HomeMy WebLinkAboutCC Resolution 14016 (Essential Facilities; McGrath)RESOLUTION NO. 14016
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENT WITH MARY MCGRATH ARCHITECTS FOR ARCHITECTURAL
AND DESIGN, BIDDING, AND CONSTRUCTION ADMINISTRATION SERVICES FOR THE
PHASE 1 PROJECTS (PUBLIC SAFETY CENTER, FIRE STATION 52, AND FIRE STATION
57) OF THE ESSENTIAL FACILITIES STRATEGIC PLAN
WHEREAS, in October, 2014, staff issued a Notice Inviting Proposals for architectural
services to prepare an Essential Facilities Strategic Plan that indicated the potential for future
phases under a separate contract; and
WHEREAS, Mary McGrath Architects was selected and provided architectural services
for the implementation of the Essential Facilities Strategic Plan; and
WHEREAS, on July 20, 2015, the City Council unanimously approved the Essential
Facilities Strategic Plan; and
WHEREAS, the City is entering into the design phase of the Essential Facilities Strategic
Plan; and
WHEREAS, on August 25, 2015, Mary McGrath Architects was interviewed by the City
Council's Facilities Subcommittee to perform architectural and design services for Phase 1 of
the Essential Facilities Strategic Plan; and
WHEREAS, on August 25, 2015, the City Council's Facilities Subcommittee decided to
recommend to the full City Council an Agreement with Mary McGrath Architects for their
architectural and design, bidding, and construction administration services.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael
does hereby authorize the City Manager to execute, on behalf of the City of San Rafael, a
Professional Services Agreement, in the form attached hereto, with Mary McGrath Architects,
for architectural and design, bidding, and construction administration services for the Phase 1
projects (Public Safety Center, Fire Station 52 and Fire Station 57) of the Essential Facilities
Strategic Plan, subject to final approval as to form by the City Attorney.
NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of
San Rafael does hereby authorize the appropriation of $5,345,132 from General Fund Measure
E revenues to fund this Agreement for the corresponding fiscal years of the agreement.
I, ESTHER BEIRNE, 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 Monday, the 215` day of September, 2015 by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
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ESTHER C. BEIRNE, City Clerk
AGREEMENT FOR PROFESSIONAL SERVICES
FOR ARCHITECTURAL AND DESIGN, BIDDING, AND CONSTRUCTION
ADMINISTRATION SERVICES
This Agreement is made and entered into this 1St day of October, 2015, by and between the
CITY OF SAN RAFAEL (hereinafter "CITY"), and Mary McGrath Architects, a California
Corporation (hereinafter "CONTRACTOR").
RECITALS
WHEREAS, in October, 2014, CITY issued a Notice Inviting Proposals for architectural
services to prepare an Essential Facilities Strategic Plan; and
WHEREAS, the Notice Inviting Proposals indicated the potential for future phases under
a separate contract; and
WHEREAS, CONTRACTOR was selected by City to provide, and did provide,
architectural services for the implementation of the Essential Facilities Strategic Plan; and
WHEREAS, on July 20, 2015, the City Council unanimously approved the Essential
Facilities Strategic Plan; and
WHEREAS, the CITY is entering into the design phase of the Essential Facilities
Strategic Plan; and
WHEREAS, CONTRACTOR expressed an interest in performing the architectural and
design services required for implementation of Phase 1 of the Essential Facilities Strategic Plan,
and was interviewed for that project by the City Council's Facilities Subcommittee on August
25, 2015, and
WHEREAS, on August 25, 2015, the City Council's Facilities Subcommittee decided to
recommend to the full City Council, and the City Council, on September 21, 2015, authorized,
entering into a Professional Services Agreement with CONTRACTOR for architectural and
design, bidding, and construction administration services needed to implement Phase 1 of the
Essential Facilities Strategic Plan;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. The Assistant City Manager is hereby designated the
PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects
Rev. Date: 730/15 1 ORIG.
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. Mary McGrath 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 described in
CONTRACTOR's proposed work plans for the "Public Safety Center", "Replacement Fire Station
52 and Training Tower at 210 P St.", and "Replacement Fire Station 57 at 3530 Civic Center
Drive", attached hereto as Exhibits 1, 2, and 3, respectively, and incorporated herein by reference.
CONTRACTOR shall provide such services consistent with the schedule set forth in Exhibit 5
attached hereto and incorporated herein by reference; provided that regardless of such schedule,
CONTRACTOR shall not begin work on any "Task" described in Exhibits 1, 2, and/or 3 unless
and until CITY, through its PROJECT MANAGER, serves CONTRACTOR with written "Notice
to Proceed" with that Task.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and coordinate with
CONTRACTOR regarding key aspects of the architectural and design, bidding, and construction
administration phases. CITY shall provide CONTRACTOR with a written "Notice to Proceed"
when CITY desires CONTRACTOR to begin any individual "Task" described in Exhibits 1, 2,
and/or 3; provided, however, that CITY shall not be required to issue a "Notice to Proceed" as to
any Task should CITY determine to terminate this Agreement as provided in Paragraph 6 below.
4. COMPENSATION.
For the full performance by CONTRACTOR of the "Tasks" described in Exhibits 1, 2, and
3, CITY shall pay CONTRACTOR the compensation set forth for each such Task on the fee
schedule entitled "MMA Fee Summary with Basic and Added Services" attached hereto as Exhibit
4 and incorporated herein by reference, for a total professional services fee of $5,090,602 and for
reasonable and customary reimbursable expenses of up -to an additional $254,530, for a total
contract amount not to exceed $5,345,132. "Reasonable and customary reimbursable expenses"
shall include, but are not limited to, initial report printing and subsequent reproduction,
construction document, plan check and bid set reproduction, delivery services, messengers (with
prior approval by CITY), mileage (at current government rates) and models or professional
renderings. Reimbursable expenses will be billed at actual cost plus ten percent.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized
invoices submitted by CONTRACTOR.
Rev. date: 7/30A5 2
5. TERM OF AGREEMENT.
The term of this Agreement shall be for 3 years, 9 months commencing on October 1, 2015
and ending on June 30, 2019. Upon mutual agreement of the parties, and subject to the approval of
the City Manager the term of this Agreement may be extended for an additional period but not
longer than one additional year.
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon
thirty (30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate 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 termination, 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 termination, neither party shall
incur additional obligations under any provision of this Agreement without the prior written consent
of the other. CONTRACTOR shall be entitled to compensation for services performed, in a
manner satisfactory to the CITY, up to the date of Termination.
D. Return of Documents. Upon termination, 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 performance of its duties under this Agreement, shall be
delivered to CITY as soon as possible, but not later than thirty (30) days after termination.
7. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONTRACTOR in comiection with
the performance 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. In the
event the documents are used by CITY for projects not contemplated by this Agreement, CITY
shall defend and Indemnify CONTRACTOR from and against any claims related to such use.
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
performance of any of their respective obligations hereunder, without the prior written consent of
Rev. date: 7'30!15
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 per occurrence.
3. If any licensed professional performs any of the services required to be
performed under this Agreement, a professional liability insurance policy in the minimum amount
of two million dollars ($2,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to
cover any claims arising out of the CONTRACTOR's performance 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 and employer's liability insurance, as required by the State Labor Code and other
applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY
against all liability for injuries to CONTRACTOR's officers and employees. 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 of this section above shall also meet the following
requirements:
1. Except for professional liability insurance, the insurance policies shall be
specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as
additionally named insureds 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 form
CG20 0104 13.
3. Except for professional liability insurance, the insurance policies shall
include, in their text or by endorsement, coverage for contractual liability and personal injury.
Rev. date: 7/3& 15
4. The insurance policies shall be specifically endorsed to provide that the
insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said
insurance policies except upon ten (10) days written notice to the PROJECT MANAGER.
5. If the insurance is written on a Claims Made Form, then, following
termination 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. Furthermore, 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
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.
Rev. date: 730`15 5
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 performance 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 performance 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 term 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.
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
Rev. date: 7/30/15
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 terms 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:
16. INDEPENDENT CONTRACTOR.
Assistant City Manager
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
Mary McGrath Architects
505 17"' Street, 2"a Floor
Oakland, CA 94612
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 of this Agreement.
Rev. date: 7/3G 15
B. This 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 this
Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONTRACTOR and the CITY.
E. If any conflicts arise between the teens and conditions of this Agreement, and the
terms and conditions of the attached exhibits or the documents expressly incorporated by reference,
the terms and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONTRACTOR agrees that CITY may deduct from any payment due to
CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under
any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments,
unpaid checks or other amounts.
