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