HomeMy WebLinkAboutPW Child Care Modular Building Replacement____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 4-3-673
Council Meeting: 12/18/2017
Disposition: Resolution 14441
Agenda Item No: 4.n
Meeting Date: December 18, 2017
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin,
Director of Public Works
City Manager Approval: __________
File No.: 06.01.238
TOPIC: CHILD CARE MODULAR BUILDING REPLACEMENT
SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING AND
AUTHORIZING THE CITY MANAGER TO APPROVE A PROFESSIONAL SERVICES AGREEMENT
WITH DANADJIEVA HANSEN ARCHITECTS, INC. FOR PROFESSIONAL DESIGN SERVICES
ASSOCIATED WITH THE CITY CHILDCARE MODULAR BUILDING REPLACEMENT, CITY
PROJECT NO. 11332, FOR A CONTRACT AMOUNT NOT TO EXCEED $113,000.
RECOMMENDATION: Adopt the resolution.
BACKGROUND: The City of San Rafael has provided on-site child care services in the Dixie School District
since the early 1980’s. The City has established a program, in cooperation with the school district to
install portable classrooms on the school campuses for on-site child care programs. The advantages of
modular buildings are that they provide permanent classroom space for childcare, sufficient square
footage to meet licensing requirements, and they save on rental costs.
A total of two modular buildings are recommended for replacement. The existing modulars at Mary
Silveira Elementary School (located in Marinwood), and Dixie Elementary School (located in Lucas Valley)
have reached the end of their useful life and need to be replaced. Both modulars to be replaced are
more than 20 years old. Based on discussions with Community Services a modular building needs to be
added to Vallecito Elementary School (located in Terra Linda). The child care program at Vallecito School
is currently at capacity and the additional portable will help increase the number of children that are
able to be accommodated at this facility. The new modular at Vallecito will be installed in an under-
utilized area directly behind the existing modular building. It is important that replacement of all of the
modulars occur when school is not in session in order to minimize the impact to school and childcare
programs.
In July 2017, Department of Public Works issued a Request for Proposal (RFP) for design services to
three local architectural firms, which have direct experience with Community Care Licensing (a
requirement for the project) and are familiar with the process of working with the State Architect on
school properties. The Department of Public Works received one proposal from Danadjieva Hansen
Architects, Inc. (DHA) in August 2017.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
ANALYSIS: Community Services and Public Works Staff have met with representatives from DHA, visited
each site and discussed the scope of the project directly with their project lead. Staff recommends
moving forward with developing a plan, specification and estimate for replacing these temporary
buildings. Based on criteria specified in the RFP including, but not limited to, understanding of the work
to be done, previous experience with similar projects, qualified personnel, and familiarity with City
standards and the local area, staff recommends contracting with DHA for design of the modular
facilities.
Upon completion of design, actual construction and replacement is anticipated to begin at the end of
the school year in June 2018. Staff will return to Council to seek approval for construction and
installation bids once are received in the spring of 2018.
FISCAL IMPACT: This project is in the City’s Capital Improvement program. This project will be funded
through the City’s Childcare (fund #208). Over the last several years, Fund 208 has been accumulating a
fund balance in anticipation of the replacement of these specific buildings.
Following action by the Council, the noted funds will be transferred from Fund #208 to the Building Fund
#603 where the expenditures will be managed for this project.
OPTIONS:
1. Adopt the resolution approving and authorizing the City Manager to execute the professional
services agreement with Danadjieva Hansen Architects, Inc. for design services for the City
Childcare Modular Building Replacement in an amount not to exceed $113,000.
2. Do not accept the proposal from Danadjieva Hansen Architects, Inc. and direct staff to reissue
the RFP. This option may delay the construction on this project into the summer of 2019 such
that further deterioration to these buildings may occur.
3. Do not accept the proposal from Danadjieva Hansen Architects, Inc. and provide further
direction to staff.
RECOMMENDATION:
Adopt the resolution authorizing the City Manager to execute the professional services agreement with
Danadjieva Hansen Architects, Inc. for the design services for City Childcare Modular Building
Replacement in an amount not to exceed $113,000.
ATTACHMENTS:
1. Resolution, with Exhibit 1-Professional Services Agreement
2. Exhibit A to Professional Services Agreement – Proposal
RESOLUTION NO. 14441
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING AND
AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES
AGREEMENT WITH DANADJIEVA HANSEN ARCHITECTS, INC. FOR PROFESSIONAL
DESIGN SERVICES ASSOCIATED WITH THE CITY CHILD CARE MODULAR BUILDING
REPLACEMENT PROJECT, FOR A CONTRACT AMOUNT NOT TO EXCEED $113,000.
______________________________________________________________________________
WHEREAS, the Community Services Department manages the City’s Childcare
program; and
WHEREAS, modular buildings located at the Dixie Elementary School and the Mary
Silveira Elementary School are more than 20 years old and in need of replacement; and
WHEREAS, existing space is available at Vallecito Elementary School to add an
additional modular building for the City’s Childcare program; and
WHEREAS, funding for design is available through the City’s Childcare Fund 208; and
WHEREAS, City staff determined that design services from qualified consultants were
required for this project to prepare initial plans, specification, estimates and associated approvals for the
City Childcare Modular Building Replacement Project; and
WHEREAS, the City staff issued a Request for Proposals (RFP) to multiple design firms
to prepare the plans, specifications and estimates for the City Childcare Modular Building Replacement
Project; and
WHEREAS, Danadjieva Hansen Architects, Inc. provided a proposal for developing
construction level documents to support the City Childcare Modular Building Replacement Project; and
WHEREAS City Staff reviewed the revised proposal from Danadjieva Hansen
Architects, Inc. and found it responsive to criteria specified in the RFP including, but not limited to,
understanding of the work to be done, previous experience with similar projects, qualified personnel, and
familiarity with City standards and the local area.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San
Rafael hereby approves and authorizes the City Manager to execute a Professional Services Agreement
with Danadjieva Hansen Architects, Inc., in the form attached hereto as Exhibit “1” and incorporated
herein by reference, subject to final approval as to form by the City Attorney, in an amount not to exceed
$113,000.
BE IT FURTHER RESOLVED that appropriation funding from the City’s Childcare
Fund 208 will be transferred to and managed from the Building Fund 603.
BE IT FURTHER RESOLVED that the Director of Public Works is hereby authorized
to take any and all such actions and make changes as may be necessary to accomplish the purpose of this
resolution.
I, ESTHER C. 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 on the 18th day of December 2017, by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
_______________________________
ESTHER C. BEIRNE, City Clerk
File No.: 06.01.238
From:David Nicholson
To:Lindsay Lara
Cc:Kevin McGowan; Kathryn Nelson; Hunter Young
Subject:DHA PSA Cancellation
Date:Friday, March 08, 2019 6:54:46 AM
Attachments:image003.png
Hi Lindsay,
We ended up not executing the professional services contract with Danadjieva Hansen Architects,
Inc (DHA) for the Daycare classroom replacement project. We decided to reevaluate the project and
went with a different approach that didn’t require DHA’s services.
Thank you.
David Nicholson, P.E. | City of San Rafael
Department of Public Works, Engineering/CIP
Office 415.485.3454
Cell 415.450.1103
David.Nicholson@cityofsanrafael.org
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AGREEMENT FOR PROFESSIONAL SERVICES WITH
DANADJIEVA HANSEN ARCHITECTS, INC. FOR DESIGN SERVICES FOR THE CITY
DAYCARE MODULAR BUILDING REPLACEMENT PROJECT
This Agreement is made and entered into this _______ day of _______________, 2017, by and
between the CITY OF SAN RAFAEL (hereinafter "CITY"), and DANADJIEVA HANSEN
ARCHITECTS, INC., a corporation authorized to do business in California (hereinafter
"CONSULTANT").
RECITALS
WHEREAS, the CITY has determined that professional engineering design services are required
in connection with developing plan, specifications, and estimates associated with City Daycare Modular
Building Replacement Project; and
WHEREAS, the CONSULTANT has agreed to render such services;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY’S Project Manager. The Director of Public Works 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. CONSULTANT’S Project Director. CONSULTANT shall assign a single PROJECT
DIRECTOR to have overall responsibility for the progress and execution of this Agreement for
CONSULTANT. Fani Hansen is hereby designated as the PROJECT DIRECTOR for CONSULTANT.
Should circumstances or conditions subsequent to the execution of this Agreement require a substitute
PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten (10) business
days of the substitution.
2. DUTIES OF CONSULTANT.
CONSULTANT shall perform the duties and/or provide the services described in
CONSULTANT’S letter dated November 3, 2017, marked as Exhibit “A,” attached hereto, and
incorporated herein.
3. DUTIES OF CITY.
CITY shall compensate CONSULTANT as provided in Paragraph 4, and shall provide
assistance and site access to CONSULTANT as described in Exhibit "A" attached hereto and
incorporated herein.
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4. COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall pay
CONSULTANT on a time and materials basis for services rendered in accordance with the rates shown
in the “Hourly Rates and Billing Policy” included in Exhibit "A" attached and incorporated herein, in an
amount not to exceed $113,000.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONSULTANT.
5. TERM OF AGREEMENT.
The term of this Agreement shall commence upon the date of execution of this Agreement and end
on September 15, 2018 when the work shall have been completed, unless the parties agree to extend this
Agreement for another 90 days, as approved in writing by City Manager.
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.
D. Return of Documents. Upon termination, any and all CITY documents or materials
provided to CONSULTANT and any and all of CONSULTANT'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.
A. Upon completion of all work under this Agreement, ownership and title to all reports,
documents, plans, specifications, and estimates produced as part of this Agreement will automatically be
vested in the CITY; and no further agreement will be necessary to transfer ownership to the CITY.
CONSULTANT shall furnish to CITY all necessary copies of data needed to complete the review and
approval process.
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B. It is understood and agreed that all calculations, drawings and specifications, whether in hard
copy or machine-readable form, are intended for one-time use in the construction of the project described in
Exhibit A.
C. CONSULTANT shall not be liable for claims, liabilities, or losses arising out of, or
connected with the modification or misuse by CITY of, the machine-readable information and data provided
by CONSULTANT under this Agreement; further, CONSULTANT shall not be liable for claims, liabilities,
or losses arising out of, or connected with any use by CITY of the project documentation on other projects in
addition to the project that is described in Exhibit A, or for the completion of the project described in Exhibit
A by others, except only such use as may be authorized in writing by CONSULTANT.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for inspection
and audit, all documents and materials maintained by CONSULTANT in connection with its performance of
its duties under this Agreement. CONSULTANT 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 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, CONSULTANT 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 one million dollars
($1,000,000) per claim/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the
CONSULTANT's performance of services under this Agreement. Where CONSULTANT is a professional
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not required to have a professional license, CITY reserves the right to require CONSULTANT to provide
professional liability insurance pursuant to this section.
4. If it employs any person, CONSULTANTshall maintain worker's compensation
insurance, as required by the State of California, with statutory limits, and employer’s liability insurance
with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease .
CONSULTANT’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 CONSULTANT in
subparagraph A of this section above shall also meet the following requirements:
1. Except for professional liability and Worker’s Compensation 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 CONSULTANT’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
CONSULTANT’S policies shall be at least as broad as ISO form CG20 01 04 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.
4. . By execution of this Agreement, CONSULTANT hereby grants to CITY a
waiver of any right to subrogation which any insurer of CONSULTANT may acquire against CITY by
virtue of the payment of any loss under such insurance. CONSULTANT agrees to obtain any
endorsement that may be necessary to effect this waiver of subrogation, but this provision applies
regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer.
5. 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.
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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 CONSULTANT'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 CONSULTANT shall procure a bond guaranteeing
payment of losses and related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONSULTANT 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
CONSULTANT. Failure to exercise this right shall not constitute a waiver of the right to exercise it later.
The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City
Attorney.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., CONSULTANT 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 reasonable attorney's fees, expert fees and all other costs and fees of litigation, (collectively
“CLAIMS”), arising out of CONSULTANT’S performance of its obligations or conduct of its operations
under this Agreement. The CONSULTANT'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
CONSULTANT'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 CONSULTANT’s work or work product by the CITY or any of its directors, officers or
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employees shall not relieve or reduce the CONSULTANT’s indemnification obligations. In the event the
City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from
CONSULTANT’S performance of or operations under this Agreement, CONSULTANT 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 CONSULTANT 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, CONSULTANT 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 CONSULTANT 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.
CONSULTANT 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.
CONSULTANT 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.
CONSULTANT shall perform all services under this Agreement in accordance with these laws, ordinances,
codes and regulations. CONSULTANT 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 applicable laws, ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONSULTANT 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.
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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: Bill Guerin
Director of Public Works
City of San Rafael
111 Morphew Street
San Rafael, CA 94901
TO CONSULTANT’s Project Director: Fani Hansen
Danadjieva Hansen Architects, Inc.
PO Box 868
Tiburon, CA 94920
16. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and
employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY.
CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, 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.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONSULTANT 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 CONSULTANT 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.
18. SET-OFF AGAINST DEBTS.
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CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under
this Agreement, any monies which CONSULTANT 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.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business
license as required by the San Rafael Municipal Code CONSULTANT 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 CONSULTANT has provided CITY with a completed Internal Revenue Service
Form W-9 (Request for Taxpayer Identification Number and Certification).
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.
CITY OF SAN RAFAEL CONSULTANT
______________________________ By:______________________________
JIM SCHUTZ, City Manager
Printed Name:_____________________
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Title of Corporate Officer:________________
ATTEST:
and,
______________________________ By: ______________________________
ESTHER C. BEIRNE, City Clerk
Printed Name: _____________________
Title of Corporate Officer: __________________
APPROVED AS TO FORM:
_________________________________
ROBERT F. EPSTEIN, City Attorney
DHA
DANADJIEVA HANSEN ARCHITECTS Inc .
November 3, 2017
City of San Rafael Public Works Department
Attn: David Nicholson
111 Morphew Street,
San Rafael, CA 94901
Re. Site Design Services for Replacement of Modular Buildings at
Dixie, Mary Silvera and Vallecito Elementary Schools
Dear Mr. Nicholson,
Thank you for clarifying the Scope of the Work for the site design in connection with
the site adaptation of three identical, DSA approved, modular classrooms located on
three different sites in San Rafael. Your total Construction Budget is $813,000.
As we understand the three Modular classrooms, approximately sized 24' x 40 ',
manufactured offsite, will be procured by the City of San Rafael for onsite installation
for the purpose of cost savings, reducing schedules, site disruption , and waste
generation. Mechanical , Electrical, and Fire Suppression will be fitted on site.
DHA has a wide range of experience in designing educational facilities Much of this
work has resulted from winning competitions, planning with public sector clients, and
translating their goals into physical forms on and below budget.
The attached proposal outlines the tasks within the different phases of the work. We
are sensitive to your Budget and with your assistance, will be making every effort to
reduce your construction Budget. We count on your collaboration. As requested we
reduced our original proposal dated August 3,2017 from $ 148,000 to $113,000 .
We appreciate the opportunity to provide the services outlined in our Work Scope
attached. We are looking forward to entering into an Agreement with you soon.
Respectfully,
Fani Hansen, AlA, LEED AP, BD+C, DHA, Inc ,
po BOX 868 TIBURON CAliFOR NI A 94920 P: 415435-5767 F : 415435-4240 WWW.HANSENARCHITECTS.COM
DHA
DANADJIEVA HANSEN ARCHITECTS. Inc
City of San Rafael Modular Buildings ,
Legelld:
Tasi{, Time, Level of Effort and Cost p= Principal
s= Staff, technical
Task DESCRIPTION DATE Time Cost
No. FINISH Hours $
P S P S Total
PHASE Authorization
Authorization and approval to proceed with
1.01 Work Nov.l?
1.02 Preparation of Data base
Confirm space needs, site requirements 2 300 300
Prepare Photographic files 2 4 300 400 700
Review City prepared Surveys 9 1350
Review City's Outline Specifications 2 300 0 300
Determine Approval Process and timing 2 300 0 300
Meet on sites with Citis maintenance personel 6 900 0 900
Check existing conditions, Field 24 12 3600 1200 4800
Prepare Demolition Plans, buildings and site 12 30 1800 3000 4800
Owner Supplied data Coordination 2 300 300
Manufacturer's Design Consultation 8 8 1200 800 2000
Material research, Local participation 6 900 0 900
Design Criteria, Zoning, Code 8 2 1200 200 1400
Subtotal 83 56 12450 5600 180501
1.03 Project Coordination
Discipline Coordination, Docs checking 8 1200 0 1200
Agency consulting, utilities, fire, City 6 900 0 900
Design Documentation! demo Drawings 8 40 1200 4000 5200
Structural Design consultation 8 6 1200 600 1800
Electrical Design consultation 8 6 1200 600 1800
HV AC Design consultation 8 6 1200 600 1800
Plumbing Design Consultation 2 6 300 600 900
Subtotal 48 64 7200 6400 136001
1.04 Design Development Phase
Owner!s review, update of Dwgs, authorization
Prepare Site Plan 12 24 1800 2400 4200
Prepare Plans/Sect.! Elevations of Mfr.Prefab. 15 36 2250 3600 5850
Structural Design Documentation 21 24 3150 2400 5550
Electrical Design Documentation 12 24 1800 2400 4200
HV AC Design Documentation 12 12 1800 1200 3000
Plumbing Design Documentation 12 12 1800 1200 3000
Interior Design Documentation 6 4 900 400 1300
Specifications 12 4 1800 400
Review plans with approval authorities 6 8 900 800 1700
Subtotal 108 148 16200 14800 310001
.1.
DHA
DANADJIEVA HANSEN ARCHITECTS. Inc
City of San Rafael Modular Buildings ,
Legend:
Task, Time, Level of Effort and Cost p= Principal
S= Staff, technical
Task DESCRIPTION DATE Time Cost
No. FINISH Hours $
P S P S Total
1.05 Contract Documents Phase
Documents Checking 16 2400 2400
Demolition Plan 6 12 900 1200 2100
Site Plan documentation) Specifications 32 24 4800 2400 7200
Prepare Plans/Sect.! Elevations of Mfr.Prefab. 15 48 2250 4800 7050
Review plans with approval authorities 12 1800 1800
Details 8 24 1200 2400 3600
Structural Design Documentation 2 6 300 600 900
Electrical Design Documentation 6 9 900 900 1800
HV AC Design Documentation 12 6 1800 600 2400
Plumbing Design Documentation 12 6 1800 600 2400
Interior Design Documentation 6 4 900 400 1300
Specifications, 24 3600 0 3600
Probable Cost estimate 9 1350 0 1350
Review! Approvals 12 1800 0 1800
Construction Activity Plan 6 12 900 1200 2100
Review Construction Set with City 3 450 0 450
Update set per staff input 6 12 900 1200 2100
Subtotal 187 163 28050 16300 44350
1.06 Allowence (Bidding and Addendums by City) 10 2 1500 200 1700
1.07 AIIowcnce to assist City staff in construction
Respond to maximum 6 RFI's 18 6 2700 600 3300
1.08 Items to be provided by City of Sail Rafael
l. Moduler Unit Drawings and Specifications
2. As-Built Drawings and Surveys
3. Equipment list with power requirements
4 List of Approval agencies
Summary
1.02 Preparation of data base 18050
1.03 Project coordination . 13600
1.04 Design Development Phase 31000
1.05 Contract Document Phase 44350
1.06 Bidding (Allowance) 1700
1.07 Construction Administration (Allowance) 3,300
Contingencies 1,000
lU1AL • UUUI
ED 1702/AgrccmclIl Page 2 of2
.2.
STAFF REPORT APPROVAL
ROUTING SLIP
Staff Report Author: Kevin McGowan/David Nicholson Date of Meeting: 12/18/2017
Department: Public Works
Topic: CITY DAYCARE MODULAR BUILDING REPLACEMENT S
Subject: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING AND AUTHORIZING
THE CITY MANAGER TO APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH DANADJIEVA HANSEN
ARCHITECTS, INC. FOR PROFESSIONAL DESIGN SERVICES ASSOCIATED WITH THE CITY DAYCARE MODULAR
BUILDING REPLACEMENT PROJECT, FOR A CONTRACT AMOUNT NOT TO EXCEED $113,000.
Type: (check all that apply) ☒ Consent Calendar ☐ Public Hearing
☐ Discussion Item ☒ Resolution ☐ Ordinance
☐ Professional Services Agreement ☐ Informational Report
*If PSA, City Attorney approval is required prior to start of staff report approval process
Was agenda item publicly noticed? ☐ Yes ☐No Date noticed: ☐Mailed ☐Site posted ☐Marin IJ
Due Date Responsibility Description Completed
Date Initial / Comment
DEPARTMENT REVIEW
FRIDAY noon
12/1
Director Director approves staff
report is ready for ACM,
City Attorney & Finance
review.
12/1/2017
☒
BG
CONTENT REVIEW
MONDAY
morning
12/4
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will review items,
make edits using track
changes and ask questions
using comments. Items will
be returned to the author
by end of day Wednesday.
Click here to
enter a date.
12/8/2017
12/5/2017
☒
☒
LG
☒
Van-add appropriation
DEPARTMENT REVISIONS
WEDNESDAY
noon
12/6
Author Author revises the report
based on comments
receives and produces a
final version (all track
changes and comments
removed) by Friday at
noon.
Click here to
enter a date.
☒
ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL
MONDAY
morning
12/11
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will check to see
their comments were
adequately addressed and
sign-off for the City
Manager to conduct the
final review.
Click here to
enter a date.
Click here to
enter a date.
12/11/2017
☒
☒
☒
Van Bach
TUES
noon
12/12
City Manager Final review and approval 12/13/2017 ☒
JS