HomeMy WebLinkAboutCC Resolution 8157 (Library Project)RESOLUTION NO. 8157
A RESOLUTION AUTHORIZING THE SIGNING
OF A CONTRACT, LEASE OR AGREEMENT
THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as
follows:
The MAYOR and CITY CLERK are authorized to execute, on
behalf of the City of San Rafael, a contract, lease or
agreement with
THE COUNTY OF MARIN AND RAYMOND HOLT & ASSOCIATES FOR
CONSULTANT SERVICES DURING THE PREPARATION OF DRAWINGS AND
SPECIFICATIONS FOR THE SAN RAFAEL/MARIN LIBRARY
a copy of which is hereby attached and by this reference
made a part hereof.
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael,
hereby certify that the foregoing resolution was duly and
regularly introduced and adopted at a REGULAR
meeting of the City Council of said City held on the
SIXTEENTH day of APRIL , 1990 by the following
vote to wit:
AYES: COUNCILMEMBERS: Boro, Breiner, Shippey, Thayer & Mayor Mulryan
NOES: COUNCILMEMBERS : None
ABSENT: COUNCILMEMBERS : None
JEAJu�- i%.�P
LEONCIN , City C erk
FiS/I/
AGREEMENT FOR CONSULTING SERVICES
I
This Agreement is made and entered into as of this day of .1990, by and between the City
of San Rafael, the County of Marin and RAYMOND HOLT & ASSOCIATES (the "Consultant")
Section 1. P se. The City and County have determined that it is in their best interest to obtain
consulting services, as shown on "Exhibit A" and attached hereto and incorporated by this reference herein.
The consultant has experience in providing such consulting services; and, therefore, the City and County
desire to employ the consultant to provide such services.
Section 2. Scone of Services. The Scope of Services to be performed by the Consultant under this
Agreement shall include, but not be limited to, consulting services as requested and directed by the City
and County which shall be necessary or desirable during the preparation of drawings and specifications for
the San Rafael/Marin Library.
Section 3. Term. This Agreement shall commence upon the date first written above and shall have a term
for the full duration of the City/County Library Project as shown on "Attachment B", the Project Schedule,
unless terminated in accordance with Section 4, below.
Section 4. Termination. Any party may terminate this Agreement without cause effective upon receipt of
thirty (30) days written notice from the other party. In the event of termination, the Consultant shall
receive compensation pursuant to Section 6. In the event of termination, the obligation under Section 12
regarding indemnification shall survive such termination.
Section 5. Compensation, Total compensation for consultant services is not to exceed $30,000 without
prior written consent of the City and County. The City and County agree to share the cost of Consultant
services equally, not to exceed $15,000 for each jurisdiction. To receive payment the Consultant shall
submit seperate invoices to the City and the County, dividing the cost for services rendered equally
between the two jurisdictions and itemizing hours. The invoice amount shall be due and payable within
thirty (30) days after receipt of the invoice by the City and the County.
Section 6. _Compensation in the Event of Earlv Termination. In the event this Agreement is terminated by
any party, the Consultant shall be paid for amounts already invoiced but not paid, plus its fee for services
rendered as of the date of receipt of the termination notice. The Consultant shall be reimbursed pursuant to
Section 5 for expenses incurred as of the date Consultant receives notice or gives notice of termination, as
the case may be.
Section 7. Reimbursable Expense. In addition to the fee set forth in Section 5, the Consultant shall be
reimbursed for its actual costs for reasonable travel and other expenses, not to exceed $10,300, divided
equally between the two jurisdictions.
Section 8. Accounting Records. Records of Consultant's services and reimbursable expenses pertaining to
this Agreement and records of accounts between the City and County and the Consultant, shall be kept on a
E
generally recognized accounting basis and shall be available to the City and County or their authorized
representatives at mutually convenient times for inspection.
Section 9. Nondiscrimination. In performing services under this Agreement, the Consultant shall not
discriminate in the employment of its employees on the basis of race, color, religion, sex, marital status,
sexual orientation, national origin or ancestry. Subcontracts entered into by the consultant, if any, shall
contain comparable language forbidding discriminatory practices by subcontractors.
Section 10. Successors and Assi"n . Neither the City, the County nor the Consultant shall assign or
transfer any interest in this Agreement without the written consent of the other parties.
Section 11. Notices. Any notice required to be given by the terms of this Agreement shall be deemed to
have been given when the same is sent by certified mail, postage prepaid, addressed to the respective
parties as follows:
San Rafael Public Library
1100 "E" Street
San Rafael, CA 94901
Marin County Free Library
Civic Center Administration Building
San Rafael, Ca. 94903
Raymond M. Holt & Associates
P.O. Box 745
Del Mar, California 92014
Section 12. Ownershin of Documents. Any and all documents prepare by Consultant pursuant to this
agreement shall become the property of the City and County.
