Loading...
HomeMy WebLinkAboutPW Falkirk Renovation Assessment Engineering ServicesAGREEMENT FOR PROFESSIONAL SERVICES FOR ENGINEERING ASSISTANCE WITH FALKIRK RENOVATION ASSESSMENT* This Agreement is made and entered into this 19 day of MAY'Ch 120A, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and TERRACON CONSULTANTS, INC. (hereinafter "CONTRACTOR"). RECITALS WHEREAS, professional assistance is needed to develop a study of the historic Falkirk Mansion in San Rafael that establishes the cost, over a 10- to 15 -year period, to maintain/repair and improve the facility systems of the building; and WHEREAS, the study shall include but is not limited to evaluating the current components of the building such as roofing, heating and ventilation, plumbing, electrical, foundations, accessibility, windows, exterior and interior wall treatments, flooring and all aspects needed to keep this facility functioning per it current use; and WHEREAS, CONTRACTOR is well qualified to assist the CITY with evaluation of this historical building and can produce a report that identifies the cost for maintenance/repair and improvements to keep this building functioning; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY'S Project Manager. The CITY'S Director of Public Works, Bill Guerin 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 Agreement for CONTRACTOR. Andrew Weber 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 perfonn the duties and/or provide services outlined in the CONTRACTOR'S proposal for "Development of Opinion of Probable Costs for Ten Year Renovation Requirements" dated February 21, 2019, marked as Exhibit "A," attached hereto, and *Agreement title correction made 6 20 2019 074 AGREEMENT FOR PROFESSIONAL SERVICES FOR ENGINEERING ASSISTANCE WITH THE LOCH LOMOND 10 ASSESSMENT DISTRICT This Agreement is made and entered into this Zday ofukru , 20 by and between the CITY OF SAN RAFAEL (h reinafter "CIT " ), and TE ON CONSULTANTS, INC. (hereinafter "CONTRACTOR"). RECITALS WHEREAS, professional assistance is needed to develop a study of the historic Falkirk Mansion in San Rafael that establishes the cost, over a 10- to 15 -year period, to maintain/repair and improve the facility systems of the building; and WHEREAS, the study shall include but is not limited to evaluating the current components of the building such as roofing, heating and ventilation, plumbing, electrical, foundations, accessibility, windows, exterior and interior wall treatments, flooring and all aspects needed to keep this facility fiunctioning per it current use; and WHEREAS, CONTRACTOR is well qualified to assist the CITY with evaluation of this historical building and can produce a report that identifies the cost for maintenance repair and improvements to keep this building fiinctioning; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY'S Project Manager. The CITY'S Director of Public Works, Bill Guerin 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 Agreement for CONTRACTOR. Andrew Weber 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 outlined in the CONTRACTOR'S proposal for "Development of Opinion of Probable Costs for Ten Year Renovation Requirements" dated February 21, 2019, marked as Exhibit "A," attached hereto, and � -3 -cM incorporated herein. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as described in Exhibit "A" attached hereto and incorporated herein 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR as follows: On a flat fee basis for services as shown in Section 3.0 of Exhibit A, CONTRACTOR'S Proposed Compensation, in a total contract amount not to exceed $17,378. 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 one (1) year commencing on March 4, 2019 and ending on March 5, 2020. 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 of one(1) year(s). 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. 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, which shall be at the sole risk of CITY. CONTRACTOR will not be liable for any unauthorized reuse or modification of its work product 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 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 combined single limit. 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 one million dollars ($1,000,000) per claim/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 insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. 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 or worker's compensation insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, 3 agents, employees, and volunteers, as additional insureds (for both ongoing and completed operations) under the policies. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be "primary and noncontributory" 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 or worker's compensation insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4. 4By execution of this Agreement, CONTRACTOR hereby grants to CITY a waiver of any right to subrogation except for Professional Liability which any insurer of CONTRACTOR may acquire against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer. 