HomeMy WebLinkAboutPW Falkirk Renovation Assessment Engineering ServicesAGREEMENT FOR PROFESSIONAL SERVICES FOR ENGINEERING ASSISTANCE
WITH FALKIRK RENOVATION ASSESSMENT*
This Agreement is made and entered into this 19 day of MAY'Ch 120A, by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and TERRACON
CONSULTANTS, INC. (hereinafter "CONTRACTOR").
RECITALS
WHEREAS, professional assistance is needed to develop a study of the historic Falkirk
Mansion in San Rafael that establishes the cost, over a 10- to 15 -year period, to maintain/repair and
improve the facility systems of the building; and
WHEREAS, the study shall include but is not limited to evaluating the current components
of the building such as roofing, heating and ventilation, plumbing, electrical, foundations,
accessibility, windows, exterior and interior wall treatments, flooring and all aspects needed to keep
this facility functioning per it current use; and
WHEREAS, CONTRACTOR is well qualified to assist the CITY with evaluation of this
historical building and can produce a report that identifies the cost for maintenance/repair and
improvements to keep this building functioning;
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 perfonn the duties and/or provide services outlined in the
CONTRACTOR'S proposal for "Development of Opinion of Probable Costs for Ten Year
Renovation Requirements" dated February 21, 2019, marked as Exhibit "A," attached hereto, and
*Agreement title correction made 6 20 2019
074
AGREEMENT FOR PROFESSIONAL SERVICES FOR ENGINEERING ASSISTANCE
WITH THE LOCH LOMOND 10 ASSESSMENT DISTRICT
This Agreement is made and entered into this Zday ofukru
, 20 by
and between the CITY OF SAN RAFAEL (h reinafter "CIT " ), and TE ON
CONSULTANTS, INC. (hereinafter "CONTRACTOR").
RECITALS
WHEREAS, professional assistance is needed to develop a study of the historic Falkirk
Mansion in San Rafael that establishes the cost, over a 10- to 15 -year period, to maintain/repair and
improve the facility systems of the building; and
WHEREAS, the study shall include but is not limited to evaluating the current components
of the building such as roofing, heating and ventilation, plumbing, electrical, foundations,
accessibility, windows, exterior and interior wall treatments, flooring and all aspects needed to keep
this facility fiunctioning per it current use; and
WHEREAS, CONTRACTOR is well qualified to assist the CITY with evaluation of this
historical building and can produce a report that identifies the cost for maintenance repair and
improvements to keep this building fiinctioning;
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 outlined in the
CONTRACTOR'S proposal for "Development of Opinion of Probable Costs for Ten Year
Renovation Requirements" dated February 21, 2019, marked as Exhibit "A," attached hereto, and
� -3 -cM
incorporated herein.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as
described in Exhibit "A" attached hereto and incorporated herein
4. COMPENSATION.
For the full performance of the services described herein by CONTRACTOR, CITY shall pay
CONTRACTOR as follows: On a flat fee basis for services as shown in Section 3.0 of Exhibit A,
CONTRACTOR'S Proposed Compensation, in a total contract amount not to exceed $17,378.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONTRACTOR.
5. TERM OF AGREEMENT.
The term of this Agreement shall be for one (1) year commencing on March 4, 2019 and
ending on March 5, 2020. Upon mutual agreement of the parties, and subject to the approval of the
City Manager the term of this Agreement may be extended for an additional period of one(1) year(s).
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 CONTRACTOR and any and all of CONTRACTOR's documents and materials
prepared for or relating to the performance of its duties under this Agreement, shall be delivered to
CITY as soon as possible, but not later than thirty (30) days after termination.
7. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONTRACTOR in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement, which shall
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
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, 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 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 CONTRACTOR's performance of services under this Agreement. Where
CONTRACTOR is a professional not required to have a professional license, CITY reserves the
right to require CONTRACTOR to provide professional liability insurance pursuant to this section.
4. If it employs any person, CONTRACTOR shall maintain worker's
compensation 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 of this section above shall also meet the following requirements:
1. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
3
agents, employees, and volunteers, as additional insureds (for both ongoing and completed
operations) under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance policies
shall be "primary and noncontributory" with respect to any insurance or coverage maintained by
CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The
"primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as
ISO form CG20 0104 13.
3. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. 4By 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. If the insurance is written on a Claims Made Form, then, following termination
of this Agreement, said insurance coverage shall survive for a period of not less than five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before
CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or
limits shall be available to CITY or any other additional insured party. Furthermore, the requirements
for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or
(2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the named insured; whichever is greater.
C. Deductibles and SIR's. Any deductibles or self-insured retentions in
CONTRACTOR's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any
self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be
satisfied by either the named insured or CITY or other additional insured party. At CITY's option,
the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to
CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT
MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance
evidencing the insurance coverage required in this Agreement; (2) a copy of the policy
declaration page and/or endorsement page listing all policy endorsements for the commercial
general liability policy, and (3) excerpts of policy language or specific endorsements evidencing
the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain
a full certified copy of any insurance policy and endorsements from CONTRACTOR. Failure
to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance
shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the fullest
extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold
harmless CITY, its officers, agents, employees and volunteers (collectively, the "City
Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of
any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of
litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its
obligations or conduct of its operations under this Agreement. The CONTRACTOR's obligations
apply regardless of whether or not a liability is caused or contributed to by the active or passive
negligence of the City Indemnitees. however, to the extent that liability is caused by the active
negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's
indemnification obligation shall be reduced in proportion to the City Indemnitees' share of
liability for the active negligence or willful misconduct. In addition, the acceptance or approval
of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding
arising from CONTRACTOR'S performance of or operations under this Agreement,
CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse
the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in
defense of such claims.
B. Where the services to be provided by CONTRACTOR under this
Agreement are design professional services to be performed by a design professional as that term
is defined under Civil Code Section 2782.8, then, to the extent permitted by law including without
limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONTRACTOR shall indemnify and
hold harmless the CITY and its officers, officials, and employees (collectively City Indemnitees)
from and against damages, liabilities or costs (including incidental damages. Court costs,
reasonable attorney's fees as may be determined by the Court, litigation expenses and fees of
expert witnesses incurred in connection therewith and costs of investigation) to the extent they are
caused by the negligence, recklessness, or willful misconduct of CONTRACTOR, or any
subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for
whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and
indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by
the negligence or willfiil misconduct of such City Indemnitee.
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 TI IIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
15. NOTICES.
All notices and other communications required or permitted to be given Linder 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
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
TO CONTRACTOR's Project Director: Andrew Weber
Terracon Consultants, Inc.
5075 Commercial 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 of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONTRACTOR and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject
matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONTRACTOR and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the
terms and conditions of the attached exhibits or the documents expressly incorporated by reference,
the terms and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR
under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance,
agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or
other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of
this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation
of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent
acceptance by either party of any fee, performance, or other consideration which may become due or
owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation
by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance
or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and
all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any
work performed under this Agreement, until CONTRACTOR has provided CITY with a completed
Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification).
22. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fiilfilled, and shall apply to both Parties' respective
successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed in any number of counterparts, each of which shall be
deemed an original, but all of which together shall constitute one document. Counterpart signature
pages may be delivered by telecopier, email or other means of electronic transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
- V- &tJ
TZ, Ci anager
rs
r
CONTRACTOR
ATTEST:
Title:
ROBERT F. EPSTEIN, CVy Attd ey
[If Contractor is a corporation, add signature of second
corporate officer]
LINDSAY LARA, City Clerk
By:
APPROVED AS TO FORM:
Name:
Title:
ROBERT F. EPSTEIN, CVy Attd ey
EXHIBIT A
Irerracon
February 21, 2019
City of San Rafael
Public Works Department
111 Morphew Street
San Rafael, CA 94901
Attention: Mr. Kevin McGowan
Assistant Public Works Director
Subject: Development of Opinion of Probable Costs for Ten Year Renovation
Requirements
Falkirk Cultural Center
1408 Mission Avenue
San Rafael, California 94901
Terracon Proposal #PFS196007
Dear Mr. McGowan:
Terracon Consultants, Inc. (Terracon) appreciates the opportunity to submit this proposal to the
City of San Rafael ("City") to provide additional facilities consulting services for the above -
referenced site.
1.0 BACKGROUND INFORMATION
Terracon completed a Facility Condition Assessment (FCA) of 18 buildings owned and managed
by the City of San Rafael. We delivered a draft report of our findings in November 2018 and
recently sent a revised update of the report in January Of 2019.
One of the buildings included in the FCA was the Falkirk Cultural Center, sometimes referred to
as the Falkirk Mansion. We understand that the Public Works Department has recently been
asked to identify the detailed maintenance items needed to keep the Falkirk Mansion functioning
for the next ten years.
The Falkirk Cultural Center is an elegant three-story home, a blend of Queen Ann and Eastlake
styles, built in 1888. The building is currently listed on the National Register of Historic Places.
Any proposed repairs or replacements as part of the planned renovations must take into account
the historic nature of the building and be performed per the Secretary of the Interior Standards for
Historic Restoration. Should the City decide to keep the building, they want to maintain the historic
status of the building.
Terracon Consultants, Inc. 1891 North Broadway, Suite 385 Walnut Creek CA 94596
P (925) 464-4600 F (925) 464-4601 terracon corn
EXHIBIT A
City of San Rafael - Falkirk Cultural Center Irerracon
Development of Opinion of Probable Costs for Ten Year Renovation Requirements
February 21, 2019
Terracon Proposal #PFS196007
Over the next 10 years, the City has identified the need to address the following renovation
activities:
1. Complete tear -off of existing roof and replacement
2. Repainting the full exterior
3. Replace windows
4. Replace furnace and/or other HVAC systems
5. Install new electrical wiring to address safety concerns
6. Restroom upgrade (Accessible Restroom required)
7. Replace flooring
8. Repainting the interior
Work envisioned is not spot maintenance, but rather full system repairs or replacements
performed by outside contractors.
During the FCA project, Terracon identified a number of Work Items that represent deferred
maintenance at the building and require repairs or replacements to address the deficiencies. The
Work Items appear to be included in the City's list of renovation activities listed above. Any Work
Items beyond the City's list of renovation activities will be included in the scope of work.
97677
Replace wallpaper in dining hall
97958
Remove abandoned 1930s electrical wiring
97665
Replace single -ply modified bitumen roof system
97664
Repair disconnected downspout
97660
Repair mortar joints in localized areas, approx. 50SF
97662
Replace cracked glass, approx. 5%
97661
Repair wood shingles, approx. 5%
97671
Replace cracked and failed wall plaster
97668
Patch and replace plaster ceiling
97666
Repair cracked wood floors
97663
Re -paint building exterior. touch-up only, approx. 10%
97650
Relocate gas meter at obstructed electric panel
97957
Remove abandoned furnace
Table 1- Deferred Maintenance Work Items Identified during FCA
During the FCA project, Terracon also identified several building components that should be
considered for replacement in the next ten years. Each of these components are forecasted to
reach the end of their estimated useful service life (EUL) before 2029. Table 2, shown below,
includes the list of Capital Renewal Items that will be considered as part of the renovation scope
in addition to the City's list described above.
itCity of San Rafael, Proposal for Development of Opinion of Probable Costs, Falkirk Cultural Center 2 P a a e
EXHIBIT A
drive model,
City of San Rafael - Falkirk Cultural Center
Plumbing
, Plumbing Fixtures
Irerracon
Development of Opinion of Probable Costs for Ten Year Renovation
Requirements
2024
February 21, 2019
Terracon Proposal #PFS196007
wide
1
EA
5.8
2024
Interior
Carpeting
3,100
SF
41
2025
Finishes
Electrical Safety Switch, 240 V, 30 Amp
1
EA
-0.8
2019
HVAC Gas Fired Furnace, 100 MBH input, up flow, direct
1
EA
0.2
2019
drive model,
Fire Alarm System and Detection Devices (Limited
16,050
FSF
6 ;
HVAC Kitchen Exhaust/Make-Up Air - 2,000 CFM
1
EA
0.5
2019
Plumbing Residential Water Heater - Electric, 40 -gallon glass
2
EA
0.8
2019
lined tank, double element
6
2025
Electrical
Main Lugs, 120/208/240 V, 125 -amp, single phase
Electrical Interior Lighting, Incandescent, Surface Mounted, 75
16,050
SF
1
2020
to 150 -Watt lamps, 6 fixtures per 1000 SF
Interior Wallpaper
1,085
SF
3.5
2022
Finishes
Electrical Interior Lighting, Incandescent, Surface Mounted, 75
1,000
SF
4
2023
to 150 -Watt lamps, 12 fixtures per 1000 SF
HVAC Gas Fired Furnace, 100 MBH input, up flow, direct
1
EA
4.3
2023
Interior Wall Base Finishes 4,100 LF 8
Finishes
Electrical Exterior Lighting - Incandescent, wall mounted, 100 W 2 EA 8
Electrical Security System Device Outlet 1 EA
HVAC HVAC Controls, thermostats, various types 16,050 FSF
{
Fire Fire Extinguisher Dry Chemical Pressurized
L -i
2027
2027
2027
8 2027
5 EA 8 2027
Protection Standard Type, Portable, 2.5 Ib.
Table 2 - Capital Renewal Items Identified during FCA
itCity of San Rafael, Proposal for Development of Opinion of Probable Costs, Falkirk Cultural Center 3 P a a e
drive model,
Plumbing
, Plumbing Fixtures
16,050
FSF
5.3
2024
Range Hood, residential grade, vented, 2 speed, 42"
HVAC
wide
1
EA
5.8
2024
Interior
Carpeting
3,100
SF
6
2025
Finishes
Stairs
Carpet Stair Tread Finish
334
SF
6
2025
Electrical
Fire Alarm System and Detection Devices (Limited
16,050
FSF
6 ;
2025
Complexity)
Electrical
Exterior Lighting - Incandescent, wall mounted, 100 W
2
EA
6
2025
Electrical
Main Lugs, 120/208/240 V, 125 -amp, single phase
1
__...... _..... ..
EA
7.8
2026
Interior Wall Base Finishes 4,100 LF 8
Finishes
Electrical Exterior Lighting - Incandescent, wall mounted, 100 W 2 EA 8
Electrical Security System Device Outlet 1 EA
HVAC HVAC Controls, thermostats, various types 16,050 FSF
{
Fire Fire Extinguisher Dry Chemical Pressurized
L -i
2027
2027
2027
8 2027
5 EA 8 2027
Protection Standard Type, Portable, 2.5 Ib.
Table 2 - Capital Renewal Items Identified during FCA
itCity of San Rafael, Proposal for Development of Opinion of Probable Costs, Falkirk Cultural Center 3 P a a e
EXHIBIT A
City of San Rafael - Falkirk Cultural Center Irerracon
Development of Opinion of Probable Costs for Ten Year Renovation Requirements
February 21, 2019
Terracon Proposal #PFS196007
2.0 SCOPE OF WORK
2.1 Project Objectives
The City of San Rafael is interested in determining if they should continue to maintain the Falkirk
Cultural Center. Their intent is to determine if the cost of improvements needed over the next 10
years will be significantly more than the revenue they receive from renting and managing the
facility.
2.2 Project Approach
Terracon will furnish the personnel, services, equipment, materials, and other necessary
resources to complete the scope of work as outlined below. Our findings and conclusions will be
based on visual, non-destructive inspection techniques, interviews of persons knowledgeable
regarding the construction and maintenance history of the Falkirk Cultural Center, review of
existing building data and maintenance history, consideration of renovation activities impact on
maintaining status on the National Register of Historic Places, material quantification from plan
takeoffs and on-site measurements, and unit cost information from an industry standard cost
estimating resource.
Terracon plans to carry out the tasks listed below to provide information to the City that will help
them make decisions regarding the future use and management of the Falkirk Cultural Center.
1. Interview senior City staff, including Assistant Public Works Director, City facilities
maintenance supervisor, building engineers, and/or other individuals knowledgeable
regarding the construction and maintenance history of the subject building to obtain
information that supports the project objectives.
2. Review building plans provided to us to extract relevant background information
regarding the subject building.
3. Review information provided to us on past, current and/or planned Capital projects, and
current maintenance activities.
4. Quantify the inventory of as -built building components and equipment that would be
impacted by the City's list of planned renovations, plus other deferred maintenance and
capital renewal requirements forecasted for the next ten years based on Terracon's
previous Facility Condition Assessment of the subject building.
5. Develop cost estimates for repairs, replacements, alterations and/or new construction
that may be required to complete the list of City renovation projects. Costs will be
compiled for each project from line item task activities defined in the RSMeans Online
database, or other sources where they may be required.
6. Estimates will be entered using raw 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 raw costs to generate fully
burdened cost estimates. Cost estimates will be generated at a "preliminary planning"
level of detail and should be considered as order of magnitude estimates for potential
1 r City of San Rafael, Proposal for Development of Opinion of Probable Costs, Falkirk Cultural Center 4 P a a e
EXHIBIT A
City of San Rafael - Falkirk Cultural Center Irerracon
Development of Opinion of Probable Costs for Ten Year Renovation Requirements
February 21, 2019
Terracon Proposal #PFS196007
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.
7. Document our findings and conclusions in a written report supported by spreadsheet
cost estimate files.
8. Review draft and final deliverables to meet Terracon Quality Assurance/Quality Control
requirements.
2.3 Project Staffing
Listed below are summary outlines describing the staff we plan to assign to support this project.
The information describes their current position in the firm, their educational background and
years of work experience. It includes relevant professional registrations and certifications,
relevant experience and their proposed role on the project. Each of the individuals proposed for
this project were involved in the previous Facility Condition Assessment project performed for the
City.
Project Management
Douglas R. Baum, P.E.
Company Position: National Director of Facility Assessments
Education: Bachelor of Science, Civil Engineering, 1991, University of Cincinnati
Years' Experience: 28
Registrations: Registered Engineer, Ohio
Relevant Experience: Facility condition assessments, construction materials testing and
inspection, geotechnical explorations, roof replacement designs, contract administration, and
construction oversight.
Proposed Project Role: Senior Leadership, Authorized Project Reviewer
Andrew S. Weber, AIA
Company Position: Principal, Senior Consultant
Education: Master of Architecture, University of Wisconsin -Milwaukee, 1993; Bachelor of
Science, Architectural Studies, University of Wisconsin -Milwaukee, 1985
Years' Experience: 34
Registrations: Registered Architect: Arizona, Wisconsin, California (#C33666), Oregon;
National Council of Architectural Registration Boards Certificate (NCARB)
Relevant Experience: Facility condition assessments, property condition assessments, exterior
building enclosure investigation and repair, testing and evaluation of cladding materials, design
and repair of below and above grade waterproofing and roofing systems, peer reviews,
conceptual design, design development, construction document coordination, construction
administration, and comprehensive project management. Historic preservation assessment and
management.
Proposed Project Role: Project Manager
itCity of San Rafael, Proposal for Development of Opinion of Probable Costs, Falkirk Cultural Center 5 ; P a a e
EXHIBIT A
City of San Rafael - Falkirk Cultural Center Irerracon
Development of Opinion of Probable Costs for Ten Year Renovation Requirements
February 21, 2019
Terracon Proposal #PFS196007
Field Assessment and Report Production Staff
David Schultz
Company Position: Senior Facilities Professional
Education: Master of Science, Organizational Development, 2014, University of San
Francisco; Bachelor of Science, Facilities Management, 2007, Brigham Young University
Years' Experience: 11
Registrations/Certifications: Educational Facilities Professional — EFP (APPA)
Relevant Experience: Facility condition assessments, property condition assessments, cost
estimating, owner representation, managed in-house and outsourced facility maintenance
departments, general contractor, developed preventative maintenance plans, and established
performance standards for measuring and selecting Computerized Maintenance Management
Systems (CMMS).
Proposed Project Role: Field Assessor, Primary Cost estimator, Report Author
Chris Laswell
Company Position: Senior Facilities Professional
Education: Summer Program Certificate, Harvard University Graduate School of Design;
Bachelor of Science in Environmental Studies, Historic Preservation Minor, University of Oregon
Years' Experience: 5
Registrations/Certifications: Associate American Institute of Architects: No. 38599442
Relevant Experience: Facility condition assessments, property condition assessments,
accessibility and fair housing assessments, review of architectural and engineering drawings for
proposed construction, owner's representation/construction monitoring, specialty technical
assessments, evaluating historic and contemporary structures and architectural surveying.
Proposed Project Role: Field Assessor, Consultant Regarding Work on Historic Structures
2.4 Project Schedule
The effort we propose to complete this project is outlined below for the major tasks anticipated
for this project.
Client Interviews — Advance teleconference plus one-half day visit on site.
Background Data Review — One to two days prior to visiting the site.
Field Observations and Material Takeoffs — One to two days on site, with two field assessors.
Cost Estimating — Two to three days, off site.
Report Preparation — Three to five days for draft report. One to two days to make any changes
necessary after consideration of City review comments.
1 r City of San Rafael, Proposal for Development of Opinion of Probable Costs, Falkirk Cultural Center 6 P a a e
EXHIBIT A
City of San Rafael - Falkirk Cultural Center Irerracon
Development of Opinion of Probable Costs for Ten Year Renovation Requirements
February 21, 2019
Terracon Proposal #PFS196007
3.0 PROPOSED COMPENSATION
We plan to charge our fees for this project on a fixed fee, lump sum basis. All labor costs,
materials, travel expenses, and profit are included in this fee. The Lump Sum Price for this work
is $17,378.
A summary breakdown of our fees by project tasks is shown in Figure 1.
Project Management
7
$
1,124
$ -
$
- $
-
$
1,124
PM Meetings
15
$
2,248
$ -
$
- $
-
$
2,248
Assessment
44
$
6,310
$ -
$
- $
1,941
$
8,251
Cost Estimating
14
$
2,188
$ -
$
- $
-
$
2,188
Deliverables
22
$
3,567
$ -
$
- $
-
$
3,567
Total
102
$
15,437
$ -
$
- $
1,941
$
17,378
Figure 1 - Fee Proposal Summary
4.0 AUTHORIZATION
We assume that our work will be performed in accordance with a Professional Services
Agreement generated by the City, with terms and conditions as per the previous Agreement
between Terracon and the City generated for the Building Facility Assessment Support Project.
To authorize us to proceed, please email a written acceptance or Notice of Award referencing this
proposal to andy.weber@terracon.com.
We appreciate the opportunity to provide this proposal and look forward to working with you on
this project. If you have any questions or comments regarding this proposal or require additional
services, please contact us.
Sincerely,
Terracon Consultants, Inc
William J. Faesenmeier
Senior Architect
Facilities Services
Andrew S. Weber, AIA NCARB
Principal
Facilities Services
1 r City of San Rafael, Proposal for Development of Opinion of Probable Costs, Falkirk Cultural Center 7 P a g e
a 2
y0
'rY VV I T H p'
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: Kevin McGowan
Extension: 3389 --1 --T - --- --�--- --
ProjectName: Falkirk Mansion Repair Study__
Contractor's Contact: Andrew Weber - Terracon _
Contact's Email: Andy.Weber@terracon.com
RESPONSIBLE
Step DEPARTMENT DESCRIPTION COMPLETED DATE I REVIEWER (Initials)
a. Email PINS Introductory Notice to Contractor
On file
b. Email Contract (in Word) & attachments to City Attorney c o
1
Project Manager Laraine.Gittens(a_)cityofsanrafael.org
2/2212019
KM
a. Review, revise and comment on draft agreement and return to Project
Manager
2/25/2019
LG
b. Confirm insurance requirements, create Job on PINS, send PINS
2
City Attorney insurance notice to contractor.
3/29/2019
LG
Approval of final agreement form to send to contractor. (Provide Dept.
3
Department Director Director Financial Sununary uV Agreement)
2_/25/2019
BG
Forward three (3) originals of final agreement to contractor for their
4
Project Manager signature.
3/29/2019
KM
When necessary, contractor -signed agreement agendized for Council
approval
City Council approval required for Professional Services Agreements and
purchases ofgoods and services that exceed S75,000 and for Public {Yorks
5
Project Manager Contracts that exceed 5175,000 (Enter date of Council Meering)
PRINT CONTINUE ROUTING PROCESS WITH HARD COPY
Forward signed original agreement to City Attorney with printed copy of
6
Project Manager this routing form
4/2/2019
KM
7
City Attorney Review and approve hard copy of signed agreement
Review and approve insurance in PINS, and bonds (for public works
/ /��
8
City Attorney contracts)
(�
/!/ ! !/
I
City
1,06 I(7
06
9
ManagerlNlayor _Agreement executed by Council authorized official
Attest signatures, retains original agreement and forwards copies to project
r U r
_
10
City Clerk manager
11
Project Manager Forward Final Copy to Contractor