Section 13. Reliance and Indemnification. In performing its services under this Agreement, the Consultant
may use and rely on copies of reports, representations, certifications, and other information prepared by or
for the City and County and given to the Consultant. Consultant agrees to hold harmless, indemnify,
including attorney's fees, and defend City and County, its employees and agents, from any and all claims,
loss, liability and damages arising from Consultant's, its agents', or its employees' negligent or intentional
acts or omissions arising as a result of consultant's work under this Agreement.
Section 14. Consultant Not An EmDlovee of the Citv or Countv. It is understood that the Consultant is not
acting here under in any manner as an employee of the City or County, but solely under this Agreement as
an independent contractor.
Section 15. Severabilitv. The invalidity in whole or in par of any provision of this Agreement shall not
void or affect the validity of any other provision of the Agreement.
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Section 16. Entire Aereement. This Agreement represents the entire and integrated Agreement between
the City the County and the Consultant and supersedes all prior representations, either written or oral. This
Agreement may be amended only by written instrument signed by the City and County and the Consultant.
Section 17. Applicable Law. This Agreement shall be governed by the laws of the State of California.
Section 18. Mpltinle Countemarta. This Agreement may be executed simultaneously in multiple
counterparts, all of which shall constitute one and the same instrument and each shall be an original.
Section 19. Attornev's Fees. If any party commences an action to enforce the terms hereof, the prevailing
party shall be entitled to reasonable attorney's fees and costs.
Section 20. Arbitration. The City and County and Consultant agree to submit any claims arising under this
Agreement to binding arbitration pursuant to the current provisions of the California Code of Civil
Procedure and any successor statutes.
IN WITNESS WHEREOF, the parties hereto have caused their duly authorized
representatives to execute this agreement the day and year first above written.
CITY OF SAN RAFAEL COUNTY OF MARIN
eL
`LAWRENCE E. MULRYAN '` ROBERT ROUMIGUIERE
Mayor Chair, Board of Supervisors
ATTEST:
CkNE lv LEO C
City Clerk
APPROVED AS TO FORM:
,-L . AQI,J-2 /K
City Attorney
VICKIE J. DAA'
Clerk of the Board
APPROVED AS TO FORM:
County Counsel
Raymond M. Holt & Associates
11 Z) .? �-
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TEL N0:6194812927
:4107
P01
San Raf,
San Rat.
Ex
Days
RAYMOND M. HOLT AND ASSOCIATES LIBRARY CONSULTANTS
7
Post Office Box 745 Del Mar, California 92014 Telephone (619) 755-7878
Raymond M. Holl - Sarah V Holt
To: Anne Appel
Vaughn Stratford
Re: Breakdown of Days Covered by Proposal
From: Raymond M. Holt
Datc, February 21, 1990
In response to your request we are providing a breakdown of the workdays
covered by our proposal, The estimated number of days is divided between
anticipated meetings in San Rafael and those required for office review of
plans and specifications. Because the Concept Phase is being given greater
attention -by BOOR/A in their schedule, including the three Charettes, it is
necessary to add several days to the original schedule as well as expenses for
additional trips to San Rafael. See Paragraph V. of the Proposal.
Since we do not have BOOR/A's schedule beyond the Concept Phase, we have
had to base our estimates on experience with projects of similar scope: Please
note that the number of Library Consultant visits, work days and the contract
sum may need to be amended to coincide with BOOR/A's actual work schedule,
It should be remembered that this work will be spread out over a preiod of 12-
18 months.
PHASE
CONCEPT DRAWINGS
SCHEMATICS
DBSIGN DEVELOPMENT
CONSTRUC'T'ION DRAWINGS
INTERIOR DESIGN
Totals
I trust this information will be helpful.
kno
Visits to
Days in
Clays in
Total
San Raf,
San Rat.
Office
Days
5
5
3
8
4
4
4
8
3
3
8
11
3
3
4
12
5
5
6
11
20
20
30
50
If you have further questions, please let me
FEb-19—'90 MON 17:52 ID:LIBRHR'Y' CONSULTANTS TEL N0:6194812527 U107 P02 -----
RAYMOND M. HOLT AND ASSOCIATES LIBRARY CONSULTANTS
Pust Office Bux 745 # Del M&r, Califoi nla 92014 Telephone /6791 765.7878
Raymond M. Holt . Sarah V Holf
PROPOSAL FOR LIBRARY CONSULTANT'S SCOPE OF WORK
DURING THE PREPARATION OF DRAWINGS AND
SPECIFICATIONS FOR THE SAN RAFAEL/MARIN LIBRARY
Submitted by Raymond M. Holt & Associates, Library Consultants
Revised February 21, 1990
In response to your request we are; pleased to submit this proposal covering
the various phases to be completed during the preparation of drawings and
specifications for the San Rafael/Marin Library building project. It should be
noted that the estimate of cost is based on our past experience with other
r architectural firms on projects of this size. If our assumptions regarding the
number of team meetings and plan review submittals differs from the
schedule adopted for the project, then our fees and expenses are subject to
change accordingly. The purpose of this proposal, then, is to provide you with
advanced information on the approximate cost of our services for the scope of
work as defined herein.
1. SCOPE OF WORK
The role of the Consultants during the preparation of drawings and
specifications for the San Rafael/Marin Library project include participation
in team meetings 'and the submission of written comments and questions on
plans and specifications at certain milestones in the process. One of the
Consultants goals Is to evaluate the drawings and specifications in terms of the
requirements set forth in the Building Program. This is a continuing process
which becomes more stringent as the project evolves.
It is important that the Consultants be involved with the full range of
architectural, engineering and interior design plans and specifications
throughout the project.
In addition to participating as team members and reviewing drawings and
specifications, the Consultants will be 'bringing to bear the experience gained
from prior involvement in more than 100 other library building projects,
JJrJ':iUL I HN 1'=-' l EL NG: 5194812927 9107 PES
II. TYPICAL TASKS
The Scope of Work will be implemented as follows, subject, of course, to such
modifications as may be required by the project schedule as finally adopted.
A. Project Team Meetings
The Consultants will participate in Project Team meetings including all
Charettes. Such meetings provide the prime opportunity for reacting to
plans and specifications and to the sharing experience gained from
previous projects. It has been assumed that most, if not all Team
meetings will be ono -day meetings occurring in San Rafael.
B. Off-site Reviews of Plans and Specifications
The Consultants will provide off-site reviews of plans and specifications
as submitted by the Design Professionals. Such reviews will occur in
accordance with the schedule established for the project. Plan review
comments and questions will be submitted in writing. Until a definitive
schedule is established, Off-site Reviews are expceted to include:
I. Concept Phase
A written review of the Concept Drawings will be provided mid-
way during this phase and again at the close of the all-important
Concept Phase. Particular attention will be given to issues which
must be resolved during the Schematic Phase.
2. Schematic Phase
During the Schematic Phase the Consultants will provide a
written review of Schematic Drawings and Outline Specifications
Near the close of the Schematic Phase and prior to the
commencement of the Design Development phase.
3: Design Develo-pment Phase
The Consultants will provide written reviews of drawings and
specifications during the Design Development Phase at
approximately the following milestones as determined by the
Design Professionals;
a. 50% completion of Design Development
b. 40%a completion of Design Development
It is understood that the project will be placed on hold at the end
of the Concept Phast and that further work will depend upon
resolution of the funding issue.
N
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Two reviews of drawings and specifications are included during
the Construction Document Phase and are expected to coincide
with:
a, 50% completion of Construction Documents
b. 90% completion of Construction Documents
5. Interior Design
The review of
Drawings and
Specifications will include
documents prepared
specifically for
the Interiors
of the building
including layout
of furniture, fixtures and
equipment: this
includes Companion
materials such
as color and
finishes boards,
catalog cuts of furniture,
casework,
graphics and
signage.
C. Go -No -Go Clause
It is understood that the project may be placed on hold at the end of the
Concept Phase and that continuance will depend upon resolution of the
funding issue.
III. REPORTS AND REPORTING
Unless otherwise agreed to, all written reports will be limited to the submittal
of three copies to be transmitted by FAX or mail, as may be determined, to the
following:
• San Rafael Public Library Director
• Marin County Librarian
• Sud Oringdulph or John Meadows at 130OR/A
Further duplication and distribution shall be considered the responsibility of
one or more of the above parties.
Each written Off•sitc review shall includ; (1) comments on findings, (2)
questions, (3) any recommendations as to possible alternatives and solutions,
and (4) any additional relevant information available to the Consultants.
I V. SCHEDULE
The Consultant's schedule. for performance shall be consistent with that
established for the project,
3
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V. COST OF CONSULTANT SERVICES
The Consultant's fees and expenses for providing the services described in this
Proposal aro based on the assumption that a total of 50 Consultant days will be
required and that 20 overnight trips will be made to San Rafael during the
course of the design process, (If this does not correspond with the schedule
adopted for the project, the fees and expenses will be adjusted accordingly,)
The result is a lump sum Proposal, subject to agreement with the project
schedule, of Porty Thousand and Three Hundred Dollars ($40,300,00) Of this
amount, $30,000,00 is for Consultant Fees and $ 10,300.00 is for expenses. It is
assumed that this would be divided between the two jurisdictions. Payment
would follow submittal of monthly "progress payment" invoices to each
jurisdiction,
V I , ADDITIONAL SERVICES AND FEES
The Consultants may provide such additional services as may be mutually
agreed upon and at such fees and expenses as may be deemed equitable by the
Client and the Consultant. Unless otherwise agreed to, the Consultant's hourly
rate shall be Seventy-five dollars ($75.00) per hour and the daily rate shall be
Six Hundred Dollars ($600.00) plus reimbursement for travel, lodging, car
rental, meals and other miscellaneous items associated with the work under
contract,
tfully suhmitt
y and M. Holt
Raymond M. Holt & Associates, Library Consultants
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