HomeMy WebLinkAbout1998-06-08 City Council (27)City of Palo
City Manager’s Report
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT:PUBLIC WORKS
POLICE AND FIRE
DATE:JUNE 8, 1998 CMR:261:98
SUBJECT:BUDGET AMENDMENT ORDINANCE IN THE AMOUNT OF
$275,000 AND AWARD OF CONSULTANT CONTRACT TO
ROSS/DRULIS ARCHITECTS AND PLANNERS FOR PHASE 1,
PROJECT DEVELOPMENT, FOR THE PUBLIC SAFETY
BUILDING, CIP 19820
RECOMMENDATION
Staff recommends that Council:
Approve a Budget Amendment Ordinance (BAO) in the amount of $275,000 to fund
the project development, Phase 1, for the Public Safety Building Capital Improvement
Program (CIP), Project 19820.
Approve and authorize the Mayor to execute the attached contract with Ross/Drulis
Architects and Planners in the amount of $240,700 for consultant services for the
project development, Phase 1, of the Public Safety Building CIP, Project 19820.
Authorize the City Manager or her designee to negotiate and execute one or more
change orders to the contract with Ross/Drulis Architects & Planners for related,
additional but unforeseen work that may develop during the project, the total value
of which shall not exceed $24,000.
DISCUSSION
Consultant Services
In 1997, Policeand Fire Department staff, with the aide of a consultant, prepared a
preliminary feasibility study for expansion of the existing Civic Center Police Wing or the
construction of a new public safety building. On July 28, 1997, (CMR:342:97) based on the
results of the study, Council authorized staff to initiate the formal process needed for site
CMR:261:98 Page 1 of 4
selection and construction of a new public safety building and further explore the alternative
of expanding the current facility.
The project will be divided into four phases; project development, preliminary design, final
design, and construction. The subject consultant contract includes only Phase 1, project
development, with the provision of including the other phases if approved by Council.
Included in Phase 1 is the site survey and selection, architectural programming, conceptual
design, public outreach, meetings, and environmental assessment. On October 21, 1997 and
November 12, 1997, the Finance and the Policy and Services Committees, respectively,
unanimously approved the scope of work for Phase 1. Council approved the scope of work
December 10, 1997, and authorized staff to solicit proposals (CMR:431:97) for Phase 1.
Attachment C provides the proposed project schedule.
Selection Process
Requests for Proposals (RFP) were issued December 11, 1997. Firms were given 61 days
to respond to the request. A pre-proposal meeting was held January 6, 1998. Eleven
architectural firms" attended the meeting. A total of seven firms submitted proposals.
Estimated design costs ranged from $69,970 to $335,673.
A City Manager’s appointed advisory committee and staff from the Police, Fire, Planning
and Public Works Departments reviewed the proposals. The advisory committee was
composed of individuals representing the California Avenue Area Business Development
Association, Chamber of Commerce, University South Neighborhood Group, Barron Park
Association, Architectural Review Board, and a realtor based in Palo Alto. All seven firms
were invited to participate in oral interviews on March 3 and 9, 1998. The committee
carefully reviewed each firm’s qualifications and submittal in response to the RFP relative
to the following criteria: completeness of the proposal, relevant experience, understanding
the project approach, qualifications of key personnel for the architect and sub-consultants,
and availability of key personnel. The firm of RossiDrulis Architects and Planners was
selected because, in addition to meeting all the criteria, it has an excellent understanding of
and considerable experience with the public process. The consultant must comply with the
financial disclosure provisions of the City’s conflict of interest code.
Staff met with the selected consultant and reviewed the project scope of work, identifying
several areas within the scope of work that would need additional attention. Since it is
critical during the consensus-building process to obtain public input, the decision was made
to develop a project statement and goal that can be communicated to the public. Therefore,
Task 1 was expanded to include the preparation of a project statement document that can be
used throughout the project. Extra community meetings were also added.
Council directed staff to include the build-out of the Civic Center Police Wing as an
alternative to be explored. The initial scope for Task 3, Site Survey and Selection, included
CMR:261:98 Page 2 of 4
review of all possible sites, and presentation of the three most viable sites to Council for
review and selection. However, because further discussion showed that the analysis
associated with the build-out of the existing Police Wing was sufficiently different from the
other site analyses, staff requested the consultant to add the Police Wing analysis as a
separate task (Task 4).
The specific project components and associated costs are:
Task 1:Project Orientation and Definition $18,800
Task 2:Architectural Program $ 26,500
Task 3:Site Survey and Selection $ 40,000
Task 4:Existing Facility Assessment $ 24,500
Task 5:Environmental Assessment $11,700
Task 6:Conceptual Drawings $ 28,000
Task 7:Cost Estimate $10,900
Task 8:Project Development Report $16,100
Total Work Items $176,500
Public Outreach and Meetings $ 51,000
Costs incurred by Consultant (postage, reproduction, etc.)$ 13,200
Total Contract $240,700
In-house project related costs (meeting space rental,
notices, reproduction charges)$ 10.300
Total Project Phase 1 $251,000
RESOURCE IMPACT
A Budget Amendment Ordinance in the amount of $275,000 is requested for Phase 1 of this
project. In addition to the contractual amount, staffhas included money ($10,300) for project
related expenses including but not limited to rental of meeting space, public notices, and
reproduction charges. The funds for the project development phase of the project will be
fmanced from the General Fund Budget Stabilization Reserve. If the project proceeds into
the preliminary and final design phases, the fee for consultant design services is estimated
at 12 percent of the building construction cost, but could vary between 10 to 15percent due
to the location and size of the building site, type of programs included in the building, and
the complexity of the building systems. The preliminary feasibility study prepared by staff
in 1997 estimated that the project construction cost, excluding land costs, relocation costs
and parking fees, would range from approximately $11,000,000 to renovate and expand the
existing Police building to approximately $16,000,000 to construct a new building. An
updated construction cost estimate is be included in the subject consultant contract for Phase
1.
CMR:261:98 Page 3 of 4
Workload impact: Phase 1 .of this project will be managed by the Police and Fire
Departments with support from the Public Works Department. No additional staff is needed
during this phase. However, subsequent phases will require additional staffing in the Public
Works Department. Due to possible Council adoption of other large CIP projects, ft is too
soon to estimate the staffing impact to the Public Works Department.
POLICY IMPLICATIONS
This request is consistent with existing City policies.
ENVIRONMENTAL REVIEW
An initial environmental study of the top three sites will be performed. An environmental
assessment will be performed on the preferred site.
ATTACHMENTS
Attachment A - Budget Amendment Ordinance
Attachment B - Contract
Attachment C - Project Schedule
PREPARED BY:
DEPARTMENT HEAD REVIEW:
CITY MANAGER APPROVAL:
John Carlson, Acting Assistant Director of Public Works
Lynne Johnson, Assistant Police Chief
Judy Jewell, Deputy Chief, Operations
GLEI~. ROBERTS
Dire!or~i:f Public Works
City Man~)
CMR:261:98 Page 4 of 4
ORDINANCE NO.
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR THE FISCAL YEAR 1997-98 TO
PROVIDE AN ADDITIONAL APPROPRIATION OF $275,000 TO CREATE
A PUBLIC SAFETY BUILDING CAPITAL IMPROVEMENT PROJECT,
NUMBER 19820
WHEREAS, pursuant to the provisions of Section 12 of Article
III of the Charter of the City of Palo Alto, the Council on June
23, 1997 did adopt a budget for fiscal year 1997-98; and
WHEREAS, previously Council directed staff to initiate the
process to solicit proposals regarding project development of the
Public Safety Building; and
WHEREAS, staff has selected a consultant for Phase 1 of project
development, which will include site survey and selection,
architectural programming, conceptual design, public outreach,
meetings, and environmental assessment at a cost of $275,000; and
WHEREAS, the budget needs to be amended to create and fund a
capital improvement project number 19820, Public Safety Building;
and
WHEREAS, City Council authorization is needed to amend the
1997-98 budget as hereinafter set forth.
