HomeMy WebLinkAboutPW Fire Station 54 Design Revisions____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: April 19, 2021
Disposition: Resolution 14902
Agenda Item No: 5.h
Meeting Date: April 19, 2021
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Bill Guerin,
Director of Public Works
City Manager Approval: __ ____
File No.: 06.01.243
TOPIC: FIRE STATION 54 DESIGN REVISIONS
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A FIRST
AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH LOVING
CAMPOS ASSOCIATES, ARCHITECTS, INC. FOR ADDITIONAL SERVICES
RELATED TO THE REDESIGN OF PHASE 2 ESSENTIAL FACILITIES PROJECTS
(FIRE STATION 54 AND 55) AND TO EXTEND THE TERM OF THE CONTRACT
BY AN ADDITIONAL EIGHTEEN MONTHS
RECOMMENDATION: Adopt a resolution approving and authorizing the City Manager to execute
a first amendment to the professional services agreement with Loving Campos Associates,
Architects, Inc. (“LCA Architects”) related to additional design services fees concerning Fire
Station 54, in an amount not to exceed $17,310 and extend the term of the contract by an
additional eighteen months. This amendment will increase the total contract amount under the
original agreement from $728,917 to $746,227 and the term of the contract to December 31,
2022.
BACKGROUND:
On November 5, 2013, Measure E passed extending the existing one-half percent local sales tax
and increasing the rate by one-quarter percent to provide funding that cannot be taken by the
State and can be used to preserve essential city services. The City has since used those
resources to plan, design, construct and manage two new stand-alone fire stations, 52 and 57,
and a new Public Safety Center (PSC) that incorporates Fire Station 51. These three projects
are collectively referred to as “Phase 1” of the City’s Essential Facilities Program. They have all
been successfully completed, occupied and operational. The Essential Facilities program also
includes the design, construction, and management of Fire Stations 54 and 55 referred to as
“Phase 2”.
On June 3, 2019, pursuant to Resolution 14664, the City of San Rafael executed a professional
services agreement with Loving Campos Architects (“LCA Architects”) for architectural and
engineering services for the Phase 2 projects. LCA Architects’ scope of work included the design
for renovation of Fire Stations 54 and 55 in the amount of $615,175. The professional services
agreement, which expires on June 30, 2021, also included an option for construction
administration in the amount of $113,742. Should the City exercise its option for construction
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
administration, the total amount of these services will be $728,917, which is the amount approved
by the City Council for this project.
ANALYSIS:
In February 2019, the design team, led by LCA Architects, met at Fire Station 55 and found the
construction, layout and building design to be very similar to that of Fire Station 54 (with the
exception of the lot size which is considerably smaller at Fire Station 54 than at 55). Staff
requested that LCA Architects provide a proposal to prepare the bid documents for both stations,
including environmental review, as a single construction contract. This has resulted in design
savings and staff anticipates saving on the overall construction as well. In addition, the size of
the combined construction contract has attracted more qualified bidders when the City advertised
the project for construction.
The original contract with LCA Architects includes design services to prepare bid documents for
both fire stations. During the design phase of the project, LCA Architects collaborated with
stakeholders to produce state of the art building designs that meet the needs of the Fire
Department while optimizing resources. In an effort to reduce cost, LCA Architects has explored
and implemented various value engineering opportunities at Station 54 and 55.
Fire Station 54 is located on a small lot in the Canal area, on 46 Castro Ave. During the design
of Fire Station 54, the team encountered various challenges mainly related to the limited space
available due to the small size of the parcel. In order to optimize space, some functions were
consolidated to provide multi-use common areas. The plan that was developed as part of the bid
documents included a turnout gear and apparatus bay combination. The Fire Department
identified the need for a separate turnout gear room with its own ventilation system and separated
from the rest of the spaces.
Consequently, additional architectural and engineering services are required to complete this
partial redesign of the turnout gear room. Staff proposes that the contract for LCA Architects be
amended. The attached resolution (Attachment 1) would authorize the City Manager to execute
a first amendment to the professional services agreement to increase the compensation for
redesign services by $17,310.
The current design contract is scheduled to terminate in June 2021. Given the continued
uncertainty of the current times and unknown impacts of the COVID-19 pandemic to the bid and
construction of the new Fire Stations 54 and 55, Staff also recommends extending the term of
LCA Architects’ Agreement by an additional eighteen months to terminate on December 31, 2022.
FISCAL IMPACT: Upon execution of the proposed amendment, the total value of the LCA
Architects’ contract will be $746,227 ($728,917+17,310), of which $728,917 was previously
approved by the City Council. Sufficient funds are available in the total balance of Measure E
after the completion of Phase 1.
