HomeMy WebLinkAboutCC Resolution 11139 (Siesmic, Modernization and Deferred Maintenance Study)RESOLUTION NO. 11139
A RESOLUTION ACCEPTING A PROPOSAL FROM GROUP 4 ARCHITECTURE,
RESEARCH AND PLANNING INC. FOR THE "SEISMIC, MODERNIZATION AND
DEFERRED MAINTENANCE STUDY" IN AN AMOUNT NOT TO EXCEED $192,685
AND AUTHORIZING THE MAYOR TO EXECUTE THE AGREEMENT.
WHEREAS, the City requires professional services to assist in evaluating
the seismic adequacy, space and gender needs, ADA compliance and deferred
maintenance requirements of its essential facilities; and
WHEREAS, the city went through a consultant selection process to obtain
the best qualified consultant for the project study; and
WHEREAS, the Architectural firm of Group 4 Architecture, Research and
Planning Inc. was selected as the best qualified; and
WHEREAS, Group 4 Architecture, Research and Planning Inc. have
submitted a Proposal to provide such services for an amount not to exceed $192,685; and
WHEREAS, staff have reviewed the proposal from Group 4 Architecture,
Research and Planning Inc. and found it acceptable;
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of
San Rafael that the Proposal by Group 4 Architecture, Research and Planning Inc. is
accepted in the amount not exceed $192,685; and
RESOLVED, FURTHER, that the Council does hereby authorize the
Mayor to execute the Agreement for Professional Services for this study.
t �_♦:' 1 �T t f - tl
I, JEANNE M. LEONCINI, Clerk of the City of San Rafael, hereby certify that
the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of
the Council of said City on the 15th day of July, 2002, by the following vote, to wit:
AYES: COUNCILMEMBERS: Cohen, Heller, Miller, Phillips & Mayor Boro
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
JE M. LEONCINI, City Clerk
File No.: 06.04.18
AGREEMENT FOR PROFESSIONAL SERVICES
WITH GROUP 4 ARCHITECTURE, RESEARCH AND PLANNING INC. FOR THE "SEISMIC,
MODERNIZATION AND DEFERRED MAINTENANCE STUDY' IN AN AMOUNT NOT TO
EXCEED $192,685.
This Agreement is made and entered into this 15'b day of JULY, 2002, by and between
the CITY OF SAN RAFAEL (hereinafter "CITY"), and GROUP 4 ARCHITECTURE, RESEARCH
AND PLANNING INC. (hereinafter "CONTRACTOR).
RECITALS
WHEREAS, the CITY has determined that Professional Architectural consulting
services are required to assist in evaluating the seismic adequacy, space and gender needs, ADA
compliance and deferred maintenance requirements on its essential facilities, for the "SEISMIC,
MODERNIZATION AND DEFERRED MAINTENANCE STUDY" (hereinafter "PROJECT"); and
WHEREAS, the CONTRACTOR has offered to render certain specialized professional
services in connection with this Project.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. DEFINITIONS.
2. PROJECT COORDINATION
A. CITY. The City Manager shall be the representative of the CITY for all
purposes under this Agreement. The City Engineer is hereby designated the PROJECT MANAGER for
the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of
this Agreement.
B. CONTRACTOR. CONTRACTOR shall assign a single PROJECT
DIRECTOR to have overall responsibility for the progress and execution of this Agreement for
CONTRACTOR.. Wayne Gehrke 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.
3. DUTIES OF CONTRACTOR
CONTRACTOR shall provide services described in Exhibit A, attached herein,
4. DUTIES OF THE CITY
CITY shall perform the duties as described in Exhibit A attached hereto, and
incorporated herein.
5. COMPENSATION
For the full performance of the services described herein by CONTRACTOR,
CITY shall pay CONTRACTOR in accordance with Exhibit B, attached and incorporated herein. The
total payment made for any individual work task will not exceed the amounts shown on the Proposal
Budget, set out in Exhibit B.
Payment will be made monthly upon receipt by PROJECT MANAGER of
itemized invoices submitted by CONTRACTOR.
is complete.
6. TERM OF AGREEMENT
The term of this Agreement shall be from the date of execution until the Project
7. 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 ten
(10) 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 notice, to the reasonable satisfaction of the party giving
such notice, within thirty (30) days of the receipt of said notice.
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.
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.
Agreement • 2
8. OWNERSHIP OF DOCUMENTS
The written documents and materials prepared by the CONTRACTOR in
connection 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.
The CITY shall indemnify, defend and hold harmless, the CONTRACTOR in connection with any claim,
demand, suit, judgment, loss, liability, or expense resulting from CITY use for any project not
contemplated by this Agreement.
9. 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.
10. 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 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.
11. INSURANCE
A. During the term of this Agreement, CONTRACTOR shall maintain, at no
expense to CITY, the following insurance policies:
1. A comprehensive general liability insurance policy in the minimum
amount of one million ($1,000,000) dollars per occurrence for death, bodily injury, personal injury, or
property damage, and $ 2 million ($2,000,000) in the aggregate.
2. An automobile liability (owned, non -owned, and hired vehicles)
insurance policy in the minimum amount of one million ($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
one million ($1,000,000) dollars per claim to cover any claims arising out of the CONTRACTOR's
performance of services under this Agreement.
B. The insurance coverage required of the CONTRACTOR by Section 11.
A., shall also meet the following requirements:
Agreement • 3
1. The insurance shall be primary with respect to any insurance or
coverage maintained by CITY and shall not call upon CITY's insurance or coverage for any contribution;
2. Except for professional liability insurance, the insurance policies
shall be endorsed for contractual liability and personal injury;
3. Except for professional liability insurance, the insurance policies
shall be specifically endorsed to include the CITY, its officers, agents, and employees as additionally
named insureds under the policies;
4. CONTRACTOR shall provide to PROJECT MANAGER, (a)
Certificates of Insurance evidencing the insurance coverage required herein, and (b) specific
endorsements naming CITY, its officers, agents and employees, as additional insureds under the policies;
5. The insurance policies shall provide that the insurance carrier
shall not cancel, terminate or otherwise modify the terms and conditions of said insurance policies except
upon thirty (30) days written notice to CITY's PROJECT MANAGER;
6. 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;
7. The insurance policies shall provide for a retroactive date of
placement coinciding with the effective date of this Agreement;
8. The insurance shall be approved as to form and sufficiency by
PROJECT MANAGER and the City Attorney.
C. 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.
D. Any deductibles or self-insured retentions in CONTRACTOR's
insurance policies exceeding $35,000 must be declared to and approved by the PROJECT MANAGER
and the City Attorney. 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.
12. INDEMNIFICATION
CONTRACTOR shall indemnify, release, defend and hold harmless CITY, its
officers, and employees, and volunteers, against any claim, demand, suit, judgment, loss, liability or
Agreement • 4
expense of any kind, including attorney's fees and administrative costs, to the extent that the above are
caused by the negligent acts, errors, or omissions of CONTRACTOR or CONTRACTOR's officers,
agents and employees in the performance of their duties and obligations under this Agreement.
13. 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.
14. COMPLIANCE WITH ALL LAWS
CONTRACTOR shall observe and comply with all applicable federal, state and
local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this
Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these
laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold
harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines
and all other consequences from any noncompliance or violation of any laws, ordinances, codes or
regulations.
15. 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.
16. 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: Mr. David M. Bernardi, (Project Manager)
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
TO CONTRACTOR: Wayne Gehrke
Group 4 Architecture, Research and Planning, Inc.
301 Linden Avenue
South San Francisco, CA 94080
Agreement • 5
17. INDEPENDENT CONTRACTOR
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its
officers, agents and employees shall act in the capacity of an Independent Contractor, and not as
employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of
CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of
an employee of CITY.
18. 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.
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 terms 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.
19. 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.
20. 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.
Agreement • 6
21. 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.
22. 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. CONTRACTOR's taxpayer
identification number is 94-2376500, and CONTRACTOR certifies under penalty of perjury that said
taxpayer identification number is correct.
23. 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.
CITY OF SAN RAFAEL
Mayor
director of Public orks
ATTEST:
City Clerk
CONTRACTOR
Group 4 Architecture. Research and PlanninE. Inc.
By:—ZA.
)2r
Title: Nre T"a 1 � . 1
APPR9, D O RM:
1. - ��-
City Attorney
Agreement • 7
EXHIBIT A
SCOPE OF WORK
THE PROJECT
The project consists of developing a Seismic, Modernization & Deferred Maintenance Study for selected
buildings owned by the City of San Rafael. The first phase of architectural services is included in the
Consultant's Scope of Basic Services. The first phase includes analysis and development of
recommendations for the following buildings and are part of the Consultant's Basic Services:
City Hall, Police Station, Fire Station 1, Fire Station 2, Fire Station 4, Fire Station 5, Fire Station
6, Fire Station 7, San Rafael Community Center, Terra Linda Recreation Center
Analysis and development of recommendations for the following buildings are part of the Consultant's
Optional Services:
San Rafael Redevelopment Offices (The Blue House), 3`d and A Street Parking Garage, 3`d and
Lootens Parking Garage, 3`d and C Street Parking Garage
The Consultant's Basic Services consists of Project Initiation, Building Evaluations, Program
Confirmation, Development Strategies, Maintenance Plan, Implementation Plan and Final Report as
described in Paragraphs 1.0 through 7.7. The Consultant's Basic Services include the services of
structural, electrical, and mechanical engineers, and a cost estimator. The city shall have the option to
authorize Optional Additional Services, which include additional building evaluations, building strategies
and cost and budgets. Basic Services will include preparation for, documentation of, and facilitation of
the meetings listed in paragraphs 1.0-7.7.
The Consultant shall be able to rely on the accuracy of the information provided by the City. The City
shall provide the Consultant all existing available documentation on the buildings, sites and space needs
of the City, which shall include original construction documents and structural calculations where
available, improvement or renovation documentation, ADA studies, seismic studies, and previous Needs
Assessments Studies.
11 Consultant's Basic Services
1.0 PROJECT INITIATION
The City shall provide the consultant with all available information for their review. The Consultant shall
refine the project management tools and update the work plan and schedule as necessary, and develop a
project directory for the first Project Management Meeting (PMT Meeting #1). The consultant shall
conduct the first PMT at which the work plan and schedule will be reviewed in detail and additional
information requests made to the City. The role and purpose of the Oversight Committee will be
established and the participants identified. The consultant shall facilitate the goal setting session for the
project at the first PMT, which will include identifying the PMT'S goals for the project and strategies and
actions to meet those goals. The PMT will be followed up by the distribution of meeting notes, a
summary of all existing information, a refined work plan and project schedule, a project directory, the
purpose and composition of the Oversight Committee, and a project goals statement.
1.1 The Consultant shall develop a Project Directory.
1.2 The Consultant shall review all project data, drawings & specifications.
1.3 The Consultant shall conduct Project Management Team (PMT) Meeting (1).
1.4 The Consultant shall refine schedule and work plan.
1.5 The Consultant shall establish Oversight Committee.
1.6 The Consultant shall establish management project goals, strategies and actions.
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DELIVERABLES: Project Directory, Summary of Existing Documentation, Schedule, Work
Plan, Summa)y of Oversight Committee, and the Project Goals
Statement.
MEETING: One Project Management Team (PMT) Meeting
2.0 BUILDING EVALUATIONS
The Consultant shall evaluate City Hall, Police Station, Fire Station 1, Fire Station 2, Fire Station 4, Fire
Station 5, Fire Station 6, Fire Station 7, San Rafael Community Center, and the Terra Linda Recreation
Center. The evaluation will include site observations and a structural analysis based on the existing
information available for these buildings. The Fire Stations, the City Hall and the Community Centers
will be evaluated based on the essential facility requirements in the 1997 Uniform Building Code. The
mechanical, plumbing and electrical distribution system will also be evaluated for the buildings. All of
the facilities shall have the condition of their exterior building envelope and their interior finishes
documented and conditions recorded. Digital photographs will be taken to record building and site
information. A schedule will be developed for the building evaluations and information collecting tools
such as background drawings, and evaluation matrices. The building evaluations shall be conducted with
the assistance of City Staff, which will include a representative from the City's Maintenance Department
and other respective Departmental staff.
A PMT meeting (PMT Meeting #2) will be conducted to review the preliminary building evaluation
information and to preview evaluation exhibits and report format. Additional information request or
clarifications will be made and the Consultant shall prepare Draft #1 of the Facility Evaluation Report,
which will be presented to the Oversight Committee at their first meeting. The consultant shall conduct
the Oversight Committee (OSC) Meeting #1 at which the Work Plan, Schedule, Purpose and Objectives
of the Oversight Committee and the Draft of the Building Evaluation Report will be presented. The
consultant shall record and distribute meeting notes from PMT# Meeting 2 and OSC Meeting #1 and
collect comments on the Facility Evaluation Report Draft #1, which the Consultant shall incorporate into
the Facility Evaluation Report Draft #2.
2.1 The Consultant shall prepare facility evaluation schedule.
2.2 The Consultant shall conduct prepare information collection tools, site survey.
2.3 The Consultant shall conduct facility evaluation tours w/Maintenance Department.
2.4 The Consultant shall conduct a facilities tour of six (6) fire stations, city hall & police station, and
two (2) community centers.
2.4.1 Structural analysis of six (6) fire stations, the City Hall and Police Station, and two (2)
community centers.
2.4.2 An analysis of the mechanical system of six (6) fire stations and two (2) community
centers.
2.4.3 An analysis of the electrical system of six (6) fire stations and two (2) community
centers.
2.4.4 Detailed engineering analysis will be performed on the City Hall and Police Station for
the mechanical and the electrical systems.
2.4.5 An analysis of the building envelope and interior finishes of six (6) fire stations, the City
Hall and Police Station, and two (2) community centers.
2.5 The Consultant shall conduct Project Management Team (PMT) Meeting (2).
2.6 The Consultant shall analyze and clarify site information.
2.7 The Consultant shall prepare first draft Facility Evaluation Report.
2.8 The Consultant shall conduct Oversight Committee Meeting (1).
2.9 The Consultant shall prepare second draft Facility Evaluation Report.
DELIVERABLES: Facility Evaluation Schedule, Information Collection Tools, Site Survey,
First and Second Draft Facility Evaluation Report
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MEETINGS: One Project Management Team (PMT) Meeting, one Oversight
Committee Meeting
3.0 PROGRAM CONFIRMATION
The Consultant shall review and summarize the City Hall and Police Space Needs Study provided by the
City. The Consultant shall request any additional information or clarifications required by the City for the
City and Police Space Needs including parking information for visitors, staff and secure parking. The
Consultant shall conduct a workshop with Police Department staff to confirm and update their program
requirements as established in the Space Needs Study and to receive further input on their priorities and
space adjacencies. The Consultant shall research and prepare recommendations for space and gender
separation requirements for the Fire Stations. The consultant shall conduct a workshop with Fire
Department Staff to establish the space need and gender separation requirements for each of the Fire
Stations to be used in the development strategies phase of this study. The Consultant shall prepare a
preliminary summary statement and exhibits that summarize the programmatic space needs for the City
Hall, Police, and Fire Stations. The Consultant shall incorporate all ADA requirements in the building
programs.
The Consultant shall conduct PMT Meeting #3 at which the Summary Program Statements of Space
Needs and the space exhibits will be presented for review and comment. The consultant shall prepare
Draft #1 of the Space Needs Summary and refine the exhibits for presentation at the OSC Meeting #2.
The Consultant shall conduct and document OSC Meeting #2. The Consultant shall incorporate all
review comments into the Summary Program Statement of Space Needs and exhibits and prepare for
Council Presentation #1: Facility Evaluations. The consultant shall prepare for and present Council
Presentation #1: Facility Evaluations which will include the information from Facility Evaluation Report
Draft #2 and the Space Needs Summary Draft W. The Consultant shall document and respond to the
comments received from Council Presentation #1 and the City's review of the Facility Evaluation Report
Draft #2 and the Space Needs Study Draft W.
3.1 The Consultant shall summarize City Hall and Police Space Needs Statement.
3.2 The Consultant shall interview Fire Staff for space and gender needs.
3.3 The Consultant shall interview Police Staff.
3.4 The Consultant shall conduct Project Management Team Meeting (3).
3.5 The Consultant shall prepare draft of Space Needs Summary incorporating ADA and Gender
requirements.
3.6 The Consultant shall conduct Oversight Committee Meeting (2).
3.7 The Consultant shall prepare Council presentation.
3.8 The Consultant shall prepare Council Presentation Facility Evaluations & Program Summary.
DELIVERABLE: City Hall & Police Space Needs Statement Summary, Fire Department
Space and Gender Needs Statement Summary, Draft Space Needs and
ADA Requirements Summary and Exhibits, Council Presentation of
Facility Evaluations & Program Summauy.
MEETINGS: One Project Management Team (PMT) Meeting, one Oversight
Committee Meeting, One Council Presentation
4.0 DEVELOPMENT STRATEGIES
A maximum of three development strategies will be developed for each of the following buildings: the
City Hall, the fire stations and the two Community Centers based on the analysis and information
collected in the Facility Evaluation Report and the requirements set forth in the Needs Statement
Summary. The development strategies will provide a range of options that will include strategies of
simple renovations, major renovations with additions, and new construction (where appropriate).
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Conceptual space plans for the alternatives will be developed showing gross square footage allocations
and adjacencies of the main spaces. The consultant shall meet with the structural engineer to review
relative structural modification or additions to each building. Schematic plans showing, in general, the
structural modifications and/or suggested seismic upgrades to each building will be prepared. The
structural work will be schematically shown for space planning and cost estimating purposes. Structural
sections will be prepared for each building to be included in the final report.
The Consultant shall conduct PMT Meeting #4, the Development Strategies Workshop at which
evaluation criteria will be developed and the preferred strategies discussed for each of the buildings.
Comments and recommendations from the PMT will be documented and incorporated into the
Development Strategies. Conceptual Phasing Plans and Estimates of Probable Construction Cost will be
developed for the Preferred Strategies on a square footage basis. Project budgets will also be developed
that will include all anticipated hard costs: construction, furniture, and land, as well as soft costs: design
and engineering fees, in house cost, permits, and other identifiable fees.
The refined Preferred Strategies, Conceptual Phasing Plans and Drafts of the Project Budgets and
Estimates of Probable Construction Cost will be presented to the PMT at Meeting #5. Review comments
and suggestions from the PMT will be incorporated into the work in preparation for OSC Meeting #3.
The consultant shall conduct OSC Meeting #3, Development Strategies Workshop, at which the
evaluation criteria developed by the PMT, will be reviewed and confirmed and the Preferred
Development Strategies evaluated. Review comments and suggestions will be collected from the OSC
and incorporated into the work.
The Consultant shall prepare a PowerPoint show of the Development Strategies, the Phasing Plans, The
Project Budget and Estimates of Probable Construction Cost. Council Presentation #2: Development
Strategies will be presented to the PMT at Meeting #6 for their review and comment. The Consultant
shall revise and refine the presentation as directed by the PMT. The Consultant shall give Council
Presentation #2. The Consultant shall document and respond to the comments and suggestions received
from Council Presentation #2: Development Strategies.
4.1 The Consultant shall develop Alternate Strategies that meet program requirements.
4.2 The Consultant shall conduct Project Management Team Meeting (4).
4.3 The Consultant shall refine Preferred Alternatives.
4.4 The Consultant shall prepare Phasing Plans & Estimates of Probable Construction Cost.
4.5 The Consultant shall conduct Project Management Team (PMT) Meeting (5).
4.6 The Consultant shall conduct Oversight Committee Meeting (3).
4.7 The Consultant shall refine Alternatives and Estimates.
4.8 The Consultant shall prepare Council Presentation.
4.9 The Consultant shall conduct Project Management Team (PMT) Meeting (6).
4.10 The Consultant shall present Development Strategies to Council, Council Presentation #2.
DELIVERABLES: Alternative Development Strategies, Refined Preferred Alternatives,
Phasing Plans & Estimates of Probable Construction Cost
MEETINGS: Three Project Management Team (PMT) Meetings, one Oversight
Committee Meeting, One Council Presentation.
5.0 MAINTENANCE PLAN
Based on information collected from the City and from the Facility Evaluation phase of the work, the
Consultant shall prepare an information matrix, including all of the City Buildings in the Basic Services
and the Optional Services, as well as the modular units used for Day Care and the Library Building. The
City will provide information on buildings not reviewed by the consultant. The information Matrix will
include the following information: the size of the facility, the year it was built, available building
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documentation, renovations or additions made to the facility, the age of the mechanical system, the age of
the roof, the age and condition of the windows, the age and condition of the exterior walls, a summary of
the site conditions, and other relevant miscellaneous information.
The consultant shall prepare a draft format of the Maintenance Report. The Maintenance Report, in
addition to the individual summaries of each of the City's Buildings, will include a maintenance schedule
and estimated cost for the required maintenance. The Consultant shall conduct PMT Meeting # 7 to
review the Maintenance Plan and its format. The PMT shall review the information matrix, identify
outstanding information or clarification items, and review the Draft of the Maintenance Report format
including the maintenance schedule and estimated cost format. The consultant shall incorporate all the
review comments and suggestions of the PMT into the Maintenance Report Draft #1. The Consultant
shall distribute the Maintenance Plan Draft #1 for the City's review and comment. The Consultant shall
incorporate all review comments and suggestions into Maintenance Plan Draft #2 and present it to the
PMT (at PMT Meeting #8 during the Implementation Phase).
5.1 The Consultant shall clarify Outstanding Issues.
5.2 The Consultant shall conduct Project Management Team (PMT) Meeting (7).
5.3 The Consultant shall present Maintenance Plan Draft #1 to Staff.
5.4 The Consultant shall prepare Maintenance Plan Draft #2.
DELIVERABLES: Draft Information Matrix and Report Format, Maintenance Plan Draft
#1 and #2.
MEETINGS: One Project Management Team (PM7) Meeting.
6.0 Implementation Plan
The Consultant shall conduct PMT Meeting # 8 to discuss alternate implementation plans for the
preferred Development Strategies developed in Phase 4 Development Strategies. The PMT will establish
priorities for the implementation plan. Based on direction from the Council and the Project Management
Team, the Consultant shall develop options for the Implementation Plan. The options will include overall
phasing plans for the improvements and the total project budget based on escalated cost relative to the
phasing plan. If so required the Consultant will provide the services of a research analyst and an
economist to develop bond funding strategies to be used by the Consultant in developing the
implementation plans, as an Additional Service.
The Consultant shall prepare exhibits for the Implementation Plan Options, schedules and costs for
presentation to the OSC. The Consultant shall conduct Oversight Committee #4.• Implementation Plan
Options. The consultant shall refine the Implementation Plan Options based on review comments and
suggestions received from the OSC. The consultant shall further refine the preferred option as directed by
the PMT.
6.1 The Consultant shall conduct a Project Management Team (PMT) Meeting #8.
6.2 The Consultant shall develop alternate implementation plans for the preferred development
strategies.
6.3 The Consultant shall develop project budgets and schedules for the implementation plans.
6.4 The Consultant shall conduct Oversight Committee Meeting "Implementation Plan Workshop".
6.5 The Consultant shall refine preferred Plan, schedule and budgets.
DELIVERABLES: Implementation Plan Options, Refined Implementation Plan, Budget, and
Schedule.
MEETINGS: One Project Management Team (PMT) Meeting, one Oversight
Committee Meeting.
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7.0 FINAL REPORT
The Consultant shall compile the information developed in phases 1-6 into Final Report Draft W. The
Consultant shall develop additional graphics and exhibits as required to supplement or clarify the
information prepared in the previous phases. The consultant shall coordinate the review of the report by a
technical review committee who will be assembled for the sole purpose of proofreading the report. The
Consultant shall distribute Final Report Draft #1 to the City and the technical review committee for
review. The consultant shall collect and incorporate review comments and suggestions into the Report for
preparation of Final Report Draft #2 distribution.
The Consultant shall present Final Report Draft #2 to the PMT at Meeting #9. The consultant shall
prepare a power point slide presentation of the Final Report Draft #2 for Council. The Consultant shall
present the Final Report presentation to Council at Council Presentation #3: Final Report. The
Consultant shall collect and respond to Council comments and prepare the Final Report for distribution.
7.1 The Consultant shall compile information from Phases 1-6.
7.2 The Consultant shall issue Draft Report for comment.
7.3 The Consultant shall incorporate Review Comments.
7.4 The Consultant shall conduct Project Management Team (PMT) Meeting (8).
7.5 The Consultant shall prepare Council Presentation.
7.6 The Consultant shall present Plan Recommendations to City Council, Council Presentation #3.
7.7 The Consultant shall incorporate comments and make revisions to the Final Report for
distribution.
DELIVERABLES: Compile Information from Phases 1-6, Draft #1 and #2 Final Report,
Council Presentation, Final Report
MEETINGS: One Project Management Team (PMT) Meeting, One Council
Presentation
II OPTIONAL SERVICES: The following services are not included in the Consultant's Basic Services
and shall be provided, for Additional Compensation, if directed by the City. The scope of work for these
optional services will be based on the detailed descriptions of phases 2.0 Building Evaluations and 4.0
Development Strategies as included in Basic Services.
2.0 Additional Building Evaluations
2.1 Architectural analysis of three (3) parking structures and the San Rafael Redevelopment Offices
(aka The Blue House).
2.2 Structural Analysis of three (3) parking structures and the San Rafael Redevelopment Offices
(aka The Blue House).
2.3 Electrical analysis of three (3) community centers for the addition of emergency generators.
2.4 Mechanical analysis of one (1) facility.
4.0 Development Strategies
4.1 Develop building strategies based on programmatic need.
4.2 Prepare structural Schematic Design drawings for three (3) parking structures, and the San Rafael
Redevelopment Offices (aka The Blue House).
4.3 Prepare estimates of probable construction cost and budgets for the three (3) parking structures
and the San Rafael Redevelopment Offices (aka The Blue House).
III ADDITIONAL SERVICES: The following services are not included in the Consultant's Basic Services
and shall be provided, for additional compensation, if directed by the City.
1.0 Engineering and Environmental Studies.
3.0 Community or Public Meetings
MAFee Proposals\San Rafael SM -DM Study\Fee Proposal\Client Fee Proposal\Final EXHIBIT-A.doc Page 6
4.0 Additional Project Meetings and Presentations.
3.0 Perspective Renderings.
4.0 Scale Models.
5.0 As -Built documentation.
6.0 Detailed Analysis of other site and buildings.
7.0 Hazardous materials testing and evaluation and design of mitigation methods.
8.0 Other services not specifically identified under Basic Services above.
M:\Fee Proposals\San Rafael SM -DM Study\Fee Proposal\Client Fee Proposal\Final EXHIBIT -A doc Page 7
1.0
2.0
3.0
EXHIBIT B
COMPENSATION
COMPENSATION FOR BASIC SERVICES identified in Exhibit A shall be calculated according to
the following rates and schedules:
1.1 Compensation for Basic Services shall be a lump sum of One Hundred Eighty Three
Thousand Four Hundred Eighty Five Dollars ($183,485.00).
Principal
1.2 Basic Compensation per project phase shall not exceed the following portions of the Basic
Services total compensation unless approved by the architect:
$120.00
1.0 Project Initiation
$ 6,790
2.0 Building Evaluations
$ 77,240
3.0 Program Confirmation
$ 11,150
4.0 Development Strategies
$ 55,440
5.0 Maintenance Plan
$ 11,885
6.0 Implementation Plan
$ 11,300
7.0 Final Report
$ 9.680
Total:
$183,485
COMPENSATION FOR OPTIONAL ADDITIONAL SERVICES identified in Exhibit A shall be a
lump sum of Seventy Four Thousand Seven Hundred Fifty Five Dollars ($74,755).
2.1 Optional Additional Services
1.0 Building Evaluations
2.0 Development Strategies
Total:
$ 48,755
$ 26.000
$ 74,755
COMPENSATION FOR OTHER ADDITIONAL SERVICES shall be on an hourly basis at the
following rates
3.1 Hourly Rates
Principal -In -Charge
$150.00
Principal
$135.00
Project Manager
$120.00
Professional I
$110.00
Professional lI
$100.00
Professional III
$ 90.00
Technical I
$100.00
Technical II
$ 90.00
Technical III
$ 80.00
Technical IV
$ 70.00
Project Support
$ 65.00
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4.0 COMPENSATION FOR REIMBURSABLE EXPENSES
4.1 Reimbursable expenses are in addition to compensation for Basic and Additional Services in
Exhibit A and include expenses inured by the Contractor, and sub -consultants in the interest
of the project, as identified in the following clauses. Reimbursable Expenses related to the
Project, whether for in-house, consultant or client use, are billable at one and ten hundredths
(1.10) times direct cost or at the rates indicated below. Such costs include, but are not
necessarily limited to:
■ CAD plotting of Check Sets and Presentation Drawings: $2.00 per square foot.
■ Outside service printing/copying of drawings and documents of any size.
■ In-house black and white printing/copying of drawings larger than 11 "x 17": $.50 per square
foot.
■ In-house black and white photo -copying for draft and final reports and specifications: $.20
per page
■ Software purchase and licensure on behalf of the client.
■ Postage, delivery and messenger service.
■ Photographic and digital imaging, including color and gray scale copies of any size.
■ Overtime expenses with prior client approval.
■ Architectural renderings and scale models.
■ Sub -consultant costs for photography or special graphics.
■ Presentation boards.
■ Facilitation tools.
■ Workshop accessories.
■ Workshop facilitation materials.
■ Travel expenses
■ In-house production of photography or special graphics.
The following expenses are included in the hourly billing rates and are not billed separately:
■ In-house printing/copying of 11" x 17" or smaller for in-house and consultant use, except
as indicated above
■ Telephone and fax usage
4.2 Compensation for Reimbursable Project Expenses for Basic Services shall not exceed Nine
Thousand, Two Hundred Dollars ($9,200) without approval by the City.
4.3 Compensation for Reimbursable Project Expenses for Optional Additional Services shall not
exceed One Thousand Five Hundred Dollars ($1,500) without approval by the City.
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