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 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, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONTRACTOR shall indemnify and hold harmless the CITY and its officers, officials, and employees (collectively City Indemnitees) from and against damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney's fees as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, recklessness, or willful misconduct of CONTRACTOR, or any subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by the negligence or willfiil misconduct of such City Indemnitee. 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, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 14. NO TI IIRD 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 Linder 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: Bill Guerin City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 TO CONTRACTOR's Project Director: Andrew Weber Terracon Consultants, Inc. 5075 Commercial Circle, Suite D Concord, CA 94520 16. INDEPENDENT CONTRACTOR. 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. 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). 22. SURVIVAL OF TERMS. Any terms of this Agreement that by their nature extend beyond the term (or termination) of this Agreement shall remain in effect until fiilfilled, and shall apply to both Parties' respective successors and assigns. 23. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. 24. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL - V- &tJ TZ, Ci anager rs r CONTRACTOR ATTEST: Title: ROBERT F. EPSTEIN, CVy Attd ey [If Contractor is a corporation, add signature of second corporate officer] LINDSAY LARA, City Clerk By: APPROVED AS TO FORM: Name: Title: ROBERT F. EPSTEIN, CVy Attd ey EXHIBIT A Irerracon February 21, 2019 City of San Rafael Public Works Department 111 Morphew Street San Rafael, CA 94901 Attention: Mr. Kevin McGowan Assistant Public Works Director Subject: Development of Opinion of Probable Costs for Ten Year Renovation Requirements Falkirk Cultural Center 1408 Mission Avenue San Rafael, California 94901 Terracon Proposal #PFS196007 Dear Mr. McGowan: Terracon Consultants, Inc. (Terracon) appreciates the opportunity to submit this proposal to the City of San Rafael ("City") to provide additional facilities consulting services for the above - referenced site. 1.0 BACKGROUND INFORMATION Terracon completed a Facility Condition Assessment (FCA) of 18 buildings owned and managed by the City of San Rafael. We delivered a draft report of our findings in November 2018 and recently sent a revised update of the report in January Of 2019. One of the buildings included in the FCA was the Falkirk Cultural Center, sometimes referred to as the Falkirk Mansion. We understand that the Public Works Department has recently been asked to identify the detailed maintenance items needed to keep the Falkirk Mansion functioning for the next ten years. The Falkirk Cultural Center is an elegant three-story home, a blend of Queen Ann and Eastlake styles, built in 1888. The building is currently listed on the National Register of Historic Places. Any proposed repairs or replacements as part of the planned renovations must take into account the historic nature of the building and be performed per the Secretary of the Interior Standards for Historic Restoration. Should the City decide to keep the building, they want to maintain the historic status of the building. Terracon Consultants, Inc. 1891 North Broadway, Suite 385 Walnut Creek CA 94596 P (925) 464-4600 F (925) 464-4601 terracon corn EXHIBIT A City of San Rafael - Falkirk Cultural Center Irerracon Development of Opinion of Probable Costs for Ten Year Renovation Requirements February 21, 2019 Terracon Proposal #PFS196007 Over the next 10 years, the City has identified the need to address the following renovation activities: 1. Complete tear -off of existing roof and replacement 2. Repainting the full exterior 3. Replace windows 4. Replace furnace and/or other HVAC systems 5. Install new electrical wiring to address safety concerns 6. Restroom upgrade (Accessible Restroom required) 7. Replace flooring 8. Repainting the interior Work envisioned is not spot maintenance, but rather full system repairs or replacements performed by outside contractors. During the FCA project, Terracon identified a number of Work Items that represent deferred maintenance at the building and require repairs or replacements to address the deficiencies. The Work Items appear to be included in the City's list of renovation activities listed above. Any Work Items beyond the City's list of renovation activities will be included in the scope of work. 97677 Replace wallpaper in dining hall 97958 Remove abandoned 1930s electrical wiring 97665 Replace single -ply modified bitumen roof system 97664 Repair disconnected downspout 97660 Repair mortar joints in localized areas, approx. 50SF 97662 Replace cracked glass, approx. 5% 97661 Repair wood shingles, approx. 5% 97671 Replace cracked and failed wall plaster 97668 Patch and replace plaster ceiling 97666 Repair cracked wood floors 97663 Re -paint building exterior. touch-up only, approx. 10% 97650 Relocate gas meter at obstructed electric panel 97957 Remove abandoned furnace Table 1- Deferred Maintenance Work Items Identified during FCA During the FCA project, Terracon also identified several building components that should be considered for replacement in the next ten years. Each of these components are forecasted to reach the end of their estimated useful service life (EUL) before 2029. Table 2, shown below, includes the list of Capital Renewal Items that will be considered as part of the renovation scope in addition to the City's list described above. itCity of San Rafael, Proposal for Development of Opinion of Probable Costs, Falkirk Cultural Center 2 P a a e EXHIBIT A drive model, City of San Rafael - Falkirk Cultural Center Plumbing , Plumbing Fixtures Irerracon Development of Opinion of Probable Costs for Ten Year Renovation Requirements 2024 February 21, 2019 Terracon Proposal #PFS196007 wide 1 EA 5.8 2024 Interior Carpeting 3,100 SF 41 2025 Finishes Electrical Safety Switch, 240 V, 30 Amp 1 EA -0.8 2019 HVAC Gas Fired Furnace, 100 MBH input, up flow, direct 1 EA 0.2 2019 drive model, Fire Alarm System and Detection Devices (Limited 16,050 FSF 6 ; HVAC Kitchen Exhaust/Make-Up Air - 2,000 CFM 1 EA 0.5 2019 Plumbing Residential Water Heater - Electric, 40 -gallon glass 2 EA 0.8 2019 lined tank, double element 6 2025 Electrical Main Lugs, 120/208/240 V, 125 -amp, single phase Electrical Interior Lighting, Incandescent, Surface Mounted, 75 16,050 SF 1 2020 to 150 -Watt lamps, 6 fixtures per 1000 SF Interior Wallpaper 1,085 SF 3.5 2022 Finishes Electrical Interior Lighting, Incandescent, Surface Mounted, 75 1,000 SF 4 2023 to 150 -Watt lamps, 12 fixtures per 1000 SF HVAC Gas Fired Furnace, 100 MBH input, up flow, direct 1 EA 4.3 2023 Interior Wall Base Finishes 4,100 LF 8 Finishes Electrical Exterior Lighting - Incandescent, wall mounted, 100 W 2 EA 8 Electrical Security System Device Outlet 1 EA HVAC HVAC Controls, thermostats, various types 16,050 FSF { Fire Fire Extinguisher Dry Chemical Pressurized L -i 2027 2027 2027 8 2027 5 EA 8 2027 Protection Standard Type, Portable, 2.5 Ib. Table 2 - Capital Renewal Items Identified during FCA itCity of San Rafael, Proposal for Development of Opinion of Probable Costs, Falkirk Cultural Center 3 P a a e drive model, Plumbing , Plumbing Fixtures 16,050 FSF 5.3 2024 Range Hood, residential grade, vented, 2 speed, 42" HVAC wide 1 EA 5.8 2024 Interior Carpeting 3,100 SF 6 2025 Finishes Stairs Carpet Stair Tread Finish 334 SF 6 2025 Electrical Fire Alarm System and Detection Devices (Limited 16,050 FSF 6 ; 2025 Complexity) Electrical Exterior Lighting - Incandescent, wall mounted, 100 W 2 EA 6 2025 Electrical Main Lugs, 120/208/240 V, 125 -amp, single phase 1 __...... _..... .. EA 7.8 2026 Interior Wall Base Finishes 4,100 LF 8 Finishes Electrical Exterior Lighting - Incandescent, wall mounted, 100 W 2 EA 8 Electrical Security System Device Outlet 1 EA HVAC HVAC Controls, thermostats, various types 16,050 FSF { Fire Fire Extinguisher Dry Chemical Pressurized L -i 2027 2027 2027 8 2027 5 EA 8 2027 Protection Standard Type, Portable, 2.5 Ib. Table 2 - Capital Renewal Items Identified during FCA itCity of San Rafael, Proposal for Development of Opinion of Probable Costs, Falkirk Cultural Center 3 P a a e EXHIBIT A City of San Rafael - Falkirk Cultural Center Irerracon Development of Opinion of Probable Costs for Ten Year Renovation Requirements February 21, 2019 Terracon Proposal #PFS196007 2.0 SCOPE OF WORK 2.1 Project Objectives The City of San Rafael is interested in determining if they should continue to maintain the Falkirk Cultural Center. Their intent is to determine if the cost of improvements needed over the next 10 years will be significantly more than the revenue they receive from renting and managing the facility. 2.2 Project Approach Terracon will furnish the personnel, services, equipment, materials, and other necessary resources to complete the scope of work as outlined below. Our findings and conclusions will be based on visual, non-destructive inspection techniques, interviews of persons knowledgeable regarding the construction and maintenance history of the Falkirk Cultural Center, review of existing building data and maintenance history, consideration of renovation activities impact on maintaining status on the National Register of Historic Places, material quantification from plan takeoffs and on-site measurements, and unit cost information from an industry standard cost estimating resource. Terracon plans to carry out the tasks listed below to provide information to the City that will help them make decisions regarding the future use and management of the Falkirk Cultural Center. 1. Interview senior City staff, including Assistant Public Works Director, City facilities maintenance supervisor, building engineers, and/or other individuals knowledgeable regarding the construction and maintenance history of the subject building to obtain information that supports the project objectives. 2. Review building plans provided to us to extract relevant background information regarding the subject building. 3. Review information provided to us on past, current and/or planned Capital projects, and current maintenance activities. 4. Quantify the inventory of as -built building components and equipment that would be impacted by the City's list of planned renovations, plus other deferred maintenance and capital renewal requirements forecasted for the next ten years based on Terracon's previous Facility Condition Assessment of the subject building. 5. Develop cost estimates for repairs, replacements, alterations and/or new construction that may be required to complete the list of City renovation projects. Costs will be compiled for each project from line item task activities defined in the RSMeans Online database, or other sources where they may be required. 6. Estimates will be entered using raw costs for material and labor. Soft -cost markup factors for inflation, geography, contractor overhead and profit, and owner's design fees, supervision, and contingencies will be applied to the raw costs to generate fully burdened cost estimates. Cost estimates will be generated at a "preliminary planning" level of detail and should be considered as order of magnitude estimates for potential 1 r City of San Rafael, Proposal for Development of Opinion of Probable Costs, Falkirk Cultural Center 4 P a a e EXHIBIT A City of San Rafael - Falkirk Cultural Center Irerracon Development of Opinion of Probable Costs for Ten Year Renovation Requirements February 21, 2019 Terracon Proposal #PFS196007 work without design or bid estimates, and with no information regarding the method of execution, time of year to conduct the work or schedule to complete the work. 7. Document our findings and conclusions in a written report supported by spreadsheet cost estimate files. 8. Review draft and final deliverables to meet Terracon Quality Assurance/Quality Control requirements. 2.3 Project Staffing Listed below are summary outlines describing the staff we plan to assign to support this project. The information describes their current position in the firm, their educational background and years of work experience. It includes relevant professional registrations and certifications, relevant experience and their proposed role on the project. Each of the individuals proposed for this project were involved in the previous Facility Condition Assessment project performed for the City. Project Management Douglas R. Baum, P.E. Company Position: National Director of Facility Assessments Education: Bachelor of Science, Civil Engineering, 1991, University of Cincinnati Years' Experience: 28 Registrations: Registered Engineer, Ohio Relevant Experience: Facility condition assessments, construction materials testing and inspection, geotechnical explorations, roof replacement designs, contract administration, and construction oversight. Proposed Project Role: Senior Leadership, Authorized Project Reviewer Andrew S. Weber, AIA Company Position: Principal, Senior Consultant Education: Master of Architecture, University of Wisconsin -Milwaukee, 1993; Bachelor of Science, Architectural Studies, University of Wisconsin -Milwaukee, 1985 Years' Experience: 34 Registrations: Registered Architect: Arizona, Wisconsin, California (#C33666), Oregon; National Council of Architectural Registration Boards Certificate (NCARB) Relevant Experience: Facility condition assessments, property condition assessments, exterior building enclosure investigation and repair, testing and evaluation of cladding materials, design and repair of below and above grade waterproofing and roofing systems, peer reviews, conceptual design, design development, construction document coordination, construction administration, and comprehensive project management. Historic preservation assessment and management. Proposed Project Role: Project Manager itCity of San Rafael, Proposal for Development of Opinion of Probable Costs, Falkirk Cultural Center 5 ; P a a e EXHIBIT A City of San Rafael - Falkirk Cultural Center Irerracon Development of Opinion of Probable Costs for Ten Year Renovation Requirements February 21, 2019 Terracon Proposal #PFS196007 Field Assessment and Report Production Staff David Schultz Company Position: Senior Facilities Professional Education: Master of Science, Organizational Development, 2014, University of San Francisco; Bachelor of Science, Facilities Management, 2007, Brigham Young University Years' Experience: 11 Registrations/Certifications: Educational Facilities Professional — EFP (APPA) Relevant Experience: Facility condition assessments, property condition assessments, cost estimating, owner representation, managed in-house and outsourced facility maintenance departments, general contractor, developed preventative maintenance plans, and established performance standards for measuring and selecting Computerized Maintenance Management Systems (CMMS). Proposed Project Role: Field Assessor, Primary Cost estimator, Report Author Chris Laswell Company Position: Senior Facilities Professional Education: Summer Program Certificate, Harvard University Graduate School of Design; Bachelor of Science in Environmental Studies, Historic Preservation Minor, University of Oregon Years' Experience: 5 Registrations/Certifications: Associate American Institute of Architects: No. 38599442 Relevant Experience: Facility condition assessments, property condition assessments, accessibility and fair housing assessments, review of architectural and engineering drawings for proposed construction, owner's representation/construction monitoring, specialty technical assessments, evaluating historic and contemporary structures and architectural surveying. Proposed Project Role: Field Assessor, Consultant Regarding Work on Historic Structures 2.4 Project Schedule The effort we propose to complete this project is outlined below for the major tasks anticipated for this project. Client Interviews — Advance teleconference plus one-half day visit on site. Background Data Review — One to two days prior to visiting the site. Field Observations and Material Takeoffs — One to two days on site, with two field assessors. Cost Estimating — Two to three days, off site. Report Preparation — Three to five days for draft report. One to two days to make any changes necessary after consideration of City review comments. 1 r City of San Rafael, Proposal for Development of Opinion of Probable Costs, Falkirk Cultural Center 6 P a a e EXHIBIT A City of San Rafael - Falkirk Cultural Center Irerracon Development of Opinion of Probable Costs for Ten Year Renovation Requirements February 21, 2019 Terracon Proposal #PFS196007 3.0 PROPOSED COMPENSATION We plan to charge our fees for this project on a fixed fee, lump sum basis. All labor costs, materials, travel expenses, and profit are included in this fee. The Lump Sum Price for this work is $17,378. A summary breakdown of our fees by project tasks is shown in Figure 1. Project Management 7 $ 1,124 $ - $ - $ - $ 1,124 PM Meetings 15 $ 2,248 $ - $ - $ - $ 2,248 Assessment 44 $ 6,310 $ - $ - $ 1,941 $ 8,251 Cost Estimating 14 $ 2,188 $ - $ - $ - $ 2,188 Deliverables 22 $ 3,567 $ - $ - $ - $ 3,567 Total 102 $ 15,437 $ - $ - $ 1,941 $ 17,378 Figure 1 - Fee Proposal Summary 4.0 AUTHORIZATION We assume that our work will be performed in accordance with a Professional Services Agreement generated by the City, with terms and conditions as per the previous Agreement between Terracon and the City generated for the Building Facility Assessment Support Project. To authorize us to proceed, please email a written acceptance or Notice of Award referencing this proposal to andy.weber@terracon.com. We appreciate the opportunity to provide this proposal and look forward to working with you on this project. If you have any questions or comments regarding this proposal or require additional services, please contact us. Sincerely, Terracon Consultants, Inc William J. Faesenmeier Senior Architect Facilities Services Andrew S. Weber, AIA NCARB Principal Facilities Services 1 r City of San Rafael, Proposal for Development of Opinion of Probable Costs, Falkirk Cultural Center 7 P a g e a 2 y0 'rY VV I T H p' CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER Contracting Department: Public Works Project Manager: Kevin McGowan Extension: 3389 --1 --T - --- --�--- -- ProjectName: Falkirk Mansion Repair Study__ Contractor's Contact: Andrew Weber - Terracon _ Contact's Email: Andy.Weber@terracon.com RESPONSIBLE Step DEPARTMENT DESCRIPTION COMPLETED DATE I REVIEWER (Initials) a. Email PINS Introductory Notice to Contractor On file b. Email Contract (in Word) & attachments to City Attorney c o 1 Project Manager Laraine.Gittens(a_)cityofsanrafael.org 2/2212019 KM a. Review, revise and comment on draft agreement and return to Project Manager 2/25/2019 LG b. Confirm insurance requirements, create Job on PINS, send PINS 2 City Attorney insurance notice to contractor. 3/29/2019 LG Approval of final agreement form to send to contractor. (Provide Dept. 3 Department Director Director Financial Sununary uV Agreement) 2_/25/2019 BG Forward three (3) originals of final agreement to contractor for their 4 Project Manager signature. 3/29/2019 KM When necessary, contractor -signed agreement agendized for Council approval City Council approval required for Professional Services Agreements and purchases ofgoods and services that exceed S75,000 and for Public {Yorks 5 Project Manager Contracts that exceed 5175,000 (Enter date of Council Meering) PRINT CONTINUE ROUTING PROCESS WITH HARD COPY Forward signed original agreement to City Attorney with printed copy of 6 Project Manager this routing form 4/2/2019 KM 7 City Attorney Review and approve hard copy of signed agreement Review and approve insurance in PINS, and bonds (for public works / /�� 8 City Attorney contracts) (� /!/ ! !/ I City 1,06 I(7 06 9 ManagerlNlayor _Agreement executed by Council authorized official Attest signatures, retains original agreement and forwards copies to project r U r _ 10 City Clerk manager 11 Project Manager Forward Final Copy to Contractor