HomeMy WebLinkAboutMS Essential Facilities; Mary McGrath Architects 2014Agenda Item No: 6. a
Meeting Date: Dec. 15, 2014
1 1
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Management Services
Prepared by: Jim Schutz,
Assistant City Manager
City Manager Approval---N/4,,e,4,6,
SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES
AGREEMENT WITH MARY MCGRATH ARCHITECTS FOR AN ESSENTIAL FACILITIES
STRATEGIC PLAN (TERM OF AGREEMENT JANUARY 1, 2015 THROUGH JUNE 30, 2015,
WITH A TOTAL BUDGET AMOUNT NOT TO EXCEED $1165,1105 PLUS $16,510 FOR
ADDITIONAL SERVICES AS NEEDED)
RECOMMENDATION:
Adopt the Resolution authorizing the City Manager to execute a Professional Services
Agreement with Mary McGrath Architects for architectural services to produce an 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%. Numerous significant activities have taken place over the last year
regarding utilizing the increased portion of Measure E revenues to improve the City's essential
facilities. This portion of Measure E revenues raised $891,000 in fiscal year 2013-2014, and is
projected to generate approximately $3.7 million in the current fiscal year.
These activities have been a Phase 1, which was a data collection and financial and
architectural preparation stage. More specifically, the type of work taking place has fallen into
the general categories of: financial and bond issuance preparation, city budget direction,
program study, and preparation for focused resident participation through the creation of an
Oversight Committee.
Many of the below preparatory items, which took place over the last year, have been conducted
with public hearings/community input at City Council meetings:
• City Council repeals Measure S and replaces with Measure E as of April 1, 2014 — puts
State Board of Equalization on notice of the rate change in San Rafael (December 2013)
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
• City Council's Facilities Subcommittee (Mayor Phillips and Councilmember McCullough)
meets and discusses bond issuance process — Subcommittee directs staff to issue
Request for Proposals (RFP) for financial advisory services (January)
• City Council directs staff to set aside the "additional" Measure E revenues (0.25%) for
major, public safety facilities construction and improvements (February)
• Staff issues RFP for -financial advisory services (interviews occur in March with City
Council approval of selected firm, Public Financial Management Inc. in April)
• Facilities Subcommittee meets and receives information on Fire Department facilities
and services and directs Fire Chief to analyze options for a fire station and unit location
study (February)
• Measure E becomes effective - City begins receiving 75 cents (instead of 50 cents) for
every 100 dollars spent on goods bought or used in San Rafael (April)
• City Council creates Measure E Oversight Committee of San Rafael residents (April)
• Facilities Subcommittee tours Central Marin Police Authority, discusses Police
Department facility needs, and fire station and unit location study. City Manager
authorizes Markus Weisner (FireGeek consulting) to perform this analysis (May)
• City Council approves Fiscal Year 2014-15 budget and allocates the 0.25% of Measure
E to public safety facilities construction and improvements (June)
• Webpage focused on "Essential Facilities" added to City's website (September)
• Request for Proposals released for "Essential Facilities Strategic Plan" and for
"Essential Facilities Project Management and Pre -Construction Services" (October)
• City Council interviews and appoints community candidates for Measure E Oversight
Committee (October)
• Facilities Subcommittee conducts formal interviews of six firms interested in creating the
Essential Facilities Strategic Plan and/or the project management services (November)
• Facilities Subcommittee meets to form recommendation to full City Council regarding the
"Essential Facilities Strategic Plan" and for "Essential Facilities Project Management and
Pre -Construction Services" (December)
The last item, above, is the subject of this staff report and would kick off the second phase of
this project. Phase II is the Essential Facilities Strategic Plan process.
ANALYSIS:
Improvements to the City's essential facilities have been a goal for many years and have
involved countless hours of community members volunteering their time, working with the City,
to realize this goal. Considerable effort was invested in the 2003 "Essential Facilities Strategic
Analysis" and accompanying "Facility Evaluation Report," the work of the 2004-05 Critical
Facilities Strategy Committee, and the work of the 2007-08-09 Critical Facilities Committee.
This important work will serve as the foundation for the next phases of the project. While
funding has been the major impediment in the past, a portion of the Measure E funds,
mentioned above, allows this process to move forward.
In order for the City Council to make a determination on a final project(s), the Strategic Plan
must be done to bring the facility assessments, programming (prioritized needs assessment),
and development strategies (which buildings, where, how, when, at what cost) up to date.
This will be less time-consuming due to the aforementioned Committee work, but it is an
important step as a number of assumptions may have changed since 2009 and certainly since
2003. For example, our Fire Dispatch services are now provided through an agreement with the
County Communications Center. Another example is that the City recently became the new
owner of 1309 Fifth Avenue. Other changes include staffing levels, equipment types, etc.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
Based on the formal Request for Proposals process mentioned above, staff recommends
working with Mary McGrath Architects to complete the new Essential Facilities Strategic Plan.
The Facilities Subcommittee met on December 2, 2014 and recommends that the full City
Council approve the attached resolution. Mary McGrath Architects is recommended due to the
strength of their interview with the Facilities Subcommittee, their extensive and relevant past
experience, their efficient scope of work, and exceptional references. The full Scope of Work is
an attachment to the Resolution but is summarized here in brief:
Task 1 — Project Planning
This task will define how the project will be managed, communication goals and
techniques will be identified and a consistent meeting schedule established. Mary
McGrath Architects will review all past reports and documentation, including existing
facility construction documents, and begin work on defining the overall objectives.
Task 2 — Space Needs Development
This task will establish stakeholder teams for police and Fire stations and define current
and future space needs for each unit type. The needs study will use the collection of
both qualitative and quantitative data. Each facility needs assessment will be developed
through a series of interviews and a discussion on operational goals for the specific
functions. These will evaluate both current and future operations and will include
component diagrams and a cost per square foot order of magnitude budget. The fire
station and unit location study will also be evaluated. The results of these two portions of
the study will be used to guide the Strategic Plan and inform the team on which projects
merit further study.
Task 3 — Site Arrangement Diagrams
Site arrangement diagrams will be prepared for each type of facility identified. These
diagrams will be used as a bench mark for assessing existing sites and for identifying
site options in the event that a facility is relocated. Both law enforcement and fire station
site layouts will be developed.
Task 4 — Existing Facility Analysis and Space Needs Comparison
This task will update the existing facilities studies and provide an overall comparative
assessment of the condition and adequacy of selected essential facilities. This portion of
the study will conclude in the graphic integration of the established space needs
standards with existing conditions in those projects identified in the summary of project
options.
Task 5 — Preliminary Order of Magnitude Costs and Program -Wide Cost Plan
The work will begin as the space needs are developed and order of magnitude costs are
established and will continue through the development of options until a final Strategic
Plan approach is agreed upon. This iterative budget process will assist the team in
determining development options which merit a deeper understanding of scope and
related costs. A deeper look at the cost plan will be used to determine, on a program -
wide basis, which group of projects meets the highest number of priorities established at
the onset of the process. As the final options are developed, the schedule is overlaid
with the cost plan, and escalation factors are added. The schedule development is an
iterative process as well. The final cost plan will consider all components of the project,
both hard and soft costs and schedule.
Task 6 — Recommendations Development
Through an interactive collaborative workshop, this task will refine city priorities relating
to operations and overall facility development. The summary of projects plan alternatives
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 4
developed above will be ranked as a means to hone in on the implementation plan that
meets the highest level of priorities. Plan alternatives will be evaluated based on those
priorities, rankings will be established and a set of final recommendations will emerge.
Task 7- Strategic Plan Document
The draft Strategic Plan will be prepared in two volumes. The first volume will contain the
Analysis and Assessment information (parts 1, 2, 3, 4 and 5). The second volume, the
Strategic plan itself, will be contain sections such as:
• Strategic Plan's Mission Statement
• Overview of the San Rafael Police and Fire Departments
• Response Analysis Summary (Based on work by Markus Weisner)
• Overview of Space Needs Requirements based on Facility Type
• Overview of Existing Essential Facility Updated Findings
• Overview of Space Needs Comparisons with Existing Facilities
• Summary of Projects Recommendations
• Cost Plan and Schedule Summary
• Study Process Summary including Summary of Community and Stakeholder
Input
In short, the Strategic Plan will build on the foundation of past studies and committee work to
analyze and present a prioritized strategy for improvements (which could include renovation,
new construction, relocation, etc.) to our police and fire facilities.
To assist in this work, the Facilities Subcommittee has selected a "Strategic Plan Working
Group." The Working Group would be made up of the Facilities Subcommittee, key staff, and
community stakeholders.
The above scope of work is anticipated to begin in January 2015 and take approximately four to
six months. Some of the tasks noted above will be completed concurrently. Upon completion of
the Strategic Plan, the City would be positioned to begin an architectural design and pre -
construction phase — followed by the construction phase.
FISCAL IMPACT:
The proposed contract includes $165,105 for the professional services as detailed in the scope
of work attached to the Resolution and an additional $16,510 set aside for additional services as
requested by the City.
These funds will be appropriated from the portion of Measure E revenues allocated to public
safety facilities construction and improvements.
I :11Co1►I+'3
• Approve the Resolution
• Modify Resolution and/or direct staff to return with modifications
ATTACHMENTS:
Resolution authorizing the City Manager to execute a Professional Services Agreement with
Mary McGrath Architects for an Essential Facilities Strategic Plan
RESOLUTION NO. 13856
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING
THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH
MARY MCGRATH ARCHITECTS FOR AN ESSENTIAL FACILITIES STRATEGIC PLAN
(TERM OF AGREEMENT JANUARY 1, 2015 THROUGH JUNE 30, 2015, WITH A TOTAL
BUDGET AMOUNT NOT TO EXCEED $165,105 PLUS $16,510 FOR ADDITIONAL
SERVICES AS NEEDED)
WHEREAS, the ability of the City's Fire and Police Departments to carry out their
mission to serve and protect our citizens and provide a foundation for business
prosperity is essential. With an increased population, a rise in demand for emergency
responses, current economic constraints, and an aging infrastructure, the ability of our
police and fire departments to deliver essential emergency services in the future may be
challenged; and
WHEREAS, the City's Police Department has a skilled staff of 87 total employees
overseeing the Traffic Unit, SWAT team, Foot -beat, Investigations, School Resource, Directed
Patrol, Youth Services Counseling, Records, Property Evidence, Dispatch, Permits and
Personnel and Training. Currently, these services are administered from an array of locations
and temporary facilities; and
WHEREAS, the City's Fire Department has 79 total employees over seven stations
trained in specialties including emergency medical care, firefighting, hazardous materials and
emergency preparedness. In addition, the SRFD is partnering with the Larkspur Fire
Department and the Marinwood Fire Department to provide shared services over an expanded
operational area; and
WHEREAS, in order to maintain high quality, cost effective and efficient service, today's
"All Risk" public safety entities must have the infrastructure to support and enhance their
essential mission; and
WHEREAS, starting in 2002, the City Council commissioned important facility studies
which resulted in the August 2003, "Strategic Analysis of City of San Rafael Essential Facilities,"
a companion document also from August 2003 entitled, "Facility Evaluation Report of City of
San Rafael Essential Facilities," and a separate study of the San Rafael library; and
WHEREAS, a Critical Facilities Strategy Committee was established in September 2004
to review the August 2003 studies and "recommend to the [City] Council financially sound and
politically viable strategies that would assure the ability of San Rafael's public safety facilities
and library to meet current and future needs;" and
WHEREAS, in November 2007, the City Council established a new Critical Facilities
Committee to "educate and inform the community about the current condition and needs for
improving our essential service buildings" and develop strategies (particularly funding) to begin
addressing the needs of our buildings. This Committee reviewed the 2003 reports and the work
of the prior Committee, studied the issues, and released their final report in August 2009; and
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, in June 2014, the City Council allocated the additional funds from Measure
E (i.e., the amounts collected in excess of the prior transactions and use tax), approximately
$3.7 million/year, to be used for public safety facilities improvements and construction; and
WHEREAS, the City wishes to have an Essential Facilities Strategic Plan which will build
on the foundation of the past studies and committee work, to comprehensively analyze and
present a prioritized strategy; and
WHEREAS, on October 1, 2014, staff issued a Notice Inviting Proposals for an Essential
Facilities Strategic Plan and received nine proposals by the deadline of October 31, 2014; and
WHEREAS, the City Council's Facilities Subcommittee interviewed the top three firms
on November 10, 2014 and directed staff to work with finalists to further develop the scope of
work and fees and conduct reference checking; and
WHEREAS, on December 2, 2014, the City Council's Facilities Subcommittee decided
to recommend to the full City Council an Agreement with Mary McGrath Architects for
architectural services to prepare an Essential Facilities Strategic Plan.
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 as Exhibit 1, with Mary McGrath
Architects, for architectural services to prepare an Essential Facilities Strategic Plan.
NOW, THEREFORE, BE IT FURTHER RESOLVED that the City Council of the City of
San Rafael does hereby authorize the appropriation of $181,615 from fiscal year 20142015
General Fund Measure E revenues to fund this Agreement.
1, 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 15`h day of December 2014 by the following vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILIVIEMBERS: None
ABSENT: COUNCILMEMBERS: None
rte-- (. e-, -
ESTHER C. BEIRNE, City Clerk
1XINWRONSM1010 WRIN W116 log U -M-01 BEEN VOM
This Agreement is made and entered into this /�L-74 day of December, 2414, by and
between the CITY OF SAN RAFA.EL (hereinafter "CITY"), and Mary McGrath Architects, a
California Corporation (hereinafter "CONTRACTOR").
Q
WHEREAS, the City wishes to have an Essential Facilities Strategic Plan which will
build on the foundation of past studies and committee work, to comprehensively analyze and
present a prioritized strategy;
WHEREAS, on October 1, 2014, staff issued a Notice Inviting Proposals for an Essential
Facilities Strategic Plan and received nine proposals by the deadline of October 31, 2014;
WHEREAS, AS, the City Council's Facilities Subcommittee interviewed the top three firms
on November 10, 2014 and directed staff to work with finalists to further develop the scope of
work and fees and conduct reference checking; and
WHEREAS, on December 2, 2014, the City Council's Facilities Subcommittee decided
to recommend to the full City Council an Agreement with Mary McGrath Architects for
architectural services to prepare an Essential Facilities Strategic Plan.
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. Under a separate agreement, the CITY is contracting
with Kitchell as PROJECT MANAGER related to the Strategic Plan. The Assistant City Manager
will oversee both contracts for the CITY and 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. 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 shown in the attached
document marked as Exhibit A submitted by Mary McGrath Architects which includes the Project
ILev. Date: 1/30/14
Understanding, Project Approach, and Rate Summary.
3. DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and, to the best of its abilities,
provide all relevant prior studies and surveys to Mary McGrath Architects as a starting point for the
Strategic Plan.
IMEEK "WIMIN An"
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For the full performance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR a total professional services fee of $157.243 with reimbursable expenses of
an additional $7,862 for a total of $165,105. The City Manager, or her designee, will also be
authorized to approve tip to $16,5 10 for additional services and expenses as directed by 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 six months commencing on January 1, 2015 and
ending on Rine 30, 2015. 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.
TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon
thirty (3 0) 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 tinder 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 tinder this Agreement, shall be
delivered to CITY as soon as possible, but not later than thirty (30) days after termination.
Rev, date: 1/30114
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.
A. Scope of Coverage. During the terin 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 perforins 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 occurrence/two million dollars ($2,000,000) aggregate, to
cover any claims arising out of the CONTIZACTOR'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.
Rev. date: 1/30/14
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 CONT2ACTOR'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.
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.
& 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 lin-fits 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
CONT CTOR'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
Rev. date: 1/30/14 4
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 perfon-ned 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 han-nless 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 perfori-nance of its duties and obligations under this
Agreement or its failure to comply with any of its obligations contained in this Agreement,
Rev. date: 1/30/14 5
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 tinder this Agreement.
13. COMPLIANCE WITH ALI., LAWS,
CONTRACTOR shall observe and comply with all applicable federal., state and local laws,
ordinances, codes and regulations, in the perforinance 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 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: Assistant City Manager
City of San Rafael
1400 Fifth Avenue
P.O. Box 151560
San Rafael, CA 94915-1560
Rev, date: 1/30/14
TO CONTRACTOR's Project Director: Mary McGrath Architects
505 17"' Street, 2"d Floor
Oakland, CA 94612
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 imder this Agreement, any monies which CONTRACTOR owes CITY wider
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
Rev. date: 1/30/14
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. CTI'Y shall not be required to pay for any
work performed under this Agreement, until CONTRACTOR has provided CI'T'Y with a
completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and
Certification).
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.
NANCY MAC E, City Manager
ATTEST:
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
ROBERT F. EPSTEIN, City ttorney
Rev. date: 1%30/14
CONTRACTOR
Bye \
:
Name:
Title: }
Exhibit A
City of San Rafael
ESSENTIAL FACILITIES STRATEGIC
PLAN
December 1, 2014
The City of San Rafael wishes to engage an interdisciplinary planning and engineering team to
update their existing facilities condition assessments, while creating a defendable and
operationally forward thinking Essential Facilities Strategic Plan for the [hv of San Rafael Police
and Fine Department. The Study shall enable the City ofSan Rafael to plan appropriately and
effectively for replacement and/or upgrade of the City's Essential Facilities.
Current Facilities
Station 5I—
I039 C Street, San Rafael, CA949OI
Station 52—
2I0 Third Street San Rafael, CA 94901
Station 53 -
30 Joseph Court, San Rafael, CA 94901
Station 54—
46 Castro Avenue, San Rafael, CA 94901
Station 55—
955 Point San Pedro, San Rafael, CA 94901
Station 56—
65ODel GanadoRoad, San Rafael, [A949O1
Station 57—
353OCivic Center Drive, San Rafael, CA949OI
Police Department/City Hall — I4OO5th Avenue, San Rafael, CA9490I
The Strategic Plan is intended to update the fad|hv assessments created through the 2003
Facilities Evaluation Report, provide an assessment of the current police and fine department
operational procedures as they relate to current and future space needs, create alternatives,
gather shareholder input and document the following:
�
Provide anassessment ofthe current police and fire department operational procedures
asthey relate tocurrent and future space needs.
— For the fire facilities, develop department -wide facility standards for each use and
station type. The standards will include detailed space needs, component
diagrams, specialty equipment and furnishing documentation, standardized site
criteria, and specialty product standards which can be used to evaluate each
existing station ornew sites for relocated or combined stations.
— For the police department, create a detailed assessment of the police operations
space needs for current, IOand ZOyear staffing plans. The needs assessment will
include detailed space needs, component diagrams, specialty equipment and
furnishing documentation, records storage, holding requirements, exterior sally
port and other site support requirements.
a Fire Facilities -Initial Options Development
- Merge the Standards of Coverage study data with the results of the fire space
needs analysis 10determine the opportunities and constraints at each fire facility
location to determine the most cost effective and operationally appropriate
direction for facility improvement. This may include: renovation and expansion,
replacement, replacement and relocation or modernization. Based on the
possible improvement scenarios, and whether facility is structurally deficient or
functionally obsolete, develop additional data at the facility locations which are
candidates for renovation.
In Police Station and Headquarters Fire Station - Options Development
- Based on the Law Enforcement Space Needs Study and the Fina Headquarters
Station Space Needs; create an overall space needs study identifying joint use
spaces for the development ofa joint Public Safety Center.
- Based on the Law Enforcement Space Needs Study' evaluate the possibility of
adding ontothe existing City Hall site and utilizing a portion of the City Hall for
police functions. This includes assessing the facility condition of City Hall.
- Based onthe Law Enforcement Space Needs Study' evaluate the possibility nfa
stand-alone police facility onthe site across from City Hall.
- Evaluate opportunities to co -locate Headquarters Fire Station No. 51 with
another five station and/or evaluate alternative locations for a replacement Fire
Station No. 51 at alternate locations based on the Standards of Coverage Study.
� Fine stations which have been identified in the Standards of Coverage study as
candidates for remaining on their existing site will be studied further. Our team will
evaluate selected existing facilities to determine their location related to liquefaction
zones and key seismic elements which weaken the buildings. The selected fire station
facility assessments created through the 2003 Facilities Evaluation Report will be updated
to reflect current industry standards for seismic assessment, as well as current building
conditions and operational suitability.
�
Evaluate sites identified as potential locations for fire department relocated or combined
facilities which are determined to merit relocation and replacement as determined by the
Standards ofCoverage Study
�
Develop a Summary ofProjects listing as a starting point in the planning process and dig
deeper into those projects that havethe highest potential for meeting the priorities of
the City. The Summary of Projects list shall identify which projects are most critical in
relationship to need' operational improvement, potential community partnership and
those that could be implemented within an overall Program Budget. The Strategic Plan
Working Committee will be a key partner in developing the recommendations for
priorities. The development of improvement alternatives which provide the best
K
NJ
cost/benefit ratio is the goal. A Pros and [ons Analysis will be created for each
alternative and include cost as one of the factors.
Aninitial Order of Magnitude budget will becreated that responds tothe Needs
Assessment she and building square foot goals. The budget development process will
be iterative and costs will be refined as each portion of the study moves forward. This
iterative cost planning method will guide the Strategic Planning Team inthe formation of
the project options to evaluate in the subsequent steps of the strategic plan. A "high-
level" look look atthe overall program budget compared to the identified needs isthe first
step which concludes in Program Level Cost Plan tied toschedule and aspecific set of
project recommendations.
� The Draft Strategic Plan document will be clear and concise, using graphics as necessary
to convey the intent. The Analysis and Assessment document will be published as a
separate volume. The draft plan will be presented to the Strategic Planning Working
Group and the Facilities Subcommittee in preparation for presentation to the City
Council. The final Facilities Strategic plan will be presented insummary form as well as
the more comprehensive report containing clear graphics and will incorporate
components ofthe Standards ofCoverage Document.
"
The final Summary ofProjects including site and facility programs, associated costs and
schedules will be formalized in a Strategic Plan which, both' maximizes the available
funding and benefits tothe citizens ofSan Rafael.
a Rol V1 rard US J, -1,107 TTAWU
This task will begin the process of defining how the project will be managed, communication
goals and techniques will be identified and a consistent meeting schedule established. VVewill
review the preliminary project schedule through project completion and prepare refinements as
necessary. This executive level meeting will begin eadydiscussion on what might be the mission
statement of the Strategic plan. As this mission statement evolves it will seek to define overall
objectives cfthis study.
We will review critical sections of the existing project data (including all response reports,
previous fad|hv studies and reports, construction documents of existing facilities) with the
project team mMiceb) gain an overall understanding of how each report is viewed and which
elements have been endorsed by the Essential Sen/ice Facilities Strategic Committee.
0 Meeting Minutes
IN Project Schedule for Strategic Plan Implementation with updates as the plan
progresses
a Communication Plan
We will define current and future space needs for each unit type. We will work with the Fire
Department to identify the stakeholders for each of the specific user groups and design
together an information gathering approach. Often fire department stakeholders are guided by
an executive cmnnnnhtee and are represented in project specific design committees, all hands
meetings at specific locations and/or a department -wide design committee that guides the
entire process; or a hybrid of the three. The goal is to engage the stakeholders that can best
represent the department's operational needs, ones that are consensus -based and will hold a
stake in the future planning.
°
Headquarters —This team should include members from the command staff,
administrative staff, emergency planning staff, medical staff, vehicle maintenance,
fire prevention, EOC,training and warehousing.
= Fire StatiVns—We recommend that acouple of fire fighters from different ranks
and responsibilities be assigned to the Strategic plan committee. We would add
N
knowledgeable staff for each specialized operation to provide input on the
special programs that currently occur at the different stations (hose repair, SCBA
repair, etc.)
® Training Facilities - We suggest consulting the executive team and Training
Officer for input on which the stakeholders are for this specialty facility. The USAR
team leaders are often a contributor to this process.
USAR/Hazardous Material. Teams - The specialty requirements of the USAR
and Haz Mat apparatus and equipment storage and staging are typically
presented by the team leaders and their representatives. This committee may be
combined with the training or headquarters committee depending on the
operational goals of the team.
Law Enforcement
The needs study will use the collection of both qualitative and quantitative data. A data request
will be submitted to the Departments at the start of the project. The quantitative information will
be analyzed in the context of current and future law enforcement needs. The information will
also be used to develop an interview protocol that includes a list of personnel to interview, an
interview schedule, and a set of interview questions. With the assistance of the Department,
interviews with the identified staff will be scheduled and conducted. The results of the interviews
will be reviewed and analyzed in conjunction with the quantitative data to identify the current
and future needs of the agency.
From our review of the Critical Facilities Committee Final Report Dated April, 18, 2005 and our
recent site visit, we have noted that the police facility was identified in 2005 to suffer from
overcrowding, and had security issues intrinsic with a lack of space. The facility lacks adequate
space for evidence storage, safe detainee transfer, an armory and other essential law
enforcement needs. We understanding that addressing this aspect of the Strategic Plan will be
the most challenging (along with the Headquarter Fire Station) in developing a strategy within
the funds available. In addition, the EOC which was originally identified to be in the City Hall
Council Chambers has now been relocated to a leased building south of Fire Station No. 51. The
EOC program location will need to be addressed as a part of the needs assessment.
Below is a project approach and work plan that identifies the particular steps the team would
take to complete the law enforcement needs assessment. This plan can be modified if needed to
fit the requirements of the Police Departments and will be used by our team and the City's
project manager as a guide to conducting the needs assessment.
There are 5-6 specific teams that we recommend are assembled:
® Office of the Chief of Police/Administration
® Support Services Division; Records
® Special Operations Division; Youth Services, Investigation, Property and Evidence
® Field Operations, Patrol
® Temporary Holding
5
Each facility needs assessment will be develop through a series of interviews and a discussion on
operational goals for the specific functions. Over a span of three days will meet with each user
group to learn of their operational goals and requirements. We will evaluate both current and
future operations in the development of the space needs referring to previous studies as guide
posts. Component diagrams will be used to demonstrate our understanding of the use of each
space and the specialty furnishings and equipment that each space needs to support. An
analysis of the site operations will be conducted so that site access, deliveries, parking, fueling,
site circulation and support features can be adequately planned for. Sustainability is an
important part of a Strategic plan. The sustainable goals of the City will be incorporated into the
Facility Standards and ultimately be factored into the overall project budgets.
Finally, a cost per square foot Order of Magnitude budget will be created that responds to the
Needs Assessment site and building square foot goals. This budget will guide the Strategic
Planning Team in the formation of the Options to evaluate in the subsequent steps of the
strategic. This is a "high-level" look at the overall program budget compared to the identified
needs. Concurrent with the Order of Magnitude Budget Projection, the Standards of Coverage
Study results will be evaluated to determine options for fire facility mergers and/or relocations..
These results of these two portions of the study will be used to guide the strategic plan and
inform the team on which projects merit further study.
Deliverables
® Component diagrams to demonstrate space layouts
® Building Space Needs Summary for each facility type
® Site Space Needs Summary
® Sustainable Goals Summary
® Order of Magnitude Budget Projections
® Standards of Coverage Options Evaluation
High Level Summary of Project Options for further study
® Meeting notes
Meetings
® 3 -Day -long programming exercise to gather data with User Groups
A second meeting with each User Group to confirm space outlines and
component diagrams
® A workshop to present draft final reports, review the Order of Magnitude
projections, evaluate the Standards of Coverage options and identify the
Summary of Project options for further study with the Facility Sub -Committee
and Strategic Planning Working Group
RI
TASK 3 — SITE ARRANGEMENT DIAGRAMS
Site arrangement diagrams will be prepared for each type of facility identified. These diagrams
will be used as a bench mark for assessing existing sites and for identifying site options in the
event that a facility is relocated. This work is completed just following the space needs outlines.
Both Law Enforcement and Fire Station site layouts will be developed. The Law Enforcement site
arrangement diagrams will focus on the two known sites available for the facility. The fire
station options will be use to develop a site size benchmark for selecting new sites as identified
in Standards of Coverage results.
For the fire facilities, the site arrangement diagrams will demonstrate vehicular flow including
fire apparatus, delivery vehicles, public parking, and fire fighter parking; secure zones, general
building arrangement and orientation.
For law enforcement, the site study will evaluate the existing City Hall/Police Station site
comparing the current site amenities with those identified in the space needs outline. The
design team will also study the site across the street from the current City Hall to determine how
a Public Safety Center or stand-alone police station might fit at that location.
Each evaluation will also determine the ideal building orientation for sustainable design and
develop a LEED check list for possible sustainable site and building elements to consider.
Anticipated Products
Meetings
® A site arrangement diagrams for relocated fire facilities to establish minimum site
size.
® Site specific diagrams for the Law Enforcement Facilities
® Sustainable design checklist and goals
® One meeting to present site diagrams with the User Groups and then a second
presentation as a part of the Strategic Planning Working Group and Facility Sub -
Committee meeting above.
TASK 4 — EXISTING FACILITY ANALYSIS and SPACE NEEDS COMPARISON
The objective of this task is to update the existing facilities studies and provide an overall
comparative assessment of the condition and adequacy of selected essential facilities serving
the City of San Rafael. This portion of the study will occur following with the development of the
space needs study and conclude in the graphic integration of the established space needs
standards with existing conditions in those projects identified in the Summary of Project
Options. Only selected stations will be further evaluated. The analysis and comparisons will
include the following subtasks:
J
F
® Review available information on the existing buildings (City Hall and selected Fire
Stations) and sites provided by the City to become familiar with the construction,
configuration, and systems comprising the existing facilities and prior
recommendations.
• Overlay the spaces standards/needs development identified in Task 2 and
determine the capability of the existing facilities to accommodate near-term and
far -term growth/service.
® Perform and ASCE 31 — Level one Seismic Assessments of each facility to confirm
the seismic vulnerabilities based on current code requirements.
Note - Utilizing ASCE 31 is a different approach then the approach taken in the prior
studies as it has been recently adopted into the CBC. With each building code cycle
(approximately every 3 years) building codes for new design are modified to enhance
structural performance during seismic events. However, engineering standards
developed to evaluate existing buildings have lagged behind in development.
ASCE/SEI 31-03 Seismic Evaluation of Existing Buildings has been accepted in the
past few years as a baseline standard and is intended to replace previous evaluation
guidelines such as FEMA 178 and FEMA 310 as the standard of practice for the
seismic evaluation of existing buildings. As described in that document one of the
primary goals is to include lessons learned from earthquakes that occurred
subsequent to those previous documents (Northridge, Kobe, etc.). The ASCE 31
evaluation can be tailored specifically for an Immediate Occupancy (IO) performance
standard appropriate for essential service facilities. The purpose of this study is to
determine whether significant seismic deficiencies exist at the buildings, to determine
the potential seismic risk of the buildings, and to provide general recommendations
for reduction of seismic risk through mitigation. ASCE 31 will be used as a tool in
assisting the engineer with this review. The analysis methodology of ASCE 31-03
employs a quick check methodology (Tier 1 analysis). The Tier 1 quick check uses a
set of checklists and cursory calculations for each building type which contain
evaluation statements that help to identify areas of concern with regard to the
structure's ability to adequately transmit seismic forces to the foundation and
supporting soils. This will be used to augment the previous 2003 studies and also to
help prioritize the more serious issues with regard to mitigation programming.
Findings in evaluations may be tempered with engineering judgment in determining
whether the buildings may maintain their vertical load capacity during a significant
seismic event. In our evaluation of the lateral systems, we will provide a list design
features that will influence the performance of the buildings. Those items will be
listed which are of significance for the performance of the building when subjected
to strong ground motions during an earthquake.
® The assessment of the MEP systems serving each facility will largely depend on
the extent of the renovation or expansion/renovation required to provide a
facility that meets the operational requirements identified in the space study. If it
[f]
is extensive, the MEP assessment will be focused on main service capacities and
the condition of site service laterals and will assume that most systems will need
to be replaced as was suggested in the initial study.
® Provide an overall prioritized rating for each facility which ranks its condition and
capability to comply with established standards and to accommodate projected
growth as: Superior, Adequate; Needs improvement through repair/maintenance;
Needs improvement through renovation; or Needs Replacement.
Deliverables
Meetings
® Functional analysis - programmatic comparison of how each facility complies with
the new facility space standards.
® Matrix analyzing compliance with known standards/codes such as CDCR, ADA,
OSHA, NFPA 1500, NFPA 1581, and the State of California Building and Energy
codes.
• Structural, mechanical and electrical system assessment updates
® Architectural condition analysis update
® Site functionality and condition assessment
® Final Condition Assessment Report and Space Needs Comparison Graphics
• Summary of Recommended Improvements
® Existing facility tours at only those facilities identified to be renovated or replaced
on-site.
® Meeting to present update facility condition analysis and initial space needs
comparisons with User Groups, Strategic Planning Working Group and the Facility
Sub -Committee.
TASK 5 - PRELIMINARY ORDER OF MAGNITUDE COSTS and PROGRAM -WIDE COST PLAN
The scope of this work will begin as the space needs are developed and order of magnitude
costs are established and will continue through the development of options until a final strategic
plan approach is agreed upon. This iterative budget process will assist the team in determining
development options which merit a deeper understanding of scope and related costs. As noted
in Task 2, a "high-level" cost plan for each of the facilities programmed above will be prepared
to define options for further study. As the options are developed and refined a deeper look at
the cost plan will be used to determine, on a program -wide basis, which group of projects meets
the highest number of priorities established at the onset of the strategic plan process. As the
final options are developed, the schedule is overlaid with the cost plan, and escalation factors
are added. The schedule development is an iterative process as well. Schedule is a cost driver
GJ
and the goal will be to maximize funds available byshortening the development timeframe as
much as possible. The final Cost Plan will consider all components of the project both hard and
soft costs and schedule. The cost estimator will provide analysis of relative bid costs for projects
of similar scope and scale to be used in determining a cost per square foot budget for each
facility. Site costs will be tailored to each site as the options are refined. Elements to be included:
a Construction Costs
a Demolition
• Specialty equipment
° Furnishings
= Temporary facilities
• Relocation costs
Is Administrative, permit and bidding costs
= Project contingencies
= Escalation (adjusted tVfinal schedule)
=
Legal fees
�
Land costs
Meetings
• Order of Magnitude Cost for each facility and site alternative
• Alternative Program Cost Plans asthe recommendations are refined.
• Draft Implementation Schedule with Alternatives
� Multiple meetings over the development of the Strategic Plan as a part of the
work above. The initial meeting will be with the User Groups. The second
meeting will be with the Strategic Planning Working Group and the Technical
Advisory Committee. The final meeting will include the Facility Sub -Committee.
Through aninteractive collaborative workshop, our team, the StrategicPlanning Working Group
and the City Council Facility Sub -Committee will complete the study mission statement as a
means to refine city priorities relating to operations and overall facility development. The
Summary mfProjects plan alternatives developed above will be ranked as a means to hone in on
the implementation plan that meets the highest level of priorities. Man alternative will be
evaluated based on those priorities, rankings will be established and a set of final
recommendations will emerge.
Meetings
Final Strategic Planning workshop with Strategic Planning Working Group and
Facility Sub -Committee
Anticipated Products
Mission Statement - Final Draft
® Alternative Pro and Con summary with Rankings
Recommended implementation plan with back-up documentation
Refinement of Cost Plan Option for recommended plan as necessary
Task 7— STRATEGIC PLAN DOCUMENT
The draft Strategic plan will be prepared in two volumes. The first volume will contain the
Analysis and Assessment information (parts 1, 2, 3, 4 and 5). The second volume, the Strategic
plan itself is anticipated to contain the following sections with the order to be determined. There
may be others as necessary to communication all the information developed:
• Executive summary
• Mission Statement
• Overview of the San Rafael Police and Fire Departments
• Response Analysis Summary (Based on work by Markus Weisner)
• Overview of Space Needs Requirements based on Facility Type
• Overview of Existing Essential Facility Updated Findings
• Overview of Space Needs Comparisons with existing facilities
• Summary of Projects Recommendations
® Cost Plan and Schedule Summary
Study process summary including summary of community and stakeholder input
The Final Report will be adjusted as necessary to address City Management comments and
published as a final draft for circulation.
Anticipated Products
• Draft Strategic plan in printed form
• Final Strategic plan in printed and electronic form
11
Meetings and Presentations
® Presentation to City Management Staff and Facility Sub -Committee
® Presentation to community stakeholders
® Final Presentation to City Council for adoption
WORK SCOPE RECOMMENDED ADDITIONAL SERVICES, QUALIFICATIONS, EXCLUSIONS
Recommended additional Services:
® Independent update of Order of Magnitude Costs program wide on an annual
basis to confirm escalation factors match current market conditions.
Products and services to be provided by the City:
® Geotechnical and Geohazards Studies
® Topographic Surveying, ALTA Surveys
® Hazardous Materials Studies
Work that is not included in the Contract Work Scope above but is available up on
request:
a Summary of Facility Maintenance and Operation Cost
® LEED Documentation Preparation
® Cost Estimates by Trade
® New and Retrofit Facility Design beyond those design elements noted above.
vv'
City of San Rafael
Essential Facilities Strategic Plan
Hours Per Task/Rates Summary
Task 1
Project Planning
Mary McGrath Architect/ Intermediate
Architects PIC PM Senior PA Designer Arch/Design Designer Technical Totals
Architect/ Intermediate
Desi ner Arch/Design Designer Technical Totals
PM
rate 1 $190 $175 $145 $125 $110 $90 $80
hours 1 16 0 0 0 0 0 16
total amount 1 $3,040 $0 $0 $0 $0 $0 $1,280 $4,320
Task 1:1 $4,320
Task 2
Space Needs Development -
Standards
Mary McGrath Architect/ Intermediate
Architects PIC PM Senior PA Designer Arch/Design Designer Technical Totals
Architect/ Intermediate
Desi ner Arch/Design Designer Technical Totals
PM
rate 1 $190 $175 $160 $145 $130 $105 $95
hours 1 80 0 01 0 120 0 80
total amount 1 $15,200 $0 $0 $0 $15,600 $0 $7,600 $38,400
Task 2:1 $38,400
Task 3
Site Arrangement Diagrams
Mary McGrath
Architects PIC PM Senior PA
Architect/ Intermediate
Desi ner Arch/Design Designer Technical Totals
PM
Senior PA
rate $190 $175 $145
$125 $110 $90 $80
hours 20 0 0
0 80 0 0
total amount $3,800 $0 $0
$0 $8,800 $0 $0 $12,600
Task 3: $12,600
Task 4
Existing Facilities Analysis & Space
Needs Com arisons*
Mary McGrath
Architects
PIC
PM
Senior PA
Architect/ Intermediate
Designer Arch/Design Designer
Designer
Technical Totals
Totals
rate
1 $190
$175
$145
$125
$110
$90
$80
hours 16 0 0 0 40 0
60
total amount $3,040 $0 $0 $0 $4,400 $0
$4,800 $12,240
$4,560
Consultant Structural** Mech I Plumb Electrical Civil Cost
Consultant Structural* Mech Plumb Electrical Civil Cost
Other Totals
Fee $27,000 $4,500 $4,500 $4,5001 $3,600 $0
Fee $0 $0 $0 $0 $0 $5,185 $0
0`o mark-up $0 Sol $0 $0 $0 $0
$0
�$..
total amount $27,000 $4,5001 $4,5001 $4,5001 $3,600 $0
$0
Task 4: $56,340
Task 5
Preliminary Order of Magnitude
Costs and Program -wide Cost Plan
Mary McGrath
Architects
PIC
PM
Senior PA
Architect/ Intermediate
Designer Arch/Design
Designer
Technical
Totals
rate
rate
$190
$175
$145
$125 $110
$90
$80
0
hours 24 0 0 0 0 0 0
$0 $4,800
total amount $4,560 $0 $0 $0 $0 $0 $0
$4,560
Consultant Structural** Mech I Plumb Electrical Civil Cost
Other ITotals
Consultant Structural Mech I Plumb Electrical Civil Cost Other Totals
$0
Fee $0 $0 $0 $0 $0 $5,185 $0
0 % mark-up $0 $0 1$0 $0 $01 $0 $0
$0 $18,388
total amount $0 Sol $0 $0 $0 $5,185 $0
$5,185
Task 5: $9,745
Task 6
Recommendations Development**
Mary McGrath
Architects
PIC
PM
Senior PA
Architect/ Intermediate
Designer Arch/Design
Designer
Technical Totals
rate
1 $190
$175
$145
$125 $110
$90
$80
hours 1 16 0 01 0 16 0
0
total amount 1 $3,040 $0 $0 $0 $1,760 $0
$0 $4,800
Consultant Structural** Mech I Plumb Electrical Civil Cost
Other ITotals
$8,000 $0 $0 $01$0 $10,388
$0
rk-u $0 $0 $0 $0 $0 $0
�F�ee
mount $8,000 $0 $0 $0 $0 $10,388
$0 $18,388
Task 6:1 $23,188
11/25/2014 Page 1
City of Son Rafael
Essential Facilities Strategic Plan
Hours Per Task/Rates Summary
Task 7
Strategic Plan Document and
Presentations
Mary McGrath
Architects
PIC
PM
Senior PA
Architect/ Intermediate
Designer Arch/Design
Designer
Technical
Totals
Site Arrangement Diagrams
$12,600
rate
1 $190
$175
$145
$125 $110
$90
$80
Recommendations Development"
hours 1 24 0 01 0 24 01 40
Task 7
total amount 1 $4,560 $0 $01 $0 $2,640 $01 $3,200
$10,400
Consultant Structural Mech I Plumb I Electrical I Civil I Cost I Other JTotals
Fee $ol $0 1 $ol $01 $01 $2,2501 $ol
0 % mark-up $0 $01 $ol $01 $ol $ol $01
total amount $0 $ol $ol $01 $01 $2,2501 $01
$2,250
Task 7:1 $12,650
Total Fee:
Task I
Project Planning
$4,320
Task Z
Space Needs Development—Standards
$38,400
Task 3
Site Arrangement Diagrams
$12,600
Task 4
Existing Facilities Analysis & Space Needs Comparisons*
$56,340
Task 5
Preliminary Order of Magnitude Costs and Program -wide Cost Plan
$9,745
Task 6
Recommendations Development"
$23,188
Task 7
Strategic Plan Document and Presentations
$12650
Total Professional Services Fee: $157,243
Suggested Budget for Reimbursable Expenses $7,862
The structural fee in this section is an allowance and will be adjusted depending on the number of facilities that require detailed assessments including City Hall.
* This added fee allows for optional structural schematic design work to allow the team to define the scope and cost requirements in more detail.
11/25/2014 Page 2
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BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER License#0E67768 NAMERCT All Smith
IOA Insurance Services PHONE
4350 La Jolla Village Drive AJC, No, EXt, (619) 574-6220 (AIC No). (619) 574-6288
Suite 900 ADDRESS: Ali.Smith@ioausa.com
San Diego, CA 92122 _
INSURER(S) AFFORDING COVERAGE NAIC #
INSURER RLI Insurance Company 13056
INSURED INSURERB.
Mary McGrath Architects INSURER
50517th Street, Second Floor INSURERD:
Oakland, CA 94612 i_NSURER_E_: _
I-INSURERF
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED NOT`lVITHSTAN DING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT'NJITH RESPECT TO
WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS.
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIPvIITS SHObVN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
ACCORDANCE WITH THE POLICY PROVISIONS.
iM1J L�SUBRT--- -i---—POLCY FBF-l�h1CICY
---
TYPE OF INSURANCE LIMITS
LTR ': INSD aVD ''l POLICY NUMBER MM/DDJYYYY MMIDWYYYY)
Attn: Assistant City Manager
A X COMMERCIAL GENERAL LIABILITY
1,000,000
X X :PSB0001617 0710112014 i 07/01/2015
1,000,000
�X'i Contractual Liab. Lrr ., ;
10,000
X �, No Co. Owned Autos -_
1,000,000
2,000,000
' - - X __ _ : .• ( -
2,000,000
__—_—
Deductible
0
AUTOMOBILE LIABILITY
1,000,000
A X PSB0001617 07/01/2014 07101/2015 N----
„
X X I- —�
a ,r
UMBRELLA LIAR',
EXCESS LIAR
WORKERS COMPENSATION ''. X - -
AND EMPLOYERS LIABILITY Y IN
A — PSWO001137 OW01r2014 08/01/2015 -
1,000,000
N J A
Mandatory in NH) = _-E - ri r E1
- "
1,000,600
- ---
1,000,000
A Prof Liab/ Ims Made 0310112014!RDP0014146 03/01/2015 Per Claim
1,000,000
A Ded.: $5k Per Claim RDPOO14146 03/01/2014 03/01/2015 Aggregate
2,000,000
DESCRIPTION OF OPERATIONS 1 LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
Re: All Operations
City of San Rafael, its officers, agents, employees, and volunteers are Additional Insured's with respect to Generali ired & Non -Owned Auto Liability per the
attached endorsement as required by written contract. Insurance is Primary and Non -Contributory.
30 Days Notice of Cancellation with 10 Days Notice for Non -Payment of Premium in accordance with the policy provisions.
CERTIFICATE HOLDER CANCELLATION
@ 1988-2014 ACORD CORPORATION. All rig hts reserved.
ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
City of San Rafael
AUTHORIZED REPRESENTATIVE
Attn: Assistant City Manager
1400 Fifth Avenue
P.O. Box 151560
I
i� 1 1 1
San Rafael, CA 949115-1560
@ 1988-2014 ACORD CORPORATION. All rig hts reserved.
ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD
Named|nnured: Mary McGrath Archilents
RLI Insurance Company
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
This endorsement modifies insurance provided under the following:
BUSINESSOWNERS COVERAGE FORM - SECTION 11 — LIABILITY
C. WHO |8A0 INSURED is amended to include as
anadditional insured any person ororganization that
you agree in a contract or agreement requiring
insurance toinclude aaanadditional insured onthis
poUoy, but only with respect to liability for ''bodily
injury", "property damage' or "personal and
advertising injury'. caused 'in whole or in part byyou
orthose acting onyour behalf,
n. |nthe performance ofyour ongoing operations,
b. In cunnectmnw|th premises owned bynr rented
toyou; or
c. In connection with "your mmrk" and included
within the ^pmduct-comp|eted operations
2. The insurance provided tothe additional insured by
this endorsement is|imihadasfn|lows�
a This insurance does not apply on any basis to
any person or organization Fbrwhich coverage
as an additional imsuned specifically is added by
another endorsement tu this po|ioy.
h. This insurance does not apply to the rendering
of or failure to ender any "professional
c This endorsement does not increase any of the
limits of insurance stated in D. Liability And
Medical Expenses Limits ofInsurance.
3. The following iaadded to SECTION U| H.2. Other
Insurance — C{)y0K8ON POLICY CONDITIONS
(BUT APPLICABLE ONLY TO SECTION || —
However, �fyou specifically agree in a contract or
additional insured under this policy must apply on
primary basis, or a primary and non-contributory
bas|s, this insurance is primary to other insurance
that is available to such additional insured which
covers such additional insured as a named innureU,
and we will not share with that other maunahoe,
provided that.
a The "bodily injury" or "property damage" for
which coverage is sought occurs after you have
entered into thatcontnact or agreement-, or
b` The ^pensonal and advertising injur/'for which
coverage is sought arises out of an offense
committed after you have entered into that
contract oragreement,
4. The following is added to SB]T|[}0 |U K. 2.
Transfer afRights ofRecovery Against Others to
Us — COMMON POLICY CONDITIONS (BUT
APPLICABLE TO ONLY TO SECTION U —
LIABILITY)
We waive any rights of recovery we may have
against any person or organization because of
payments we make for "bodily in]ury^. "property
damage" or "personal and advertising injury" arising
out of 'Vour work" performed by you, or on your
beha|[, under o contract or agreement with that
person or organization. VVe waive these rights only
where you have agreed to do so as part of a
contract or agreement uvith such person or
organization entered into by you before the "bodily
Injury" or"property damage" occurs, or the "personal
and advertising injury" offense /scommitted.
PPB 304 06 10 Page 1 of 1
CITY OF SAN RAFAEL
INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT,
ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY.
SRRA / SRCC AGENDA ITEM NO. a
DATE OF MEETING: 12/15/14
FROM: Jim Schutz
DEPARTMENT: MS
DATE: December 4, 2014
TITLE OF DOCUMENT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH
MARY MCGRATH ARCHITECTS FOR AN ESSENTIAL FACILITIES STRATEGIC PLAN (TERM OF
AGREEMENT JANUARY 1, 2015 THROUGH JUNE 30, 2015, WITH A TOTAL BUDGET AMOUNT NOT
TO EXCEED $165,105 PLUS $16,510 FOR ADDITIONAL SERVICES AS NEEDED).
*** *** *** *** *** *** *** *** *** *** *** *** *** *** *** ***
(LOWER HALF OF FORM FOR APPROVALS ONLY)
APPROVED AS COUNCIL/ AGENCY APPROVED AS TO FORM:
AGENDA ITEM: J
V
City Manager (sig ature) City Attorney (signature)
NOT APPROVED
REMARKS:
PROFESSIONAL SERVICES AGREEMENT/CONTRACT
COMPLETION CHECKLIST AND ROUTING SLIP
Below is the process for getting your professional services agreements/contracts finalized and
executed. Please attach this "Completion Checklist and Routing Slip" to the front of your
contract as you circulate it for review and signatures. Please use this form for all professional
services agreements/contracts (not just those requiring City Council approval).
This process should occur in the order presented below.
Step
Responsible
Description
Completion
Department
Date
1
City Attorney
Review, revise, and comment on draft
agreement.
2
Contracting Department
Forward final agreement to contractor for
0e- ria
their signature. Obtain at least two signe
I
originals from contractor.
3
Contracting Department
Agendize contractor -signed agreement for`'
Council approval, if Council approval
necessary (as defined by City Attorney/City
Ordinance*).
4
City Attorney
Review and approve form of agreement;
'€
bonds, and insurance certificates and
�"
6,11
endorsements.
5
City Manager / Mayor / or
Agreement executed by Council authorized
Department Head
official.
'It
6
City Clerk
City Clerk attests signatures, retains original
agreement and forwards copies to the
contracting department.
To be completed by Contractln Department:
,4, .1
Project Manager: ,0 � / Project Name:
.. � — S i a 6
Agendized for City Council Meeting of (if necessary):
` . p 4,
M
If you have questions on this process, please contact the City Attorney's Office at 485-3080.
* Council approval is required if contract is over $20,000 on a cumulative basis.