAWINGS— prepare plans, elevations, and details for a fully enclosed sports facility. This
includes restrooms, lockers, offices, ticket window, and gathering area. CalGreen forms to be included.
City of Santa Clarita- Roller Skating Rink Project
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F. SITE CONSTRUCTION PLANS, DETAILS, AND TYPICAL SECTIONS - prepare construction plans indicating
materials, finishes, colors, and detail call -outs in a schedule.
G. PLANTING/IRRIGATION PLANS and DETAILS - prepare labeled planting plans indicating plant varieties, size,
quantity, and locations. Prepare planting details of planting elements. Prepare irrigation plans indicating
sprinkler heads, drip systems, piping, valves, and controllers. Prepare irrigation details.
H. LID - prepare necessary drawings, details, notes, ad specifications as needed for the construction of and/or
installation of all aspects of the landscape and hardscape as required by LID.
I. LIGHTING AND ELECTRICAL PLANS, DETAILS, AND SCHEDULES - prepare electrical plans, schedules, and
details indicating building, site and accent lighting.
J. SOUND AND ACOUSTICAL SYSTEMS — prepare audio and visual systems for roller-skating, basketball,
pickleball, and volleyball activities.
K. STRUCTURAL DRAWINGS - prepare structural plans and details related to architectural and site elements.
Structural design will include calculations, framing plans, foundation plans, sizing of framing members, and
coordination with other project disciplines.
L. MECHANICAL (HVAC), ELECTRICAL, AND PLUMBING SYSTEMS — develop drawings to include sizes of ducts,
location of runs, identify equipment manufacturer and equipment size. Electrical power plans will be
prepared to show the proposed lighting and fixtures, HVAC, proposed security camera system, and will be
used to coordinate with the utility companies. Plumbing plans will be prepared to show fixture sizes and to
create overall water demands for the project. Coordination with the sustainable design goals will be key to
ensure that the project sustainability goals are met. CalGreen forms to be included.
M. FIRE PROTECTION DESIGN DRAWINGS/ SPRINKLER DESIGN
The Design Team shall develop Fire Protection sprinkler drawings, including floor plans, riser
diagrams, details, and general notes. These drawings will identify the work to coordinate with the
plumbing design drawings. Block diagrams will be represented in the floor plans with the required fire
hazard hydraulic criteria. The consultant's sprinkler scope drawings are scope in nature, and the Sprinkler
Contractor in combination with the contractor's Sprinkler Engineer of Record (EOR) shall prepare the
detailed hydraulic calculations with pipe sizing and the sprinkler head placement. The Sprinkler Contractor
(the installed Engineer -of -Record) is assumed to submit the Final Drawings to the all -necessary agencies
and the insurance carrier for Final approval.
N. KITCHEN DESIGN - Food Service Design Development scope will consistof:
1. 959 square foot concession stand with expanded cooking, prep and storage.
2. Exhaust hood plans.
3. Walk-in cooler plan with remote refrigeration.
Schematic Design Phase: CONSULTANT shall prepare a schematic design plan and submit for review and
approval.
1. Schematic Food Service Layouts
Based on approved plan from Schematic Design, CONSULTANT shall produce an itemized Equipment Floor
Plan and Schedule in AutoCAD for final review and approval. Drawings provided in this phase:
• Food Service Equipment Floor Plans
• Food Service Equipment Schedules
Food Service Drawings (956 SF): Upon approval of Design Development, CONSULTANT shall prepare Food
Service drawings and submit for final engineering. Drawings provided in this phase:
• Final Food Service Equipment Floor Plan
• Final Food Service Equipment Schedule
• Food Service Plumbing Rough -In Plans
• Food Service Electrical Rough -In Plan
• Food Service Conduit / Curb Plan
• Exhaust Hood Plans
• Walk -In Cooler Plan
• Food Service Wall Backing Plan
• Food Service Equipment Elevations
City of Santa Clarita- Roller Skating Rink Project
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• General Notes and Details
• Equipment Specifications / Instruction to Bidders / General Conditions / Equipment Literature
(cutsheets)
Services During Plan Check: CONSULTANT shall provide Agency plan check corrections / revisions.
CONSUTANT shall obtain plan approval and permit from the Los Angeles County Department of Public
Health and / or other required agency approvals and permits.
O. SPECIFICATIONS - prepare 8 1/2" x 11", typed technical specifications in the CSI format which describe
materials, finishes, and workmanship. Div. 0 & Div. 1 general provision sections to be provided by the City.
P. QUALITY ASSURANCE / QUALITY CONTROL — The Project Team will follow CONSULTANT's Quality
Assurance Procedures as set forth in an approved QAP.
Q. OPINION OF PROBABLE COSTS - prepare an opinion of probable construction costs based upon the final
design drawings. This will be prepared with contractor's input using historical costs.
R. SUBMITTAL - submit technical specification and drawings to CITY for review at the 100% package. One
round of revisions will be provided due to CITY comments.
OUTPUT: Submittal of 100% Design Plans, Specifications and Estimates to CITY for Review.
TASK 4.4 REVIEW/APPROVAL OF 100% COMPLETE DESIGN CONSTRUCTION DWGS
CONSULTANT's team will prepare PS&E level construction documents. Each PS&E submittal will be submitted
to CITY and select stakeholders for review and comments. Stakeholder review comments at each deliverable
will be addressed with responses included with the subsequent deliverable. Drawings shall be submitted to
Los Angeles County Fire Department for review and approval.
OUTPUT. Comment/Response/Resolution matrix.
TASK 4.G BID PACKAGING PREPARATION, QC, AND SUBMITTAL
CONSULTANT's Team will prepare PS&E level construction documents. Each PS&E submittal will be submitted
to CITY and select stakeholders for review and comments. Stakeholder review comments at each deliverable
will be addressed with responses included with the subsequent deliverable.
OUTPUT: Submit Final Bid Package Submittal. Anticipated deliverables include:
Meeting Notes and Schedules
AIA Bid documents as needed for complete bid package
Construction Document Final Design
Demolition Plans
Grading and Utility Plans
Construction Plans and Details
Planting Plans and Details
Irrigation Plans and Details
Architectural Plans and Details
Structural Plans and Details
Signage and Wayfinding Drawings
Civil Plans and Typical Sections
Lighting and Electrical Plans and Details
Structural Engineering Calculations
Mechanical / HVAC Plans and Details
Fire Sprinkler Plans and Details
Plumbing Plans and Details
Technical Specifications
Quality Control Documentation
CalGreen Forms
Calculations (Struct/Elect/Mech)
Electrical connection from Ruether Ave. to facility Elect rm.
Opinion of Probable Costs
Kitchen Plans and Details
Review and approving agencies include: City of Santa Clarita, Los Angeles County Dept of Public Health, and
Los Angeles County Fire Department.
City of Santa Clarita- Roller Skating Rink Project
Request for Proposal (RFP) ENG-22-22-P3034 — Amended Scope of Work 1012312023 Page 9 of 13
ANIL VERMA ASSOCIATES, INC.
PHASESA PHASE IV BID ASSISTANCE (NIC — optional future services) 1 Month
TASK 5.1 PRE -BID MEETING (NIC—optional future services)
Attend and participate in the pre -bid meeting.
OUTPUT: Attend one (1) meeting.
TASK 5.2 PRE -BID SUPPORT (NIC—optional future services)
CONSULTANT's team will support CITY during bidding and continue project controls and reporting as required.
CONSULTANT will participate in stakeholder coordination as needed and manage requests, information, and
coordination with our subconsultants.
OUTPUT: Project controls and reporting.
TASK 5.3 PREPARE ADDENDA (NIC—optional future services)
Update sheets to remove clouds and re -issue. Accommodate addenda to provide updated set of drawings.
OUTPUT: Revises drawings and specifications for re -issuance and incorporate addenda.
PHASE 5B PHASE V BID ASSISTANCE (NIC — optional future services) 2 Month
TASK 5.1 PRE -BID MEETING (NIC—optional future services)
Attend and participate in the pre -bid meeting.
OUTPUT: Attend one (1) meeting.
TASK 5.2 PRE -BID SUPPORT (NIC—optional future services)
CONSULTANT's team will support CITY during bidding and continue project controls and reporting as required.
CONSULTANT will participate in stakeholder coordination as needed and manage requests, information, and
coordination with our subconsultants.
OUTPUT: Project controls and reporting.
PHASE 6A PHASE IV DESIGN SUPPORT DURING CONSTRUCTION (NIC — optional future services) 3 Months
CONSULTANT's team will support CITY and Construction Manager during construction and continue all project
controls and reporting as required. CONSULTANT will attend the Pre -Construction Meeting at CITY, participate in
stakeholder coordination as needed, and manage requests, information, and coordination with our
subconsultants. CONSULTANT will work with CITY to prepare construction bulletins and will attend regular
weekly jobsite meetings via conference call and in person every two weeks including performing site observations
of the construction. When requested in writing by CITY, CONSULTANT will review and respond to Requests for
Information (RFIs), Change Requests (CR), Contractor progress payment requests, or Contract Change Orders
(CCO). The project team will review shop drawings and submittals for the project, as requested by CITY.