19. WAIVERS.
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 term, covenant, condition, ordinance, law or regulation. The
subsequent acceptance by either party of any fee, performance, or other consideration which may
become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding
breach or violation by the other party of any term, condition, covenant of this Agreement or any
applicable law, ordinance or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this 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 this 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 performed under this Agreement, until CONTRACTOR has provided CITY with a
completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and
Certification).
Rev. date: 7'30/15 8
22. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
JAM. SCHUTZ, i M ag r
MS
ATTEST:
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
ROBERT F. EPSTEIN, CitAAttome
Rev. date: T301i 15
CONTRACTOR
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EXHIBIT 1
CITY OF SAN RAFAEL
PUBLIC SAFETY CENTER
Conceptual Design, Entitlements, Schematic Design,
Construction Documents, Bidding, Construction Administration
Proposed Work Plan
Review Draft August 7, 2015
Page 0 1
EXHIBIT 1
PROJECT DESCRIPTION:
The City of San Rafael proposes to build a new Public Safety Center at 14015th Ave., across from the existing
City Hall and on the site currently occupied by a City -owned parking lot, Fire Station 51 and a historically
listed residence at 1313 5th Ave. The basis and recommendations for this project were established in the
Essential Facilities Strategic Plan (Strategic Plan)adopted by the San Rafael City Council on July 20th 2015.
BUDGET:
The Public Safety Center building, site improvements, demolition, and specialty equipment has been set at
approximately $29M. Allowances for both off-site improvements of $250,000, and FF&E at $1.8M have
been included in the budget.
PUBLIC SAFETY CENTER BUILDING IMPROVEMENTS:
The facility is proposed to be a three level structure with parking on the first level. The building gross area is
anticipated to be approximately 44,000 — 44,666 square feet with the following features:
SRPD features include:
■ Approximately 20,250 SF of the facility is dedicated to law enforcement functions. Divisions include:
— Office of the Police Chief
— Operations Division including Patrol, Street Crimes and Traffic.
— Administrative Services Division including Investigations, Business Office, Records, Dispatch,
Property and Evidence, Professional Standards, CSO's, Footbeat and other supporting
positions.
■ The Youth Services Bureau and the Marine Unit will be located in a separate location.
SRFD features include:
■ Approximately 12,100 SF of the facility is dedicated to Fire Department functions. Functions include:
— Fire Administration and Fire Prevention
— Emergency operations
— Fire Engine Company 51, Cross -staffed with Fire Truck 51.
— Fire Reserve Unit
■ Medic Unit 51 will be relocated to Fire Station 52.
Joint Facilities include:
■ Approximately 12,320 SF of the facility is for shared spaces and building support areas. They include:
— Conference rooms
— Emergency Operations Center (EOC)/training room
— Break rooms
— Fitness room
— Lobby and public restrooms
— Men's and women's staff toilets
— All Infrastructure support areas including computer rooms, electrical rooms, etc.
Page 12
EXHIBIT 1
Site Functions
■ Parking — Patrol vehicles and specialized support units (SWAT, CSI VAN, and various trailers) and Fire
Suppression Units are planned to be on-site. Personal vehicles and un -marked SRPD vehicles will be
parked off-site. The fire apparatus are planned to respond onto C St. similar to the current Station 51
response direction.
On-site Improvements:
■ Anticipated on-site improvements include both secure and non -secure vehicle parking, concrete paving,
loading dock, fueling, landscaping, utility service, security fencing, emergency generator, flagpole,
sidewalks, site lighting and other related elements.
Off-site Improvements:
■ The site layout and related off-site improvements scope will be designed during the conceptual design
phase of the project and has not been fully developed. An allowance for off-site improvements has
been included. Off-site improvements anticipated may be sidewalk replacement, new aprons, traffic
signal control and utility relocation. The budget number for this work will be validated once a final site
design is complete.
Page 13
EXHIBIT 1
Task 1: Kick-off Meeting, Program and Budget Overview. Facility Tour
Approach:
Mary McGrath Architects (MMA) and team members will hold a kick-off meeting with the City Project
Management team and all stakeholder groups to initiate the project. The discussions at the kick-off meeting
will include communications protocol, project schedule overview and refinement. We will also review the
project program and all budget parameters. An additional two days will be spent touring selected public
safety centers in the Bay Area region to gain an overview of elements that are preferred and those which
have not been successful in similar facilities.
Deliverables
■ Meeting Minutes, Communication Protocol Confirmation, Tour Observations
■ Updated Project Schedule
Meetinas
■ Kick-off meeting
■ Public Safety Center tours
Task 2: Conceptual Design
Task 2A: Site Master Plan, Building Arrangement, Conceptual Floor Plans and Building
Massing/Elevations
Approach
Based on the site space arrangements developed in the Strategic Plan and new data from the topographic
survey, MMA will develop refined options for the site layout with further defined site arrangements, building
area diagrams and massing for review with the City Design Team. The focus will be on apparatus and patrol
response patterns and circulation needs, the main entry relationship to City Hall, organization and circulation
needs of the shared functions around the main lobby and the adjacency requirements for related SRPD and
SRFD functions.
Charrette No. i - Following the design effort above, MMA will lead a half-day design charrette working directly
with both San Rafael Fire Department (SRFD) and San Rafael Police Department (SRPD) design team members
to evaluate and refine the site arrangement concepts, area diagrams and circulation patterns. The design
charrette, facilitated by Mary McGrath, will be a working session encouraging maximum participation from both
the police and fire departments and other City team members as deemed appropriate.
During this process, alternatives will be reviewed and refined in sketch format. From this charrette, the deign
team will refine the site plan and further develop the area diagrams into conceptual floor plans and refined
massing diagrams.
Page 14
EXHIBIT 1
Charrette No. 2: Developed from the input received at Charrette No. 1, the building area diagrams will be
refined into two contrasting conceptual floor plan options to compare and contrast the building circulation, site
relationship and massing results. This second working session will be held to evaluate the design options with
the City Design Team, identifying successful elements and recommended refinements to be carried into a final
conceptual floor plan for continued massing and exterior building finish development. The Structural and
Mechanical engineers will be included in this charrette to provide insight on potential systems solutions for the
refined conceptual floor plan and massing diagram/exterior elevations.
The second portion of this design charrette will include a focus on the sustainable strategies that could
be considered in the further development of the conceptual design. We will explain the different
elements that are typically evaluated when developing the sustainable strategies. These elements
include, but are not limited to, satisfying San Rafael's Climate Change Action Plan and Sustainability
Program Priorities updated in February 2015, complying with City of San Rafael's mandatory green
building requirements and meeting the requirements for LEED Gold certification (LEED 2009 V3
version). The use of Solar PV in all the essential facilities projects may be one of the strategies
considered with the possibility of using the City's current Power Purchase Agreement with PG&E.
Between the charrette periods there will be one-on-one meetings with each department to focus on the
spaces that are used only by the individual departments. For instance, there will be a dedicated meeting to
review the patrol area along with temporary holding, armory and property and evidence. The same for the
balance of the SRPD departments. Similarly, there will be a design meeting to review Fire Administration, EOC
and Fire Station 51 spaces.
Conceptual design elements addressed at these two charrettes will include:
■ Further refinement of the function relationships within the PSC to optimize space sharing opportunities
as vetted in the programming phase.
■ Defining the circulation within the building and its relation to site circulation patterns, vehicle response
needs, loading and off-loading requirements and the relationship of the main building entrance to City
Hall.
■ Developing floor layouts, volumes, and building systems that support the operations and concepts
identified and respond to the sustainable goals of the project.
Charrette No. 3: This design charrette (for the conceptual phase) will include a presentation of the final
refinement of the conceptual floor plans and preliminary building elevation options to the User Groups and City
Design Team members. Though the development of the building exterior options we will be selecting exterior
material options, roof designs, building fenestration, and colors. MMA will prepare 3-D models of the
proposed design options to further demonstrate the design intent as a part of this process. This
collaborative session will include a presentation of the proposed building systems and sustainable strategies.
Final Design Presentation: A final conceptual design presentation will take place with the User Groups and
City Design Team members. Based on comments at Charrette No. 3, the exterior design will be refined and
further developed so they are suitable for use in the preparation of the Design Review Board and Planning
Commission applications.
Page 15
j � N
EXHIBIT 1
Task 2B - Program Reconciliation:
To confirm that the conceptual site and floor plan are meeting the program criteria our team will update the
project program developed in the Strategic Plan with the space assigned in the conceptual design. We will
develop recommendations for adjustment as necessary.
Task 2C - Budget Confirmation:
A square foot and systems level cost estimate will be prepared based on the conceptual design developed
above. This estimate will confirm the project budget assumptions established in the Strategic Plan. If the
estimate exceeds the range of costs defined for the project, recommendations for cost reductions will be
developed and vetted with the City.
Task 2D - Design Narrative
The conceptual design phase will be wrapped up with the development of a design narrative that presents
planning and design criteria for the new facility. The design narrative will identify preliminary functional
requirements for site and building systems including architectural, civil, landscape structural, equipment,
mechanical, electrical, data and plumbing. It is understood that the project goal is for a Gold level certification
through the USGBC LEED program. A LEED check list will be created identifying the sustainable strategies which
will be explored in the next phases of design.
Proiect Deliverables
1. Refined Conceptual Site plan, Floor plan, 3-1) building Images and Exterior Elevations
2. Program Reconciliation
3. Refined Overall I Project Budget and Estimate
4. Design Narrative
5. Technical memos
6. Initial LEED Checklist, Registration of the project with USGBC.
Concurrent with this task MMA, will work with the City and City representatives to facilitate the
implementation of a topographic survey, geotechnical and a geohazards study and Hazardous Materials
Study by consultants hired directly by the City.
Meetinqs
1. Design Charrettes as listed above
2. 3-4 Department level meetings as necessary to refine the design.
3. Monthly updates with the Working Group and Council Sub -committee
Page 16
i
EXHIBIT 1
Task 3: Entitlements - Community Workshops, Design Review Board (DRBL
Planning Commission (PC) and City Council Presentations
Approach:
An integral part of the design process includes the involvement of the community members that this facility
will serve. During the Conceptual Design Phase and prior to the submission of Design Review materials,
MMA will hold three public informational workshops to inform and invite public comment to the Public
Safety Center project design progress. We will work with the City Team to determine when each of the
public workshops will be held, their formats and the information which will be shared and open for
comment.
Following the community workshops and with a final approval of the conceptual design by the City, MMA
will prepare and submit the project for design approval, planning entitlements and CEQA clearance. It is the
desire of the City that the City Council be the ultimate approval body for the Public Safety Center design. The
Council will also certify the CEQA determination. At this time the historical classification of the residence at
1313 5th Ave may lead to the requirement for an EIR unless suitable mitigation can be developed for the
removal of the historic structure. The exploration of suitable mitigation will be managed by the City's
Community Development Department.
Because the Design Review Board and the Planning Commission will act as a review body for comment with
the final approval action on the design and entitlements by the City Council, we encourage members of the
Planning Commission and Design Review Board to be added to the Working Group as a means to gather
their input as the design is developed.
Deliverables
1. Application and exhibits for the Design Review application, planning application, including rendered site
plan, floor plans, elevations, 3-D images and exterior material color board
2. Presentation material for Community meetings, Design Review Board, Planning Commission and City
Council
3. One watercolor presentation rendering for use in publications.
Meetinqs
1. Three Community workshops
2. Monthly updates with the Working Group and Council Sub -committee
3. One presentation to the Design Review Board
4. One presentation to the Planning Commission
5. One presentation to the City Council
Page 17
EXHIBIT 1
Task 4: Schematic Design and Cost Estimate
Approach:
Following the preparation of the Design Review Board and Planning Applications and concurrent with the
application processing, the MMA Project Team will prepare Schematic Design documents including on-site
plans, (site grading plan, site utility plan), building floor plan(s), roof plans, building elevations, and outline
specifications briefly describing the type of construction and building systems proposed. In addition, MMA
will provide schematic engineering plans that will describe the building structural framing and foundation
systems, mechanical systems, electrical systems, plumbing systems, security and data/telecommunications
systems.
At this time the design team will also present equipment/fixture options with product cut sheets for review
and confirmation by the City Design Team. This phase of the work will be very collaborative with the City
Design Team working together to establish the most cost effective building components that meet the City's
goals for long term maintenance, durability and project budget compliance. The level of engineering detail
will be developed in this phase so that systems and finish value engineering can be effectively completed
during the schematic design.
An important element of this phase is the inclusion of the waterproofing consultant in the selection of the
building envelope systems. They will advise on the suitability of the selected systems at this phase and
advise on the detailing of the assemblies in subsequent phases.
The end goal of this task is to develop and refine the building and site design criteria so that an accurate and
detailed cost estimate can be completed and the budget reconciled to meet the funds available, while at the
same time, the planning and environmental process is taking place. Then, when the planning approvals are
achieved, the detailed and reconciled cost estimate will be complete with adjustments made so that the
project remains on budget. The City Council can then approve the design to proceed into construction
document production along with approving the design and certifying the environment clearance.
Deliverables
1. Schematic building floor plans, on and off-site improvement plans, building elevations. Schematic
engineering design drawings including structural, mechanical, plumbing, electrical plans, grading and
drainage plan, security systems, AV and data designs.
2. Outline specifications briefly describing the engineered systems to be used in the new building.
3. Waterproofing Systems Review and Recommendations
4. Specialty Equipment and Furnishing listing with product cut sheets and budget information.
5. CSI based estimate of probable cost
6. Updated Sustainable Design Checklist using the USGBC LEED 2009 V3 system.
Meetinas
1. One meeting to 'kick-off' schematic engineering effort with entire project Team.
2. A Second meeting to present schematic design progress
3. A third meeting to present Schematic engineering package with estimate to City Team for review.
4. One meeting to review comments/refine estimate/refine design.
5. Monthly updates with the Working Group and Council Sub -committee
Page 18
EXHIBIT 1
Task 5: Design Development and Updated Cost Estimate
Approach:
The Schematic Design drawing set with budget reconciliation adjustments will be the basis for the
completion of the design development and construction documents. The MMA architectural staff and the
project consultant team will use the information contained in this set of documents to produce the
construction plans. It is assumed that the work will be developed under the current building codes as
adopted by the City of San Rafael and to all other applicable codes including the State of California Essential
Service Act requirements and using standard production procedures. The set will include all plans, material
specifications, and engineering reports.
The primary intent of the design development phase is to determine the exact size, profile, and character of
the building and site design to form a basis for final construction documents. MMA and the consultant team
will use this phase to further define/refine the building and site development aspects of the design.
Deliverables
1. Design Development level building architectural and engineering drawings
2. Design Development level on-site grading and drainage design
3. Design Development level on-site utility plan
4. Design Development level on-site erosion control plan
S. Design Development level off-site Improvement drawings
6. Draft construction specifications
7. Interior material color board
8. Draft Furnishings Specifications
9. Updated plumbing, mechanical and electrical cut sheets
10. Design Development Cost Estimate
11. Initial development of the LEED documentation for submittal to the USGBC website and confirmation of
the sustainable elements which will contribute to the LEED goal of gold certification.
12. Waterproofing review comments and response from Design Team
Meetinas
1. Three meetings with the City Project Team
a. Design Development Kickoff
b. Interior material selection meeting
c. 100% Design Development presentation
2. Monthly updates with the Working Group and Council Sub -committee
Page 19
EXHIBIT 1
Task 6: Construction Documents and Final Cost Estimate
Approach:
This task will occur in two phases. The first task is the completion of the 95% documents. This work is based
on comments to the design development documents and cost estimate. We will submit this substantially
complete drawing set for plan check by the City. It is anticipated that this set will be complete except for
response to plan check questions. The 95% document set will be the basis for the final cost estimate
updated with plan check comment adjustments. The 100% documents will be permit ready and be the bid
set.