OPTIONS: The City Council has the following options to consider relating to this matter:
1. Adopt a resolution authorizing the City Manager to execute a first amendment to
professional services agreement with LCA Architects related to the provision of design
services concerning partial redesign of Fire Station 54, for an additional contract amount
not to exceed $17,310 and an additional eighteen-month term extension.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
2. Direct staff to modify the resolution. If this option is chosen, project bid delays will delay
renovation of the buildings.
RECOMMENDED ACTION: Adopt a resolution authorizing the City Manager to execute the first
amendment to LCA Architect’s contract.
ATTACHMENTS:
1. Resolution
2. First Amendment to the Professional Services Agreement with Loving Campos
Associates, Architects, Inc. for Design Services for the Fire Stations 54 and 55
Renovation Project
3. Proposal – Exhibit “A”
RESOLUTION NO. 14902
RESOLUTION OF THE SAN RAFAEL CI TY COUNCIL AUTHORIZING THE CITY MANAGER
TO EXECUTE A FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT
WITH LOVING CAMPOS ASSOCIATES, ARCHITECTS, INC. FOR ADDITIONAL SERVICES
RELATED TO THE REDESIGN OF PHASE 2 ESSENTIAL FACILITIES PROJECTS (FIRE
STATION 54 AND 55) AND TO EXTEND THE TERM OF THE CONTRACT BY AN ADDITIONAL
EIGHTEEN MONTHS
WHEREAS, in November 2013, the local voters passed Measure E extending the existing
one-half percent local sales tax and increasing the rate by one-quarter percent to provide funding
to preserve essential city services. This tax supplanted the former, one-half cent transactions and
use tax (Measure S), effective April 1, 2014; and
WHEREAS, the City has since used those resources to plan, design, construct and
manage two new stand-alone fire stations, 52 and 57, and a new Public Safety Center (PSC) that
incorporates Fire Station 51. These three projects, collectively referred to as “Phase 1” of the
City’s Essential Facilities Program, have successfully been completed and occupied; and
WHEREAS, the Essential Facilities program also includes the design, construction and
management of Fire Stations 54 and 55 referred to as “Phase 2”; and
WHEREAS, on June 3, 2019, pursuant to Resolution 14664, the City of San Rafael
executed a professional services agreement with Loving Campos Architects (“LCA Architects”)
for architectural and engineering services for the “Phase 2” projects for renovation of Fire
Stations 54 and 55 in the amount of $615,175, with an option to include additional construction
administration services in the amount of $113,742. The professional services agreement, which
expires on June 30, 2021, was approved for a not-to-exceed amount of $728,917; and
WHEREAS, during the design of Fire Station 54, the team encountered various
challenges mainly related to the limited space available due to the small size of the parcel. In
order to optimize space, some functions were consolidated to provide multi-use common areas;
and
WHEREAS, the plan that was developed as part of the bid documents included a turnout
gear and apparatus bay combination. The Fire Department identified the need for a separate
turnout gear room with its own ventilation system and separated from the rest of the spaces.
WHEREAS, additional architectural and engineering services are required to complete
this partial redesign of the turnout gear room; and
WHEREAS, the overall Phase 2 project completion date is anticipated to extend beyond
the June 2021 termination date of the LCA Architects agreement into 2022;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Rafael as
follows:
1. The City Manager is hereby authorized to execute a First Amendment to the Professional
Services Agreement with LCA Architects, in the form included with the staff report for this
resolution, subject to final approval by the City Attorney, for necessary additional design
services in the amount of $17,310 and a total not-to-exceed amount of $746,227, and to
extend the term of the Agreement through December 31, 2022.
2
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution
was duly and regularly introduced and adopted at a regular meeting of the City Council of said City
held on Monday, the 19th day of April 2021 by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
LINDSAY LARA, City Clerk
FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
LOVING CAMPOS ASSOCIATES, ARCHITECTS, INC. FOR DESIGN SERVICES FOR
THE FIRE STATIONS 54 AND 55 RENOVATION PROJECT
THIS FIRST AMENDMENT to the Professional Services Agreement by and between
the CITY OF SAN RAFAEL (hereinafter "CITY"), and LOVING CAMPOS ASSOCIATES,
ARCHITECTS, INC., (hereinafter "CONSULTANT"), is made and entered into as of the
day of , 2021.
RECITALS
WHEREAS, pursuant to City Council Resolution No. 14664 (the "Resolution"), the
CITY and CONSULTANT entered into a Professional Services Agreement dated June 3, 2019
to perform design services in connection with the CITY'S project to reconstruct Fire Stations 54
& 55 for an amount not to exceed $615,175 (the "Agreement"); and
WHEREAS, pursuant to the Resolution, the City Council additionally delegated to the
City Manager authority to exercise the option to add construction administration services in an
amount not to exceed $113,742 at a later date, resulting in a total Agreement amount not to
exceed $728,917; and
WHEREAS, the CITY requires additional design services from the CONSULTANT to
facilitate the construction of the fire stations, and the CONSULTANT is willing to provide such
services.
AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows:
I. Article Il of the Agreement, entitled "DUTIES OF CONTRACTOR" is hereby
amended to include the additional services set forth in CONSULTANT's
proposal entitled "Architect's Additional Service Request (ASR 03) — Turnout
Locker Room and Gym Revision" dated April 8, 2021 (with included exhibits),
attached to this First Amendment as Exhibit A and incorporated herein by
reference.
2. Article IV of the Agreement, entitled "COMPENSATION" is hereby amended to
include additional compensation payable to CONSULTANT for the services
described in Exhibit A to this First Amendment, in accordance with the "Fee
Schedule" included in Exhibit A, in a not -to -exceed amount of $17,310, and to
change the total not -to -exceed amount under the Agreement to $746,227.
3. Article V of the Agreement, entitled "TERM OF AGREEMENT" is hereby
amended to extend the term by 18 months to end on December 31, 2022.
4. Except as specifically amended herein, all of the other provisions, terms and
obligations of the Agreement between the parties shall remain valid and shall be
in full force.
IN WITNESS WHEREOF. the parties have executed this First Amendment on the day.
month, and year first above written.
CITY OF SAN RAFAEL
ry
UTZ, City"r
er
ATTEST:
/ "rLINDSAY LARA, City Clerk
APPROVED AS TO FORM:
LOA- a -
,ROBERT F. EPSTEIN, Itity Attorney
2
CONSULTANT
[1f Contractoos a corporati n, add signature
of second coHorate^fficer..
FIKFhT M
Exhibit A
LCA
ARCHITECTS
A CALIFORNIA CORPORATION ARCHITECT'S ADDITIONAL SERVICE REQUEST
Date: April S, 2021 LCA Project #19073 ASR 03
Project: Fire Station 54, San Rafael, CA
Owner: San Rafael Fire Department Public Works Department
Individual: Bill Guerin, Director, Public Works
Subject: Turnout Locker Room and Gym Revision
Under the conditions of the Architect's Contract for Professional Services with the Owner, as required, the Architect
notifies the Owner and the Owner hereby authorizes the Architect to perform Additional Services as previously agreed.
Explanation: Per the Client's request, the following has been added to the Scope of Work:
1. Relocate turnout locker from wall at Apparatus Bay to new turnout locker room at current gym location.
2. Remove proposed parking stall under the building and infill with new gym area.
3. Create hallway to connect Apparatus Bay to gym and create EMS storage wall (see Exhibit B).
Architectural Scope (see Exhibit C)
Structural Scope (see Exhibit D):
Mechanical Scope (see Exhibit E):
Electrical Scope (see Exhibit F):
Civil Scope (see Exhibit G);
Provide CAD base design drawings and Construction Documents.
Provide updated Structural drawings and calculations.
Revise HVAC design and condensate piping.
Revise lighting, power, signal panels and Title -24 calculations.
Revise site grading and drawing plans.
FEE SCHEDULE: Fire Station S4
A. Architectural: LCA Architects $7,600.00
B. Structural: Crosby Group $2,500.00
C. Mechanical: Engineering Network $2,860.00
D. Electrical: Esfahani Consulting Engineers $1,200.00
E. Civil: CSW I ST2 $3,150.00
TOTAL ADDITIONAL SERVICE REQUEST (NOT TO EXCEED) $17,310.00
Thank
Carl E. Cam os, CEO Dite " Authorization of Additional Services indicated.
LCA ArchIltdicts, Inc.
Attachments: Existing and proposed floor plans (see Exhibit B)
Architectural proposal: LCA Architects (see Exhibit C)
Structural proposal: Crosby Group (see Exhibit D)
Mechanical proposal: Engineering Network (see Exhibit E)
Electrical proposal: Esfahani Consulting Engineers (see Exhibit F)
Civil proposal: CSW I ST2 (see Exhibit G)
590 Ygnacio Valley Road, Sulte 310 • Walnut Creek, CA94596.925. 944.1626
1970 Broadway, Suite 800.Oakland, CA 94612.510.272.1060
www.Ica-architects.com
Date
s
x
W
Z
Q
J
0
0
J
LL
U)
z
w
lyU
Z
Q
J
o
O
J
LL
H
U)
V-
0
w
U)
w
LCA
L■� ARCHITECTS
A CALIFORNIA CORPORATION
Date: April 8, 2021
Project: San Rafael Fire Station 54
LCA Project #: 19073
ExWbi
ARCHITECT'S ADDITIONAL SERVICE REQUEST
ADDITIONALSERVICE REQUEST
Scope of Work:
Greg Barton: 40 hours
We estimate 40 hours of time to make the turnout locker room and gym revisions for Fire Station 54. The list of
drawings that need revising are as follows:
Site Plan
A1.1
Floor Plan
A2.1
Dimensional Plan
A2.3
Ceiling Plan
A2.5
Slab Plan
A2.8
Finish Plan
A2.9
Exterior Elevations
A3.2
Sections
A3.3
Interior Elevations
A4.2
Door and Finish Schedules
A6.1 & A6.2
Fixed Fee: $7,600.00
We have staff available who can start this work as soon as you release us to do the work and sign our agreement.
LCA Architects, Inc.
590 YgnacioVallevRoad, Suite310-Walnut Creek, CA94696.925. 944.1626
1970 Broadway, Suite 800 -Oakland, CA 94612-510.272.1060
www.Ica-architects.com
Structural
Engineering
( And Design
group
DATE:
PROJECT:
CG JOB NO:
(CLIENT) JOB NO:
Exhibit D
ADDITIONAL SERVICE REQUEST
April 7, 2021
San Rafael Fire Station No. 54 Revisions
LCA -140-19
17004
ADDITIONAL SERVICES REQUEST NO. 3
155 Bovet Road, Suite 550
San Mateo, CA 94402
Tel 650.367.8100
Fax 650.598.0277
SCOPE OF WORK:
For Fire Station No. 54, extend current Gym area North and eliminate the covered parking area.
Work includes updates to drawings and calculations to incorporate these changes and address
any associated plan check comments.
EXCLUSIONS:
Items that are excluded include any work outside the specific scope noted above.
FEE ARRANGEMENT:
Compensation for the outlined Scope of Work shall be a lump sum amount of $2,500.00 (Two
Thousand Five Hundred Dollars).
OFFERED BY:
OR 04/07/21 Patrick Crosby. S.E. / Principal
Signature Date Printed Name /Title
Crosby Group
AUTHORIZATION:
Your signature indicates your approval to proceed with the outlined Additional Services while the
formal amendment to the original Contract is being prepared and executed.
Signature
San Francisco
Date Printed Name / Title
LCA Architects
Sacramento www.crosbygroup.com
Page 1/1
Washington DC
10 ENGINEERING NETWORK
• CONSULTING ENGINEERS
March 25, 2021
Mr. Carl Campos
LCA ARCHITECTS, INC.
590 Ygnacio Valley Rd., Ste. 310
Walnut Creek, CA 94596
Re: Fire Station 54
San Rafael
Dear Carl:
Exhibit E
We are pleased to submit our proposal for mechanical and plumbing engineering services
on the above referenced project.
1. Scope of Work and Assumptions:
1. Revise the HVAC fan coil and ductwork for the Fitness Room.
2. Add supply diffuser & ductwork for the EMS area.
3. Design a new ceiling exhaust fan for the Turnout Room.
4. Revise the condensate drain piping for the relocated fan coil unit.
Total Fee: $2,860.
Sincerely,
Engineering Network
0
Mansour Firouzian, P.E.
Principal
Accepted By:
Name/Title
Signature
Date
18 JULIE HIGHLANDS COURT. LAFAYETTE, CA 94549. (925) 370-6191
Exhibit F
ESFAHANI CONSULTING ENGINEERS
2819 Crow Canyon Road Suite 200, San Ramon, CA 94582
Request for Authorization
Date: March 24, 2021
Mr. Carl Campos
LCA Architects Inc.
590 Ygnacio Valley Road, Suite 310,
Walnut Creek, CA 94596
Re: Fire Station 54, San Rafael CA
First Floor Revision, Electrical Fee Proposal
Dear Carl:
Tel. 925.556.0691 mail@esfahani.us
Per your instruction, we will revise our electrical design to incorporate the floor plan changes into electrical
drawings.
1. Update architectural floor plan
2. Revise lighting plan
3. Revise power plan
4. Revise signal plan
5. Revise panel schedules
6. Redo Title 24 lighting calculations
7. Coordinate with Architect and consultants
We provide these services for a lump sum fee of $1,200
If the proposed fee is satisfactory, please sign on copy and email it back in order for us to
proceed.
Sincerely,
T�
T hi ahani, P.E.
ACCEPTED AND APPROVED:
Title:
Date:
Exhibit G
C S Hsi ST
CSWIStuber-Stroeh Engineering Group, Inc.
Date: March 29, 2021
File: 2019-10-016
Greg Barton
LCA Architects
590 Ygnacio Valley Road, Suite 310
Walnut Creek, CA 94596
45 Levaroni Court 415.883.9850
Novato, CA 94949 Fax. 415.833.9835
w,-.3v.csv„t2.com
Engineers I Land Planner I Surveyors
Berkeley
Novato
Pataluma
Pleasanton
Redwood City
Richmond
Sacramento
RE: SAN RAFAEL: RENOVATION FIRE STATION 54 AND FIRE STATION 55
CONFIRMATION OF ADDITIONAL SERVICES NO. 02
Dear Greg:
Enclosed is Confirmation of Additional Services No. 2 (CAS 02) to cover the services we are
performing in connection with the project located in San Rafael, California.
If you find this Confirmation of Additional Services acceptable, please issue a Contract
Amendment to our e�usting agreement to cover these services.
If you have any questions, please call me.
Sincerely,
CSW/STUBER-STROEH ENGINEERING GROUP, INC.
Enclosures
f:\ftoiws\2019.10-016 s.. lk;&,cl )t�t,�,•atoe fire $anon 54\DOC\ t(N).ldminlenat—o 102 Cunt\chess 0,&,\Cd3 2\2021-113-29 117- Suti.. .54 :.,d 55] CAS 02 d—
Exhibit G Continued
CSW ST2
File No.
Project:
Client:
CSWIStuber-Stroeh Engineering Group, Inc.
45 Leveroni Court 415.883.9850
Novato, CA 94949 Fax 415.883.5835
t%%-Pw.cserst2.com
Engineers I Land Planners I Surveyors
CONFIRMATION OF ADDITIONAL SERVICES
2019 10016 Confirmation No.: 02 Date:
San Rafael: Renovation Fire Station 54 and Fire Station 55
LCA Architects, Inc.
DESCRIPTION OF WORK:
Berkeley
Novato
Petaluma
Pleasanton
Redwood City
Richmond
Sacramento
March 29, 2021
Revise Construction Documents for Fire Station 54 to accommodate revised floor plan configuration.
ORIGINAL CONTRACT PRICE: (Per Contract Dated: } $
Net Changes by Previously Authorized Additional Services: $
Contract Sum Prior to this Confirmation: $
Amount Contract will be INCREASED / DECREASED for these services: $ 3,150.00
REVISED CONTRACT PRICE: (Per Date of this Confirmation)
This Completion Time will be Adjusted as follows:
THE CONTRACT PRICE OF THE ABOVE -REFERENCED CONTRACT IS HEREBY ADJUSTED AS
DESCRIBED IN THIS CONFIRi\,L-1TION OF ADDITIONAL SERVICES AND AS PROVIDED IN THE
"CSW STUBER-STROEH ENGINEERING GROUP, INC. CONTRACT TERi\IS AND CONDITIONS." IF w'E
DO NOT RECEIVE WRITTEN AUTHORIZATION WITHIN THREE BUSINESS DAYS AND PROCEED WITH
THE WORK COVERED BY THIS CONFIRDIATION, THE CONFIRIIVL-ITION WILL HAVE THE SAME
EFFECT AS IF IT WERE SIGNED. ALL OF THE TERM\IS, COVENANTS AND CONDITIONS OF THE
ABOVE -REFERENCED CONTRACT, AND THE ASSOCIATED "CSW/STUBER-STROEH ENGINEERING
GROUP, INC. CONTRACT TER(\LS AND CONDITIONS," EXCEPT AS DULY AlODIFIED BY THIS AND
PREVIOUS CONFIRIVL-(TIONS, IF ANY, RENLAIN IN FULL FORCE AND EFFECT.
PLEASE SIGN AND RETURN THIS CONFIRMATION.
WE WILL RETURN A FULLY EXECUTED COPY TO YOU FOR YOUR RECORDS.
APPROVALS
CLIENT: LCA ARCHITECTS, INC. CONSULTANT: CSW/STUBER-STROEH
ENGINEERING GROUP, INC.
BY:
TITLE:
BY:
TITLE:
DATE: DATE:
