HomeMy WebLinkAboutPW City of San Rafael Essential Facilities Construction Project - Fire Stations 54 and 55____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: May 6, 2024
Disposition: Authorized the City Manager to enter into the second amendment to the professional
services agreement with Loving Campos Associates Architects, Inc. for extended architectural,
waterproof consulting and construction administration services related to the Phase 2 Essential
Facilities Projects: Fire Stations 54 and 55, in and additional amount of $120,995, increasing the
total not to exceed amount of the agreement to $451,741; and Authorized a supplemental budget
appropriation with Essential Facilities Capital Projects Fund (#420) in an amount not to exceed
$120,995
Agenda Item No: 4.j
Meeting Date: May 6, 2024
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: April Miller,
Director of Public Works
City Manager Approval: ___________
File No.: 06.01.243 & 06.01.245
TOPIC: CITY OF SAN RAFAEL ESSENTIAL FACILITIES CONSTRUCTION PROJECT:
FIRE STATIONS 54 AND 55
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO THE SECOND
AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
LOVING CAMPOS ASSOCIATES ARCHITECTS, INC. FOR EXTENDED
ARCHITECTURAL, WATERPROOFING CONSULTING, AND CONSTRUCTION
ADMINISTRATION SERVICES RELATED TO PHASE 2 ESSENTIAL
FACILITIES PROJECTS - FIRE STATIONS 54 AND 55, IN AN ADDITIONAL
AMOUNT OF $120,995, INCREASING THE TOTAL NOT-TO-EXCEED AMOUNT
OF THE AGREEMENT TO $451,741
RECOMMENDATION:
Staff recommends that the City Council:
1.Authorize the City Manager to enter into the second amendment to the professional
services agreement with Loving Campos Associates Architects, Inc. for extended
architectural, waterproofing consulting, and construction administration services related to
the Phase 2 Essential Facilities Projects: Fire Stations 54 and 55, in an additional amount
of $120,995, increasing the total not-to-exceed amount of the agreement to $451,741.
2.Authorize a supplemental budget appropriation with Essential Facilities Capital Projects
Fund (#420) in an amount not to exceed $120,995.
BACKGROUND:
On November 5, 2013, the voters approved Measure E, extending the existing one-half percent
local sales tax and increasing the rate by one-quarter percent to provide funding to preserve
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
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)
incorporating Fire Station 51. These three projects comprise “Phase 1” of the City’s Essential
Facilities Program. They have all been 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”.
Fire Stations 54, located at 46 Castro Avenue in the Canal neighborhood, and Fire Station 55, at
955 Point San Pedro Road in the Peacock Gap neighborhood, were designed and built in the
mid-1960s and are now beyond their useful life.
On October 18, 2021, the City awarded the construction contract to Wickman Development and
Construction for the Fire Stations 54 and 55 Renovation Project.
On October 18, 2021, the City also awarded a professional services agreement with Loving
Campos Associates Architects, Inc. (Resolution No. No.14989) for architectural construction
administration, scheduling, and additional services for the Fire Stations 54 and 55 Renovation
Project for $280,300. Additionally, the City issued a first amendment to the professional services
agreement for $50,446 to change the total not to exceed amount under the agreement to
$330,746.
ANALYSIS:
The City issued a Notice to Proceed with construction on January 10, 2022, and construction
started immediately.
The original contract with our consultants envisioned completing the two fire station projects as a
single project. The original duration of the project, which included Fire Station 54 and 55, was 365
days.
During the construction phase, the contractor encountered various unforeseen conditions during
the excavation and demolition of the old foundations that required additional architectural and
engineering services from LCA.
The contractor also had to overcome other challenges. Some of those challenges were related to
the elevator installation, coordination with PG&E, and sewer lateral piping sagging.
Additionally, at Fire Station 54, staff discovered severe water intrusion through the stucco system,
causing delays to the completion of the project. The City had to investigate the cause of the water
intrusion and requested LCA’s assistance in providing a waterproofing consultant under LCA’s
umbrella of work to assess the source of the water intrusion.
While the contractor mitigated the water damage, the duration of construction was extended
considerably due to the time necessary to investigate and document the damage and the time
needed to remove and repair the stucco system.
