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HomeMy WebLinkAboutPW Service Level Agreement; Task Order No. 114 Pickleweed Childcare Replacement PortablesCity of San Rafael SERVICE LEVEL AGREEMENT DATED APRIL 22, 2024 WITH LOVING CAMPOS ASSOCIATES, ARCHITECTS, INC. TASK ORDER NO. 114 Subject title: Pickleweed Childcare Replacement Portables Task Order Amount: $66,500 THIS TASK ORDER is entered into on 05/13/2024 between the City of San Rafael, a municipal corporation ("City"), and Loving Campos Associates, Architects, Inc., ("Contractor"). RECITALS A. The City and Contractor (as may be identified as "Consultant" in the original Agreement) have entered into a Service Level Agreement ("Agreement") dated April 22, 2024 under which Contractor has agreed to perform certain contract services for the City; and B. Pursuant to the terms of the Agreement, the City wishes Contractor to perform certain tasks as set forth in this Task Order, which constitute the Work; NOW, THEREFORE, City and Contractor agree as follows: AGREEMENT 1. Scope of services. Contractor shall provide any and all of the services set forth in Exhibit A of this Task Order, for an amount not to exceed the Task Order Amount, identified above, as directed by the City. Carl Campos shall be the Project Manager for Contractor for this Task Order. Additional contract services may be performed by other Contractor staff with prior notice and approval by City. a. City's duties. The City will: (1) Determine the scope of services, as set forth in Exhibit A. (2) Make available work plans and specifications and other City data related to the project, including full information as to the City's requirements. (3) Designate Craig Veramay, or their designee as the person at the City responsible for monitoring performance under this Task Order. b.Contractor duties. The Contractor will: (1) Provide and perform tasks identified in Exhibit A, Scope of Services: (2) Provide miscellaneous services related to the Work and not stipulated elsewhere in this Task Order, when requested by the City in writing. A Task Order Amendment is required if these additional services cannot be performed within the Task Order budget. Date of completion: Work hours estimate, Cost estimate and budget: Fee schedule: Costs are not - Rev. March 2024 City of San Rafael Service Level Agreement Task Order to -exceed stated Task Order Amount in this Task Order. See Exhibit A for Work and fee schedule details. Authorization to proceed. The City will give Contractor authorization to proceed with the work specified in this Task Order only after Contractor submits updated insurance certificates and endorsements, in accordance with the Agreement. 4. Service Level Agreement teens: Conflicts. Except as expressly otherwise provided herein, all terms of the Agreement shall apply to Contractor in the performance of work pursuant to this Task Order. If there is a conflict between this Task Order and the Agreement, this Task Order shall control. Amendment of Task Order: Conflicts. Except as provided in Section 1(b)(2) above, this Task Order may not be modified except by an Amended Task Order executed and approved in the same manner as the Task Order. Signatures. The parties have executed this Task Order, as of the date first written above. 2 Rev March 2024 City of San Rafael Service Level Agreement Task Order CITY OF SAN RAFAEL CYikk AXovich By: Cristine Atbvich Way 13, 2024 08:57 PDT) Cristine Alilovich, City Manager Reviewed By CONTRACTOR CN-1 Cam�of By:.. ,I Cami)os fl.lay 10. 024 16:11 PDTI Name: Carl Campos Title: CEO By: p � �� (if Contractor is a corporation, add signature Genevieve Coyle, Assistant City Attorney of second corporate officer) Exhibits: A Scope of work Rev March 2024 bavc�J 8a�sfiu� By: Damd Bogstad :�la 10. 202•1 1G:24 PDT; Name: David Bogstad Title: President r 7LCA Exhibit A LJ ARCHITECTS A CALIFORNIA CORPORATION REVISION #1: December 22, 2023 Original: March 22, 2022 April Miller Director of Public Works City of San Rafael D: (415)485-3409 1 C: (415)725-9354 SENT VIA EMAIL: April.miller@cityofsanrafael.ore REFERENCE: Pickleweed Childcare Replacement Portables 30 Canal Street, San Rafael, CA 94901 LCA Project #22031 Dear April, Per your request, we agree to provide professional architectural services for your proposed project site located at Pickleweed Preschool, 30 Canal Street, San Rafael, California 94901. 1. My understanding of your needs is as follows: A. There are three (3) existing portable buildings and one portable bathroom on the site. B. The portable building on the southwest corner of the property failed and requires replacement. You want a basic facility assessment of the two remaining portables. The plan should reflect the outcome of that assessment and may call for replacing either or both of those portables as well. C. You want to develop the most cost-effective plan that will address near -term facility needs and meet current program needs. D. Interior program layout to be determined in concert with Library and Recreation Department staff. E. You want to retain the existing portable bathroom, (see Exhibit B). F. This project will NOT be required to go through the Department of State Architect (DSA) and will be processed through the City of San Rafael Building and Planning Departments. G. We will need to retain the services of a Civil Engineer to develop Site, Utility, and Grading Plans along with possible required ADA upgrades. H. We will be required to retain an Electrical Engineer for performance criteria specifications only for the new fire alarm system. I. We will provide a professional Cost Consultant to assist you in developing the project budget. J. You are seeking grant fund money for this project, and we will assist you with documentation that you may need. City of San Rafael — Public Works — April Miller REVISION #1: 12/22/2023 Original: March 22, 2022 LCA #22031 Page 2 of 4 2. Deliverables: A. Existing Portables Facility Assessment. B. Architectural and Civil/Electrical Engineering Plans sufficient to obtain a Building Permit from the City of San Rafael and construct the project. C. Attend meetings with Childcare Representatives, City Engineering Staff, Building and Planning Departments, and the like. Fee assumes up to two (2) in -person meetings and the balance to be virtual meetings. D. Assistance during the bid process with portable manufacturers. E. Provide limited Construction Administration. Architect Fixed Fee: $33,000.00 Electrical Engineer Fixed Fee: $6,000.00 Civil Engineer Fixed Fee: $17,500.00 Professional Cost Consultant Fixed Fee: $7,500.00 Reimbursable Expenses Fixed Fee: $2,500.00 Total Architect and Engineering Fee: $66,500.00 Our services for this work will be on a Fixed Fee Basis. This fee arrangement is for LCA Architects' services only and does not include any consultants (other than those listed above with scope and associated fee(s)). REIMBURSABLES: Copies, prints, CAD plots, photography, preparing and compiling .pdf sets, scanning, colored print mounting, long distance phone calls, postage, express mail, and travel outside the Bay Area will be billed on a reimbursable basis. Reimbursable expenses will be billed in accordance with our Master Agreement. We have staff available who can start this work as soon as you release us to do the work and sign our agreement. If this fee proposal and scope of work are acceptable, then we are prepared to enter into a Task Order, per our Master Agreement. 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 City of San Rafael — Public Works — April Miller REVISION #1: 12/22/2023 Original: March 22, 2022 LCA #22031 Page 3 of 4 Please sign below to acknowledge receipt of this contract and initiate this agreement. We thank you for this opportunity to be of service for your project. Best Regards, Carl Campos LCA Architects Inc. License No. C10482 CEC:mk:prpsl55 Enclosure: Exhibit A — LCA Hourly Fee Schedule Exhibit B— Google Earth Aerial Agreed and Accepted: Authorized Signature Printed Name Date Title Please sign and return one copy of this proposal to initiate the agreement. 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 City of San Rafael — Public Works — April Miller REVISION #1: 12/22/2023 Original: March 22, 2022 LCA #22031 Page 4 of 4 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 computer $185.00/hr. generated views, renderings and simulations of architectural interiors and exteriors. Preparation of video "fly-by's," walkthrough's, 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) 0.655/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 01/01/2023. Subject to change quarterly. 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 �1 e I Z WITH 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: Shannon Mackle (for April Miller/Craig Veramay) Extension: 3353 Contractor Name: LCA Architects Contractor's Contact: Carl Campos Contact's Email: ccampos@Ica-architects.coom ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor Click here to -� enter a date. b. Email contract (in Word) and attachments to City 4/22/2024 Attorney c/o Laraine.Gittens@cityofsanrafael.org ®SM 2 City Attorney a. Review, revise, and comment on draft agreement 5/8/2024 and return to Project Manager 5/8/2024 ® NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ❑X NT 3 Department Director Approval of final agreement form to send to 5/9/2024 ® AM contractor 4 Project Manager Forward three (3) originals of final agreement to Click here to contractor for their signature enter a date. 5 Project Manager When necessary, contractor -signed agreement © N/A agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement Review and approve insurance in PINS, and bonds 8 City Attorney (for Public Works Contracts) 9 City Manager / Mayor Agreement executed by City Council authorized official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager Task Order 114 - Pickleweed Childcare Replacement Portables Final Audit Report 2024-05-13 Created: 2024-05-10 By: Shannon Mackle (shannon.mackle@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAis5SOENfAkdi5Fg5ilfu2Y5UL6C7K4Q6 "Task Order 114 - Pickleweed Childcare Replacement Portables " History Document created by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-05-10 - 8:43:35 PM GMT El Document emailed to Carl Campos (ccampos@Ica-architects.com) for signature 2024-05-10 - 8:45:35 PM GMT 1L Document shared with Jonathan Schellin Qonathans@cityofsanrafael.org) by Shannon Mackie (shannon.mackle@cityofsanrafael.org) 2024-05-10 - 8:48:29 PM GMT Email viewed by Carl Campos (ccampos@Ica-architects.com) 2024-05-10 - 11:04:17 PM GMT b© Document e-signed by Carl Campos (ccampos@Ica-architects.com) Signature Date: 2024-05-10 - 11:11:37 PM GMT - Time Source: server P4 Document emailed to David Bogstad (dbogstad@Ica-architects.com) for signature 2024-05-10 - 11:11:39 PM GMT Email viewed by David Bogstad (dbogstad@Ica-architects.com) 2024-05-10 - 11:23:47 PM GMT 6© Document e-signed by David Bogstad (dbogstad@Ica-architects.com) Signature Date: 2024-05-10 - 11:24:12 PM GMT - Time Source: server C'y Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-05-10 - 11:24:14 PM GMT 13 Adobe Acrobat Sign Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-05-10 - 11:27:40 PM GMT b© Document approved by Laraine Gittens(laraine.gttens@cityofsanrafael.org) Approval Date: 2024-05-10-11:30:33 PM GMT - Time Source: server E'er Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2024-05-10-11:30:35 PM GMT Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) 2024-05-11 - 0:01:51 AM GMT 6© Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) Signature Date: 2024-05-11 - 0:02:41 AM GMT - Time Source: server E'y Document emailed to city.clerk@cityofsanrafael.org for approval 2024-05-11 - 0:02:44 AM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-05-13 - 2:56:33 PM GMT 6m Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-05-13 - 2:56:44 PM GMT 6© Document approved by Brenna Nurmi(city.clerk@cityofsanrafael.org) Approval Date: 2024-05-13 - 2:56:46 PM GMT - Time Source: server P4 Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-05-13 - 2:56:49 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-05-13 - 3:56:48 PM GMT b0 Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-05-13 - 3:57:07 PM GMT &o Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-05-13 - 3:57:09 PM GMT - Time Source: server Agreement completed. ! 2024-05-13 - 3:57:09 PM GMT Adobe Acrobat Sign