CONSULTANT's team will complete a final site walk, along with CITY Project Manager or Construction Inspector
at substantial completion of construction. CONSULTANT will create a comprehensive list of items needed to be
complete to meet all project permit requirements and design objectives.
OUTPUT: Bid Addenda, RFI /Submittal Responses, Field Reports, and Final punch list items to be completed.
TASK 6.1A CONSTRUCTION MEETINGS/SITE VISITS (NIC—optional future services)
Make periodic site visits to observe the progress of the work and to determine if the Project is proceeding in
accordance with the design intent of the Construction Documents.
City of Santa Clarita- Roller Skating Rink Project
Request for Proposal (RFP) ENG-22-22-P3034 — Amended Scope of Work 1012312023 Page 10 of 13
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ANIL VERMA ASSOCIATES, INC.
TASK 6.2A REVIEW/RESPOND TO RFIs (NIC—optional future services)
Prepare responses to bidders/contractor's request for information (RFI) enquiries from the contractor.
OUTPUT: Responses to RFIs via protocol determined by the CITY.
TASK 6.2A REVIEW / RESPOND SUBMITTALS, SHOP DWGS (NIC—optional future services)
Review and comment on contractor shop drawings and submittals.
OUTPUT: Responses to Submittals and Shop drawings via protocol determined by the CITY.
TASK 6.3A SITE PUNCHLIST WALKAND REPORT (NIC—optional future services)
CONSULTANT's team will visit the site upon 95% completion of construction and review the progress.
CONSULTANT shall make a list of outstanding items to be addressed prior to occupancy.
OUTPUT: Report on site conditions, including photographs and closeout punchlist
TASK 7.1A RECORD DRAWINGS AND PROJECT CLOSEOUT (NIC—optional future services)
Upon completion of the construction contract, CONSULTANT will prepare record drawings by updating the
original project "as- advertised" plan sheets showing changes that occurred during construction. Record
drawings will be prepared by transferring the updates from red -marked plans received from CITY and
markups recorded by the project team during construction. The record drawings will be completed in the as -
advertised project CADD AutoCAD files.
OUTPUT:
One (1) 24"x36" set of record drawings for submittal to CITY
One set of final record drawings in PDF format.
One set of record drawing CADD files in Auto CAD 2022 format or equivalent.
PHASE 6B PHASE V DESIGN SUPPORT DURING CONSTRUCTION (NIC —optional future services) 14.5 Months
CONSULTANT's team will support CITY and Construction Manager during construction and continue all project
controls and reporting as required. CONSULTANT will attend the Pre -Construction Meeting at CITY, participate in
stakeholder coordination as needed, and manage requests, information, and coordination with our
subconsultants. CONSULTANT will work with CITY to prepare construction bulletins and will attend regular
weekly jobsite meetings via conference call and in person every two weeks including performing site observations
of the construction. When requested in writing by CITY, CONSULTANT will review and respond to Requests for
Information (RFIs), Change Requests (CR), Contractor progress payment requests, or Contract Change Orders
(CCO). The project team will review shop drawings and submittals for the project, as requested by CITY.
CONSULTANT's team will complete a final site walk, along with CITY Project Manager or Construction Inspector
at substantial completion of construction. CONSULTANT will create a comprehensive list of items needed to be
complete to meet all project permit requirements and design objectives.
OUTPUT: Bid Addenda, RFI/Submittal Responses, Field Reports, and Final punch list items to be completed.
TASK 6.1B CONSTRUCTION MEETINGS/SITE VISITS (NIC—optional future services)
OUTPUT: Meeting notes and site visit reports
TASK 6.2B REVIEW/ RESPOND TO RFIs, SUBMITTALS, SHOP DWGS (NIC—optional future services)
OUTPUT: Responses to RFIs, Submittals and Shop drawings via protocol determined by the CITY.
TASK 6.3B SITE PUNCHLIST WALK AND REPORT (NIC — optional future services)
City of Santa Clarita- Roller Skating Rink Project
Request for Proposal (RFP) ENG-22-22-P3034 — Amended Scope of Work 1012312023 Page 11 of 13
ANIL VERMA ASSOCIATES, INC.
CONSULTANT's team will visit the site upon 95% completion of construction and review the progress.
CONSULTANT shall make a list of outstanding items to be addressed prior to occupancy.
OUTPUT: Report on site conditions, including photographs and closeout punchlist
TASK 7.18 RECORD DRAWINGS AND PROJECT CLOSEOUT (NIC —optional future services)
Upon completion of the construction contract, CONSULTANT will prepare record drawings by updating the
original project "as- advertised" plan sheets showing changes that occurred during construction. Record
drawings will be prepared by transferring the updates from red -marked plans received from CITY and
markups recorded by the project team during construction. The record drawings will be completed in the as -
advertised project CADD Auto CAD files.
OUTPUT.•
One (1) 24"x36" set of record drawings for submittal to CITY
One set of final record drawings in PDF format.
One set of record drawing CADD files in Auto CAD 2022 format or equivalent.
ASSUMPTIONS AND OUT -OF -SCOPE ITEMS
The following are assumptions or expressly excluded from the scope of services:
A. PACKAGING - the project is assumed to be designed as one package utilizing CAD or Revit software.
B. FEES - payment of any governmental fees, permits or assessments to be by others.
C. CHANGES - CITY or outside agency changes in program, schedule, consultant team or redesign.
C. SURVEY —Anticipated to be supplied by the City and no additional survey will be required.
D. ENVIRONMENTAL DOCUMENTATION — Not Anticipated.
E. HYDRAULIC ANALYSIS OF EXISTING FACILITIES — Not Anticipated.
F. SWPPP/WATER QUALITY— Not Anticipated
G. GEOTECHNICAL SERVICES - Anticipated to be supplied by the City. If required by Consultant, a proposal can
be provided.
H. SUSTAINABILITY CERTIFICATION DOCUMENTATION — While the project will be designed with sustainability
in mind, documentation and submittal is not included in this scope of services but can be provided as an
option if requested.
I. TENANT IMPROVEMENTS — not a part, will be negotiated if out of sequence.
J. CONSTRUCTION -PHASE SERVICES: It is understood and agreed that the design process cannot be
completed until the Project which is the subject of this Agreement is actually constructed.
K. SCHEDULE — Deliverable timelines set herein are based upon schedules set forth in the CITY's RFP.
CONSULTANT shall plan to follow milestones set herein but shall not be held responsible for schedule
delays caused by stakeholders, construction delays, or other third -party impacts that are outside
CONSULTANT's control. Some adjustments have been indicated herein based upon delayed start date.
Adjusted schedule to be developed. The Phase IV and Phase V Construction time frames are per Master
Schedule updated by the City and received by the CONSULTANT on October 10, 2023
L. The governing code will be the 2021 IBC, 2022 CBC and related amendments.
M. A SWPPP is not included and assumed not required due to square footage size of project site.
N. Conventional foundation system (spread footings at columns and continuous footings at bearing walls) is
presumed to be adequate to support the proposed structure at the designated site.
O. Survey of project area impacted by design modifications provided by others.
P. Grading will be based on survey data received by others.
City of Santa Clarita- Roller Skating Rink Project
Request for Proposal (RFP) ENG-22-22-P3034 — Amended Scope of Work 1012312023 Page 12 of 13
ANIL VERMA ASSOCIATES, INC.
FEES
PROFESSIONAL DESIGN SERVICES FOR THE
'ROLLER SKATING RINK' PROJECT (#ENG-21-22-P3034)
City of Santa Clarita, California
Revised AS #2: October 31, 2023
SCHEDULE 2 - FEES
Fees are budget amounts estimated for the services described. The work will be provided on a task basis with an
agreed hourly allowance amount for each task appropriate to a detailed
scope prepared at that time. Contract
and payment terms according to mutual agreement.
ORIGINAL CONTRACT:
$323,800.00 APPROVED
CHANGE ORDER #1:
$508,746.00 APPROVED
TOTAL PREVIOUSLY APPROVED (without contingency):
$832,546.00 APPROVED
FEE ESTIMATE FOR CHANGE ORDER #2
PHASE 1 PRELIMINARY INVESTIGATION
$2,004.00
PHASE 2 PROJECT MANAGEMENT
$7,758.00
PHASE 3 PRELIMINARY DESIGN
$60,105.00
PHASE 4A FINAL DESIGN (60%, 95%, 100%)
$432,655.00
PHASE 4B FINAL DESIGN (IFB)
$57,520.00
THIRD PARTY APPROVALS AND PERMITS
OWNER'S ALLOWANCE
TOTAL CHANGE ORDER NUMBER 2 (without contingency)
$25,000.00
$64,958.00
$650,000.00
TOTAL BASE PROJECT DESIGN FEE AMOUNT (with change orders 1 & 2) (without contingency) $1,482,546.00
TOTAL PROJECT DESIGN FEE AMOUNT (with contingency)
$1,663,300.00
City of Santa Clarita- Roller Skating Rink Project
Request for Proposal (RFP) ENG-22-22-P3034 — Amended Scope of Work 1012312023 Page 13 of 13