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HomeMy WebLinkAboutLR Temporary Downtown Library Space Planning and Move Services; First AmendmentFIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH PAULA STABLER DBA FACILITIES BY DESIGN FOR TEMPORARY DOWNTOWN LIBRARY SPACE PLANNING AND MOVE SERVICES THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and PAULA STABLER DBA FACILITIES BY DESIGN (hereinafter "CONSULTANT"), is made and entered into as of 10/22/2024 RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated April 16, 2024 to perform professional services in connection with CITY'S Downtown Library Renovation Project, for an amount not to exceed $31,504 (the "Agreement"); and WHEREAS, under the terms of the Agreement, the Term of the Agreement was to expire on March 1, 2025; however CITY and CONSULTANT, agreed informally that the Term of the Agreement would be extended, and now wish to ratify and memorialize that extension; and WHEREAS, CITY requires additional professional services from the CONSULTANT, 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 I of the Agreement, entitled "SERVICES TO BE PROVIDED" is hereby amended to include the additional services set forth in CONSULTANT's proposal dated October 15, 2024, attached to this First Amendment as Exhibit A and incorporated herein by reference. 2. Article II 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, on an hourly rates basis in accordance with the Exhibit A, in a not -to -exceed amount of $28,204, and to change the total not -to -exceed amount under the Agreement to $59,708. 1 3. Article III of the Agreement, entitled "TERM OF AGREEMENT" is hereby amended to extend the Agreement term through August 31, 2025. 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 cnzt— AIR. ich r—ax cola zn:s PDT UKI511Nh ALLLUVIUH, ulty Manager CONSULTANT Name: Paula S Stabler Title: Principal ATTEST: [If Consultant is a corporation, add signature of s?.rna NuiY�i (fcF) second corporate officer] LINDSAY LARA, City Clerk By: APPROVED AS TO FORM: Name: Rob Ensi'Bin ROBERT F. EPSTEIN, City Attorney 2 Title: PROFESSIONAL SERVICES AGREEMENT F 1 Paula Stabler, Principal Designer paula@facilitiesbydesign.com I Phone 707.580.1362 5755 Mountain Hawk Dr I Suite 207 1 Santa Rosa, CA 95409 City of San Rafael Library, Space Planning Review & Updates, New Furniture RFP Process Implementation & Move planning out of the Temporary space, back into the Main Branch. October 15, 2024 1.SCOPE OF SERVICES A. Schematic Design Layout - Meet with client to review design objectives for the Library's Children's Area. • Create options that increase the collections shelving available and refine until approved by staff. • Translate the final new shelving plan into an installation plan to be used in final move back. Specify new additional shelving if necessary. B. Design Development - Update the AutoCAD plan and/or spreadsheet to illustrate the existing inventory's current locations and final move back location. This includes labeling furniture for the move in both the temp space and main branch. - Meet with the client once final move plan is approved to determine what existing items will be used in the new space and what will be stored or disposed of. C. Furniture Specification Development - Walk site with vendors if applicable and provide plans for the purposes of bids and proposals. - Develop a specification package for all new furniture and shelving based on Noll & Tam's intent and send to dealers to get pricing proposals. - Review furniture proposals for completeness and create a bid comparison to identify the lowest bidder. - Create procurement spreadsheets and calendar to follow order process and timeline. D. Construction Administration/Move Project Planning - Attend construction meetings when schedule is discussed. - Using architectural plans, identify furniture and equipment to be moved. • This will include the develop of a numbering and color -coding system to use for move. PROFESSIONAL SERVICES AGREEMENT - Meet with movers and installation companies, request proposals as needed and review and compare. E. Construction Administration Move/Install Coordination - Facilitate meetings with move team including; communications, IT, electrician, furniture installers, movers and provide updated schedule and plans to all parties. Hold meetings with the move team for kick-off and for final pre -installation move coordination meeting. - Provide move instructions and documents to the client program representative for dissemination to staff. - Schedule and coordinate movers, along with delivery of packing boxes, labels and bags. - On site project management of installation if deemed necessary. - Post move plan and directional signage for installation/move activities. - Schedule punch walk through after move into final destination is complete and verify that the existing location is cleared of all surplus. 2. Fee Schedule A. Interior Design Services: Principal Designer $120/Hour Senior Designer $100/Hour Jr Designer $75/Hour 3. Compensation Project Hours - Interior Designer Schematic Design 30 hours x $100 = $3,000 Design Development 40 hours x $100 = $4,000 Construction Documents 42 hours x $100 = $4,200 Bid and Award 40 hours x $100 = $4,000 Construction Administration 60 hours x $100 = $6,000 Total Cost $ 21,200 Project Hours - Principal Designer Schematic Design 5 hours x $120 = $ 600 Design Development 8 hours x $120 = $ 960 Construction Documents 8 hours x $120 = $ 960 Bid and Award 8 hours x $120 = $ 960 Construction Administration 8 hours x $120 = $ 960 Total Cost $ 4,440 Sub Total $ 25,640 10% Contingency $ 2,564 Grand Total $ 28,204 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: Library & Recreation Project Manager: Catherine Quffa Extension: 3078 Contractor Name: Facilities By Design Contractor's Contact: Paula Stabler Contact's Email: Paula@FacilitiesByDesign.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE I Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor N/A ❑ b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org 10/15/2024 >c 2 City Attorney a. Review, revise, and comment on draft agreement 10/15/2024 and return to Project Manager 10/15/2024 ❑X 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 10/15/2024 ® CGQ 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 ❑X 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 10/15/2024 JB Attorney with printed copy of this routing_ form 7 City Attorney Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS, and bonds (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 Facilities By Design_PSA 10152024 Final Audit Report 2024-10-23 Created: 2024-10-16 By: Jinder Banwait (finder.banwait@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAQ9tfPgulwZklc5jCQtHvGe2TGvAOBvK7 "Facilities By Design_PSA 10152024" History Document created by Jinder Banwait Qinder.banwait@cityofsanrafael.org) 2024-10-16 - 0:42:06 AM GMT E'y Document emailed to Paula Stabler (paula@facilitiesbydesign.com) for signature 2024-10-16 - 0:42:10 AM GMT Email viewed by Paula Stabler (paula@facilitiesbydesign.com) 2024-10-16 - 0:42:59 AM GMT d© Document e-signed by Paula Stabler (paula@facilitiesbydesign.com) Signature Date: 2024-10-16 - 0:43:28 AM GMT - Time Source: server E'41 Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-10-16 - 0:43:30 AM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-10-16 - 7:40:35 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-10-22 - 7:53:58 PM GMT &0 Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-10-22 - 7:56:11 PM GMT - Time Source: server E'., Document emailed to Rob Epstein (rob.epstein@cityofsanrafael.org) for signature 2024-10-22 - 7:56:13 PM GMT Email viewed by Rob Epstein(rob.epstein@cityofsanrafael.org) 2024-10-22 - 10:19:21 PM GMT 6© Document e-signed by Rob Epstein (rob.epstein@cityofsanrafael.org) Signature Date: 2024-10-22 - 10:19:32 PM GMT - Time Source: server a Adobe Acrobat Sign P+ Document emailed to Lindsay Lara (city.clerk@cityofsanrafael.org) for approval 2024-10-22 - 10:19:34 PM GMT Email viewed by Lindsay Lara (city.clerk@cityofsanrafael.org) 2024-10-22-10:20:27 PM GMT &0 Document approved by Lindsay Lara(city.clerk@cityofsanrafael.org) Approval Date: 2024-10-22 - 10:20:33 PM GMT - Time Source: server �'y Document emailed to Cristine Alilovich (cristinea@cityofsanrafael.org) for signature 2024-10-22-10:20:35 PM GMT Email viewed by Cristine Alilovich (cristinea@cityofsanrafael.org) 2024-10-23 - 3:38:11 AM GMT 00 Document e-signed by Cristine Alilovich (cristinea@cityofsanrafael.org) Signature Date: 2024-10-23 - 3:38:30 AM GMT - Time Source: server P'y Document emailed to Lindsay Lara (city.clerk@cityofsanrafael.org) for signature 2024-10-23 - 3:38:32 AM GMT Email viewed by Lindsay Lara(city.clerk@cityofsanrafael.org) 2024-10-23 - 2:32:46 PM GMT bo Signer Lindsay Lara (city.clerk@cityofsanrafael.org) entered name at signing as Brenna Nurmi (for) 2024-10-23 - 2:33:04 PM GMT d© Document e-signed by Brenna Nurmi (for)(city.clerk@cityofsanrafael.org) Signature Date: 2024-10-23 - 2:33:06 PM GMT - Time Source: server ® Agreement completed. 2024-10-23 - 2:33:06 PM GMT Adobe Acrobat Sign