NOW, THEREFORE, the Council of the City of Palo Alto does
ORDAIN as follows:
SECTION i. Capital Improvement Project (CIP) Number 19820,
Public Safety Building, is hereby created. A description of the CIP
is shown on Exhibit "A" attached hereto and made a part of this
ordinance.
.SECTION 2. The sum of Two Hundred Seventy-Five Thousand
Dollars ($275,000) is hereby appropriated to Capital Improvement
Project No. 19820, Public Safety Building, and the Budget
Stabilization Reserve is correspondingly reduced.
SECTION 3. This transaction will reduce the
Stabilization Reserve from $15,335,662 to $15,060,662.
Budget
SECTION 4. As specified in Section 2.28.080(a) of the Palo
Alto Municipal Code, a two-thirds vote of the City Council is
required to adopt this ordinance.
SECTION 5. The current action is exempt from CERA pursuant to
Section 15262 of the CERA Guidelines (Feasibility and Planning
Studies). An environmental assessment will be performed for the
project when a preferred alternative is selected.
SECTION 6. As provided in Section 2.04.350 of the Palo Alto
Municipal Code, this ordinance shall become effective upon adoption.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:APPROVED:
City Clerk Mayor
APPROVED AS TO FORM:Assistant City Manager
Senior Asst. City Attorney Director of
Services
Administrative
Director of Public Works
Acting Police Chief
Fire Chief
EXHIBIT "A"
PROJECT DESCRIPTION
This project will build on an earlier needs assessment, and initiate the first phase necessary for site selection and
construction of a new public safety building and to further explore the alternative of expanding the current facility.
This phase will include an architectural program, site survey and selection, design concept studies, preliminary
environmental analysis, and project cost estimates. Future phases would include design, environmental analysis,
and construction.
PROJECT JUSTIFICATION
The current facilities for the Police and Fire Departments have a number of deficiencies. Based on standard space
guidelines, the facility should be doubled in size. In addition, it does not conform with certain current standards and
codes, it is operationally and technologically deficient, and it does not meet some programmatic needs.
FUTURE FINANCIAL REQUIREMENTS
FISCAL YEAR
PY Budget
1997-98
1998-99
1999-00
2000-01
2001-02
AMOUNT
$275,000
TBD
TBD
Sources of Funding: General Fund
COMPONENTS
Phase I of project development, includ!ng site survey and selection,
architectural program, design concept studies, preliminary environmen-
tal analysis, and project cost estimates.
Phases II and Ill, Design activities.
Phase IV, Construction.
IMPACT AND SUPPORT ANALYSIS
Environmental:
Design Elements:
Operating:
Telecommunications:
An initial environmental study checklist will be performed on the top potential sites.
An environmental assessment will be performed on the preferred site during the next
Phase, design activities.
None for this Phase.
None for this Phase.
None for this Phase.
COMPREHENSIVE PLAN
The Comprehensive Plan contains no policies or programs directly related to this project.
ATTACHMENT
CONTRACT NO.
BETWEEN THE CITY OF PALO ALTO AND
ROSS/DRULIS ARCHITECT & PLANNERS
FOR CONSULTING SERVICES
This Contract No.is entered into ,
by and between the CITY OF PALO ALTO, a chartered city and a
municipal corporation of.the State of California ("CITY"), and
ROSS/DRULIS ARCHITECTS AND PLANNERS, a California corporation
located at 190 West Napa Street, Sonoma, California 95476.
RECITALS:
WHEREAS, CITY desires certain professional consulting
services. ("Services") and the preparation and delivery of, without
limitation, one or more sets of documents, drawings, maps, plans,
designs, data, calculations, surveys, specifications, schedules or
other writings ("Deliverables") (Services and Deliverables ~re,
collectively, the "Project"), as more fully described in Exhibit ’~";
and
WHEREAS, CITY desires to engage CONSULTANT, including its
employees, if any, in providing the Services by reason of its
qualifications and .experience in performing the Services, and
CONSULTANT has offered to complete the Project on the terms and in
the manner set forth herein;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Contract, the parties agree:
SECTION I. TERM
i.i This Contract will commence on the date of its
execution by CITY, and will terminate upon the completion of the
Project, unless ’this Contract is earlier terminated by CITY. Upon
the receipt of CITY’s notice to proceed, CONSULTANT will commence
work ~n the initial and subsequent Project tasks in accordance with
the time schedule set forth in Exhibit "A". Time is of the essence
of thisContract. In the event that the Project is not completed
within the time required through any fault of CONSULTANT, CITY’s
city manager will have the option of extending the time schedule
for any period of time. This provision will not preclude the
recovery of damages for delay caused by CONSULTANT.
SECTION 2 ....SCOPE OF PROJECT;CHANGES & CORRECTIONS
2.1 The scope of Services andDeliverables constituting
the Project will be performed, delivered or executed by CONSULTANT
under the phases of the Basic Services as described below.
2.2 CITY may order substantial changes in the scope or
character of the Basic Services, the Deliverables, or the Project,
980509~,syn 0071423
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either decreasing or increasing the amount of work required of
CONSULTANT. In the event that such changes are ordered, subject to
the approval of CITY’s City Council, as may be required, CONSULTANT
will be entitled to full compensation for all work performed prior
to CONSULTANT’s receipt of the notice of change and further will be
entitled to an extension of the time schedule. Any increase in
compensation for substantial changes will be determined in
accordance with the provisions of this Contract. CITY will not be
liable for the cost or payment of any chan~e in work, unless the
amount of additional compensation attributable to the change in
work is agreed to, in writing, by CITY before CONSULTANT commences
the performance of any such change in work.
2.3 Where the Project entails the drafting and
submission of Deliverables, for example, construction plans,
drawings, and specifications, any and all errors, omissions, or
ambiguities in the Deliverables, which are discovered by CITY
before invitations to bid on a construction project (for which the
Deliverables are required) are distributed by CITY, will be
corrected by CONSULTANT at no cost to CITY, provided CITY gives
notice to CONSULTANT.
2.4 Any and all errors, omissions, or ambiguities in the
Deliverables, which are discovered by CITY after the construction
contract is awarded by CITY, will be performed by CONSULTANT, as
follows: (a) at no cost to CITY insofar as those Services,
including the Basic Services or the Additional Services, as
described below, or both, will result in minor or nonbeneficial
changes in the construction work required of the construction
contractor; or (b) at CITY’s cost insofar as those Services,
including the Basic Services or the Additional Services, or both,
will add a direct and substantial benefit to the construction work
required of the construction contractor. The project manager in
the reasonable exercise of his or her discretion will determine
whether the Basic Services or the Additional Services, or both,
will contribute minor or substantial benefit tO the construction
work.
~ SECTION ,,,3
CONSULTANT
QUALIFICATIONS, STATUS,. AND DUTIES OF
3.1 CONSULTANT represents and warrants that it has the
expertise and professional qualifications to furnish or ~cause to be
furnished the Services and Deliverables. CONSULTANT further
represents and warrants that the project director and every
individual, including any consultant (including CONSULTANTs),
charged with the performance of the Services are duly licensed or
certified by the State of California, to the extent such licensing
or certification is required by law to perform the Services, and
that the Project will be executed by them or under their
supervision. CONSULTANT will furnish to CITY for approval, prior
to execution of this Contract, a list of all individuals and the
names of their employers or principals to be employed as
consultants.
980509 syn 0071423
2
3.2 In reliance on the representations and warranties
set forth in this Contract, CITY hires CONSULTANT to execute, and
CONSULTANT covenants and agrees that it will execute or cause to be
executed, the Project.
3.3 CONSULTANT will assign Michael Ross, Planning and
Design Principal, as the project director to have supervisory
responsibility for the performance, progress, and execution of the
Project. Mallory Cusenbery, Senior Architect, will be assigned as
the project coordinator who will represent CONSULTANT during the
day-to-day work on the Project. If circumstances or conditions
subsequent to the execution of this Contract cause the substitution
of the project director or project coordinator for any reason, the
appointment of a substitute project director or substitute project
coordinator will be subject to the prior written approval of the
project manager.
3.4 CONSULTANT represents and warrants that it will:
3.4.1 Procure all permits and licenses, pay all
charges and fees, and give all notices which may be necessary and
incident to the due and lawful prosecution of the Project;
3.4.2 Keep itself fully informed of all existing and
future Federal, State of California, and local laws, ordinances,
regulations, orders, and decrees which may affect those engaged or
employed under this Contract and any materials used in CONSULTANT’s
performance of the Services;
3.4.3 At all times observe and comply with, and cause
its employees and consultants, if any, who are assigned to the
performance of this Contract to observe and comply with, the laws,
ordinances, regulations, orders and decrees mentioned above; and
3.4.4 Will report immediately to the project manager,
in writing, any discrepancy or inconsistency it discovers in the
laws, ordinances, regulations, orders, and decrees mentioned above
in relation to the Deliverables.
3.5 Any Deliverables given to, or prepared or assembled
by, CONSULTANT or its consultants, if any, under this Contract will
become the property of CITY and will not be made available to any
individual or organization by CONSULTANT or its consultants, if
any, without the prior written approval of the city manager.
3.6 CONSULTANT will provide CITY with copies of any
documents which are a part of the Deliverables upon their
completion and acceptance by CITY as specified in Exhibit A.
3.7 If CITY requests additional copies of any documents
which are a part of the Deliverables, CONSULTANT will provide such
additional copies and CITY will compensate CONSULTANT for its
duplicating costs.
98050~9 sZ~,O071423
3.8 CONSULTANT will be responsible for employing or
engaging all persons necessary to execute the Project. All
consultants of CONSULTANT will be deemed to be directly controlled
and supervised by CONSULTANT, which will be responsible for their
performance. If any employee or consultant of CONSULTANT fails or
refuses to carry out the provisions of this Contract or appears to
be incompetent or to act in a disorderly or improper manner, the
employee or consultant will be discharged immediately from further
performance under this Contract on demand of the project manager.
3.9 In the execution of the Project, CONSULTANT and its
consultants, if any, will at all times be considered independent
contractors and not agents or employees of CITY.
3.10 CONSULTANT will perform or obtain or cause to be
performed or obtained any and all of the following Additional
Services, not included under the Basic Services, if so authorized,
in writing, by CITY:
3.10.1 Providing services as an expert witness in
connection with any public hearing or meeting, arbitration
proceeding,or proceeding of a court of record;
3.10.2 Incurring travel and subsistence expenses for
CONSULTANT and its staff beyond those normally required under the
Basic Services;
3.10.3 Performing any other Additional Services that
may be agreed upon by the parties subsequent to the execution of
this Contract; and
3.10.4 Other Additional Services now or hereafter
described in Exhibit "A" to this Contract.
3.11 CONSULTANT will be responsible for employing
all consultants deemed necessary to assist CONSULTANT in the
performance of the Services. The appointment of consultants must
be approved, in advance, by CITY, in writing, and must remain
acceptable to CITY during the term of this Contract.
SECTION 4.DUTIES OF CITY
4.1 CITY will furnish ~or cause to be furnished the
services listed in Exhibit "A" and such information regarding its
requirements applicable to the Project as may be reasonably
requested by CONSULTANT.
4.2 CiTY will review and approve, as necessary, in a
timely manner the Deliverables and each phase of work performed by
CONSULTANT. CITY’s estimated time of review and approval will be
furnished to CONSULTANT at the time of submission of each phase of
work. CONSULTANT acknowledges and understands that the
interrelated exchange of information among CITY’s various
departments makes it extremely difficult for CITY to firmly
980509 syn 0071423
4
establish the time of each review and approval task.CITY’s failure
to review and approve within the estimated time schedule will not
constitute a default under this Contract.
4.3 The city manager will represent CITY for all
purposes under this Contract. Lynn Johnson is designated as the
project manager~ for the city manager. The project manager will
supervise the performance, progress, and execution of the Project,
and will be assisted by Judy Jewell. This contract will be
administered by the Public Works Department. John A. Carlson is
the designated person in Public Works who will administer the
contract. Elizabeth Ames will assist in the administration of the
contract.
4.4 If CITY observes or otherwise becomes aware of any
default in the performance of CONSULTANT, CITY will use reasonable
efforts to give written notice thereof to CONSULTANT in a timely
manner.
SECTION 5. COMPENSATION
5.1 CITY will compensate CONSULTANT for the following
services and work:
5.1.1 In consideration of the full performance of the
Basic Services, including any authorized reimbursable expenses,
CITY will pay CONSULTANT a fee not to exceed Two Hundred Forty
Thousand Seven Hundred Dollars ($240,700). The amount of
compensation will be calculated in accordance with the hourly rate
schedule set forth in Exhibit."B", on a time and materials basis,
up to the maximum amount set forth in this Section. the fees of
the consultants, who have direct contractual relationships with
CONSULTANT, will be approved, in advance, by CITY. CITY reserves
the right to refuse payment of such fees, if such pri~r approval is
not obtained by CONSULTANT.
5.1.2 In consideration of the full performance of
Additional Services, the amount of compensation set forth in
Exhibit "B" will not exceed N/A dollars ($ ). An
employee’s time will be computed at a multiple of __ (__) times
the employee’s direct personnel expense described below. The rate
schedules may be updated by CONSULTANT only once each calendar
year, and the rate schedules will not become effective for purposes.
of this Contract, unless and until CONSULTANT gives CITY thirty
(30) days’ prior written notice of the effective date of any revised
rate schedule.
5.1.3 The full payment of charges for extra work or
changes, or both, in the execution of the Project will be made,
provided such request for payment is initiated by CONSULTANT and
authorized, in writing, by the project manager. Payment will be
made within thirty (30) days of submission by CONSULTANT of a
statement, in triplicate, of itemized costs covering such work or
changes, or both. Prior to commencing such extra work or changes,
986509 syn 0071423
or both, the parties will agree upon an estimated maximum cost for
such extra work or changes. CONSULTANT will not be paid for’extra
work or changes, including, without limitation, any design work or
change order preparation, which is made necessary on account of
CONSULTANT’s errors, omissions, or oversights.
5.1.4 Direct personnel expense of employees assigned
to the execution of the Project by CONSULTANT will include only the
work of architects, engineers, designers, job captains, surveyors,
draftspersons, specification writers and typists, in consultation,
research and design, work in producing drawings, specifications and
other documents pertaining to the Project, and in services rendered
during construction at the site, to the extent such services are
expressly contemplated under this Contract. Included in the cost
of direct personnel expense of these employees are salaries and
mandatory and customary benefits such as statutory employee
benefits, insurance, sick leave, holidays and vacations, pensions
and similar benefits.
5.2 The schedule of payments will be made as foliows:
5.2.1 Payment of the Basic Services will be made in
monthly progress payments in proportion to the quantum of services
performed, or in accordance with any other schedule of payment
mutually agreed upon by the parties, as set forth in Exhibit ’°B",
or within thirty (30) days of submission, in triplicate, of such
requests if a schedule of payment is not specified. Final payment
will be made by CITY after CONSULTANT has submitted all
Deliverables, including, without limitation, reports which have
been approved by the project manager.
5.2.2 Payment of the Additional Services will be
made in monthly progress payments for services rendered, within
thirty (30) days of submission, in triplicate, of such requests.
5.2.3 No deductions will be made from CONSULTANT’s
compensation on account of penalties,-liquidated damages, or other
sums withheld by CITY from payments to general contractors.
SECTION 6.ACCOUNTING, AUDITS, OWNERSHIP 0~. RECORDS
6.1 Records of the direct personnel expenses and
expenses incurred in connection with the performance of Basic
Services and Additional Services pertaining ~o the Project will be
prepared, maintained, and retained by CONSULTANT in accordance with
generally accepted accounting principles and will be made available
to CITY for auditing purposes at mutually convenient times during
the term of this Contract and .for three (3) years following ~the
expiration or earlier termination of this Contract.
6.2 The originals of the Deliverables prepared by or
under the direction of CONSULTANT in the performance of this
Contract will become the property of CITY irrespective of whether
the Project is completed upon CITY’s payment of the amounts
required to be paid to CONSULTANT. These originals will be
980509 syn 0071423
delivered to CITY without additional compensation. CITY will have
the right to utilize any final and incomplete drawings, estimates,
specifications, and any other documents prepared hereunder by
CONSULTANT,. but CONSULTANT disclaims any responsibility or
liability for any alterations or modifications of such documents.
SECTION 7. INDEMNITY
7.1 CONSULTANT agrees to protect, indemnify, defend and
hold harmless CITY, its Council members, officers, employees and
agents, from any and all demands, .claims, or liability of any
nature, including death or injury to any person, property damage or
any other loss, caused by or arising out of CONSULTANT’s, its
officers’, agents’, consultants’ or employees’ negligent acts,
errors, or omissions, or willful misconduct, or conduct for which
applicable law may impose strict liability on CONSULTANT in the
performance of or failure to perform its obligations under this
Contract.
SECTION 8. WAIVERS
8.1 The waiver by either party of any breach or
violation of any covenant, term, condition or provision of this
Contract or of the provisions of any ordinance or law will not be
deemed to be a waiver of any such covenant, term, condition,
provision, ordinance, or law or of any subsequent breach or
violation of the same or of any other covenant, term, condition,
provision, ordinance or law. The subsequent acceptance by either
party of any fee or other money which may become due hereunder will
not be deemed to be a waiver of any preceding breach or violation
by the other party of any covenant, term, condition or provision of
this Contract or of any applicable law or ordinance.
8.2 No payment, +partial payment, acceptance, or partial
acceptance by CITY will operate as a waiver on the part of CITY of
any of its rights under this Contract.
SECTION 9..INSURANCE
9.1 CONSULTANT, at its sole cost and expense, will
obtain and maintain, in full force and effect during the term of
this Contract, the insurance coverage described in Exhibit~ "C’’,
insuring not only CONSULTANT and its consultants, if any, but also,
with the exception of workers’ compensation, employer’s liability
and professional liability insurance, naming CITY as an additional
insured concerning CONSULTANT’s performance under this Contract.
9.2 All insurance coverage required hereunder will be
provided through carriers with Best’s Key Rating Guide ratings of
A:X or higher which are admitted to transact insurance business in
the State of California. Any and all consultants of CONSULTANT
retained to perform Services under this Contract will obtain and
maintain, in full force and effect during the term of this
7
Contract,identical insurance coverage, naming CITY as an
additional insured under such policies as required above.
9.3 Certificates of such insurance, preferably on the
forms provided by CITY, will be filed with CITY concurrently with
the execution of this Contract. The certificates will be subject
to the approval of CITY’s risk manager and will contain an
endorsement stating that the insurance is primary coverage and will
not be canceled or altered by the insurer except after filing with
the CITY’s city clerk thirty (30) days’ prior written notice of such
cancellation or alteration, and that the City of Palo Alto is named
as an additional insured except in policies of workers’
compensation, employer’s liability, and professional liability
insurance. Current certificates of such insurance will be kept on
file at all times during the term of this Contract with the city
clerk.
9.4 The procuring of such required policy or policies
of insurance will not be construed to limit CONSULTANT’s liability
hereunder nor to fulfill the indemnification provisions of this
Contract. Notwithstanding the policy or.policies of insurance,
CONSULTANT will be obligated for the full and total amount of any
damage, injury, or loss caused by or directly arising as a result~
of the Services performed under this Contract, including such
damage, injury, or loss arising after the Contract is terminated or
the term has expired.
SECTION I0.WORKERS’ ,COMPENSATION
i0.I CONSULTANT, by executing this Contract, certifies
that it is aware of the provisions of the Labor Code of the State
of California which require every employer to be insured against
liability for workers’ compensation or to undertake self-insurance
in accordance with the provisions of that. Code, and certifies that
it will comply with .such provisions, as applicable, before
commencing the performance of the Project.
PROJECT
SECTION ii TERMINATION OR SUSPENSION OF CONTRACT
ii.i The city manager may suspend the execution of the
Project, in.whole or in part, or terminate this Contract, with or
without cause, by giving thirty (30) days’ prior written notice
thereof to CONSULTANT, or immediately after submission to CITY by
CONSULTANT of any completed item of Basic Services. Upon receipt
of such notice, CONSULTANT will immediately discontinue its
performance under this Contract.
11.2 CONSULTANT may terminate this Contract or suspend
its execution of the Project by giving thirty (30) days’ prior
written notice thereof to CITY, but only in the event of a
substantial failure of performance by CITY or in the event CITY
indefinitely withholds or withdraws its request for the initiation
or continuation of Basic Services or the execution of the Project.
980509 ~yn 0071423
8
such suspension or termination11.3 upon by CITY,
CONSULTANT will be compensated for the Basic Services and
Additional Services performed and Deliverables received and
approved prior to receipt of written notice from CITY of such
suspension or abandonment, together with authorized additional and
reimbursable expenses then due. If the Project is resumed after it
has been suspended for more than 180 days, any change in
CONSULTANT’s compensation will be subject to renegotiation and, if
necessary, approval of CITY’s City Council. If this Contract is
suspended or terminated on account of a default by CONSULTANT, CITY
will be obligated to compensate CONSULTANT only for that portion of
CONSULTANT’s services which are of direct and immediate benefit to
CITY, as such determination may be made by the city manager in the
reasonable exercise of her discretion.
11.4 In the event of termination of this Contract or
suspension of work on the Project by CITY where CONSULTANT is not
in default, CONSULTANT will receive compensation as follows:
11.4.1 For approved items of services, CONSULTANT will
be compensated for each item of service fully performed in the
amounts authorized under this Contract.
11.4.2 For approved items of services on which a
notice to proceed is issued by CITY, but which .are not fully
performed, CONSULTANT will be compensated for each item of service
in an amount which bears the same ratio to the total fee otherwise
payable for the performance of the service as the ~quantum of
service actually rendered bears to the services necessary for the
full performance of that item of service.