The project duration nearly doubled, and the City required extended architectural, waterproofing
consulting, and extended construction administration services for the duration of the construction.
Loving Campos Associates Architects (“LCA”) provided these services for the two fire station
projects. Staff recommends that the City Council authorize a second amendment to the
professional services agreement with LCA for extended services to the City for the duration of the
projects, including waterproofing consultant services, water damage investigation, and reporting,
review of added submittals, additional change-order review, weekly site visits, and other support
to the City’s project manager. The full scope of services is shown in Exhibit A to the proposed
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
second amendment to the professional services agreement (Attachment A). LCA will provide
these services in an amount not to exceed $120,995.
FISCAL IMPACT:
Staff recommends that the City Council authorize a second amendment for $120,995. Approval
of the amendment would increase their total contract amount from $330,746 to $451,741.
Because the cost of this amendment exceeds the approved budget of $330,746, a supplemental
budget appropriation of $120,995 is required. Staff recommends appropriating funds from the
Essential Facilities Capital Projects Fund (#420). This fund has been accumulating a portion of
Measure E tax dollars for these projects and has a sufficient balance to support the cost of the
amendment.
OPTIONS:
The City Council has the following options to consider on this matter:
1.Authorize the City Manager to enter into the amended agreement and supplemental
budget appropriations as recommended.
2.Do not authorize the City Manager to enter into the amended agreement nor
supplemental budget appropriations and provide further direction to staff.
RECOMMENDED ACTION:
Staff recommends that the City Council:
1.Authorize the City Manager to enter into the second amendment to the professional
services agreement with Loving Campos Associates, Architects, Inc. for extended
architectural, waterproofing consulting, and construction administration services related to
the Phase 2 Essential Facilities Projects: Fire Stations 54 and 55, in an additional amount
of $120,995, increasing the total not-to-exceed amount of the agreement to $451,741.
2.Authorize a supplemental budget appropriation with Essential Facilities Capital Projects
Fund (#420) in an amount not to exceed $120,995.
ATTACHMENTS:
1.Second Amendment to PSA with Loving Campos Associates Architects, Inc. for
additional services.
SECOND AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
LOVING CAMPOS ASSOCIATES, ARCHITECTS, INC. FOR EXTENDED
ARCHITECTURAL, WATERPROOFING CONSULTING, AND CONSTRUCTION
ADMINISTRATION SERVICES FOR PHASE 2 ESSENTIAL FACILITIES PROJECTS
— FIRE STATION 54 AND 55
THIS SECOND 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 06/10/2024
RECITALS
WHEREAS, pursuant to City Council Resolution No. 14989 (the "Resolution"), the
CITY and CONSULTANT entered into a Professional Services Agreement dated January 27,
2022 to perform construction administration services in connection with the CITY'S project to
reconstruct Fire Stations 54 & 55 for an amount not to exceed $280,300 (the "Agreement"); and
WHEREAS, the CITY authorized a First Amendment to the Professional Services
Agreement on February 11, 2023 for additional services in the amount of $50,446, and changed
the total amount under the Agreement to $330,746; and,
WHEREAS, the CITY requires additional extended architectural, waterproofing
consulting, and construction administration 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:
1. Article II of the Agreement, entitled "DUTIES OF CONTRACTOR" is hereby
amended to include the additional services set forth in CONSULTANT's
proposals dated January 25, 2024 and March 5, 2024, attached to this Amendment
as Exhibit A (Entitled "ASR 06R") and Exhibit B (Entitled "ASR 07") 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 and Exhibit B to this Second Amendment, on a fixed fee
basis in accordance with Exhibits A and Exhibit B, in a_not-to-exceed amount of
1
$120,994.75, and to change the total not -to -exceed amount under the
Agreement to $451,740.75
3. 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 Second Amendment on the
day, month, and year first above written.
CITY OF SAN RAFAEL
Cristine Alilavich
Cristine Alilovich (Jun 10, 202416:49 PDT)
CRISTINE ALILOVICH, City Manager
ATTEST:
Branna Ptwmr 4orl ;Jun 11. 202 :aH PDTI
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
ROBERT EPSTEIN, City Attorney
2
CONSULTANT
[If Contractor is a corporation, add signature
of second corporate officer]
LCA
L ARCHITECTS
A CALIFORNIA CORPORATION
Date: January 25, 2024
Project: Fire Stations 54 & 55, San Rafael, CA
Ehibit A
ARCHITECT'S ADDITIONAL SERVICE REQUEST
LCA Project #19073
ASR 06R
Owner: San Rafael Fire Department Public Works Department
Individual: April Miller, Director, Public Works, april.miller@cityofsanrafael.org
CC: Fabiola Guillen-Urfer, fabiola.guillenurfer@cityofsanrafael.org
Subject: Construction Administration Services for Defective Stucco Installation and Water Leaks:
Fire Station 54: 46 Castro Avenue, San Rafael, California 94901
Fire Station 55: 955 Pt San Pedro, San Rafael, California 94901
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: The following Additional Services Request is for Construction Administration Services for Defective Stucco
Installation Issues and Water Leak Issues for Fire Stations 54 and 55:
FIRE STATION 54 AND FIRE STATION 55: CONSTRUCTION ADMINISTRATION / CONSTRUCTION MANAGEMENT:
1. Defective Stucco Installation and Water Leaks at FS 54 and Wall Leaks at FS 55:
a. Multiple Site Visits to review the leak issues in the field, including meetings with the waterproofing consultant.
b. Preparation of counterarguments to contractor's claims regarding use of grade-D building paper.
c. Research and response to multiple RFI's.
d. Online meetings with the Contractor and Waterproofing Consultant
e. Multiple on -site water tests
f. Consultation/coordination with Intertek
g. Consultation/coordination with Avelar
The total amount for this Architect's Additional Services Request is $28,333.75.
Exhibit B: Architectural Coordination, Fee Breakdown
Exhibit C: Avelar Invoices
01/25/2024
Carl E. Camphs, CEO, LCA Architects, Inc Date Authorization of Additional Services Date
590 Ygnacio Valley Road, Suite 310 • Walnut Creek, CA 94596 • 925. 944. 1626
1970 Broadway, Suite 800 • Oakland, CA 94612 • 510. 272. 1060
www.ica-architects.com
Exhibit B
ire Station 55 Scotto Wtll U.b F.
Sl.tions 54 & 55It.,.. Replacement and WNI Uakl V,. $let.. 54 Stucco Replacement and Wall Leaks
met tattoo. wolatt atnll.It f$195.Gd/hr) Ron G,elden, ".i. M.S.,
ISSt5.00/hr1 Ud Campo, hlncipWCEo ($n&00M)
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Total Noun 951 a Haurlr Rate 195.001= 51,852.50
ivr AaRIOn 54 Stucco Replace .nt and Wall Lealn
Get Garton. holed MCMtacl IS 195.00/hrl
Total House MS) a Mount Rate IS l 85.00 •S11.19LSO
]Total HOun 194.75) a Hewlr Rxe I$39S.o0 . SILSZL7S
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TOW Haan (171 a )1auNr Rate J$2M.001 • S2.7W.Co
5UMM0.
(TOW Hougrrs x Houety Rate • TOW Fee
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Summary Tat*l(LC/I ArchlfK TNIn)
S7&3S17S
0.re10r lfrvok— $41,04276
San Rafael Fire Department Public Works Department— Fire Stations 54 and 55
01/25/2024
LCA #19073 — ASR 06R
Page 12
EXHIBIT A
LCA ARCHITECTS, INC.
2023 HOURLY FEE SCHEDULE*
DESCRIPTION
HOURLY RATE
Principal
$230.00
Associate
$190.00 to $200.00
Project Manager
$200.00
Construction Manager
$165.00 to $190.00
Project Architect
$170.00 to $190.00
Quality Control Manager
$195.00
Specifications Writer
$195.00
Job Captain
$165.00 to $185.00
Designer
$165.00 to $180.00
CAD Tech
$165.00 to $170.00
Project Coordinator
$120.00 to $135.00
Administration/Research/Presentations
$125.00 to $135.00
Clerical
$135.00
Architectural Animation — Preparation of
$185.00/hr.
computer -generated views, renderings and
simulations of architectural interiors and exteriors.
Preparation of video "fly-by's," walkthroughs, and
other simulations.
Expert Witness— Review of documents, meetings,
site visits, telephone conferences, administration of
$500.00/hr.
the documents and materials, research, deposition,
testimony, court appearances, and travel time.
Perspective Sketches and Renderings, Visual
On a Per Drawing Basis
Simulations
Mileage (outside of the Walnut Creek area) $0.67/mile**
**as adjusted by IRS guidelines
Copies, prints, CADD plots, photography, preparing and compiling . pdf sets, scanning, colored print
mounting, long distance phone calls, postage, express mail, and travel outside the Walnut Creek
area will be billed on a reimbursable basis: at cost plus 15%.
Overtime - If overtime is required by staff, to meet a customer's timing request, additional hourly
fee charges may apply. California employment law will apply.
* Effective 01/01/2024. Subject to change quarterly.
r mi
Li LCA
ARCHITECTS
A CALIFORNIA CORPORATION
March 5, 2024
Fabiola Guillen-Urfer
Sr. Project Manager
Department of Public Works
City of San Rafael
M: (415)720-958
SENT VIA EMAIL: Fabiola.puillenurfer@cityofsanrafael.org
Cc:
EXHIBIT B
REFERENCE: Additional Professional Services Credit to Add Service Request 07 - ASR 07
Fire Station 54: 46 Castro Avenue, San Rafael, California 94901
Fire Station 55: 955 Pt San Pedro, San Rafael, California 94901
LCA PROJECT#19073
Dear Faby,
We submitted Add Service Request 07 on February 16, 2024, and I agreed to items that you felt we shouldn't charge the
City for in the amount of $21,200.00. Our Add Service Fee Request 07 amounted to $114,380.00 and $3,281.00 for Civil.
This has been a long and difficult adventure with Wickman Development and has cost my company a lot of money in that I
had Staff that were unable to work on other jobs that earn additional income for the company. I recognize, however, that it
may be difficult to collect these sums from Wickman Development and we are hopeful that we will be paid for our efforts by
the City.
In the spirit of cooperation and goodwill for our long-term relationship, I would like to offer an additional $25,000.00
Professional Services Credit to the City for this job. This Professional Services Credit would make our Add Service 07 Request,
$114,380.00 minus $25,000.00 additional Professional Services Credit, equaling $89,380.00 total for LCA's Services plus
$3,281.00 for Civil's Services.
With this Professional Services Credit, Add Service Request 07 equates to a Grand total of $92,661.00.
I hope you find this helpful in support of the overall resolution of this job with Wickman Development.
Best Regards,
Carl Campos, CEO
LCA Architects Inc.
License No. C10482
Attachments: Add Service Request 07 dated February 16, 2024
590YgnacioValley Road, Suite310-Walnut Creek,CA94596.925.944.1626
1970 Broadway, Suite 800.Oa kla nd, CA 94612 - 510.272.1060
www.Ica-architects.com
Exhibit B
Fire Stations 54 & 55 - CA Services Beyond Completion Date Fire Stations 54 & 55 - CA Services Beyond Completion Date Fire Stations 54 & 55 - CA Services Beyond Completion Date
Gree Barton. Protect Architect (5195.0O/hrl Bon Guelden, Protect Manager (5185.00/hr) Carl Camoos. Princioal/CEO (5230.00/hr)
b:.
T0101 Hours (3111 x Hourly Rate IS19S.O0) s $60.645.00 Total flours (283) x Hourly Rate IS 195.00) = 552,355.00 Total Hours (61 a Hourly Rate (5230.001 = 51,360.D0
Total Hours Not Charged (53) x Haurly Rate (5195.00), 510,335.00 Tatal Hours Not Charged (551 x Hourly Rate (519 .001 = 510.175.00 Total Hours Not Charged (3) x Hourly Rate (523O.00) = 5690.0O
Total (LCA Architects Team) Add Service Fee Request: $114,380.00
Total Civil Engineer Add Service Fee Request, (see Exhibit C): $3,281.00
Total (LCA Architects Team) Add Service Fees Not Charged: $21,200.00
Exhibit C
CSW STD
Adaptive Solutions for Resilient Designs
Date: January 24, 2024
File: 2019-10-016
Carl Campos
LCA Architects
590 Ygnacio Valley Road, Suite 310
Walnut Creek, CA 94596
504 Redwood Boulevard, Suite 310
Novato, CA 94947
415 883-9850
www.cswst2.com
Berkeley I Novato I Petaluma I Pleasanton I Redwood City I Richmond
RE: SAN RAFAEL RENOVATION FIRE STATION 54
CONFIRMATION OF ADDITIONAL SERVICES NO. 5
Dear Carl:
Enclosed is Confirmation of Additional Services No. 5 (CAS 5) to cover the services we are
performing in connection with the San Rafael Fire Station 54 and 55 project located in San
Rafael, California.
I contacted Fabiola Guillen with the City of San Rafael to request approval for the
compensation requested herein. Please find attached, a copy of the email conversation
regarding this request, which also contains the City's approval of the additional service
amount.
If you find this Confirmation of Additional Services acceptable, please issue a Contract
Amendment to our existing agreement to cover these services.
If you have any questions, please call me.
Sincerely,
CSW/STUBER-STROEH ENGINEERING GROUP, INC.
KN P:knp
Enclosures
1'AShared\11rojects\I-cgacp\No,,ito\Vmlecrs\21119-10-016 San Rafael Rcnovarinn I ,cc Station si\DOC\I 011.\dminisrrarion\ 102 Conrracr\Change Ordcr\C-\S 5\2024-01-24 San Rafael
Rcnovarinn !tire Sranon 54 CAS 3 (2nl9-10-016j-doer
CSWIST2
504 Redwood Boulevard, Suite 310
947
Novato, CA 94947
415,883.9850
Adaptive Solutions for
Resilient Designs
www.cswst2.com
Berkeley I Novato I Petaluma 1 Pleasanton I Redwood City I Richmond
CONFIRMATION OF ADDITIONAL SERVICES
File No.: 2019-10-019 Confirmation No.: 5 Date: January 24, 2024
Project: San Rafael Renovation Fire Station 54
Client: LCA Architects
DESCRIPTION OF WORK:
Site observations, design assistance and coordination, in November and December 2023, related
to the replacement of the front driveway and asphalt outside of the rear door of Fire Station 54
in San Rafael.
ORIGINAL CONTRACT PRICE: (Contract Dated: ) $
Net Changes by Previously Authorized Additional Services: $
Contract Sum Prior to this Confirmation: $
Amount Contract will be INCREASED / DECREASED for these services: $
REVISED CONTRACT PRICE: (Per Date of this Confirmation) $
This Completion Time will be Adjusted as follows:
$3,281.00
THE CONTRACT PRICE OF THE ABOVE -REFERENCED CONTRACT IS HEREBY ADJUSTED AS DESCRIBED IN
THIS CONFIRMATION OF ADDITIONAL SERVICES AND AS PROVIDED IN THE "CSWISTUBER-STROEH
ENGINEERING GROUP, INC. CONTRACT TERMS AND CONDITIONS." IF WE DO NOT RECEIVE WRITTEN
AUTHORIZATION WITHIN THREE BUSINESS DAYS AND PROCEED WITH THE WORK COVERED BY THIS
CONFIRMATION, THE CONFIRMATION WILL HAVE THE SAME EFFECT AS IF IT WERE SIGNED. ALL OF THE
TERMS, COVENANTS AND CONDITIONS OF THE ABOVE -REFERENCED CONTRACT, AND THE ASSOCIATED
"CSW/STUBER-STROEH ENGINEERING GROUP, INC. CONTRACT TERMS AND CONDITIONS," EXCEPT AS
DULY MODIFIED BY THIS AND PREVIOUS CONFIRMATIONS, IF ANY, REMAIN 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: CONSULTANT CSW/STUBER-STROEH
ENGINEERING GROUP, INC.
BY: BY:
TITLE:
DATE: DATE: