HomeMy WebLinkAboutPW Essential Facilities Agreement Amendmentsr
It'l61 SAN RAFAEL
bb THE CITY WITH A MISSION
Agenda Item No: 8.b
Meeting Date: May 15, 2017
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Department of Public Works
Prepared by: Bill Guerin, City Manager Approval:
Director, Public Works
SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO ALLOCATE DESIGN CONTINGENCIES
PREVIOUSLY APPROVED IN THE ESSENTIAL FACILITIES STRATEGIC PLAN BUDGET
TO AMEND THE PROFESSIONAL SERVICES AGREEMENTS WITH MARY MCGRATH
ARCHITECTS (MMA) AND KITCHELL CEM INC. FOR ADDITIONAL SERVICES RELATED
TO PHASE 1 ESSENTIAL FACILITIES PROJECTS (PUBLIC SAFETY CENTER, FIRE
STATION #52 AND THE FIRE STATION #57); AND AUTHORIZING THE CITY MANAGER
ADDITIONALLY TO AMEND THE PROFESSIONAL SERVICES AGREEMENT WITH MMA
NOT TO EXCEED $75,000, IF AND AS NEEDED.
RECOMMENDATION:
Adopt the Resolution authorizing the City Manager to allocate previously approved design
contingency budgeted funds in order to execute amendments to the Professional Services
Agreements with Mary McGrath Architects (MMA) and Kitchell CEM Inc. (Kitchell) for pre -
construction phase services related to the Essential Facilities Strategic Plan; and authorizing the
City Manager to amend the MMA contract in an additional amount not to exceed $75,000 if and
as needed, to be funded by the unallocated savings resulting from the MMA and Kitchell
contracts coming in lower than originally budgeted in the Strategic Plan.
BACKGROUND:
Measure E passed on November 5, 2013 extending for 20 years an existing 0.5% sales tax and
increasing it by 0.25%. On July 20, 2015, the City of San Rafael approved an Essential
Facilities Strategic Plan, which included a total budget of $9,956,805 for design phase
consulting services (design services for MMA and project management and pre -construction
services for Kitchell) for the three Phase I projects (Public Safety Center (PSC) and Fire
Stations 52 (FS 52) and 57 (FS 57). Within this overall budget, there was a line item budgeted
amount for design contingency of $515,658.
On September 21, 2015, the City of San Rafael executed Professional Services agreements
with MMA to provide design services for the Phase 1 Essential Facilities projects in the amount
of $5,345,132 and with Kitchell to provide project management and pre -construction services for
the Phase 1 Essential Facilities projects in the amount of $3,314,277, for a total of $8,659,409.
FOR CITY CLERK ONLY
File No.: 4-3-582 / 4-3-583
Council Meeting: 05/15/2017
Disposition: Resolution 14332
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Since the final negotiated contract amounts came in lower than the Strategic Plan identified, this
resulted in an unallocated project savings of $1,297,396.
When this contract was originally executed, the approved design contingency budgeted amount
of $515,658 was not included in the total not to exceed amounts for either design services
contract and remained unallocated. Staff is requesting that a portion of these design
contingency dollars now be allocated to increase the total not to exceed contract amounts for
MMA and Kitchell in order to pay for additional scope of work items needed to finalize the
design work for the Phase 1 projects.
ANALYSIS:
The original contract with our design services consultants envisioned designing all three
buildings (PSC, FS 52 and FS 57) as a single project. This approach meant that all three would
have been on the same timeline and would therefore bid at the same time in a single
procurement package to a single construction contract. The Facilities Subcommittee made a
significant strategic decision during the early part of the design phase in April 2016, to separate
the two fire station projects from the PSC in order to accomplish a number of objectives:
1. To attract the most qualified contractors to bid on those projects,
2. To not commit all of our projects to one contractor,
3. To accommodate significant design changes to the PSC at the request of the Design
Review Board and Planning Commission, and
4. To get a sense of the market by awarding the two fire stations first and the PSC later to
inform our strategy for bidding the larger PSC project.
It was further decided to contract separately for hazardous material abatement and demolition at
all three locations to clear the sites and identify any differing site conditions prior to construction
contract award. These strategic decisions have proved valuable and the City has been able to
avoid the potential significant costs of having to remediate environmental issues while having a
general contractor delayed and unable to start construction. Both fire station sites had site
challenges that were revealed after demolition took place. In FS 52, a leaking above ground
fuel tank contaminated the soil below and the soil needed to be removed and the site cleared by
the San Francisco Water Board prior to construction getting under way. At FS 57, an
unidentified storm water line was unearthed under the existing building and had to be removed
and the soil re -compacted. Both of these items might have been considered a compensable
delay by the general contractor had the demolition been part of the construction contract. In
addition, the two fire station projects bid considerably higher than anticipated. The project team
negotiated a significant deductive change -order and identified additional budgeted unallocated
funds in order to award the contract to Alten construction for FS 52 and FS 57. The information
learned from this early award of the two fire stations is informing the design of the PSC, allowing
the project team to revamp the design to anticipate the higher than expected bidding climate in
the Bay Area.
These strategic decisions have resulted in a need for additional work by the design services
consultants. Descriptions and costs for each additional scope item that make up the amended
contract amount can be found in Exhibit A (MMA) and Exhibit B (Kitchell). The changes to the
design services resulting from the strategic decisions described above were reviewed in
consultation with the City Manager and direction was provided by the Facilities Subcommittee
over the last year beginning in April 2016 (e.g., to split the projects on separate bidding
timelines, conduct early demolition to abate environmental hazards, etc.).
Staff proposes that a portion of the previously -unallocated design contingency budget now be
allocated to fund the needed scope expansion.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
The project team is also requesting that the City Council allocate an additional $75,000 to the
MMA contract to be used as needed to design the changes required to reduce the overall cost
of the PSC to comport with current market conditions. Therefore, Staff also requests that the
City Manager be authorized to amend the MMA contract if and as needed, in an additional
amount not to exceed $75,000, to be funded by the unallocated savings resulting from the MMA
and Kitchell contracts coming in lower than originally budgeted in the Strategic Plan, with the
understanding that the Facilities Sub -committee will continue to provide oversight to the
projects.
The total cost of the additional scope items identified in Exhibits A & B is $511,720 (this does
not include the additional $75,000 requested for MMA). Each of the changes was evaluated
against the original contract to ensure that the work was in fact an additional scope of work item.
Each was also evaluated as to cost reasonableness and was determined to be a reasonable
cost for the work performed.
FISCAL IMPACT:
The proposed design contingency allocation of $511,680 ($274,245 to MMA and $237,475 to
Kitchell), falls within the previously approved Strategic Plan budget line item for design
contingency of $515,658. Upon execution of the proposed amendment, the total contract value
of the MMA contract will be $5,619,377. Upon execution of the proposed amendment, the total
contract value of the Kitchell contract will be $3,551,752.
The additional $75,000 to the additional work to reduce the total project cost of the PSC, if
needed, will be funded by the unallocated savings resulting from the MMA and Kitchell contracts
coming in lower than originally budgeted in the Strategic Plan.
These funds will be appropriated from the portion of Measure E revenues allocated to public
safety facilities construction and improvements.
OPTIONS:
• Approve the Resolution
• Direct staff to modify the resolution and resubmit
RECOMMENDATION:
1. Adopt the attached Resolution.
ATTACHMENTS:
• Resolution of the City Council of the City of San Rafael authorizing the City Manager to
allocate design contingencies previously approved in the Essential Facilities Strategic
Plan budget to amend the professional services agreements with Mary McGrath
Architects (MMA) and Kitchell CEM, Inc. for additional services related to Phase 1
Essential Facilities Projects (Public Safety Center, Fire Station #52 and the Fire Station
#57); and authorizing the City Manager additionally to amend the professional services
agreement with MMA not to exceed $75,000, if and as needed.
• Contract between the City of San Rafael and Mary McGrath Architects dated September
21, 2015
• Contract between the City of San Rafael and Kitchell CEM Inc. dated September 21,
2015
• Exhibit A — MMA Additional Scope Items totaling $274,245
• Exhibit B — Kitchell Additional Scope Items totaling $237,475
• Exhibit C- Detailed Breakdown of Strategic Plan vs. Actual and Proposed Allocation of
Funds
RESOLUTION NO. 14332
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO ALLOCATE DESIGN
CONTINGENCIES PREVIOUSLY APPROVED IN THE ESSENTIAL
FACILITIES STRATEGIC PLAN BUDGET TO AMEND THE PROFESSIONAL
SERVICES AGREEMENTS WITH MARY MCGRATH ARCHITECTS (MMA)
AND KITCHELL CEM INC. FOR ADDITIONAL SERVICES RELATED TO
PHASE 1 ESSENTIAL FACILITIES PROJECTS (PUBLIC SAFETY CENTER,
FIRE STATION #52 AND THE FIRE STATION #57); AND AUTHORIZING THE
CITY MANAGER ADDITIONALLY TO AMEND THE PROFESSIONAL
SERVICES AGREEMENT WITH MMA NOT TO EXCEED $75,000, IF AND AS
NEEDED
WHEREAS, in November 2013, the local voters passed Measure E, a three-quarter cent
transactions and use tax with a term of twenty years. This tax supplanted the former, one-half
cent transactions and use tax (Measure S), effective April 1, 2014; and
WHEREAS, on July 20, 2015, the City of San Rafael approved an Essential Facilities
Strategic Plan, which included a total budget of $9,956,805 for design phase services for the
three Phase 1 projects (Public Safety Center (PSC) and Fire Stations 52 (FS 52) and 57 (FS
57)) of the Essential Facilities Strategic Plan. Within this overall budget, there was a line item
budgeted amount for design contingency of $515,658; and
WHEREAS, on September 21, 2015, the City Council authorized the City Manager to
execute, on behalf of the City of San Rafael, a Professional Services Agreement with Mary
McGrath Architects ("MMA") for architectural and design, bidding, and construction
administration services for the Phase 1 projects; and
WHEREAS, on September 21, 2015, the City Council authorized the City Manager to
execute, on behalf of the City of San Rafael, a Professional Services Agreement with Kitchell
CEM, Inc. for project management and pre -construction services related to the Phase 1
projects; and
WHEREAS, the negotiated contract amounts for the MMA and Kitchell CEM agreements
were less than the amount budgeted for them in the Essential Facilities Strategic Plan, resulting
in an unallocated project savings of $1,297,396; and
WHEREAS, when these professional services agreements were approved and
executed, the design contingency budgeted amount of $515,658 was not included in the total
not -to -exceed amounts for either agreement, and therefore remain unallocated; and
WHEREAS, during the early design phase of the Phase 1 projects, in order to advance
numerous project objectives, the City Council's Facilities Subcommittee made certain strategic
decisions affecting the management of the projects, including separating the projects into two
parts for bidding purposes, and separating the demolition and hazardous materials abatement
portion of the projects from the construction phase; and
WHEREAS, the strategic decisions by the Facilities Subcommittee, while proving
valuable to the City, have resulted in a need for additional services by the MMA and Kitchell
CEM; and
WHEREAS, through the process of bidding for construction of the portion of the Phase I
project including FS 52 and FS 57, the City has learned that it may have to revisit the design of
the PSC to reduce the total project cost to accommodate the higher than expected bidding
climate in the Bay Area; and anticipates that further amendments to the MMA agreement may
be required as a result;
follows:
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of San Rafael as
The City Manager is hereby authorized to allocate available design
contingency funds and to execute amendments, in a form to be approved by
the City Attorney, to the Professional Services Agreement with Mary McGrath
Architects, for necessary additional services in the amount of $274,245, for a
total not -to -exceed amount of $5,619,377; and to the Professional Services
Agreement with Kitchell CEM, Inc., for necessary additional services in the
amount of $237,475, for a total not -to -exceed amount of $3,551,752.
2. The City Manager is hereby authorized to execute further amendments to the
Professional Services Agreement with Mary McGrath Architects, in an amount
not to exceed $75,000, if and as required, for additional design work to reduce
the total cost of the PSC project; to be funded by the unallocated savings
resulting from the MMA and Kitchell CEM contracts coming in lower than
originally budgeted in the Essential Facilities Strategic Plan.
I, ESTHER BEIRNE, 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 15th day of May, 2017 by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
2
ESTHER C. BEIRNE, City Clerk
AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
MARY McGRATH ARCHITECTS FOR ARCHITECTURAL AND
DESIGN, BIDDING, AND CONSTRUCTION ADMINISTRATION SERVICES
THIS AMENDMENT to Professional Services Agreement is made and entered into this
day of , 2017, by and between the CITY OF SAN RAFAEL
(hereinafter "CITY"), and MARY McGRATH ARCHITECTS, a California Corporation,
(hereinafter "CONTRACTOR")
RECITALS
WHEREAS, on July 20, 2015, the City of San Rafael approved an Essential Facilities
Strategic Plan, which included a total budget of $9,956,805 for design phase services for the
three Phase 1 projects (Public Safety Center (PSC) and Fire Stations 52 (FS 52) and 57 (FS 57))
of the Essential Facilities Strategic Plan. Within this overall budget, there was a line item
budgeted amount for design contingency of $515,658; and
WHEREAS, on October 1, 2015, in furtherance of the Essential Facilities Strategic Plan,
the CITY and CONTRACTOR entered into that certain "Agreement for Professional Services
for Architectural and Design, Bidding, and Construction Administration Services" on the Phase 1
Essential Facilities projects, for an amount not -to -exceed $5,345,132; and
WHEREAS, the negotiated contract amount of the Agreement did not include any of the
design contingency funds budgeted for the Essential Facilities projects; and
WHEREAS, during the early design phase of the Phase 1 projects, in order to advance
numerous project objectives, the City Council's Facilities Subcommittee made certain strategic
decisions affecting the management of the projects, including separating the projects into two
parts for bidding purposes, and separating the demolition and hazardous materials abatement
portion of the projects from the construction phase; and
WHEREAS, the strategic decisions by the Facilities Subcommittee, while proving
valuable to the City, have resulted in a need for additional services by CONTRACTOR; and
WHEREAS, by Resolution No. 14332, adopted on May 15, 2017, the San Rafael City
Council approved an amendment to the Agreement to provide for the additional required
services, to be funded by a portion of the available design contingency funds;
Lr_ 3 -'552-
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. Section 2 of the Agreement, entitled "DUTIES OF CONTRACTOR" is hereby
amended to additionally include the services described in CONTRACTOR's proposal letter
dated May 10, 2017, attached hereto as Exhibit A, and incorporated herein by reference.
2. Section 4 of the Agreement, entitled "COMPENSATION" is hereby amended to
include an additional amount of compensation to CONTRACTOR in the sum of up to $274,245
for additional services to be performed pursuant to this Amendment as described in Exhibit A
attached, thereby increasing the total contract compensation to a not -to -exceed amount of
$5,619,377.
2. 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 force after
this amendment.
IN WITNESS WHEREOF, the parties have executed this Amendment to Professional
Services Agreement as of the day, month and year first above written.
CITY OF SAN RAFAEL MARY McGRATH ARCHITECTS
By: .a By: -
JIM SCHUTZ, City Manager MARY MCGRATH, President
ATTEST:
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
Fi57
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ROBERT F. EPSTEIN, . ty Atto ey
2
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nfur i : V 14 t i l:, 4 1. r:[ I "I , 1, 1 1
May 10, 2017
Ms. Crlstlne Alllovich
Assistant City Manager
San Rafael City Hall
1400 Fifth Avenue, Room 203
San Rafael, California 94915-1560
Re: Public Safety Center Construction Document Completion
Dear Ms. Alllovich;
Below Is our fee proposal for the added scope of services Incurred by Mary McGrath Architects for the
Phase 1 Projects of the Essential Facilities Strategic Plan. The attached spreadsheet with back-up
documentation shows the breakdown of the hours, rates and Consultant Fees. A summary of the added
scope of work is as follows:
1. Item 1- Site Revisions at Station 57: In order to avoid wetland mitigation issues and potential
CEQA delays the design team redesigned the site layout to develop a solution that avoided the
wetlands. This required a new grading and drainage plan and new lease exhibit survey. Total fee
for this work is $12,555. A portion of this cost will be reimbursed by the County.
2. Items 2, 3 and 4 - Early Demolition Design Drawings: In an effort to reduce the risk to the
building contractor for unforeseen site conditions and delays, the City elected to separate the
demolition project from the main building project at all three project sites. MMA provided a fee
proposal for these added sets of construction documents and included credits back for the
demolition work planned In the original scope of work. The added scope includes a new site
topographic survey to document the new site conditions at each site and support during a
separate construction phase. The total fee for this work is $98,150.
3. Items 5, 6 and 7 - Value Engineering: The City elected to participate in a Value Engineer exercise
to evaluate the systems selections that were made in the early stages of the design and find
areas of the building design that could be engineered more cost effectively with a mitigated
Impact to the project goals. Scope Included a day long work session, study of potential solutions,
cost analysis and Implementation of the selection options into the next level of design. The VE
reductions approximated $1M in savings. The total fee for this work Is $130,240.
4. Item 8 — The Temporary Site for the Fire Station 51 engine company was Initially designed in
August of 2015. The program requirements for the site changed and a new site plan was re -
engineers in April of 2017. This new engineering work was performed for a total fee of $4,600.
S. Item 9 and 10 — Early in the project, the City Sustainability Office working with PG&E had
identified that the Phase I projects would be eligible for rebates through the "Savings by Design"
program. This fee proposal Is for the time required to prepare the design documents that are
required for the rebate application and follow-up with PG&E to develop the maximum rebate
possible. The total fee for this work is $13,200.
1112 BROADWAY, SUI IE 401 o OAKLAIID. CALIFOR111A 94612 , 0 510 208 9400 WWW MARYMCGRATIIARCIIITECTS COM
Item 11— PG&E changed the main service location (Identified a year ago) from West on 4'h street
to North on Union St. The civil engineer was required to re -design the site improvement plan to
accommodate this change after they were complete. fortunately, the change in direction from
PG&E results in less off-site work for the City and will save $40 to $50K in trenching and repaving
cost. The total fee for this revision is $5,500.
Item 12 — In order to generate additional value engineering options for the PSC, the City
Management team authorized the PSC structural engineer to study the design opportunities and
constraints of changing the upper floor structural system from a masonry shear wall system to a
metal stud and plywood sheer wall system. This resulted In an overall reduction of the weight of
the building that allowed the foundation system to be simplified. The fee for this work was
$10,000. This resulted in about $500,000 in VE cost reductions according to the latest estimate
prepare by Saylor Consultants.
Thank you for the opportunity to provide these services. If you have any questions, please do not
hesitate to contact our office.
Sincerely,
Mary C. McGrath
,Yri 7&oh- -
President
Mary McGrath Architects
-2-
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: Cindy Ray
Extension: 5326
Contractor Name: Mary McGrath Architects
Contractor's Contact: Mary McGrath
Contact's Email: mmcgrath@marymcgratharchitects.com
❑ 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
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❑
enter a date.
b. Email contract (in Word) & attachments to City
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Atty c/o Laraine.Gittens@cityofsanrafael.org
enter a date.
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2 City Attorney
a. Review, revise, and comment on draft agreement
6/5/2017
® LAG
and return to Project Manager
6/5/2017
X LAG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3 Project Manager
Forward three (3) originals of final agreement to
6/5/2017//
❑
contractor for their signature
4 Project Manager
When necessary, * contractor-siened agreement
❑ N/A
agendized for Council approval
*PSA > $20,000; or Purchase > $35,000; or
Or
❑
Public Works Contract > $125,000
Date of Council approval
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enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
5 Project Manager
Forward signed original agreements to City
06/16/2017
Attorney with printed copy of this routing form i
6 City Attorney
Review and approve hard copy of signed
dol I"
fJ
agreement
1
7�
7 City Attorney
Review and approve insurance in PINS , and bonds
(for Public Works Contracts)
8 City Manager/ Mayor
Agreement executed by Council authorized official
9 City Clerk
Attest signatures, retains original agreement and
forwards copies to Project Manager I
�� 3� r -7
AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT
WITH KITCHELL CEM INC. FOR PROJECT AND
CONSTRUCTION MANAGEMENT SERVICES
THIS AMENDMENT to Professional Services Agreement is made and entered into this
.� day of - 12017, by and between the CITY OF SAN RAFAEL
(hereinafter "CITY"), and KITCHELL CEM INC., a California Corporation, (hereinafter
"CONTRACTOR").
RECITALS
WHEREAS, on July 20, 2015, the City of San Rafael approved an Essential Facilities
Strategic Plan, which included a total budget of $9,956,805 for design phase services for the
three Phase 1 projects (Public Safety Center (PSC) and Fire Stations 52 (FS 52) and 57 (FS 57))
of the Essential Facilities Strategic Plan. Within this overall budget, there was a line item
budgeted amount for design contingency of $515,658; and
WHEREAS, on October 1, 2015, in furtherance of the Essential Facilities Strategic Plan,
the CITY and CONTRACTOR entered into that certain "Agreement for Professional Services
for Project and Construction Management Services" on the Phase 1 Essential Facilities projects,
for an amount not -to -exceed $3,314,277; and
WHEREAS, the negotiated contract amount of the Agreement did not include any of the
design contingency funds budgeted for the Essential Facilities projects; and
WHEREAS, during the early design phase of the Phase 1 projects, in order to advance
numerous project objectives, the City Council's Facilities Subcommittee made certain strategic
decisions affecting the management of the projects, including separating the projects into two
parts for bidding purposes, and separating the demolition and hazardous materials abatement
portion of the projects from the construction phase; and
WHEREAS, the strategic decisions by the Facilities Subcommittee, while proving
valuable to the City, have resulted in a need for additional services by CONTRACTOR; and
WHEREAS, by Resolution No. 14332, adopted on May 15, 2017, the San Rafael City
Council approved an amendment to the Agreement to provide for the additional required
services, to be funded by a portion of the available design contingency funds;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. Section 2 of the Agreement, entitled "DUTIES OF CONTRACTOR" is hereby
amended to additionally include the services described in CONTRACTOR's proposal letter
dated February 7, 2017, attached hereto as Exhibit A, and incorporated herein by reference.
2. Section 4 of the Agreement, entitled "COMPENSATION" is hereby amended to
include an additional amount of compensation to CONTRACTOR in the sum of up to $237,475
for additional services to be performed pursuant to this Amendment as described in Exhibit A
attached, thereby increasing the total contract compensation to a not -to -exceed amount of
$3,551,752.
2. 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 force after
this amendment.
IN WITNESS WHEREOF, the parties have executed this Amendment to Professional
Services Agreement as of the day, month and year first above written.
CITY OF SAN RAFAEL KITCHELL CEM INC.
By. 0
� i', JJ By.
JIM SCHUTZ, City Manager
Name of Corporate Officer: tip
ATTEST:
Title: Ste-- «CL— Slowl—
e,2gf t zz f G - Ae-412 ,
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
L a "L - in Qr-e7
ROBERT F. EPSTEIN, Cit.4Attordtk
13 CA h
:14, 4 Ey - �
February 7, 2017
Cristine Alilovich
Assistant City Manager
San Rafael City Hall
1400 Fifth Avenue, Room 203
San Rafael, California 94915-1560
Re: Fee Proposal for the Phase 1 Projects (Public Safety Center, Fire Station 52 and the Fire
Station 57) of the Essential Facilities Strategic Plan.
Dear Cristine Alilovich,
Below is fee proposal for the added scope of services incurred by Kitchell for the Phase 1 Projects (Public Safety
Center, Fire Station 52 and the Fire Station 57) of the Essential Facilities Strategic Plan.
We anticipate the scope of services for this proposal to be consistent with the scope identified in the current
contract. Below is list of additional activities for the Phase 1 projects. The attached spreadsheet shows the
breakdown of the hours and rates.
1. Bid Phase for Early Demolition Projects:
The Kitchell fee proposal dated April 12, 2017 for the separation of the Bid Phase of the Early Haz-Mat and
Demolition was approved by the Facilities Subcommittee on April 15, 2016 in the amount of $46,800.
2. Extended Preconstruction Phase Management for Public Safety Center Project:
The fee and proposed staffing to provide the above scope of services is as follows:
The Kitchell staffing fee proposal included in the original contract dated October 1, 2015 had Programming/Design
and Bid Phase Management for the Phase 1 projects from October 2016 through to January 2017. The PSC
design schedule was extended during the conceptual and schematic design phases due to numerous design
iterations, DRB and PC comments, extended CEQA process and to incorporate the Value Engineering cost saving
ideas into the design. The current timeline to complete the Public Safety Center Pre -Construction activities Is
August 2017. We are forecasting requiring Project Director time of 16 hours per month and Senior Project Manager
time of 100 hours per month for seven additional months. This equates to an add request of $139,160.
3. Splitting the Bid Phase for the Early Demolition of Public Safety Center:
The fee and proposed staffing to provide the above scope of services is as follows:
The April 12, 2016 change proposal for Early Haz-Mat and Demolition was accounting for bidding all three
demolition projects together as one bid package with actual demolition work for Fire Stations 52 and 57 to be
concurrent and Fire Station 51/Blue Houses to be separate. The FSC approved separation of the bid phases for
Fire Station 51 and Blue Houses to incorporate deconstruction as an add alternate into the demolition scope. Due
to this change, Kitchell will incur additional costs to manage this added bid process. We are forecasting requiring
Project Director time of 16 hours per month, Senior Project Manager time of 32 hours per month and Project
Manager time of 225 hours. This equates to an add request of $51,515.
In total the additional services described in items 1, 2 and 3 above equate to a total amount of $237,475.
Reasonable and customary reimbursable expenses would be submitted separately to the above costs consistent
with the current contract.
Thank you for the opportunity to provide these services. If you have any questions, please do not hesitate to
contact me at this office.
Sincerely,
Bill a al
Project Director
Kitchell CEM
2450 Venture Oaks Way I Suite 500 1 Sacramento, California 95833 1 Phone 916.648.9700 1 Fax 916 648.6534 1 www.kitcliell.com
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: Cindy Ray
Extension: 5326
Contractor Name: Kitchell CEM Inc.
Contractor's Contact: Bill Johal
Contact's Email: bjohal@kitchell.com
❑ 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) & attachments to City
Click here to
Atty c/o Laraine.Gittens@cityofsanrafael.org
enter a date.
❑
2 City Attorney
a. Review, revise, and comment on draft agreement
6/5/2017
® LAG
and return to Project Manager
6/6/2017
® LAG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3 Project Manager
Forward three (3) originals of final agreement to
6/7/2017
❑
contractor for their signature
4 Project Manager
When necessary, * contractor -signed agreement
❑ N/A
agendized for Council approval
*PSA > $20,000; or Purchase > $35,000; or
Or
❑
Public Works Contract > $125,000
Click here to
Date of Council approval
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
5 Project Manager
Forward signed original agreements to City
06/16/17
Attorney with printed copy of this routing form
6 City Attorney
Review and approve hard copy of signed
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agreement
4
/ +
7 City Attorney
Review and approve insurance in PINS, and bonds
/�7
(for Public Works Contracts)
/
8 City Manager/ Mayor
Agreement executed by Council authorized official
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9 City Clerk
Attest signatures, retains original agreement and
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forwards copies to Project Manager
t-7
14-3 ,ss3
CITY of Agenda Item No: 5.a
n. Meeting Date: September 21, 2015
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: City Manager's Office
Prepared by: Jim Schutz, City Manager City Manager Approval. (�
TOPIC: Architectural and design, bidding and construction administration services for
public safety facilities in San Rafael
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A
PROFESSIONAL SERVICES AGREEMENT WITH MARY MCGRATH ARCHITECTS
FOR ARCHITECTURAL AND DESIGN, BIDDING, AND CONSTRUCTION
ADMINISTRATION SERVICES FOR THE PHASE 1 PROJECTS (PUBLIC SAFETY
CENTER, FIRE STATION 52, AND FIRE STATION 57) OF THE ESSENTIAL
FACILITIES STRATEGIC PLAN
RECOMMENDATION:
Adopt the Resolution (Attachment A) authorizing the City Manager to execute a Professional Services
Agreement with Mary McGrath Architects for architectural and design, bidding and construction
administration services for Phase 1 of the Essential Facilities Strategic Plan.
BACKGROUND:
Measure E passed on November 5, 2013 extending for 20 years an existing 0.5% sales tax and
increasing it by 0.25%. On February 3, 2014, the San Rafael City Council directed staff to set aside the
revenues from the added quarter percent to begin to address our aging essential facilities, including
making critical improvements to our public safety facilities in San Rafael. Since then, numerous
significant activities have taken place to further the community's goal of addressing San Rafael's aging
essential public safety facilities.
In 2014, this effort began with a data collection, financial, and architectural preparation stage that
included financial and bond issuance preparation, city budget direction, program study and the
preparation for focused resident participation through the creation of an Oversight Committee. In
October, 2014, staff released a Request for Proposals (RFP) for the development of an "Essential
Facilities Strategic Plan" and the RFP indicated the potential for future phases under a separate
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pane: 2
contract. In November 2014, the City Council's Facilities Subcommittee (Mayor Phillips and
Councilmember McCullough) conducted formal interviews of a short list of finalist firms interested in
developing the Strategic Plan. The Facilities Subcommittee recommended Mary McGrath Architects for
this scope of work and the firm was subsequently hired at the City Council's direction from the meeting
of December 15, 2014.
On July 20, 2015, the City Council unanimously approved an Essential Facilities Strategic Plan with a
total of seven projects recommended for either replacement or renovation, including a new public safety
center across the street From City Hall. The Strategic Plan was recommended to the City Council by the
Facilities Subcommittee and its "Essential Facilities Working Group" which is made up of stakeholders,
members of local Boards and Commissions, and other interested community members. This effort, led
by Mary McGrath Architects, included facility and needs assessments, budget development,
communication strategies and development scenarios. The Plan estimates completion of all projects by
2019 and the order of magnitude total budget range is $63 to $72 million.
On August 25, 2015 the City Council's Facilities Subcommittee interviewed Mary McGrath Architects for
architectural and design services related to executing Phase 1 of the Essential Facilities project and
recommends that the City continue working with this firm under a new contract for the next phase of the
project. A proposed Professional Services Agreement is attached as Attachment B, and would be
attached to and approved by the Resolution.
A separate item on tonight's City Council agenda is a professional services agreement for project
management and pre -construction services needed in connection with execution of the Phase 1
projects.
ANALYSIS:
Phase 1 of the Essential Facilities Strategic Plan includes the completion of three projects, namely
construction of a new Public Safety Center, new Fire Station 52 and Training Tower, and new Fire
Station 57.
New Public Safety Center located at C Street and Fifth Avenue (Across from City Hall)
A new Public Safety Center would consolidate Police operations (currently located in five
separate facilities), Fire Station 51, Fire administrative operations, and the City's Emergency
Operations Center. In addition, the facility would include underground parking, conference
rooms, and a fitness room. The facility is proposed to be two stories above the sidewalk (Fifth
Avenue) with subterranean parking. The building gross area is anticipated to be approximately
44,000 — 44,666 square feet. The Order of Magnitude Construction Budget from the Essential
Facilities Strategic Plan is $37.5 million.
Replacement Fire Station No. 52 and Training Tower at Third Street
A new Fire Station 52 and Training Tower would replace the existing structures at 210 Third
Street. The facility is proposed to be a two-story fire station and be approximately 11,100 gross
square feet. The training tower would be four or five stories and include other training grounds
improvements. The Order of Magnitude Construction Budget from the Essential Facilities
Strategic Plan is $10.9 million.
Replacement Fire Station No. 57 at the Marin County Civic Center
A new Fire Station 57 would replace the existing structure at 3530 Civic Center Drive. The
facility is proposed to be a two-story fire station and be approximately 9,874 gross square feet.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 3
The Order of Magnitude Construction Budget from the Essential Facilities Strategic Plan is $8.8
million.
Each of the three separate projects includes their own work plan composed of nine tasks in total (see
Exhibits 1, 2 and 3 of Attachment B for more details):
1. Kick-off Meeting, Program and Budget Overview, Facility Tour
"rhe kick-off meeting will include discussions and review of communications protocol, project
schedule overview and refinement, project program and all budget parameters.
2. Conceptual Design
a. Site Master Plan, Building Arrangement, Conceptual Floor Plans and Building
Massing/Elevations
This subtask includes the development of refined options for site layout, site
arrangements, building area diagrams and massing. City staff and the Essential
Facilities Working Group will evaluate the designs through multiple charrettes resulting in
a final conceptual design suitable for use in the preparation of the Design Review Board
and Planning Commission applications.
b. Program Reconciliation
This subtask updates the project based on the conceptual design, including
recommendations for adjustment as necessary.
c. Budget Confirmation
This subtask includes a square foot and systems level cost estimate to confirm budget
assumptions and any recommendations for cost reductions.
d. Design Narrative
A design narrative presents the planning and design criteria for the new facility,
identifying preliminary functional requirements for site and building systems
(architectural, civil, landscape, structural, equipment, mechanical, electrical, data and
plumbing). A LEED check list will be created identifying the sustainable strategies
required for Gold level certification.
3. Entitlements — Community Workshops, Design Review Board, Planning Commission and
City Council Presentations
This task includes multiple community workshops and presentations to the Design Review
Board, Planning Commission and City Council. The planning application includes rendered site
plans, floor plans, elevations, 3-D images, exterior material color boards, and watercolors. The
community will be invited to participate and provide input on the design concepts in a variety of
formats.
4. Schematic Design and Cost Estimate
Concurrent to the entitlements task, this task includes schematic design documents and
engineering plans, equipment/fixture options, the selection of building envelope systems, and
the development of a further refined building and site design criteria. When planning approvals
are achieved, a detailed and reconciled cost estimate will be completed.
S. Design Development and Updated Cost Estimate
"rhe design development task will determine the exact size, profile, and character of the building
and site designs to form a basis for final construction documents. This work also includes
interior materials and furnishings selection, initial LEED documentation, and waterproofing
review.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
6. Construction Documents and Final Cost Estimate
This task includes two phases: 1) 95% construction documents submitted to the building
department and 2) the design of all engineering systems including structural and mechanical
design, plumbing and sprinklers, electrical, and other technology equipment.
7. Bidding
The project will be publicly bid by pre -qualified contractors and major subcontractors. The
bidding process task includes pre-bid activities through bid evaluations and recommendations.
8. Construction Observation
This task includes a field representative, bi-weekly on-site construction meetings, response to
requests for information, submittal review, substitution review, change order requests, and site
observations by the engineering team during the 24 -month construction period.
9. Close-out
This last task includes final walk-throughs, close-out documents, such as operations and
maintenance manuals, warrantees and guarantees.
Geotechnical and geohazards studies, environmental studies, and hazardous materials studies will be
provided by consultants hired directly by the City. These tasks were anticipated in the Essential
Facilities Strategic Plan and are called out there with specific budget allocations.
The proposed Professional Services Agreement provides that each task will be individually authorized
by a specific Notice to Proceed issued by the City. Should the City choose not to issue a Notice to
Proceed, choosing, in effect, to terminate the Agreement, the Agreement allows the City to do so and
compensate Mary McGrath Architects for services performed up to the date of termination.
The following table shows a cost summary for each project and the savings from the original Strategic
Plan design services budget. A more detailed breakdown is included with this staff report in Exhibit 4 of
Attachment B.
Public Safety Fire Station 52
Center
Order of Magnitude
Construction Budget $37.5 million $10.9 million
Total Design Fee w/out $3,292,960 $981,384
reimbursables
Percentage of 8.77% 8.98%
Construction Cost
Strategic Plan Design $3,981,235 $1,262,948
Services Budget
Savings from Budget ($688,275) ($281,564)
Fire Station 57 Total
$8.8 million $57.2 M
$816,258 $5,090,602
9.26% 8.89%
$1,064,416 $6,308,599
($248,158) ($1,217,997)
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 5
In comparison to our preliminary cost estimates for design services found in the Essential Facilities
Strategic Plan, the above cost savings have been found due to the proposed design team's familiarity
with the projects, concurrent implementation allowing for the development of building standards and
prototypical spaces, as well as meeting and coordination efforts. Such efficiencies have resulted in
reduced fees as shown in the table above. Cost savings on the "soft costs" (such as design services)
will be able to be used in other areas of the Strategic Plan priorities.
Fee comparability with State standards
There were several "checks" on the appropriateness of the above fees. First, other similar local projects
were reviewed for anticipated and Final costs. Also, the City's project manager for the Essential
Facilities Strategic Plan, Kitchell CEM Inc., has reviewed the fees and determined them to be
appropriate. Finally, although not a direct comparison on project type, the State of California Office of
School Construction guidelines for design services fees were used as a benchmark for confirming that
the fees proposed for the design services represented a good value for the City.
All of these methods suggest that the above fees are reasonable and customary for the type of work
that will take place over the three projects over the scheduled periods.
Temporary Facilities
A construction budget of $500,000 was established for the development of temporary facilities. It is
anticipated that fire crews from Stations 51 and 52 will be relocated to a temporary station in the
Downtown area during construction. The Fire Department Administration will also require temporary
facilities during the construction of the new Public Safety Center. A design fee allowance of $50,000 is
included in the Public Safety Center fee totals above and will be utilized for the design services required
to create the temporary facilities. The exact location, size and type of facilities have yet to be
determined. The temporary fire station elements are planned to be in place prior to the start of
construction for Fire Station 52 which is scheduled for January 2017. The temporary administration
facilities are planned to be in place prior to the start of the Public Safety Center construction in June of
2017.
Reimbursable Expenses
This Professional Services Agreement includes funding for reasonable and customary reimbursable
expenses submitted separately and approved by the City. Reimbursable expenses may include: initial
report printing and subsequent reproduction, construction document, plan check and bid set
reproduction, delivery services, messengers, mileage (at current government rates) and models or
professional renderings. Details are included in Paragraph 4 of Attachment B and Exhibit 4 of
Attachment B.
Schedule
The previously described scope of work is anticipated to begin immediately and take approximately
three years and nine months for the Phase 1 projects. The following is a summary of the approximate
schedule for each project with a more detailed overall schedule available in Exhibit 5 of Attachment B.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 6
Public Safety Center
Conceptual Design Oct 2015 to Feb 2016
Entitlement Review Feb 2016 to Jan 2017
Schematic Design Feb 2016 to Apr 2016
Design Development May 2016 to Aug 2016
Construction Documents Aug 2016 to Mar 2017
Bid/Award Mar 2017 to Jun 2017
Construction Jun 2017 to Jun 2019
Fire Station 52 & 57
Oct 2015 to Jan 2016
Jan 2016 to Mar 2016
Jan 2016 to Mar 2016
Mar 2016 to May 2016
May 2016 to Oct 2016
Oct 2016 to Jan 2017
Jan 2017 to Mar 2018
Consultant Selection
Mary McGrath Architects is recommended due to their excellent performance in developing the
Essential Facilities Strategic Plan, as well as their experience, expertise, and exceptional references.
Mary McGrath has 25 years of experience in public safety design and has implemented public safety
strategic plans in Los Angeles, Long Beach, Sacramento, Seattle and San Jose. She has overseen
construction on many public sector facility projects including the Paso Robles Public Safety Center,
County of San Luis Obispo Court House, Los Banos Community Center and dozens of fire stations. For
the Public Safety Center project, McGrath Architects will be joined by Eric Glass of Glass Architects as
a subcontractor. Mr. Glass has 35 years of experience, including architecture and design of the Central
Marin Police Department.
The following summarizes some of the key benefits of working with Mary McGrath Architects:
■ Building Design — Expand on the programming work completed to date by working with the
Police and Fire Departments to refine the site arrangement plans developed to date. Work with
user groups to transition the site layouts into operations -based conceptual floor plans.
■ Community Outreach — The work plan includes multiple community meetings/workshops for
each of the projects.
■ Technical Team — A core team of specialty consultants including security, surveyors,
waterproofing and landscape consultants, cost estimators, mechanical, electrical, plumbing,
structural and civil engineers will create facility standards.
■ Quality Control — Conduct constructability review by the waterproofing consultant and technical
team.
■ Design Quality — Guide the design development at each phase by exploring alternatives for the
building design that reflects the significance of these projects' service to the community while
bringing excellence in their execution.
• Value — Continuity and a deep understanding of the issues, needs and site conditions will save
time in the execution. In addition, the execution of the three projects concurrently allows the
team to develop design standards that can be carried to each project. Similar specifications can
be developed and standardized for hardware, finishes and accessories that would be
appropriate for each facility.
COMMUNITY OUTREACH:
During the development of the Essential Facilities Strategic Plan, a Communications Plan was
developed that identifies strategies to enhance engagement and transparency throughout the Essential
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paae: 7
Facilities project including design and construction. A webpage has been created at
www.citvofsanrafael.orq/facilities with information about the projects, including the approved Strategic
Plan. To -date, staff has conducted project updates to a variety of community and stakeholder groups
including the Federation of San Rafael Neighborhoods, North San Rafael Coalition of Residents,
Business Issues Committee, San Rafael Chamber of Commerce Economic Vitality Committee, and
multiple updates with the San Rafael Fire Commission.
Each project will undergo additional outreach, with neighbors and other stakeholders to review
operational and design issues. Task 3, as outlined in Exhibits 1, 2, and 3 of Attachment B includes
three community workshops per project as well as public meetings with the Design Review Board,
Planning Commission and the City Council.
FISCAL IMPACT:
The proposed Professional Services Agreement includes payment for services for all three Phase 1
projects in the amount of $5,090,602 and up to $254,530 in reasonable and customary reimbursable
expenses for the professional services as detailed in the Project Cost Summary, Exhibit 4 to the
Agreement. As noted above, the Agreement does not guarantee this payment in full but instead
evaluates the deliverables and satisfaction of the City after each task and requires a specific Notice to
Proceed only if the City is completely satisfied and wishes to proceed to the next task.
These funds will be appropriated from the portion of Measure E General Fund revenues allocated to
public safety facilities construction and improvements. The City's Finance Committee has also been
working with Public Financial Management Inc. on the timing and structure of the financing necessary
to construct the Phase 1 projects. Sufficient funds are already available to cover the pre -construction
work for these projects.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Adopt the resolution as presented, approving the Professional Services Agreement.
2. Adopt the resolution with modifications to the Professional Services Agreement, subject to
approval by Mary McGrath Architects.
3. Direct staff to return with more information.
4. Take no action.
RECOMMENDED ACTION:
Adopt the Resolution authorizing the City Manager to execute a Professional Services Agreement with
Mary McGrath Architects for architectural and design, bidding and construction administration services
for Phase 1 of the Essential Facilities Strategic Plan.
ATTACHMENTS:
A. Resolution
B. Professional Services Agreement with:
Exhibit 1 - Public Safety Center Work Plan
Exhibit 2 - Fire Station 52 Work Plan
Exhibit 3 - Fire Station 57 Work Plan
Exhibit 4 - Project Cost Summary
Exhibit 5 - Schedule
ATTACHMENT A
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENT WITH MARY MCGRATH ARCHITECTS FOR ARCHITECTURAL
AND DESIGN, BIDDING, AND CONSTRUCTION ADMINISTRATION SERVICES FOR THE
PHASE 1 PROJECTS (PUBLIC SAFETY CENTER, FIRE STATION 52, AND FIRE STATION
57) OF THE ESSENTIAL FACILITIES STRATEGIC PLAN
WHEREAS, in October, 2014, staff issued a Notice Inviting Proposals for architectural
services to prepare an Essential Facilities Strategic Plan that indicated the potential for future
phases under a separate contract; and
WHEREAS, Mary McGrath Architects was selected and provided architectural services
for the implementation of the Essential. Facilities Strategic Plan; and
WHEREAS, on July 20, 2015, the City Council unanimously approved the Essential
Facilities Strategic Plan; and
WHEREAS, the City is entering into the design phase of the Essential Facilities Strategic
Plan; and
WHEREAS, on August 25, 2015, Mary McGrath Architects was interviewed by the City
Council's Facilities Subcommittee to perform architectural and design services for Phase 1 of
the Essential Facilities Strategic Plan; and
WHEREAS, on August 25, 2015, the City Council's Facilities Subcommittee decided to
recommend to the full City Council an Agreement with Mary McGrath Architects for their
architectural and design, bidding, and construction administration services.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael
does hereby authorize the City Manager to execute, on behalf of the City of San Rafael, a
Professional Services Agreement, in the form attached hereto, with Mary McGrath Architects,
for architectural and design, bidding, and construction administration services for the Phase 1
projects (Public Safety Center, Fire Station 52 and Fire Station 57) of the Essential Facilities
Strategic Plan, subject to final approval as to form by the City Attorney.
NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of
San Rafael does hereby authorize the appropriation of $5,345,132 from General Fund Measure
E revenues to fund this Agreement for the corresponding fiscal years of the agreement.
I, ESTHER BEIRNE, 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 21 st day of September, 2015 by the following vote, to wit:
AYES:
NOES:
ABSENT:
ESTHER C. BEIRNE, City Clerk
ATTACHMENT B
AGREEMENT FOR PROFESSIONAL SERVICES
FOR ARCHITECTURAL AND DESIGN, BIDDING, AND CONSTRUCTION
ADMINISTRATION SERVICES
This Agreement is made and entered into this 1St day of October, 2015, by and between the
CITY OF SAN RAFAEL (hereinafter "CITY"), and Mary McGrath Architects, a California
Corporation (hereinafter "CONTRACTOR").
RECITALS
WHEREAS, in October, 2014, CITY issued a Notice Inviting Proposals for architectural
services to prepare an Essential Facilities Strategic Plan; and
WHEREAS, the Notice Inviting Proposals indicated the potential for future phases under
a separate contract; and
WHEREAS, CONTRACTOR was selected by City to provide, and did provide,
architectural services for the implementation of the Essential Facilities Strategic Plan; and
WHEREAS, on July 20, 2015, the City Council unanimously approved the Essential
Facilities Strategic Plan; and
WHEREAS, the CITY is entering into the design phase of the Essential Facilities
Strategic Plan; and
WHEREAS, CONTRACTOR expressed an interest in performing the architectural and
design services required for implementation of Phase 1 of the Essential Facilities Strategic Plan,
and was interviewed for that project by the City Council's Facilities Subcommittee on August
25, 2015, and
WHEREAS, on August 25, 2015, the City Council's Facilities Subcommittee decided to
recommend to the full City Council, and the City Council, on September 21, 2015, authorized,
entering into a Professional Services Agreement with CONTRACTOR for architectural and
design, bidding, and construction administration services needed to implement Phase 1 of the
Essential Facilities Strategic Plan;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. The Assistant City Manager is hereby designated the
PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects
Rev. Date: 7/30/15
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. Mary McGrath 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 as described in
CONTRACTOR's proposed work plans for the "Public Safety Center", "Replacement Fire Station
52 and Training Tower at 210 3`d St.", and "Replacement Fire Station 57 at 3530 Civic Center
Drive", attached hereto as Exhibits 1, 2, and 3, respectively, and incorporated herein by reference.
CONTRACTOR shall provide such services consistent with the schedule set forth in Exhibit 5
attached hereto and incorporated herein by reference; provided that regardless of such schedule,
CONTRACTOR shall not begin work on any "Task" described in Exhibits 1, 2, and/or 3 unless
and until CITY, through its PROJECT MANAGER, serves CONTRACTOR with written "Notice
to Proceed" with that Task.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and coordinate with
CONTRACTOR regarding key aspects of the architectural and design, bidding, and construction
administration phases. CITY shall provide CONTRACTOR with a written "Notice to Proceed"
when CITY desires CONTRACTOR to begin any individual "Task" described in Exhibits 1, 2,
and/or 3; provided, however, that CITY shall not be required to issue a "Notice to Proceed" as to
any Task should CITY determine to terminate this Agreement as provided in Paragraph 6 below.
4. COMPENSATION.
For the full performance by CONTRACTOR of the "Tasks" described in Exhibits 1, 2, and
3, CITY shall pay CONTRACTOR the compensation set forth for each such Task on the fee
schedule entitled "MMA Fee Summary with Basic and Added Services" attached hereto as Exhibit
4 and incorporated herein by reference, for a total professional services fee of $5,090,602 and for
reasonable and customary reimbursable expenses of up -to an additional $254,530, for a total
contract amount not to exceed $5,345,132. "Reasonable and customary reimbursable expenses"
shall include, but are not limited to, initial report printing and subsequent reproduction,
construction document, plan check and bid set reproduction, delivery services, messengers (with
prior approval by CITY), mileage (at current government rates) and models or professional
renderings. Reimbursable expenses will be billed at actual cost plus ten percent.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized
invoices submitted by CONTRACTOR.
Rev. date: 7/30/15 2
5. TERM OF AGREEMENT.
The term of this Agreement shall be for 3 years, 9 months commencing on October 1, 2015
and ending on June 30, 2019. 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 but not
longer than one additional year.
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. CONTRACTOR shall be entitled to compensation for services performed, in a
manner satisfactory to the CITY, up to the date of Termination.
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. In the
event the documents are used by CITY for projects not contemplated by this Agreement, CITY
shall defend and Indemnify CONTRACTOR from and against any claims related to such use.
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
Rev. date: 7/30/15
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 per occurrence.
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 two million dollars ($2,000,000) per occurrence/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 and employer's liability insurance, as required by the State Labor Code and other
applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY
against all liability for injuries to CONTRACTOR's officers and employees. 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, the insurance policies shall be
specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as
additionally named insureds under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance
policies shall be primary 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, the insurance policies shall
include, in their text or by endorsement, coverage for contractual liability and personal injury.
Rev. date: 7/30/15 4
4. The insurance policies shall be specifically endorsed to provide that the
insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said
insurance policies except upon ten (10) days written notice to the PROJECT MANAGER.
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.
Rev. date: 7/30/15 5
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, CONTRACTOR shall, to the fullest extent permitted by law,
indemnify, release, defend and hold harmless the City Indemnitees from and against any
CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of CONTRACTOR in the performance of its duties and obligations under this
Agreement or its failure to comply with any of its obligations contained in this Agreement,
except such CLAIM which is caused by the sole negligence or willful misconduct of CITY.
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
Rev. date: 7/30/15 6
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 THIRD 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 under 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:
TO CONTRACTOR's Project Director:
16. INDEPENDENT CONTRACTOR.
Assistant City Manager
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
Mary McGrath Architects
505 17th Street, 2nd Floor
Oakland, CA 94612
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.
Rev. date: 7/30/15 7
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).
Rev. date: 7/30/15 8
22. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL CONTRACTOR
51
JAMES M. SCHUTZ, City Manager
Name:
Title:
ATTEST:
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
ROBERT F. EPSTEIN, City Attorney
Rev. date: 7/30/15
f 113rzi
CITY OF SAN RAFAEL
PUBLIC SAFETY CENTER
Conceptual Design, Entitlements, Schematic Design,
Construction Documents, Bidding, Construction Administration
Proposed Work Plan
Review Draft August 7, 2015
Page I 1
EXHIBIT 1
PROJECT DESCRIPTION:
The City of San Rafael proposes to build a new Public Safety Center at 14015 th Ave., across from the existing
City Hall and on the site currently occupied by a City -owned parking lot, Fire Station 51 and a historically
listed residence at 1313 5th Ave. The basis and recommendations for this project were established in the
Essential Facilities Strategic Plan (Strategic Plan)adopted by the San Rafael City Council on July 201h 2015.
BUDGET:
The Public Safety Center building, site improvements, demolition, and specialty equipment has been set at
approximately $29M. Allowances for both off-site improvements of $250,000, and FF&E at $1.8M have
been included in the budget.
PUBLIC SAFETY CENTER BUILDING IMPROVEMENTS:
The facility is proposed to be a three level structure with parking on the first level. The building gross area is
anticipated to be approximately 44,000 — 44,666 square feet with the following features:
SRPD features include:
■ Approximately 20,250 SF of the facility is dedicated to law enforcement functions. Divisions include:
— Office of the Police Chief
— Operations Division including Patrol, Street Crimes and Traffic.
— Administrative Services Division including Investigations, Business Office, Records, Dispatch,
Property and Evidence, Professional Standards, CSO's, Footbeat and other supporting
positions.
■ The Youth Services Bureau and the Marine Unit will be located in a separate location.
SRFD features include:
■ Approximately 12,100 SF of the facility is dedicated to Fire Department functions. Functions include:
— Fire Administration and Fire Prevention
— Emergency operations
— Fire Engine Company 51, Cross -staffed with Fire Truck 51.
— Fire Reserve Unit
■ Medic Unit 51 will be relocated to Fire Station 52.
Joint Facilities include:
■ Approximately 12,320 SF of the facility is for shared spaces and building support areas. They include:
— Conference rooms
— Emergency Operations Center (EOC)/training room
— Break rooms
— Fitness room
— Lobby and public restrooms
— Men's and women's staff toilets
— All Infrastructure support areas including computer rooms, electrical rooms, etc.
Page 12
EXHIBIT 1
Site Functions
■ Parking — Patrol vehicles and specialized support units (SWAT, CSI VAN, and various trailers) and Fire
Suppression Units are planned to be on-site. Personal vehicles and un -marked SRPD vehicles will be
parked off-site. The fire apparatus are planned to respond onto C St. similar to the current Station 51
response direction.
On-site Improvements:
■ Anticipated on-site improvements include both secure and non -secure vehicle parking, concrete paving,
loading dock, fueling, landscaping, utility service, security fencing, emergency generator, flagpole,
sidewalks, site lighting and other related elements.
Off-site Improvements:
■ The site layout and related off-site improvements scope will be designed during the conceptual design
phase of the project and has not been fully developed. An allowance for off-site improvements has
been included. Off-site improvements anticipated may be sidewalk replacement, new aprons, traffic
signal control and utility relocation. The budget number for this work will be validated once a final site
design is complete.
Page 13
iycu3r&i
Task 1: Kick-off Meeting, Program and Budget Overview, Facilitv Tour
Approach:
Mary McGrath Architects (MMA) and team members will hold a kick-off meeting with the City Project
Management team and all stakeholder groups to initiate the project. The discussions at the kick-off meeting
will include communications protocol, project schedule overview and refinement. We will also review the
project program and all budget parameters. An additional two days will be spent touring selected public
safety centers in the Bay Area region to gain an overview of elements that are preferred and those which
have not been successful in similar facilities.
Deliverables
■ Meeting Minutes, Communication Protocol Confirmation, Tour Observations
■ Updated Project Schedule
Meetinqs
■ Kick-off meeting
■ Public Safety Center tours
Task 2: Conceptual Design
Task 2A: Site Master Plan, Building Arrangement, Conceptual Floor Plans and Building
Massing/Elevations
Approach
Based on the site space arrangements developed in the Strategic Plan and new data from the topographic
survey, MMA will develop refined options for the site layout with further defined site arrangements, building
area diagrams and massing for review with the City Design Team. The focus will be on apparatus and patrol
response patterns and circulation needs, the main entry relationship to City Hall, organization and circulation
needs of the shared functions around the main lobby and the adjacency requirements for related SRPD and
SRFD functions.
Charrette No. 1- Following the design effort above, MMA will lead a half-day design charrette working directly
with both San Rafael Fire Department (SRFD) and San Rafael Police Department (SRPD) design team members
to evaluate and refine the site arrangement concepts, area diagrams and circulation patterns. The design
charrette, facilitated by Mary McGrath, will be a working session encouraging maximum participation from both
the police and fire departments and other City team members as deemed appropriate.
During this process, alternatives will be reviewed and refined in sketch format. From this charrette, the deign
team will refine the site plan and further develop the area diagrams into conceptual floor plans and refined
massing diagrams.
Page 14
EXHIBIT 1
Charrette No. 2: Developed from the input received at Charrette No. 1, the building area diagrams will be
refined into two contrasting conceptual floor plan options to compare and contrast the building circulation, site
relationship and massing results. This second working session will be held to evaluate the design options with
the City Design Team, identifying successful elements and recommended refinements to be carried into a final
conceptual floor plan for continued massing and exterior building finish development. The Structural and
Mechanical engineers will be included in this charrette to provide insight on potential systems solutions for the
refined conceptual floor plan and massing diagram/exterior elevations.
The second portion of this design charrette will include a focus on the sustainable strategies that could
be considered in the further development of the conceptual design. We will explain the different
elements that are typically evaluated when developing the sustainable strategies. These elements
include, but are not limited to, satisfying San Rafael's Climate Change Action Plan and Sustainability
Program Priorities updated in February 2015, complying with City of San Rafael's mandatory green
building requirements and meeting the requirements for LEED Gold certification (LEED 2009 V3
version). The use of Solar PV in all the essential facilities projects may be one of the strategies
considered with the possibility of using the City's current Power Purchase Agreement with PG&E.
Between the charrette periods there will be one-on-one meetings with each department to focus on the
spaces that are used only by the individual departments. For instance, there will be a dedicated meeting to
review the patrol area along with temporary holding, armory and property and evidence. The same for the
balance of the SRPD departments. Similarly, there will be a design meeting to review Fire Administration, EOC
and Fire Station 51 spaces.
Conceptual design elements addressed at these two charrettes will include:
■ Further refinement of the function relationships within the PSC to optimize space sharing opportunities
as vetted in the programming phase.
■ Defining the circulation within the building and its relation to site circulation patterns, vehicle response
needs, loading and off-loading requirements and the relationship of the main building entrance to City
Hall.
Developing floor layouts, volumes, and building systems that support the operations and concepts
identified and respond to the sustainable goals of the project.
Charrette No. 3: This design charrette (for the conceptual phase) will include a presentation of the final
refinement of the conceptual floor plans and preliminary building elevation options to the User Groups and City
Design Team members. Though the development of the building exterior options we will be selecting exterior
material options, roof designs, building fenestration, and colors. MMA will prepare 3-D models of the
proposed design options to further demonstrate the design intent as a part of this process. This
collaborative session will include a presentation of the proposed building systems and sustainable strategies.
Final Design Presentation: A final conceptual design presentation will take place with the User Groups and
City Design Team members. Based on comments at Charrette No. 3, the exterior design will be refined and
further developed so they are suitable for use in the preparation of the Design Review Board and Planning
Commission applications.
Page 15
c
is
EXHIBIT 1
Task 2B - Program Reconciliation:
To confirm that the conceptual site and floor plan are meeting the program criteria our team will update the
project program developed in the Strategic Plan with the space assigned in the conceptual design. We will
develop recommendations for adjustment as necessary.
Task 2C - Budget Confirmation:
A square foot and systems level cost estimate will be prepared based on the conceptual design developed
above. This estimate will confirm the project budget assumptions established in the Strategic Plan. If the
estimate exceeds the range of costs defined for the project, recommendations for cost reductions will be
developed and vetted with the City.
Task 2D - Design Narrative
The conceptual design phase will be wrapped up with the development of a design narrative that presents
planning and design criteria for the new facility. The design narrative will identify preliminary functional
requirements for site and building systems including architectural, civil, landscape structural, equipment,
mechanical, electrical, data and plumbing. It is understood that the project goal is for a Gold level certification
through the USGBC LEED program. A LEED check list will be created identifying the sustainable strategies which
will be explored in the next phases of design.
Proiect Deliverables
1. Refined Conceptual Site plan, Floor plan, 3-D building Images and Exterior Elevations
2. Program Reconciliation
3. Refined Overall I Project Budget and Estimate
4. Design Narrative
5. Technical memos
6. Initial LEED Checklist, Registration of the project with USGBC.
Concurrent with this task MMA, will work with the City and City representatives to facilitate the
implementation of a topographic survey, geotechnical and a geohazards study and Hazardous Materials
Study by consultants hired directly by the City.
Meetings
1. Design Charrettes as listed above
2. 3-4 Department level meetings as necessary to refine the design.
3. Monthly updates with the Working Group and Council Sub -committee
Page 16
NVAcu 3ifi
Task 3: Entitlements - Community Workshops, Design Review Board (DRB),
Planning Commission (PC) and Citv Council Presentations
Approach:
An integral part of the design process includes the involvement of the community members that this facility
will serve. During the Conceptual Design Phase and prior to the submission of Design Review materials,
MMA will hold three public informational workshops to inform and invite public comment to the Public
Safety Center project design progress. We will work with the City Team to determine when each of the
public workshops will be held, their formats and the information which will be shared and open for
comment.
Following the community workshops and with a final approval of the conceptual design by the City, MMA
will prepare and submit the project for design approval, planning entitlements and CEQA clearance. It is the
desire of the City that the City Council be the ultimate approval body for the Public Safety Center design. The
Council will also certify the CEQA determination. At this time the historical classification of the residence at
1313 5`h Ave may lead to the requirement for an EIR unless suitable mitigation can be developed for the
removal of the historic structure. The exploration of suitable mitigation will be managed by the City's
Community Development Department.
Because the Design Review Board and the Planning Commission will act as a review body for comment with
the final approval action on the design and entitlements by the City Council, we encourage members of the
Planning Commission and Design Review Board to be added to the Working Group as a means to gather
their input as the design is developed.
Deliverables
1. Application and exhibits for the Design Review application, planning application, including rendered site
plan, floor plans, elevations, 3-D images and exterior material color board
2. Presentation material for Community meetings, Design Review Board, Planning Commission and City
Council
3. One watercolor presentation rendering for use in publications.
Meetinas
1. Three Community workshops
2. Monthly updates with the Working Group and Council Sub -committee
3. One presentation to the Design Review Board
4. One presentation to the Planning Commission
5. One presentation to the City Council
Page 17
W=ls
Task 4: Schematic Design and Cost Estimate
Approach:
Following the preparation of the Design Review Board and Planning Applications and concurrent with the
application processing, the MMA Project Team will prepare Schematic Design documents including on-site
plans, (site grading plan, site utility plan), building floor plan(s), roof plans, building elevations, and outline
specifications briefly describing the type of construction and building systems proposed. In addition, MMA
will provide schematic engineering plans that will describe the building structural framing and foundation
systems, mechanical systems, electrical systems, plumbing systems, security and data/telecommunications
systems.
At this time the design team will also present equipment/fixture options with product cut sheets for review
and confirmation by the City Design Team. This phase of the work will be very collaborative with the City
Design Team working together to establish the most cost effective building components that meet the City's
goals for long term maintenance, durability and project budget compliance. The level of engineering detail
will be developed in this phase so that systems and finish value engineering can be effectively completed
during the schematic design.
An important element of this phase is the inclusion of the waterproofing consultant in the selection of the
building envelope systems. They will advise on the suitability of the selected systems at this phase and
advise on the detailing of the assemblies in subsequent phases.
The end goal of this task is to develop and refine the building and site design criteria so that an accurate and
detailed cost estimate can be completed and the budget reconciled to meet the funds available, while at the
same time, the planning and environmental process is taking place. Then, when the planning approvals are
achieved, the detailed and reconciled cost estimate will be complete with adjustments made so that the
project remains on budget. The City Council can then approve the design to proceed into construction
document production along with approving the design and certifying the environment clearance.
Deliverables
1. Schematic building floor plans, on and off-site improvement plans, building elevations. Schematic
engineering design drawings including structural, mechanical, plumbing, electrical plans, grading and
drainage plan, security systems, AV and data designs.
2. Outline specifications briefly describing the engineered systems to be used in the new building.
3. Waterproofing Systems Review and Recommendations
4. Specialty Equipment and Furnishing listing with product cut sheets and budget information.
5. CSI based estimate of probable cost
6. Updated Sustainable Design Checklist using the USGBC LEED 2009 V3 system.
Meetinqs
1. One meeting to 'kick-off' schematic engineering effort with entire project Team.
2. A Second meeting to present schematic design progress
3. A third meeting to present Schematic engineering package with estimate to City Team for review.
4. One meeting to review comments/refine estimate/refine design.
5. Monthly updates with the Working Group and Council Sub -committee
Page 18
[001-- al
Task 5: . DesiRn Development and Updated Cost Estimate
Approach:
The Schematic Design drawing set with budget reconciliation adjustments will be the basis for the
completion of the design development and construction documents. The MMA architectural staff and the
project consultant team will use the information contained in this set of documents to produce the
construction plans. It is assumed that the work will be developed under the current building codes as
adopted by the City of San Rafael and to all other applicable codes including the State of California Essential
Service Act requirements and using standard production procedures. The set will include all plans, material
specifications, and engineering reports.
The primary intent of the design development phase is to determine the exact size, profile, and character of
the building and site design to form a basis for final construction documents. MMA and the consultant team
will use this phase to further define/refine the building and site development aspects of the design.
Deliverables
1. Design Development level building architectural and engineering drawings
2. Design Development level on-site grading and drainage design
3. Design Development level on-site utility plan
4. Design Development level on-site erosion control plan
5. Design Development level off-site Improvement drawings
6. Draft construction specifications
7. Interior material color board
8. Draft Furnishings Specifications
9. Updated plumbing, mechanical and electrical cut sheets
10. Design Development Cost Estimate
11. Initial development of the LEED documentation for submittal to the USGBC website and confirmation of
the sustainable elements which will contribute to the LEED goal of gold certification.
12. Waterproofing review comments and response.from Design Team
Meetinas
1. Three meetings with the City Project Team
a. Design Development Kickoff
b. Interior material selection meeting
c. 100% Design Development presentation
2. Monthly updates with the Working Group and Council Sub -committee
Page 19
EXHIBIT 1
Task 6: Construction Documents and Final Cost Estimate
Approach:
This task will occur in two phases. The first task is the completion of the 95% documents. This work is based
on comments to the design development documents and cost estimate_ We will submit this substantially
complete drawing set for plan check by the City. It is anticipated that this set will be complete except for
response to plan check questions. The 95% document set will be the basis for the final cost estimate
updated with plan check comment adjustments. The 100% documents will be permit ready and be the bid
set.
Deliverables
1. 95% construction documents for submittal to building department
a. Site improvement design and documentation.
b. Off -Site Improvement
c. Dimensioned layout of final plans, sections, and elevations
d. Door and window schedules
e. Building detailing
f. Interior finish schedule
g. Interior design including selection of interior materials and colors
2. Design of all engineered systems including:
a. Structural design
b. Mechanical Design
c. Plumbing layout, design and fixture schedule
d. Performance criteria for design/build commercial sprinkler system
e. Electrical layout, design and fixture schedule
f. Phone, data and speaker layout and design to head -in equipment
g. Fire alerting system design
h. Radio system infrastructure design. Radio head -in equipment and antenna design by City.
i. Security system design
j. Audio Visual and Intercom System design
3. Plan check Response Listing
4. Complete product specifications
5. Complete equipment and material cut sheets
6. Engineering calculations and Title 24 energy documentation
7. Final Constructability and Assembly Review comments by waterproofing consultant
8. Review Draft Division 0 documents prepared by the City. Coordinate with Division 1 documents
prepared by MMA
9. 100% Design Documents (Bid documents)
10. Final construction cost estimate in CSI format at 95% CD's.
11. Preparation and submission of all required LEED documentation to the USGBC website
Meetings
1. Multiple (5-6) meetings to review progress.
2. Monthly updates with the Working Group and Council Sub -committee
Page 110
■
EXHIBIT 1
Task 7: Bidding
Approach:
It is assumed that the project will be publicly bid by prequalified contractors and major subcontractors. Our
team will assist the City in preparing the documents for bid. The documents will be advertised and
submitted to plan rooms for bidding by the City. There will be a pre -bidding conference which MMA will
attend. We will respond to questions during bidding, prepare written clarifications and addenda.
Deliverables
1. Pre-bid Conference Agenda and meeting notes
2. Written response to questions
3. Preparation and issuance of addenda
4. Bid Evaluation and written recommendation to award.
Meetings
1. Attendance at pre-bid conference
2. Attendance at bid opening
Task 8: Construction Observation
Approach:
We anticipate a 24 month construction period. During this period we will provide a field representative that
understands the trades, sequence of construction and has been a part of the MMA constructability review
team. We will participate in bi-weekly construction meetings on-site. MMA's project architect and
supporting office staff will provide support to the field through our response to RFI's, submittal review,
substitution review and change order requests. The engineering team will perform site observations 5-6
times during the construction phase at critical phases for their discipline.
Deliverables and Meetings
1. Attend pre -construction meeting.
2. Attend bi-weekly construction progress meetings
3. Review of contractor pay requests.
4. Review and respond to RFI's
5. Review and respond to all Change Requests
6. Coordination of construction progress review by consultants as needed
7. Submittal / shop drawing processing and review
8. Clarifications/ field questions processing and response
Page III
EXHIBIT 1
Task 9: Close-out
Approach:
MMA and the consultant team will perform a walk through to determine Substantial Completion of the
building and site construction phase of the work and prepare a final punch list. We will then provide a final
walk through to verify that the punch list items have been completed. Our tasks in the phase will include
review of close-out documents for accuracy and completeness. They include: Operations and Maintenance
Manuals, Warrantees and Guarantees and evidence of extra stock delivery. We will gather record drawings
prepared by the contractor and update the bid documents in a digital format for the City's use.
Deliverables
1. Punch List at Substantial Complete
2. Review and written comments on close out documents including O&M manuals and
warranties/guarantees
3. Digital Record Drawings (Update of bid documents based on the Contractors Red -lines in a digital
format.)
Meetings
1. Punch List walk through at Substantial Completion
2. Final Walk-through
3. Post occupancy walk- through at 3 months and one year to follow-up on building commissioning.
Work Scope Qualifications and Exclusions:
Products and services to be provided by the others:
1. Geotechnical and Geohazards Studies
2. Surveying
3. Hazardous Materials Studies
Work that is not included in the Contract Work Scope above
But is available upon request:
1. Clerk of the Work and Construction Management
2. Hearings, submittals or negotiations with the City of San Rafael Planning Department beyond those
listed above.
3. Summary of facility maintenance and operation cost
4. Presentation Models
5. Head -in equipment design and procurement for phone, data, and radio systems
6. Specialized energy analysis of the facility design beyond those required for LEED Gold Certification
7. Traffic Signal improvements (except signal pre-empt)
8. Off-site observation of construction materials and assemblies
9. Furnishings Procurement and installation coordination.
Page 1 12
EXHIBIT 2
CITY OF SAN RAFAEL
REPLACEMENT FIRE STATION 52 & TRAINING TOWER AT 210 3RD ST.
Conceptual Design, Entitlements, Schematic Design,
Construction Documents, Bidding, Construction Administration
Proposed Work Plan
Review Draft August 7, 2015
Page I 1
EXHIBIT 2
Project description:
The City of San Rafael proposes to build a replacement Fire Station 52 and Training Tower at 210 3`d Street,
on the site currently occupied by the existing Fire Station 52 and Training tower. The basis and
recommendations for this project were established in the Essential Facilities Strategic Plan (Strategic Plan)
adopted by the San Rafael City Council on July 20th 2015.
Budget:
The Fire Station 52 building, on-site improvements, demolition, and specialty equipment has been set at
approximately $7.5M. Allowances for off-site improvements of $150,000; $1M for the training tower and an
additional $200k for FF&E have been included in the budget.
Fire Station 52 building improvements:
■ Two-story Fire Station of approximately 11,100 gross square feet.
Fire Station 52 features include:
■ 3,600 Sf for three apparatus bays and apparatus support functions
■ 1,500 SF for firefighter office areas, lobby and a 24 person classroom
■ 2,3121 SF firefighter living quarters
■ 1,088 SF for utility support, circulation and structure.
Training Tower and other training improvements:
■ Four or five story pre-engineered training structure
■ Training props such as burn rooms as budget allows.
■ Training Grounds surrounding the tower for ladder and hose drills
■ Drafting Pit for hose and pumper testing.
Site Improvements:
■ Secure and Non -secure parking with concrete paving
■ New utility services from the street.
■ Apparatus washing area
■ Yard hydrant
■ Emergency Generator for building and site back-up power.
■ Trash enclosure
■ Patio and Flag pole
■ Landscaping, site lighting and other related elements.
Off-site Improvements:
■ The site layout and related off-site improvements scope will be designed during the conceptual design
phase of the project. An allowance for off-site improvements has been included. Off-site improvements
anticipated may be sidewalk replacement, new aprons, traffic signal control and utility relocation. The
budget number for this work will be validated once a final site design is complete.
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EXHIBIT 2
Task 1: Kick-off Meeting, Program and Budget Overview, Facility Tour
Approach
The Mary McGrath Architects (MMA) team will hold a kick-off meeting with the City Project Management
team and all stakeholder groups to initiate the project. The discussions at the kick-off meeting will include
communications protocol, project schedule overview and refinement. We will also review the project
program and all budget parameters. An additional day will be spent touring selected fire stations in the Bay
Area to gain an overview of elements that are preferred and those which have not been successful in similar
facilities.
Deliverables
■ Meeting Minutes, Communication Protocol Confirmation, Tour Observations
■ Updated Project Schedule
Meetinas
■ Kick-off meeting
■ Station tour
Task 2: Conceptual Design
Task 2A: Site Master Plan, Building Arrangement, Conceptual Floor Plans and Building
Massing/Elevations
Approach
Based on the site space arrangements developed in the Strategic Plan and new data from the topographic
survey, MMA will develop refined options for the site layout with further defined site arrangements, building
area diagrams and massing for review with the City Design Team. The focus will be on apparatus response
patterns and circulation needs, the traffic patterns of the area, organization and circulation needs of training
operations and the adjacency requirements for related training and response functions.
Charrette No. 1 - We will lead a half-day design charrette working directly with Fire Department design team
members to evaluate and refine the site arrangement concepts, area diagrams and circulation patterns. The
design charrette, facilitated by Mary Mcgrath, will be a working session encouraging maximum participation
from the fire department and other City Team members as determined appropriate. A key area of refinement
includes evaluating the apparatus response onto Union St. vs. 3`d St. and alternatives for accessing the site.
During this process, alternatives will be reviewed and refined in sketch format. From this charrette, the design
team will refine the site plan and further develop the area diagrams into conceptual floor plans and refined
massing diagrams.
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EXHIBIT 2
Charrette No. 2: Developed from the input received at Charrette No. 1, the building area diagrams will be
refined into two contrasting conceptual floor plan options to compare and contrast the building circulation, site
relationship and massing results. This second working session will be held to evaluate the design options with
the City Design Team, identifying successful elements and recommended refinements to be carried into a final
conceptual floor plan for continued massing and exterior building finish development. The Structural and
Mechanical engineers will be included in this charrette to provide insight on potential systems solutions for the
refined conceptual floor plan and massing diagram/exterior elevations.
The second portion of this design charrette will include a focus on the sustainable strategies that could be
considered in the further development of the conceptual design. We will explain the different elements that
are typically evaluated when developing sustainable strategies. This charrette will include discussions on both
Fire Stations 52 and 57 as the strategies identified for both will be similar. These sustainable elements
include, but are not limited to, satisfying San Rafael's Climate Change Action Plan and Sustainability Program
Priorities updated in February 2015, complying with City of San Rafael's mandatory green building
requirements and meeting the requirements for LEED Gold certification (LEED 2009, V3 version). The use of
Solar PV on all the essential facilities projects may be one of the strategies considered with the possibility of
using the City's current Power Purchase Agreement with PG&E.
Between the charrette periods there will a meeting with Fire Department to focus on the spaces that could be
considered prototypical. Evolving from the component diagrams, each space will be refined for adaptation into
this Fire Station 52 and replacement Fire Station 57. Prototypical spaces could include sleeping rooms,
restrooms, the lobby and station office. Each will have similar attributes and be a similar size which can be
adapted for each design.
Conceptual design elements addressed at these two charrettes will include:
■ Further refinement of the building arrangement to focus on achieving drive through apparatus bays on
the existing site.
■ Defining the circulation within the building and its relation to site circulation patterns, vehicle response
needs, loading and off-loading requirements and the relationship of the training classroom to the
training tower.
■ Developing floor layouts, volumes, and building systems that support the operations and concepts
identified and respond to the sustainable goals of the project.
■ Development of the floor plates for the training tower based on the adaptation of pre-engineered
tower options.
Charrette No. 3: This design charrette (for the conceptual phase) will include a presentation of the final
refinement of the conceptual floor plans and preliminary building elevation options to the User Groups and City
Design Team members. Though the development of the building exterior options we will be selecting exterior
material options, roof designs, building fenestration, and colors. MMA will prepare 3-D models of the
proposed design options to further. demonstrate the design intent as a part of this process. This
collaborative session will include a presentation of the proposed building systems and sustainable strategies.
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EXHIBIT 2
Final Design Presentation: A final conceptual design presentation will take place with the User Groups and
City Design Team members. Based on comments at Charrette No. 3, the exterior design will be refined and
further developed so they are suitable for use in the preparation of the Design Review Board and Planning
Commission applications.
Task 2B - Program Reconciliation:
To confirm that the conceptual site and floor plan are meeting the program criteria our team will update the
project program developed in the Strategic Plan with the space assigned in the conceptual design. We will
develop recommendations for adjustment as necessary
Task 2C - Budget Confirmation:
A square foot and systems level cost estimate will be prepared based on the conceptual design developed
above. This estimate will confirm the project budget assumptions established in the Strategic Plan. If the
estimate exceeds the range of costs defined for the project, recommendations for cost reductions will be
developed and vetted with the City.
Task 2D - Design Narrative
The conceptual design phase will be wrapped up with the development of a design narrative that presents
planning and design criteria for the new facility. The design narrative will identify preliminary functional
requirements for site and building systems including architectural, civil, landscape structural, equipment,
mechanical, electrical, data and plumbing. It is understood that the project goal is for a Gold level certification
through the USGBC LEED program. A LEED check list will be created identifying the sustainable strategies which
will be explored in the next phases of design.
Deliverables
1. Refined Conceptual Site plan, Floor plan, 3-D building Images and Exterior Elevations
2. Program Reconciliation
3. Refined Overall Project Budget and Estimate
4. Design Narrative
5. Technical memos
6. Initial LEED Checklist, Registration of the project with USGBC.
Concurrent with this task MMA will work with the City and City representatives to facilitate the
implementation of a topographic survey, geotechnical and a geohazards study and Hazardous Materials
Study by consultants hired directly by the City.
Meetings
1. Design Charrettes as listed above
2. 2-3 Department level meetings as necessary to refine the design.
3. Monthly updates with the Working Group and Council Sub -committee
Page 15
W-MMUM
Task 3: Entitlements - Community Workshops, Design Review Board (DRB),
Planning Commission (PC) and Citv Council Presentations
Approach:
An integral part of the design process includes the involvement of the community members that this facility
will serve. During the Conceptual Design Phase and prior to the submission of Design Review materials,
MMA will hold two public informational workshops to inform and invite public comment to the Fire Station
52 project design progress. We will work with the City Team to determine when the public workshops will
be held, their formats and the information which will be shared and open for comment.
Following the community workshops and with a final approval of the conceptual design by the City, MMA
will prepare and submit the project for design and planning entitlements. It is the desire of the City that the
City Council be the ultimate approval body for the Fire Station 52 design. In addition, we understand that
this project is exempt from CEO,A because it is a replacement of an existing public facility on its existing site.
Because the Design Review Board and the Planning Commission will act as a review body for comment with
the final approval action on the design and entitlements by the City Council, we encourage members of the
Planning Commission and Design Review Board to be added to the Working Group as a means to gather
their input as the design is developed.
Deliverables
1. Application and exhibits for the Design Review application, planning application, including rendered site
plan, floor plans, elevations, 3-D images and exterior material color board
2. Presentation material for Community meeting, Design Review Board, Planning Commission and City
Council
3. One watercolor presentation rendering for use in publications.
Meetinqs
1. Two Community Workshops
2. One presentation to the Design Review Board
3. One presentation to the Planning Commission
4. One presentation to the City Council
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EXHIBIT 2
Task 4: Schematic Design and Cost Estimate
Approach:
Following the preparation of the Design Review Board and Planning Applications, and concurrent with the
application processing, the MMA Project Team will prepare Schematic Design documents including on-site
plans, (site grading plan, site utility plan), building floor plan(s), roof plans, building elevations, and outline
specifications briefly describing the type of construction and building systems proposed. In addition, MMA
will provide schematic engineering plans that will describe the building structural framing and foundation
systems, mechanical systems, electrical systems, plumbing systems, fire alerting system, security and
data/telecommunications systems.
At this time the design team will also present equipment/fixture options with product cut sheets for review
and confirmation by the City Design Team. This phase of the work will be very collaborative with the City
Design Team working together to establish the most cost effective building components that meet the City's
goals for long term maintenance, durability and project budget compliance. There is a unique opportunity
for the City to create equipment standards that would be specified in each facility. Standards can be set in a
number of systems such as generator manufacturers, bi-parting or similar apparatus bay door types, door
hardware and light fixture lamp types. The level of standardization and engineering detail will be developed
in this phase so that systems and finish value engineering can be effectively completed during the schematic
design.
An important element of this phase is the inclusion of the waterproofing consultant in the selection of the
building envelope systems. They will advise on the suitability of the selected systems at this phase and
advise on the detailing of the assemblies in subsequent phases.
The end goal of this task is to develop and refine the building and site design criteria so that an accurate and
detailed cost estimate can be completed and the budget reconciled to meet the funds available, while at the
same time, the planning and environmental process is taking place. Then, when the planning approvals are
achieved, the detailed and reconciled cost estimate will be complete with adjustments made so that the
project remains on budget. The City Council can then approve the design to proceed into construction
document production along with approving the design and certifying the environment clearance.
Deliverables
1. Schematic Fire Station 52 floor plans, Training Tower floor plans, on and off-site improvement plans,
roof plans, building sections and elevations. Schematic engineering design drawings including
structural, mechanical, plumbing, electrical plans, grading and drainage plan, security systems, AV
and data designs. Options for specialty training props will be included at this phase.
2. Outline specifications briefly describing the engineered systems to be used in the new buildings.
3. Waterproofing systems review and recommendations
4. Specialty Equipment and Furnishing listing with product cut sheets and budget information.
5. Cost Estimate
6. Updated Sustainable Design Checklist using the USGBC LEED format.
Meetings
1. One meeting to 'kick-off' schematic engineering effort with entire project Team.
2. A second meeting to present schematic design progress
3. A third meeting to present Schematic engineering package with estimate to City Team for review.
Page 17
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Task 5:, Design Development and Updated Cost Estimate
Approach:
The Schematic Design drawing set with budget reconciliation adjustments will be the basis for the
completion of the design development and construction documents. The MMA architectural staff and the
project consultant team will use the information contained in this set of documents to produce the
complete construction plans. It is assumed that the work will be developed under the current building
codes as adopted by the City of San Rafael and to all other applicable codes including the State of California
Essential Service Act requirements, using standard production procedures. The set will include all plans,
material specifications, and engineering reports.
The primary intent of the design development phase is to determine the exact size, profile, and character of
the building and site design to forma basis for final construction documents. MMA and the consultant team
will use this phase to further define/refine the building and site development aspects of the design.
Deliverables
1. Design Development level fire station drawings
2. Design Development level on-site grading and drainage design
3. Design Development level on-site utility plan
4. Design Development level on-site erosion control plan
5. Design Development level performance specifications and layout for Design/Build Training Tower.
6. Draft construction specifications
7. Interior material color board
8. Draft Furnishings Specifications
9. Updated plumbing, mechanical and electrical cut sheets
10. Design Development level cost estimate
11. Initial development of the LEED documentation for submittal to the USGBC website and confirmation of
the sustainable elements which will contribute to the LEED goal of gold certification.
12. Waterproofing review comments and response from Design Team
Meetinas
1. Three meetings with the City Project Team
a. Design Development Kickoff
b. Interior material selection meeting
c. 100% Design Development presentation
2. Monthly updates with the Working Group and Council Sub -committee
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EXHIBIT 2
Task 6: Construction Documents and Final Cost Estimate
Approach:
This task will occur in two phases. The first task is the completion of the 95% documents. This work is based
on comments to the Design Development documents and cost estimate. We will submit this substantially
complete drawing set for plan check by the City. It is anticipated that this set will be complete except for
response to plan check questions. The 95% document set will be the basis for the final cost estimate
supported by plan check comment adjustments. The 100% documents will be permit ready and be the bid
set.
Deliverables:
1. 95% construction documents for submittal to building department
a. Site improvement design and documentation.
b. Dimensioned layout of final plans, sections, and elevations
c. Door and window schedules
d. Building detailing
e. Interior finish schedule
f. Interior design including selection of interior materials and colors
2. Design of all engineered systems including:
a. Structural design
b. Mechanical Design
c. Plumbing layout, design and fixture schedule
d. Performance criteria for design/build commercial sprinkler system
e. Electrical layout, design and fixture schedule
f. Phone, data and speaker layout and design to head -in equipment
g. Fire alerting system design
h. Radio system infrastructure design. Radio head -in equipment and antenna design by City.
i. Security system design
j. Audio Visual and Intercom System Design
3. 95% complete performance specifications and exhibits for Training Tower Design/Build Contractor
4. Plan check Response Listing
5. Complete product specifications
6. Complete equipment and material cut sheets
7. Engineering calculations and Title 24 energy documentation
8. Final Constructability and Assembly Review comments by waterproofing consultant
9. Review Draft Division 0 documents prepared by the City. Coordinate with Division 1 documents
prepared by MMA
10. 100% Design Documents (Bid documents)
11. Final construction cost estimate in CSI format at 95% CD's.
12. Preparation and submission of all required LEED documentation to the USGBC website
Meetings
1. Multiple (2-3) meetings to review progress.
MA H I ARCHITECTS
EXHIBIT 2
Task 7: Bidding
Approach:
It is assumed that the project will be publicly bid by prequalified contractors and major subcontractors. Our
team will assist the City in preparing the documents for bid. The documents will be advertised and
submitted to plan rooms for bidding by the City. There will be a pre -bidding conference which MMA will
attend. We will respond to questions during bidding, prepare written clarifications and addenda.
Deliverables
1. Pre-bid Conference Agenda and meeting notes
2. Written response to questions
3. Preparation and issuance of addenda
4. Bid Evaluation and written recommendation to award.
Meetinas
1. Attendance at pre-bid conference
2. Attendance at bid opening
Task 8: Construction Observation
Approach:
We anticipate a 14 month construction period. During this period we will provide a field representative that
understands the trades, sequence of construction and has been a part of the MMA constructability review
team. We will participate in bi-weekly construction meetings on-site. MMA's project architect and
supporting office staff will provide support to the field through our response to RFI's, submittal review,
substitution review and change order requests. The engineering team will perform site observations 2-3
times during the construction phase at critical phases for their discipline
Deliverables and Meetinas
1. Attend pre -construction meeting.
2. Attend bi-weekly construction progress meetings
3. Review contractor pay requests
4. Review and respond to RFI's
5. Review and respond to all Change Requests
6. Coordination of construction progress review by consultants as needed
7. Submittal / shop drawing processing and review
8. Clarifications / field questions processing and response
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EXHIBIT 2
Task 9: Close-out
Approach:
MMA and the consultant team will perform a walk through to determine Substantial Completion of the
building and site construction phase of the work and prepare a final punch list. We will then provide a final
walk through to verify that the punch list items have been completed. Our tasks in the phase will include
review of close-out documents for accuracy and completeness. They include: Operations and Maintenance
Manuals, Warrantees and Guarantees and evidence of extra stock delivery. We will gather record drawings
prepared by the contractor and update the bid documents in a digital format for the City's use.
Deliverables
1. Punch List at Substantial Complete
2. Review and written comments on close out documents including O&M manuals and
warranties/guarantees
3. Digital Record Drawings (Update of bid documents based on the Contractors Red -lines in a digital
format.)
Meetings
1. Punch List walk through at Substantial Completion
2. Final Walk-through
3. Post occupancy walk- through at 3 months and one year to follow-up on building commissioning.
Work Scope Qualifications and Exclusions:
Products and services to be provided by the others:
1. Geotechnical and Geohazards Studies
2. Surveying
3. Hazardous Materials Studies
Work that is not included in the Contract Work Scope above
But is available upon request:
1. Clerk of the Work and Construction Management
2. Hearings, submittals or negotiations with the City of San Rafael Planning Department beyond those
listed above.
3. Summary of facility maintenance and operation cost
4. Presentation Models
5. Head -in equipment design and procurement for phone, data, and radio systems
6. Specialized energy analysis of the facility design beyond those required for LEED Gold Certification
7. Traffic Signal improvements (except signal pre-empt)
8. Off-site observation of construction materials and assemblies
9. Furnishings Procurement and installation coordination.
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EXHIBIT 3
CITY OF SAN RAFAEL
REPLACEMENT FIRE STATION 57 AT 3530 CIVIC CENTER DRIVE
Conceptual Design, Entitlements, Schematic Design,
Construction Documents, Bidding, Construction Administration
Proposed Work Plan and Estimated Fee
Review Draft August 7, 2015
GRATH I ARCHITECTS
EXHIBIT 3
Project description:
The City of San Rafael proposes to build a replacement Fire Station 57 at 3530 Civic Center Drive on the site
currently occupied by the existing Fire Station 57. The basis and recommendations for this project were
established in the Essential Facilities Strategic Plan (Strategic Plan)adopted by the San Rafael City Council on
July 20'h 2015.
Budget:
The Fire Station 57 building, site improvements, demolition, and specialty equipment has been set at
approximately $6.8M. Allowances for off-site improvements of $250,000 and an additional $200k for FF&E
have been included in the budget.
Fire Station 57 building improvements:
■ Two-story fire station with approximately 9,874 gross square feet.
Fire Station 57 features include:
■ 3,800 SF for three apparatus bays and apparatus support functions
■ 330 SF for firefighter office areas and lobby
■ 2,311 SF firefighter living quarters
■ 1,088 SF for utility support
■ 2,279 SF for circulation and structure.
Site Improvements:
■ Secure and Non -secure parking with concrete paving
■ New utility services from the street.
■ Apparatus washing area
■ Yard hydrant
■ Emergency Generator for building and site back-up power.
■ Trash enclosure
■ Patio and Flag pole
■ Landscaping, site lighting and other related elements.
Off-site Improvements:
■ The site layout and related off-site improvements scope will be designed during the conceptual design
phase of the project and has not been fully developed. An allowance for off-site improvements has
been included. Off-site improvements anticipated may be sidewalk replacement, new aprons, traffic
signal control and utility relocation. The budget number for this work will be validated once a final site
design is complete.
Page 12
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EXHIBIT 3
Task 1: Kick-off Meeting;, Program and Budget Overview, Facilitv Tour
Approach
Mary McGrath Architects (MMA) and team members will hold a kick-off meeting with the City Project
Management team and all stakeholder groups to initiate the project. The discussions at the kick-off meeting
will include communications protocol, project schedule overview and refinement. We will also review the
project program and all budget parameters. The Fire Department design team directing the Fire Station 57
work would participate in the station tour that is being held for the Fire Station 52 project.
Deliverables
■ Meeting Minutes, Communication Protocol Confirmation, Tour Observations
■ Updated Project Schedule
Meetinas
■ Kick-off meeting
■ Station tour
Task 2: Conceptual Design
Task 2A: Site Master Plan, Building Arrangement, Conceptual Floor Plans and Building
Massing/Elevations
Approach
Based on the site space arrangements developed in the Strategic Plan and new data from the topographic
survey, MMA will develop refined options for the site layout with further defined site arrangements, building
area diagrams and massing for review with the City Design Team. The focus will be on apparatus response
patterns and circulation needs, the traffic patterns of the area, organization and circulation needs of in-service
training operations and the site area requirements for the future storage facility and trailer storage.
Charrette No. 1- We will lead a half-day design charrette working directly with Fire Department design team
members to evaluate and refine the site arrangement concepts, area diagrams and circulation patterns. The
design charrette, facilitated Mary Mcgrath, will be a working session encouraging maximum participation from
the fire department and other City and County team members as determined appropriate. A key area of
refinement includes evaluating the station placement and apparatus bay driveway location related to the
existing island on Civic Center Drive.
During this process, alternatives will be reviewed and refined in sketch format. From this charrette, the deign
team will refine the site plan and further develop the area diagrams into conceptual floor plans and refined
massing diagrams.
Charrette No. 2: Developed from the input received at Charrette No. 1, the building area diagrams will be
refined into two contrasting conceptual floor plan options to compare and contrast the building circulation, site
relationship and massing results. This second working session will be held to evaluate the design options with
the City Design Team, identifying successful elements and recommended refinements to be carried into a final
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EXHIBIT 3
conceptual floor plan for continued massing and exterior building finish development. The structural and
mechanical engineers will be included in this charrette to provide insight on potential systems solutions for the
refined conceptual floor plan and massing diagram/exterior elevations.
The second portion of this design charrette will include a focus on the sustainable strategies that could be
considered in the further development of the conceptual design. We will explain the different elements that
are typically evaluated when developing sustainable strategies. This charrette will include discussions on both
Fire Stations 52 and 57 as the strategies identified for both will be similar (they will be concurrent similar to
the station tours). These sustainable elements include, but are not limited to, satisfying San Rafael's Climate
Change Action Plan and Sustainability Program Priorities updated in February 2015, complying with City of
San Rafael's mandatory green building requirements and meeting the requirements for LEED Gold
certification (LEED 2009, V3 version). The use of Solar PV on all the essential facilities projects may be one
of the strategies considered with the possibility of using the City's current Power Purchase Agreement with
PG&E.
Between the charrette periods there will a meeting with Fire Department to focus on the spaces that could be
considered prototypical. Evolving from the component diagrams, each space will be refined for adaptation into
this Fire Station 52 and replacement Fire Station 57. Prototypical spaces could include sleeping rooms,
restrooms, the lobby and station office. Each will have similar attributes and be a similar size which can be
adapted for each design.
Because this facility lies in the "shadow' of the Marin Civic Center there will be a heightened interest in the
exterior design and massing of the replacement station. Our design team will consult with the County Planning
Department to gather general guidance on development within this Civic Center complex.
Conceptual design elements addressed at these two charrettes will include:
■ Further refinement of the building arrangement to focus on achieving drive through apparatus bays on
the existing site.
■ Defining the circulation within the building and its relation to site circulation patterns, vehicle response
needs, loading and off-loading requirements and the relationship most active station operations to the
adjacent residences.
■ Developing floor layouts, volumes, and building systems that support the operations and concepts
identified and respond to the sustainable goals of the project.
■ Refining the building design so that it is seen as a cohesive part of the Marin Civic Center Complex.
Charrette No. 3: This design charrette (for the conceptual phase) will include a presentation of the final
refinement of the conceptual floor plans and preliminary building elevation options to the User Groups and City
Design Team members. Though the development of the building exterior options we will be selecting exterior
material options, roof designs, building fenestration, and colors. MMA will prepare 3-D models of the
proposed design options to further demonstrate the design intent as a part of this process. This
collaborative session will include a presentation of the proposed building systems and sustainable strategies.
Final Design Presentation: A final conceptual design presentation will take place with the User Groups and
City Design Team members. Based on comments at Charrette No. 3, the exterior design will be refined and
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EXHIBIT 3
further developed so they are suitable for use in the preparation of the Design Review Board and Planning
Commission applications.
Task 2B - Program Reconciliation:
To confirm that the conceptual site and floor plan are meeting the program criteria our team will update the
project program developed in the Strategic Plan with the space assigned in the conceptual design. We will
develop recommendations for adjustment as necessary
Task 2C - Budget Confirmation:
A square foot and systems level cost estimate will be prepared based on the conceptual design developed
above. This estimate will confirm the project budget assumptions established in the Strategic Plan. If the
estimate exceeds the range of costs defined for the project, recommendations for cost reductions will be
developed and vetted with the City.
Task 2D - Design Narrative
The conceptual design phase will be wrapped up with the development of a design narrative that presents
planning and design criteria for the new facility.. The design narrative will identify preliminary functional
requirements for building systems including architectural, civil, landscape structural, equipment, mechanical,
electrical, data and plumbing. It is understood that the project goal is targeted for a Gold level certification
through the USGBC LEED program. A LEED check list will be created identifying the sustainable strategies which
will be explored in the next phases of design.
Deliverables
1. Refined Conceptual Site plan, Floor plan, 3-D building Images and Exterior Elevations
2. Program Reconciliation
3. Refined Overall Project Budget and Estimate
4. Design Narrative
5. Technical memos
6. Initial LEED Checklist, Registration of the project with USGBC.
Concurrent with this task MMA will work with the City and City representatives to facilitate the
implementation of a topographic survey, geotechnical and a geohazards study and Hazardous Materials
Study by consultants hired directly by the City.
Meetings
1. Design Charrettes as listed above
2. 2-3 Department level meetings as necessary to refine the design.
3. Monthly updates with the Working Group and Council Sub -committee
Page 15
EXHIBIT 3
Task 3: Entitlements - Community Workshop, Design Review Board (DRBL
Planning Commission (PC) and City Council Presentations
Approach:
An important part of the design process includes the involvement of the community members that this
facility will serve. During the Conceptual Design Phase and prior to the submission of Design Review
materials, MMA will hold up to three public informational workshops to inform and invite public comment
to the Fire Station No. 57 project design progress. We will work with the City Team to determine when the
public workshops will be held, their formats and the information which will be shared and open for
comment. We have included three workshops at this site because the fire station adjoins a residential
neighborhood and the need for a design solution which is complimentary to the Civic Center.
Following the community workshops and with a final approval of the conceptual design by the City, MMA
will prepare and submit the project for design and planning entitlements. It is the desire of the City that the
City Council be the ultimate approval body for the Fire Station 57 design. In addition, we understand that
this project is exempt from CEQA because it is a replacement of an existing public facility on its existing site.
Because the Design Review Board and the Planning Commission will act as a review body for comment with
the final approval action on the design and entitlements by the City Council, we encourage members of the
Planning Commission and Design Review Board to be added to the Working Group as a means to gather
their input as the design is developed.
Deliverables
1. Application and exhibits for the Design Review application, Planning application, including rendered site
plan, floor plans, elevations, 3-D images and exterior material color board
2. Presentation materials for the Community Workshops, Design Review Board, Planning Commission and
City Council
3. One watercolor presentation rendering for use in publications.
Meetinas
1. Three Community Workshops
2. One presentation to the Design Review Board
3. One presentation to the Planning Commission
4. One presentation to the City Council
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EXHIBIT 3
Task 4: Schematic Design and Cost Estimate
Approach:
Following the preparation of the Design Review Board and Planning Applications, and concurrent with the
application processing, the MMA Project Team will prepare Schematic Design documents including on-site
plans, (site grading plan, site utility plan), building floor plan(s), roof plans, building elevations, and outline
specifications briefly describing the type of construction and building systems proposed. In addition, MMA
will provide schematic engineering plans that will describe the building structural framing and foundation
systems, mechanical systems, electrical systems, plumbing systems, fire alerting system, security and
data/telecommunications systems.
At this time the design team will also present equipment/fixture options with product cut sheets for review
and confirmation by the City Design Team. This phase of the work will be very collaborative with the City
Design Team working together to establish the most cost effective building components that meet the City's
goals for long term maintenance, durability and project budget compliance. There is a unique opportunity
for the City to create equipment standards that would be specified in each facility. Standards can be set in a
number of systems such as generator manufacturers, bi-parting or similar apparatus bay door types, door
hardware and light fixture lamp types. The level of standardization and engineering detail will be developed
in this phase so that systems and finish value engineering can be effectively completed during the schematic
design.
An important element of this phase is the inclusion of the waterproofing consultant in the selection of the
building envelope systems. They will advise on the suitability of the selected systems at this phase and
advise on the detailing of the assemblies in subsequent phases.
The end goal of this task is to develop and refine the building and site design criteria so that an accurate and
detailed cost estimate can be completed and the budget reconciled to meet the funds available, while at the
same time, the planning and environmental process is taking place. Then, when the planning approvals are
achieved, the detailed and reconciled cost estimate will be complete with adjustments made so that the
project remains on budget. The City Council can then approve the design to proceed into construction
document production along with approving the design.
Deliverables
1. Schematic building Fire Station 57 floor plans, on and off-site improvement plans, roof plans,
building sections and elevations. Schematic engineering design drawings including structural,
mechanical, plumbing, electrical plans, grading and drainage plan, security systems, AV and data
designs.
2. Outline specifications briefly describing the engineered systems to be used in the new buildings.
3. Waterproofing review and recommendation
4. Specialty Equipment and Furnishing listing with product cut sheets and budget information.
5. CSI based estimate of probable cost
6. Updated Sustainable Design Checklist using the USGBC LEED format.
Meetinqs
1. One meeting to 'kick-off' schematic engineering effort with entire project Team.
2. A second meeting to present schematic design progress
3. A third meeting to present Schematic engineering package with estimate to City Team for review.
Page 17
Mcaar01
Task 5: Design Development and Updated Cost Estimate
Approach:
The Schematic Design drawing set with budget reconciliation adjustments will be the basis for the
completion of the Design Development and construction documents. The MMA architectural staff and the
project consultant team will use the information contained in this set of documents to produce the
complete construction plans. It is assumed that the work will be developed under the current building
codes as adopted by the City of San Rafael and to all other applicable codes including the State of California
Essential Service Act requirements, using standard production procedures. The set will include all plans,
material specifications, and engineering reports.
The primary intent of the design development phase is to determine the exact size, profile, and character of
the building and site design to form a basis for final construction documents. MMA and the consultant team
will use this phase to further define/refine the building and site development aspects of the design
Deliverables
1. Design Development level fire station drawings
2. Design Development level on-site grading and drainage design
3. Design Development level on-site utility plan
4. Design Development level on-site erosion control plan
5. Draft construction specifications
6. Interior material color board
7. Draft Furnishings Specifications
8. Updated plumbing, mechanical and electrical cut sheets
9. Design development level Estimate of costs
10. Initial development of the LEED documentation for submittal to the USGBC website and confirmation of
the sustainable elements which will contribute to the LEED goal of gold certification.
11. Waterproofing review comments and response from Design Team
Meetings
1. Three meetings with the City Project Team
a. Design Development Kickoff
b. Interior material selection meeting
c. 100% Design Development presentation
2. Monthly updates with the Working Group and Council Sub -committee
Page 18
EXHIBIT 3
Task 6: Construction Documents and Final Cost Estimate
Approach:
This task will occur in two phases. The first task is the completion of the 95% documents. This work is based
on comments to the Design Development documents and cost estimate. We will submit this substantially
complete drawing set for plan check by the City. It is anticipated that this set will be complete except for
response to plan check questions. The 95% document set will be the basis for the final cost estimate
supported by plan check comment adjustments. The 100% documents will be permit ready and be the bid
set.
Deliverables:
1. 95% construction documents for submittal to building department
a. Site improvement design and documentation.
b. Dimensioned layout of final plans, sections, and elevations
c. Door and window schedules
d. Building detailing
e. Interior finish schedule
f. Interior design including selection of interior materials and colors
2. Design of all engineered systems including:
a. Structural design
b. Mechanical Design
c. Plumbing layout, design and fixture schedule
d. Performance criteria for design/build commercial sprinkler system
e. Electrical layout, design and fixture schedule
f. Phone, data and speaker layout and design to head -in equipment
g. Fire alerting system design
h. Radio system infrastructure design. Radio head -in equipment and antenna design by City.
i. Security system design
j. Audio Visual and Intercom System Design
3. Plan check Response Listing
4. Complete product specifications
5. Complete equipment and material cut sheets
6. Engineering calculations and Title 24 energy documentation
7. Final Constructability and Assembly Review comments by waterproofing consultant
8. Review Draft Division 0 documents prepared by the City. Coordinate with Division 1 documents
prepared by MMA
9. 100% Design Documents (Bid documents)
10. Final construction cost estimate in CSI format at 95% CD's.
11. Preparation and submission of all required LEED documentation to the USGBC website
Meetings
1. Multiple (2-3) meetings to review progress.
Page 19
EXHIBIT 3
Task 7: Bidding
Approach:
It is assumed that the project will be publicly bid by prequalified contractors and major subcontractors. Our
team will assist the City in preparing the documents for bid. The documents will be advertised and
submitted to plan rooms for bidding by the City. There will be a pre -bidding conference which MMA will
attend. We will respond to questions during bidding, prepare written clarifications and addenda.
Deliverables
1. Pre-bid Conference Agenda and meeting notes
2. Written response to questions
3. Preparation and issuance of addenda
4. Bid Evaluation and written recommendation to award.
Meetinqs
1. Attendance at pre-bid conference
2. Attendance at bid opening
Task 8: Construction Observation
Approach:
We anticipate a 14 month construction period. During this period we will provide a field representative that
understands the trades, sequence of construction and has been a part of the MMA constructability review
team. We will participate in bi-weekly construction meetings on-site. MMA's project architect and
supporting office staff will provide support to the field through our response to RFI's, submittal review,
substitution review and change order requests. The engineering team will perform site observations 2-3
times during the construction phase at critical phases for their discipline
Deliverables and Meetinas
1. Attend pre -construction meeting.
2. Attend bi-weekly construction progress meetings
3. Review of contractor pay requests.
4. Review and respond to RFI's
5. Review and respond to all Change Requests
6. Coordination of construction progress review by consultants as needed
7. Submittal / shop drawing processing and review
8. Clarifications /field questions processing and response
Page I10
EXHIBIT 3
Task 9: Close-out
Approach:
MMA and the consultant team will perform a walk through to determine Substantial Completion of the
building and site construction phase of the work and prepare a final punch list. We will then provide a final
walk through to verify that the punch list items have been completed. Our tasks in the phase will include
review of close-out documents for accuracy and completeness. They include: Operations and Maintenance
Manuals, Warrantees and Guarantees and evidence of extra stock delivery. We will gather record drawings
prepared by the contractor and update the bid documents in a digital format for the City's use.
Deliverables
1. Punch List at Substantial Complete
2. Review and written comments on close out documents including 0&M manuals and
warranties/guarantees
3. Digital Record Drawings (Update of bid documents based on the Contractors Red -lines in a digital
format.)
Meetings
1. Punch List walk through at Substantial Completion
2. Final Walk-through
3. Post occupancy walk- through at 3 months and one year to follow-up on building commissioning.
Work Scope Qualifications and Exclusions:
Products and services to be provided by the others:
1. Geotechnical and Geohazards Studies
2. Surveying
3. Hazardous Materials Studies
Work that is not included in the Contract Work Scope above
But is available upon request:
1. Clerk of the Work and Construction Management
2. Hearings, submittals or negotiations with the City of San Rafael Planning Department beyond those
listed above.
3. Summary of facility maintenance and operation cost
4. Presentation Models
5. Head -in equipment design and procurement for phone, data, and radio systems
6. Specialized energy analysis of the facility design beyond those required for LEED Gold Certification
7. Traffic Signal improvements (except signal pre-empt)
8. Off-site observation of construction materials and assemblies
9. Furnishings Procurement and installation coordination.
Page 111
MMA Fee Summary with Basic and Added Services
Public Safety Center, Fire Stations 52 and 57
Prase
Kick-off & Surveying
Conceptual Design
Entitlements
Schematic Design & Cost Estimate
Design Development & Cost estimate
Construction Documents & Cost Estimate
- -- - Bidding
Construction Administration
Close-out
Total Fee Kick-off through Closeout w/o
Reimbursables:
Construction Budget Per Strategic Plan:
Percentage of Construction Cost per Project:
Design Services Budget per Strategic Plan:
Savings from Strategic Plan Budget:
Total Reimbursable Allowance per Project
(Concept through Closeout):
DCHIBIT4
Public Safety Center
$29,039
$227,019
$95,316
$340,364
$667,638
$1,232,215
- $31,295
$636,798
$33,275
San Rafael Essential Facility Strategic Plan
Phase 1 Implementation
Fire Station 52
$18,039
$64,896
$27,047
$103,777
$198,493
$363,858
$8,796
$185,703
$10,776
Fire Station 57
$17,573
$53,950
$22,393
$86,493
$164,705
$300,991
$7,244 $153,685
$9,224
Total
$64,651
$345,866
$144,756
$530,634
$1,030,836
$1,897,064
$47,335
$976,186
$53,275
$3,292,960
I $981,384
IF $816,258
$5,090,602
$37,537,350
$10,934,480
$8,819,160
$57,290,990
8.77%
8.98%
9.26%
I 8.89%
$3,981,235
$1,262,948
$1,064,416
$6,308,599
$688,275
$281,564
$248,158
$1,217,997
$164,648
$49,069
$40,813
$254,530
9/8/2015 0
EXHIBIT 5
City of San Rafael PSC, Fire Stations 52 and 57
Design Schedule Draft 09.09.2015
ID Task Name IDuration IStart Q4'14ij 0.1'151 Q2'151 Q3'15 0.4'151 Q1'16I Q2'161 Q3'16I Q4'16I Q1'171 Q2'171 Q3'171 Q4'171 QV181 Q2'18I Q3'181 Q4'181 Q1'19I Q2'".91
1 FIRE STATIONS 52 AND 57 128.2 wks 'Mon 10/5/15 IRE STATIONS 52 AND 5?
2 Kick-off meeting Station 1 wk Mon 10/5/15 10'S Kick-off meeting, Station Tours
34 Construction 60 wks Tue 1/24/17
35
36 NEW PUBLIC SAFETY 960 days 'Mon 10/5/15
CENTER
37
Conceptual Design
18 wks
Tours
Entitlements (IF EIR)
12 mons
39
3
Conceptual Design
14 wks
Mon 10/12/15
Conceptual Desi n 1/15
9
Entitlement Review
8 wks
Mon 1/18/16
Entitlem m: Review 3/11
10
Schematic Design
8 wks
Tue 1/19/16
Schematic Design -- 3/14
15
Design Development
9 wks
Tue 3/15/16
Des gr Development 5/16
22
Construction
20 wks
Tue 5/17/16
Gm ;truction Documents
Documents
Plan Check
8 wks
43
31
Bid/Award
80 days
Tue 10/4/16
Bid/Award 1/23
34 Construction 60 wks Tue 1/24/17
35
36 NEW PUBLIC SAFETY 960 days 'Mon 10/5/15
Mon 10/5/15
Mon 2/8/16
Mon 2/8/16
Mon 5/2/16
Mon 8/8/16
Mon 11/28/16
Mon 1/23/17
Mon 3/6/17
Mon 3/20/17
Mon 6/12/17
Construction f 3/19
NEW PUBLIC SAFETY CENTER i--•�---•---•---•--
Conceptual Design 2/5
Entitle hunts (IF EIR) _- 1/6
4/29 yam„, Schematic Design and Cost Estimate (Concurrent with Entitlements)
Page 1
nts �oh 11/25
n
Prepare
and Estimate with Reconciliation
61
CENTER
37
Conceptual Design
18 wks
38
Entitlements (IF EIR)
12 mons
39
Schematic Design and
12 wks
Cost Estimate
(Concurrent with
Entitlements)
40
Design Development
14 wks
and Estimate with
Reconciliation
41
Construction
16 wks
Documents
42
Plan Check
8 wks
43
Address Plan Check
6 wks
Comments/final
Recheck
44
Prepare Bid documents
2 wks
45
Bid/Award
12 wks
46
Construction
104 wks
Mon 10/5/15
Mon 2/8/16
Mon 2/8/16
Mon 5/2/16
Mon 8/8/16
Mon 11/28/16
Mon 1/23/17
Mon 3/6/17
Mon 3/20/17
Mon 6/12/17
Construction f 3/19
NEW PUBLIC SAFETY CENTER i--•�---•---•---•--
Conceptual Design 2/5
Entitle hunts (IF EIR) _- 1/6
4/29 yam„, Schematic Design and Cost Estimate (Concurrent with Entitlements)
Page 1
nts �oh 11/25
n
Prepare
and Estimate with Reconciliation
61
crrr of Agenda Item No: 5. b
Meeting Date: September 21, 2015
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: City Manager's Office
Prepared by: Jim Schutz, City Manager City Manager Approval:
TOPIC: Project and construction management services for public safety facilities in San
Rafael
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A
PROFESSIONAL SERVICES AGREEMENT WITH KITCHELL CEM INC. FOR
PROJECT AND CONSTRUCTION MANAGEMENT SERVICES FOR THE PHASE 1
PROJECTS (PUBLIC SAFETY CENTER, FIRE STATION 52, AND FIRE STATION 57)
OF THE ESSENTIAL FACILITIES STRATEGIC PLAN
RECOMMENDATION:
Adopt the Resolution (Attachment A) authorizing the City Manager to execute a Professional Services
Agreement with Kitchell CEM Inc. (Kitchell) for project and construction management services for
Phase 1 of the Essential Facilities Strategic Plan.
BACKGROUND:
A separate item on tonight's City Council agenda is for architectural and design, bidding and
construction administration services for the Phase 1 projects of the Essential Facilities Strategic Plan.
That item contains a more detailed "Background" of the effort to -date. This contract, with Kitchell, is for
the associated project management services.
On August 25, 2015 the City Council's Facilities Subcommittee interviewed Kitchell for project and
construction management services related to this project and recommends that the City continue
working with this firm under a new contract for the next phase of the project. A proposed Professional
Services Agreement is attached as Attachment B, and would be attached to and approved by the
Resolution, subject to final approval as to form by the City Attorney.
ANALYSIS:
Each of the three Phase 1 projects includes a work plan composed of two key tasks (see Exhibit 1 of
Attachment B for more details):
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
1. Planning, Program / Design and Bid Phase Management
This task includes general project management of the projects through the awarding of the bids,
including facility assessments, temporary relocation planning, cost estimates, coordination and
administration of the bid process and preparation of construction of contracts, value engineering
(as necessary), and regular status reports.
2. Construction Administration / Post -Construction and Project Closeout
This task includes general construction management duties to oversee construction activities,
monitor schedule and budget, coordinate inspections and requests for information, administer
change orders and submittals, perform field inspections and evaluations, and provide regular
status reports. Post -construction and closeout duties include assisting the preparation of punch -
lists, coordination of all closeout items, resolution of any outstanding issues, preparation of final
closeout report, and coordination of move -in schedules and plans.
The proposed Professional Services Agreement provides that each task will be individually authorized
by a specific Notice to Proceed issued by the City. Should the City choose not to issue a Notice to
Proceed, choosing, in effect, to terminate the Agreement, the Agreement allows the City to do so and
compensate Kitchell for services performed up to the date of termination.
Value Enaineerinq
The proposed Professional Services Agreement includes up to $63,720 for value engineering at 100%
design development as necessary. This task would include written recommendations to the City.
Reimbursable Expenses
The proposed Professional Services Agreement includes up to $79,497 for reasonable and customary
reimbursable expenses submitted separately and approved by the City. Reimbursable expenses may
include: project office and equipment, telecommunications, postage, consumables, plans/prints/photos
and project -related travel. The cost and/or the time of commute travel will not be charged to the City.
Schedule
The previously described scope of work is anticipated to begin immediately and take approximately
three years and nine months. Below is a summary of the approximate schedule for each project with a
more detailed overall schedule available in Exhibit 2 of Attachment B_
Conceptual Design
Entitlement Review
Schematic Design
Design Development
Construction Documents
Bid/Award
Construction
Public Safety Center
Oct 2015 to Feb 2016
Feb 2016 to Jan 2017
Feb 2016 to Apr 2016
May 2016 to Aug 2016
Aug 2016 to Mar 2017
Mar 2017 to Jun 2017
Jun 2017 to Jun 2019
Fire Station 52 & 57
Oct 2015 to Jan 2016
Jan 2016 to Mar 2016
Jan 2016 to Mar 2016
Mar 2016 to May 2016
May 2016 to Oct 2016
Oct 2016 to Jan 2017
Jan 2017 to Mar 2018
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
Consultant Selection
In general, once a project is ready for construction, the construction manager role is an essential one to
deliver the project on time and budget. During the Strategic Planning phase the Facilities Subcommittee
and staff indicated a preference for bringing this expertise into the project at the initial stage, so that the
entire process takes place with the constructability and overall success of the end projects in mind.
Kitchell is recommended due to their outstanding performance in developing the Essential Facilities
Strategic Plan, as well as their experience, including recent construction management of public safety
buildings in Marin County, and exceptional references. It should be noted that Kitchell typically
estimates the amount of time needed on a project and then only charges for actual time used.
The project manager for Kitchell will be Bill Johal who is a Certified Construction Manager (CCM). Mr.
Johal has worked in a similar capacity for projects such as: the Central Marin Police Authority
Headquarters in Larkspur, the Novato Fire Station No. 64, and the Novato Civic Center City
Administration Offices among many other projects.
COMMUNITY OUTREACH:
During the development of the Essential Facilities Strategic Plan, Kitchell developed a Communications
Plan that identifies strategies to enhance engagement and transparency throughout the Essential
Facilities project including design and construction. A webpage has been created at
www.citvofsanrafael.orq/facilities with information about the projects, including the approved Strategic
Plan. To -date, staff has conducted project updates to a variety of community and stakeholder groups
including the Federation of San Rafael Neighborhoods, North San Rafael Coalition of Residents,
Business Issues Committee, San Rafael Chamber of Commerce Economic Vitality Committee, and
multiple updates with the San Rafael Fire Commission.
Each project will undergo additional outreach, with neighbors and other stakeholders to review
operational and design issues. Opportunities for community participation include workshops as well as
public meetings with the Design Review Board, Planning Commission and the City Council.
FISCAL IMPACT:
The proposed Professional Services Agreement includes all three buildings of the Phase 1 projects and
totals $3,171,060 in project and construction management services, up to $63,720 in value -engineering
services, and up to $79,497 in reasonable and customary reimbursable expenses for the professional
services as detailed in the attached scope of work.
These funds will be appropriated from the portion of Measure E General Fund revenues allocated to
public safety facilities construction and improvements.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Adopt the resolution as presented, approving the Professional Services Agreement;
2. Adopt the resolution with modifications to the Professional Services Agreement, subject to
approval by Kitchell;
3. Direct staff to return with more information;
4. Take no action.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Pacie: 4
RECOMMENDED ACTION:
Adopt the Resolution authorizing the City Manager to execute a Professional Services Agreement with
Kitchell CEM Inc. for project and construction management services for Phase 1 of the Essential
Facilities Strategic Plan.
ATTACHMENTS:
A. Resolution
B. Professional Services Agreement with:
Exhibit 1 - Scope of.Services and Cost Summary
Exhibit 2 - Schedule
ATTACHMENT A
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL
SERVICES AGREEMENT WITH KITCHELL CEM INC. FOR PROJECT AND
CONSTRUCTION MANAGEMENT SERVICES FOR THE PHASE 1 PROJECTS (PUBLIC
SAFETY CENTER, FIRE STATION 52, AND FIRE STATION 57) OF THE ESSENTIAL
FACILITIES STRATEGIC PLAN
WHEREAS, in October, 2014, staff issued a Notice Inviting Proposals for Project
Management and Pre -Construction Services for an Essential Facilities Strategic Plan that
indicated the potential for future phases under a separate contract; and
WHEREAS, Kitchell CEM, Inc. was selected and provided project management and pre -
construction services for the development of the Essential Facilities Strategic Plan; and
WHEREAS, on July 20, 2015, the City Council unanimously approved the Essential
Facilities Strategic Plan; and
WHEREAS, the City is entering into the architectural and design phase of the Essential
Facilities project; and
WHEREAS, on August 25, 2015, Kitchell CEM was interviewed and selected by the City
Council Facilities Subcommittee to perform project and construction management services for
the Phase 1 projects (Public Safety Center, Fire Station 52 and Fire Station 57) of the Essential
Facilities Strategic Plan; and
WHEREAS, on August 25, 2015, the City Council's Facilities Subcommittee decided to
recommend to the full City Council an Agreement with Kitchell CEM for their project and
construction management services.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael
does hereby authorize the City Manager to execute, on behalf of the City of San Rafael, a
Professional Services Agreement, in the form attached hereto, with Kitchell CEM, Inc., for
project and construction management services for the Phase 1 projects (Public Safety Center,
Fire Station 52 and Fire Station 57) of the Essential Facilities Strategic Plan, subject to final
approval as to form by the City Attorney.
NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of
San Rafael does hereby authorize the appropriation of $3,314,277 from General Fund Measure
E revenues to fund this Agreement for the corresponding fiscal years of the agreement.
I, ESTHER BEIRNE, 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 21St day of September, 2015 by the following vote, to wit:
AYES:
NOES:
ABSENT:
ESTHER C. BEIRNE, City Clerk
ATTACHMENT B
AGREEMENT FOR PROFESSIONAL SERVICES
FOR PROJECT AND CONSTRUCTION MANAGEMENT SERVICES
This Agreement is made and entered into this 1St day of October, 2015, by and between the
CITY OF SAN RAFAEL (hereinafter "CITY"), and Kitchell CEM Inc., a California Corporation
(hereinafter "CONTRACTOR").
RECITALS
WHEREAS, in October, 2014, CITY issued a Notice Inviting Proposals for Project
Management and Pre -Construction Services for an Essential Facilities Strategic Plan that
indicated the potential for future phases under a separate contract; and
WHEREAS, CONTRACTOR was selected by CITY to provide, and did provide,
project management and pre -construction services for the development of the Essential Facilities
Strategic Plan; and
WHEREAS, on July 20, 2015, the City Council unanimously approved the Essential
Facilities Strategic Plan; and
WHEREAS, CONTRACTOR expressed an interest in performing the project
management and pre -construction services required for implementation of Phase 1 of the
Essential Facilities Strategic Plan, and was interviewed for that project by the City Council's
Facilities Subcommittee on August 25, 2015, and
WHEREAS, on August 25, 2015, the City Council's Facilities Subcommittee decided to
recommend to the full City Council, and the City Council, on September 21, 2015, authorized,
entering into a Professional Services Agreement with CONTRACTOR for program, design and
construction management services needed to implement Phase 1 of the Essential Facilities
Strategic Plan;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. The Assistant City Manager 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
Rev. Date: 7/30/15
Agreement for CONTRACTOR. Bill Johal 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 as shown in the letter
from CONTRACTOR dated September 4, 2015 re "Fee Proposal for Program, Design and
Construction Management for the Phase 1 Projects (Public Safety Center/Fire Station 51, Fire
Station 52/Fire Training Center and the Fire Station 57) of the Essential Facilities Strategic Plan",
attached hereto as Exhibit 1 and incorporated herein by reference. CONTRACTOR shall provide
such services consistent with the schedule set forth in Exhibit 2 attached hereto and incorporated
herein by reference; provided that regardless of such schedule CONTRACTOR shall not begin
work on any "Task" described in Exhibits lfor the three Phase 1 projects unless and until CITY,
through its PROJECT MANAGER, serves CONTRACTOR with written "Notice to Proceed" with
that Task.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and coordinate with
CONTRACTOR regarding key aspects of the project and construction management phases.
CITY shall provide CONTRACTOR with a written "Notice to Proceed" when CITY desires
CONTRACTOR to begin any individual "Task" described in Exhibit 1 for the three Phase 1
projects; provided, however, that CITY shall not be required to issue a "Notice to Proceed" as to
any Task should CITY determine to terminate this Agreement as provided in Paragraph 6 below.
4. COMPENSATION.
For the full performance by CONTRACTOR of the "Tasks" described in Exhibit 1, CITY
shall pay CONTRACTOR the compensation as set forth in Exhibit 1, specifically, professional
services fees of $589,935 for planning, program/design and bid phase management services;
$2,581,125 for construction administration and closeout services; and up to $63,720 in value -
engineering services; and reasonable and customary reimbursable expenses of up -to an additional
$79,497, for a total contract amount not to exceed $3,314,277. "Reasonable and customary
reimbursable expenses" shall include, but are not limited to, project office and equipment,
telecommunications, postage, consumables, plans/prints/photos and project -related travel, and
shall be submitted separately and approved by the City. The cost and/or the time of commute
travel shall not be charged to the City.
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 3 years, 9 months commencing on October 1, 2015
Rev. date.: 7/30/15 2
and ending on June 30, 2019. 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 but not
longer than one year.
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. CONTRACTOR shall be entitled to compensation for services performed, in a
manner satisfactory to the CITY, up to the date of Termination.
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.
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.
Rev. date: 7/30/15
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 per occurrence.
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 two million dollars ($2,000,000) per occurrence/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 and employer's liability insurance, as required by the State Labor Code and other
applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY
against all liability for injuries to CONTRACTOR's officers and employees. 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, the insurance policies shall be
specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as
additionally named insureds under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance
policies shall be primary 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 01 04 13.
3. Except for professional liability insurance, the insurance policies shall
include, in their text or by endorsement, coverage for contractual liability and personal injury.
4. The insurance policies shall be specifically endorsed to provide that the
insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said
Rev. date: 7/30/15 4
insurance policies except upon ten (10) days written notice to the PROJECT MANAGER.
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
Rev. date: 7/30/15 5
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, CONTRACTOR shall, to the fullest extent permitted by law,
indemnify, release, defend and hold harmless the City Indemnitees from and against any
CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of CONTRACTOR in the performance of its duties and obligations under this
Agreement or its failure to comply with any of its obligations contained in this Agreement,
except such CLAIM which is caused by the sole negligence or willful misconduct of CITY.
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,
Rev. date: 7/30/15 6
penalties, fines and all other consequences from any noncompliance or violation of any laws,
ordinances, codes or regulations.
14. NO THIRD 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 under 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:
TO CONTRACTOR's Project Director:
16. INDEPENDENT CONTRACTOR.
Assistant City Manager
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
Kitchell CEM Inc., Attn: Bill Johal
2750 Gateway Oaks Drive, Suite 300
Sacramento, CA 95833
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.
Rev. date: 7/30/15
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).
Rev. date: 7/30/15 8
22. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL CONTRACTOR
wo
JANIES M. SCHUTZ, City Manager
Name:
Title:
ATTEST:
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
ROBERT F. EPSTEIN, City Attorney
Rev. date: 7/30/15
J : 14 R I EXHIBIT 1
September 4, 2015
Jim Schutz
Assistant City Manager
San Rafael City Hall
1400 Fifth Avenue, Room 203
San Rafael, California 94915-1560
Re: Fee Proposal for Program, Design and Construction Management Services for the Phase 1
Projects (Public Safety Center/Fire Station 51, Fire Station 52/Fire Training Center and the Fire
Station 57) of the Essential Facilities Strategic Plan.
Dear Mr. Schutz,
Thank you for the opportunity to submit a fee proposal for the Program, Design and Construction Management
Services for the Phase 1 Projects (Public Safety Center/Fire Station 51, Fire Station 52/Fire Training Center and
the Fire Station 57) of the Essential Facilities Strategic Plan. On behalf of our entire team, I personally would
like to thank you and the members of the Facilities Subcommittee for this opportunity. We are very excited
about continuing our relationship with the City on this important project.
The following is what we perceive the Scope of Services to be within each phase of the these projects and a fee
proposal for the identified tasks is shown below;
1. Planning, Program/Design and Bid Phase Management for Phase 1 Projects:
• Develop and Manage Master Schedule
o Master Schedule to include Planning, Design, Bid and Award, Construction, and Closeout
Phase milestones and all activities necessary to ensure project completion by the City's
targeted date
o Update Master Schedule during all Project phases
• Develop and Manage Master Budget and Cost Control Information
o Master Budget to cover all phase of the Project
o Update Master Budget over all phases
• Assist City in Facilities Assessment
o Review existing utility and site constraints
o Assist in temporary relocation planning
o Assist in determining Project property needs
• Assist City in Local Entitlement, Design Review Committee and Permitting Processes
o Assist City in obtaining CEQA approval and integrating CEQA requirements into the bid
documents
o Meet with City planning and building department staff as required
o Prepare Project applications
o Monitor City approval process
• Provide advice regarding Project Construction Phasing approaches with Schedule and Budget impacts
• Monitor and Update Project Budgets and Schedules
• Oversee Architect and Sub consultants
• Provide a Cost Estimates at 100% Design Development. Upon review of the AE's 100% Design
Development estimate, provide an estimate reconciliation and provide written recommendations to the
City.
• Perform Constructability at 50% or 75% Construction Documents and back -check at 100% Construction
Documents and provide written recommendations to the City and Design Team.
• Perform Value Engineering at 100% Design Development and provide written recommendations to the
City (if necessary). This item is not included in the total cost and is an additional service. It can be
added into the contract via amendment if any or all of the Phase 1 projects experience budget overruns.
Kitchell CEM
2750 Gateway Oaks Drive I Suite 300 1 Sacramento, California 95833 1 Phone 916.648.9700 1 Fax 916.648.6534 1 www.kitchell.com
0 1 j h 01 : 14 R I EXHIBIT
• Review and Assess Life Cycle Costs
• Coordinate Project with Utility Companies
• Coordinating Construction Documents including plans and specifications, bid documents, construction
contracts, general and special conditions
• Administer Bid Process for the Construction Phase of each respective project listed
• Stimulate Bid Interest
• Assist in Preparing Bid Documents
o Identify specific construction site boundaries, access, fencing, work hours, contractor conduct
requirements, and security requirements in the bidding documents.
o Manage the process for the assembly, reproduction and distribution of the bid documents to
prospective bidders
o Clarify scope of each trade
o Develop a Master Bid/ Award Schedule including construction milestones
o Assist the City and the Architect in the modification of or addition of special or general
conditions for Contract(s) that might be needed for unique Project or bid package conditions
• Prepare and oversee the General Contractor Pre -qualification process
• Conduct Pre-bid and Pre -construction Meetings
• Conduct Bid Openings
• Prepare Bid Analyses and Assist City in Tabulating Bids Received
o Review bids for compliance with bidding requirements
o Verify contractor license status, check references
o Make recommendations to City for award of contracts or rejection of bids
• Conduct Pre -Award Conference with Successful Bidder
• Assist City in preparing Construction Contracts for execution
• Provide Quarterly Program and Project Status Reports throughout every phase of the project. Report
to include overall status or each project, program and project budget and schedule updates, issues
update and progress photographs.
2. Construction Administration for Phase 1 Projects:
• Develop a Construction Management Plan with City, Architect, and Contractors to clearly define roles
and responsibilities during construction
• Conduct a Pre -Construction Conference with the Contractor and major trade subcontractor to review
Project reporting procedures and rules and safety protocol
• Provide full-time on site staff for Administration of the Construction Contract(s)
• Review Contractor's Construction Schedules for conformity with the requirements of the Contract and
conformity with the Master Schedule.
o Ensure that Contractors provide detailed construction schedules, including activity sequences
and durations, submittal schedule, or procurement schedule for products that require long lead-
time
• Monitor Contractors' Contract Compliance
• Identify Variances between actual or forecasted cost and budgeted costs and each Construction
Contract
o Advise the City whenever projected costs exceed budgets or estimates
• Conduct Regular Construction Meetings with the Contractor(s) to discuss and resolve such matters as
progress, quality, and scheduling.
o Prepare and promptly distribute minutes
• Establish Notification Procedures for any Utility Shutdowns that impact the progress of the work
• Coordinate the Testing and Inspection of the Project
o Review test reports and make recommendations as necessary
o Schedule City and special inspections
• Produce Monthly Cost Reports to monitor the current and project final costs of the project.
o Prepare cash flow projections as needed
• Administer Change Orders
o Review Contractor requests for changes
Kitchell CEM
2750 Gateway Oaks Drive I Suite 300 1 Sacramento, California 95833 1 Phone 916.648.9700 1 Fax 916.648.6534 1 www.kitchell.com
131,k4h J; 14 q q EXHIBIT 1
o Determine cause of the request
o Assemble and evaluate information concerning the request
o Provided a written analysis of the Change Order
Administer Submittals and shop drawing logs
• Coordinate, review and Manage Requests for Information (RFI)
Produce Weekly Management Report Summary defining the progress of the work including change
orders, RFI's, submittals, schedule and potential claims. Produce a more detailed monthly report of the
same items
Administer Contractor Payment Applications
o Development and implement procedures for review and processing Contractor's applications
for payment
o Review payment applications and documentation
• Oversee Dispute Resolution Process
Perform Quality Control of Contractor work
Perform Field inspection to evaluate work in progress to confirm that it conforms to the contract
documents and make daily observations of weather, number of workers, work accomplishes, problems
encountered, and other relevant data. Take digital photographs of project site
• Keep local Government Agencies informed of the progress of the project as required.
• Monitor the Contractors' Safety Program
Keep copies of all Project documents for delivery to the City upon Project completion
3. Post Construction /Project Closeout for Phase 1 Projects:
• Observe, with City's maintenance personnel, the Contractor's checkouts of utilities, operational systems
and equipment, and start-up and testing
• Prepare in conjunction with the Architect and City all punch -lists. Monitor the completion of the punch -
lists by the contractors
Determine, with the Architect and City, when the facility or designated portions are substantially
complete
• Coordinate and receive all close-out items including as -built drawings, operation and maintenance
manuals, and warranties from contractors & manufacturers as required and coordinate with
property/facilities management staff
Assist with resolving all contract issues, warranties, bonds, etc. at closeout of project.
• Prepare a final close out report with recommendation as to final payment, notice of completion, and file
system for retrieval of closeout documentation
Assist with obtaining occupancy permit.
Assist with commissioning the building and owner training
Transmit Project documents to the City after final close-out tasks are complete.
Assist City in developing and implementing transition and move-out/move-in schedules and plans
The fee to provide the above scope of services for the Program, Design and Construction Management
Services for the Phase 1 Projects is as follows;
1. Planning, Program/Design and Bid Phase Management for Phase 1 Projects: $ 589,935
2. Construction Administration and Closeout for Phase 1 Projects: $ 2,581,125
$ 3,171,060
The proposed fee utilizes the level of staff and the designated number of hours for the respective staff member
during each Task identified on the attached Staffing Fee Timeline. Reasonable and customary reimbursable
expenses would be submitted separately to the above costs. Reimbursable expenses may include; Project
Office and equipment, Telecommunications, Postage, Consumables, Plans/Prints/Photos and Project -related
travel. Please note that the above fee does not include any staff time for the Phase 2 projects. As the exact
scope of the Phase 2 projects (Renovations at Station 54 and 55, Maintenance at Station 56 and the
Repurposing of City Hall) are not yet completely defined due to budget constraints, a second fee proposal for
Kitchell CEIVI
2750 Gateway Oaks Drive I Suite 300 1 Sacramento, California 95833 1 Phone 916.648.9700 1 Fax 916.648.6534 1 www.kitchell.com
131 " I h 41 J; 14 R I EXHIBIT 1
the Program, Design and Construction Management Services for the Phase 2 projects will be submitted
separately at a later date.
In additional, Kitchell would highly recommend that the following Engineering and Architectural Support
Services be added to the Planning, Program/Design and Bid Phase Management scope for the Public Safety
Center/Fire Station 51, Fire Station 52/Fire Training Center and the Fire Station 57 projects should any or all of
the projects experience budget overruns. This item can be added into the contract via amendment. The
additional cost for this service is as follows;
• Design Development (DD) Phase Value Engineering (if necessary): $ 63,720
In preparing this fee we assume a contract start date for the Planning, Program/Design and Bid Phase
Management scope of services of October 2015 and a completion date of April 2019 for the construction of the
Phase 1 projects.
Thank you for the opportunity to provide these services. Our resources are in place and we are ready to
commence with this work. If you have any questions, please do not hesitate to contact me at this office.
Sincerely,
Bil al
Project (rector
Kitchell CEM
2750 Gateway Oaks Drive I Suite 300 1 Sacramento, California 95833 1 Phone 916.648.9700 1 Fax 916.648.6534 1 www.kitchell.com
EXHIBIT 1
CIN of S— R,f,,l Es—UNI Fatifitle, PM/CM S,mim,
SUMM Fee n—ll- f,, Pmg,,, M—pm— and Canstre.tlan M."g—W for the ph.. I P-1— P.N1, S,fty ,d Fire SUU., 52, F,,. Sutl- 52 and R, T,,WM and R,, SWI -5)
D -d. An- 1— 2015
rvne..w•woP.+.r•. �na.+srn....eo
,u Fu ®
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rn.,.x.
®
. ... ... ... ... ... ... ...
ID
Task Name
IDuration
(Start
1
FIRE STATIONS 52 AND 57 128.2 wks
Mon 10/5/15
2
Kick-off meeting, Station 1 wk
Mon 10/5/15
Tours
3
Conceptual Design
14 Wks
Mon 10/12/15
9
Entitlement Review
8 Wks
Mon 1/18/16
10
Schematic Design
8 Wks
Tue 1/19/16
15
Design Development
9 Wks
Tue 3/15/16
22
Construction
20 Wks
Tue 5/17/16
Documents
31
Bid/Award
80 days
Tue 10/4/16
34
Construction
60 Wks
Tue 1/24/17
35
36
NEW PUBLIC SAFETY
960 days
Mon 10/5/15
CENTER
37
Conceptual Design
18 Wks
Mon 10/5/15
38
Entitlements (IF EIR)
12 mons
Mon 2/8/16
39
Schematic Design and
12 Wks
Mon 2/8/16
Cost Estimate
(Concurrent with
Entitlements)
40
Design Development
14 Wks
Mon 5/2/16
and Estimate with
Reconciliation
41
Construction
16 Wks
Mon 8/8/16
Documents
42
Plan Check
8 Wks
Mon 11/28/1.6
43
Address Plan Check
6 Wks
Mon 1/23/17
Comments/final
Recheck
44
Prepare Bid documents
2 Wks
Mon 3/6/17
45
Bid/Award
12 Wks
Mon 3/20/17
46
Construction
104 Wks
Mon 6/1.2/17
EXHIBIT 2
City of San Rafael PSC, Fire Stations 52 and 57
Design Schedule Draft 09.09.2015
Q4'14I Q1'15I Q2'15I Q3'15 Q4'15 Q1'16 Q2'16I Q3'16 Q4'16 Q1'17Q2'17Q3'17 Q4'17 0.1'18 Q2'18 Q3'18Q4'18 Q1'19 Q2'19
FIRE STATIONS 52 AND 5 . . . . . . . . . .
105 KickKick-o�g, Station Tours -- --
Conceptual Design 1/15
Entitlem m Review - 3 11
Scherua cDesign -- 3/14
Des grl Development -_ S/16 —
Cunl;truction Documents 10/3
Construction 3/15
I
NEW PUBLIC SAFETY CENTS' ... „ , ........ ., , ...... ,„ „ , ............ ... ... „ , ....... .
Conceptual Des%n 2/5
-- - — Entitlements (IF EIR)------- -- 1/6
�— 4/29 ISchematic Design and Cost Estimate (Concurrent with Entitlements)
8/5 wwmwmo� Design Development and Estimate with Reconciliation
Construction Documents jww 11/25
Plan Check �1/
ddress Plan Check Comments/final Recheck r•
Prepare Bid documenU
Page 1
Bid/Award UWdI
Constructlon
64
Exhibit A — MMA Additional Scope Items totaling $274,245
Each additional scope item and its cost are detailed below. The specific sites affected are
shown in parenthesis.
Site Revisions at Station 57: In order to avoid wetland mitigation issues and potential CEQA
delays the design team redesigned the site layout to develop a solution that avoided the
wetlands. This required a new grading and drainage plan and new lease exhibit survey.
Fee - $12,555 (Station 57)
Early Demolition Desiqn Drawinqs: In an effort to reduce the risk to the building contractor for
unforeseen site conditions and delays, the City elected to separate the demolition project from
the main building project at all three project sites. MMA provided a fee proposal for these added
sets of construction documents and included credits back for the demolition work planned in the
original scope of work. The added scope includes a new site topographic survey to document
the new site conditions at each site and support during a separate construction phase.
Fee - $98,150 (Station 52, Station 57, and Public Safety Center)
Value Enaineerinq: The City elected to participate in a Value Engineer exercise to evaluate the
systems selections that were made in the early stages of the design and find areas of the
building design that could be engineered more cost effectively with a mitigated impact to the
project goals. The VE reductions approximated $1 M in savings.
Fee - $130,240 (Public Safety Center)
The Temporary Site for the Fire Station 51: The program requirements for the site changed
and a new site plan was done in April of 2017.
Fee - $4,600 (Station 51)
Savinqs by Design: the City Sustainability Office working with PG&E had identified that the
Phase I projects would be eligible for rebates through the "Savings by Design" program. This
fee proposal is for the time required to prepare the design documents that are required for the
rebate application and follow-up with PG&E to develop the maximum rebate possible.
Fee - $13,200 (Station 52, Station 57, and Public Safety Center)
PG&E main service chanqe: The civil engineer was required to re -design the site improvement
plan. The change in direction from PG&E results in less off-site work for the City and will save
$40 to $50K in trenching and repaving cost.
Fee - $5,500 (Station 51)
Re-evaluate the structural system at the PSC: The PSC was designed as a concrete block
building at all three floors. MMA was asked to evaluate lightening the building by using stud
wall construction above the basement level. The reduced weight of the building has the added
benefit of allowing the foundation to be simpler and more cost effective. This change will
generate significant cost savings and the new structural system will be incorporated into the
final design.
Fee - $10,000 (Public Safety Center)
Exhibit B — Kitchell Additional Scope Items totaling $237,475
Each additional scope item and its cost are detailed below. The specific sites affected are
shown in parenthesis.
Bid Phase for Early Demolition Proiects
The decision to separate the hazardous material abatement and demolition from the
construction contract was approved by the Facilities Sub -committee FSC) on April 15, 2016.
Kitchell was required to manage the development of multiple bid packages including reviewing
the work product of Mary McGrath Architects (MMA) the design firm contracted to produce the
Essential Facilities design work, developing multiple specification sets and estimates, providing
marketing materials and providing contractor outreach efforts, in order to contract for and award
multiple projects where only a single project was originally contemplated.
Fee - $48,800 (Station 52, Station 57, and Public Safety Center)
Extended Preconstruction Phase Manaqement for Public Safetv Center Proiect:
The Kitchell staffing fee proposal included in the original contract dated October 1, 2015 had
Programming/Design and Bid Phase Management for the Phase 1 projects from October 2016
through to January 2017. The PSC design schedule was extended during the conceptual and
schematic design phases due to numerous design iterations, DRB and PC comments, extended
CEQA process and to incorporate the Value Engineering cost saving ideas into the design. The
current timeline to complete the Public Safety Center Pre -Construction activities is Fall 2017.
Fee - $139,160 (Public Safety Center)
Splittinq the Bid Phase for the Early Demolition of Public Safetv Center
The change proposal approved by the FSC on April 15, 2016 for early hazardous material
abatement and demolition contemplated bidding all three demolition projects together as one
bid package. The demolition contract was to be a phased project with actual demolition work for
Fire Stations 52 and 57 to be first and Fire Station 51 and the Blue House to be second. The
FSC approved the separation of the bid phases for Fire Stations 52 and 57 from Fire Station 51
and the Blue House to ensure that the design changes needed for the PSC did not cause a
delay to the demolition contractor and to incorporate "deconstruction" at the PSC and the Blue
House as an add alternate into the demolition scope. Deconstruction of these early 20th century
building will allow materials to be salvaged for use in other older buildings and pass on the
legacy of these two old San Rafael buildings.
Fee - $51,515 (Public Safety Center)
Exhibit C - Detailed breakdown of Strategic Plan budget vs. actual and proposed allocation of funds
The Strategic Plan approved by City Council on July 20, 2015 is shown on line one (Strategic Plan Project
Estimates). The total includes assumed contract amounts for both firms as well as a contingency
amount of $515,658.
Line two (Original Contract Amount (not to exceed)) shows the actual award amount to each firm. No
contingency was allocated to either contract at that time leaving an unallocated balance of $1,297,396.
Line three (Additional scope items previously vetted by Facilities Sub -Committee) shows the dollar
amount for change orders presented in Exhibits A and B of the Staff Report.
Line four (Additional Contingency Requested) shows the additional $75,000 contingency available to be
allocated to MMA for potential sub -contractor change orders associated with the PSC redesign. Note:
These funds will only be allocated by the City Manager after the Facilities Sub -Committee reviews the
potential additional requested scope of work for reasonableness.
Line five (Proposed Contract Amendment Amount) shows the total potential additional requested scope
of work
Line six (Revised Not To Exceed Amount) shows the new contract totals for both firms and includes the
unallocated additional contingency to MMA.
The total remaining balance ($9,956,805 less $9,246,129) of $710,676 remains unallocated for potential
future needs.
Proposed Contract Amendment Summary
Mary McGrath Architects and Kitchell
Phase I - PSC, FS 52 & 57
Mary McGrath
Kitchell
TOTAL
Architects
(Strategic Plan Project Estimates
$
6,845,896
$ 3,110,909
$ 9,956,805
(Original Contract Amount (Not to Exceed)
$
5,345,132
$ 3,314,277
$ 8,659,409
(Additional scope items previously vetted by Fac Sub
$
274,245
$ 237,475
$ 511,720
(Additional Contingency Requested
$
75,000
$ -
$ 75,0001
Proposed Contract Amendment Amount
$
349,245
$ 237,475
n/a
(Revised Not To Exceed Contract Amount
$
5,694,377
$ 3,551,752
$ 9,246,129
ROUTING SLIP / APPROVAL FORM
INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval
by the City Council. Save staff report (including this cover sheet) along
with all related attachments in the Team Drive (T:) --> CITY COUNCIL
AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT -
AGENDA TOPIC]
Agenda Item #
Date of Meeting: 5/15/2017
From: Bill Guerin
Department: Public Works
Date: 5/9/2017
Topic: Authorizing the City Manager to Allocate Design Contingencies
Subject: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO ALLOCATE DESIGN CONTINGENCIES
PREVIOUSLY APPROVED IN THE ESSENTIAL FACILITIES STRATEGIC PLAN BUDGET TO
AMEND THE PROFESSIONAL SERVICES AGREEMENTS WITH MARY MCGRATH
ARCHITECTS (MMA) AND KITCHELL CEM INC. FOR ADDITIONAL SERVICES RELATED TO
PHASE 1 ESSENTIAL FACILITIES PROJECTS (PUBLIC SAFETY CENTER, FIRE STATION #52
AND THE FIRE STATION #57); AND AUTHORIZING THE CITY MANAGER ADDITIONALLY
TO AMEND THE PROFESSIONAL SERVICES AGREEMENT WITH MMA NOT TO EXCEED
$75,000, IF AND AS NEEDED.
Type: ® Resolution ❑ Ordinance
❑ Professional Services Agreement ❑ Other: Staff Report
APPROVALS
® Finance Director
Remarks: MM - approved 5/9/17
® City Attorney
Remarks: LG -Approved 5/9/17
® Author, review and accept City Attorney / Finance changes
Remarks:
F City Manager
Remarks:
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition: