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PW City Building Facility Assessment StudyAGREEMENT FOR PROFESSIONAL SERVICES FOR PROFESSIONAL ENGINEERING ASSISTANCE WITH CITY BUILDING FACILITY ASSESSMENT STUDY PROJECT This Agreement is made and entered into this ~ day of \V\ ()..~ , 20 J.b by and between the CITY OF SAN RAP AEL (hereinafter "CITY"), and Terr con Consultants, Inc. (hereinafter "CONTRACTOR"). RECITALS WHEREAS, professional engineering assistance is needed to perform facility system assessments at various CITY -owned facilities; and WHEREAS, CONTRACTOR is well qualified to assist the CITY with the facility system assessments; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY'S Project Manager. The CITY's Director of Public Works, Bill Guerin is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Andrew Weber is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties and/or provide services as follows: CONTRACTOR shall perform the duties and/or provide services outlined in the CONTRACTOR'S "Response to Request for Proposal (RFP) 18-01" for "City Building Facility Assessment Study Project" dated February 20,2018, marked as Exhibit "A" attached hereto, and incorporated herein. G NA 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perfonn the duties as described in Exhibit "A" attached hereto. 4. COMPENSATION. For the full perfonnance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR as follows: On a time and materials basis for services rendered at the hourly rates shown in CONTRACTOR'S Fee Proposal included as "Attachment A" to Exhibit "A" attached hereto, in a total contract amount not to exceed $49,095.00. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The tenn of this Agreement shall be for one (1) year commencing on May 1, 2018 and ending on May 1, 2019. Upon mutual agreement of the parties, and subject to the approval of the City Manager the tenn ofthis Agreement may be extended for an additional period of up to one (1) year(s). 6. TERMINATION. A. Discretionary. Either party may tenninate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may tenninate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the tennination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of tennination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent ofthe other. D. Return of Documents. Upon tennination, any and all CITY documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the perfonnance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after tennination. 7. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONTRACTOR in connection with the perfonnance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement, which shall 2 be at the sole risk of CITY. CONTRACTOR will not be liable for any unauthorized reuse or modification of its work product. 8. INSPECTION AND AUDIT. Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in connection with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate with CITY or its agent in any such audit or inspection. 9. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the perfonnance of any oftheir respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE. A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. An automobile liability (owned, non-owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) dollars combined single limit. 3. If any licensed professional perfonns any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million dollars ($1,000,000) per claim/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONTRACTOR's perfonnance of services under this Agreement. Where CONTRACTOR is a professional not required to have a professional license, CITY reserves the right to require CONTRACTOR to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONTRACTOR shall maintain worker's compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. CONTRACTOR's worker's compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. B. Other Insurance Requirements. The insurance coverage required of the CONTRACTOR in subparagraph A ofthis section above shall also meet the following requirements: 1. Except for professional liability insurance or worker's compensation 3 insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additionally named insureds (for both ongoing and completed operations) under the policies. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO fonn CG2001 04 13. 3. Except for professional liability insurance or worker's compensation insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4. By execution of this Agreement, CONTRACTOR hereby grants to CITY a waiver of any right to subrogation, except for Professional Liability, which any insurer of CONTRACTOR may acquire against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer. 5. Ifthe insurance is written on a Claims Made Fonn, then, following tennination of this Agreement, said insurance coverage shall survive for a period of not less than five years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthennore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. C. Deductibles and SIR's. Any deductibles or self-insured retentions in CONTRACTOR's insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to 4 CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION. A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S perfonnance of its obligations or conduct of its operations under this Agreement. The CONTRACTOR's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S perfonnance of or operations under this Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONTRACTOR under this Agreement are design professional services to be performed by a design professional as that tenn is defined under Civil Code Section 2782.8, CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend and hold harmless the City Indemnitees from and against any CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONTRACTOR in the performance of its duties and obligations under this Agreement or its failure to comply with any of its obligations contained in this Agreement, except such CLAIM which is caused by the sole negligence or willful misconduct of CITY. In no event shall the cost to defend charged to the design professional exceed the design professional's proportionate percentage of fault. 5 C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WITH ALL LAWS. CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 14. NO THIRD PARTY BENEFICIARIES. CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the tenns and conditions of this Agreement, to the other party. 15. NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY's Project Manager: TO CONTRACTOR's Project Director: 6 Bill Guerin, Director of Public Works City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 Andrew Weber Terracon Consultants, hIC. 5075 COlmnercial Circle, Suite D Concord, CA 94520 16. INDEPENDENT CONTRACTOR. For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIRE AGREEMENT --AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter ofthis Agreement. B. TItis written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONTRACTOR and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to tills Agreement. D. TIle terms and conditions of tlris Agreement shall not be altered or modified except by a written amendment to tills Agreement signed by the CONTRACTOR and the CITY. E. If any conflicts arise between the tenns and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the tenns and conditions of tlris Agreement shall control. 18. SET-OFF AGAINST DEBTS. CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR under tills Agreement, any monies willch CONTRACTOR owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WANERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other tenn, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, perfonnance, or other consideration willch may become due or owing under tlris Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant oftlris Agreement or any applicable law, ordinance or regulation. 7 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the tenns and conditions of tlus Agreement, or arising out of the perfonnance of thls Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONTRACTOR shall obtain and maintain during the duration of thls Agreement, a CITY business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work perfonned under thls Agreement, until CONTRACTOR has provided CITY with a completed Internal Revenue Service Fonn W -9 (Request for Taxpayer Identification Number and Certification). 22. APPLICABLE LAW. The laws of the State of California shall govern thls Agreement. IN WITNESS WHEREOF, the parties have executed tllis Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL J ATTEST: LINDSAY LARA, City Clerk APPROVED AS TO FORM: 8 CONTRACTOR TERRACON CONSULTANTS, INC. """ ame:,4tJJDf?E[A) $, U~ Title of Corporate Officer: ~Jt/fAi and By: ___________ _ Name: ------------------------ Title of Corporate Officer: ______ _ EXHIBIT A City of San Rafael -Response to RFP -Facilities Condition Assessment 2. Project Approach and Level of Effort 2.1 Project Approach Terracon will furnish the personnel, services, equipment, materials, and other necessary resources to conduct a comprehensive Facilities Condition Assessment (FCA) of the buildings and site infrastructure included in Table 5 of the City's RFP. The FCA will be conducted based on visual, non-destructive inspection techniques, interviews of persons knowledgeable regarding the construction and maintenance history of the facilities, and review of existing building data and maintenance history. We plan to use a software program called Paragon together with its field data collection application called Paragon Data Collector (DC) to store, analyze and report data collected as part of the FCA. Paragon is a web-based software application that is used and offered for sale by Terracon to its clients under distribution agreements with the software developer. Together, these products provide time saving functional features for field data collection, data management, analysis, and forecasting based on facilities management industry standard metrics and advanced engineering concepts. At the completion of the project, Terracon will transfer a subscription to Paragon to the City to serve as its database containing all assessment data, cost estimates and other data collected and produced during the performance of the FCA. This software will serve as the single repository for data collected and generated by Terracon during the performance of the FCA, as well as data modifications and updates made by the City to support their on-going analyses and reporting requirements . 2.2 Proposed Scope of Work Our experience with FCA's has demonstrated that the tasks included in our standard approach to conducting an FCA are critical to formally align the scope of our planned work with the City's goals, expectations and limitations of the organization. Our process is well proven through our performance of work on projects of similar scope, size and complexity. The objectives we will achieve as part of this project are: • To the extent readily available, review existing drawings provided by the City for each building prior to our on-site assessment. • Review information provided to us on past, current and/or planned Capital projects, and maintenance activities. • Interview the facilities maintenance supervisor, and/or building engineers knowledgeable regarding the construction and maintenance history of each facility to document current deficiencies already identified by City staff. • Create a narrative summary describing the major construction features and building systems that comprise each facility. • Take digital photographs to document existing field conditions . • Develop an inventory of building components, and equipment in each facility. lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 31Page City of San Rafael -Response to RFP -Facilities Condition Assessment ~ • Perform a non-destructive visual inspection of each facility to identify component-level deficiencies and life-cycle conditions. • Rate the existing condition of inventoried components to calculate an estimated Remaining Service Life. • Calculate repair costs and replacement values to calculate a Facility Condition Index (FCI) for each building and for individual building systems that comprise each building. • Prioritize building component repair and replacement projects based on need, observed deficiencies, remaining useful life, and other specified factors, and classify each component renewal based on its estimated remaining useful service life. • Develop cost estimates for deferred maintenance, preventive maintenance, and life cycle costs based on the assessment data, and then provide assistance in developing a long- term capital investment budget. • Provide a prioritized plan to strategically and efficiently reduce the current backlog of deferred maintenance. • Enhance facility planning capabilities and compare conditions amongst City facilities by addressing the highest priority needs for the future. • Create one central depository of data on critical building systems, life expectancy, and capital investments. To meet our objectives, we anticipate completing the various tasks listed below in carrying out our Scope of Work. The activities are grouped into major Phases of work, as listed below. 1.) FCA Project Planning 2 .) Field Assessment and Data Collection 3.) Cost Estimating and Work Packaging 4.) Data Analysis and Forecasting 5.) Reporting and Project Deliverables 6.) Presentations 7.) Option -Training of City Staff on Use of FCA software Phase 1 -FCA Project Planning Preparation is the most critical task for the successful completion of any project. Upon receipt of a contract award and/or Notice to Proceed, Terracon's senior management will begin to carry out the tasks listed below. 2.5.1 Conduct Project Kick-Off Teleconference Terracon's Project Manager will work with the City's primary point of contact for this project and schedule a Project Kick-Off Teleconference. This meeting is meant to include key project staff from both Terracon and the City. The purpose of the meeting is to initiate FCA planning activities and alignment of the project's goals with Terracon's proposed Scope of Work. During this meeting, we will reiterate our proposed scope, clarify issues, remove potential obstacles and validate the end goals and deliverables desired by the City . lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 41Page City of San Rafael -Response to RFP -Facilities Condition Assessment ~ We also plan to review safety and security requirements, including any supplementary training, badging or related procedures as part of conducting the on-site portion of the work under this contract. We will expand on the end goal to drill down into the desired details and output for the assessment, including performance schedule, options for data import/export with the City's existing CMMS or other IT systems, the City's interest in managing the data and database going forward, forecasting metrics such as inflation allowances, and City work prioritization factors based on the building type or function . During the meeting, we will identify City staff responsible for arranging site and building access during the assessment project. We plan to conduct the Kick-Off meeting via Skype teleconference a few weeks in advance of our proposed mobilization to begin on-site data collection . We will rely on the City to invite appropriate members of its project Team to attend the meeting . City staff attending the meeting should log in to Skype to insure their ability to see project information we present on-line during the meeting. Project Kick-Off meetings typically run from one to two hours. 2.5.2 Obtain and Review Historical Documentation Terracon will request that the City locate, assemble and provide readily available and pertinent background information describing the construction and maintenance history of the facilities included in the Scope of Work, including information regarding hazardous materials. We ask that data available in electronic format be provided to us as soon as possible, before we mobilize to the site. To minimize delays while on site, we ask that documentation that is only available in hard copy be gathered together and made available for our review immediately after our mobilization to the site. For hard copy documentation , especially building plans, we ask that the City assemble the available documentation in one central area of one facility, and provide temporary work space for our assessors to review the provided documentation . We request that we can retain such documents until the completion of the project or have copies of relevant documents made available for our use . If site plans and architectural drawings are available that accurately document the as-built construction of the City's real estate portfolio, a significant portion of the asset inventory can be documented from drawing reviews. The types of materials used and quantities of materials are often more readily determined from plan take-off than from field observation and measurement. Other critical information such as construction and repair dates and warranty information can often be determined from background documents . Information such as building age, number of levels , functional space layout, and building area can be quickly obtained from drawing reviews. Information obtained during the document review that describes asset inventory will be recorded in Paragon prior to initiating the site assessments . During the on-site walk-throughs, data obtained from background documents will be verified. 2.5.3 Establish Facility Hierarchy Data stored in Paragon will be organized for analysis and reporting purposes based on its association to a hierarchical list of facility assets . The most common methods of grouping the assets are based on geographic location (regions, states, cities, campuses, sites, etc.), organizational groups (business sectors, divisions, areas, offices, departments etc.) or functional lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 51Page City of San Rafael -Response to RFP -Facilities Condition Assessment ~ use types (facility type, vacant and occupied facilities, owned or leased facilities, buildings versus land, etc.). The top tier of the hierarchy is typically established as the Owner or Operator of the facilities. The Scope of Work includes the assessment of the facilities listed in Table 1 below. This data was extracted from information provided by the City in its RFP . . W:b . -. -.:rm • : .. . i'l~c;:::., I:rmr • : -~ 1 Administration City Hall City Hall/Police Station 1400 Fifth Avenue 2 Community Services Learning Center & Facilities Canal Learning Center & Library, SO Canal St Pickleweed Community Center ---- 3 Community Services Child Care Centers Colemen 800 Belle Ave 4 Community Services Child Care Centers Dixie 1175 Idyl berry Road, Rm A-3 5 Community Services Child Care Centers Venetia Val !!:L 177 N San Pedro Road 6 Community Services Child Care Centers Glenwood 25 West Castlewood Drive 7 Community Services Child Care Centers Mary Silveira 375 Blackstone Drive -- 8 Community Services Child Care Centers Parkside 51 Albert Lane - 9 Community Services Child Care Centers Picklewood 40 Canal Street 10 Community Services Child Care Centers Vallecito 50 Nova Albion Way 11 Community Services Facilities B Street Community Center 618 "B" Street 12 Community Services Facilities Terra Linda Pool 670 Del Ganado Road 13 Community Services Facilities Terra Linda Recreation Center 670 Del Ganado Road 14 Community Services Parks Albert "B" Street at Treanor 15 f.0mmunity Services Parks Gerstle San Rafael Ave near Clark Street ---- 16 Library Cultural Affairs Falkirk Cultural Center 1408 Mission Avenue _. - 17 Public Works Office/Corporation Yard Corporation Yard (New) 111 Morphew Street - Table 1: List of Facilities Included in the Work Scope The City was only able to provide building areas for four of the buildings included in the Work Scope. These include Coleman, Parkside and Pickleweed Child Care Centers and the Public Works Corporation Yard. The total building area of these four buildings was reported to be 60,750 square feet. Based on a brief review of the remaining facilities from Google Earth, we have estimated the total square footage of all 17 buildings to be 150,000 square feet, and our fee proposal is based on this building count and building area. Should the actual number of buildings exceed 17, and/or the total building area we assess exceed 150,000 square feet, then we reserve the right to modify our fees. We will confer with the City's Project Manager to determine the asset hierarchy that best supports the City's plans to manage and report data. The resultant hierarchy will be used to populate the location hierarchy used throughout Paragon. 2.5.4 Review and Confirm System Configuration Settings Paragon includes fourteen different System Configuration Tables that store data values used in other areas of the application in drop-down data entry fields. The System Configuration Tables are important because they establish the valid data that can be stored in selected fields by other users on various forms throughout the software . lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 61Page City of San Rafael -Response to RFP -Facilities Condition Assessment ~ We will demonstrate the functionality of Paragon to the City early in the Phase 1 Program Launch Phase. We will review the default settings in critical System Configuration tables and gain City concurrence that the default settings are either acceptable for use or need to be changed to match City-specific requirements. Special attention should be paid to the tables that define budget categories and accounts, direct condition rating values, direct cost burden factors, preventative maintenance settings, and priority ratings. 2.5.5 Background Data Review and Pre-Survey Data Population Information describing each facility name, number, location, size, and year of construction will be drawn from information contained in the facility lists provided to us by City. Facility "asset" information will be populated in Paragon and downloaded to field data collection tablets prior to the start of the on-site data collection activity. We will review the background data provided to us for reasonableness and accuracy, and may choose to pre-populate the software with this data prior to going to the field. We will record additional data describing the general construction of each facility, either from background information provided to us or field observations. The data will include descriptive narratives, database field entries, and photos. We will include a narrative summary for each facility included in the assessment and include an overall building photo. We will record data describing the predominant type of construction, number of stories, year built, and construction/addition history (if known). We will use this data stored in Paragon to prepare our report deliverables. The FCA report will contain an asset report for each facility assessed. The asset report page will contain the date each facility was assessed. The facility information will include the facility address, facility category code, year built, asset size, facility replacement value, and the facility condition index (FCI) calculated for each facility. 2.5.6 Scheduling We will develop an initial draft of our preliminary field assessment schedule for discussion during the Kick-Off Meeting. Following the Kick-Off Meeting, we will update the preliminary schedule so that it meets both the project performance requirements and the City's constraints. 2.5.7 Pre-Survey Staff Calibration Prior to mobilizing to the site, we will convene a meeting of the Project Team to calibrate each assessor on the specific scope requirements of the project. We will review standard field data collection procedures, special data collection fields, and project specific requirements for inventory collection per UNIFORMAT II levels. I Phase 2 -Field Assessment and Data Collection Our field assessment teams consist of skilled professionals who are trained and experienced in documenting the inventory of components that comprise a building and assessing their condition. Survey assignments will be established based on each assessor's background and field experience matched against the specific building systems included in the Scope of Work. lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 7 1Pag e City of San Rafael -Response to RFP -Facilities Condition Assessment ~ We request that at least one City representative serve as an escort to accompany each inspection team. It is most preferable if the City escort is a member ofthe building management, engineering or maintenance staff who can provide relevant background information and answer specific questions from our assessors during the walk-throughs. 2.5.8 On-Site Project Kick-Off Meeting On the first day that our project Team mobilizes to the City, we will conduct a Kick Off Meeting with key staff from the City Project Team. The purpose of this meeting is to confirm information previously discussed in the Project Kick-Off Teleconference, gather additional background data assembled by City, and obtain security badges or other documentation providing clearance for our staff to be on site. We ask that City provide a small workspace in one of their buildings for our Team to meet and review background documentation assembled by the City that cannot be copied or taken off site. The On-Site Kick Off Meeting will last approximately 2-4 hours, depending on the amount of information to be reviewed. 2.5.9 Conduct On-Site Interviews of Client Personnel As is often the case, specific information regarding individual sites and facilities can be obtained from interviews with a facility manager and/or lead maintenance personnel who may have knowledge about the property. Prior to beginning our building walk-throughs as part of the FCA, we will interview City staff who are (1) on-site, and (2) have knowledge regarding each building's construction background and the recent history of facility repair and maintenance activities at each site. We request that the name, telephone number and e-mail address of our primary site contacts be provided to us prior to our visit to each site. Information that is beneficial to our inventory and assessment work may include: • Equipment lists and nomenclature • Major repair, replacement or retrofit project data • Reports of previous, recent facility investigations • Data regarding recent costs for component/system replacements • Current facility system problems or concerns, • Current year planned facility projects • Facility system warranty information We will document background data provided and use it as appropriate while conducting our assessments. We will assume the data provided to us is accurate without third party verification unless our visual observations conflict with the background data provided. lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments BIPage City of San Rafael -Response to RFP -Facilities Condition Assessment ~ 2.5.10 Documenting Inventory ASSET PIW.lSfR: ;: ASSET LETTER : FROFEmy RE CO RD rlW.!DER· Our assessors plan to walk through each of the accessible spaces in each building included in the Scope of Work. We will walk over the campus grounds to observe and document visible, site infrastructure systems and components. AD[)P~lOTOS YEAR ElUiLT G.1~ ESTI MATE D YEAR 8 lillID fT11i1 l.1:lJ ASSE T SIZE 'c..U'91 STReeT ADDRESS : '-;1 C:-' o ou:umm I.t:'UAGER r ~',"E r.IOOtl E an .... DAY SCHEDULED : O.J.:a ncl sci. DAY INSPECTED: O2J l i1.20 15 tTl Asset Review Narratives We will walk over low-sloped roofs and steep sloped roofs with a pitch of 4/12 or less. Roofs with a pitch greater than 4/12 will be observed from the ground, adjacent buildings, or man-lifts if provided. We will rely on the City to provide ladders or man-lifts to gain access to rooftop areas where internal access is not provided. Figure 1 -Sample Tablet Data Collection Screen We do not intend to crawl through attics and crawl spaces, as these may be defined as confined spaces. Each assessor will record his/her observations describing the inventory and condition of the facility components. Data will be recorded in the field using Paragon DC installed on iPads. Data will be organized and reported using the UNIFORMAT II coding methodology in general accordance with ASTM E1557-Standard Classification for Building Elements and Related Sitework-UNIFORMA T II. "The classification serves as a consistent reference for analysis, evaluation, and monitoring during the feasibility, planning, and design stages of buildings. Using UNIFORMAT II ensures consistency in the economic evaluation of building projects over time and from projectto project." (ASTM E 1557-05) To collect and record our inventory information, the construction of each building will be broken down into its various components (Level 5), organized within sub-elements (Level 4), individual elements (Level 3), group elements (Level 2) and major group elements (Level 1). I n a standard FCA, we typically generate most of the facility inventory at Level 5. Where deemed appropriate, and at our discretion, some inventory may be collected at Levels 4 or 3. An example is shown below that describes the five levels of detail associated with a building component. This example is for a four-ply BUR covering with gravel surface coating. Figure 2 -Five Level Organization of Building Component lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 91Page City of San Rafael -Response to RFP -Facilities Condition Assessment ~ A current replacement value and estimated design life is linked to each component and stored in the Paragon Cost Catalog. This provides the information necessary to forecast component renewals by replacement of each building component into the future. For each component or sub-element we inventory, we will record data describing its size or quantity and its year of installation (age). Inventory may be grouped by Section, where appropriate, based on the similarity of physical, operational and age characteristics. Photos will be taken of inventory items where it improves our ability to document make, material, finish, size, configuration or location of the item. Exterior photographs will be used for campus identification and documentation of structural problems, major site deficiencies or special conditions. Interior photographs will be used to document critical or unusual conditions. Photographs will be used to explain and I or justify the prioritization of corrective actions. 2.5.11 Condition Assessment The condition of each inventoried component will be assessed and documented after it is inventoried using our Direct Condition Rating (OCR) method, based on standard rating definitions (see Figure 3). The ratings will be used (along with other data) to forecast the Remaining Service Life of each inventoried component used in capital renewal forecasting. In addition to the rating selected, Paragon automatically records the date of the assessment and the individual who performed it. The software provides a field to record notes specific to the condition rating. Once saved, the software will display the numerical index linked to the condition rating that is used in calculation of Remaining Service Life as a factor of the original design life of the component. 2.5.12 Documentation of Work Items Amber (+) Sustainment consisting of possible preventive maintenance (where applicabl e) and m i no r rep al~ (corrective I or resto ratio n to any of the follo w i ng: M inor repairs t o several subcomponents; 1-----1 Sign ificant repai r, Amber rehabilitation, or replacement of one o r m o re subcomponents. but not enough t o 1-----1 e ncompass the Amber(-) co m p onent -secti on as a whole; or combinations thereo f. Su stainm ent o r restoratio n required consisting o f major repai r, rehabilitation, or replacement t o the compo nent -se ction a~ a whole. Entire component or component section sample is free of observable or known distre!Oses . Component section is less than one year old. No component section or or reliability reduction. Some, but not all, minor (non-crltical) subcomponents may suffer from slight degradation or few major (critical) >ubcomponents may >uffer from slight degradation Component section greater than one year old. Slight or no serviceability or relia bility reduction overall t o t he component-s ectio n o r ~ample So m e, but not all, minor (non-crit ical) ~ubco mp D nents may suffer from m inor degradation o r more t han one m aj o r (cr itical) 5u fferfrom Compon ent-sectio n o r degraded but adequate. A very few major (critical) subcomponents may suffer from m oderate deterioration w ith perhaps a few m i nor (non-critical) subcomponents Compo nent-section o r I I definitely impaired. So me but not a m ajority. Major (critical) sub co mponents may suffer f rom m o derate deterioratio n with perhaps m any minor (non;:ritical) from severe deteriorat ion. Co m ponent-sectlo n o r or reliabili ty loss. Most subco m po nents may suffer fr om m oderate degradation or a few major (critical ) Figure 3-Direct Condition Rating Definitions As we observe and document our inventory and condition assessment findings, we will record data describing observed deficiencies. These are called Work Items. Work Items will be evaluated in the field for potential repair or replacement. lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 10 I P age City of San Rafael -Response to RFP -Facilities Condition Assessment ~ Work Items are created to address observed deficiencies and are linked to Budget Categories and Budget Accounts. For each Work Item, we will assign a Work Item Name, and describe the Distress Type and Work Category, and if appropriate, any category of "Green" or sustainable work types. We will prepare a narrative Problem Statement and Solution Statement for each deficiency describing the nature of the deficiency and our proposed method to mitigate the problem. We will describe potential code issues if they are observed on any Work Item. Terracon will assign a Priority Rating and Impact Type to each deficiency. These priority ratings will be assigned in a consistent manner across all facilities and is based on the knowledge and experience of the assessor. Each priority rating will be dependent upon the ability for users to operate the building component in a safe manner and the anticipated failure of systems or components. Forecasts will be made of the improved condition of the component after Work Items are completed, providing a simple ability to calculate Return on Investment. We will take digital photographs and link them to each Work Item we observe and record in the field. Selected photos will be used in development of report deliverables. All photos will be associated with a building, inventory component and a specific location within a building. Our clients value these photos as they are useful in "selling" the need for a repair project while establishing a snapshot-in-time record of an identified deficiency that can be used later to determine if a known condition may have worsened. Any observation of "immediate" life/safety concerns will be brought to the attention of the on-site client representative and the City's Project Manager. 2.5.13 ADA Compliance Assessment As part of the FCA, we will document any non-conformances we identify related to the accessibility of public areas of the site and buildings as defined by the American with Disabilities Act of 1990 (ADA) and subsequent revisions. We will observe the public areas of each building and site access during the assessment to determine whether general conformance with applicable requirements has been met. The scope is limited to the determination of general compliance with the physical attributes of the property and is not considered to be a full survey. Our evaluation will be limited to the items addressed in the Uniform Abbreviated Screening Checklist for the 2010 ADA per ASTM E2018-15 format. Observed non-conformance with the specific disability guidelines will be noted as Work Items within the FCA software. Our evaluation will not include testing of decibel levels of fire alarms, measuring tolerances, light level recording, or other disruptive tests. 2.5.14 Field Data Uploads and Data Quality Control Data collected in the field will be uploaded at the end of each day from our field data collection tablets to the FCA application software housed in the Web. Built-in quality control checks are run from within the field data collection software to ensure data integrity and quality prior to uploading data to the Web application. lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 111Page City of San Rafael -Response to RFP -Facilities Condition Assessment ~ ; Phase 3 -Cost Estimating and Work Packaging 2.5.15 Work Item Cost Estimating Once the component inventory is documented and the as-built condition has been assessed, we will create cost estimates to execute Work Items based on documented problem and solution statements. Terracon is fully versed and experienced in the production of construction cost estimates at various levels of detail and specificity. We intend to use in-house cost databases developed by Terracon. Costs in these databases include common repair and replacement unit costs derived from years of facility assessment cost estimating, contractor estimates and corporate research. Costs related to ADA compliance issues are provided for informational purposes only and may not include cost for design services, legal advice, or local code requirements. Recommended repairs mayor may not be required depending on project specific parameters. Cost estimates will be generated at a "preliminary planning" level of detail, and should be considered as order of magnitude estimates for potential work without design or bid estimates, and with no information regarding the method of execution, time of year to conduct the work or schedule to complete the work. Estimates we enter will reflect direct costs for material and labor. Soft-cost markup factors for inflation, geography, contractor overhead and profit, and owner's design fees, supervision, and contingencies will be applied to the direct costs from settings stored in Paragon to generate fully burdened cost estimates. By storing the soft cost mark-ups separately from the raw costs, the City has an opportunity to modify cost estimates in the future should local conditions change. 2.5.16 Grouping Work Items into Work Packages Once Work Item costs are estimated, we will combine Work Items into executable Work Packages within an asset by grouping work of a similar type (common inventory classification at UNIFORMAT Level 2 and budget account). Cost estimates, linked files and photos from each Work Item will be automatically grouped and linked to each Work Package. We will identify all Work Packages by a unique 10, and they will be associated to a specific building or site asset. , Phase 4 -Data Analysis and Forecasting 2.5.17 Data Analysis Following completion of the field data collection, data review, Work Item cost estimating and Work Packaging, we will use Paragon to analyze the data and prepare reports to meet the Scope of Work requirements for deliverables. Our data analysis includes the preparation of Requirements, Budgets and Forecasts. We typically run our analyses over a ten (10) year period, but we can modify the term of the analysis to meet different City requirements, if requested. We will work with City staff assigned to this project to discuss potential budget scenarios used in our analyses. The Requirements analysis allows the user to identify all backlog and future costs linked to an Asset or a group of Assets over a defined analysis period. Requirements analysis does not lr City of San Rafael. Response to Request for Proposal. Facility Condition Assessments 121 P age City of San Rafael -Response to RFP -Facilities Condition Assessment ~ consider funding that may be available over the analysis period, but rather, focuses only on costs for repairs, replacements, maintenance or other defined Work Items in the year it is first recommended for remedial action. Requirements considers costs from individual Work Items regardless if they have been previously assembled into Work Packages. Using our Budgeting tools, we will create and save various budget scenarios that are associated with selected assets, Budget Categories and Budget Accounts. Budgets can be saved for re-use, and can be copied to create new budgets that can be edited. This saves time in not having to create new budgets from scratch. The Forecasting analysis calculates "costs" from (1) work previously packaged into Work Packages, (2) preventative maintenance costs generated from the Preventative Maintenance table in the System Configuration form, plus (3) recapitalization (replacement) costs for components that reach the end of their estimated service life during the term of an analysis period. The Forecast Scenarios frame uses a grid to display the history of previously saved forecasts. Once a forecast scenario has been defined, and the calculations have been run, the results of that budget are saved in the Forecast Scenarios frame for future recall and re-use. r __ Srtp t· Gtntnl ~ ~ 2 .c.lc.:ula-5DcrDIo Sl:rsJ]-Voew~ POI .... JZID,1IlII lIIO,Em • U:!I,COl ...... ",om Ill,1DI " Forecast Analysis ------~ ----- Figure 4 -Sample Graph of Five Year Forecast Analys is Co 1I.IIr!I -' ..... "" Using the Requirements Analysis function, Paragon calculates current and future year costs for (1) deferred maintenance reduction, (2) annual preventative maintenance plus (3) renewal (replacement) costs for components that reach the end of their estimated service life during the term of an analysis period. Users then establish budgets for each of the Budget Categories and Budget Accounts associated with the potential work. Budget amounts may be calculated using a Budget Wizard using one of six different calculation methods. By applying a Budget Scenario against the Requirements, the system Forecasts a budget-constrained, prioritized plan for spending over multiple years. The term of the analysis period may be set by the user for each forecast scenario. Users may override system calculated recommendations, to accelerate or defer work execution based on user decisions. Users may evaluate budgets at t~e Category level, where funding from individual accounts may be comingled, or at the Account level, where work assigned to a budget account may only be funded from that account. lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 131Page City of San Rafael -Response to RFP -Facilities Condition Assessment ~ 2.5.18 Work Package Prioritization During the creation of Forecasting scenarios, Work Packages can be prioritized using one ofthree different prioritization methods: (1) Priority Ranking, (2) Impact Score and (3) Risk Reduction. Work Packages can be sorted and prioritized using any of the three methods. Ties in priority are further sorted based on Work Package costs. Using Priority Ranking, data is assigned to each Work Item to describe its numerical priority for execution compared to other Work Items, based primarily of defect severity. Priority codes and descriptions can be defined to meet any ranking criteria desired by the City. Impact Score combines the impact of the deficiency severity together with the system or facility failure probability. Impact scores are calculated using matrices for four categories of impact: Safety, Environmental, Mission and Quality of Life. Finally, the Risk Reduction prioritization method calculates a Risk Reduction Index that combines Asset Criticality priority, System Criticality priority, and Failure Probability based on the direct condition rating. With Paragon, users can sort, prioritize and support strategic work planning and packaging. From Forecasting analyses, users can obtain the information necessary to manage their deferred maintenance reduction and predict future capital renewal needs. Multi-year spending plans can be compared based on their cost impact as well as their resultant Facilities Condition Index (FCI) rating. Phase 5 -Reporting and Project Deliverables 2.5.19 Reporting and Project Deliverables Terracon will submit a report summarizing the FCA and its findings at the end of the project. The report will be provided in electronic file format. We will utilize the data stored in Paragon, as well as the results of various data analyses we will run using the software to prepare our report deliverables. Our reports will include a narrative overview of our work, plus data attachments extracted from Paragon and stored in either in .xls (Excel), .pdf (Adobe) or .doc (Word) file formats. Prior to preparing our financial forecasts, we will consult with City to obtain information describing their projected financial resource availability over the next few years. We will use this information as the basis for preparing 1 O-year budgets for use in the financial forecasts reports we will include as part of our deliverables. We will prepare a draft report to be reviewed by the City. We will meet with the City by teleconference to present a summary of the draft report. Following the City's review of the draft report, we will make any modifications that may be necessary and issue a Final Report. Our report will include the following sections and attachments: lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 141 P age City of San Rafael -Response to RFP -Facilities Condition Assessment ~ Executive Summary: The Executive Summary will be a narrative describing the purpose and scope of the work, type of assessment, and our evaluation of the overall condition, corrective actions, and estimated costs for maintenance, repair and replacement of facility components over the analysis study period. The summary will include the names and positions for each individual that performed the FCA. We will include summary and detail spreadsheet data and graphs depicting any requirements, budgets and forecasts generated as part of the data analysis. Data Reports: In addition to the Executive Summary, we will provide data extracted from Paragon that describes our findings in detail. These data reports will be stored in Paragon as File Attachments, and linked to the appropriate Asset record. Data output reports for the for the entire inventory will be stored in the Profile form of the software. Asset Summary and History Reports Describes each asset sorted in order based on Location hierarchy selection. One Asset per page. Provides overall summary of the Asset and its condition. Includes Asset photograph, FCI, and narratives for Asset Summary. Inventory Summary Reports Organized by asset with page breaks after each asset. Provides a listing of all inventory items in each asset in a hierarchical structure based on UNIFORMAT \I Classification format. Provides a high-level overview of the inventory, including Year Installed, Estimated Service Life, Condition Rating, Remaining Service Life, Quantity and Current Replacement Value. Work Item Detail Reports Organized by Work Item 10; one Work Item per page. Provides a formatted report with images and details of each deficiency. Work Package Detail Reports Organized by Work Package IDs with page breaks after each asset. Provides a formatted report with details ofthe Work Package including a listing of each included Work Item and associated costs. Requirements Details Spreadsheets documenting the cost requirements for Work Item repairs and replacements over the analysis study period. Photo images will be included in many of the various reports included in the Data section of the deliverable. 2.5.20 Transfer of Software Subscription In addition to our report of findings, we plan to transfer a subscription to the Paragon software to the City. The software will be loaded with the data collected during the FCA, plus all report data we generate in .pdf or Excel spreadsheet formats. The software will include each of the photos taken during the FCA, stored in an organized manner with each individual Asset, Inventory or Work Item record. lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 151 P age City of San Rafael -Response to RFP -Facilities Condition Assessment ~ Phase 6 -Presentations 2.5.21 Presentation of Findings After acceptance of our final report, Terracon will meet with City representatives and present the findings of the FCA. The presentation will be made using PowerPoint slides, together with data collected during the FCA. The presentation will include charts and graphs that will provide a visual representation of the condition assessment data to assist the stakeholders in understanding the scope of the funding needs Additional on-site meetings, if required, will be managed by contract Change Order after the base Contract is executed. Phase 7 -Software Training (Scope Option) 2.5.22 Software Training While not requested in RFP, Terracon can train City staff to enter/update/analyze data and run/export an array of reports from the software. Training is offered as an optional extra service, and it is recommended for both field data collectors, cost estimators, planners and management staff. Training is designed to fit each Client's specific needs and the user groups being trained. From introductory training, to field training on conducting FCAs, to management training on data analysis and budget preparation, we can tailor training to meet the City's requirements. The topics we cover in our start-up training session are listed below in Figure 5 . "'! .. l:.Ul" il lliF-l iTl l1 i ~ •• General Tablet WebApp Introduction/Overview of the Software X Log In and System Configuration X Data Uploads X User Assignment and Security Roles X Location Hierarchy X Facility Assets X Inventory X X Condition Assessment X X Work Items X X Work Item Cost Estimating X Work Packaging X Analysis -Requirements X Analysis -Budgets X Analysis -Forecasting X Reporting X Figure 5 -Start-Up Training Session Topics lr City of San Rafael. Response to Request for Proposal. Facility Condition Assessments 161Page City of San Rafael -Response to RFP -Facilities Condition Assessment ~ Costs for start-up and on-going training are based on the duration of training and number of trainers involved, and are calculated using current hourly billing rates plus materials (manuals, training guides, etc.) and direct travel related expenses. For this engagement, we suggest start- up training for a group of up to 10 City staff for 2 consecutive days. If selected as an optional service, we would conduct training at a facility selected by the City. We will rely on the City to provide adequate facilities for training, including Internet access, computer equipment for attendees, and display capabilities (electronic flat screen or manual projection screen/wall area) for projection of trainer's computer images. Support to be Provided by the City 2.5.23 Support to be Provided by the City Projects ofthis size are most successful when the Consultant and the Client enter into a partnering agreement in support of the project's goals and objectives. As a partner, the City can reduce non- productive field time, and enhance data collection accuracy by providing support to Terracon during the project. The areas where we anticipate support from the City are listed below. Assignment of City Project Manager -We assume that the City will assign a Project Manager to interact with the Terracon project team during this engagement. Attendance at Kick Off Meeting -We assume that the City's Project Manager and other staff assigned to the Project will attend the Kick Off Teleconference and the On-Site Kick Off Meeting. Advance Notification of Site Visits -We assume that City representatives will notify the appropriate parties in advance of site visits to avoid undue delays at each site. This includes making sure our site contacts can provide unencumbered facility access. Facility Escorts and Access -The City will be responsible for providing access to interior and exterior portions of each facility included in the work scope. We ask that the City assign a Building Engineer, Facility Manager, or Maintenance Engineer to provide access to each facility during the on-site inventory and assessment work. Time may range from full time escort to part time, with escort responsible to open secured areas during the day. Where areas are secured, we assume City escorts will have keys to provide access to these areas in a timely manner. For roofs that are not accessible from interior roof hatches, the City must provide ladders or other means of accessing building rooftops. Training Facilities -If the City elects to conduct on-site software training, they would be responsible to provide the necessary meeting space, computer equipment, and Internet access to support the training sessions. Assistance in Scheduling On-Site Interviews -Background data describing each facility can often be conveyed through our on-site interviews with building engineers, property managers, or maintenance staff assigned to each building. The City needs to help us schedule meetings with persons that have background knowledge of the lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 17 1 P ag e City of San Rafael -Response to RFP -Facilities Condition Assessment ~ construction and maintenance history of each building at the time we are scheduled to begin the assessment of each building. Providing Background Data for Review -We ask that the City provide background data describing facility construction and maintenance history that is available in electronic file format to us prior to our mobilization to the site. For hard copy documentation, especially building plans, we ask that the City assemble the available documentation in one central area of one facility, and provide temporary work space for our assessors while on site to review the provided documentation. Review of Data in System Configuration Tables -We will need to rely on one assigned staff person on the City's project team to review System Configuration Tables in our FCA software and to make recommendations for changes if necessary. Provide Budget Scenarios for Analysis -The City needs to assign a staff member who can provide guidance to help us define budget scenarios to be used in our forecasting analyses. Overall Project Management -We assume the City will appoint a Project Manager to represent the City's interests for this project. Responsibilities will include project organization, and assistance in scheduling all meetings required under the Contract. The City Project Manager will participate in status teleconferences during field work, and will assist Terracon obtain identification badges, vehicle passes and/or site access permits. The City's Project Manager will be responsible to arrange for access within any City- owned secured building areas. Other requirements may include arranging for any Contractual provisions for City to furnish materials, equipment and/or labor; review and approval of submittals and deliverables; and review and approval of Terracon invoices. 3. Project Schedule Terracon is committed to providing accurate, high quality, and timely services and products. The success we have achieved on previous contracts like this one is the result of our detailed, highly structured approach to estimating labor requirements and controlling workflow. We will develop a management plan specific to the project, and will monitor it routinely to ensure resources are efficiently allocated, costs are controlled and progress is maintained. The City will be kept abreast of scheduled plans through our monthly Progress Reports. If problems arise, the City will be informed as quickly as practical, and follow-ups will be provided in the monthly reports. Our ability to deliver projects on time and within budget begins during the review of the RFP. We extract the detailed tasks that are included in the Scope of Work, and make sure that each line item is included in the Work Breakdown Structure in our Fee Estimate spreadsheet. Each line item is assigned to one or more labor resources included on the project, and the time and the effort associated with the task is included in development of the fee total and schedule duration. The time spent in field data collection, data review and Work Item cost estimating is directly related to the size and number of facilities included in the scope, and the UNIFORMAT II building components that are to be inventoried and assessed. We have analyzed over five years of data lr City of San Rafael. Response to Request for Proposal. Facility Condition Assessments 181 P age City of San Rafael -Response to RFP -Facilities Condition Assessment ~ from our FCA software database to build spreadsheet tools that help us estimate the number of inventory and Work Items we can expect to record in the field based on building size and type. We know how long it takes (on average) to record a data record for inventory and Work Items, and to generate a cost estimate. We estimate time for assessors to move between buildings, between sites, and to mobilize to and from a site each day. Based on these estimates, we can calculate a man-hour total to complete the field work and office data processing of a given project. After time is added for project mobilization and de-mobilization, we can generate a man-day schedule to complete the work. Based on our history, and our detailed knowledge of what to expect in the field, we can forecast project schedules accurately. Unless unforeseen conditions are encountered on site (more buildings than originally anticipated, delays in gaining site access, etc.) we have a better than average chance of completing our work on schedule. Should field productivity slip, or unforeseen conditions present themselves during the project, our Project Managers have the option to supplement our field teams with additional resources to help bring a project back on schedule. Based on information provided in Addendum #2 to the RFP, we understand the successful vendor is to receive Notice of Award or scheduling of interviews the week of March 12,2018. The contract for this project is to be awarded on April 2, 2018. The City would like to have a final report from this study within 90 days of the Notice to Proceed. Figure 6 illustrates a summary of the major activities and milestones we plan to achieve in meeting the City's schedule requirements. We believe the work scope, as we have outlined it in this proposal, is readily achievable within the schedule constraints for this project. ITasks I ~ork Week 1 Week 2 Week3 Week 4 Weeek5 Days Week 6 Week 7 WeekS Week 9 Week 10 Week 11 Week 12 Week 13 ~ ~ > > > > C III ~ ~ C III III III C ~ C c <F III ~ ~ ~ ::J ::J « « ~ 7 en N en 0 ,.:. ~ ~ ~ ~ ... ... '" N ... Notice of Award 12·Mar ~ Contract AwardjCity Council Meeting 2·Apr ~ Kick-Off Conference Call 1 • Pre-Assessment Project Planning 14 Site Mobilization/Kick Off Meeting 1 • Field Data Collection 5 -Field Demobilization 1 • Cost Estimating 5 ~ Data QC Review 10 Ll Work Packaging/Data Analysis 1 • Report Prep (Draft) 5 --Client Review of Draft Report 5 --Report Prep (Final) 5 -~ Final Report Delivery 1 • Client Presentation 1 • Figure 6 -Proposed Project Schedule lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 19 I P age City of San Rafael -Response to RFP -Attachment A A. Fee Proposal We propose to complete the Scope of Work as described by the City's RFP on a time and materials basis with a maximum "not-to-exceed" total fee of $49,095. The City was only able to provide building areas for four of the buildings included in the Work Scope. These include Coleman, Parks ide and Pickleweed Child Care Centers and the Public Works Corporation Yard. The total building area of these four buildings was reported to be 60,750 square feet. Based on a brief review of the remaining facilities from Google Earth, we have estimated the total square footage of all 17 buildings to be 150,000 square feet, and our fee proposal is based on this building count and building area. Should the actual number of buildings exceed 17, and/or the total building area we assess exceed 150,000 square feet, then we reserve the right to modify our fees. Our fee includes all planned labor and expenses including rental equipment, travel expenses (airfare, hotel, meals, parking, tolls, rental car, etc.), and other expenses incurred directly in performing the scope of services for this project. Project Fee Summary I ~ • .'-' • ' • ~ :. ..-.' , .... ,.",'). • ... -~ '.A "" 1 • ., Phase _ .. ~., tallor Hours~.: Labor Software ',: .; Travel :, ~ <~~: .. lp!!=1I , Project Management 21 $ 2,870 $ $ $ 2,870 Meeti~gs 14 $ 1,816 $ $ 1,119 $ 2,935 ProjectPlans 1 $ 164 $ $ $ 164 Calibration 8 $ 1,056 $ $ $ 1,056 Assessment 171 $ 17,641 $ $ 2,773 $ 20,414 ADA 18 $ 1,656 $ $ $ 1,656 Deliverables 35 $ 5,758 $ 5,860 $ $ 11,618 Training 0 $ $ $ Briefings 32 $ 5,248 $ $ 1,323 $ 6,571 $ $ $ ,. 299 36,210 5,860 5,215 $ 47,284 Contingency $ 1,810 $ 1,810 299 $ 38,020 $ 5,860 $ 5,215 $ 49,095 Discount: $ Fee Total: $ 49,095 lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 11Page City of San Rafael -Response to RFP -Attachment A The Fee Total does not include costs for training District staff on the use of the Paragon software, since this was not included as a requirement in the RFP. Software training can be provided as an optional service to the City, for additional fees The breakdown of our labor fees is shown in the table below, organized by Labor Category. Labor Detail by Labor Category , - L~~or Catagory Hours Rate ,Fee Senior Engineer 18 $ 180.00 $ 3,150 Project Coordinator 5 $ 54.00 $ 270 Not Used 0 $ $ Staff Facilities Professional 80 $ 92.00 $ 7,334 Staff Scientist 96 $ 92.00 $ 8,806 Not Used 0 $ $ Senior Architect 102 $ 164.00 $ 16,650 299 $ 36,210 Contingency $ 1,810 Labor Total $ 38,020 Software Support Fees Each year, on the anniversary of the Contract Award date, Terracon will charge an annual subscription renewal fee for the use of the Paragon software. This fee includes continued hosting of the application, software maintenance, Telephone Support and Upgrade Release of the software as they are made available. The annual fee for software support is $1,563, assuming no additional buildings are added to the software. Should the City add new buildings to the database, an additional usage fee will be charged for the extension of the square footage of the new buildings. The total fee charged for the initial usage of the software, plus any square footage extensions, becomes the basis of the annual subscription renewal fee. lr City of San Rafael, Response to Request for Proposal, Facility Condition Assessments 21Page CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER Contracting Department: Public Works -------------------------------Project Manager: Monique Fuhrman Extension: 707-206-5110 ---------------------------Project Name: Facility Assessment Study ~~~~~-------------­Contractor's Contact: Terracon -Andy Weber Contract's Email: andy.weber@terracon.com RESPONSIBLE Step DEPARTMENT DESCRIPTION a. Email PrNS Introductory Notice to Contractor b. Email Contract (in Word) & attachments to City Attorney c/o Project Manager Laraine.Gittens @ cityofsanrafael.or~ a. Review, revise and comment on draft agreement and return to Project Mana~er b. Con finn insurance requirements, create Job on PINS, send PINS 2 City Attorney insurance notice to contractor. 3 4 5 6 7 8 9 Project Manager Project Manager PRINT Forward three (3) originals of final agreement to contractor for their signature. When necessary, * contractor-signed agreement agendized for Council approval st-zS;pn * PSA > ~or Purchase > ~: or Public Works Contract> t"1.:>,CVZ> $125,000 CONTINUE ROUTING PROCESS WITH HARD COPY Forward signed original agreement to City Attorney with printed copy of Project Manager this routin~ fonn City Attorney City Attorney City Manager/Mayor City Clerk Review and approve hard coPy of si~ned agreement Review and approve insurance in PrNS, and bonds (for public works contracts) Agreement executed by Council authorized official Attest signatures, retains original agreement and forwards copies to prolect manager 10 Project Manager Forward Final Copy to Contractor D COMPLETED DATE 4/20/2018 4/20/2018 4/26/2018 4126/2018 5/112018 5117/2018 sj17/!~ §/)7h~ (' -tl-/f': l.;l) -I( REVIEWER Initial KM /MF KM/MF LG LG MF MF