11.4.3 The total compensation payable under the
preceding paragraphs of this Section will not exceed the payment
specified under Section 5 for the respective items of service to be
furnished by CONSULTANT.
11.5 Upon such suspension or termination, CONSULTANT
will deliver to the city manager immediately any and all copies of
the D~liverables, whether or not completed, prepared by CONSULTANT
or its consultants, if any, or given to CONSULTANT or its
consultants, if any, in connection with ~this Contract. Such
materials will become the property of CITY.
11.6 The failure of CITY to agree with CONSULTANT’s
independent findings, conclusions, or recommendations, if the same
are called for under this Contract, on the basis of differences in
matters of judgment, will not be construed as a failure on the part
of CONSULTANT to fulfill its obligations under this Contract.
SECTION 12.ASSIGNMENT
12.1 This Contract is for the personal services of
CONSULTANT, therefore, CONSULTANT will not assign, transfer,
convey, or otherwise dispose of this Contract or any right, title
9
980509.~[n 0071423
or interest in or to the same or any part thereof without the prior
written consent of CITY. A consent to one assignment will not be
deemed to be a consent to any subsequent assignment. Any
assignment made without the approval of CITY will be void and, at
the option of the city manager, this Contract may be terminated.
This Contract will not be assignable by operation of law.
SECTION 13.NOTICES
13.1 All notices hereunder will be given, in writing,
and mailed, postage prepaid, by certified mail, addressed as
follows:
To CITY:Office of the City clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
To CONSULTANT: Attention of the project director
at the address of CONSULTANT recited above
SECTION 14.CONFLICT OF INTEREST
14.1 In accepting this Contract, CONSULTANT covenants
that it presently has no interest, and will not acquire any
interest, direct or indirect, financial or otherwise, which would
conflict in any manner or degree with the performance of the
Services.
14.2 CONSULTANT further covenants that, in the
performance of this Contract, it will not employ contractors or
persons having such an interest mentioned above. CONSULTANT
certifies that no one who has or will have any financial interest
under this Contract is an officer or employee of CITY; this
provision will be interpreted in accordance with the applicable
provisions of the Palo Alto Municipal Code and the Government Code
of th~ State of California.
SECTION 15. NONDISCRIMINATION
15.1 As set forth in the Palo Alto Municipal Code, no
discrimination will be made in the employmentof persons under this
Contract because of the age, race, color, national origin~
ancestry, religion, disability, sexual preference or gender of such
person. If’the value of this Contract is, or may be, five thousand
dollars ($5,000) or more, CONSULTANT agrees to meet all
requirements of the Palo Alto Municipal Code pertaining to
nondiscrimination in employment, including completing the requisite
form furnished by CITY and set forth in Exhibit "D".
980509 syn 0071423
i0
15.2 CONSULTANT agrees that each contract for services
from independent providers will contain a provision substantially
as follows:
"[Name of Provider] will provide CONSULTANT
with a certificate stating that [Name of
Provider] is currently in compliance with~all
Federal and State of California laws covering
nondiscrimination in employment; and that
[Name of Provider] will not discriminate in
the employment of any person under this
contract because of the age, race, color,
national origin, ancestry, religion,
disability, sexual preference or gender of
such person."
15.3If CONSULTANT is found in violation of the
nondiscrimination provisions of the State of California Fair
Employment Practices Act or similar provisions of Federal law or
executive order in the performance of this Contract, it will be in
default of this Contract. Thereupon, CITY will have the power to
cancel or suspend this Contract, in whole or in part, or to deduct
the sum of twenty-five dollars ($25) for each person for each
calendar day during which such person~ was subjected to
discrimination, as damages for breach of contract, or both. Only
a finding of the State of California Fair Employment Practices
Commission or the equivalent federal agency or officer will
constitute evidence of a breach of this Contract.
15.4 If CONSULTANT is found in default of the
nondiscrimination provisions of this Contract, CONSULTANT will be
found in material breach of this Contract. Thereupon, CITY will
have the power to cancel or suspend this Contract, in whole or in
part, or to deduct from the amount payable to CONSULTANT the sum of
two hundred fifty dollars ($250) for each calendar day during which
CONSULTANT is not in compliance with this provision as damages for
breach of contract, or both.
( 8.ECTION 16. MISCELLANEOUS PROVISIONS
16.1 CONSULTANT represents and warrants that it has
knowledge of the requirements of the federal Americans with
Disabilities Act of 1990, and the Government Code and the Health
and Safety Code of the State of California, relating to access to
public buildings and accommodations for disabled persons, and
relating to facilities for disabled persons. CONSULTANT will
comply with or ensure by its advice that compliance with such
provisions will be effected pursuant to the terms of this Contract.
16.2 Upon the agreement of the parties, any controversy
or claim, arising out of or relating to this Contract may be settled
by arbitration in accordance with the Rules of the American
Arbitration Association, and judgment upon the award rendered by
9805~9, s~n 0071423
11
the Arbitrators may be entered in any court having jurisdiction
thereof.
16.3 This Contract will be governed by the laws of the
State of California, excluding its conflicts of law.
16.4 In the event that an action is brought, the parties
agree that trial of such action will be vested exclusively in the
state courts of California or in the United States District Court
for~ the Northern District of California in the County of Santa
Clara, State of California.
16.5 The prevailing party in any action brought to
enforce the terms of this Contract or arising out of this Contract
may recover its reasonable costs and attorneys’ fees expended in
connection with that action.
16.6 This document represents the entire and integrated
Contract between the parties and supersedes all prior negotiations,
representations, and contracts, either written or oral. This ~
document may be amended only by a written instrument, which is
signed by the parties.
16.7 All provisions of this Contract, whether covenants
or conditions, will be deemed to be both covenants and conditions.
16.8 The covenants, terms, conditions and provisions of
this Contract will apply to, and will bind, the heirs, successors,
executors, administrators, assignees, and consultants, as the case
may be, of the~parties.
16.9 If a court of competent jurisdiction finds or rules
that any provision of this Contract or any amendment thereto is
void or unenforceable, the unaffected provisions of this Contract
and any amendments thereto will remain in full force and.effect.
16.10 All exhibits referred to in this Contract and any
addenda, appendices, attachments, and schedules which, from time
to ti~e, may be referred to in any duly executed amendment hereto
are by such reference incorporated in this Contract and will be
deemed to be a part of this Contract.
16.11 This Contract may be executed in any number of
counterparts, each of which will be an original, but all of which
together will constitute one and the same instrument.
16.1~2 This Contract is subject to the fiscal provisions
of the Charter of the City of Palo Alto andthe Palo Alto Municipal
Code. This Contract will terminate without any penalty (a) at the
end of any fiscal year in the event that funds are not appropriated
for the following fiscal year, or (b) at any time within a fiscal
year in the event that funds are only appropriated for a portion of
the fiscal year and funds for this Contract are no longer
available. This Section 16.12 will take precedence in the event of
980509 syn 007147.3
12
a conflict with any other covenant, term, condition, or provision
of this Contract.
IN WITNESS WHEREOF, the parties hereto have by their duly
authorized representatives executed this Contract on the date first
above written.
ATTEST:CITY OF PALO ALTO
City Clerk
APPROVED AS TO FORM:
Mayor
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
Director of Public Works
ROSS/DRULIS ARCHITECT & PLANNERS
Taxpayer’s I.D. No. 94-175-8710
Director of Administrative
Services
Acting Police Chief
Fire Chief
Purchasing/Insurance Review
Attachments:
EXHIBIT "A" :
EXHIBIT "B" :
EXHIBIT "C" :
EXHIBIT "D" :
SCOPE OF PROJECT & TIME SCHEDULERATE SCHEDULE
INSURANCE
NONDISCRIMINATION COMPLIANCE FORM
986509~,~syn 0071423
13
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
19 7 before me, the undersigned, a
Nota~ Pub~llc iD a~d for saio County and State, personally appeared
,personallykno~ to
me or proved to me on the basis of satisfactory evidence to be the
person(s) whose n~e(s) is/are subscribed to the within instr~ent
and acknowledged to me that he/she/they executed the s~e in
his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon
behalf of which the person(s) acted, executed the instrument.
WITNESS my hand and officia!~seal
;--v,v, ~.;Signatu~ of Notary p~blic
_~-.
980509 syn 0071423
14
Certificate of Insurance
CiTy" ~;,LO ~\LTC’
MAY - 6 ]998
Agency Name and Address:
PROFESSIONAL PRACTICE INSURANCE BROKERS, INC.
10 CALIFORNIA STREET
REDWOOD CITY CA 94063-1513
(650) 369-5900 Fax: (650) 366-1455
THIS CERTIFICATE!J~’
INFORMATION ONLY AND CONFERS NO RIGHTS UPON
THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES
NOT AMEND, EXTEND OR ALTER THE COVERAGE
AFFORDED THE POLICIES LISTED BELOW.
Insureds Name and Address:
MICHAEL ROSS/CHARLES DRULlS, INC. ARCHITEC
P.O. BOX 278
SONOMA CA 95476
Companies Affording Policies:
A: CONTRACTORS BONDING & INSURANCE CO.
B: CONTRACTORS BONDING & INSURANCE CO.
C:
D: AMERICAN MOTORISTS INSURANCE CO. - KSA ,
E: AMERICAN GUARANTEE & LIABILITY INS. CO.
F:
;OVERAGES: THIS iS TO CERTIFY THAT POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.
NO’IJNITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH 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
TYPE OF INSURANCE POLICY NUMBER EFF. DATE EXP. DATE POLICY LIMITS
1/17/98 1117/99
GENERAL LIABILITY
Commercial General Liabilit
_ Claims Made
~ Occurrence
Owner’s and Contractors
Protective
AUTO LIABILITY
Any Automobile
All Owned Autos
Scheduled Autos
Hired Autos
Non-owned Autos
Garage Uability
CB950006
1/17/98CB950008 1/17/99
EXCESS LIABILITY
Umbrella Form
Other than Umbrella Form
WORKERS’
COM PENSATION 7CW30406504 9/1/97 9/1/98DAND EMPLOYER’S
LIABILITY
E PROFESSIONAL EOC666912608 10/30/97 10/30/98LIABILITY
F ~
Description of Operations/Locations/Vehicles/Restrictions/Special Items:
All operations of the Named Insured including Professional Services Agreements.
General Aggregate:
Products-Com/Ops
Aggregate:
Personal and Adv. Injury
Each Occurrence:
Fire Drag. (any one fire):
$2,000,000
$1,000,000
$1,000,000
$1,000,000
$50,000
Combined Single Limit:
Bodily Injury/person:
Bodily Injury/accident:
Property Damage:
$1,000,000
Each Occurrence:
Aggregate:
Statutory Limits
Each Accident:$1,000,000
Disease/Policy Limit:$1,000,000
Disease/Employee:$1,000,000
Per Claim $1,000,000
Aggregate $1,000,000
CC:
Certificate Holder:
CITY OF PALO ALTO
DEPT. OF PUBLIC WORKS
P.o. BOX 10250
PALO AL~(~
~TT~:~M~R. JOHN CARLSON
CA 94303-0862
THE AGGREGATE LIMIT IS THE TOTAL INSURANCE AVAILABLE FOR CLAIMS
PRESENTED WITHIN THE POLICY FOR ALL OPERATIONS OF THE INSURED
CANCELLATION:
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELED BEFORE THE
-:XPIRATION DATE THEREOF, THE ISS~LIING COMPA~IY, ITS AGENTS OR
REPRESENTATIVES WILL ENDEAVOR/tO IV~ALI.~O,I:~YS WRII-rEN NOTICE TO THE
CERTIFICATE HOLDER NAMED TO TtIE LEFT BUT ~,ILURE TO MAIL SUCH NOTICESHALL IMPOSE Nb LIABILffY Q’R OBLIGATION ON,THE INSURANCE COMPANY, iTS
.AGENTS OR,REPRESENTAT V~S ! /1 ~Authorized Representative: i~’Ii, l,i. ..."~--.--a-~ 514198
EXHIBIT A
CITY OF PALO ALTO PUBLIC SAFETY BUILDING
Phase I- Project Development
Scope of Work
Project Approach
The Palo Alto Public Safety Building Phase 1 Planning and Program Development has eight tasks plus
Public Outreach and Community Process Meetings.
Task 1
Task 2
Task 3
Task 4
Task 5
Task 6
Task 7
Task 8
Project Orientation and Definition
Architectural Program Development
Site Survey, Analysis and Selection
Detailed Analysis of Expanding Existing Police Facility
Environmental Assessment
Conceptual Design
Cost Estimation
Project Development Report and Formal Presentations
A Description of each task is provided below.
Task I Project Orientation and Definition
This task includes contract negotiations with the City, preliminary coordination meetings with the Palo
Alto Police and Fire Departments to further define the scope of work, and development of the project
schedule and facilitation of the formal kick off meeting. This task will include site visits and observations
of existing facilities and review of previously published planning documents.
Specific duties will include:
¯Contract negotiation
¯Preliminary meetings
¯Identification of client groups and key departmental representatives
¯Development of a detailed project schedule
°Facilitation of kickoff meeting
°Identification of project goals
¯Scheduling of site visits and user group interviews
¯Site visits and observation of the Police and Fire Department existing facilities
¯Review of previously published planning documents
This task also includes working with the steering committee to organize and define the community
process for the project. This includes, but is not limited to:
Participation in Steering Committee meetings to organize, define and schedule the community project
introduction process
Development of process diagrams, time lines and presentation protocols
C:~FILES\PS-BLDG\SCOPE.EXA
EXHIBIT A
Scope of Work for Consultant Services
Palo Alto Public Safety Building
Page 2 of 9 Pages.
¯Provide assistance to the City in developing a project statement which becomes the basis of the Palo
Alto Police Department’s and Fire Department’s message to the community and City government
¯Participate in meetings with community leaders, city council members, city manager, neighborhood
groups, and business representatives to discuss, define and review possible locations for the new
facility.
¯Organize, facilitate and participate in neighborhood Project Definition Workshops regarding the
planning, location and design of the project.
¯Production of initial presentation materials
Task 1 products shall be:
Finalization of consultant contract
Development of Project Schedule and Work Plan
Kickoff Meeting
Scheduling of client meetings and on site surveys
Four meetings:
(1)Project Scoping~
(1)Contract Finalization
(1)Kickoff meeting
(1)Departmental Site Visits
Participation in:
¯Organization of Community Process
¯Prodfiction of Project Definition Document
¯Preparation of Presentation Materials
-Preparation of Neighborhood Workshop Questionnaires and Issues Matrix
¯Meetings as required (See Public Outreach and Community Process Meetings)
Task 2 Architectural Program Development
During this phase, the project team will work with the Palo Alto Public Safety Building client groups to
review their workload projections and to verify and update its staffing, space and functional requirements
for the proposed public safety building. The project will begin with a Task 2 kick-off orientation meeting.
This meeting will introduce the programming team to the Palo Ako Public Safety Building Committee.
The project goals, schedules, and planning and design protocols will be established and interviews with
departmental representatives scheduled.
During the program ~0rocess, the team will conduct extensive.onsite interviews with the client group. The
Police and Fire user groups will be given the opportunity to discuss and update their facility requirements,
and describe the departmental mission, staffing, space and functional requirements.
The planning team will implement an operational analysis during this phase. The operational analysis will
study all aspects of the Police and Fire Administration operations, noting various aspects of departmental
CAFIZESkPS-BLDG\S COPE.EXA
EXHIBIT A
Scope of Work for Consultant Services
Palo Alto Public Safety Building
Page 3 of 9 Pages.
operations, including communications, community involvement, levels of security, biohazard evidence
handling, public interaction and other critical functional design issues.
The program verification process will result in a written and graphic architectural program document
including, but not limited to:
Architectural Program
¯Workload projections
¯Staffing requirements
¯Departmental area requirements
¯Space standards
¯Departmental descriptions¯Building gross size calculations¯Net to gross calculations
¯Future expansion capabilities/flexibility
¯Functional data sheets¯Building organization strategies¯Building system design criteria
¯Structural, mechanical, electrical, dispatch communications, low voltage and security electronics
design criteria
¯Acoustic design criteria¯Audio/Visual system design criteria¯List of optimum departmental adjacencies
¯Shared space concepts
¯EOC programming
¯Site analysis
¯_ Security planning
¯Integration of technology and future expansion
¯Cost analysis
¯Additional program information
¯Multiple planning options
Information developed in the architectural program will be tested in the conceptual design phase through
the development of two each building concepts at three sites. The alternative concepts will be utilized to
prepare a comparative site analysis, examine the sites for their suitability to house the Public Safety
Building, security parking, emergency vehicle circulation, public parking, allow for perimeter security and
future building expansion. Recommendations will be made by the architects regarding the alternatives.
During this phase, a program cost analysis will be provided relative to the anticipated cost of the building.
Estimated costs for the project will be included in the approved program document.
Task 2 products include, but are not limited to:
° Review of existing documentation
° Orientation meeting
C:\FILESkPS-BLDG\SCOPE.EXA
EXHIBIT A
Scope of Work for Consultant Services
Palo Alto Public Safety Building
Page 4 of 9 Pages.
¯Departmental interviews
¯Operational analysis¯Program verification
¯The development of an Architectural Program document including, but not limited to the following
topics or sections in italics
Executive Summary
Project Directory
Overview
o Methodology
User Profiles, Division Descriptions, Goals
Code Requirements
Special Design Criteria
Building Systems
¯Structural Design Criteria
°Electrical Design Criteria
¯Automation Emergency Power System
°Lighting Distribution
o Heating and Air Conditioning
°Plumbing Criteria
°Fire Protection Systems
°Elevators
¯Finish hardware/Keying
¯Communications andAudio Visual Systems
°Security Systems
¯Life Safety Systems
¯Communications Systems Acoustics
¯Emergency Operations Center Design Criteria
°Site Options
-Diagrams
o Conceptual Design Options
-Concepts
Diagrams
Cost Analysis
Level of Quality descriptions
Cost Summary
Departmental Staffing & Space Requirements
Functional Area Data Sheets
Adjacency Diagrams
Written and graphic report
City review
Approval by City
Meetings as required
C:kFILESkPS-BLD G\SCOPE.EXA
EXHIBIT A
Scope of Work for Consultant Services
Palo Alto Public Safety Building
Page 5 of 9 Pages.
Task 3 Site Survey, Analysis and Selection
Following the Neighborhood Project Definition Workshops, the team will meet with the Steering
Committee to finalize the site selection criteria for the location of the new Public Safety Building. The
City will identify up to 10 possible sites. RDA and the planning team shall evaluate the sites per the site
selection criteria and community and urban design issues. Three sites other than the expansion of the
current Police Department at the Civic Center (covered in Task 4) will be selected for detailed study.
Preliminary Initial Environmental Study Checklist will be developed for all ten sites reviewed.
Site issues (unranked) to be considered may include:
¯Site area
¯Buildable area
¯Expansion potential
¯Perimeter security
¯Geotechnical/seismic conditions
¯Proximity to other city agencies
¯Acquisition co~t
¯Site improvement cost
¯Points of access
¯Site location
¯Proximity to service areas
¯Proximity to arterial roads
¯Availability of public transportation
¯Neighborhood compatibility
¯General Plan and zoning consistency
¯Site infrastructure availability
¯Existing improvements
¯Environmental impact mitigation
¯Topography
¯Flooding
°Development timetable
¯Traffic impacts
°Economic or redevelopment benefits
¯Other
Task 3 Products shall be:
°Development of site selection criteria
¯Site survey and review up to 10 sites
°Review of environmental assessment data prepared in Task 6
¯Ranking of top three sites for detailed site analysis
°Development of detailed site analysis for top three sites relative to site selection criteria
°Completion of initial environmental study check hst for all sites
°Real estate appraisal of top three sites
¯Detailed site analysis of top three sites
CAFILESkPS-BLDG\SCOPE.EXA
EXHIBIT A
Scope of Work for Consultant Services
Palo Alto Public Safety Building
Page 6 of 9 Pages.
Task 4 Detailed Structural and Architectural Analysis of Expanding the Existing
Police Department Facility at the Civic Center to Accommodate the Program of the
New Public Safety Building
This task will analyze the existing police facility for its suitability for expansion and its capacity to
function as an essential facility and remain operational following a major earthquake after its expansion.
The task will include a structural and seismic evaluation of the existing structure and will develop a cost
estimate feasible structural concepts for the proposed expansion. The structural evaluation will define the
limits of retrofit for the existing construction sufficient to establish’ feasibility and cost-effective
alternatives.
This task will also produce conceptual floor plans and stacking diagrams indicating possible Public Safety
Building organizational strategies at the expanded site and production of a cost analysis reviewing the
option. Recommendations on departmental adjacencies, operational impacts, work flow, site and parking
requirements will be made.
Task 4 products shall include:
Item 1 Prepare computer models of the existing structure (including subgrade levels) with and without
the police department interconnected with the council chambers and tower. Apply 97 UBC
prescribed lateral forces to the models to ascertain the comparative impact of the police
department substructure on the shear walls in the tower and in the council chambers, and the
council chambers roof framing which links the substructures together.. This will form a
"baseline" for comparison of the expansion alternatives.
Item 2 Prepare a computer model of the expanded police building (i.e., four stories) which can be added
directly to the model of the tower, council chambers and subgrade parking. Create two
combined models: one to allow for and one to preclude connection between the expanded police
building to the adjacent substructures. Apply 97 UBC prescribed lateral forces for essential
facilities (-- 1.5) to both models. This will help to quantify the impact of the expanded police
building on the balance of the structure for the two scenarios. It will also define the extent of
retrofit which will be required for the existing construction in order to allow for the police
department to qualify as an "essential facility" per code.
Item 3 Prepare a letter report which summarizes the structural feasibility study and provide conclusions
and recommendations and which includes engineering sketches sufficient to describe the
structural concepts.
Item 4 ¯Conceptual Floor Plans¯Departmental Adjacencies¯Stacking Diagrams
¯Site Analysis¯Cost Analysis
¯Summary Documentation
C:\FILES~PS-BLDG\SCOPE.EXA
EXHIBIT A
Scope of Work for Consultant Services
Palo Ako Public Safety Building
PaRe 7 of 9 PaRes.
Task 5 Environmental Assessment
A. Objectives and Approach
Wagstaff and Associates will prepare a comparative environmental screening of the three top ranked site
choices from Task 3 and prepare a preliminary initial study checklist for up to 10 sites reviewed. The
environmental screening exercise’will be designed to meet two objectives:
¯To provide a preliminary Initial Study Checklist and determination for each site. Wagstaff and Associates
will complete an Initial Study checklist and narrative for each of the candidate sites, following the
city’s checklist format. The Initial Study Checklist. results, particularly tl~e list of mitigation
implications, associated with each of the three sites, will provide a principal basis for ranking the three
sites.
¯To rank the three sites in terms ofcomparative environmental implications. Wagstaff and Associates will
consider and rank the candidate sites from most to least environmentally preferable, based on the
environmental checklist results described above, with emphasis on identification of any key
environmental distinctions and any significant adverse impact factors ("fatal flaws") which may be
associated with each of the three site choices (i.e., land use compatibility, noise compatibility, traffic,
safety, etc.).
B. Environmental Assessment Methodology
Our recommended work program will produce an Administrative Draft Initial Study checklist comparison
and ranking document in six weeks following authorization to proceed and receipt of all relevant
background information. The environmental comparison work program will consist of the following
specific subtasks:
Subtask I. Initial Scoping and Project Description
Initial Staff Meeting
Initial Field Surveys
Initial Data Gathering and Review
Project Description (Site Selection Program and Choices)
Clarification of Key Issues and Concerns
Subtask II. Comparative Environmental Analysis
An Initial Study checklist and narrative will be completed for each. site. For each, the Initial Study will
incorporate the list of questions included in the city’s normal Initial Study environmental checklist form,
and will provide for one of the following answer choices for each impact issue: NO IMPACT, LESS
THAN SIGNIFICANT IMPACT, POTENTIALLY SIGNIFICANT IMPACT UNLESS
MITIGATION INCORPORATED, or POTENTIALLY SIGNIFICANT ADVERSE IMPACT. Each
of these answers will be followed by an explanatory narrative.
The following "checklist" items will be included:
¯Land Use and Planning
¯Population, Housing, and Employment
¯Geology/Earth
¯Water (Drainage and Water Quality)
¯Air Quality
C:\FILES~PS-BLDG\SCOPE.EXA
EXHIBIT A
Scope of Work for Consultant Services
Palo Alto Public Safety Building
Page 8 of 9 Panes.
¯Traffic and Circulation
¯Biological Resources
¯Energy
¯Mineral Resources
¯Hazards
¯Noise
¯Public Services and Utilities
¯Aesthetics
¯Cultural Resources
Subtask IIL Environmental Assessment Conclusions and Documentation
Administrative Draft Environmental Assessment. The results of the Subtask II analyses will be presented
in the form of three completed preliminary Initial Study checklists, each with accompanying narrative,
and all attached to a cover summary document, which will include:
a summary matrix showing the comparative results (imp~ict determinations) for each site and each
impact category listed under Subtask II above; and
a brief narrative describing the preliminary environmental assessment conclusions in the form of an
"environmental ranking" of the three sites, with a brief explanation of the ranking, highlighting the
key environmental distinctions among the three sites.
An administrative draft version of this document will be submitted to the architect and city staff for
review and comment.
Public Release Environmental Assessment. Based on architect and city staff review of the administrative
draft, a public release version of the environmental assessment (preliminary initial study comparison) will
be prepared for public release.
Subtask IV. Meetings and Public Hearings
In addition to the initial staff meeting listed under Subtask I above, John Wagstaff or the Wagstaff and
Associates Project Manager would attend up to three additional meetings with the consultant team and/or
city staff, and up to two public meetings.
Subtask V. Preparation of Project-Specific Environmental Documentation (Optional)
After city selection of a preferred site, and completion of associated preliminary designs for the Public
Safety Building project, Wagstaff and Associates would be available to convert the preliminary Initial
Study completed above into a project-specific Initial Study.
Task 6 Conceptual Design
Based on the approved Architectural Program RDA shall prepare two conceptual designs for each of three
sites for the new Palo Ako Public Safety Building. The conceptual design for expansion of the existing
Police Facility at the Civic Center will be covered in Task 4. The conceptual design studies shall include
conceptual site plans, conceptual plan layouts and a rendering of the exterior of the proposed building on
each site indicating site context, massing, scale, height setbacks and style.
C:’xFILES\PS-BLDG\SCOPE.EXA
EXHIBIT A
Scope of Work for Consultant Services
Palo Alto Public Safety Building
Page 9 of 9 Pages.
Task 6 products shall include:
¯Two each conceptual designs for three sites
¯Conceptual drawings of the Public Safety Building on each site
¯Working meetings, discussions and incorporation of comments into the conceptual design
°Three design working meetings
Task 7 Cost Estimation
RDA and its cost consultants shall prepare project cost estimates for developing a new Public Safety
Building at each of the three sites. The cost estimates shall be inclusive of: acquisition of land and site
development costs, construction costs, furniture, fixtures and equipment costs, design, construction
management, testing and other "soft costs", telecommunication, data system and other related costs for
a fully operational Public Safety Building ~
Task 8 Project Development Reportand Formal Presentations
RDA shall prepare 10 copies of a draft written and graphic report documenting the planning,
programming and conceptual design products developed for the new facility. The report will include an
architectural program, design criteria, cost analysis, and shall provide recommendations on an optimum
concept. The report will also document environmental concerns and urban design impacts and .describe
the functional requirements of the Public Safety providers. Following review of the draft document by
the City, RDA will incorporate review comments into a final document and produce 20 copies of a final
report for distribution by the City.
Task8 products shall include:
Summary documentation
¯RDA will present the draft work and conceptual designs to the following Palo Alto Commissions or
Boards:
ARB (1) meeting .
Planning Commission (1) meeting
City Council (1) meeting
¯10 copies of written and graphic draft report
¯Incorporation of review comments
¯20 copies of final report
Public Outreach and Community Process Meetings
Under the City’s direction, RDA and its project team shall provide services including but not limited to
organization and facilitation of community process meetings and preparation of meeting minute. The
work under this catagory shall only include expenses related to meeting. Other work shall be performed
under the respective tasks.
CAFILES~PS-BLDG\SCOPE.EXA
EXHIBIT B
CITY OF PALO ALTO PUBLIC SAFETY BUILDING
Phase I - Project Development
Fee Schedule
The following fee schedule presents the contractual amounts for Phase 1, Project
Development, Services for the Palo Alto Public Safety Building. The individual task
amounts are forbudgetary purposes only. The TOTAL TASK AMOUNT is lump sum.
Public Outreach and Meetings and Reimbursable Expenses Allowance is time and
Materials. The total maximum contract amount is $240,700.
Task 1 -Project Orientation and Definition
Task 2 -Architectural Program
Task 3 -Site Survey and Selection
Task 4 -Existing Facility Assessment
Task 5 -Environmental Assessment
Task 6 -Conceptual Design
Task 7 -Cost Estimate
Task 8 -Project Development Report .
TOTAL TASK AMOUNT (Lump Sum)
Public Outreach and Meetings (Time and Materials)
Reimbursable Expenses Allowance (Time and Materials)
TOTAL CONTRACT AMOUNT
$18,800
$26,5O0
$4O,0O0
$24,500
$11,700
$28,000
$10,900
$16.100
$176,500
$51,000
$13.200
$240,700
C:M::ILES~PS-BLD GX, FEE.EKB
ATTACHMENT C