Deliverables
1. 95% construction documents for submittal to building department
a. Site improvement design and documentation.
b. Off -Site Improvement
c. Dimensioned layout of final plans, sections, and elevations
d. Door and window schedules
e. Building detailing
f. Interior finish schedule
g. Interior design including selection of interior materials and colors
2. Design of all engineered systems including:
a. Structural design
b. Mechanical Design
c. Plumbing layout, design and fixture schedule
d. Performance criteria for design/build commercial sprinkler system
e. Electrical layout, design and fixture schedule
f. Phone, data and speaker layout and design to head -in equipment
g. Fire alerting system design
h. Radio system infrastructure design. Radio head -in equipment and antenna design by City.
i. Security system design
j. Audio Visual and Intercom System design
3. Plan check Response Listing
4. Complete product specifications
5. Complete equipment and material cut sheets
6. Engineering calculations and Title 24 energy documentation
7. Final Constructability and Assembly Review comments by waterproofing consultant
8. Review Draft Division 0 documents prepared by the City. Coordinate with Division 1 documents
prepared by MMA
9. 100% Design Documents (Bid documents)
10. Final construction cost estimate in CSI format at 95% CD's.
11. Preparation and submission of all required LEED documentation to the USGBC website
Meetinas
1. Multiple (5-6) meetings to review progress.
2. Monthly updates with the Working Group and Council Sub -committee
Page 110
EXHIBIT 1
Task 7: Bidding
Approach:
It is assumed that the project will be publicly bid by prequalified contractors and major subcontractors. Our
team will assist the City in preparing the documents for bid. The documents will be advertised and
submitted to plan rooms for bidding by the City. There will be a pre -bidding conference which MMA will
attend. We will respond to questions during bidding, prepare written clarifications and addenda.
Deliverables
1. Pre-bid Conference Agenda and meeting notes
2. Written response to questions
3. Preparation and issuance of addenda
4. Bid Evaluation and written recommendation to award.
Meetings
1. Attendance at pre-bid conference
2. Attendance at bid opening
Task 8: Construction Observation
Approach:
We anticipate a 24 month construction period. During this period we will provide a field representative that
understands the trades, sequence of construction and has been a part of the MMA constructability review
team. We will participate in bi-weekly construction meetings on-site. MMA's project architect and
supporting office staff will provide support to the field through our response to RFI's, submittal review,
substitution review and change order requests. The engineering team will perform site observations 5-6
times during the construction phase at critical phases for their discipline.
Deliverables and Meetings
1. Attend pre -construction meeting.
2. Attend bi-weekly construction progress meetings
3. Review of contractor pay requests.
4. Review and respond to RFI's
5. Review and respond to all Change Requests
6. Coordination of construction progress review by consultants as needed
7. Submittal / shop drawing processing and review
8. Clarifications / field questions processing and response
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EXHIBIT 1
Task 9: Close-out
Approach:
MMA and the consultant team will perform a walk through to determine Substantial Completion of the
building and site construction phase of the work and prepare a final punch list. We will then provide a final
walk through to verify that the punch list items have been completed. Our tasks in the phase will include
review of close-out documents for accuracy and completeness. They include: Operations and Maintenance
Manuals, Warrantees and Guarantees and evidence of extra stock delivery. We will gather record drawings
prepared by the contractor and update the bid documents in a digital format for the City's use.
Deliverables
1. Punch List at Substantial Complete
2. Review and written comments on close out documents including O&M manuals and
warranties/guarantees
3. Digital Record Drawings (Update of bid documents based on the Contractors Red -lines in a digital
format.)
Meetings
1. Punch List walk through at Substantial Completion
2. Final Walk-through
3. Post occupancy walk- through at 3 months and one year to follow-up on building commissioning.
Work Scope Qualifications and Exclusions:
Products and services to be provided by the others:
1. Geotechnical and Geohazards Studies
2. Surveying
3. Hazardous Materials Studies
Work that is not included in the Contract Work Scope above
But is available upon request:
1. Clerk of the Work and Construction Management
2. Hearings, submittals or negotiations with the City of San Rafael Planning Department beyond those
listed above.
3. Summary of facility maintenance and operation cost
4. Presentation Models
5. Head -in equipment design and procurement for phone, data, and radio systems
6. Specialized energy analysis of the facility design beyond those required for LEED Gold Certification
7. Traffic Signal improvements (except signal pre-empt)
8. Off-site observation of construction materials and assemblies
9. Furnishings Procurement and installation coordination.
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EXHIBIT 2
CITY OF SAN RAFAEL
REPLACEMENT FIRE STATION 52 & TRAINING TOWER AT 210 3RD ST.
Conceptual Design, Entitlements, Schematic Design,
Construction Documents, Bidding, Construction Administration
Proposed Work Plan
Review Draft August 7, 2015
Page 11
EXHIBIT 2
Project description:
The City of San Rafael proposes to build a replacement Fire Station 52 and Training Tower at 210 3`d Street,
on the site currently occupied by the existing Fire Station 52 and Training tower. The basis and
recommendations for this project were established in the Essential Facilities Strategic Plan (Strategic Plan)
adopted by the San Rafael City Council on July 20th 2015.
Budget:
The Fire Station 52 building, on-site improvements, demolition, and specialty equipment has been set at
approximately $7.5M. Allowances for off-site improvements of $150,000; $1M for the training tower and an
additional $200k for FF&E have been included in the budget.
Fire Station 52 building improvements:
■ Two-story Fire Station of approximately 11,100 gross square feet.
Fire Station 52 features include:
■ 3,600 Sf for three apparatus bays and apparatus support functions
■ 1,500 SF for firefighter office areas, lobby and a 24 person classroom
■ 2,3121 SF firefighter living quarters
■ 1,088 SF for utility support, circulation and structure.
Training Tower and other training improvements:
■ Four or five story pre-engineered training structure
■ Training props such as burn rooms as budget allows.
■ Training Grounds surrounding the tower for ladder and hose drills
■ Drafting Pit for hose and pumper testing.
Site Improvements:
■ Secure and Non -secure parking with concrete paving
■ New utility services from the street.
■ Apparatus washing area
■ Yard hydrant
■ Emergency Generator for building and site back-up power.
■ Trash enclosure
■ Patio and Flag pole
■ Landscaping, site lighting and other related elements.
Off-site Improvements:
■ The site layout and related off-site improvements scope will be designed during the conceptual design
phase of the project. An allowance for off-site improvements has been included. Off-site improvements
anticipated may be sidewalk replacement, new aprons, traffic signal control and utility relocation. The
budget number for this work will be validated once a final site design is complete.
Page 12
EXHIBIT 2
Task 1: Kick-off Meeting, Program and Budget Overview, Facility Tour
Approach
The Mary McGrath Architects (MMA) team will hold a kick-off meeting with the City Project Management
team and all stakeholder groups to initiate the project. The discussions at the kick-off meeting will include
communications protocol, project schedule overview and refinement. We will also review the project
program and all budget parameters. An additional day will be spent touring selected fire stations in the Bay
Area to gain an overview of elements that are preferred and those which have not been successful in similar
facilities.
Deliverables
■ Meeting Minutes, Communication Protocol Confirmation, Tour Observations
■ Updated Project Schedule
Meetinqs
■ Kick-off meeting
■ Station tour
Task 2: Conceptual Design
Task 2A: Site Master Plan, Building Arrangement, Conceptual Floor Plans and Building
Massing/Elevations
Approach
Based on the site space arrangements developed in the Strategic Plan and new data from the topographic
survey, MMA will develop refined options for the site layout with further defined site arrangements, building
area diagrams and massing for review with the City Design Team. The focus will be on apparatus response
patterns and circulation needs, the traffic patterns of the area, organization and circulation needs of training
operations and the adjacency requirements for related training and response functions.
Charrette No. 1- We will lead a half-day design charrette working directly with Fire Department design team
members to evaluate and refine the site arrangement concepts, area diagrams and circulation patterns. The
design charrette, facilitated by Mary Mcgrath, will be a working session encouraging maximum participation
from the fire department and other City Team members as determined appropriate. A key area of refinement
includes evaluating the apparatus response onto Union St. vs. 3rd St. and alternatives for accessing the site.
During this process, alternatives will be reviewed and refined in sketch format. From this charrette, the design
team will refine the site plan and further develop the area diagrams into conceptual floor plans and refined
massing diagrams.
Page 13
EXHIBIT 2
Charrette No. 2: Developed from the input received at Charrette No. 1, the building area diagrams will be
refined into two contrasting conceptual floor plan options to compare and contrast the building circulation, site
relationship and massing results. This second working session will be held to evaluate the design options with
the City Design Team, identifying successful elements and recommended refinements to be carried into a final
conceptual floor plan for continued massing and exterior building finish development. The Structural and
Mechanical engineers will be included in this charrette to provide insight on potential systems solutions for the
refined conceptual floor plan and massing diagram/exterior elevations.
The second portion of this design charrette will include a focus on the sustainable strategies that could be
considered in the further development of the conceptual design. We will explain the different elements that
are typically evaluated when developing sustainable strategies. This charrette will include discussions on both
Fire Stations 52 and 57 as the strategies identified for both will be similar. These sustainable elements
include, but are not limited to, satisfying San Rafael's Climate Change Action Plan and Sustainability Program
Priorities updated in February 2015, complying with City of San Rafael's mandatory green building
requirements and meeting the requirements for LEED Gold certification (LEED 2009, V3 version). The use of
Solar PV on all the essential facilities projects may be one of the strategies considered with the possibility of
using the City's current Power Purchase Agreement with PG&E.
Between the charrette periods there will a meeting with Fire Department to focus on the spaces that could be
considered prototypical. Evolving from the component diagrams, each space will be refined for adaptation into
this Fire Station 52 and replacement Fire Station 57. Prototypical spaces could include sleeping rooms,
restrooms, the lobby and station office. Each will have similar attributes and be a similar size which can be
adapted for each design.
Conceptual design elements addressed at these two charrettes will include:
■ Further refinement of the building arrangement to focus on achieving drive through apparatus bays on
the existing site.
■ Defining the circulation within the building and its relation to site circulation patterns, vehicle response
needs, loading and off-loading requirements and the relationship of the training classroom to the
training tower.
■ Developing floor layouts, volumes, and building systems that support the operations and concepts
identified and respond to the sustainable goals of the project.
■ Development of the floor plates for the training tower based on the adaptation of pre-engineered
tower options.
Charrette No. 3: This design charrette (for the conceptual phase) will include a presentation of the final
refinement of the conceptual floor plans and preliminary building elevation options to the User Groups and City
Design Team members. Though the development of the building exterior options we will be selecting exterior
material options, roof designs, building fenestration, and colors. MMA will prepare 3-D models of the
proposed design options to further demonstrate the design intent as a part of this process. This
collaborative session will include a presentation of the proposed building systems and sustainable strategies.
Page 14
EXHIBIT2
Final Design Presentation: A final conceptual design presentation will take place with the User Groups and
City Design Team members. Based on comments at Charrette No. 3, the exterior design will be refined and
further developed so they are suitable for use in the preparation of the Design Review Board and Planning
Commission applications.
Task 2B - Program Reconciliation:
To confirm that the conceptual site and floor plan are meeting the program criteria our team will update the
project program developed in the Strategic Plan with the space assigned in the conceptual design. We will
develop recommendations for adjustment as necessary
Task 2C - Budget Confirmation:
A square foot and systems level cost estimate will be prepared based on the conceptual design developed
above. This estimate will confirm the project budget assumptions established in the Strategic Plan. If the
estimate exceeds the range of costs defined for the project, recommendations for cost reductions will be
developed and vetted with the City.
Task 2D - Design Narrative
The conceptual design phase will be wrapped up with the development of a design narrative that presents
planning and design criteria for the new facility. The design narrative will identify preliminary functional
requirements for site and building systems including architectural, civil, landscape structural, equipment,
mechanical, electrical, data and plumbing. It is understood that the project goal is for a Gold level certification
through the USGBC LEED program. A LEED check list will be created identifying the sustainable strategies which
will be explored in the next phases of design.
Deliverables
1. Refined Conceptual Site plan, Floor plan, 3-1) building Images and Exterior Elevations
2. Program Reconciliation
3. Refined Overall Project Budget and Estimate
4. Design Narrative
5. Technical memos
6. Initial LEED Checklist, Registration of the project with USGBC.
Concurrent with this task MMA will work with the City and City representatives to facilitate the
implementation of a topographic survey, geotechnical and a geohazards study and Hazardous Materials
Study by consultants hired directly by the City.
Meetinas
1. Design Charrettes as listed above
2. 2-3 Department level meetings as necessary to refine the design.
3. Monthly updates with the Working Group and Council Sub -committee
Page 15
EXHIBIT 2
Task 3: Entitlements - Community Workshops, Design Review Board (DRB),
Planning Commission (PC) and City Council Presentations
Approach:
An integral part of the design process includes the involvement of the community members that this facility
will serve. During the Conceptual Design Phase and prior to the submission of Design Review materials,
MMA will hold two public informational workshops to inform and invite public comment to the Fire Station
52 project design progress. We will work with the City Team to determine when the public workshops will
be held, their formats and the information which will be shared and open for comment.
Following the community workshops and with a final approval of the conceptual design by the City, MMA
will prepare and submit the project for design and planning entitlements. It is the desire of the City that the
City Council be the ultimate approval body for the Fire Station 52 design. In addition, we understand that
this project is exempt from CEQA because it is a replacement of an existing public facility on its existing site.
Because the Design Review Board and the Planning Commission will act as a review body for comment with
the final approval action on the design and entitlements by the City Council, we encourage members of the
Planning Commission and Design Review Board to be added to the Working Group as a means to gather
their input as the design is developed.
Deliverables
1. Application and exhibits for the Design Review application, planning application, including rendered site
plan, floor plans, elevations, 3-D images and exterior material color board
2. Presentation material for Community meeting, Design Review Board, Planning Commission and City
Council
3. One watercolor presentation rendering for use in publications.
Meetinqs
1. Two Community Workshops
2. One presentation to the Design Review Board
3. One presentation to the Planning Commission
4. One presentation to the City Council
Page 16
EXHIBIT 2
Task 4: Schematic Design and Cost Estimate
Approach:
Following the preparation of the Design Review Board and Planning Applications, and concurrent with the
application processing, the MMA Project Team will prepare Schematic Design documents including on-site
plans, (site grading plan, site utility plan), building floor plan(s), roof plans, building elevations, and outline
specifications briefly describing the type of construction and building systems proposed. In addition, MMA
will provide schematic engineering plans that will describe the building structural framing and foundation
systems, mechanical systems, electrical systems, plumbing systems, fire alerting system, security and
data/telecommunications systems.
At this time the design team will also present equipment/fixture options with product cut sheets for review
and confirmation by the City Design Team. This phase of the work will be very collaborative with the City
Design Team working together to establish the most cost effective building components that meet the City's
goals for long term maintenance, durability and project budget compliance. There is a unique opportunity
for the City to create equipment standards that would be specified in each facility. Standards can be set in a
number of systems such as generator manufacturers, bi-parting or similar apparatus bay door types, door
hardware and light fixture lamp types. The level of standardization and engineering detail will be developed
in this phase so that systems and finish value engineering can be effectively completed during the schematic
design.
An important element of this phase is the inclusion of the waterproofing consultant in the selection of the
building envelope systems. They will advise on the suitability of the selected systems at this phase and
advise on the detailing of the assemblies in subsequent phases.
The end goal of this task is to develop and refine the building and site design criteria so that an accurate and
detailed cost estimate can be completed and the budget reconciled to meet the funds available, while at the
same time, the planning and environmental process is taking place. Then, when the planning approvals are
achieved, the detailed and reconciled cost estimate will be complete with adjustments made so that the
project remains on budget. The City Council can then approve the design to proceed into construction
document production along with approving the design and certifying the environment clearance.
Deliverables
1. Schematic Fire Station 52 floor plans, Training Tower floor plans, on and off-site improvement plans,
roof plans, building sections and elevations. Schematic engineering design drawings including
structural, mechanical, plumbing, electrical plans, grading and drainage plan, security systems, AV
and data designs. Options for specialty training props will be included at this phase.
2. Outline specifications briefly describing the engineered systems to be used in the new buildings.
3. Waterproofing systems review and recommendations
4. Specialty Equipment and Furnishing listing with product cut sheets and budget information.
5. Cost Estimate
6. Updated Sustainable Design Checklist using the USGBC LEED format.
Meetinas
1. One meeting to 'kick -of schematic engineering effort with entire project Team.
2. A second meeting to present schematic design progress
3. A third meeting to present Schematic engineering package with estimate to City Team for review.
Page 17
EXHIBIT 2
Task 5: Design Develoament and Undated Cost Estimate
Approach:
The Schematic Design drawing set with budget reconciliation adjustments will be the basis for the
completion of the design development and construction documents. The MMA architectural staff and the
project consultant team will use the information contained in this set of documents to produce the
complete construction plans. It is assumed that the work will be developed under the current building
codes as adopted by the City of San Rafael and to all other applicable codes including the State of California
Essential Service Act requirements, using standard production procedures. The set will include all plans,
material specifications, and engineering reports.
The primary intent of the design development phase is to determine the exact size, profile, and character of
the building and site design to form a basis for final construction documents. MMA and the consultant team
will use this phase to further define/refine the building and site development aspects of the design.
Deliverables
1. Design Development level fire station drawings
2. Design Development level on-site grading and drainage design
3. Design Development level on-site utility plan
4. Design Development level on-site erosion control plan
5. Design Development level performance specifications and layout for Design/Build Training Tower.
6. Draft construction specifications
7. Interior material color board
8. Draft Furnishings Specifications
9. Updated plumbing, mechanical and electrical cut sheets
10. Design Development level cost estimate
11. Initial development of the LEED documentation for submittal to the USGBC website and confirmation of
the sustainable elements which will contribute to the LEED goal of gold certification.
12. Waterproofing review comments and response from Design Team
Meetings
1. Three meetings with the City Project Team
a. Design Development Kickoff
b. Interior material selection meeting
c. 100% Design Development presentation
2. Monthly updates with the Working Group and Council Sub -committee
Page � 8
EXHIBIT 2
Task 6: Construction Documents and Final Cost Estimate
Approach:
This task will occur in two phases. The first task is the completion of the 95% documents. This work is based
on comments to the Design Development documents and cost estimate. We will submit this substantially
complete drawing set for plan check by the City. It is anticipated that this set will be complete except for
response to plan check questions. The 95% document set will be the basis for the final cost estimate
supported by plan check comment adjustments. The 100% documents will be permit ready and be the bid
set.
Deliverables:
1. 95% construction documents for submittal to building department
a. Site improvement design and documentation.
b. Dimensioned layout of final plans, sections, and elevations
c. Door and window schedules
d. Building detailing
e. Interior finish schedule
f. Interior design including selection of interior materials and colors
2. Design of all engineered systems including:
a. Structural design
b. Mechanical Design
c. Plumbing layout, design and fixture schedule
d. Performance criteria for design/build commercial sprinkler system
e. Electrical layout, design and fixture schedule
f. Phone, data and speaker layout and design to head -in equipment
g. Fire alerting system design
h. Radio system infrastructure design. Radio head -in equipment and antenna design by City.
i. Security system design
j. Audio Visual and Intercom System Design
3. 95% complete performance specifications and exhibits for Training Tower Design/Build Contractor
4. Plan check Response Listing
5. Complete product specifications
6. Complete equipment and material cut sheets
7. Engineering calculations and Title 24 energy documentation
8. Final Constructability and Assembly Review comments by waterproofing consultant
9. Review Draft Division 0 documents prepared by the City. Coordinate with Division 1 documents
prepared by MMA
10. 100% Design Documents (Bid documents)
11. Final construction cost estimate in CSI format at 95% CD's.
12. Preparation and submission of all required LEED documentation to the USGBC website
Meetinqs
1. Multiple (2-3) meetings to review progress.
Page 19
EXHIBIT 2
Task 7: Bidding
Approach:
It is assumed that the project will be publicly bid by prequalified contractors and major subcontractors. Our
team will assist the City in preparing the documents for bid. The documents will be advertised and
submitted to plan rooms for bidding by the City. There will be a pre -bidding conference which MMA will
attend. We will respond to questions during bidding, prepare written clarifications and addenda.
Deliverables
1. Pre-bid Conference Agenda and meeting notes
2. Written response to questions
3. Preparation and issuance of addenda
4. Bid Evaluation and written recommendation to award.
Meetings
1. Attendance at pre-bid conference
2. Attendance at bid opening
Task 8: Construction Observation
Approach:
We anticipate a 14 month construction period. During this period we will provide a field representative that
understands the trades, sequence of construction and has been a part of the MMA constructability review
team. We will participate in bi-weekly construction meetings on-site. MMA's project architect and
supporting office staff will provide support to the field through our response to RFI's, submittal review,
substitution review and change order requests. The engineering team will perform site observations 2-3
times during the construction phase at critical phases for their discipline
Deliverables and Meetings
1. Attend pre -construction meeting.
2. Attend bi-weekly construction progress meetings
3. Review contractor pay requests
4. Review and respond to RFI's
5. Review and respond to all Change Requests
6. Coordination of construction progress review by consultants as needed
7. Submittal / shop drawing processing and review
8. Clarifications / field questions processing and response
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EXHIBIT 2
Task 9: Close-out
Approach:
MMA and the consultant team will perform a walk through to determine Substantial Completion of the
building and site construction phase of the work and prepare a final punch list. We will then provide a final
walk through to verify that the punch list items have been completed. Our tasks in the phase will include
review of close-out documents for accuracy and completeness. They include: Operations and Maintenance
Manuals, Warrantees and Guarantees and evidence of extra stock delivery. We will gather record drawings
prepared by the contractor and update the bid documents in a digital format for the City's use.
Deliverables
1. Punch List at Substantial Complete
2. Review and written comments on close out documents including O&M manuals and
warranties/guarantees
3. Digital Record Drawings (Update of bid documents based on the Contractors Red -lines in a digital
format.)
Meetinss
1. Punch List walk through at Substantial Completion
2. Final Walk-through
3. Post occupancy walk- through at 3 months and one year to follow-up on building commissioning.
Work Scope Qualifications and Exclusions:
Products and services to be provided by the others:
1. Geotechnical and Geohazards Studies
2. Surveying
3. Hazardous Materials Studies
Work that is not included in the Contract Work Scope above
But is available upon request:
1. Clerk of the Work and Construction Management
2. Hearings, submittals or negotiations with the City of San Rafael Planning Department beyond those
listed above.
3. Summary of facility maintenance and operation cost
4. Presentation Models
5. Head -in equipment design and procurement for phone, data, and radio systems
6. Specialized energy analysis of the facility design beyond those required for LEED Gold Certification
7. Traffic Signal improvements (except signal pre-empt)
8. Off-site observation of construction materials and assemblies
9. Furnishings Procurement and installation coordination.
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EXHIBIT 3
CITY OF SAN RAFAEL
REPLACEMENT FIRE STATION 57 AT 3530 CIVIC CENTER DRIVE
Conceptual Design, Entitlements, Schematic Design,
Construction Documents, Bidding, Construction Administration
Proposed Work Plan and Estimated Fee
Review Draft August 7, 2015
Page 6 1
EXHIBIT 3
Project description:
The City of San Rafael proposes to build a replacement Fire Station 57 at 3530 Civic Center Drive on the site
currently occupied by the existing Fire Station 57. The basis and recommendations for this project were
established in the Essential Facilities Strategic Plan (Strategic Plan)adopted by the San Rafael City Council on
July 20th 2015.
Budget:
The Fire Station 57 building, site improvements, demolition, and specialty equipment has been set at
approximately $6.8M. Allowances for off-site improvements of $250,000 and an additional $200k for FF&E
have been included in the budget.
Fire Station 57 building improvements:
■ Two-story fire station with approximately 9,874 gross square feet.
Fire Station 57 features include:
■ 3,800 SF for three apparatus bays and apparatus support functions
■ 330 SF for firefighter office areas and lobby
■ 2,311 SF firefighter living quarters
■ 1,088 SF for utility support
■ 2,279 SF for circulation and structure.
Site Improvements:
■ Secure and Non -secure parking with concrete paving
■ New utility services from the street.
■ Apparatus washing area
■ Yard hydrant
■ Emergency Generator for building and site back-up power.
■ Trash enclosure
■ Patio and Flag pole
■ Landscaping, site lighting and other related elements.
Off-site Improvements:
■ The site layout and related off-site improvements scope will be designed during the conceptual design
phase of the project and has not been fully developed. An allowance for off-site improvements has
been included. Off-site improvements anticipated may be sidewalk replacement, new aprons, traffic
signal control and utility relocation. The budget number for this work will be validated once a final site
design is complete.
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EXHIBIT 3
Task 1: Kick-off Meeting. Program and Budget Overview. Facility Tour
Approach
Mary McGrath Architects (MMA) and team members will hold a kick-off meeting with the City Project
Management team and all stakeholder groups to initiate the project. The discussions at the kick-off meeting
will include communications protocol, project schedule overview and refinement. We will also review the
project program and all budget parameters. The Fire Department design team directing the Fire Station 57
work would participate in the station tour that is being held for the Fire Station 52 project.
Deliverables
■ Meeting Minutes, Communication Protocol Confirmation, Tour Observations
■ Updated Project Schedule
Meetinas
■ Kick-off meeting
■ Station tour
Task 2: Conceptual Design
Task 2A: Site Master Plan, Building Arrangement, Conceptual Floor Plans and Building
Massing/Elevations
Approach
Based on the site space arrangements developed in the Strategic Plan and new data from the topographic
survey, MMA will develop refined options for the site layout with further defined site arrangements, building
area diagrams and massing for review with the City Design Team. The focus will be on apparatus response
patterns and circulation needs, the traffic patterns of the area, organization and circulation needs of in-service
training operations and the site area requirements for the future storage facility and trailer storage.
Charrette No. 1- We will lead a half-day design charrette working directly with Fire Department design team
members to evaluate and refine the site arrangement concepts, area diagrams and circulation patterns. The
design charrette, facilitated Mary Mcgrath, will be a working session encouraging maximum participation from
the fire department and other City and County team members as determined appropriate. A key area of
refinement includes evaluating the station placement and apparatus bay driveway location related to the
existing island on Civic Center Drive.
During this process, alternatives will be reviewed and refined in sketch format. From this charrette, the deign
team will refine the site plan and further develop the area diagrams into conceptual floor plans and refined
massing diagrams.
Charrette No. 2: Developed from the input received at Charrette No. 1, the building area diagrams will be
refined into two contrasting conceptual floor plan options to compare and contrast the building circulation, site
relationship and massing results. This second working session will be held to evaluate the design options with
the City Design Team, identifying successful elements and recommended refinements to be carried into a final
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EXHIBIT 3
conceptual floor plan for continued massing and exterior building finish development. The structural and
mechanical engineers will be included in this charrette to provide insight on potential systems solutions for the
refined conceptual floor plan and massing diagram/exterior elevations.
The second portion of this design charrette will include a focus on the sustainable strategies that could be
considered in the further development of the conceptual design. We will explain the different elements that
are typically evaluated when developing sustainable strategies. This charrette will include discussions on both
Fire Stations 52 and 57 as the strategies identified for both will be similar (they will be concurrent similar to
the station tours). These sustainable elements include, but are not limited to, satisfying San Rafael's Climate
Change Action Plan and Sustainability Program Priorities updated in February 2015, complying with City of
San Rafael's mandatory green building requirements and meeting the requirements for LEED Gold
certification (LEED 2009, V3 version). The use of Solar PV on all the essential facilities projects may be one
of the strategies considered with the possibility of using the City's current Power Purchase Agreement with
PG&E.
Between the charrette periods there will a meeting with Fire Department to focus on the spaces that could be
considered prototypical. Evolving from the component diagrams, each space will be refined for adaptation into
this Fire Station 52 and replacement Fire Station 57. Prototypical spaces could include sleeping rooms,
restrooms, the lobby and station office. Each will have similar attributes and be a similar size which can be
adapted for each design.
Because this facility lies in the "shadow" of the Marin Civic Center there will be a heightened interest in the
exterior design and massing of the replacement station. Our design team will consult with the County Planning
Department to gather general guidance on development within this Civic Center complex.
Conceptual design elements addressed at these two charrettes will include:
■ Further refinement of the building arrangement to focus on achieving drive through apparatus bays on
the existing site.
■ Defining the circulation within the building and its relation to site circulation patterns, vehicle response
needs, loading and off-loading requirements and the relationship most active station operations to the
adjacent residences.
■ Developing floor layouts, volumes, and building systems that support the operations and concepts
identified and respond to the sustainable goals of the project.
■ Refining the building design so that it is seen as a cohesive part of the Marin Civic Center Complex.
Charrette No. 3: This design charrette (for the conceptual phase) will include a presentation of the final
refinement of the conceptual floor plans and preliminary building elevation options to the User Groups and City
Design Team members. Though the development of the building exterior options we will be selecting exterior
material options, roof designs, building fenestration, and colors. MMA will prepare 3-D models of the
proposed design options to further demonstrate the design intent as a part of this process. This
collaborative session will include a presentation of the proposed building systems and sustainable strategies.
Final Design Presentation: A final conceptual design presentation will take place with the User Groups and
City Design Team members. Based on comments at Charrette No. 3, the exterior design will be refined and
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EXHIBIT 3
further developed so they are suitable for use in the preparation of the Design Review Board and Planning
Commission applications.
Task 2B - Program Reconciliation:
To confirm that the conceptual site and floor plan are meeting the program criteria our team will update the
project program developed in the Strategic Plan with the space assigned in the conceptual design. We will
develop recommendations for adjustment as necessary
Task 2C - Budget Confirmation:
A square foot and systems level cost estimate will be prepared based on the conceptual design developed
above. This estimate will confirm the project budget assumptions established in the Strategic Plan. If the
estimate exceeds the range of costs defined for the project, recommendations for cost reductions will be
developed and vetted with the City.
Task 2D - Design Narrative
The conceptual design phase will be wrapped up with the development of a design narrative that presents
planning and design criteria for the new facility. The design narrative will identify preliminary functional
requirements for building systems including architectural, civil, landscape structural, equipment, mechanical,
electrical, data and plumbing. It is understood that the project goal is targeted for a Gold level certification
through the USGBC LEED program. A LEED check list will be created identifying the sustainable strategies which
will be explored in the next phases of design.
Deliverables
1. Refined Conceptual Site plan, Floor plan, 3-D building Images and Exterior Elevations
2. Program Reconciliation
3. Refined Overall Project Budget and Estimate
4. Design Narrative
5. Technical memos
6. Initial LEED Checklist, Registration of the project with USGBC.
Concurrent with this task MMA will work with the City and City representatives to facilitate the
implementation of a topographic survey, geotechnical and a geohazards study and Hazardous Materials
Study by consultants hired directly by the City.
Meetinas
1. Design Charrettes as listed above
2. 2-3 Department level meetings as necessary to refine the design.
3. Monthly updates with the Working Group and Council Sub -committee
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EXHIBIT 3
Task 3: Entitlements - Community Workshom Design Review Board (DRB).
Planning Commission (PC) and City Council Presentations
Approach:
An important part of the design process includes the involvement of the community members that this
facility will serve. During the Conceptual Design Phase and prior to the submission of Design Review
materials, MMA will hold up to three public informational workshops to inform and invite public comment
to the Fire Station No. 57 project design progress. We will work with the City Team to determine when the
public workshops will be held, their formats and the information which will be shared and open for
comment. We have included three workshops at this site because the fire station adjoins a residential
neighborhood and the need for a design solution which is complimentary to the Civic Center.
Following the community workshops and with a final approval of the conceptual design by the City, MMA
will prepare and submit the project for design and planning entitlements. It is the desire of the City that the
City Council be the ultimate approval body for the Fire Station 57 design. In addition, we understand that
this project is exempt from CEQA because it is a replacement of an existing public facility on its existing site.
Because the Design Review Board and the Planning Commission will act as a review body for comment with
the final approval action on the design and entitlements by the City Council, we encourage members of the
Planning Commission and Design Review Board to be added to the Working Group as a means to gather
their input as the design is developed.
Deliverables
1. Application and exhibits for the Design Review application, Planning application, including rendered site
plan, floor plans, elevations, 3-D images and exterior material color board
2. Presentation materials for the Community Workshops, Design Review Board, Planning Commission and
City Council
3. One watercolor presentation rendering for use in publications.
Meetinqs
1. Three Community Workshops
2. One presentation to the Design Review Board
3. One presentation to the Planning Commission
4. One presentation to the City Council
Page n 6
j
EXHIBIT 3
Task 4: Schematic Design and Cost Estimate
Approach:
Following the preparation of the Design Review Board and Planning Applications, and concurrent with the
application processing, the MMA Project Team will prepare Schematic Design documents including on-site
plans, (site grading plan, site utility plan), building floor plan(s), roof plans, building elevations, and outline
specifications briefly describing the type of construction and building systems proposed. In addition, MMA
will provide schematic engineering plans that will describe the building structural framing and foundation
systems, mechanical systems, electrical systems, plumbing systems, fire alerting system, security and
data/telecommunications systems.
At this time the design team will also present equipment/fixture options with product cut sheets for review
and confirmation by the City Design Team. This phase of the work will be very collaborative with the City
Design Team working together to establish the most cost effective building components that meet the City's
goals for long term maintenance, durability and project budget compliance. There is a unique opportunity
for the City to create equipment standards that would be specified in each facility. Standards can be set in a
number of systems such as generator manufacturers, bi-parting or similar apparatus bay door types, door
hardware and light fixture lamp types. The level of standardization and engineering detail will be developed
in this phase so that systems and finish value engineering can be effectively completed during the schematic
design.
An important element of this phase is the inclusion of the waterproofing consultant in the selection of the
building envelope systems. They will advise on the suitability of the selected systems at this phase and
advise on the detailing of the assemblies in subsequent phases.
The end goal of this task is to develop and refine the building and site design criteria so that an accurate and
detailed cost estimate can be completed and the budget reconciled to meet the funds available, while at the
same time, the planning and environmental process is taking place. Then, when the planning approvals are
achieved, the detailed and reconciled cost estimate will be complete with adjustments made so that the
project remains on budget. The City Council can then approve the design to proceed into construction
document production along with approving the design.
Deliverables
1. Schematic building Fire Station 57 floor plans, on and off-site improvement plans, roof plans,
building sections and elevations. Schematic engineering design drawings including structural,
mechanical, plumbing, electrical plans, grading and drainage plan, security systems, AV and data
designs.
2. Outline specifications briefly describing the engineered systems to be used in the new buildings.
3. Waterproofing review and recommendation
4. Specialty Equipment and Furnishing listing with product cut sheets and budget information.
5. CSI based estimate of probable cost
6. Updated Sustainable Design Checklist using the USGBC LEED format.
Meetings
1. One meeting to 'kick-off' schematic engineering effort with entire project Team.
2. A second meeting to present schematic design progress
3. A third meeting to present Schematic engineering package with estimate to City Team for review.
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EXHIBIT 3
Task 5: Design Development and Undated Cost Estimate
Approach:
The Schematic Design drawing set with budget reconciliation adjustments will be the basis for the
completion of the Design Development and construction documents. The MMA architectural staff and the
project consultant team will use the information contained in this set of documents to produce the
complete construction plans. It is assumed that the work will be developed under the current building
codes as adopted by the City of San Rafael and to all other applicable codes including the State of California
Essential Service Act requirements, using standard production procedures. The set will include all plans,
material specifications, and engineering reports.
The primary intent of the design development phase is to determine the exact size, profile, and character of
the building and site design to form a basis for final construction documents. MMA and the consultant team
will use this phase to further define/refine the building and site development aspects of the design
Deliverables
1. Design Development level fire station drawings
2. Design Development level on-site grading and drainage design
3. Design Development level on-site utility plan
4. Design Development level on-site erosion control plan
S. Draft construction specifications
6. Interior material color board
7. Draft Furnishings Specifications
8. Updated plumbing, mechanical and electrical cut sheets
9. Design development level Estimate of costs
10. Initial development of the LEED documentation for submittal to the USGBC website and confirmation of
the sustainable elements which will contribute to the LEED goal of gold certification.
11. Waterproofing review comments and response from Design Team
Meetings
1. Three meetings with the City Project Team
a. Design Development Kickoff
b. Interior material selection meeting
c. 100% Design Development presentation
2. Monthly updates with the Working Group and Council Sub -committee
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EXHIBIT 3
Task 6: Construction Documents and Final Cost Estimate
Approach:
This task will occur in two phases. The first task is the completion of the 95% documents. This work is based
on comments to the Design Development documents and cost estimate. We will submit this substantially
complete drawing set for plan check by the City. It is anticipated that this set will be complete except for
response to plan check questions. The 95% document set will be the basis for the final cost estimate
supported by plan check comment adjustments. The 100% documents will be permit ready and be the bid
set.
Deliverables:
1. 95% construction documents for submittal to building department
a. Site improvement design and documentation.
b. Dimensioned layout of final plans, sections, and elevations
c. Door and window schedules
d. Building detailing
e. Interior finish schedule
f. Interior design including selection of interior materials and colors
2. Design of all engineered systems including:
a. Structural design
b. Mechanical Design
c. Plumbing layout, design and fixture schedule
d. Performance criteria for design/build commercial sprinkler system
e. Electrical layout, design and fixture schedule
f. Phone, data and speaker layout and design to head -in equipment
g. Fire alerting system design
h. Radio system infrastructure design. Radio head -in equipment and antenna design by City.
L Security system design
j. Audio Visual and Intercom System Design
3. Plan check Response Listing
4. Complete product specifications
5. Complete equipment and material cut sheets
6. Engineering calculations and Title 24 energy documentation
7. Final Constructability and Assembly Review comments by waterproofing consultant
8. Review Draft Division 0 documents prepared by the City. Coordinate with Division 1 documents
prepared by MMA
9. 100% Design Documents (Bid documents)
10. Final construction cost estimate in CSI format at 95% CD's.
11. Preparation and submission of all required LEED documentation to the USGBC website
Meetings
1. Multiple (2-3) meetings to review progress.
Page 19
EXHIBIT 3
Task 7: Bidding
Approach:
It is assumed that the project will be publicly bid by prequalified contractors and major subcontractors. Our
team will assist the City in preparing the documents for bid. The documents will be advertised and
submitted to plan rooms for bidding by the City. There will be a pre -bidding conference which MMA will
attend. We will respond to questions during bidding, prepare written clarifications and addenda.
Deliverables
1. Pre-bid Conference Agenda and meeting notes
2. Written response to questions
3. Preparation and issuance of addenda
4. Bid Evaluation and written recommendation to award.
Meetings
1. Attendance at pre-bid conference
2. Attendance at bid opening
Task 8: Construction Observation
Approach:
We anticipate a 14 month construction period. During this period we will provide a field representative that
understands the trades, sequence of construction and has been a part of the MMA constructability review
team. We will participate in bi-weekly construction meetings on-site. MMA's project architect and
supporting office staff will provide support to the field through our response to RFI's, submittal review,
substitution review and change order requests. The engineering team will perform site observations 2-3
times during the construction phase at critical phases for their discipline
Deliverables and Meetings
1. Attend pre -construction meeting.
2. Attend bi-weekly construction progress meetings
3. Review of contractor pay requests.
4. Review and respond to RFI's
5. Review and respond to all Change Requests
6. Coordination of construction progress review by consultants as needed
7. Submittal / shop drawing processing and review
8. Clarifications / field questions processing and response
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EXHIBIT 3
Task 9: Close-out
Approach:
MMA and the consultant team will perform a walk through to determine Substantial Completion of the
building and site construction phase of the work and prepare a final punch list. We will then provide a final
walk through to verify that the punch list items have been completed. Our tasks in the phase will include
review of close-out documents for accuracy and completeness. They include: Operations and Maintenance
Manuals, Warrantees and Guarantees and evidence of extra stock delivery. We will gather record drawings
prepared by the contractor and update the bid documents in a digital format for the City's use.
Deliverables
1. Punch List at Substantial Complete
2. Review and written comments on close out documents including 0&M manuals and
warranties/guarantees
3. Digital Record Drawings (Update of bid documents based on the Contractors Red -lines in a digital
format.)
Meetings
1. Punch List walk through at Substantial Completion
2. Final Walk-through
3. Post occupancy walk- through at 3 months and one year to follow-up on building commissioning.
Work Scope Qualifications and Exclusions:
Products and services to be provided by the others:
1. Geotechnical and Geohazards Studies
2. Surveying
3. Hazardous Materials Studies
Work that is not included in the Contract Work Scope above
But is available upon request:
1. Clerk of the Work and Construction Management
2. Hearings, submittals or negotiations with the City of San Rafael Planning Department beyond those
listed above.
3. Summary of facility maintenance and operation cost
4. Presentation Models
5. Head -in equipment design and procurement for phone, data, and radio systems
6. Specialized energy analysis of the facility design beyond those required for LEED Gold Certification
7. Traffic Signal improvements (except signal pre-empt)
8. Off-site observation of construction materials and assemblies
9. Furnishings Procurement and installation coordination.
Page 111
SA \ R
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval
by the City Council. Save staff report (including this cover sheet) along
with all related attachments in the Team Drive (T:) 4 CITY COUNCIL
AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT -
AGENDA TOPIC]
Agenda a tem #�...,, ....
Date of Meeting: 9/21/2015
From: Rebecca Woodbury
Department: City Manager's Office
Date: 9/11/2015
Topic: Architectural and design, bidding and construction administration services for public
safety facilities in San Rafael
Subject: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A
PROFESSIONAL SERVICES AGREEMENT WITH MARY MCGRATH ARCHITECTS FOR
ARCHITECTURAL AND DESIGN, BIDDING, AND CONSTRUCTION ADMINISTRATION
SERVICES FOR THE PHASE 1 PROJECTS (PUBLIC SAFETY CENTER, FIRE STATION 52, AND
FIRE STATION 57) OF THE ESSENTIAL FACILITIES STRATEGIC PLAN
Type: ® Resolution ❑ Ordinance
® Professional Services Agreement ❑ Other:
APPROVALS
® Finance Director
Remarks: approved with minor edit - MM - 9/13/15
® City Attorney
Remarks: LG -approved 9/15/15 with minor change to resolution.
X Author, review and accept City Attorney / Finance changes
Remarks:
City Manager
Remarks:
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition: